Program Advisory Committees Policy

To guide the operations of Seneca Polytechnic Program Advisory Committees as directed by the Ministry of Colleges and Universities Framework for Programs of Instruction Policy Directive.

This policy applies to all postsecondary programs of instruction for which a credential is awarded by an Ontario college or polytechnic.

A group of related courses leading to a credential awarded by the Board of Governors.

A form of a PAC that is temporarily struck to advise on the development of a new program of instruction.

A PDAC is struck before a PAC is formed.

A form of experiential education that combines academic studies with practical work experience.

1. Seneca’s Board of Governors is responsible for ensuring that an advisory committee is established for each program of instruction or cluster of related programs offered at Seneca.
2. PACs provide an ongoing exchange of information between industry and Seneca to update, promote, assess and advise on the development, maintenance and renewal of academic programs.
3. PACs provide recommendations and advice in the following areas:
   • work-integrated learning opportunities
   • curriculum
   • employment prospects and labour market trends 
   • quality assurance
   • marketing
   • student experience

1. PACs will consist of individuals external to Seneca who have direct interest in, and a diversity of experience and expertise related to, the sector and discipline addressed by the program.
2. PAC membership is tied to individuals, not to an organization and does not imply endorsement by Seneca of a particular company, product or service.
3. Members are not remunerated for their participation.
4. Membership to a PAC, or fulfilling a member’s responsibilities, cannot be delegated unless approved by Seneca.
5. PAC membership will reflect the diversity of the Seneca community.
6. A non-degree PAC will have a minimum of six members; a degree PAC will have a minimum of eight members, including one academic expert in the sector, from another postsecondary institution.
7. The term for committee members will be three years, or longer at Seneca’s discretion, renewable once.

1. The PAC chair will provide leadership to the committee and preside over meetings with the support of the academic chair.
2. The Vice-President, Academic will report to the Board of Governors annually a summary of PAC activity through the Academic Planning and Student Affairs committee.
3. Academic chairs are ex-officio members of PACs and will act as the primary Seneca resource to the PAC members.
4. Academic chairs are responsible for:
   • forming PACs and appointing and orienting all members
   • ensuring the required number of annual PAC meetings take place 
   • reviewing the membership and engagement of the PAC members on an annual basis
   • replacing retiring and inactive PAC members
   • responding to PAC resolutions and recommendations
   • informing PAC members, deans and the Vice-President, Academic on the status of member requests
   • providing through their deans, an annual report for the Vice-President, Academic on PAC activity and membership

1. A minimum of two PAC meetings per year will be held and conducted according to conventional rules of order.
2. All appointed PAC members will have voting privileges.
3. If a member misses two consecutive meetings without notifying Seneca, the academic chair or designate will communicate directly with the member to determine whether the individual is able to continue on the PAC.
4. All resolutions or motions voted on by a PAC will be worded in a formal motion, voted on by the PAC membership and recorded in the minutes.
5. Quorum for meetings, motions and resolutions shall be a simple majority of the voting members of the PAC. 
6. Seneca students and employees may serve as resources to the PAC but will not have voting privileges.
7. Each PAC will vote on a formal motion to elect a chair from the membership for a two-year term. 
8. A PAC chair may stand for re-election of a PAC committee once, at Seneca’s discretion.

1. PAC members who perceive that their interests conflict, or have the potential to conflict, with an issue under discussion at a PAC meeting will abstain from voting on the specific issue.
2. A member’s declaration of conflict of interest will be recorded in the meeting minutes.

1. During the developmental stages of a program, the responsible academic chair will establish a Program Development Advisory Committee (PDAC), or use an existing PAC, to advise on the development of the new program.
2. When a program is launched, the PDAC will be dissolved and a dedicated PAC will be established, or the new program will be clustered with an existing PAC.

• Appendix: Program Advisory Committee procedures

• Academic Program Review and Modification Policy
• Conflict of Interest Policy

• Guidelines for Program Development Advisory Committee
• Minister’s Binding Policy Directive: Framework for Programs of Instruction
• PAC Terms of Reference
• Seneca College Board of Governors Bylaw No. 1

1. Candidates for membership on PACs will be identified through referrals, self-nomination or invitation by the academic chair or dean.
2. Interested candidates will submit a curriculum vitae, resume or biography, a completed Nomination and Consent to Release Information Form and Non-disclosure Agreement for PAC members to the academic chair.
3. Once candidates are approved, they will receive confirmation of their appointment from the academic chair.
4. When a PAC member is confirmed, the academic chair or designate will submit all signed new membership documents, along with an updated PAC membership list to Seneca’s Academic Quality team for record keeping. A welcome communication from the President’s Office will be sent to the new member.

1. The academic chair or designate will provide new PAC members with the PAC terms of reference and an orientation to the roles and responsibilities of being a PAC member as well as to the program(s) covered by the specific PAC.

1. Notification of appointment renewal can be provided to the PAC member by the academic chair or designates.
2. At the time of resignation or at the end of the appointment term, the academic chair will notify the member that their term is complete and inform Academic Quality by completing the Resignation Form for PAC Members and submitting an updated PAC membership list for record keeping. 
3. Academic Quality will inform the President’s Office, and a thank you communication will be sent to the retiring member.

1. The PAC chair and academic chair will liaise to schedule and set agendas for PAC meetings.
2. Academic areas will draft meeting agendas for approval by the PAC chair prior to the meeting.
3. When voting is required to take place outside of a scheduled meeting, votes may be collected by email. The results will be recorded and appended to a set of meeting minutes.
4. Meetings minutes will be taken by a Seneca employee and approved by the academic chair and PAC chair prior to distribution.
5. Minutes will be sent to Academic Quality for recordkeeping and posting on a Seneca PAC document site.
6. PAC membership lists will be sent to Academic Quality for recordkeeping and posting on a Seneca PAC document site.

Approval Date: August 2020

Last Revision: May 2025