Permanent External Advisory Committee

To set out the general function and responsibilities, membership, and operating procedures of Permanent External Advisory Committees (PEAC).

The key distinguishing feature of Permanent External Advisory Committees is that they are made up primarily of people who are not employed by Otago Polytechnic Limited (Ltd), i.e., they are external stakeholders.

The purpose of these committees is to engage members of the wider community who have an informed interest in a particular educational area within Otago Polytechnic Ltd. The main role of the committees is to provide advice on the quality, relevance, scope, and currency of Otago Polytechnic Ltd programmes of study, and to advise on training and education priorities and gaps.

PEAC consultation will contribute to ongoing self-assessments and internal evaluations and programme(s) of study monitoring.

NZQA Self Assessment and External Evaluation and Review

NZQA Guidelines for approval and accreditation of Level 1-6 programmes

NZQF Programme Approval and Accreditation Rules 2021

1. The Head of College or delegate is responsible for establishing Permanent External Advisory Committees (PEACs) which will provide an interface between the programme(s) of study and appropriate external stakeholders.
2. The Head of College or delegate is also responsible for establishing mechanisms which will assure committee members that appropriate quality academic and management policies and procedures are in place, and that PEAC members are informed of the programme(s) of study activities. These mechanisms should assist the committee in its role.
3. PEACs are expected to bring an external perspective, and advisory role to the delivery of Otago Polytechnic programme(s) of study, and to:

• advise on the currency of the programme(s) of study.
• advise on ways of improving the quality of the existing programme(s) of study.
• advise on any training or education priorities or gaps.
• provide input into reviewing existing programme(s) of study
• assist with developing new programme(s) of study.
• assist with assessing the need and demand for the new programme(s) of study.
• measure how the committee’s activities improve the quality of the programme(s) of study.
• indicate support for the new programme(s) of study or changes to an existing programme(s) of study. Note, this should be explicitly recorded in the meeting minutes.
• report to Academic Committee on any matters of sufficient interest to warrant further discussion from Academic Committee.
• assist with reviewing the ‘strategic value’ of the programme(s) of study.

4. PEACs must look for more opportunities to stimulate the advisory role that they carry through strategic discussion. College and programme(s) of study teams must look to PEACs to provide information about current happenings within the industry, including professional, technical, and industrial methods, marketing information, speciality needs, promotional prospects and many more.
5. There must be a PEAC for every programme of study, but PEACs can have oversight of more than one (1) programme of study. There is a requirement that where there is more than one PEAC for the same programme(s) of study or bridging programmes that lead to a substantive qualification that there is a formal connection between those PEAC(s), such as the PEACs at the Auckland International Campus, (AIC
6. The PEAC should consist of a minimum of six (6) external members, ideally including industry-related Kai Tahu representation. Normally members would serve a three (3) year term. In the initial stages, external members are invited onto the PEAC by the Head of College or delegate. Established PEACs will fill vacancies by invitation. Members will be briefed on the PEAC policy and guidelines by the Head of College or delegate. Otago Polytechnic staff members will not be members of PEACs.
7. There should be a currently enrolled learner representative for each group of programmes of study covered by the PEAC.
8. External members may include an ex-Otago Polytechnic Board member or an alumni/graduate and representation from a Kai Tahu alumni/graduate.
9. The Head of College, or a delegate, and a Programme Head for each respective qualification within the PEAC) shall attend all PEAC meetings and is responsible for ensuring meetings are appropriately resourced and serviced. Otago Polytechnic staff may be in attendance at the request of the Head of College.
10. All members of PEACs are honorary appointments, except where:

• payment for travel costs, accommodation, and loss of income is appropriate
• equity considerations apply.

     10.1.      Any payments will be made only on the presentation of a Goods and Services Tax (GST) invoice and/or appropriate receipts.

11. The Head of College, or delegate, is responsible for ensuring their PEAC membership details on the central database are current and include the name, contact details and employer/status of each member. Refer to the Otago Polytechnic staff intranet Tūhono, Tools, Academic Excellence, Learner Experience, How can we help, PEAC for PEAC meeting schedule and PEAC membership list.
12. PEACs are to meet a minimum of at least twice (2) a year. Cancelled meetings are to be rescheduled within one (1) month of the cancelled meeting. Meetings may be face-to-face, by phone/video/computer conferencing, or online.
13. Within one (1) month of each PEAC meeting the minutes are to be circulated and checked for accuracy by those PEAC members in attendance and then loaded on the relevant section of the Performance Portal and a copy stored on file in the College.
14. A web brochure called Becoming the link between industry and education Otago Polytechnic Ltd Permanent External Advisory Committees (PEAC)’ is published on the Otago Polytechnic Ltd website. The online brochure will be updated from time to time as the need arises. 
15. Specific induction and training for given PEACs will be the responsibility of each PEAC, supported by the Head of College or delegate.
16. Each PEAC is responsible for and will participate in a self-review of their effectiveness at least once every three (3) years.

‘Becoming the link between industry and education Otago Polytechnic Ltd Permanent External Advisory Committees (PEAC)’ as published on Otago Polytechnic Ltd website

PEAC – Guidelines – attached below

Academic Committee Policy

Standard requirements of PEACs

1. The Chair is to be an external stakeholder.

2. PEACs are to meet a minimum of at least twice (2) a year. Cancelled meetings are to be rescheduled within one (1) month of the cancelled meeting. Meetings may be face-to-face, by phone/video/computer conferencing, or online.

3. The  PEAC meeting schedule and membership list for the year are to be confirmed by 31 March at the latest. Ideally, meetings for the following year should be set at the last meeting of the year. Refer to the Otago Polytechnic staff intranet Tūhono, Tools, Academic Excellence, Learner Experience, How can we help, PEAC for PEAC meeting schedule and PEAC membership list

4. The PEAC should, prior to business planning, consider opportunities for a programme of study development/redevelopment and consider the annual report. Further meetings should be held to consult about the development of the new programme(s) of study, to meet accreditation and monitoring panels and to consider the annual Programme Review reports (APERs) and any actions that should be taken for the following year.

5. Formal recommendations require there to be more than fifty per cent (50%) of members in attendance.

6. Attendance at meetings is to be monitored and recorded in the minutes. This record is for internal purposes only, e.g., consultation, and proactive public relations.

7. Where a PEAC member has not attended two (2) consecutive meetings and HAS not sent their apologies, their membership is to be reviewed.

8. Heads of College are required to ensure:

a. Discussion documents are prepared for debate and circulated in advance.

b. Working parties are established to act as sub-committees of the PEAC and may include people, who are not members of the PEAC.

c. Invitations are sent to PEAC members for important programme(s) of study or College events such as displays of learner work.

Guidelines

Guidelines for PEAC Discussions
1. Training and education needs, gaps, and priorities

1.1.  Consider and review the portfolio of programmes of study offered by the College to ensure complete, current and/or relevant.

1.2.  Consider any gaps within the current programme(s) of study

2. Programme(s) of study development

2.1.   All Type 2 changes and all new programme(s) of study are to be considered and discussion and recommendations recorded in the meeting minutes.

2.2.   It may be appropriate to involve PEAC in discussion of some Type 1 changes.

3.  Evaluation

3.1.   Self-review.

Approved By:

Dr Megan Gibbons

Chief Executive

Date:  30 October 2022    

Policy Version: V7; Previously Coded:  AP0109