Charge and Membership, Policies and Handbooks | Earlham College

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Charge and Membership

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 Registrar 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 Life, Director of Residential Life, Director of Diversity and Inclusion, Dean of Admissions or designate, Director of Academic Enrichment Center, and three teaching faculty members.

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.

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 Financial Aid; Director of Admissions; an Athletic Liaison; two students; two teaching faculty; and, one administrative faculty outside admissions.

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: Athletic Director, Dean of Student Life (or designate); Convener of Athletics, Wellness, and Physical Education; Director of Wellness (or designate); Associate Athletic Director/Senior Women Administrator; Full Time Head Coach; two faculty athletic conference representatives; one administrative faculty from outside Athletics; and, three students.

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.

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.

Campus Life Advisory Committee

Charge: Advises the Dean of Student Life 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 Life; Director of Student Activities (and advisor to Student Government); Director of Diversity and Inclusion; 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.

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.

Committee on Assessment & Accreditation

Charge: The Committee on Assessment and Accreditation is responsible for guiding and coordinating assessment efforts for both academic and co-curricular activities at Earlham. In order to present evidence and build arguments to support ongoing institutional developments, strategic planning, and accreditation processes, the committee shall receive regular reports from academic and co-curricular units and provide advice and guidance on: 1) methods to assess student learning outcomes; 2) protocols for the assessment of quality and impact 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. It is the responsibility of the Assessment Committee to document assessment driven decisions and actions for the Earlham community as well as for the Higher Learning Commission’s requirements for Open Pathways Accreditation.

Membership: Senior Associate Vice President for Academic Affairs and Director of Accreditation Activities, Associate Academic Dean, Registrar, Vice President and Dean of Student Life (or designee from Student Life whose duties are assessment related), Associate Director of Institutional Research and Assessment, two teaching faculty, Library and Archives representative, one student (nominated by Earlham Student Government), Teaching-Learning Consultant.

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; Senior Associate Vice President for Academic Affairs and Director of Accreditation Activities; Registrar; the Director of International Programs; 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 Academic Dean and Vice President of Academic Affairs, Director of Admissions, Director of Human Resources, Vice President for Student Life and Dean of Students, the Associate Dean of Student Life/Director of Diversity and Inclusion, the Director of International Programs, a Teaching Faculty member, and a Co-President of Student Government.

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).

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.

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

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

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.

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.

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

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.

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.

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 Trustees/Directors appointed by the Board of Trustees and Foundation Board of Directors; three faculty members, including the Vice President for Financial Affairs; two Earlham students; one ESR appointee.

Student Conduct Council

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: Academic Dean and Vice President of Academic Affairs, Vice President for Student Life and Dean of Students, Associate Academic Dean Registrar, eight teaching faculty, when possible two from each division, and four administrative faculty (not otherwise affiliated with Student Life). The council can also draw on previously trained members (within the past five years) when necessary.

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.

Sustainability Progress Committee

Charge: Recommends college sustainability priorities, tracks progress on the Earlham Sustainability Plan, leads sustainability planning, and coordinates with the Sustainability Office. 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: Assistant Director of Sustainability; Director of Integrated Program in Sustainability; Director of Facilities; Director of Food Services; Associate Dean of Student Life; Vice President of Finance and Operations; two teaching faculty; two staff; two administrative faculty; and two 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.

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