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Table of Contents
Statement of Purpose
The Oregon Legislature mandated the creation and implementation of the African American/Black Student Success (AABSS) Plan to address the emergency of the historic and persistent systemic inequities harming African American/Black students in Oregon and, through ORS 329.841, directed the Oregon Department of Education (ODE) to form an advisory group consisting of community members, education stakeholders and representatives of the Early Learning Division, the Youth Development Division and the Higher Education Coordinating Commission to advise the Department on matters affecting African/African American/ Black /African Diaspora students and families and related to the African American/Black Student Success Plan.
The purpose of the African American/Black Student Success Advisory Group (hereinafter “Advisory Committee”) is to provide recommendations, community feedback, guidance, and updates to ODE for the purposes of fulfilling the intent and impact of the African American/Black Student Success Plan.
Scope
The Advisory Committee is legislatively mandated to advise the Department on:
- Development and implementation of the African American/Black Student Success Plan
- Eligibility criteria, applicant selection process and expectations for recipients of African American/Black Student Success grant awards; and
- Adoption of rules by the State Advisory Committee of Education for the implementation of the African American/Black Student Success Plan
To fulfill the charge above, the Advisory Committee is expected to:
- Advise the Department on updates to Plan development and implementation, including consistent, sufficient, and ongoing funding of the AABSS Plan each biennium;
- Periodically review the design and impact of the Plan on intended outcomes;
- Provide insight into action steps and/or activities that will support the actualization of the Plan in educational settings;
- Provide relevant feedback and community information/insight specific to the success of African/African American/Black/African Diaspora students across the early childhood to post-secondary education system;
- Be informed of and provide feedback on the research developed concerning the wellbeing of African American/Black Students in the State of Oregon
- Advise the Department on the legislatively mandated biennial report concerning the progress of the Plan (to be submitted at each even-numbered year regular session of the legislative assembly to an interim committee of the Legislative Assembly related to education).
Membership
The Advisory Committee will consist of no more than 26 members appointed by the Director of the Oregon Department of Education (ODE).
According to ORS 329.841, the advisory committee shall consist of:
- Community members
- Education stakeholders, and
- Representatives of the following agencies:
- Early Learning Division (ELD)
- Youth Development Division (YDD), and
- Higher Education Coordinating Commission (HECC)
Representation Among Community Members and Education Stakeholders:
Every effort will be made to ensure that the composition of the AABSS Advisory Committee reflects the diversity and representation of our students, families, and community stakeholders.
The Advisory Committee will seek to include representatives from, but not limited to, the following communities:
- Different geographic regions of Oregon
- Students/Youth (inclusive of youth who are lesbian, gay, bisexual, transgender, queer or another minority gender or sexual orientation)
- Parents, Families, and Caregivers
- Educators
- Culturally specific Community-Based Organizations (CBOs) that work with African/American Black Students and/or Families
- English language learners
- African Diaspora immigrant populations
- Individuals with disabilities
- Early Childhood Educators
- Community members working in juvenile justice
- Representation of diverse identities (e.g., race, ethnicity, gender, sexual orientation, social class, dis/ability, etc.)
Advisory Committee composition should reflect the following:
- Knowledge of how to impact institutional change in the areas of equity, diversity, and inclusion
- Understanding of accountability through assessment and evaluation, pointing to positive measurable outcomes
- Expertise across multiple dimensions of diversity
- Connection to, relationship with, and advocacy for African/African American/Black/ African Diaspora communities
- Professional background or community leadership in engaging educational equity
Recruitment
To fill open positions, ODE will publicize widely the opportunity to serve on the Advisory Group through various methods of community outreach. Advisory Committee members are encouraged to assist by inviting community members to apply.
Statements of Interest and Selection Process
Regular Appointment Process
Upon the conclusion of member terms, ODE will conduct a membership selection process in which interested candidates shall complete an application and submit a Statement of Interest. The Advisory Committee Chair, Vice-Chair and ODE staff will form a review committee to review letters of interest and make recommendations to the Director of ODE. The Director of ODE will make the final decision on Advisory Committee appointments.
Applications will be reviewed with specific attention to membership categories (outlined above) and the following criteria:
- Connection to, relationship with, and advocacy for African-American/Black communities
- Professional background or community leadership in engaging educational equity
- Representation of diverse identities (e.g., race, ethnicity, gender, sexual orientation, social class, dis/ability, etc.)
- Knowledge of how to impact institutional change in the areas of equity, diversity, and inclusion
- Understanding of accountability through assessment pointing to positive measurable outcomes
- Expertise across multiple dimensions of diversity
Mid-term Vacancy Appointment Process
In the event that an Advisory Committee member is unable to complete their term for any reason, ODE staff will conduct a targeted recruitment process focused on soliciting applications and Statements of Interest in needed areas of representation. This targeted recruitment shall be done in a timely manner to minimize the impact of the vacant position. The selected individual will serve for the remainder of the original term. This term will not count against the two consecutive two-year term limit.
Terms of Service
Unless otherwise noted, a term of service is two years, from September 1 to August 31. Advisory Committee members may serve up to two consecutive two-year terms.
Members of the Advisory Committee may be reappointed for a second term with advisement from the advisory committee. Incumbents must submit new Statements of Interest in accordance with the regular appointment process. Individuals who have served the maximum of two consecutive terms must wait one year before they can reapply for membership to the Advisory Committee.
Resignation of Membership
In the event an Advisory Group member is unable to complete their term, the member must submit a resignation letter to the Advisory Committee Chair and the AABSS Coordinator.
If an Advisory Committee member misses more than 60% of the Advisory Group Meetings in a given 12-month period without excused absence, they will automatically be resigned from the Advisory Committee.
Conflicts of Interest
Members of the Advisory Committee will adhere to the requirements of Oregon’s Government Ethics Laws, ORS chapter 244, and the rules adopted by the Oregon Government Ethics Commission (OGEC), OAR chapter 199. Guidance on these laws and rules can be found on the OGEC website: https://www.oregon.gov/ogec/Pages/default.aspx.
Advisory Committee members will provide prompt written notice to the chairperson and the AABSS Coordinator of any actual conflict of interest or potential conflict of interest as defined in ORS 244.020. ORS 244.020(1) defines “actual conflict of interest” as meaning:
“[A]ny action or any decision or recommendation by a person acting in a capacity as a public official, the effect of which would be to the private pecuniary benefit or detriment of the person or the person’s relative or any business with which the person or a relative of the person is associated unless the pecuniary benefit or detriment arises out of circumstances described in [ORS 244.020(13)].”
ORS 244.020(13) defines “potential conflict of interest” as meaning:
“[A]ny action or any decision or recommendation by a person acting in a capacity as a public official, the effect of which could be to the private pecuniary benefit or detriment of the person or the person’s relative, or a business with which the person or the person’s relative is associated, unless the pecuniary benefit or detriment arises out of the following:
- An interest or membership in a particular business, industry, occupation or other class required by law as a prerequisite to the holding by the person of the office or position.
- Any action in the person’s official capacity which would affect to the same degree a class consisting of all inhabitants of the state, or a smaller class consisting of an industry, occupation or other group including one of which or in which the person, or the person’s relative or business with which the person or the person’s relative is associated, is a member or is engaged.
In accordance with ORS 244.120(2), members of the Advisory Committee also will: (a) when met with a potential conflict of interest, announce publicly the nature of the potential conflict prior to taking any action thereon in the capacity of a member of the Advisory Committee; and (b) when met with an actual conflict of interest, announce publicly the nature of the actual conflict and refrain from participating as a member of the Advisory Committee in any discussion or debate on the issue out of which the actual conflict arises or from voting on the issue; provided, however, that if the member’s vote is necessary to meet a requirement of a minimum number of votes to take official action, the member will be eligible to vote, but not to participate as a member of the Advisory Committee, in any discussion or debate on the issue out of which the actual conflict arises.
Roles & Responsibilities of Chair and Vice-Chair
The Advisory Committee will elect one member to serve as chairperson and another as vice chairperson for the remainder of their current terms as Advisory Committee members. Any officer may resign their officer position without resigning their committee membership with at least 30 days notice to the program coordinator and other presiding officer.
The Chair and Vice Chair shall be nominated by the full body of AABSS Committee Members and elected by a majority of members present at any quorate meeting of the Advisory Group.
Terms and Duties of Officers
Roles and responsibilities of the Chair and Vice-Chair
Chair:
- Preside at all meetings of the Advisory Committee.
- Coordinate with ODE staff to prepare for and facilitate Advisory Committee meetings.
- Coordinate and collaborate with Advisory Committee and associated workgroup members.
- Facilitate recommendations provided by the Advisory Committee.
Vice-Chair:
- If the Chair cannot serve a full term, the Vice-Chair shall assume the office for the remainder of the Chair’s term.
- In the absence of the Chair, or in the event of the Chair's inability to act, the Vice-Chair shall assume all duties of the Chair.
- If the Vice-Chair position should become vacant for any reason, the Advisory Committee will nominate and vote for a new Vice-Chair.
Responsiblities of Members
- Regularly attend Advisory Committee meetings.
- Inform ODE staff if you anticipate missing one or more meetings.
- Review minutes and meeting materials before the meeting.
- Review any and all meeting materials before the meeting.
Advisory Committee members who are also AABSS Plan grantees may serve on grant application review teams. However, they must declare a conflict of interest and recuse themselves where applicable.
A member’s term may be terminated or reduced if membership responsibilities are not met. Consideration of termination or reduction of an Advisory Committee member’s term shall be undertaken at the request of the Chair, Vice-Chair, or program coordinator. The decision for a termination or reduction of term will be undertaken by the Chair, Vice-Chair and OEDI Assistant Superintendent.
Proxy
The advisory committee does not allow proxies. Only appointed Advisory Committee members may participate in advisory meeting business; representatives or substitutes may not be sent in place of appointed Advisory Committee members. Meetings are open meetings and representatives or substitutes may attend per public meeting laws.
Workgroups
Advisory Committee members may be asked to volunteer or participate in formal or ad hoc workgroups deemed necessary by the Advisory Committee or agency to further the purpose and expected outcomes of the AABSS Advisory Committee. The Advisory Committee Chair will either facilitate or appoint another Committee Member to facilitate, the coordination of workgroups. Assistance in coordinating additional meetings or other contributions will be provided by ODE.
Workgroup Responsibilities:
- Attend to any formal or ad hoc needs articulated in Advisory Committee meetings and/or as recommended and requested by the Chair
- Review associated materials or other resources pertinent to the articulated workgroup need
- Report back to the full Advisory Committee at a mutually agreed time regarding findings, outstanding questions, progress, information, and/or recommendations associated with the specific work requested.
Open Meetings and Open Records
The activities of the Advisory Committee are generally subject to the Oregon Public Meetings Law set forth in ORS chapter 192, and the records of the Advisory Committee are generally subject to the Oregon Public Records Laws set forth in ORS chapter 192. The Advisory Committee will conduct its activities and make records available in accordance with the Oregon Public Meetings Law and the Oregon Public Records Laws.
Meetings
The Advisory Committee will meet at least six times a year. Meetings will last approximately 2 hours and generally be held once a month. Additional meetings or time may be requested and held as needed. Advisory Committee meetings will not be scheduled for July or August.
Meeting Agendas, Materials, and Recordings
ODE staff will post Advisory Committee meeting minutes, agendas, and notices of upcoming Advisory Committee meetings on the website.
Quorum
A majority of the members of the Advisory Committee constitute a quorum. Advisory Committee vacancies do not affect the quorum requirement. Accordingly, quorum will be satisfied when more than 50% of the Advisory Committee are present the committee will be able to conduct business. The authority of the Advisory Committee may be exercised by the affirmative vote of a majority of members present at any quorate meeting of the Advisory Committee.
Consensus Process, Decisions, and Voting
A consensus decision-making approach will be used to facilitate the Advisory Committee’s deliberations and to ensure that the Advisory Committee receives the collective benefit of the individual views, experiences, backgrounds, training, and expertise of its members. Consensus is a participatory process whereby, on matters of substance, members strive for agreements that they can support, accept, live with or agree not to oppose. Consensus means that no members voiced an objection to the position that could not be resolved or mitigated, and no members voiced their intent to oppose a position.
All official actions of the Advisory Committee, including actions on which there is consensus, must be taken by public vote of all members present. The vote of each member and the result of each vote must be recorded. Motions to conduct Advisory Committee business should flexibly follow the processes set forth in Robert’s Rules of Order (e.g., motion, second, discussion, and vote).
Absent compelling circumstances (e.g., as mandated by applicable conflict of interest laws and policies), Advisory Committee members should not abstain from voting. If there are votes in the minority, those members voting in the minority may submit an explanation of their vote and provide alternative proposals.
Participation
All Advisory Committee members agree to act in good faith in all aspects of Advisory Committee participation. This includes being honest and refraining from undertaking any actions that will undermine or threaten the deliberative process. Expectations of Advisory Committee members include:
- Speaking respectfully, efficiently, and nonrepetitively during Advisory Committee discussions.
- Listening to all points of view with an open mind and with a goal of understanding the interests of other Advisory Committee members and staff.
- Working toward consensus as a vital community responsibility while respecting minority points of view.&
- Representing the activities of the Advisory Committee, and the positions of others in fair and balanced manner.
- Not misrepresenting the positions of others.
Executive Session
The Advisory Committee may, at any time, retire into executive session as permitted by ORS 192.660. Except as permitted by ORS 192.660, the Advisory Committee shall not in executive session, deliberate or make any final decision relating to any matter before the Advisory Committee or otherwise bearing on any matter within the Advisory Committee’s authority.
Upon reconvening the open meeting at the conclusion of any executive session, all members of the Advisory Committee shall maintain the confidentiality of the information discussed and any legal advice provided in executive session. The Advisory Committee will securely store and disclose any electronic recordings of executive sessions only if and to the extent required under the Oregon Public Records Law, ORS chapter 192.
Advisory Committee Members are Public Representatives
Members of the Advisory Committee are public representatives selected to advise ODE on creating a comprehensive plan to serve and uplift African American/Black students. Members accept appointment to the Advisory Committee with the understanding that they will represent the public interest in their actions and advise to the Advisory Committee.
If any member of the Advisory Committee receives a communication from the public relating to the Advisory Committee, Advisory Committee business, or the member’s work and participation as a member of the Advisory Committee, the member should promptly forward the communication to the AABSS Coordinator by email.
ODE Responsibilities
ODE staff is responsible for, with the consultation of the Chair, establishing meeting schedules and agendas; summarizing highlights2 from Advisory Committee meetings, facilitating provision of information requested by members to fulfill Advisory Committee purpose, coordinating and assisting with additional workgroup or ad hoc meetings; and communicating how ODE acted on the advice provided by Advisory Committee members.
ODE will periodically report or share the following with the Advisory Committee: updates on grantee programs and outcomes; updates on AABSS and associated program funding; external evaluator reports; the bi-annual Legislative Report; progress in other ODE programs, including Student Success Act-funded areas of work, which intersect with the African American/Black Student Success Plan.
Review
The charter shall be reviewed and reassessed by ODE and the Advisory Committee at the start of each biennium.
Contact
For questions, please contact African American/Black Student Success Plan team at
ode.aabss@ode.oregon.gov.