General Introduction

This 2008-2009 Middlebury College Handbook supersedes all previous editions of the Handbook and Directory, Employee Handbook, and Faculty Handbook Supplement. 

A newly updated on-line edition of the Middlebury College Handbook is published at the beginning of each academic year. This on-line web version of the 2008-2009 Handbook was posted in July 2008. Updates to this handbook that may become necessary during the course of the year are made on the web. 

This handbook and the policies described herein are intended to be applied in programs offered at the College's Vermont facilities. Because of varying circumstances and legal requirements, policies stated herein may have little or no application to programs offered by the College elsewhere such as, for example, in connection with study abroad programs. This is consistent with the College's intent to comply with the requirements of applicable law. Individuals with questions about the policies governing such programs should consult the materials specific to the programs (such as handbooks for Study Abroad, Language Schools and Bread Loaf programs), and/or direct inquiries to the administrators of such programs.

Mission Statement

Middlebury College Mission Statement

At Middlebury College we challenge students to participate fully in a vibrant and diverse academic community. The College's Vermont location offers an inspirational setting for learning and reflection, reinforcing our commitment to integrating environmental stewardship into both our curriculum and our practices on campus. Yet the College also reaches far beyond the Green Mountains, offering a rich array of undergraduate and graduate programs that connect our community to other places, countries, and cultures. We strive to engage students' capacity for rigorous analysis and independent thought within a wide range of disciplines and endeavors, and to cultivate the intellectual, creative, physical, ethical, and social qualities essential for leadership in a rapidly changing global community. Through the pursuit of knowledge unconstrained by national or disciplinary boundaries, students who come to Middlebury learn to engage the world. 

(The above statement was adopted by the Middlebury College Board of Trustees through the action of its Prudential Committee on March 2, 2006.)  

Nondiscrimination Statement

Middlebury College complies with applicable provisions of state and federal law which prohibit discrimination in employment, or in admission or access to its educational or extracurricular programs, activities, or facilities, on the basis of race, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity and expression, age, marital status, place of birth, service in the armed forces of the United States, or against qualified individuals with disabilities on the basis of disability.

Middlebury College hereby designates the dean of the College to coordinate its efforts to comply with and carry out its responsibilities under Title IX of the Education Amendments of 1972 as amended. In general, Title IX prohibits discrimination in educational programs on the basis of sex. The College hereby designates the executive vice president and treasurer to coordinate its efforts to comply with and carry out its responsibilities under Section 504 of the Rehabilitation Act of 1973. Section 504, where applicable, generally prohibits discrimination against qualified handicapped individuals, in educational programs and employment, on the basis of handicap.

Health

PARTON HEALTH CENTER

The Parton Health Center strives to meet the health needs of Middlebury College students as it pertains to fulfilling their academic and co-curricular pursuits, and to provide age-appropriate health education in a caring and sensitive manner.

HEALTH FORMS

A completed Middlebury College Health Form is required prior to course registration. Forms are due:

• July 1 for September matriculation
• October 31 for February matriculation

CONFIDENTIALITY POLICY 

Middlebury College health services, comprised of Parton Health Center, Zug Sports Medicine Center and the Center for Counseling and Human Relations are committed to maintaining the confidentiality of students’ physical and mental health information. Such information includes records, appointments and conversations pertaining to physical and mental health. To provide treatment, coordinate care and assure quality, Parton Health Center, Zug Sports Medicine Center and the Center for Counseling and Human Relations may share your health information within its own staff and to those providing services on its behalf. If you are an intercollegiate athlete or on the crew or rugby team, the Sports Medicine Department may exchange information with Parton Health Center. The Center for Counseling and Human Relations will not share health information with the College’s other health services without written consent.

Ordinarily, no information of a personal nature is shared with others without the student’s consent. For this reason we urge students to share information with family members themselves. Exceptions are made when there is serious or imminent danger to the safety or health of the student or to the safety or health of others. In such cases, deans, parents or the Department of Public Safety may be notified.

An attempt is made to notify parents immediately if a student is unconscious, critically ill, seriously injured or about to undergo emergency surgery. In such situations Health Center personnel reserve the right to notify the deans. Some situations that arise where notification may be desirable are:

• Inpatient admission to Parton Health Center or hospital: All students are urged by the staff to contact their parents/guardians. Parton Health Center staff will request permission to notify the student’s Commons Dean.
• Any students raped or otherwise assaulted will be urged, in the interest of community safety, to report the occurrence to the Middlebury College Department of Public Safety, their Dean and the Dean of the College. Health Center staff will respect a student’s requests to report such occurrences without using the student’s name or other identifying information.
• When disclosure is otherwise required by federal, state or local law.

Please note: Middlebury College and Parton Health Center are not subject to the Health Insurance Portability and Accountability Act of 1996 (HIPAA) and therefore are not required to comply with the various federal regulations relating to the use and disclosure of health information. Middlebury College is, however, committed to protecting student privacy. This policy should not be interpreted as creating any contractual rights and Middlebury College reserves the right to make changes to this policy at any time without prior notice.

APPOINTMENT POLICY

Parton Health Center is open for appointments during our regular business hours of 8:30 am – 6:00 pm Monday through Friday. The Health Center is staffed by a registered nurse 24-hours-a-day, 7 days-a-week during the academic year for telephone consultation, emergent health care needs and overnight infirmary care. The staff of Parton Health Center encourages every student to call ahead to schedule an appointment with a nurse, nurse practitioner or the doctor.

SELF-CARE

Each year, we find that many students in all grade levels arrive at college inadequately prepared to handle minor illnesses. In addition to good health hygiene practices,* use of some medications for symptomatic relief can oftentimes prevent simple symptoms from becoming more problematic. We strongly recommend that all students, particularly incoming first-year students, discuss personal care with their parents and understand how to use the following:

1. thermometer (bring one with you and know how to use it)

2. anti-inflammatory medication (ibuprofen or naproxen sodium)

3. pain relief medication such as acetaminophen

4. cough medicine such as guaifenesin

5. nasal spray decongestant (oxymetazoline, a.k.a Afrin)

6. nasal irrigation (a.k.a. Sinus Rinse)

* frequent hand washing, not touching your face or eyes, getting adequate rest, and avoiding academic (i.e. “cramming” or “all-nighters”), social, or athletic over-exertion, and considering a flu-shot in the late fall

VACCINES 

New Vermont law, effective September 2008, now requires that all students submit an immunization record including proof of the following as documented by your home health care provider::

• Measles, Mumps and Rubella: two vaccines after your first birthday
• Meningococcal vaccine
• Hepatitis B vaccine: three dose series
• Tetanus: within the last 10 years
• Chicken Pox (Varicella): two dose series for those over 13 years old who have not had chicken pox

Though not required, the Center for Disease Control also recommends other vaccines for college students, including:

• Polio vaccine (primary series),
• Diphtheria and Acellular Pertussis (Tdap),
• HPV vaccine for females
• Influenza vaccine (flu shot clinics are held each fall when vaccine is available)

Some students, including those who travel abroad will benefit from

• Hepatitis A vaccine series,
• Typhoid vaccine
• Other travel vaccines depend on destination and can be determined at a travel visit at the Health Center.

Due to the length of time some vaccine series require, we recommend that all students considering travel abroad also consider receiving the Hepatitis A vaccine series prior to matriculation.

MENTAL HEALTH

We encourage students who are experiencing psychological distress to talk with a counselor at the Center for Counseling and Human Relations at x5141.

During the hours when counseling is closed, you may call Parton Health Center at ext. 5135 to talk with a nurse. The health center is open 24-hours-a-day, 7-days-a-week. The nurse at the Health Center can provide support, make referrals to the College's counseling center or make connections with the Counseling Service of Addison County for immediate crisis intervention

PANDEMIC PREPAREDNESS:
STUDENT INFORMATION REQUIREMENT

All Middlebury College Students Are Required to Develop and Enter a Personal Evacuation Plan.

Middlebury College has expanded and updated its Emergency Plan to include the threat of severe illness, including pandemic flu. Because of the potential need for a quick response to an outbreak, individuals are the only people who can effectively plan for themselves. All Middlebury College students are required to develop and submit at least one Personal Evacuation Plan. Students will not be allowed to register for their second semester of classes until they have entered a plan (via Banner Web) which includes:

1. Student name, College I.D number, contact information.

2. Addresses of two personal evacuation locations, preferably in different cities and with one location within a reasonable driving distance of Middlebury, VT.

3. How the student will get to each destination.

4. Whether the student would be able and willing to provide transportation to other students, and if so, how many.

5. Whether the student would be able and willing to provide temporary housing to other students, and if so, how many.

The information will not be verified by the College but will be sent to every student’s parent and/ or guardian at the time the information is initially entered. A student will be able to change that information via Banner Web, but any changes will not be sent to parents or guardians.

While the College will require this only once during a student’s enrollment at Middlebury – and in future years typically during the student’s first semester – students will be able to update their plans at any time. Students will be responsible for notifying their families of any changes, and we strongly encourage students to inform anyone that they are dependent on for evacuation of their role in the plan.

For more information about Middlebury College’s response to Pandemic Flu, visit http://www.middlebury.edu/campuslife/services/health/fluresponse/.

MIDDLEBURY COLLEGE POLICY ON HIV INFECTION

The Middlebury College policy on HIV infection was revised in 1992 by the HIV Task Force, composed of Middlebury College students, staff, and faculty. The revised policy expresses a commitment to prevention of the disease through education, outlines services available in the campus community to individuals living with HIV, and sets guidelines for dealing with HIV-related issues. Copies of the policy are available to students at the Parton Health Center, the Commons offices and online on the Parton Health Center website. 

DRUGS AND ALCOHOL POLICY

Middlebury College is concerned about illegal drug use and alcohol abuse in our society and in our community. The College regards illegal drug use and alcohol abuse as serious problems that can affect the entire College community. Members of the Middlebury community must be aware of the College drug and alcohol policy, as well as pertinent local, state, and federal laws. It is also important that all members of our community know where help is available for those who need it.

The College campus is subject to local, state, and federal laws concerning the possession, use, distribution, and manufacture of drugs, including alcohol. Students must be aware of and abide by these laws or face the possibility of legal prosecution. Middlebury College opposes the use of illegal drugs and does not provide students with a haven from the law. The College will not inhibit the legal prosecution of any member of the College community who violates the local, state, or federal law. Law enforcement officers, when in possession of the proper documents, have a legal right to search any and all buildings on the campus without prior notice. The College also reserves the right to furnish the police with information regarding illegal activities.

For information specific to state and federal laws governing the illegal use, possession, and distribution of drugs and alcohol, see the Middlebury College publication Drugs, Alcohol and You (which is mailed each year to every student).

The College opposes the possession and use of prescription drugs by persons for purposes other than those prescribed by a licensed physician. Drugs other than those prescribed by a licensed physician for legitimate health purposes may not be used or stored on College property.

1. Students of Middlebury College are also subject to the College drug and alcohol policy rules and regulations while on College premises or College-related premises or when involved with off-campus, College-sponsored events or off-campus events sponsored by registered College organizations.

a. Illegal use of alcohol (underage drinking, open containers, possession of alcohol by a minor) will result in citations and penalties ranging from warning to expulsion.

b. Students found selling, manufacturing, or possessing drugs in amounts that indicate drug sales or distribution will face penalties ranging from suspension to expulsion from school.

c. Students or organizations found illegally selling, manufacturing, or distributing alcohol will face disciplinary action up to and including expulsion.

d. Students using illegal drugs or in possession of amounts that appear to constitute "personal use" will face penalties ranging from warning to expulsion.

e. Possession of drug paraphernalia that has been used, whether at the time of confiscation or not, is against the law, and students who violate the law are subject to College discipline.

2. Involvement with or dependency upon drugs or excessive or illegal use of alcohol will be viewed by the College as a health concern, as well as a disciplinary matter. Where a Commons dean has reasonable concerns that a student's health is being compromised by alcohol and other drug use, abuse, a drug and/or alcohol consultation or assessment may be required. In addition, where a student's name or the name of an organization or a group occurs repeatedly in connection with a drug or alcohol problem, even though no concrete evidence or direct witness is involved, a dean may contact the student and meet with him or her. In these cases a drug/alcohol consultation or assessment may be required. In addition, in instances where a student's name occurs repeatedly in connection with a drug or alcohol problem, even though no concrete evidence or direct witness is involved, a dean will contact the student and meet with him or her. In these instances, the dean may encourage or require the student to undergo a drug/alcohol assessment, on or off campus, and may notify the student's parents or guardian of concerns about the student's drug or alcohol problem.

In disciplinary situations and the situations of concern mentioned above, a student may be required to withdraw from the College until successful resolution of the problem is documented to the satisfaction of the College.

NESCAC Presidents' Statement on Abusive Drinking and Hazing

In addition to being partners in athletic competition, the 11 colleges and universities comprising the New England Small College Athletic Conference (NESCAC) are united in efforts to provide safe environments in which students may mature intellectually and socially.

Recognizing that social life plays a role in the college experience, each campus has increased its efforts to encourage students to make responsible choices. Each school takes a strong stand against substance abuse, including alcohol. While the vast majority of students at NESCAC institutions who choose to drink alcohol do so responsibly, each school has disciplinary and educational programs in place for students who misuse alcohol and other substances.

Additionally, all of the conference schools expressly prohibit hazing.

NESCAC member institutions: Amherst College, Bates College, Bowdoin College, Colby College, Connecticut College, Hamilton College, Middlebury College, Trinity College, Tufts University, Wesleyan University, Williams College [Adopted 12/14/2000]

College Services: Information and Help

Center for Counseling and Human Relations, Extension 5141
Parton Health Center, Extension 5135

Students who are concerned about their own or a friend's use of alcohol and/or other drugs are encouraged to seek assistance through the College's Counseling and Human Relations Center or the Parton Health Center, both located in Centeno House. Professional staff  are available when the health center is open to provide care and recommend treatment. Services provided by the Health Center and Counseling Center are confidential. Staff members of the Counseling and Human Relations Center and Parton Health Center provide supportive and educational counseling in addition to substance use evaluations, as time allows. Staff can help students to identify and understand the signs and behaviors associated with substance abuse, as well as treatment and support options. They also provide useful information for talking with a friend about the use of alcohol and other drugs. Also available is referral information about community resources, including private counselors, self-help groups, and comprehensive treatment facilities. Emergency medical treatment can be provided by the Health Center or Porter Hospital.

The director of health and wellness education provides educational materials for individuals and programs for the College community that address the many issues surrounding alcohol and drugs. The Office of Health and Wellness Education is also located in Centeno House. All first-year students are expected to participate in and complete the on-line course AlcoholEdu. Instructions will be mailed to incoming first-year students at their middlebury.edu e-mail address.

Alcoholics Anonymous, Narcotics Anonymous, Al-Anon, and Adult Children of Alcoholics groups meet in Middlebury and welcome student participation. A listing of meeting times and locations is available from the Center for Counseling and Human Relations and the Parton Health Center.

Community Responsibility

Middlebury College believes that alcohol and other drug-related problems affect our entire community and that each of us has a responsibility to help safeguard the community health by respecting College policy and intervening in situations of abuse. Any member of the College community having knowledge of the possession or use of illegal drugs by an individual on campus is urged to talk with the person and encourage the individual who is using illegal drugs or abusing alcohol to seek counseling and/or medical assistance. As a community of scholars, we are committed to providing a safe learning environment for each other. All members of the community are expected to help protect the community health by informing appropriate College staff members of instances of drug distribution and/or sales.

SPORTS MEDICINE POLICY FOR INJURY EVALUATION AND TREATMENT

The College policy for services provided by the Sports Medicine Department, beginning September 1, 2000, is outlined below. The department will provide services to all students who are members (on an official roster) of College intercollegiate teams. It will also treat students who are candidates for intercollegiate teams beginning one month prior to the start of their competitive season. The department will also provide the same services, as described above, to students who are members of two club sports: rugby and crew. Students who fall outside these guidelines will need to seek care at the health center, Porter Hospital, or by a doctor of the student's choice.

Safety

EMERGENCY

Middlebury College Department of Public Safety
extension 5911

Emergency Dispatch Center
Call 911 - Vermont State Police

The Middlebury College Department of Public Safety encourages you to report suspected crimes and emergencies as promptly and as accurately as possible. In case of emergency at any time, night or day, call the Department of Public Safety.

The Department of Public Safety (DPS) can be contacted by dialing 5911, or 5133 from any campus phone.  Emergency phones (push the red button to call Public Safety directly) are located in the main student parking lots:
   C Lot (FIC),
   D Lot (Atwater Halls A & B),
   E Lot (Johnson),
   K Lot (Robert A. Jones),
   Q lot (Center for the Arts),
   R Lot (Ridgeline),
   S Lot (Bicentennial Hall),
   T Lot (Field House/Kenyon), 
   Track lot (dirt lot east of Dragone Track),
   Kirk Alumni Parking Lot. 

There are Emergency phones located at the entrances of most residence halls.

To report a crime in progress or other emergency, dial 911. Be prepared to provide the State Police dispatcher with your name, a description of the type of emergency, and the location of the emergency. Dial 911 only in an emergency, which means you are in need of immediate police, fire, or medical response. All 911 calls from campus telephones automatically dial a Vermont State Police emergency dispatcher. Both the State Police and DPS receive immediate information indicating the address where the call initiated. While the caller is speaking to the Vermont State Police dispatcher, DPS is dispatching an officer to the location.

If you mistakenly dial 911, please do not hang up, since all calls are "captured." Stay on the line and talk to the dispatcher before you disconnect. In the event of a hang-up, emergency service personnel will attempt to call you back, or if there is no answer, they will send someone to the location from which you called.

EMERGENCY PREPAREDNESS:
INFORMATION REQUIREMENT

The College is revising and expanding its emergency preparedness policies, and the changes will be announced during the 2007-08 academic year. All students and College employees will need to provide and maintain current contact information for use in the event of an emergency, crisis, or significant disruption.

THE DEPARTMENT OF PUBLIC SAFETY
125 South Main Street
Extension 5911

The Department of Public Safety (DPS) is responsible for safety and security on campus. The office is located at 125 South Main Street.

To address the security needs of Middlebury College, the Department of Public Safety provides uniformed security staff and a dispatcher/operator 24 hours a day. The DPS maintains two fully equipped patrol vehicles. Through the use of these cruisers, foot patrol, and seasonal bike patrol, officers maintain continual patrol through the College's buildings and grounds. All officers carry radios and are CPR and First Aid certified. The officers attend workshops and training seminars relevant to campus security and safety. Professionals in the fields of security, law enforcement, and emergency medical response provide these training sessions. Additionally, many of the staff at the Department of Public Safety have extensive prior experience in law enforcement, security work, emergency medical and fire response. Some officers have experience as volunteer emergency medical or fire department responders.

Residential buildings are locked and are not open to the public. Additional information about the College’s Enhanced Access System is located at http://www.middlebury.edu/administration/publicsafety/BuildingSecurityandGeneralInformation/EnhancedAccessInformation.htm

Complete information on safety and security at Middlebury College is available at http://www.middlebury.edu/administration/publicsafety/ or by request at the Middlebury College Department of Public Safety.

FIREARMS / FIREWORKS / KNIVES / STUN GUNS

Violations of the firearms, fireworks, knives, or stun gun regulations may result in confiscation of the item(s) and the owner and/or person in possession may be subject to disciplinary action.

Firearms

Firearms and ammunition are prohibited on the Middlebury College campus. Firearms include any type of rifle, pistol, handgun, muzzleloader, pellet gun, BB gun, air gun, paint gun, or device capable of propelling a projectile at a significant velocity.

Discovery of a loaded firearm in a College building, residence hall, on College grounds, locked in a vehicle on College grounds, or in the possession of a student or employee on campus may result in disciplinary action, and confiscation of the firearm. Neither hand-loading of ammunition nor the storage or possession of hand-loading materials shall be permitted on campus.

Exceptions are provided solely for the storage of firearms with the Department of Public Safety, as follows:

1. Middlebury College will only provide storage for hunting rifles, shotguns, hunting knives, bows and archery supplies. Students must register these weapons and store them with the Department of Public Safety. A handgun is never permitted on campus unless it is a duty weapon issued or authorized by the student’s employer. In such cases, the handgun must be registered and stored with the Department of Public Safety.

2. Storage is limited to one firearm per person. Permission to store additional weapons may be granted by the director of Public Safety upon written request. All owners will abide by the firearms storage policy concerning storage time limits and penalties.

3. Firearm permits shall be issued for one academic year. Owners must claim their weapon(s) at the close of the academic term or at any time they move out of campus student housing. Firearm permits may be renewed upon request.

4. When permits are granted, the make, model, serial number, and caliber of the weapon shall be recorded on the permit and filed with the Department of Public Safety.

5. A firearm permit may be revoked for any violation of rules governing the possession of firearms.

Fireworks

Fireworks and firecrackers are illegal in the State of Vermont, except when used as part of a fireworks display by a licensed exhibitor who has obtained the permits required by the State Fire Marshal. Students or employees who possess or discharge fireworks are subject to disciplinary action.

Knives

Knives with a six-inch or longer blade are prohibited on campus.  Knives with blades that are less than six inches, but by design can be used as weapons, such as switchblades or double-edged blades, are prohibited on campus.

Stun Guns

Stun guns and Tasers are not allowed on campus.

Explosives / Dangerous Chemicals / Hazardous Materials

Possession or use of explosives, dangerous chemicals, or hazardous materials, except as authorized in supervised academic programs, is strictly prohibited on the College campus.

Code of Conduct for Employees

Code of Conduct for Employees

The success of Middlebury College depends not only on the competence of its faculty and staff, but also upon its reputation for honesty, integrity, and lack of bias in conducting its affairs. This Code of Conduct identifies basic policy and standards concerning ethical conduct and provides guidance in several areas of specific concern. Each employee of Middlebury College is expected to adhere to these standards of conduct. 

Other expectations for Middlebury College faculty and staff are covered in other sections of the Handbook, for example the employee handbook and faculty handbook chapters, and the policies on appropriate use of Web pages and electronic mail in the library and information services chapter.

General Principles

Middlebury faculty and staff should conduct themselves ethically, honestly, and with integrity in all dealings. They need to be fair and principled in their official interactions and to act in good faith in these matters with others both within and outside the Middlebury community. They should act with due recognition of their position of trust and loyalty with respect to the College and its students, fellow employees, research sponsors, and donors. When in doubt about the propriety of a proposed course of action, they should seek counsel from those colleagues, supervisors, or administrators who can assist in determining the right and appropriate course of conduct.

Proper Use of College Property and Funds

Middlebury faculty and staff must see to it that College resources are not used for other than their intended purposes.  College employees have an obligation to manage the institution's resources prudently, with a responsibility to those who provide those resources, including students, parents, alumni, foundations, other donors, and government agencies. Faculty and staff are responsible for safeguarding the tangible and intangible assets of the College that are under their control. College resources may not be converted to personal use, either for oneself or another person. College funds may not be used to make contributions to candidates for public office, to political parties, or to other political organizations that are organized and operated primarily to accept contributions and make expenditures for the purpose of influencing the selection, nomination, election, or appointment of any individual to federal, state, or local public office or office in a political organization, or the election of Presidential electors. 

Accuracy of Records and Reporting

The records, data, and information owned, used, and managed by the College must be accurate and complete. The accuracy and reliability of financial reports is of the utmost importance to the business operations of the College. Faculty and staff must record, allocate, and charge costs accurately and maintain supporting documentation as required by established policies and procedures. All reports, vouchers, bills, invoices, payroll information, personnel records, and other essential business records must be prepared with care and honesty.

Grants and Contracts

Members of the faculty and staff requesting funding from government agencies, corporations, foundations, and other granting organizations have an affirmative obligation to make full, accurate, and honest representations concerning all relevant information submitted to or requested by the granting organization. Accurate and complete records, including supporting documentation as required by the granting organization, of the uses to which grant funds are put must be maintained.

Confidential Information

Members of the faculty and staff may be privy to confidential information in the course of their daily work. This information may relate to, among others, students, parents, alumni, donors, employees, and candidates for positions on the faculty or staff. All College employees must safeguard confidential information. This includes ensuring that confidential documents, in either paper or electronic form, are not left unattended; refraining from engaging in discussion of confidential information in forums where the information may be overheard; and protecting the privacy of past and present students, faculty, and staff by maintaining the confidentiality of student and employee records.

Conflicts of Interest

Members of the faculty and staff should avoid improper conflicts of interest that might compromise the integrity and objectivity of the College. Examples of situations involving potential conflicts of interest include working for the College as an outside vendor; using information that the College considers privileged or confidential for the benefit of a person or entity outside the College; utilizing discounts allowed to the College for personal gain; and soliciting for oneself or for a third party anything of value from any person or entity in return for any business or service provided by the College. 

Financial conflicts of interest (for example, an employee's participating in the ownership or management of an entity that regularly does business with the College) should be disclosed, reviewed, and appropriately managed or eliminated.  No member of the faculty or staff may approve, recommend, or promote a business transaction with a firm in which that person is an officer or senior management employee, or holds more than a 5 percent equity interest, unless such person first discloses in writing the business relationship and the circumstances of the contemplated activity to the Office of the Executive Vice President and Treasurer.

No member of the faculty and staff shall solicit anything of value in return for influencing or exercising his or her discretion in a particular way on a College matter.  Faculty and staff should not accept any material gift, gratuity, or other payment, in cash or in kind, from a vendor currently doing business with the College or seeking to do so. Members of the faculty and staff may not solicit or receive discounts or rebates on goods and services offered to them in their private capacity by vendors to the College that exceed those generally available to other customers. Exceptions to this general provision include unsolicited gifts of a nominal value given at holidays, birthdays, weddings, and other commonly recognized social occasions.

Antitrust

Members of the faculty and staff may not improperly collude with other entities, including other colleges and universities, in matters affecting the financial or administrative decisions of the College.

Compliance with Laws and Regulations

Members of the faculty and staff are expected to transact College business in compliance with all federal, state, and local laws and regulations related to their positions and areas of responsibility, including, but not limited to, equal employment opportunity, fair employment practices, and nondiscrimination laws; laws regarding the privacy and confidentiality of employee and student records; and laws regarding workplace safety, workplace policies and regulations, and occupational health. Members of the faculty and staff whose programs operate internationally are expected to comply with the laws of the nations in which those programs operate, including foreign corrupt practices acts.

Obligation to Report Suspected Violations

Faculty and staff are obligated to report suspected violations of these standards promptly to their supervisor, department chair, the director of Human Resources, the controller, the dean of the faculty, or the executive vice president and treasurer. A supervisor or department chair to whom a report of a violation is made is obligated to follow up the report with the appropriate administrative authority. In investigating claims of inappropriate activities, care will be taken to maintain confidentiality.  Middlebury College will protect from retaliation anyone who makes a good faith effort to appropriately disclose perceived wrongdoing. However, the College reserves the right to distinguish between retaliation and ongoing performance management related to the "whistleblower."

Consequences of Violation

Material violations of this code or related College policies and procedures will be considered under the College's established disciplinary practices and procedures for members of the faculty and staff and may carry disciplinary consequences, up to and including dismissal from employment. Such violations may also subject individuals to civil or criminal actions in state or federal courts.

Supervisor's Obligations

Individuals who supervise others should ensure that their direct reports have received adequate instruction and explanation with respect to their obligations under this code.

Demonstrations And Protests

Students, student organizations, faculty, and staff at Middlebury College are free to examine and discuss all questions of interest to them and to express opinions publicly and privately. They should always be free to support causes by orderly means that do not disrupt the regular and essential operation of the College or community. At the same time, it should be made clear to the academic and larger community that students or student organizations, and individual members of the faculty or staff, speak only for themselves, not for the College as an institution, in their public expressions or demonstrations. 

Middlebury College does not allow disruptive behavior at community events or on campus. Disruptions can be described as purposeful blocking the view of others at the event; banners or items that block the audience's view; noise or action that disrupts the ability of the audience to hear (e.g., shouting out or use of a bull horn).

If an event is disrupted by a group or individual, a representative of the College may request the action to stop or for the person or group to leave the event and move to an approved location for protesting. Individuals or groups who disrupt an event or fail to leave when asked are in violation of the College's policy of respect for persons and may also be in violation of the policy regarding disrespect for College officials. These violations of College policy may result in College discipline. Disruption may also result in arrest and criminal charges such as disorderly conduct or trespass.

For specific events and during specific times of the year, Middlebury College invites the public to join us at events and extends free speech and expression privileges during these events. Any individual or group who disrupts an event and is unwilling to respect College policy or to comply with the requests of College officials will be asked to leave Middlebury College property. Failure to comply may result in arrest for unlawful trespass and any other criminal violations that may have occurred.

Demonstration Regulations

Anyone who wishes to stage a demonstration or protest at any event on College property should contact and arrange a meeting with Public Safety to discuss College policy, demonstration-specific regulations, and safety issues.

The Department of Public Safety should be consulted in the planning of all organized demonstrations, in order to register the demonstration with other pertinent College offices. The desire of Middlebury College is to promote intellectual inquiry and exchange in a respectful and civil manner. The safety of all participants is of utmost importance to the College, and policies may be enacted to ensure safety during the demonstration.

Event planners in conjunction with the dean of the College, the Events Scheduling Office (Facilities Services), the speaker or performer, and the Department of Public Safety will determine the following for any demonstration approved on campus.

Location

The location of an approved demonstration will be determined following space and use guidelines for college areas managed by the Scheduling Office and the Commons Offices and in accordance with this policy.

If the demonstration is against an issue at another approved College event, the location of an approved demonstration will be as proximate to the other event as deemed appropriate considering the following:

  Nature of the other event
  Security needs of the other event
  Time of the other event
  Any other necessary considerations

The use of streets of Middlebury for parades or demonstrations is subject to town ordinance and requires a town permit.

Time and Duration

Demonstrations may not interfere with the academic and educational mission of the College. The time and duration of the demonstration will be determined with regard to the following:

  Nature of the event and/or the demonstration
  Security needs of the event and/or the demonstration
  Time of the event and/or the demonstration
  Any other necessary considerations

Manner

Demonstrations must occur in the approved defined location (if and when a location is determined.) 

Demonstrations may not block access to the venue in which the other event is being held.

Demonstrations utilizing pickets, large items, bullhorns, or other loud or amplified sound making devices are usually confined to the exterior of buildings so as not to disrupt regular and essential operation of the College or create health and safety issues.

Distribution of materials such as leaflets may not be confrontational.

Organizers must remove all items and materials at the end of the demonstration.

Demonstrators are not allowed to use intimidating tactics.
Demonstrations with a noise level that disrupts other authorized activities occurring on the College campus violates College policies.

Demonstrators are not allowed the use of unwelcome physical contact between demonstrators, counter demonstrators, the audience, the speaker or performers, or College officials.

The use of chalk on exterior of buildings or other freestanding structures, or within 10 feet of any door, is strictly prohibited to prevent damage to the structure and injury to anyone stopping at entrances or exits.

Note: Any of these demonstration standards can be applied to any location including in the event space if demonstrators are allowed to demonstrate in the space. 

Middlebury College Event Host

Within the guidelines of this protocol, the event hosts have the ability to determine when behavior at their event is being disruptive. The hosts should always attempt to gain cooperation by asking that the disruptive behavior stop prior to requesting that the person or persons leave the event. The hosts may also decide to contact Public Safety about the disturbance or behavior.

Public Safety

At any event Public Safety will locate the hosts before handling any situation of non-violent behavior unless the disruption necessitates action to prevent greater confrontation. Public Safety has the authority to act upon any acts of violence, threats of violence, or overcrowding without first contacting the event hosts. In all cases where time permits contacting the event hosts, Public Safety will contact the event hosts to determine if the behavior is in fact disruptive to the event. If Public Safety has been contacted by the hosts and asked to deal with a person or persons creating a non-violent disturbance, Public Safety will always start by asking the person or persons to stop the disruptive behavior prior to asking that the person or persons leave the event.

Environmental and Sustainability Policy

“Middlebury College is committed to environmental mindfulness and stewardship in all its activities. This commitment arises from a sense of concerned citizenship and moral duty and from a desire to teach and lead by example. The College gives a high priority to integrating environmental awareness and responsibility into the daily life of the institution. Respect and care for the environment, sustainable living, and intergenerational responsibility are among the fundamental values that guide planning, decision-making, and procedures. All individuals in this academic community have personal responsibility for the way their actions affect the local and global environment.”

The above statement was prepared by the Environmental Council and was endorsed by the Middlebury College Board of Trustees in May 1995. Since then the College has demonstrated through many actions that it accepts this challenge and that it is looking both internally and externally at how it can continue to lead in this area. The Environmental Council has developed the following revised mission statement, which has been endorsed by the College administration, to reflect our renewed commitment to leadership in achieving a sustainable future:

These values, and the pursuit of sustainability, are a systemic part of the vision and operation of Middlebury College. A sustainable world is one that is: “delightfully diverse, safe, healthy and just – with clean air, soil, water and power – economically, equitably, ecologically and elegantly enjoyed” (McDonough). Sustainability challenges us to address complex problems, both in the curriculum and in our life as citizens in a globalized world including the following:

• Teaching ourselves—and learning from each other—how to move towards sustainable lifestyles;
• Making ethical and just decisions about production, exchange and consumption
• Reaching decisions, in a democratic spirit, that help us advance sustainability in a complex and globalized world;
• Meeting present and future human needs while protecting and restoring ecological resilience and integrity;
• Caring for the community of life on earth, and
• Actively promoting sustainability goals and sharing the successes and lessons learned at Middlebury with other institutions and individuals.

As a College we are committed to achieving our sustainability goals through how and what we teach, how we operate, open dialogue, carefully considered risk, and learning from our successes and failures. Our objectives are:

• achieving and maintaining carbon neutrality by 2016 through conservation and efficient use of energy, renewable resources, and, as a last resort, purchasing carbon offsets;
• assessing and improving our environmental, economic and social performance with tools that provide a useful measure of progress toward ecological resilience, economic prosperity, and social equity;
• integrating environmental concerns and sustainable development principles into all planning and design decisions, which includes evaluating entire life cycles of products (e.g. the energy and source and type of materials used in manufacturing and use);
• including consideration of sustainability in the maintenance and management of our infrastructure and lands;
• working towards a campus and region that provide convenient public mobility and less reliance on single occupant automobiles;
• making environmental, socially equitable, and fiscally responsible purchasing choices;
• supporting the local economy and community through sustainability education, purchasing, further development of local food production capacity and provisioning, and other College operations;
• encouraging and facilitating research on sustainability while maintaining support for existing campus sustainability programs;
• supporting initiatives of students, faculty, and staff to achieve our goals,
• ensuring that academic, co-curricular and institutional training programs enable students and employees to develop a sustainability ethic with a perspective on the connections between local actions and global consequences;
• utilizing the extended Middlebury network around the globe to build vibrant communities of people who are informed and actively engaged in solving the ecological, economic and social challenges of their communities; and
• challenging every College member to:
• bring their sustainability values into other communities to which they belong, through activities including teaching, learning, working, research and discussion; and
• respect nature, contribute to human society and the intricate interrelationships on which our lives depend.

Thermal Comfort Policy

The following is language from 2007-2008 handbook. 2008-2009 updates are pending (2-July-08).

A. Natural Cooling Measures

1. General Guidelines

Middlebury College recognizes that thermal comfort is important for both health and productivity of its students, faculty, and staff.  During sustained period of high heat and humidity (defined here as two or more consecutive days of outside temperatures above 90° Fahrenheit and relative humidity of over 60%) certain measures may have to be taken to protect the health of students, faculty, and staff as well as to create a minimum thermal comfort that enables the campus community to work effectively.  Of these measures air conditioning is the most costly solution in terms of both real dollars and environmental impact.

The College commits to retrofitting existing spaces with heat load reducing mechanisms prior to introducing mechanical cooling to a space. The College will use mechanical intervention for cooling and humidity control only when natural methods and retrofits to minimize solar radiation intrusions and other heat created by equipment, machinery, and human activity are proven to be inadequate on an on-going basis.

Examples of natural methods and retrofits could include:

  Effective window shades
  Awnings (although this may not be aesthetically appropriate)
  Installed ceiling fans
  Improved cross ventilation
  Improving external fresh air flow into closed interior spaces

2. Measures to Increase Thermal Comfort During Sustained Periods of Extreme Heat

The College encourages supervisors to exercise flexibility in assisting employees in finding adequate working conditions during periods of extreme heat. 

During such periods:

A "relaxed dress code" will be in effect. All college staff, as well as faculty and students, are encouraged to wear light, well-ventilated, appropriate attire.

Wherever possible, flexible work schedules should be implemented, allowing employees to report to work 1-2 hours early and leaving earlier to avoid the maximum heat period during the middle and late afternoon.

Wherever it is not imperative that staff remain at their desks at all times, supervisors will permit them to take their work and move to a "cool area" - a naturally cooled or air conditioned space either in the same building or in a proximate one. Similar "cool areas" will be established in, or proximate  to, student dormitories and classroom/office buildings.

Employees working in spaces that cannot be cooled by using natural cooling methods and fans (e.g. because they have no windows or no or inadequate cross-ventilation) and where installing air conditioning units is not a reasonable option will be permitted to take an extra morning and afternoon break in a "cool area". On rare and extreme occasions, should the temperature in such a space rise to a point where productive work is no longer possible, and the worker(s) impacted cannot move to cooler work areas, supervisors should dismiss affected employee(s) after midday under these extreme conditions and report this occurrence to Human Resources. Human Resources will then bring this to the attention of Facilities Services. In these cases employees will not be required to use CTO time.  There will be certain exceptions to this  recommendation, due to the critical nature of particular employees' job functions which does not allow them to leave their post.

All offices that are not air conditioned will be supplied efficient floor, window, oscillating,  and/or ceiling fans, as well as blinds or shades upon request. Facilities Services will determine which cooling method is most efficient for each space.

The designated sections of the air conditioned dining areas should be made available all throughout the day for studying, if needed.

B. Air Conditioned Spaces

1. General Guidelines

The College will use mechanical cooling for cooling and humidity control only when natural methods and fans are proven to be inadequate.

The air conditioning set-point will be 78° Fahrenheit.

Mechanical cooling (air conditioning) in existing structures as well as renovations to or construction of future buildings is restricted to the following categories: 

Laboratories or parts thereof that cannot function without a controlled environment (including animal labs).

Large scale computer, printing, radio and other electronic equipment rooms. These kinds of rooms may need cooling both to enable people to work in an area where excess heat is generated by multiple pieces of equipment and to ensure that the operation of the equipment itself is not negatively impacted by excess heat. 

Special collections of books, films, photographs and art as well as musical instruments sensitive to changes in humidity or temperature.

Certain academic, social, and dining spaces (including Ross, Atwater, and FIC) used regularly by the College during the summer, where function and equipment makes natural ventilation techniques impractical. 

Prime summer study locations capable of comfortably accommodating a large number of students, faculty and staff (Bicentennial Hall, Grille, Library), once it has been established that other measures are not sufficient in cooling down the room to a reasonable temperature.

Classrooms, study lounges, and work spaces where the thermal comfort zone is exceeded on an ongoing basis.

Spaces where natural ventilation is impacted by construction noise and dust, or exaggerated and on-going external noise clearly impacts occupant productivity.  (Such spaces will be considered as requiring temporary mechanical cooling, which will be discontinued with the cessation of the external impact).

2. Policy on Air Conditioning College Spaces

Residential Spaces

Residential space will not be air conditioned except for those accommodations approved by the Americans with Disabilities Act (ADA) Committee and/or the standing Air Conditioning Committee.

Students or faculty of the summer language schools, as well as their family or guests may not bring and install their own window units except for units installed for health reasons as certified by the ADA Committee or the standing Air Conditioning Committee based on consultation with the college physician where necessary. This restriction is necessary since the purchase of the unit does not pay for either the operating costs or the environmental damage caused by it. Most importantly, the existing electrical wiring in some of Middlebury Colleges's older buildings may not support the load increase caused by large numbers of window units. Window units installed without permission will be removed by Facilities Management.

In the event that nearby construction or noise makes it unsuitable to open windows in the summer months, window air conditioning units will be considered. Permission to use these units is restricted to the time construction is ongoing and does not extend beyond this period or into any of the following summers.

Classrooms and Lecture Halls

The College is committed to providing a thermal controlled learning environment. Classrooms and lecture halls that cannot be sufficiently cooled down by means of natural ventilation and fans will be air conditioned as deemed necessary by Facilities Services and the dean of the language schools.  In addition, the College provides "cool areas" for study and recreational purposes.

Staff and Academic Offices

In general, office spaces will not be air conditioned.  The exceptions to this are those offices that are in a building with central air conditioning, or those offices that meet the specific criteria (i.e., equipment, construction, etc.) identified above.  Offices that are not currently air conditioned will be surveyed by Facilities Services to assess what additional non-air conditioning measures could be added to these spaces (i.e., improved shades, ceiling fans, etc.) to improve thermal comfort. Spaces that have been air conditioned with window units in past summers will be reassessed to ascertain if air conditioning is absolutely necessary or if other means of cooling may be sufficient.

Academic and office spaces with central air conditioning will be enabled to operate only during the summer language school months of June, July, and August (except for spaces with inoperable windows, such as Bicentennial Hall).  The cooling temperature will be maintained at a range between 75°F and 80° F with a target cooling temperature of 78°F.  Exceptions will be made only for the purpose of using central air conditioning to protect equipment and collections, as outlined above. 

Faculty or staff of the summer language schools may not bring and install their own window air conditioning units except for units installed for health reasons as certified by the ADA Committee or the standing Air Conditioning Committee based on consultation with the college physician where necessary. This restriction is necessary since the purchase of the unit does not pay for either the operating costs or the environmental damage caused by it. Most importantly, the existing electrical wiring in some of Middlebury's older buildings may not support the load increase caused by large numbers of window units.

Social and Recreational Spaces

Many of the social and recreational spaces on campus do not need to meet the same comfort criteria as academic and office spaces since the use of such space is voluntary. Those social and recreational spaces equipped with central air conditioning will be enabled to operate only during the summer language school months of June, July, and August (except for spaces with inoperable windows, as well as some dining halls where air conditioning may be needed for very hot days in September).  The cooling temperature will be maintained at a range between 75°F and 80°F with a target cooling temperature of 78°F. If social and recreational spaces are centrally air conditioned due to unacceptable heat loads from building machinery, the chillers will operate based on outside temperature. A temporary air conditioning unit will only be considered to cool social and recreational spaces if nearby dust or noise from construction makes it unreasonable to open windows during the summer months.


C.  Policy Implementation

Facilities Services will oversee the implementation of Middlebury College's Thermal Comfort policy. 

Facilities Services and the Office of Environmental Affairs will maintain a web page on strategies for keeping oneself and one's workspace or residential space cool during summer's hottest days. For areas that are currently not air conditioned , Facilities Services will seek to employ measures to minimize the solar and mechanical heat load of the building as discussed above. Mechanical cooling will be considered only after room and ceiling fans, insulation, shades, awnings, and security measures for nighttime air flushing prove ineffective in lowering the temperature to the thermal comfort zone defined by ASHRAE. It is the responsibility of those impacted by unreasonable thermal conditions to report such situations to Facilities Services either directly or through one's supervisor, faculty or language school coordinator.

Air conditioning will be considered only after room and ceiling fans, insulation, shades, awnings, and security measures for nighttime air flushing prove ineffective. Special consideration should be given to those employees who cannot leave their post even during periods of extreme heat because their job function is critical to the operation of the college.

For spaces that are centrally air-conditioned, the temperature and humidity in the space will be controlled by Facilities Services. Spaces with manually controlled window air-conditioners, occupants will be requested to comply with set-point limits identified by Facilities Services (78ºF) as well as good practices (i.e., when the unit is on, other windows are shut and window shades drawn). In special cases, window units may be hooked up to the central control system and regulated directly by Facilities Services.

Requests for accommodation from students based on a qualifying disability should be submitted to the ADA Coordinator and should be in accordance with the ADA Policy at Middlebury College. All requests of this nature will be reviewed by the ADA Committee who shall determine the student's eligibility for accommodations under the ADA. Permission to operate a window air conditioning unit based on a qualifying disability will require the support of the ADA Committee which may require a medical consultation between the student's health care professional and the college physician. If both requirements are met, the ADA coordinator, in consultation with an appointed member of the standing Air Conditioning Committee, will determine and facilitate with the appropriate accommodation.

Requests for accommodation from students based on a medical need that does not fall under the ADA guidelines should be submitted solely to the standing Air Conditioning Committee. These requests must be accompanied by a letter from a qualified physician documenting:

1. the special medical condition requiring constant air conditioning in a climate like Vermont's (with a typical maximum of no more than 5 consecutive days of extreme heat each summer)

2. an explanation of the medical need for constant air conditioning along with an explanation of the medical dangers incurred if air conditioning is not provided

3. the expected duration of the medical condition, and

4. plans for reassessment of the medical condition at a future date (if the student is returning to campus for more than one summer).

The standing Air Conditioning Committee, or an appointed member of the committee, in consultation with the College physician, will then determine if there is a documented medical need, and, if there is, facilitate with the appropriate accommodation.

The standing Air Conditioning Committee reserves the right to ask the person making the request to obtain a second medical opinion from another qualifying physician at the requestor's expense.

Requests from faculty and staff should be submitted to the Human Resources manager of employee relations, who, in consultation with an appointed member of the standing Air Conditioning Committee, will determine the appropriate accommodation.

All requests for air conditioning based on these or any other contingencies not covered in this report will be adjudicated on a case-by-case basis by the standing Air Conditioning Committee consisting of one of the associate deans of the faculty, the director of facilities services, and the operations manager of the language schools, who will make their decisions in consultation with the College physician (as needed), the director of environmental affairs, and the director of the budget office.

Smoking Policy

Middlebury College seeks to maintain a healthy, comfortable, and productive work environment. In addition, the College must remain in absolute compliance with fire and safety regulations. The College seeks also to comply with the laws of the State of Vermont governing smoking in public areas. Vermont law prohibits smoking in most public places. The Middlebury College workplace is a smoke-free environment. In compliance with state regulations, all areas in the College are smoke-free. Furthermore, smoking is prohibited in all residence halls, including the small houses occupied by students.

Smoking should not take place in areas where smoke is likely to enter buildings, including in building entranceways, near open windows, and especially near building air intakes. Additionally, in areas where there is a high frequency of problematic smoking, signs will be placed to remind community members not to smoke in that area. An annual reminder will be sent out at the beginning of the academic year and during summer language programs to help to educate the community about these concerns.

Scheduling Policies

EVENTS SCHEDULING   

The Events Scheduling & Information Office reports to general administration. This office is responsible for handling event requests from all College departments, administration, staff, and faculty, and from non-College groups. Contact this office if you wish to schedule room/space and time assignments for any events that are not course-related activities as described under 'Course Scheduling' above. These events include the following:

• lectures, screenings, and academic events that are open to the campus or the public (not restricted to student members of a course/class, even though it may be required for a course/class)
• symposia
• candidate 'job talks'
• dinners and receptions
• meetings
• department meetings and retreats
• conferences and workshops

Additionally, the Events Scheduling & Information Office is responsible for communicating events information to the campus. 

STUDENT EVENTS

The Center for Campus Activities and Leadership (CCAL) and the Commons offices handle all student requests for use of space. Student organizations schedule spaces through CCAL while lounges and other residential spaces are reserved through the related Commons office. The offices should be provided a written description of events, equipment to be used, refreshments to be served, and the name(s) of the person(s) in charge. Requests for use of the McCullough Student Center must be placed through CCAL.

BLACK-OUT PERIODS AND GREY-OUT PERIODS

Certain times of the year have been designated by the College as periods when campus facilities are deemed unavailable and cannot be reserved. Consequently, events cannot be scheduled during these time periods.  Generally, these are periods when standing College events occur which take priority over ad hoc events; when College staff is unavailable to support events on campus because of peak workload; or when College staff is unavailable to support events on campus because of planned 'downtime' in support services departments.

Black-out Periods:  Scheduling of events on campus is prohibited for all groups, both College groups and non-College groups.  This includes Bread Loaf campus. (small College meetings and department meetings are permitted).

Grey Out Periods: Scheduling of non-College events or events by non-College groups is prohibited. Scheduling of College events on campus by College groups is allowed (if support services are available). This includes the Bread Loaf campus.

Designated Black-out Periods and Grey-out periods are outlined below in this policy. Additionally, there may be special College celebrations or commemorative events which only occur in one year (i.e., dedication of a new building), that will be designated as a Black-out period for that year. The list of specific dates for all Black-out and Grey-out periods each academic year is maintained by the Events Scheduling & Information Office.

Black-out Periods:

• Fall Orientation Days
• October Break 
• Thanksgiving Recess
• December Holiday Break  (the day after the last day of finals, through January 1)
• Spring Break
• Senior Week
• Commencement/ Reunion/ start of 9-week LS session
• Day of Language School Commencement
• Week after Language Schools Commencement  (7 day period following commencement)

Grey Out Periods :

• February Orientation Days
• Last Week of August
• Fall Family Weekends
• Clifford Symposium
• Homecoming
• Winter Term Break / Spring Term Orientation
• Winter Carnival
• NESCAC/NCAA Championships
• Campus Preview Days
• Last week of June  (7 calendar days preceding the opening of the six-week Language Schools)

Partial Grey-out Period : 

• Trustee Weekends  (Thursday and Friday, plus Saturday morning)
  
  College events may be scheduled during Trustee Weekends except for the following venues:
  Kirk, Redfield Proctor, Old Chapel, Hepburn Lounge, Gifford Annex, Great Hall, Hadley Barn, Bread Loaf (for October meeting).

USE OF COLLEGE FACILITIES BY NON-COLLEGE GROUPS FOR NON-COLLEGE EVENTS

The campus facilities of Middlebury College exist to support the College's mission as a residential liberal arts institution of higher education. The primary purpose of the College's facilities is to provide venues for the many curricular and co-curricular activities which are part of the vibrancy of a residential liberal arts college. When possible, Middlebury College may also make some of its facilities and grounds available for use by non-College not-for-profit groups under the following guidelines and conditions: 

1. The organization must be a not-for-profit as defined by the IRS Code or not-for-profit in spirit.

2. Generally, not-for-profit groups that are based in Addison County or that provide substantial services to the residents of Addison County, are given priority for the use of available College facilities or grounds, over non-Addison County groups.

3. Non-College groups, organizations or events may not use College facilities and/or grounds for private or personal gain or profit, or for activities that are not complementary to the mission of the College. The College reserves the right to prohibit or cancel any event, without notice, if it deems the event contrary to the mission of the College.

4.  It is not required that a non-College group have a sponsor within the College in order to request use of College facilities.  However, any College department that wishes to be designated as a 'sponsor' for an event by a non-College group, must contribute some funding to cover a portion of the fees charged to the group by the College for use of  facilities and media services. Generally, this portion will be approximately 25%; but will be determined by the Events Scheduling & Information Office in consultation with the department. A College individual may not be designated as a sponsor for a non-College group. Only College departments may provide sponsorship.

5.  Use of College facilities for personal use by private individuals, is only permitted for College-affiliated individuals. College-affiliated individuals are defined as student, parent, alumnus/ae, faculty, staff, or trustee.

Use of College facilities for a personal event by a College-affiliated individual is regarded as a 'non-College' event, and is subject to the requirements of this policy, and of the Black-out and Grey-out Period policy, as a 'non-College' event.

6. All non-College event requests should be directed to the College's Events Scheduling Office, and the Events Scheduling Office will determine: eligibility of the requesting group;  whether the date requested is available; whether space and support resources are available for the event, and the appropriate space/facility for the event.

Exceptions: 

a)  For use of athletics facilities for athletic events, requests should be made directly to the Athletics Department.  Note: only athletic events or athletics-related events can be scheduled for any facilities or rooms in the athletics complex.

b)  For CFA facilities for performance arts events, requests should be made directly to the Center for the Arts (CFA). 

c)  For use of Mead Chapel, requests should be made directly to the Chaplain's Office.

Requests for scheduling an event by a non-College group may be approved only if space and services are available.  Middlebury College needs and events take first priority.

7. Non-College events may not be scheduled more than 6 months in advance. (Exception: wedding / civil union ceremonies or receptions for College-affiliated persons may not be scheduled more than 12 months in advance. Also see section under 'Wedding ceremonies or Civil Union ceremonies at Mead Chapel').

8. Middlebury College reserves the right to cancel any non-College event, up to 60 days in advance of the event, if necessary to accommodate a College event. (Exception to this cancellation period: weddings or civil union ceremonies or receptions can be cancelled up to 9 months in advance.  Also see the website of the College Chaplain's office for policy on ceremonies scheduled for Mead Chapel. 

9. Normally, non-College groups may not schedule events on a regular basis; i.e. no more than two consecutive events; and, for annual events, no more than two consecutive years. It is intended that this practice will allow for a wider range of organizations to be able to use College facilities over time.  Non-College groups are discouraged from requesting College space for standing/periodic meetings (i.e. monthly business meetings) as there are other local and regional facilities available for this type of event.

10. When a request for using a College facility is approved by the College Events Scheduling Office, a representative from the non-College group must submit the following documents to the office:

»  a Letter of Agreement provided by the College Events Scheduling & Information Office;

»  a Hold Harmless Agreement form provided by the College Events Scheduling & Information Office; accompanied by proof of adequate insurance (as defined by the College's Director of Business Services)

11.  Middlebury College service providers such as Dining Services, Facilities/Custodial, Media Services, Reprographics, etc., have the right of first refusal when non-College events are scheduled on campus property. This means that non-College events are required to use College service providers unless the service providers indicate they are unavailable.  When unavailable, College service providers have the option of using outside vendors to meet the needs of the requester.  For catering, Dining Services will provide the requester with a list of approved non-College caterers who meet the requirements outlined by the College risk management office. In all cases, Middlebury Dining Services, not the requester, makes the decision regarding whether outside vendors can be used. Planners for events using outside service providers will be required to provide a deposit for the event. If alcohol will be served, Middlebury Dining Services will be required to hire a College-trained bartender/server and the cost passed on to the requestor, unless the outside service provider has their own liquor license. 

12. Effective January 1, 2004, a fee will be charged for facilities used for non-College events:

a) Not-for-profit groups or organizations: Non-College not-for-profit groups will be charged a fee for the use of College facilities and/or grounds for their event. This fee does not cover the full cost to the College for providing staff, utilities and equipment needed to make the space available; but only partially defrays the additional costs of staff labor and facilities maintenance. Typically, the fee relates to the partial costs associated with use of the space and provision of normal services provided by Facilities/Custodial, Public Safety, and Media Services needed to make the space available for the event. An event that uses media equipment or technology such as computers, video/film projection, or sound systems, will typically require College technical staff support and therefore will be charged an additional technology fee per hour for the duration of the event. Catering services provided are also at an additional fee per the contract provided to requestor by the College's Dining Services department.

Note: Some non-College (not-for profit) organizations are engaged with the College in significant collaborative programs or longstanding mutual work relationship. For these organizations, the facilities fees may be waived.  This determination is made by the College. However, special needs for media equipment and technical support, or for catering, will be charged a fee.

b) For-profit groups or organizations: Generally, for-profit organizations or groups may not schedule events in the College's facilities and grounds. Exceptions may be made by the by the exectuive vice president and treasurer. In the case of an exception, the for-profit group will be charged the full cost of the space and services provided by the College for the event, which is more than the fee charged to not-for-profit groups. 

c) Employees of the College: College employees may submit a request to reserve College space for their personal use for a special event if the requested space is available and if the event does not detract services from other College sponsored events. Approval is required from the Events Scheduling Office. 

A facilities fee, reduced for employees, will be charged to the individual - consistent with the use of the requested facility. This special reduced-fee consideration is for employee personal use only, and does not apply to requests for space by a non-College group of which an employee is a member.  In this case, the non-College group must submit a request through the normal process as described above in this policy.  An event scheduled by an individual employee or other College-affiliated individual for personal use is considered a 'non-College' event, and is subject to the same requirements of this policy, and of the Black-out and Grey-out Period policy, as a non-College event.

Fees for use of College facilities are assigned by the Events Scheduling Office, based on a fee schedule established by the College which considers: the facility used for the event; the size and duration of the event; and the support staff and College resources need to set-up and provide the facility.  Modification of fees requires the approval of the executive vice president and treasurer. 

13. The College maintains certain times of the year when non-College events cannot be scheduled. A 'black-out' period is a time period when no events whatsoever (neither College or non-College) can be scheduled other than the programs/events that are specifically featured by the College at that time (i.e., Commencement). A 'grey-out' period is a time period when internal College events may be scheduled, but non-College events may not be scheduled.  (see policy Events Scheduling: 'Black-out Periods and Grey-out Periods ). The Events Scheduling Office operates under this black-out / grey-out policy, and maintains  the list of these specific dates for each year.  All College facilities (including athletics facilities, CFA, Mead Chapel, Bread Loaf, Commons, etc) are subject to this policy.

Wedding Ceremonies or Civil Union Ceremonies at Mead Chapel

College-affiliated individuals may request reservation of Mead Chapel for their wedding ceremony or civil union ceremony, by submitting their request to the College Chaplain's Office.  This request may be submitted no more than 18 months in advance of the requested date, but will not be confirmed by the Chaplain's office until 12 months in advance of the requested date. Please reference the Chaplain's Office website for information regarding fee and process for submitting a request. Requests to schedule an event in Mead Chapel should be directed to the Chaplain's Office. Use of Mead Chapel is generally intended for use by College-affiliated individuals. College-affiliated individuals are defined as student, parent, alumnus/ae, faculty, staff, or trustee.  Requests from non-affiliated individuals may be considered at the discretion of the College Chaplain.

Facilities available for use by non-College groups (not-for-profit groups)

Generally, only the following facilities may be made available for non-College events:

Kirk Alumni Center;
Twilight Auditorium (during non-class periods);
facilities on the Bread Loaf campus (seasonal);
a limited number of small classrooms and seminar rooms (during non-class periods). 

Some athletics facilities for athletics events may be available at discretion of the Athletics Department. Some CFA facilities for performance events may be available at the discretion of the Center for the Arts administrator. Mead Chapel may be available at the discretion of the Chaplain's Office.

Athletics Facilities

For Athletics Complex Information call extension 5250

Who May Use Facilities:  Only Middlebury College students, faculty, staff, and alumni ID card holders may use the athletic facilities.  Middlebury College Courtesy Card holders may only use the athletic facilities (no guests). Guests may accompany ID card holders on a one-on-one basis only.

Children, age 15 and younger, of faculty and staff must be accompanied and supervised by an ID card holder and may use the facility during off-peak times only. (Peak times are Monday-Friday, 3:00 p.m. to 7:00 p.m.) Children of faculty and staff age 16 and older may use the facility during off-peak times by showing their parent's College ID and proof of their own identity to the monitor at the front desk. They may not bring guests.

When classes are in session, from 3:00 p.m. to 7:00 p.m., Monday through Friday, the use of the facilities is for Middlebury College students, faculty, and staff ID card holders only. No alumni, guests, or faculty/staff children may use the facilities during these hours.

Memorial Field House (Nelson Recreation Center and Pepin Gymnasium), Fitness Center, Natatorium, and The Bubble Field House (indoor track, squash and tennis courts)

General hours of operation when College is in session are available on-line at http://www.middlebury.edu/athletics/facilities/

Specific weekly and daily schedules are posted weekly on the College's Web site and in each area. Facility use may be pre-empted for varsity team practices during fall/spring inclement weather. There are limited hours during College exam periods and recesses.

Chip Kenyon '85 Arena
Tentative availability of ice in the Arena: (Early October – Last day of class before Spring Break - Official hours to be posted in late September)

Parking: Parking for faculty, staff, and guests is available in front of Memorial Field House or in the Fletcher/Kenyon lot.  Parking behind Memorial Field House is reserved for physical education faculty and staff.  Students must park in student spaces in the Fletcher or Kenyon lots.

Entrance to Facilities: Enter indoor athletics facilities through Kenyon Arena entrance or Memorial Field House second-floor entrance.

Monitors: Student and adult monitors supervise the use of the facilities. They have been instructed not to admit anyone without an ID card except a guest accompanying an ID card holder or an official guest of the College. Please report any problems to the monitors and cooperate with their requests.

Court Reservations: Only students, faculty, and staff with active MiddCards may reserve Fletcher tennis and squash courts. These reservations may be made in person or by telephone through the monitor at the front desk at ext. 5250. Reservations may not be made more than 24 hours in advance. Your ID card number and the name of your partner(s) must be given to the receptionist.

Locker and Equipment Issue: Locks and lockers are available to students (no fee), faculty, and staff (a fee of $10 per academic year) at the equipment room located in the lower level of Kenyon Arena. Open: Monday-Friday, 9:00 a.m. to 5:00 p.m.

Location of Additional Athletics Facilities

• Outdoor tennis courts, south of Proctor Hall
• Dragone Track, Kohn Field (All-weather field), behind Memorial Field House
• Platform Tennis Courts, behind Nelson Recreation Center
• Lang playing fields, located east of Alumni Stadium
• Baseball (Forbes Field) and softball diamonds, across South Street adjacent to Porter Hospital
• Ralph Myhre Golf Course, route 30, adjacent to Kirk Alumni Center
• John "Red" Kelly Cross-Country Trail, circling the golf course
• Middlebury College Snow Bowl, Route 125, near Bread Loaf Campus
• Carroll and Jane Rikert Ski Touring Center, Bread Loaf Campus

Anyone found abusing or using the facilities without authorization will be restricted from further use of the facilities.

Bookstore, Mail & Printing Services (Reprographics)

Middlebury College Bookstore

Proctor Hall Lower Level
Extension 5334
http://bookstore.middlebury.edu

The Middlebury College Bookstoreis open from 8:30 a.m. to 5:00 p.m., Monday through Friday. Saturday and Sunday hours vary and will be posted at the entrance to the store or e-mailed for special events. Middlebury College Virtual Bookstore is open 365 days a year 24/7 at the above link where you can order Middlebury imprinted clothing and gift items.

The Bookstore is owned and operated by Middlebury College, and the store staff are Middlebury College employees. Any revenues earned by the Bookstore are used to cover operating expenses, and any remaining profits are placed in the general fund of the College to offset other College expenses.

All items, including textbooks, are sold at or below the manufacturers or wholesaler's suggested retail prices. Used books are sold at 25% less than the new price. The store will not knowingly sell above suggested retail prices. Buy and recycle your books here and help the College reduce our carbon footprint.

Required textbooks and course supplies are available at the store both new and used, and now digital textbooks on some titles. We have a wide variety of other books, supplies, and Middlebury clothing and gift items.

We accept cash, checks, and Visa/MasterCard as forms of payment. The Bookstore has Gift Cards available to purchase for family and friends. Join our Customer Loyalty Program and earn points toward discounted and free merchandise.

The Bookstore buys back textbooks daily. When you are finished with your book bring it to the Bookstore and we can determine the current buyback value for your book. The best time to sell your books for the most money is during finals week each semester, when we will then be buying books for the upcoming term. During the semester we offer a wholesale price for your books if a wholesale value is available.

The Bookstore welcomes suggestions, comments, complaints, and questions, which should be directed to the store manager. Input from the community is helpful to the staff in its continuing efforts to improve both service and the selection of products offered.

Join us on Facebook and Become a Fan & Friend of the Bookstore and you will qualify for future promotions, discounts, events, and groups.

The Middlebury College Bookstore also operates the Monterey Virtual Bookstore: http://bookstore.miis.edu.

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Mail Services

Student Mail Center, McCullough
Extension 5179
Mailing Service, Lower Forest East
Extension 5170

Middlebury College maintains a campus system for the pickup and delivery of U.S. Postal Service mail and interdepartmental correspondence, as well as a mailing service, which assembles and processes all classes of mail into the U.S. Postal Service system, along with package shipping via United Parcel Service. Urgent items are sent via Federal Express, UPS next day, or U.S. postal express. The Student Mailroom does not save magazines over the summer break.

Student Mail Center, McCullough
Hours: Students have access to their boxes from 7:00 a.m. to midnight daily. The business window is open:
Monday-Friday 9:00 a.m. - 4:00 p.m.
Saturday 9:00 a.m. - 10:30 a.m.

We strongly encourage students to close and lock mailboxes to avoid theft.

Postage Stamps
Students, faculty, and staff may purchase postage stamps for their personal use at the College Store or MiddExpress.

Incoming and Interdepartmental Mail
The Student Mail Center receives and distributes U.S. Postal Service mail, UPS packages, and items delivered by various other courier services. It is also responsible for the pickup and delivery of interdepartmental mail. Items addressed to faculty and staff are delivered to designated locations daily, Monday through Friday, as scheduled by the Mail Center supervisor. On campus mail delivery and pick up will occur once a day except for the following buildings: Emma Willard, Meeker House, Munford House, Service Building, Sunderland, and Old Chapel.

Students' mail and packages are delivered to their boxes in the Mail Center.

On-campus mail should bear the person's name, box number or department, and building. Incoming U.S. mail should bear the full address:

      Name
      MC Box # or Department and Building
      Middlebury College
      Middlebury, VT 05753

Mail Forwarding and Handling Procedures

Student Mail

Academic Year Breaks: First-class and parcel-post mail and magazines will be held. Newspapers and catalogs will be recycled.

Summer Break: First-class and parcel-post mail will be forwarded. Magazines, newspapers, and catalogs will be recycled.

Departure from Campus: First-class and parcel-post mail will be forwarded for one year. Magazines, newspapers, and catalogs will be recycled.

Items delivered by services other than the U.S. Postal Service will be accepted and held during academic year breaks but will be refused and returned to the sender, with the recipient's home address noted on the package, during summer break and after departure from campus. (Exception: Packages are held pending the arrival of new or returning students.)

Faculty/Staff Mail

Mail received for a person who has terminated or is on leave should have the forwarding address put on each piece and be deposited in the outgoing mail. Do not batch these pieces in one large envelope for which additional postage must be paid. When you know the forwarding address, contact the Mail Center supervisor who will give you a supply of preprinted labels.

It is the responsibility of each individual to inform his or her correspondents and publishers of a change of address, whether permanent or temporary.

Mailing Service, Lower Forest East

Outgoing Mail and Packages

Mailing Service processes all outgoing mail for the College, eliminating the need for postage stamps. All mail to be metered should be bundled, with foreign (including Canada) and Middlebury mail on top. The departmental Index to be charged should be marked in the upper right corner of the first piece in each bundle. Bundles should be securely banded. Keep interdepartmental and stamped mail separate from mail to be metered. Only mail pertaining to College business can be processed through the postage meter. Personal mail should bear postage stamps purchased by the sender. All mailings that require labeling, inserting, and/or bulk mail processing should be scheduled with the manager of Mailing Service. Packages related to College business can be shipped via UPS during regular business hours. Personal packages can be brought to Mailing Service from 8:30 a.m. to 2:30 p.m. You must pay for this service with a MasterCard or Visa card. No cash will be accepted.

Faculty members who are officers of legitimate professional academic organizations may use the College Reprographics and Mailing Service for the organization's official business (e.g., preparing mailings, etc.). College business always takes priority, however, and all work should be planned well in advance. Organizations will be billed through the Middlebury faculty member, who must be authorized to obligate the organization.

Mailing Service offers end of year shipping in May at a designated location which will be published the first week in May to all students.

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Printing Services (Reprographics)

Forest Hall
Photocopy Services: Extension 5175
Printing Services: Extension 5178

Photocopying and printing take place in the Reprographics facility located in Lower Forest East. Preparation services include artwork, disk conversion, and layout. Production is performed on a variety of photocopiers, both color and b&w, offset presses, and folding and binding equipment. We strongly recommend calling ahead before placing an order. College departments are requested to honor necessary lead times for services at least two days for routine photocopy services and one to two weeks for printed materials. Normal charges for provided services will be assessed to user departments throughout the year.

Identification Card (MiddCard) and Photo Policies

The MiddCard is a personal identification card with a picture. It allows students, faculty, and staff specific privileges. Middlebury College shall be responsible for storing the photo electronically and will only use the photo for official college business.

Student photos taken shall be maintained by the College as part of the student's record and are considered personally identifiable information under FERPA.

Employee photos shall be maintained as part of the employee's employment record.

Members of the College may choose to place their college photo with their listing on the college's Web directory. Each person is individually responsible for adding his or her photo to the directory. For information on this process, see http://go.middlebury.edu/dir?help or contact LIS.

Midd Card Privileges and Information:

Student
Open access to all dining halls
Admission to athletic facilities during posted hours
Admission to campus events
Campus library book and materials loan privileges

Faculty and Staff

Admission to athletic facilities during posted hours
Admission to campus events
Campus library book and materials loan privileges

All students must have a MiddCard. All employees of Middlebury College are eligible for an identification card, called a MiddCard, which entitles the employee to certain privileges including: access to athletic facilities during posted hours, discounts at the College store, library privileges, and discounts at cultural and sporting events. In addition, the card allows door access to certain campus buildings.

Spouses or domestic partners of benefits-eligible employees are eligible to receive a Spouse/Partner card with the same privileges as the employee card (except door access).
There is a $10 replacement fee assessed to students who have lost MiddCards.

MiddCard holding employees and spouse/partners are entitled to a 15 percent discount on most purchases at the College Store.

The Natatorium, fitness center, and ice rink are available to cardholders during posted hours. Students have priority in the use of these facilities. The Athletics Web page explains the use of facilities and the guest limits. When there is an admission charge at campus events, the MiddCard may entitle the holder to a discount. Dependent children of current valid MiddCard holders may attend some functions if accompanied by their parent(s).

Please see the Employee benefits section of this Handbook for information on Golf Course and Snow Bowl discounts for eligible employees.

Employees must return their MiddCards to Human Resources upon termination of employment or if they lose their MiddCard eligibility. Retirees are encouraged to trade their former employee MiddCards for a retiree MiddCard.

Middlebury College reserves the right to cancel a MiddCard if the card is misused or if the status of the cardholder changes.
A more detailed description of the MiddCard and its many uses is available from the Department of Public Safety.

Insurance

Middlebury College provides a level of insurance protection for employees, students, and student and College organizations while acting on behalf of the College. College coverage does not extend to persons acting on their own or acting outside of the scope of their relationship to the College. The coverage provided by the College is not a replacement for, but rather, a supplement to their own coverage. If more information is required, the dean of the faculty or designate will secure the information from the assistant treasurer on behalf of faculty. The dean of the College will secure the information on behalf of students.

The College recognizes the need for and strongly encourages individual insurance protection on the part of employees and students (or their parents) alike, in addition to and apart from any provided through the College. The College does not extend coverage/payment for damages caused by "acts of god."

Liability Protection

Middlebury College insurance policies afford protection against claims and suits as follows:

1. Instructors, teachers, professors, and all salaried employees of the College are protected by the College public liability insurance against claims for injury occurring anywhere in the world, brought against them by anyone, provided they were acting within the scope of their duties for the College at the time of the injury. Exceptions are claims arising out of the use of motor vehicles (see 2 below) and claims brought by another College employee who is acting within the scope of his or her employment.

2. All employees, all students, and all other persons are protected by the College automobile liability insurance for injury claims brought against them arising out of their use of a College-owned automobile or a hired automobile, provided the College has given permission for such use and the use is within the scope of such permission.

3. Beyond the protection set forth in 1 and 2 above, employees and students have to rely on their own individually purchased insurance for protection. In particular, employees, students, or others using their personal or a borrowed automobile (i.e., not a College-owned or hired automobile) on College business are not protected by College automobile liability insurance in the event that a claim is made against them; they must rely on their own or the automobile owner's insurance. Only the College itself is protected against claims arising out of use of such non-owned automobiles.

Protection, beyond that afforded through College insurance policies, is as follows:

1. The College requires evidence that buses and vans engaged (e.g., ACTR, Vermont Transit) are insured.

2. The dean requires each student who brings a car to College to have the minimum Vermont insurance liability requirements of $25,000 per person, $50,000 per accident, and $10,000 property damage coverage.

Additional Insurance

Any vendor demonstrating or loaning to the College a product, machinery, equipment, or a vehicle shall provide evidence of insurance covering damage to and loss or destruction of that property while in our care, custody, or control.

1. Any person, club, team, or company serving alcoholic beverages on premises owned by Middlebury College or at a function sponsored by Middlebury College or any of its affiliates, whether on Middlebury College premises or not, must provide evidence of liquor liability insurance coverage with a limit of not less than $1,000,000 per occurrence or $2,000,000 per occurrence for events with alcohol. Snow Bowl events with alcohol require evidence of liquor liability with a limit of $5,000,000 per occurrence. This coverage is in addition to insurance for workers' compensation, automobile, and public liability.

2. Sponsors of events on Middlebury College property may be required to provide certificates of insurance and/or hold-harmless agreements.

3. Certificates and hold-harmless agreements should be on file and, if required, verified with the agent before commencement of the work or event in question.

Further insurance information may be found at
http://www.middlebury.edu/administration/bsnsvcs/insure/

Please direct questions to the assistant treasurer, ext. 5504.

Payments to Students (other than liability claims)

Regular Session (September through June):

1. The comprehensive fee includes a nine-month accident insurance plan for all regular full-time undergraduate students. Additional protection is afforded for students participating in scheduled intercollegiate athletic contests. (See also 5 below)

2. Regular full-time undergraduate students who do not, through their parents or otherwise, have equivalent coverage are required to enroll in the companion sickness insurance plan underwritten by the accident carrier. (See 1 above.)

3. Students enrolled in the C.V. Starr Middlebury Schools Abroad are offered accident and sickness insurance with the same carrier.

4. The sickness insurance under 2 above is for one year, beginning September 1, and, for those covered by it, extends the accident coverage to the following September 1.

5. Under the student accident policy (1 above) no payment will be made that duplicates the amount payable under another insurance policy.

Further information regarding student accident and sickness plans may be found at http://www.middlebury.edu/administration/bsnsvcs/insure/student/

Summer Session:
Fees include accident insurance equivalent to that available to all students under 1 above for the period of the summer session (only) of the respective schools.


Medical Payments Insurance, Motor Vehicles

Occupants of College-owned private passenger cars and, in accordance with 2 under Liability Protection above, occupants of student automobiles may be paid for medical expenses up to the limits provided by respective insurance policies whether or not these vehicles are operated in connection with College activities and regardless of liability. Many employees carry this insurance on their cars, as well.

1. No student riding in a student car or other vehicle when room for him or her was provided in a College car or bus for a College function will be covered by College insurance.

2. No student may make any arrangement for use of his or her personal car on College business other than reimbursement for mileage at the established rate. College regulations do not permit a student being placed in the position of an employee of the College.

3. A vehicle owned or hired by the College may be driven by a person other than a regular employee of the College only with the permission of the assistant treasurer or designated representative.

Need for Individual Insurance

Employees should have their own personal liability coverage to protect against risks involved in acts which might not be judged to be in the course of or pursuant to the normal duties or behavior of persons in their position. This coverage is readily available, and its cost is not exorbitant.

Property Insurance

Middlebury College does not maintain fire, theft, or damage insurance coverage for the personal property of faculty, staff, students, or guests. The theft or damage of items left in storage on College property is not the responsibility of the College. College personnel are not authorized to extend coverage for personal property without the written consent of the treasurer or assistant treasurer.

Students should remove or otherwise take actions to protect their personal property left in College buildings over breaks. Everyone is responsible for maintaining adequate safeguards for and insurance coverage of their personal property. Employees, or parents in the case of students, may have coverage under their homeowner's or renter's insurance. The College recommends checking with an insurance agent to determine the scope and limits of the coverage.

Coverage for college property has an insured deductible that is based on the insured value of the building. Buildings with a value below $1,000,000 have a deductible of $25,000, buildings with an insured value of $1,000,000 or more have a deductible of $100,00.

Parking Policy

PARKING AND VEHICLES ON CAMPUS

The Department of Public Safety has the responsibility of enforcing campus parking regulations on a 24-hour, 365 days a year basis. Middlebury College assumes no responsibility for fire, theft, or other damage to motor vehicles or their contents while they are parked on Middlebury College property.

All enrolled students (including students living off campus) are eligible to own and operate a motor vehicle at Middlebury College. Students are expected to abide by the parking rules. Repeated parking violations may result in fines, tows, loss of parking privileges and/or disciplinary action.

The following contains general parking information:

Note: The complete Parking Rules and Regulations are available at the Department of Public Safety office or at
http://www.middlebury.edu/administration/publicsafety/

1. Permits

Parking permits are available at the Department of Public Safety. Parking permits allow for parking in designated spaces in parking lots and on roadways as assigned by permit type. Parking Rules and Regulations are provided with the parking permit. Anyone needing a parking permit must bring his/her valid driver's license and vehicle registration to Public Safety. These documents are required in order to maintain accurate records of vehicles allowed to be on campus.

Student vehicles must be registered annually with the Department of Public Safety. Students who are not enrolled must take their vehicles with them when they leave campus.

The College does not permit student-aid funds to be used to subsidize motor vehicle expenses.

All faculty and staff members are required to register their motor vehicles with the Department of Public Safety. Each faculty and staff member will be issued a parking decal for his or her automobile and be provided with information describing available Faculty/Staff parking areas.

Service Vehicles from Off-Campus
Clearly identified service vehicles do not require temporary permits even during weekdays. Examples, UPS, FedEx, Black River Produce, etc.

2. Winter Ban

The winter parking ban is in effect from November 1 through April 1. (Please note: The ban may be extended if weather conditions warrant.)

During this ban all overnight parking is restricted to student lots and spaces marked for overnight guest parking only. Violators of the winter parking ban will be booted and/or towed and required to pay all fines and fees associated with the enforcement action. Faculty/Staff vehicles may only be parked overnight in the faculty/staff parking spaces at the Center for the Arts or behind Kenyon Arena.

3. Driving

Vehicles operated by students, faculty, and staff may be parked or driven on campus roadways under the provisions of College ordinances and Vermont laws relating to motor vehicles.

Violations of motor vehicle laws or College motor vehicle regulations that endanger the safety of others such as driving on sidewalks or failing to stop at stop signs, are regarded as serious offenses and will not be tolerated. These types of moving violations will result in a $50 fine, payment of any damages, and may result in disciplinary proceedings and the loss of driving and parking privileges at Middlebury College. Driving the wrong direction on the roadway (hill) near Stewart Hall will result in $100 fine, payment of any damages, and may result in disciplinary proceedings and the loss of driving and parking privileges at Middlebury College.

Note: Driving while intoxicated is a serious crime and may result in arrest by the local police, a criminal record, and court costs. Student discipline for incidents of DUI are covered in the Student Handbook under Conduct.

4. Visitor Parking - General Information

Currently there are limitations on the number of available parking spaces near the center of campus. Visitor parking is allowed in some faculty and staff lots, but the visitor may only find limited spaces available. We encourage all visitors to take advantage of available visitor parking in Q Lot at the Mahaney Center for the Arts.

a. Week Day Campus Visitor

Visitors and guests coming to campus Mon.-Fri. between 8:00 a.m. and 5:00 p.m. should display a College parking permit to avoid being ticketed. Temporary parking permits may be obtained from Public Safety.

All guest vehicles must be registered with the Department of Public Safety. Students, College offices and departments that host visitors are responsible for acquainting their guests with the parking regulations. Students are responsible for their guests' vehicles while they are on Middlebury College property. Departments hosting a special event on a weekday should notify Public Safety in advance.

Temporary parking permits are available 24 hours a day at the Department of Public Safety. There is no charge for temporary parking permits.

b. Special Events Visitor

Middlebury College often hosts events open to the public, such as concerts and athletic games. These visitors do not need to acquire a parking permit for evening and weekend events.

Event placards may be distributed for large events occurring during the day, weekend, and overnight. Placards are created by Public Safety and are handed out at event registration. Examples: Fall Family Weekend

c. Overnight Visitor or Guest

Any guest of the College or of any member of the campus community planning to park a vehicle on campus overnight must register the vehicle with the Department of Public Safety. Failure to do so may result in the vehicle being ticketed or towed. Overnight parking is available in the Mahaney Center for the Arts parking lot. Public Safety will need to see the guest's valid driver's license and vehicle registration before issuing a temporary parking permit.

d. Winter Parking Ban - Snow Removal

To ensure effective snow removal, overnight parking is prohibited in faculty and staff lots from Nov. 1st-April 1st. To prevent costly boot or tow charges, please contact Public Safety to obtain information about where your vehicle can be parked if it must remain on campus overnight.

5. Fines and Appeals

Improperly parked and unregistered vehicles will be ticketed or towed at the owner's expense. All tickets, vehicle boots, and/or tow charges must be appealed within 10 days from the date of the violation. No appeal will be accepted after 10 days from the day of the violation. Appeal forms and procedures are available through the Department of Public Safety, 125 South Main Street, or on the Web at http://www.middlebury.edu/administration/publicsafety/

All appeals are submitted to the Parking Appeals Committee for adjudication. The Parking Appeals Committee consists of three members, either student or staff, who are not employees of Public Safety.

Students with repeated parking violations during the academic year may be subject to the loss of parking privileges and/or disciplinary action.

Faculty, staff, and student violation fees will be billed to the person registered as the holder of the parking permit associated with the improperly parked vehicle. Fines may also be paid at the Cashier's Office in the Service Building. The complete list of violations and fine amounts are available at Public Safety and on the web site.

Pets and Animals

The following is language from the 2007-2008 Handbook. 2008-2009 updates are pending (2-July-08).

Companion animals are not allowed overnight in any College-owned building and may not live in residence halls.  Companion animals are not allowed in offices, classrooms, or other non-residential spaces during working hours.  Exceptions to this policy are sanctioned support animals for people with disabilities, such as guide dogs, companion animals living in College units rented to faculty and staff, and small animals (e.g., fish and hamsters) kept in appropriate aquariums or small cages at all times.  Snakes and ferrets, even if caged, are not allowed in residence halls at any time.

Dogs visiting campus grounds shall be on a leash or under verbal control at all times.  Dogs may not be left unattended or tied to any objects (e.g., structures, trees, or vehicles).  All damages caused by an animal are the responsibility of the owner or guardian of the animal at the time of the damage; repairs will be billed accordingly.

These policies apply to all members of the College community.  Failure to adhere to these policies may result in fines up to $200 and other disciplinary action.

Trademarks and Logos

Use of the College's Name, Logos, Images, and Other Service or Trademarks

Middlebury College has obtained service mark and trademark registrations on a variety of College names and logos such as Middlebury College, Middlebury College Panthers, Bread Loaf, Bread Loaf School of English, etc.

Whenever these marks are used they should be noted as being registered marks and vendors must obtain permission to produce items bearing these marks and images. It is recommended but not required that marked or logo'ed merchandise be purchased or ordered through the College Book Store.

If you are planning on using any of these logos or marks in communications please check with the Communications Office in advance.

The Assistant Treasurer and Director of Business Services Office at extension 5504 is responsible for monitoring the use of these marks and protecting the College's registrations. Should you need to obtain permission to use the College's name and images for promotional purposes, please contact this office.

Allowable Expenditure Policy

Rather than require administrative approvals for minor expenditures, Middlebury College administration would prefer to define policies regarding expenditures permitted with advance approval as well as expenditures not permitted as a guide to help budget administrators exercise restraint and good judgment in committing College funds. The College's principal revenue sources are from students (tuition, board, and room) and from donors (individuals, foundations, and industry). Increasingly, we must be sensitive to how we use these funds toward promoting the primary mission of Middlebury. Certain expenditures should not be incurred since they relate more directly to personal needs or recognition. We are conscious that our external public looks to higher education to impro