CASN - Establishing a Partnership Academy Steering Committee

Presented By Pam Langbehn, Manager
State Franchise Tax Board School Partnership Program

Career Academy Support Network
University of California, Berkeley
Graduate School of Education
Berkeley, CA 94720-1674

How To Form A Committee, Gain Commitments And Plan And Implement A Partnership

Start at the Top
Long term academy - business partnerships require the commitment of both education and business leaders. Their dedication to the idea and appointment of a strong committee builds the foundation for lasting partnerships. Typically it is necessary to obtain the interest and approval of a high-ranking executive who in turn assigns another person in management to assume primary responsibility for business participation. This individual may in turn select others or request volunteers for various assignments (e.g. task force committee members, mentors, speakers, job coordinators).

Lay the Foundation - Building the Committee
A strong committee requires strong leadership and dedicated volunteers. At least half of the committee members should represent business. A committee without enough business representatives will lack the necessary business representatives on the committee be interested in the same "technical" field as the academy. Business people who have expertise or interest in the academy topic have a greater interest in being involved and helping the academy to meet its objectives. Also, this will insure that job shadowing, mentoring, guest speaking activities, etc. are relevant to the technical focus of the academy.

It's a good idea to have a business representative chair or co-chair the committee. Consider inviting someone who is actively involved with the local business community (community service organization, board member, chamber of commerce). This will give the academy increased access to the business community and future business partners. The chairperson should be dynamic and understand the time commitments of directing the efforts of the committee.

Invite members who represent business (50%), community service groups, school administration, and other business education organizations or groups. They should be individuals with authority to make decisions or with direct access to those in their organization who can (company vice presidents, personnel or human resource directors, small business owners, mid level managers or coordinators with access to the top).

Target businesses and local and state governments who have the volunteer capacity to meet academy objectives. Businesses unable to provide volunteers may serve the committee by providing information or additional business contacts. However, they will not be able to participate as a full partner involved in academy activities such as mentoring, job shadowing or work experience.

State Government Contacts - on April 3, 1996 Governor Wilson signed Executive Order W-132-96 creating the California Mentor Council and calling for state employees to serve as mentors for at risk youth. State employees are allowed up to 40 hours compensated time per year to participate in mentoring activities. Departments are required to set target goals for mentors at 10% of their workforce.

Assessment
Before the first official steering committee meeting, the chairperson and academy director/staff should identify the needs and interests of the students, school, community, and business. This will help the academy to find appropriate business partners. It will also, result in a more productive first committee meeting, help build consensus, and assist in identifying shared short and long term goals.

Short and Long Term Goals
When planning think in terms of a whole year rather than one event. First year events could include:

Key Contacts
Academy teachers are a critical link in establishing successful partnerships. The committee should ensure that direct and continuing communication is established between committee members and teachers.

Members of the committee serve as "Key contacts" and are people who take responsibility for maintaining partnerships. Their involvement keeps partnerships alive and vital. They help to infuse the expertise of the business community into the school and academy, assist with communications, new partnerships, and new ideas.

From a list of potential business/government contacts you have developed make appointments to discuss the program with the highest ranking official in the company, such as the chief executive officer, manager, or small business owner/ manager. That individual must be in a position to speak for the company.

Provide a short written description of what the academy is, it's purpose, activities and the level of commitment asked of the business partner.

Make the business aware of the following:

The goal is to obtain a commitment from the business before the end of the meeting. Some business leaders may require additional time. Before leaving the meeting, establish a date when you can call or visit in person to discuss the program again.

Provide any additional information requested as soon as possible.

Inform the business representative that academy teachers and administrators will meet with the program participants prior to the actual activities for a planning session/orientation.

Follow up with a thank you letter outlining the specific program and role in which the business has agreed to serve.

Draft a joint partnership agreement, contract or memorandum of understanding which identifies the goals and objectives of the partnership, who does what, and when.

Draft a calendar of activities for use by academy staff and business partners to record dates set aside for job shadows, tours, guest speakers, field trips, mentor visits and activities, homework clinics, principal & teacher for a day, career preparation, steering committee meeting, evaluations, summer institutes, board presentations, awards ceremonies, panic attacks and vacations. It is helpful for the business partner to know the school and academy schedule of activities, events, in-service days, holidays and breaks to be able to schedule volunteer activities in advance.

Develop a plan to form a committee, gain commitments and plan and implement a partnership.

Appoint a steering committee chairperson(s).

Appoint Committee members (3 - 5 the first year, more the second year). 50% business representation. Include school administrators and community representatives.

Invite the school superintendent to meet with the committee and help assess school/academy needs.

Discuss needs in relation to community and business priorities for education.

Plan a program to meet education/business needs and priorities (short and long term).

Obtain school board commitment to partnership activities (board resolution).

Appoint committee members to be "key contacts" (liaisons) to meet with perspective business partners who meet program needs. Focus on identifying partner needs, interests, suggestions for working together. Discuss academy objectives, interest, hopes and benefits to business. Recruit future committee members. Initial contact 30 minutes - 1 hour. Follow up contact may be required.

Schedule meetings between business representatives and academy staff to plan activities.

Develop a publicity plan to announce partnerships, promote business and community involvement, provide recognition to business partners and education staff.

Develop a list of recipients who should receive thank you letters, certificates, recognition (awards ceremonies). Schedule periodic mailouts to facilitate communication and sustain interest.

Perform quarterly, semi-annual, and annual assessments of committee and partnership activities. Plan implementation of second year goals.

Committee assessment of program, plan implementation of second year goals.

Develop a set meeting schedule with the concurrence of all members.
Committee meetings: 1 - 3 hours on a monthly/quarterly basis;
Training meetings: 4 hours - 2 days (beginning of year, 1-2 times per year;
Planning meetings: 1 - two days (during summer, beginning of year)

Host a breakfast or luncheon and invite business partners, school board representatives, teachers, and administrators. Have students greet the invitees, pass out programs, and eat with them. Provide a fun get acquainted exercise for students and invitees (20 questions) and have the MC or a roving reporter report move from table to table introducing guests and asking about what facts they learned about each other. Invite guests to become mentors to the student they made contact with. Invite media to publicize the event and any mentor matches that occurred.

Invite media to the presentation of the board resolution.

Have a partnership agreement signing ceremony. Invite school board president, superintendent, principal, business partner (CEO/owner) to sign the agreement. Invite academy faculty, school administrators, steering committee members, students, volunteers, and the media to attend. Report the event in the school newsletter, business employee newsletter, local paper, and local TV stations.

Hold a brainstorming session between business and academy teachers. List ways business could enrich curriculum (job shadows, tours, student internships/volunteer assignments, volunteer instructors, tutors, guest speakers) and discuss goals and objectives for the partnership.

Develop brochures, press releases, newsletter articles, school board reports, videos produced by students or business partners.

Hold a Principal for a Day or Teacher for a Day Event. Work from top/down in the business organization. First year invite CEO's or business owners, second year vice presidents, third year administrators/managers, fourth year supervisors and employees. Mix the group up each year to include representatives from both management and labor.

Participate in cable (education channel) program interviews using partners and students.

Publicize the event at the business and school to invite viewing, provide recognition, and publicity. Ask for a tape of the interview and send to school board members, administrators, business partners.