The purpose of the Permanent External Advisory Committee (PEAC):
Is to provide advice on the quality, relevance, scope, and currency of Otago Polytechnic programmes of study.
Is to advise on training and education priorities and gaps.
The PEAC is comprised of external stakeholders and members of the wider community who have an informed interest in a particular educational area within Otago Polytechnic.
1. The Head of Programme/s or delegate is responsible for establishing PEACs which will provide an interface between the programme(s) of study and appropriate external stakeholders.
2. The PEAC should be representative of the industry or profession for the programme/s of study and include stakeholders from a range of organisations.
3. The Head of Programme/s or delegate is also responsible for establishing mechanisms that will provide assurance to committee members that appropriate quality academic and management processes 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.
4. The PEAC is 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.
provide feedback as required for accreditation and monitoring panels
provide feedback as required on the Annual Programme Review report (APER) and any actions that should be taken for the following year.
look for opportunities to stimulate their advisory role through strategic discussion. College and programme(s) of study teams should look to the PEAC 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 one PEAC 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 however extended terms will be considered by the Chair and Head of Programme/s. In the initial stages, external members are invited onto the PEAC by the Head of Programme/s or delegate. Established PEACs will fill vacancies by invitation. Members will be briefed on the PEAC policy and guidelines by the Head of Programme or delegate.
7. Otago Polytechnic kaimahi will not be members of the PEAC however may be invited to a meeting to speak to a specific agenda item. Their input should be limited to ensure the focus remains on external industry contributions.
8. There should be a current ākonga representative for each PEAC.
9. External members may include an ex-Otago Polytechnic Council/Board member or a registered Alumni or graduate and representation from a Kai Tahu alumni/graduate.
10. All members of PEAC 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 Programme/s, or delegate, is responsible for ensuring that:
11.1. PEAC membership details and meeting schedules are to be updated annually on the central database. Refer to Tūhono, Academic Excellence, How we can help, PEAC, Section 2, Responsibility, PEAC Master Membership List.
11.2. The PEAC either meets two (2) times per year or alternatively meets once (1) per year and feedback is gathered using an alternative method at least once a year.
11.2.1 Examples of alternative methods of gathering feedback from industry, including PEAC members are a targeted survey, on-site visit, telephone or video calls.
Records of all such interactions should be confirmed by those involved and saved in the same way as the minutes. Refer to Appendix 1 PEAC Consultation Template, this can be adapted as required.
11.3. Specific induction and training for new PEAC members will be the responsibility of the Head of Programme/s or delegate.
11.4. The PEAC participates in a self-review of their effectiveness once every three (3) years.
11.5. PEAC members are invited to important programme(s) of study or College events such as displays of ākonga work.
12. PEAC information is published on the Academic Excellence webpage. https://online.op.ac.nz/hub/teams/deputy-executive-director-learner-experience/academic-delivery/academic-excellence/academic-quality/peac
13. Working parties may be established as short-term sub-committees of the PEAC and may include internal and external stakeholders, including ākonga, who are not members of the PEAC.
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.
PEAC Consultation Template - click to download
Permanent Advisory Committees (PEAC) booklet as published on Otago Polytechnic website
Academic Committee Policy
Policy Version: V8;
Dr Megan Pōtiki
Executive Director
9 October 2025.
