The Administration Committee hears requests from students and faculty for exceptions to academic policies.
Submitting a Petition
The Administration Committee meets on Mondays. All complete Administration Committee petitions should be submitted to the Office of the Dean of Students, Suite 1: Administration and Judicial Affairs, in McCullough Hall 136 (across from the ATM machine on the first floor), by noon on Friday of the previous week you hope to have your petition reviewed. They may also be submitted electronically to Associate Dean Karen Guttentag, or to the Assistant in Student Life Administration Diane DiLoreto.
When preparing a petition, please be specific in outlining the details of the request, including signing and dating the petition using the following format:
Paragraph 1: Clearly state your request.
Paragraph 2: Give brief explanation as to why request is being made.
Paragraph 3: Reference any accompanying documents, letters of recommendation, or required signatures. This assists the Administration Committee in determining when your petition is complete and ready to be reviewed.
The 2014-15 Administration Committee is co-chaired by Associate Dean Karen Guttentag and Professor Timothy Billings. Additional members, both voting and non-voting, include Professor Charles Nunley, Professor Emily Proctor, Professor Tom Beyer, Registrar LeRoy Graham, Associate Registrar Gloria Gottlieb, and Assistant in Student Life Administration Diane DiLoreto.
Late course adds
The deadline for adding classes in the fall and spring semesters is the second week of classes; for winter term, the deadline is the end of the third day of classes. To add a course after the deadline, please submit a brief petition with a completed late add card (available at the Registrar’s office). The add card must be signed by the course professor for seniors, and by the course professor and adviser for all other students. There will be a $50 charge for late adds.
Late course drops
The deadline for dropping a class in the fall and spring semester is 5:00 p.m. on the final day of the fifth week of classes, and by 5:00 p.m. on the third day of winter term. After that, late course drops are only approved under very extreme personal or medical circumstances, or when it is clear that the student was never actually enrolled in the class. This means that all students pursuing late drops should continue to attend their class until they receive an outcome from the Administration Committee.
If you are considering pursuing a late drop for extreme personal or medical circumstances, we encourage you to talk with your Commons dean and with your professor prior to submitting your petition if at all possible. Both can help you to determine if there are any other options that exist for you other than dropping the course. Your Commons dean can also give you some sense of the likelihood that your petition will be granted, and can help you plan accordingly.
If you do decide to petition for a late drop for extreme personal or medical circumstances, your petition should include a thorough explanation of your situation. This information must be accompanied by materials from the appropriate professionals with whom you have been working who can confirm your circumstances, such as your Commons dean, counselor, or medical caregiver. It is not possible to approve late drops for extreme personal or medical circumstances without this verification. It is not necessary to complete a Late Drop card when applying for a late drop for extreme personal or medical circumstances. There is no fee charged for late drops for extreme personal or medical circumstances.
Students who are petitioning for late drops of classes in which they were never actually enrolled (generally defined as having not attended after the first week) must submit a Late Drop card signed by the professor and adviser, and just the professor for seniors. They should also request the submission of a brief note from the professor to Administration Committee Co-chair Karen Guttentag confirming the last day of attendance in the class. There will be a $50 charge for this late drop.
Reduced course load for extreme personal or medical reasons
Students do not need a drop card, but need a petition clearly stating the request, a brief explanation as to why the request is being made, and reference to any accompanying documents. Depending on the circumstances, the petition should be accompanied by additional brief letter(s) confirming your circumstances from the appropriate professional(s), such as your Commons dean, counselor, or medical caregiver. Students should continue to attend class until the Administration Committee has reviewed and approved their request.
Students who wish to pursue grade changes must meet with their professor. It is the professor who submits a grade change request, not the student. Grade change forms to be filled out by the professor and department head/chair can be found on the Registrar’s web site under ‘forms.’ http://www.middlebury.edu/media/view/275530/original/change_of_grade_request.doc4-21-11.doc It is important to note that grade changes are not always granted by the Administration Committee, even with support from the professor. More information about the grade change process can be found in the Handbook under Academics: Grades and Records.
Special Student status
The deadline for applying for Special Student status for the spring semester is November 15, and for the fall semester is March 15. Special Student status forms should be accompanied by a degree audit; both forms can be found on the Registrar’s Web site under “forms.” http://www.middlebury.edu/media/view/221401/original/Degree_Audit_Major.pdf
Accelerate and graduate early
A petition is needed with a brief explanation of the request, accompanied by a statement of support from the adviser and a completed degree audit (found on the Registrar’s Web site under “forms”). http://www.middlebury.edu/media/view/221401/original/Degree_Audit_Major.pdf
Students may submit these requests only after they have already earned 27 credits, including transfer and AP credits.
Waiver of senior year in residence
A petition is needed with a brief explanation of the request, statement of support from the adviser, approval from the Commons Dean and a degree audit (found on the Registrar’s Web site under “forms”). http://www.middlebury.edu/media/view/221401/original/Degree_Audit_Major.pdf
Late transfer of AP credits
An official score report is needed from the College Board, accompanied by a brief petition. There is a $50 late fee charged.
Key Deadlines to Remember
• The deadline for applying for Special Student status for the spring semester is November 15, and for the fall semester is March 15.
• Requests to add a course must be submitted by the end of the second week of classes in the fall or spring semester.
• Requests to drop a course must be submitted by the end of the fifth week of classes in the fall or spring semester.
• For winter term, the deadline to add or drop a course is the end of the 3rd day of classes.
• Requests for readmission after academic failure or suspension must be received by June 1 for fall term and by November 15 for winter or spring term. Students found to be in academic failure in the spring semester and who request immediate readmission for the following fall must apply by July 1. Normally readmission is for fall or spring semester only.
When students have been withdrawn from the College for academic reasons, or have been suspended for conduct violations, they must petition for readmission to the Administration Committee (not the admissions office). The petition should clearly describe the circumstances that led to your withdrawal, what you have done since leaving Middlebury to address these issues, why you feel you’re ready to return now, and what you will do if similar issues arise again.
When petitioning for readmission after academic failure, you should also include an official transcript from an accredited 4-year college showing that you have been enrolled in a full course load of liberal arts courses (generally four) and have earned grades of B- or better in each course.
When a student has been suspended for non-academic infractions, in some cases we only need a petition; in other cases, counseling or alcohol assessments may be required, and we’ll need to review this information with the counseling center and Commons dean to ensure readiness to return, and to develop plans to provide whatever additional support is recommended.
Request for readmission after academic failure or suspension must be received by June 1 for fall term and by November 15 for winter or spring term. It is important to note that these deadlines are extremely firm. As in many cases, a student’s difficulty at Middlebury is not based on academic ability but on ability to behave responsibly, communicate about challenges proactively, and meet deadlines, meeting the readmission deadline is generally seen as an important indicator of readiness to return. In cases where a student applying for fall readmission is planning to take summer classes, and therefore does not have a transcript to submit by the June 1 deadline, the petition should still be submitted by June 1; the decision will be tabled until the transcript is received later in the summer.
Students who are withdrawn from Middlebury and want to transfer in their remaining credits in order to graduate must apply for reinstatement (not readmission), as well as for a waiver of the Senior Year in Residence requirement. Required materials include a petition stating the request and a brief explanation of circumstances, and official transcripts for all remaining credits.
There are several possible outcomes of Administration Committee petitions.
1. Requests may be approved.
2. Requests may be conditionally approved; for example, Special Student status may only be approved on the condition that outstanding transfer credits must be submitted and finalized.
3. Requests may also be tabled. This means that the Committee is postponing a decision until they have more information about the request. They may require the student to provide additional information, or the Committee may seek it themselves.
4. Requests can be denied.
There is no formal appeals process for Administrative Committee decisions. However, students who have had petitions denied may resubmit them if they have addressed the concerns of the Committee and have revised their petition. Once the Administration Committee has reviewed the petitions, the secretary of the committee will notify each student of the outcome by letter, usually within a week. If time permits, the secretary will contact the students with especially time-sensitive requests by email immediately after the meeting to share the outcome. Students who wish to know their outcome before they have received their letter may contact Associate Dean Karen Guttentag (x2024) or Diane DiLoreto (x3233).