Faculty Governance

I. Delegations of Responsibility from the Earlham By-Laws

Fundamental responsibility for the operations of Earlham College rests, by law, with the Earlham Board of Trustees. The Earlham By-Laws, which are enacted by the Board of Trustees, set the basic framework of governance at the college. Article II of the Earlham By-laws, concerning "The Faculty," delegates important responsibilities to the Faculty and to the President. This article reads as follows:

Section 1. ORGANIZATION OF THE FACULTY

The members of the Earlham Faculty shall be classified as follows:

  1. Administrative officers, responsible for organization and carrying forward the work of Earlham.
  2. Instructional staff, consisting of professors, associate professors, assistant professors, instructors, and lecturers.

Section 2. RESPONSIBILITIES OF THE FACULTY

The Faculty for the purpose of the transaction of business shall consist of both the administrative and instructional personnel. The Faculty is authorized and empowered to prescribe courses of instruction, to adopt academic methods and to carry on all of the educational functions of the institution for the best interest thereof, except where the Board may take general or special action in reference thereto. The Faculty shall have oversight of the non-academic life on the College campus with such delegation of responsibility to committees or organizations from the Earlham community, including its student body, as is deemed appropriate.

Section 3. RESPONSIBILITIES OF THE PRESIDENT

The President shall be named by the Board of Trustees to serve as the chief executive officer of Earlham. The President shall appoint the other administrative officers of Earlham subject to other provisions of the By-Laws. The President shall attend the meetings of the Board of Trustees, with the full power and responsibility of a Trustee except that the President shall not vote when personally concerned. The President shall be the Board's principal advisor on all matters pertaining to the educational programs and the general welfare of Earlham and shall make recommendations for the proper conduct of the institution. The President may act with freedom from interference by the Board within the lines of general policy laid down by the Board, but, upon any particular matter upon which the Board may have passed, the President shall follow the specific action taken.

Section 4. ADMINISTRATION OF EARLHAM

A major role of leadership in the educational and museum program must inevitably rest with the President, under the policies of the Board of Trustees. In the administration of that educational and museum program, as with the fiscal and developmental aspects, however, responsibilities must be shared among other administrative officers and faculty committees. The President shall present to the Board once a year a report on the organizational, administrative, and committee structures and their functioning, along with the names of those on each committee and in each major position.

Care shall be taken to see that there are clear delegations and responsibility and authority for establishing and maintaining educational and museum standards, for supervising the curriculum and the work of the Registrar, for maintaining close and helpful associations with the members of the Faculty in their teaching capacity, their research and field projects, and in relation to their salaries and working conditions, and for supervision of the fiscal and developmental activities.

II. Faculty Meeting

Conduct of Business

The Faculty Meeting exercises the plenary powers of the Faculty. In the conduct of business, it makes decisions and formulates recommendations through a process of consensus decision-making. The Faculty Meeting may delegate its responsibilities to college committees it creates.

Officers

  1. Clerk of the Faculty
    The Clerk of the Faculty sets the agenda and presides at faculty meetings, and works with the Recording Clerk on minutes of the Faculty Meeting. Term is one year, with a possible one-year extension.
     
  2. Recording Clerk of the Faculty
    The Recording Clerk of the Faculty records faculty discussion and action, notifies all involved when faculty action has been taken, maintains faculty minutes, and notifies faculty committees of reports and evaluations that are to be made to the faculty meeting. Term is one year, with a possible one-year extension.

Observers and Visitors

The Faculty invites Earlham Student Government to appoint one student as an observer to attend Faculty Meetings, and invites Employee Council to name one staff member as an observer. The editor of the Earlham Word  is also invited to attend Faculty Meetings as an observer.

Normally, the Clerk will invite student and staff members of committees to attend a Faculty Meeting when the committee to which they belong is making a report or recommendation.

The Clerk may invite others to attend Faculty Meetings as visitors.

III. College Committees

Creation of College Committees

Standing Committees

All standing college committees are created by the Faculty. In acting to create a committee, the Faculty will establish the charge for the committee, its composition, and the manner of appointment or election.

The Faculty elects members for three college committees: Nominating Committee, Faculty Interview and Search Committee and Faculty Affairs Committee. Rules for election of these committees are stated in an appendix to this document. For all other college committees, Faculty members are appointed through nomination by the Nominating Committee and approval by the Faculty.

  • Nominating Committee

    Charge: The Nominating Committee nominates, for faculty approval, members to all standing committees except those elected directly by the faculty, that is Nominating, Faculty Interview and Search and Faculty Affairs committees. It nominates, for faculty approval, members to other committees when requested to do so by the appropriate committees; nominates the clerk and recording clerk of the faculty; prepares and maintains a record of all committee assignments, including terms of service of the members; conducts elections for Nominating and Faculty Affairs committees; supervises and encourages the periodic pruning of the committee structure of the College; and consults with the various committees and individual faculty members concerning the composition and function of committees.

    Membership: Academic Dean; four elected teaching faculty members, one from each of the divisions; and two elected administrative faculty members.

    Eligibility and Election Rules: stated in Appendix A

Committee Composition

  1. The normal term of a faculty appointment to a college committee is three years. Exceptions to this norm are designated under the appropriate committees. Nominating Committee occasionally recommends appointments for periods that differ from the normal term. These exceptions are usually in response to cases in which filling mid-term vacancies would compromise continuity or schedule future simultaneous terminations of a majority of the faculty on a committee.
  2. The unqualified term "faculty" when used in the composition of a committee refers to the entire pool of Teaching Faculty, Administrative Faculty Who Also Teach, and Administrative Faculty from which we draw nominees. Under some committees, the pool is more specifically limited to subsets by Division, by Administrative or Teaching, etc.
  3. "Ex-officio" status on a committee is taken to mean that a member holding a position so designated normally ought not serve as the convener of that committee. This is especially important in those situations where a committee acts in an advisory capacity to the member holding that office.
  4. The President is an ex-officio member of all college committees.
  5. There are student members of all college committees except for committees that make decisions about student standing or committees that are involved in making judgments about individual members of the faculty or staff. Student members of committees are chosen through Student Government nominating procedures.
  6. When staff members are included on a committee, they are selected by Employee Council.
  7. Faculty, student and staff members of committees are of equal status; and, unless otherwise stated, may participate in forming a consensus or serve as convener.

Self-Perpetuating Committees

Self-Perpetuating Committees originate by a variety of means, though usually at the formal initiation of the President of the College or the Provost. Their members are not appointed by recommendation of the Nominating Committee to the Faculty Meeting. The manner of appointment to these committees varies: in some cases it is ex officio by virtue of being in certain roles, in some cases these are administrative appointments, and in some cases by virtue of teaching in a certain program. The activities of these committees seem to cease when common sense so dictates.

Ad Hoc Committees

  • From time to time, either the President or the Faculty may create ad hoc committees to accomplish special purposes. The charge and composition of these ad hoc committees are stated when they are created, and these ad hoc committees are dissolved when they complete the task for which they were created.
  • Within the terms of their charge, committees may create ad hoc sub-committees to further their work. Final decisions or recommendations should be made by the full committee.

Committee Process

  1. All college committees shall choose a convener from among their members and communicate the name of the convener to the Nominating Committee and the Academic Dean. The means of selection is left to the committee. In cases where a committee is advisory to or has oversight over an administrative unit, representatives of the administrative unit who serve on the committee may not serve as convener.
  2. All college committee meetings are normally open to any members of the college community who wish to attend, except Faculty Affairs Committee and Nominating Committee. Because of the personal nature of the information discussed, these meetings are closed unless someone is expressly invited to attend because they have information the committee wants. Those who choose to attend may observe, but not participate in the discussion unless asked to do so by the committee. Attenders are also not to be part of consensus decisions reached by the committee in the course of carrying out its business. In rare instances, committees may choose to go into executive session when only members of the committee will be present during a meeting. Normally, committees meet in executive session when they are considering cases involving individual persons.
  3. All committee conveners shall prepare and circulate agendas to the committee membership prior to each meeting. In addition, committees should prepare longer-range agendas for their work over a semester or academic year, and make these agendas available to the clerk of the faculty for possible wider publication to the college community and for the planning of business to be brought to the faculty.
  4. Committee decisions are to be reached by a process of consensus that is respectful of the roles and persons of all committee members.
  5. All committees shall keep minutes and publish these minutes in the manner determined by the Nominating Committee. Copies of committee minutes should be posted to the WebDB and sent to the College Archives. Furthermore, student members of committees are encouraged to communicate actions that affect students to Student Government.
  6. Committees decide what items they should bring to the Faculty Meeting for information or decisions in consultation with the Clerk of the Faculty. Committees that are advisory to administrative offices and services report their deliberations to the office or director of the service.

IV. Faculty Appointments

Teaching Faculty

  1. Consideration of the addition, elimination or reallocation of teaching faculty positions should follow procedures for such matters approved by the Faculty. (RATS Process, approved November 1, 1989).
  2. The process and criteria for appointment, promotion, tenure, termination and dismissal are stated in the Faculty Handbook, which is approved by the Faculty, the President and the Board of Trustees. Changes in the Faculty Handbook require approval of the Faculty, the President and the Board of Trustees.
  3. "Earlham's President is responsible for the appointment and contract renewal of Earlham's teaching faculty and for recommendations to the Earlham Board of Trustees for tenure. That responsibility is exercised in the context of receiving advice and recommendations from the Faculty Interview and Search Committee (FISC), Faculty Affairs Committee (FAC) and the Student Faculty Affairs Committee (SFAC). Along with their elected members, the Academic Dean fully participates ex officio in FISC and FAC deliberations, consensus seeking, and minute writing." [Faculty Handbook, Section A]
    • Faculty Interview and Search Committee
      Charge: The Faculty Interview and Search Committee serves as an advisory committee to the president for matters of faculty hiring and appointments.
      Membership: Four members elected at large and the Academic Dean. Elected members of the committee shall serve for four years. Their terms shall be staggered.
      Eligibility and Election Rules: stated in Appendix A
    • Faculty Affairs Committee
      Charge: The Faculty Affairs Committee serves as advisory committee to the President for such faculty matters as promotion, tenure, termination and dismissal.
      Membership: Five members elected at large and the Academic Dean. Elected members of the committee shall serve for four years. Their terms shall be staggered.
      Eligibility and Election Rules: stated in Appendix A
    • Student Faculty Affairs Committee (SFAC)
      Charge: The Student Faculty Affairs Committee serves as advisory committee to the President for such faculty matters as promotion, tenure, termination and dismissal. SFAC works closely with FAC.
      Membership: Five students selected by Student Nominating Committee in consultation with the current convener of SFAC.
      Recommendation: that all members be expected to serve at least three semesters; (for both SFAC and SSIC) that there be at least one, if not more, students who serve on both committees for ongoing consistence and understanding of the intimate relationship of the committees work.
    • Student Search and Interview Committee (SSIC)
      Charge: The Student Search and Interview Committee serves as an advisory committee to the president for matters of faculty hiring and appointments for all teaching faculty members who will teach full time for one full year or more. SSIC works closely with FISC.
      Membership: Five students selected by Student Nominating Committee in consultation with the current convener of SSIC.
      Recommendation: that all members be expected to serve at least three semesters; (for both SFAC and SSIC) that there be at least one, if not more, students who serve on both committees for ongoing consistence and understanding of the intimate relationship of the committees work.
  4. "The Earlham Board of Trustees approves tenure and promotion recommendations for teaching faculty, as specified in the college By-Laws. In so acting, the Board does not seek to replace the professional judgment of peers and academic administrators but seeks only to satisfy itself that correct procedures have been followed." [Faculty Handbook, section A]

Administrative Faculty

  1. There should be consultation with the Budget Committee before any additions are made of administrative faculty positions.
  2. "In appointing and renewing administrative faculty, the President may share this responsibility with the appropriate administrative department head. For many administrative positions, appointments are made after a broadly constituted search committee has submitted its recommendations."
  3. Within the guidance provided in the Faculty Handbook, the President may establish additional procedures for the appointment and evaluation of administrative faculty.
    • Administrative Review Committee Charge:This committee has the responsibility for managing the periodic reviews of administrative faculty members. In conducting individual periodic reviews, the ARC will appoint a sub-committee of 3 ARC members (in exceptional cases, a non-ARC faculty member may be asked to serve on a sub-committee) to work with the individual in planning and carrying out the review. The ARC sub-committee will:
      • meet with the reviewee to help that individual choose the review type and engage in a process of self-reflection, discernment, and goal-setting (which may or may not include a written self-reflection),
      • consult with the reviewee regarding whom to solicit for feedback (such input should always be solicited from the individual's supervisor) and the form of such solicitation (e.g. letters, survey, interviews),
      • collect feedback as agreed, validate, summarize, interpret and edit that feedback,
      • engage in an open-ended clearness or discernment dialogue with the individual, using the feedback results, including committee analysis, as well as the individual's own ideas, and
      • write a review report summarizing their work, in consultation with the reviewee.
      Copies of the review report shall be provided to the individual administrative faculty member, the individual's supervisor (for information only), and the Provost.
      Membership: Twelve administrative faculty members selected by the Nominating Committee to serve three-year terms. The terms will be staggered with four new members appointed every year.

V. Mission and Degree Programs

Mission

The mission of Earlham College will be set by the Board of Trustees on recommendation of the Faculty.

Degree Programs

Degree programs in support of the mission of Earlham College will be approved by the Board of Trustees on recommendation of the Faculty.

VI. B.A. Programs

Divisions, Departments, Programs

  1. Divisions

    Divisions are groups of disciplinarily related Departments. The Divisions are Humanities, Natural Sciences, Social Sciences and, for some purposes, Fine Arts. While some Divisions organize themselves regularly for business, Divisions have no formal responsibilities in the governance structure. Divisions are available for consultation on matters that particularly affect them. Divisional representation is used in the nominating process to ensure an array of disciplinary perspective on committees where this is deemed important. Because of its relatively small size, Fine Arts faculty representatives are employed on some, but not all, committees for which there are Divisional representatives.
     
  2. Departments

    Departments are the planning units responsible for Departmental Majors and Minors and for filling in the staffing and curricular details of the academic program in specific subject areas. In regular Unit Reports submitted to the Academic Dean, Departments develop the curricular offerings and staffing arrangements for these offerings. Departments operate within the framework of policies established by the Faculty through the Curricular Policy Committee, and by the President through the authorization of tenure lines. Departmental recommendations concerning the curriculum are directed to the Faculty also through the Curricular Policy Committee.

    Departments also have specific responsibilities for recommendations concerning hiring, contract renewal, and tenure of faculty. These recommendations are made in accordance with Section E of the Faculty Handbook.
     
  3. Programs

    Programs function in the same manner as Departments with regard to the academic program, with specific responsibility for Interdisciplinary Majors and Minors.

    Those Programs that are the primary appointment for individual members of the faculty function in the same manner as Departments with regard to hiring, contract renewal, and tenure of these faculty.

College Committees Concerned with the B.A. Program

  • Academic Advisory Committee

    Charge: Evaluates the academic performance of students, and in particular, makes decisions in regard to questions of probation or dismissal for students who have not maintained a satisfactory level of scholastic performance. Members of the committee can also be drawn upon by the Associate Academic Dean to act as mediators between students and faculty in cases arising over disagreements in academic matters such as grades and exams.

    Membership: Registrar, Dean of Student Development, Director of Residential Life, Director of Multicultural Affairs, Dean of Admissions or designate, Director of Academic Enrichment Center, and three teaching faculty members.
     
  • Advisory Committee on Assessment

    Charge: The Advisory Committee on Assessment (ACA) is responsible for guiding and coordinating assessment efforts for both academic and co-curricular activities at Earlham. Specifically the committee will work to provide advice and guidance on: 1) methods to assess student learning outcomes, 2) Protocols for the assessment of quality and success of majors/minors and co-curricular activities; 3) periodic assessment of general education student learning outcomes (in conjunction with the Curricular Policy Committee); 4) Academic Departmental and Program 5-year reviews; and 5) external accreditation processes.

    Additionally, the Committee will coordinate and maintain an assessment website that provides assessment guidance and tools to faculty for course and program evaluation.

    Membership: Associate Dean for Academics and Assessment (convener/ex-officio), Vice President and Dean of Student Development (or designee from Student Development whose duties are assessment related; ex officio), Associate Director of Institutional Research and Assessment (ex officio), Two Academic Division Representatives (nominated through Nominating Committee), Library and Archives Representative (ex officio), One Student (nominated by Earlham Student Government), Teaching-Learning Consultant (ex officio).
     
  • Athletic Advisory Committee

    Charge: Advises the Director of Athletics regarding athletic policies, providing perspectives from across the community. Serves as a conduit for community ideas regarding athletic policies. Reports to the Faculty Meeting, Employee Council, and Earlham Student Government as a matter of information, to keep all community members updated.

    Membership: Director of Athletics, Dean of Student Development or designate; Convener of Athletics, Wellness, and Physical Education; Associate Athletic Director/Senior Women Administrator; two faculty athletic conference representatives; one administrative faculty from outside Athletics; and, three students.
     
  • Curricular Policy Committee

    Charge: Provides oversight of the on-campus and off-campus curriculum. Studies, formulates, and proposes policies and curricular opportunities involving the educational operations of the College (e.g., revisions to the daily/weekly calendar). Reviews and proposes courses and modifications to existing programs in the academic curriculum (e.g., suggests needed courses, approves proposed courses, approves revisions to majors and minors, and approves individual education programs not usually recognized by the College). Oversees, reviews, and proposes General Education requirements and policies. CPC should be consulted on all curricular affairs that have policy implications.

    Membership: Academic Dean; Associate Academic Dean; Registrar; the Director of International Education; one librarian; one faculty from Humanities; one faculty from Natural Sciences; one faculty from Social Sciences; one faculty from Visual and Performing Arts; one at-large teaching faculty; and, three students.

  • Curricular Steering Committee

    Charge: The faculty authorizes CSC to plot curricular trajectories and make recommendations to the faculty about creating and laying down programs, majors, and departments in light of the curricular vision adopted by the faculty and the criteria for evaluating and initiating proposals listed above. The committee should have the College as a whole in mind whenever teaching faculty vacancies arise and recommend position allocation in the College’s best interest. Further, the Committee will receive copies of Department and Program five-year reviews and Assessment reports for its information. It bears repeating that in contemplating curricular changes, the Committee should take into consideration position vacancies that are likely to occur in the near future – a five or more year window – rather than making decisions about each vacancy in isolation. This Committee, unless the faculty reaches consensus otherwise, is also charged with initiating a review of the curriculum every ten years.

    Membership: Academic Dean; four teaching faculty representing the divisions.

  • Diversity Progress Committee

    Charge: The Diversity Progress Committee (DPC) is responsible for monitoring our progress on the diversity goals and plans, which were outlined in the report of the Diversity Aspiration Group in December 2001, as subsequently approved by the Faculty Meeting, Board of Trustees, and Student Government. In doing so, the DPC should maintain communications with and solicit reports from those groups, offices, and committees identified in the plan as having responsibilities for the particular elements of the plan. In early autumn each year, the DPC should submit a report to the President and the Faculty reporting progress made during the past academic year, identifying items for the coming year’s agenda and naming continuing challenges. This annual report should be developed with input from and in consultation with the Faculty Affairs Committee, Curricular Policy Committee, Committee on Campus Life, and the Admissions and Financial Aid Committee. At least every five years, the DPC should oversee a review of the vision statement and the plan and make a strategic report on progress, systemic problems that emerge or persist, and needs for new directions. As appropriate, the DPC should bring to the whole community suggestions for revisiting the vision statement and plan. The committee should meet at least once each semester.

    Membership: The DPC shall consist of the Provost (convener), Associate Academic Dean, Dean of Admissions and Financial Aid, Dean of Student Development, a Co-President of Student Government, the Assistant Vice President for Business Operations, and the Director of Multicultural Affairs.
     
  • Earlham Events Committee

    Charge: Works with the Events Coordinator to envision and design the pattern of major events, including Convocations, sponsored by Earlham. The committee should seek community input so that a variety of events are offered to meet varied curricular and social needs. The committee will work closely with the Fine Arts faculty, Marketing and Communications Office and other groups responsible for particular events or with overall responsibilities for which public events are important.

    Membership: Events Coordinator, three members of the faculty (at least two should be teaching faculty, with one usually from Fine Arts) and two students (one representative from the Student Activities Board and a student-at-large representative).
     
  • GLCA Academic Council

    Charge: Represents the College faculty at the GLCA meetings to share curriculum changes, and challenges, and to learn about national trends in curriculum.

    Membership: Two faculty members for three-year terms, appointed by Earlham’s Curricular Policy Committee.
     
  • Graduate Fellowship Committee

    Charge: Reviews applications for various fellowships.

    Membership: Five teaching faculty each for terms of five years including representation from four divisions, the director of Career Services, a representative from the International Programs Office (IPO).
     
  • Human Subjects Research Review Board

    Charge: The Human Subjects Research Review Board establishes and maintains a system to track and review Earlham human subjects research, notifies the campus community of guidelines for human subjects research, establishes and carries out timely review procedures that will allow for approval without interference with the educational functions of the College, establishes procedures to deal with possible complaints or violations of the procedures established to protect human subjects, and establishes and maintains a system to record the decisions of the Board.

    Membership: Associate Academic Dean (ex officio), Associate Director of Institutional Research (ex officio), two Earlham teaching faculty members, two student representatives and one person from outside the Earlham campus community. The membership should reflect racial, gender, ethnic and disciplinary diversity.
     
  • Professional Development Fund Committee

    Charge: Recommends the awarding of funds to teaching and administrative faculty to facilitate professional development.

    Membership: Associate Academic Dean, Director of Human Resources and Operations, two teaching faculty, and two administrative faculty from outside Human Resources.

VII. M.A.T. Program

This section is unwritten.

VIII. Community Life

Delegations of Responsibility for Non-Academic Affairs

Non-Academic Affairs of the community have been delegated by the faculty, with the concurrence of the Board, to the Committee on Campus Life, which is composed of students, faculty, staff and administrators. Actions of the Committee on Campus Life are subject directly to review and approval by the President of the College. Student Government and all student organizations and activities operate within the framework of policies and procedures approved by the Committee on Campus Life. Copies of such policies and procedures are available in the office of the President, the Dean of Student Development, and on the Earlham Web site.

Principles and Practices of the Earlham Community

Expectations of the conduct of community members — students, teaching and administrative faculty, and staff — are stated in Principles and Practices of the Earlham College Community, which is approved by the Student Government, the Faculty, the President and the Board of Trustees, and is periodically reviewed and revised.

College Committees Concerned with Community Life

Campus Life Advisory Committee

  • Charge: Advises the Dean of Student Development regarding co-curricular life policies, providing perspectives from across the community. Oversees periodic revisions of the Earlham College Community’s Principles and Practices. Serves as a conduit for community ideas for ideas regarding co-curricular life policies. Reports to the Faculty Meeting, Employee Council, and Earlham Student Government as a matter of information, to keep all community members updated.
  • Membership: Dean of Student Development; Director of Student Activities (and advisor to Student Government); Director of Multicultural Affairs; two hourly staff; two teaching faculty; two administrative faculty outside student development; President, Vice-President, Secretary of Finance and Recording Clerk of Student Government; and, three at-large student representatives.

Student Conduct Council and SCC Faculty Pool

  • Charge: SCC hears cases of alleged social and academic violations assigned to them by the Judicial Advisor (Academic Dean). It determines responsibility for such violations and assigns sanctions appropriate to the circumstances. This body has jurisdiction over all very serious violations, where the sanctions would likely include suspension from the non-academic life of the College, suspension from the College or expulsion from the College. It is also hears appeals rising out of SJC decisions.
  • Membership: The SCC Faculty Pool is a group of two teaching faculty, two administrative faculty, and two at-large faculty not otherwise affiliated with Student Development. The council can also draw on previously trained members (within the past five years) when necessary.

Sustainability Advisory Committee

  • Charge: Advises the Sustainability Coordinator and the Director of the Center for Environmental Action regarding sustainability policies, providing perspectives from across the community. Recommends college sustainability priorities, tracks progress on the Earlham Sustainability Plan, and leads sustainability planning. Serves as a conduit for community ideas regarding sustainability policies. Reports to the Faculty Meeting, Employee Council, and Earlham Student Government as a matter of information, to keep all community members updated.
  • Membership: Sustainability Coordinator; Director of Center for Environmental Action; Director of Facilities; Director of Food Services; Associate Dean of Student Development; Vice President of Finance and Operations; two teaching faculty; two staff; two administrative faculty; and, two students.

Harassment Board

  • Charge: Participates in on-going campus education programs on harassment, hears cases involving harassment when the alleged offender is a staff or faculty member.
  • Membership: Two faculty members, two faculty alternates, two staff members, and two students. Faculty and staff shall have three-year overlapping terms.

IX. Administrative Matters

Delegation of Responsibility

In accord with Article II, section 4 of the By-Laws of Earlham, the President's delegation of responsibility to other administrative officers is set forth in a document called "Administration at Earlham College." This document is revised each summer and made available at the beginning of the academic year to faculty, students, staff and the Board of Trustees.

College Committees Concerned with Administrative Matters

In the conduct of their responsibilities, the Vice Presidents and Deans who lead the major administrative divisions of the college are expected to consult broadly before making important decisions. With regard to some matters, the Faculty may create standing college committees to serve as the established body with which the administrative officer is expected to consult.

  • Admissions and Financial Aid Advisory Committee

    Charge: Advises the Vice President for Enrollment and Communications regarding admissions and financial aid policies, providing perspectives from across the community. Serves as a conduit for community ideas for ideas regarding admissions and financial aid. Reports to the Faculty Meeting, Employee Council, and Earlham Student Government as a matter of information, to keep all community members updated.

    Membership: Vice President for Enrollment and Communications; Associate Academic Dean; Director of Admissions; an Athletic Liaison; two students; two teaching faculty; and, one administrative faculty outside admissions.
     
  • Budget Advisory Committee

    Charge: Advises the Vice President for Finance and Operations regarding the college budget and decisions that impact college finances, providing perspectives from across the community. Reviews predictive models of the college budget and financial assessments of proposals under consideration and evaluates budgets and projects during and after implementation. Serves as a conduit for community ideas regarding budgeting and other fiscal issues. Reports to the Faculty Meeting, Employee Council, and Earlham Student Government as a matter of information, to keep all community members updated.

    Membership: Vice President for Finance and Operations; College Controller; two hourly staff; two teaching faculty; two administrative faculty outside the accounting office; and, three students.
     
  • Welfare Advisory Committee

    Charge: Advises the Director of Human Resources and Operations, Vice President for Finance and Operations, and President regarding faculty and staff welfare policies (e.g., insurance programs, benefits, general salary scales, retirement programs, tuition remissions, wellness initiatives), providing perspectives from across the community. Serves as a conduit for community ideas regarding faculty and staff welfare policies. Some committee recommendations might be reached after studying grievances of faculty and staff members, but the committee will not serve as an advocate in any individual’s grievance case. Reports to the Faculty Meeting and Employee Council as a matter of information, to keep all employees updated.

    Membership: Two teaching faculty, two administrative faculty, two hourly staff, Vice President for Finance and Operations; Director of Human Resources and Operations; an ESR employee, appointed by the Dean of ESR.
     

Staff Concerns and Communication

  • Employee Council

    Charge: Employee Council provides a communication link between staff employees and the College. The seven-member committee is to serve as a staff nominating committee when needed and to allocate staff Professional Development Funds in response to employee requests. The members are elected by the staff as each three-year term expires.

    Membership: Seven members of hourly staff chosen by area of the campus; and one faculty member as liaison, a two-year term.

X. Board-Faculty Relations

Board Observers

  • Charge: Attend meetings of the Board of Trustees as observers and reports to faculty colleagues concerning those meetings, except for executive sessions.
  • Membership: Two teaching faculty serving two-year terms.

Committees of the Board that Include Members from Faculty, Students or Staff

Some committees of the Board of Trustees also include members drawn from faculty, students or staff. The charge and composition of such committees are approved by the Board of Trustees.

Socially Responsible Investment Advisory Committee

  • Charge: The Socially Responsible Investment Advisory Committee is a standing committee of the Earlham College Board of Trustees. The full Committee defers general proxy voting decisions to the on-campus Sub-Committee that meets irregularly to approve proxy voting. For any sale of securities for social responsibility reasons and for any change in general policy, the Socially Responsible Investment Advisory Committee, the Earlham College Board of Trustees and the Earlham Foundation Board of Directors each must approve the proposed sale and/or wording.
  • Membership: Three Board members; three faculty members, including the Vice President for Financial Affairs; three students.

Appendix:
Eligibility and Election Procedures for Faculty Affairs, Faculty Interview and Search, and Nominating Committees

Faculty Interview and Search Committee

  1. Eligibility to vote: All full-time teaching faculty members, all those who share joint appointment on the faculty, and all librarians; all regular part-time teaching faculty.
  2. Eligibility to serve: All full-time teaching faculty members, all those who share joint appointment on the faculty, and all librarians; all regular part-time teaching faculty (see Faculty Handbook, section K for definition).
  3. Procedures for election: A ballot listing those eligible to serve is distributed to all those eligible to vote. Those on sabbatical in the current year are so noted. Those voting are asked to circle the name of each candidate the voter believes is particularly well suited to fill this vacancy. The person with the most votes is elected directly, without a runoff election. Runoffs are conducted in the event of ties.

Faculty Affairs Committee

  1. Eligibility to vote: All full-time teaching faculty members, all those who share joint appointment on the faculty, and all librarians; and all regular part-time teaching faculty.
  2. Eligibility to serve: All full-time teaching faculty members, all those who share joint appointment on the faculty, and all librarians; and all regular part-time teaching faculty (see Faculty Handbook, section K for definition). The Faculty Teaching Consultant shall not be eligible for FAC while serving as Consultant nor for a period of three academic years thereafter.
  3. Procedures for election: A ballot listing those eligible to serve is distributed to all those eligible to vote. Those on sabbatical in the current year are so noted. Those voting are asked to circle the name of each candidate the voter believes is particularly well suited to fill this vacancy. The person with the most votes is elected directly, without a runoff election. Runoffs are conducted in the event of ties.

Nominating Committee

  1. Eligibility to vote: All full-time faculty members, whether administrative or teaching, all librarians, all full-time coaches, all ‘regular part-time’ faculty members, all persons holding joint appointments; and all temporary part-time faculty members who have taught at least five courses at the college.
  2. Eligibility to serve: All those in category (a) above.
  3. Procedures for election: A ballot listing those eligible to serve is distributed to all those eligible to vote. Those who will be on sabbatical or serving on FAC are not listed. Those voting are asked to circle the name of each candidate the voter believes is particularly well suited to fill this vacancy. The person with the most votes is elected directly, without a runoff election. Runoffs are conducted in the event of ties.
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Earlham College, an independent, residential college, aspires to provide the highest-quality undergraduate education in the liberal arts, including the sciences, shaped by the distinctive perspectives of the Religious Society of Friends (Quakers).

Earlham College
801 National Road West
Richmond, Indiana
47374-4095
1-765-983-1200 — Main Switchboard
1-800-EARLHAM (327-5426) — Admissions