Faculty Rules and Procedures
1. Article I Membership
a. Section 1
By reason of their rank or of their office, the following are automatically entitled to membership in and upon the faculty of Middlebury College and have the right to vote at all faculty meetings except as noted in c. Section 3. Voting Membership, below.
i. Faculty serving in rank: professor, associate professor, assistant professor, and instructor.
ii. Regular faculty serving on associate status.
iii. Full-time faculty with special appointments.
iv. Coaching faculty serving on special appointments with the rank of instructor in physical education, assistant in physical education, associate in physical education, and senior associate in physical education.
v. Full-time faculty on term appointments, including assistants and associates in instruction whose positions are potentially subject to review by the Reappointments Committee.
vi. Part-time faculty on special and term appointments.
vii. The president, the vice president for Academic Affairs and dean of the faculty, the dean for faculty development and research, the dean of curriculum, the dean of the College, and the vice president for Language Schools, Schools Abroad and Graduate Programs, and associate vice president for Language Schools.
viii. The dean of the Library and the dean of Admissions.
b. Section 2
Additions to the above general rule will be allowed by a majority of the entire voting faculty. Requests for such additions are to be submitted to the faculty by the vice president for Academic Affairs / dean of the faculty.
c. Section 3
Adjunct appointees are entitled to attend all faculty meetings, but they do not have the right to vote. On-leave faculty are eligible to vote in on-line balloting for the election of faculty committees, or on mailed ballots conducted according to the provisions of subsection 3.f.iii. below. To be counted, mailed ballots must be returned by the time designated on each ballot.
2. Article II Organization of the Faculty
a. Section 1
i. The president of the College is the principal officer of the faculty and will preside at its meetings and will have the same right of debate as other members without yielding the chair. In his or her absence, the vice president for academic affairs, or, if he or she too is absent, then an officer of the College designated by the president, will preside. [suspended beginning in 2012-13 until further notice]
ii. The parliamentarian, to be appointed each year by the Faculty Council, will serve at all meetings as adviser to the Faculty Moderator on questions of order and procedure.
iii. The secretary, to be appointed by the president, will compile proper minutes and other necessary records of the faculty proceedings and will see to the proper custody of such records.
b. Section 2
Divisions and Departments
The several divisions and departments of instruction comprising the administrative organization for the instructional work of the College will serve also as component parts of the faculty, where appropriate.
c. Section 3
i. Major Councils and Committees
(a) The Council on Reviews (COR) consists of a Promotions Committee and a Reappointments Committee. The Promotions Committee will advise the president on each case in which a faculty member is under review for promotion to tenure or to full professor, or is facing dismissal. The Reappointments Committee will advise the president on each case in which a faculty member is under review for reappointment. The Reappointments Committee will also conduct ten-year reviews. The Council on Reviews shall hold an annual open meeting to explain review procedures and respond to questions and concerns from the faculty.
(b) The Educational Affairs Committee will make recommendations to the faculty on matters of academic policy, and will make recommendations to the president or the president's designate on matters of staffing the academic program.
(c) The Faculty Council will function as a body advisory to the president; as a channel of communication between the faculty and the president; and with the vice president for Academic Affairs / dean of the faculty as adviser, it will function as a Committee on Committees. Some of its members will also serve as a Committee on Conference with the trustees. Others will also serve as a Committee on Finance and Planning.
(d) The Appeals Council will hear the cases of faculty members who believe their non-reappointment to involve procedural errors or violations of academic freedom.
ii. Standing Committees
There will be standing committees of the faculty as provided below in 4. Article IV. There will be such other standing committees as may be found convenient by the faculty for the discharge of its business.
3. Article III Faculty Meetings
a. Section 1
Time of Meetings
i. Faculty meetings will be scheduled as follows:
The September meeting will be held during the week before the start of classes, at a time and place established in conjunction with other activities of that week.
Regularly scheduled meetings will normally be on the first Friday of the month. The Faculty Council, in consultation with the administration, may choose to reschedule faculty meetings in order to avoid having a faculty meeting during the first week of classes for a term or the Friday immediately before a vacation. The Faculty Council, in consultation with the administration, may also choose to reschedule faculty meetings in order to take into consideration the timing of Spring Break, the end of the spring semester, and important holidays.
The meetings for October, November, February, March, and April will normally be scheduled to begin at 2:45 p.m. At the September meeting a motion may be made to omit the October meeting.
The December meeting will be held on the Monday following the end of fall semester classes. The May meeting will be scheduled on the Monday or Tuesday following the end of spring semester classes. These meetings will normally be scheduled to begin at 3 p.m.
ii. Special meetings of the faculty will be convened when, in the opinion of the president, there is necessary business to be transacted.
iii. A special meeting of the faculty will be called by the president at the request of 10 members of the faculty.
b. Section 2
Attendance and Quorum
i. Voting members of the faculty are expected to be present at all faculty meetings.
ii. Voting members, and others invited by the president, will be privileged to participate in discussion in faculty meetings.
iii. A quorum in faculty meetings will consist of one-third of the voting members of the faculty who are not on leave. The secretary will inform the moderator of the presence of a quorum.
iv. Student eligibility for attendance and participation in faculty meetings will be governed by the regulations set forth below in 4. Article IV., a. Section 1.viii. and ix.
v. Smoking is prohibited at faculty meetings.
c. Section 3
Notice and Agenda
i. Notice and a statement of the agenda of each meeting of the faculty will be sent to all members prior to the meeting.
ii. Items to be placed on the agenda must be submitted in writing to the secretary at least one week prior to the meeting, and these items, including written reports and proposals, will be circulated to the faculty by the secretary in advance of the meeting.
iii. Matters not included among those on the agenda may be brought before the meeting when in order, but, in the case of important matters, as determined by the presiding officer, will be presented only for discussion.
d. Section 4
Order of Business
In meetings of the faculty the normal order of business will be:
i. Call to Order
ii. Quorum Call
iii. Minutes of Previous Faculty Meeting
iv. Reading and Ratification of Minutes of Administration Committee and Off-Campus Study (Programs Abroad) Committee.
v. Unfinished Business
vi. Action Reports of Committees
vii. New Business
viii. Information Reports of Committees and Officers
ix. President's Announcements
e. Section 5
Rules of Order and Suspension of Rules
i. The rules of parliamentary procedure as found in Robert's Rules of Order will govern the meetings of the faculty in all cases to which they are applicable and in which they are not inconsistent with the regulations of Middlebury College.
ii. Rules and procedures governing the conduct of faculty meetings may be suspended by two-thirds of those voting.
iii. The faculty at any point in its proceedings may, by majority vote, declare itself in executive session, thereby limiting the meeting to voting members only. All discussions and actions taken in executive session will be held in confidence until released by proper authority.
f. Section 6
i. In faculty actions, decisions will be taken by a majority of those voting unless otherwise specified.
ii. Voting at faculty meetings may be by voice, by show of hands, or by written ballot. A written ballot may be used at the discretion of the president and will be used when requested by 10 members.
iii. On matters affecting general educational policy, a vote of the faculty may require that balloting be conducted by mail through the Office of the Vice President for Academic Affairs and Dean of the Faculty.
iv. Questions involving votes upon faculty members by name will be decided by written ballot.
v. If the discussion of any motion extends beyond 4:30 p.m. at any given faculty meeting, voting on that motion will be automatically suspended until the following meeting.
g. Section 7
i. The Faculty Council and the Educational Affairs Committee will report at each faculty meeting.
ii. The Committee on Conference with the trustees will report at least once each semester.
iii. The Committee on Finance and Planning will report as appropriate, but at least twice each year.
iv. All other committees will report, when appropriate, at least once a year.
4. Article IV Committees
a. Section 1
i. The standing committees of the faculty, their respective objectives, duties, and functions, composition and method of election or appointment, will be as described in the Faculty Councils and Committees section in this chapter of the Handbook.
ii. The president of the College will be a member ex officio of all councils and committees.
iii. When, in the judgment of the president, or upon vote by the faculty, it is necessary to constitute a special committee to discharge a particular task that does not fall within the domain of any existing committee, such a committee may be established. The measure establishing such a committee will specify its instructions, its composition and method of appointment or election, and other necessary information.
iv. Matters brought to the attention of the faculty with a view to action thereon that fall within the sphere of any standing or special councils or committees will be referred to the appropriate councils or committees for consideration and for report or recommendation to the faculty, before being voted upon at any faculty meeting.
v. All councils and committees of the faculty will maintain such records of their proceedings as may be deemed necessary and will render report upon their deliberations and actions to the faculty.
vi. Unless otherwise specified in the provisions contained in the Handbook, the term of office of a member of any standing council or committee will commence on September 1.
vii. Should a vacancy occur on an elective standing council or committee before expiration of the normal term, the vacancy will be filled for the remaining period of that term by an election to be held within one month of the occurrence of the vacancy, or in September for vacancies occurring after May 15, in the manner prescribed for that committee. Vacancies occurring on appointive councils or committees will be filled by the Committee on Committees. Vacancies which occur on the Council on Reviews or the Educational Affairs Committee will be filled by means of the same procedures as are used to determine the original membership of those committees. Vacancies occurring because of leaves or termination of employment should, when possible, be filled at an appropriate time in the academic year preceding leave or termination of employment.
viii. All councils and committees with the exception of the Council on Reviews, the Educational Affairs Committee, the Faculty Council, and the Appeals Council, may have student members. Student members will be chosen as determined by the Community Council. The number of students, if any, for each committee, and the condition of membership, whether voting or non-voting, will be set by the faculty. By the May faculty meeting of each year, the Committee on Committees will make recommendations regarding changes in composition and function of any committee.
ix. The president and vice president of the Student Government Association, and the student members of the Community Council and Student Educational Affairs Committee, will be permitted to attend all faculty meetings with the right to speak. Student members of other College committees will be permitted to attend those faculty meetings in which their committees' recommendations are on the agenda, with the right to speak when those recommendations are being debated. Two representatives each from the Middlebury Campus and WRMC will be permitted to attend faculty meetings.
5. Article V Amendments
a. Section 1
Proposed amendments to these Rules and Procedures will be initiated at a regular faculty meeting.
b. Section 2
Any such proposed amendment, if supported by at least 10 voting members, will then be referred to the divisions for discussion prior to the next faculty meeting.
c. Section 3
Notice of such proposed amendment will be included in the notice of the next regular faculty meeting and may there be adopted by a vote comprising at least a two-thirds majority of those present, provided at least a quorum is in attendance.