Student Handbook

Answers to many questions can be found in Middlebury’s College Handbook, which describes College polices and procedures in detail. We recommend that students take some time early in the academic year to review the Handbook.

The following sections cover policies and procedures related to residential concerns and student conduct.

The following section details policies about student organizations, health care, Americans with Disabilities Act, and McCullough Student Center.

In addition students should be aware of the following sections of the Handbook:

MiddTags:

Administrative Appointments - Terms/Conditions

TERMS AND CONDITIONS OF ADMINISTRATIVE APPOINTMENTS

Vice presidents, deans, chairs, program directors, and heads of administrative departments are appointed by the president and continue in office at the pleasure of the president. In normal cases, such appointments are for a specified term, regularly from three to five years. Appointments take effect on July 1 and continue until June 30 of the year of termination.

Appointments may be renewed by the president or terminated by either the president or the appointee, but, in any event, all such appointments will be reviewed by the president upon expiration of the stated term.

At the time a department chair is to be appointed, the vice president for Academic Affairs and dean of the faculty will consult with all members of the department to solicit their suggestions and judgments about possible candidates.

Special Provisions (associate status, release from contract, termination of appt)

SPECIAL PROVISIONS OF APPOINTMENT

a. Associate Appointment

i. Purpose
Appointment with associate status is designed to allow particular individuals to reduce their teaching responsibilities at the College for limited periods without interrupting their normal employment. The reasons for requesting associate status may include, for example, the need to fulfill familial obligations, the wish to engage more fully in scholarly or artistic projects (or other forms of professional development), or the wish to reduce one's teaching obligations for a few years before retirement.

ii. Conditions
With the exception of colleagues nearing retirement (that is, those colleagues who have passed their 60th birthday), faculty on associate status are normally expected to be in residence at the College for the entire academic year and to fulfill normal advising and service responsibilities. Colleagues on associate status who have passed their 60th birthday by September 1 of the academic year in question are required to be in residence during either the fall or spring term. Other faculty members who wish to be excused from normal advising and service responsibilities must apply for a regular leave of absence through the Educational Affairs Committee.

(a) Requests for associate status for purposes of professional development will, if granted, be treated as leaves of absence. Handbook guidelines will govern the eligibility of colleagues granted associate status for future leaves of absence.  Tenure-track faculty normally will not be eligible to request associate status for the purpose of professional development until they have undergone a review for tenure.  They may request associate status before the tenure review for personal reasons (e.g., familial obligations), however. In the event that a tenure-track faculty's request is approved, the tenure review schedule may be extended one semester for each year on associate status.

(b) Associate status may be requested for a maximum of three consecutive years and, normally, for no more than a total of six years during the period prior to the faculty member's 60th birthday. After the 60th birthday, faculty may remain on associate status for up to five years preceding retirement.

(c) Colleagues on associate status are expected to teach three courses per academic year, maintaining contact hours and enrollment numbers consonant with a 0.6 FTE appointment.  Those courses normally will be spread out over the entire academic year, but the administration also will consider requests for associate status that call for teaching two courses in either the fall or spring term and one course taught in Winter Term.  If it is beneficial to the department or program curriculum, colleagues may be permitted to teach three courses solely in either the fall or spring term. Normally, a colleague who is on associate status will receive 60% of his or her full-time salary.

(d) Colleagues on associate status will be eligible for travel and research support from the FPDF.

(e) Requests for associate status of whatever sort will be governed by a goal of maintaining from year to year, and over the years, a student/faculty ratio of 9:1. It should be understood that commitment to a multi-year associate status arrangement may affect the leave patterns of other full-time faculty, both within and beyond the department directly affected by the request.

iii. Appointment Procedures
A faculty member on regular appointment at any rank may request associate appointment for limited periods of time ranging from a year to a maximum of three years before resuming regular teaching responsibilities. Such requests will be made to the vice president for Academic Affairs and dean of the faculty (VPAA/DOF). The deadline for requesting associate appointment in any given academic year is September 1 of the year prior.

(a) Those requests that seek time off for purposes of professional development will be considered by the Educational Affairs Committee as requests for leave without pay. A letter from the department chair and the chairs of any affected programs must accompany each request. This letter should comment upon the proposal and present a strategy for replacing the colleague making the request. Time off or reduced teaching in order to complete a terminal degree will not be considered professional development.

(b) Those requests that seek time off for purposes other than professional development will be considered by the VPAA/DOF or designee, in consultation with the Promotions Committee, and a recommendation will be advanced by them to the president. The Educational Affairs Committee will be consulted where staffing implications are involved. A letter from the department chair and the chair of any affected program must accompany each request. This letter should comment upon the proposal and present a strategy for replacing the colleague making the request.

(c) The president, after appropriate consultation with the faculty member's department, the Promotions Committee, and the Educational Affairs Committee, will decide on the request. If associate appointment is agreed to, a formal letter of understanding setting forth the conditions of the appointment will be sent by the president (or designate) to the individual faculty member and the department chair. Instructors and assistant professors who move to associate appointment retain the term of appointment current at the time that change is granted. A faculty member who moves to associate appointment after the fourth year of appointment but prior to the review for tenure, and who subsequently fails to be given a tenured appointment, is normally not eligible for continuation as an assistant professor beyond the one-year terminal appointment stated in General Provisions 1.e.iv.  Tenured faculty who move to associate appointment retain tenure and are reviewed on the normal schedule.

b. Release from Contractual Obligations

i. The contract of appointment of a member of the faculty of Middlebury College may not be terminated by the College prior to the expiration of the period of appointment except for adequate cause as specified in section c. below or under extraordinary circumstances because of serious financial emergency.

ii. The contract of appointment of a member of the faculty may be terminated if the faculty member himself or herself requests release. In order to receive consideration, the request must be presented in writing to the president, and it should call for an effective date coinciding with the concluding date of the academic year so as to avoid disruption of the work of the College. The request should be dispatched early enough to be in the president's hand no later than the July 1 preceding the effective date if the faculty member concerned is a professor or associate professor; no later than August 1 if he or she is an assistant professor or instructor or lecturer. Waiver of these dates may be granted by the president upon specific request in writing if, in his or her judgment, compliance with them would impose hardship upon the faculty member.

c. Termination of Appointment

i. Termination for Cause
Faculty on appointment for any term, including tenure, may have their appointment terminated prior to the terms of the appointment by special action of designated and appropriate College authorities for sufficient reason and according to the procedures outlined below.

Termination of a tenured appointment for any reason may be undertaken only in the most exceptional circumstances and only for the most compelling reasons. Tenure is a primary protection for academic freedom and contributes to the stability necessary for the development of the College. At the same time, however, tenure is not simply a guarantee of life-time appointment to retirement. Specific serious offenses may result in termination for cause. A continued pattern of teaching performance which is judged to be below minimally acceptable standards may also result in termination. In all instances of a consideration of dismissal for cause, the faculty member will be secure in his or her right to a fair and impartial hearing.

The Promotions Committee may review the appointment of any faculty member for cause at any time. Review for cause is initiated by recommendation of the vice president for Academic Affairs and dean of the faculty (VPAA/DOF) to the president. Review for cause is undertaken only when termination of employment is contemplated.

The president, if he or she deems it advisable, may designate an individual other than the VPAA/DOF to carry out the functions of that office, as set forth below.

ii. Grounds for Termination for Cause
(a) Flagrant and deliberate violations of the rules and procedures of the Middlebury College faculty; persistent failure to carry out specified teaching assignments as these are determined by a department or by the Curriculum Committee of the College. Action cannot be taken under the latter clause against a faculty member whose academic directions have not changed but who is a member of a department which has undertaken new directions and therefore has developed new needs.

(b) Abuse of authority as a teacher; actions that intimidate others or constitute a "chilling effect" on the freedom of thought necessary in an academic community; behavior which fundamentally corrupts scholarship or teaching.

(c) Actions that are willfully destructive of College facilities; serious criminal behavior.

(d) Teaching ineffectiveness. (Procedures defined below in subsection iii.)

iii. Grounds for Termination for Teaching Ineffectiveness
Tenure cannot be an impregnable barrier against sanctions for general teaching performance that is judged by competent authorities to be below a minimally acceptable level for the College. The chairs of departments, and the VPAA/DOF all bear direct responsibility to take steps to correct seriously defective teaching. If a chair has reason to believe that a faculty member's teaching performance is seriously defective, the faculty member must be directly approached on this matter and be given a written statement outlining the problems. This statement will be prepared by the chair after appropriate consultation with other members of the faculty, professionals outside the College, current students, and alumni. The chair also will consult with the VPAA/DOF in all such matters and a copy of all correspondence with the faculty member will be filed in the Office of the Vice President for Academic Affairs and Dean of the Faculty.

When there is reason to believe that a faculty member's teaching is seriously defective, the chair will not only advise the faculty member of this judgment, but will meet with him or her to see if a program can be developed which will correct the problems as perceived. The College will attempt to assist in this program.

If serious problems persist over a period of years and it is the judgment of the chair in consultation with appropriate colleagues that the faculty member has made no successful effort to correct the situation, he or she may recommend to the VPAA/DOF that action be initiated for termination for cause as set forth below in iv. (b)-(f). (In this instance, the VPAA/DOF cannot act without departmental recommendation.)

iv. Procedures in Termination for Cause
(a) When an allegation of severe professional misconduct has been made, the VPAA/DOF shall make a preliminary inquiry and shall discuss the matter with those administrative officers he or she deems appropriate. If the VPAA/DOF concludes that further inquiry is warranted, then he or she will meet in confidence with the faculty member to discuss the alleged violation. The faculty member and the VPAA/DOF may each invite a faculty adviser to attend these meetings.

If, after such discussions and meeting with the faculty member, the VPAA/DOF determines that there is no basis for a formal review of contract, the matter will be dropped with no penalty to the faculty member.  If, however, the VPAA/DOF determines that a formal review of contract should be conducted, he or she will recommend to the president a review for termination for cause.  If the president chooses not to accept the recommendation, the matter will be dropped with no penalty to the faculty member, contingent on final approval of the Board of Trustees.  In any case in which the VPAA/DOF makes a determination that a formal review of contract should be conducted and the president thereafter recommends that the case be dismissed, the president will inform the Board of Trustees of such recommendation.  If the president accepts the recommendation, the matter will be turned over to the Promotions Committee for a full review.  The VPAA/DOF will inform the complainant(s) in writing whether or not a review of contract will be pursued.

(b) If the case is turned over to the Promotions Committee, the VPAA/DOF will promptly inform the faculty member, in writing, of the identity of the person or persons initiating the charge, the grounds upon which termination for cause is being considered, and the sources of any information about the case.  The statement given to the faculty member will be framed with due concern for the rights of the parties involved. The VPAA/DOF will not participate in the Promotions Committee's proceedings or deliberations.

Once the Promotions Committee has begun the review, the VPAA/DOF will make available to the committee all information pertaining to the matter that he or she possesses. The president and the VPAA/DOF will cooperate with the committee in any inquiries it deems necessary. The faculty member will be given fair opportunity to prepare and present his or her defense and will be permitted to call upon a faculty adviser of his or her choice to assist him or her, or to act as counsel.  In the course of the review, the faculty member will have an opportunity to confront witnesses against him or her.

The faculty ombudsperson will attend all proceedings of the Promotions Committee that incorporate interviews or testimony in the case. The Promotions Committee will also keep the ombudsperson informed of the committee's work. The ombudsperson will keep the president informed of the committee's work.  A professional reporter will transcribe any interviews and testimony heard by the committee. All parties must agree to the content of the transcript before it becomes the official record of the proceedings.  The faculty member and the president will each have full access to all records of interviews and testimony at the committee's proceedings as these records become available.

(c) After a full review of the case, the Promotions Committee will inform the faculty member in writing of its findings and recommendations, specifically including whether it has found cause for termination.  The Promotions Committee will also present in writing its findings and recommendation to the president. If the Promotions Committee finds that there is no cause for dismissal, it will recommend either that the case be dropped, or that the faculty member be given a penalty less severe than dismissal.  If the Promotions Committee recommends a penalty less severe than dismissal, it will specify the penalty that it recommends.

The president will consider the recommendation of the Promotions Committee.  Within 14 days of receiving this recommendation, except where exigent circumstances require otherwise, the president will present his or her own recommendation, orally and in writing, to the faculty member and to the Promotions Committee. The written findings of the Promotions Committee and the president will be provided to the Board of Trustees. These reports will not divulge the names of the faculty member or of any individuals who participated in the review.

If the Promotions Committee recommends that the case be dropped and the president and Board of Trustees accept this recommendation, then the case will be dropped. If the Promotions Committee recommends dismissal or a penalty short of dismissal, and the president accepts the recommendation, the faculty member may appeal the decision to the Board of Trustees. If the president does not accept the Promotions Committee's recommendation, the case will go to the Board of Trustees for review.  In the event of any appeal by the faculty member or any disagreement by the president with the Promotions Committee's findings and recommendation, the Board of Trustees will conduct a hearing of the case. When a case is referred to the Board of Trustees, the Board will have full access to all records of the prior proceedings in the case.  The Board of Trustees will also conduct a hearing if it rejects any recommendation to which both the Promotions Committee and the president agree.

In circumstances that require the Board of Trustees to conduct a hearing, the Board will establish a Hearing Panel of at least three of its members to conduct a full review of the case. The work of the Hearing Panel will include: a review of all of the documentation of the case; a meeting with the faculty member who was charged; an interview with the Promotions Committee; an interview with the president; and all further investigations and interviews that the Hearing Panel deems necessary. The faculty member will be given fair opportunity to prepare and present his or her defense, and will be permitted to call upon a member of the College community as an adviser.  A professional reporter will produce a verbatim transcript of the proceedings of the Hearing Panel. The faculty member will have full access to all records of the proceedings of the Hearing Panel. The work of the Hearing Panel must be completed within 60 days except where exigent circumstances require otherwise.

If, after a full review, the Board of Trustees disagrees with the findings or recommendation of the Promotions Committee, the Promotions Committee will have the option to respond within seven days to the Board's objections. Similarly, if after a full review, the Board of Trustees disagrees with the recommendation of the president, the president will have the option to respond to the Board's objections within seven days.

In all instances, the Board of Trustees will make the final decision whether to drop the case, impose a penalty less than dismissal, or dismiss the faculty member.  The president will carry out the final decision of the Board of Trustees.  If the Board of Trustees determines that the faculty member should be dismissed, the faculty member will not be offered any subsequent employment at the College.

(d) From the moment the VPAA/DOF determines that a review for termination for cause should be undertaken until the time when the Board of Trustees reaches its final decision, the faculty member may end the proceedings by resigning. When the charge against the faculty member is based in whole or in part on abuse of authority involving intentional or deliberate harm to others (e.g., harassment), however, the faculty member will not be permitted to take early retirement or resign effective at a later date in exchange for the charges being dropped.  If the faculty member chooses to resign, the resignation must take effect immediately.

(e) Whenever the Promotions Committee has conducted a review for termination for cause, it will, at the last faculty meeting of the semester in which the review has taken place, report to the voting members of the faculty: (1) the general category (according to Termination of Appointment ii. (a)-(d) above) of the allegations brought, and (2) whether the committee advised the Board of Trustees that there appeared to be adequate cause for dismissal. This report will not divulge the names of the faculty member or of any individuals having participated in the review and will be entered into the records of the faculty. If a faculty member ends a review for termination for cause by resigning, the termination of the review and the reason for the termination will be reported to all individuals having participated in the review, and to the faculty, in the manner described above.

v. Institutional Restrictions on Termination
Changes in status or termination may be undertaken only on the most serious grounds. These grounds must be specific and concrete. Considerations of political opinions, race, creed, gender, sexual orientation, gender identity or expression, age, or legally recognized forms of disability are absolutely prohibited, except to the extent that they affect teaching ability. Economic considerations relating to the individual's salary level, length of contract, etc., are positively excluded.

 

Payment for Faculty Lectures Policy

From time to time faculty members are asked to present lectures and readings, to participate in panels, to speak with alumni groups, or in other ways to offer their time and professional knowledge to the larger College community. While this kind of activity is always secondary to teaching and research, it is an aspect of community service which the College encourages and honors. Invitations to serve the College in these ways should be considered public recognition of special accomplishment as teachers.

Normally, faculty members are not paid extra for these services, except for Alumni College and off-campus alumni events.

Consulting and Outside Employment Policies

External consulting arrangements by faculty members which will enhance the individual's professional competence and/or provide a community service are encouraged, provided such arrangements do not interfere with the primary responsibilities of the individual to the College. The exercise of good judgment of all concerned is essential in determining what the proper balance of outside commitments against the individual's obligations to the College may be in each case. Faculty must gain the assent of the vice president for Academic Affairs and dean of the faculty (VPAA/DOF) or his or her designate in advance of making contractual arrangements or continuing commitments. The equivalent of four days per month will be considered the permissible maximum commitment for this type of consulting activity.

Appointments to another institution in an adjunct, lecturer, or part-time capacity while the individual carries a full-time faculty appointment at Middlebury must not be undertaken without prior approval of the VPAA/DOF or his or her designate.

These guidelines are meant to apply during the September through May academic session.

Appeal Procedures

a. Appeal of Non-reappointment

i. Grounds for Appeal
A faculty member who has received notice of non-reappointment may appeal that judgment on the basis of either procedural errors or violation of academic freedom that may have influenced the academic department or program, and/or the Reappointments Committee or the Promotions Committee, and/or the president.

ii. Procedures for All Appeals
The faculty member must notify the secretary of the Appeals Council of intent to appeal in writing within 10 days of receipt of notification of non-reappointment.

The secretary informs the vice president for Academic Affairs / dean of the faculty (VPAA/DOF) and the Reappointments Committee or the Promotions Committee of the intent to appeal.

The faculty member must submit his or her appeal and the grounds for the appeal (academic freedom or procedural error) to the secretary of the Appeals Council within 20 days after receipt of notification of non-reappointment.

The Appeals Council will select an Appeal Committee to evaluate the grounds of the appeal. The Appeal Committee does not reconsider or judge the reappointment decision itself, which remains the charge of the Reappointments Committee or the Promotions Committee and the president. The Appeal Committee will be composed of three members of the Appeals Council. In no case will a member of the Appeal Committee be a member of the appellant's department or someone who was involved in the reappointment review in another capacity.

The appellant is informed of the composition of the Appeal Committee by the secretary of the Appeals Council, and may request, for good cause, within a week of notification, that any member selected be disqualified from serving on the committee. Individual panel members may also request, for good cause, such disqualification. The Appeals Council decides on the validity of any such requests.

The Appeal Committee meets with the appellant, the Reappointments Committee or the Promotions Committee, and with any other persons it deems appropriate over the course of its investigation of the appeal. The Reappointments Committee or the Promotions Committee explains to the Appeal Committee the procedures followed in arriving at its recommendation and the reasons for the recommendation. The president explains to the Appeal Committee the procedures followed in reaching his/her decision and the reasons for the decision. The committee has access to all written documents pertaining to the reappointment decision. The contents of those documents, and all other substantive matters pertaining to the committee's investigation, are held strictly confidential. The burden of proof rests with the faculty member. At the conclusion of the investigation, the chair of the Appeal Committee submits the committee's findings, in writing, to the president, members of the Reappointments Committee or the Promotions Committee, the VPAA/DOF, and the appellant. The appellant may request meetings with the Appeal Committee before its investigation begins and at its conclusion.

The Appeals Council will inform the appellant of its findings within 60 days of the date the appeal was submitted to the Council. In the case of an appeal submitted after April 15, the Appeals Council may determine that the appeal will be considered at the beginning of the subsequent fall. In such cases, the Appeals Council will inform the appellant of its findings within 60 days of the beginning of the fall term, no later than November 10.

iii. Appeal on the Grounds of Violation of Academic Freedom
If the Appeal Committee concludes that the appeal on grounds of a violation of academic freedom lacks adequate  foundation, the president will dismiss the appeal.

If the Appeal Committee concludes that there are grounds for appeal on the basis of academic freedom, the president will notify the Board of Trustees and ask that the board conduct a hearing.

The board designates one of its standing committees, or appoints a committee, to hold the hearing. The hearing will be conducted in a manner that will afford the faculty member fair opportunity to present his or her case and to permit the committee to inquire into it. Should the faculty member so request, a portion of the hearing will be conducted with the president not present. The VPAA/DOF will remain present throughout the appeal and maintain a record of the proceedings. The decision of the trustees is final.

If the final decision is to reject the appeal, the non-reappointment of the faculty member will stand, and the president will so inform the appellant. If the decision is to uphold the appeal, reappointment will be offered to the faculty member on terms no less favorable than the terms of his or her current appointment.

iv. Appeal on the Grounds of Procedural Error
If the Appeal Committee concludes that there are grounds for an appeal on the basis of procedural errors, the chair of the Appeal Committee will direct the relevant parties to correct all of the errors cited in its report within a specified timeline, and will direct the parties to notify the chair in writing when the procedural errors have been corrected. The Appeal Committee's findings with regard to matters of procedure are binding on all parties. When notification of all corrections has been submitted to the Appeal Committee, the chair of the Committee will forward this information to the president, the VPAA/DOF, and the Reappointments Committee or the Promotions Committee. The VPAA/DOF will then charge the committee that made the original recommendation with reconsidering its recommendation while avoiding procedural violations. If the Appeal Committee determines that a procedural error occurred, but was immaterial to the outcome of the review, the fact that an error occurred is not in itself grounds for upholding the appeal. The Appeal Committee may note the error in its report, but conclude that it does not warrant a reconsideration of the recommendation.

If after reconsideration as the result of an appeal the Reappointments Committee or the Promotions Committee recommends reappointment, the president will reconsider his/her decision.

If the Appeal Committee concludes that the appeal on the grounds of procedure lacks adequate foundation, the Appeal Committee will dismiss the appeal. Upon completion of its deliberations, the Appeal Committee will prepare a confidential report to be used by future appeal committees summarizing the nature of each proposed procedural error and the Committee's decision. All information identifying individuals or departments will be excluded from the report. Copies of the section of the handbook on the rules of appointment and tenure from the year of the appeal will be filed with the report.

 

Rules of Reappointment for Physical Education Faculty

1. Review and Reappointment in the Department of Physical Education

a.Review Schedule. The athletic director will review all instructors and assistants in the Department of Physical Education and Athletics on an annual basis.  Reviews of coaches who do not have head coaching responsibilities will be conducted in conjunction with the appropriate head coach(es).  Evaluations of all instructors in physical education will focus on their promise and performance as coaches, and as physical education instructors.  Reviews will generally occur at the conclusion of the coaches' prime coaching season, and final recommendations will be forwarded to the dean of the College by May 10, with notification taking place as specified in section 4.f. Notification Date, of the Faculty Handbook "Rules of Appointment and Tenure for Academic Faculty."  After two consecutive, one-year contracts, an instructor may be offered a two-year contract, which may be renewed at the conclusion of the first two-year contract.  After six years as an instructor in physical education, assuming positive evaluations, the coach may be awarded a three-year contract, and will be appointed to the rank of assistant in physical education.  Coaches who do not have "head" coaching responsibilities are limited to attaining the rank of assistant in physical education and can be awarded renewable three-year term contracts following written recommendation by the director of athletics.

New head coaches, with previous coaching experience, may be hired at the rank of assistant in physical education, and initially awarded a three-year contract.  Upon satisfactory yearly reviews, a second three-year contract may be granted, and annual reviews by the director of athletics will continue on a yearly basis.  After six years as an assistant in physical education, assuming positive evaluations and the satisfactory completion of the major review, a head coach will be promoted to associate in physical education and will receive a renewable five-year contract.

b.First Five-Year Review.  During the sixth year at the rank of assistant in physical education, the Physical Education and Athletics Committee on Reappointment (PEACOR), composed of the Senior Woman Administrator (SWA), a senior associate in physical education, elected by the members of the department, and the chair of the Athletic Policy Committee of the Faculty (APC), will initiate a major review to determine whether the head coach under review will be promoted to the rank of associate in physical education and awarded a renewable five-year contract.  The director of Athletics and the dean of the College will serve in advisory capacities to PEACOR during its proceedings.  To be considered for this promotion a head coach must be judged to be an outstanding coach and teacher, based upon the performance criteria listed below.  The PEACOR will forward its recommendation to the dean of the College and the president for final approval.  A head coach who is not offered a five-year contract will be offered a one-year terminal contract, and notified in writing regarding the new contract as specified in section 4.f. Notification Date, of the Faculty Handbook "Rules of Appointment and Tenure for Academic Faculty."

(Note: This review is of major importance, since it parallels an academic professors' review for tenure, and accordingly the granting of associate rank.  The granting of a multi-year renewable contract is a significant one, in that the college is acknowledging its desire to provide contractual stability to the coach, based on continued outstanding coaching and teaching performance.)

c.Second Five-Year Review. During the fifth year the associate in physical education will undergo a second review by the PEACOR.  The procedures of the review will be the same as for the first five-year review.  The PEACOR will notify the dean of the College and the president of its recommendation, and the coach will receive written notification as specified in section 4.f. Notification Date, of the Faculty Handbook "Rules of Appointment and Tenure for Academic Faculty."  Upon a positive review, the associate will be granted a second five-year contract.  If the review is unsatisfactory, the coach will be offered a two-year terminal contract.

d. Seven-Year Review. In the tenth year at the rank of associate in physical education the head coach will be reviewed by the PEACOR.  Evaluations by the PEACOR will be acted upon as previously described.  Upon a positive review, the associate will be promoted to the rank of senior associate and granted a seven-year contract.  If the review is unsatisfactory, the coach will be offered a two-year terminal contract.  These reviews will continue every seven years.

(Note: Colleagues moving through the process granted 3-year rolling contracts prior to September 1, 2002 will move through the Associate and Senior Associate ranks with Major Reviews at 5 years at the Associate Level and every seven years at the Senior Associate Level.)

e. Appeal Process. In the event the PEACOR does not recommend promotion and a multi-year contract, any appeals will follow the procedures stated in the Appeals section in the Faculty Handbook.  References in this section to the Reappointments and Promotions Committee, will be relegated to the Physical Education and Athletics Committee on Reappointment, and followed in the same manner through the appeals process.

f.Termination for Cause. Termination of a contract may occur at any time and will follow the provisions of section c. of "Special Provisions" in the Faculty Handbook.  The Physical Education and Athletics Committee on Reappointment will perform the role of the Promotions Committee in section c.

g.Reappointment and Review Criteria

All coaching faculty are hired with the expectation of being outstanding teachers.  All coaches are expected to value the role that they play in the education of their student-athletes, and will be actively supportive in insuring that their students' opportunity to excel in their academic pursuits is always viewed as being of paramount importance.  The pursuit of excellence is an attitude that all coaches will attempt to instill in their athletes, to the extent that this pursuit will be evident in their academic growth, in their positive contributions made to the campus community, and in their athletic endeavors.

Coaching faculty are evaluated in the areas listed below:


Commitment to the core mission of the College

  • Commitment to the Middlebury College Mission Statement, NESCAC Mission Statement and the NCAA Division III Philosophy
  • Adherence to College, Conference and NCAA rules and policies
  • Effectiveness in assisting students in finding a healthy balance between athletic interests and academic priorities
  • Effectiveness in supporting students in attaining their educational goals

Teaching Physical Education Classes

  • Knowledge of fundamental skills and concepts
  • Organization and lesson plan progression to achieve stated goals
  • Instructional communication, drill utilization and skill acquisition
  • Promotion of wellness

Coaching and Teaching

  • Practice organization/time management
  • Skills analysis, teaching and progression
  • Tactics/strategy development/game day adaptability
  • Team fitness preparation and maintenance
  • Team and player motivation, coach-player relationship, student welfare
  • Team performance - Use and teaching of rules, academic performance, community service
  • Professional growth – certifications, memberships, public speaking, camps and clinics, awards/recognition
  • Recruiting and promotion:
    --Public relations – media, alumni
    --Ability to attract and yield top student-athletes

Administration and Organization

  • Professional traits – communication/organizational skills, punctuality, work ethic
  • Budget management
  • Trip organization
  • Meeting deadlines
  • Relations with support staff

Service

  • Department involvement and initiatives
  • Involvement with College community
  • Community service – service to community, mentoring

2. Review Procedures in the Department of Physical Education and Athletics

a.Annual review. Prior to May 10th, the athletic director will meet individually with each head coach.  Prior to the meeting the athletic director will gather information from the following sources to assist in the evaluation: 1) Physical Education evaluation forms and a written summary of evaluation from the director of physical education, 2) Student assessment of coaching forms to be completed by all team members, 3) Written summation of captains evaluation meeting with the athletic director, 4) Coaching year-end self evaluation form and 5) the athletic director will have personally observed a minimum of one practice and one varsity contest. Reviews of coaches who do not have head coaching responsibilities will be conducted in conjunction with the appropriate head coach(es) and reviewed by the director of athletics.

Evaluation Process - The athletic director will provide a written evaluation to the candidates based on the year-end evaluation form.  Areas of strengths will be noted, and a plan will be formulated to address any areas of weakness.  If the evaluation is negative and the review falls at the end of a contract period, the coach will be notified in writing as specified in section 4.f. Notification Date, of the Faculty Handbook "Rules of Appointment and Tenure for Academic Faculty."  A head coach or assistant coach with no "head" coaching responsibility on an extended contract (two or three years) will not be terminated in the final year of the contract unless the coach has been notified in writing of previous shortcoming that would need to be improved upon to the satisfaction of the athletic director or head coach during the final year of the contract.

b. First Five-Year Review. Because of the variety of forms of instruction, and the multiplicity of tasks that are required in coaching, the PEACOR will examine all possible avenues to assure that evidence of coaching and teaching excellence is assured.  A satisfactory review is required in order for the head coach to be considered for a renewable five-year contract.  This review should clearly show that the coach is already an outstanding head coach and teacher.  All review materials must be submitted to the committee by March 1.  The committee will gather assessment information in the following ways:

i.  The Candidate
(a) The head coach will provide a complete vita of all professional accomplishments and service contributions, as well as a self-evaluation that concentrates on these accomplishments and contributions with reference to the criteria listed in section 1.g.vii., above.  This self-evaluation should also address the coach's plans for future professional growth.
(b) The coach will provide copies of organizational plans, playbook, published articles, etc., and any other data to support their coaching abilities and professional growth.
(c) To furnish the PEACOR with a list of professional colleagues outside Middlebury who would be appropriate to evaluate the candidate's professional achievements. A minimum of four will be required.
(d) The candidate may seek up to two written comments from non-departmental colleagues from within the college community.
(e) Seek written comment from the admissions office liaison, if it is applicable.
(f) To provide PEACOR through the director of athletics, or the director's designate, an appropriate schedule of practice or physical education class visits.

ii.  Physical Education and Athletics Committee on Reappointment (PEACOR)
(a) To meet with the candidates for the first review, in a group or individually, to explain to them the procedures; and to invite the candidates to submit, either orally or in writing, any additional information that may be pertinent to their reviews. A candidate's decision not to submit such materials is in no way prejudicial to reappointment. 
(b) The PEACOR will utilize all of the evaluative tools that are used in the annual reviews, and will have access to previous yearly performance reviews. The athletic director will include a summation of these evaluations for the committee in order to bring perspective.
(c) To arrange with the candidate an appropriate schedule to observe at least one practice and/or physical education class and one scheduled athletic contest.

iii.  Dean of the College
(a) To initiate the review in a timely fashion so that all necessary information and documentation may be obtained from the candidate and other sources.
(b) To solicit information, on behalf of the PEACOR, from candidates under review; to gather information from other sources when so requested by the PEACOR.
(c) To serve as recording secretary of the PEACOR.
(d) To provide counsel to the PEACOR during the course of its deliberations.
(e) To provide counsel to the president when the PEACOR's deliberations are completed.

iv. Director of Athletics
(a) To maintain the candidates' review files, including teaching evaluation forms.
(b) The director of athletics will seek written peer reviews from all department members with senior associate or associate status not serving on PEACOR and will write a letter, without attribution, that summarizes views of those department members. At the discretion of the director of athletics a candidate may be asked to write a letter for a colleague under review.
(c) To serve in an advisory capacity to the PEACOR during the course of its deliberations.

v. President
(a) To hear reports from the PEACOR on the substance of its conclusions about each constituent part of the case and about the case as a whole.
(b) To consult with the dean of the College about the individual cases.
(c) To challenge any conclusion of the PEACOR with which he or she disagrees and give the PEACOR an opportunity to respond.
(d) In the case of a reversal of the committee's recommendation, to explain to the committee the reasons for doing so, reasons which in a written summary become part of the review file.
(e) To make the final decision and to notify the candidate in a letter that indicates the recommendation of the PEACOR.

c.Second Five-Year Review. The procedure for review will be exactly the same as for the first five-year review.

d.Seven-year Review. The procedure for the review will be exactly the same as for the second five-year review. Outside recommendations will not be sought by the committee, but may be provided by the coach.

e.Confidentiality and Access for review materials in the Department of Physical Education and Athletics. Letters from students, and from peers both within and outside the institution, are always confidential, and will be made available to the candidate only in the event of a contract being denied.  All student evaluation forms will be made available to the candidate, as well as to the committee.  The athletic director will include a summation of these evaluations for the committee in order to bring perspective.  This summation will be made available to the candidate, prior to its submission to the committee.  The athletic director will also write a letter that summarizes, without attribution, the written views of the department members with associate or senior status in the department and it will be available to the candidate at the time it is submitted to the committee.  The dean of the College, the provost, and the president, as well as all members of the PEACOR will have access to all the materials requested in sectionb, above.

Academic Honesty / Honor Code / Disciplinary Policies

 

A. Introduction

As an academic community devoted to the life of the mind, Middlebury College requires of every student complete intellectual honesty in the preparation of all assigned academic work.

B. Academic Honesty

1. Definitions

a. Plagiarism

Plagiarism is a violation of intellectual honesty. Plagiarism is passing off another person's work as one's own. It is taking and presenting as one's own the ideas, research, writings, creations, or inventions of another. It makes no difference whether the source is a student or a professional in some field. For example, in written work, whenever as much as a sentence or key phrase is taken from the work of another without specific citation of the source, the issue of plagiarism arises.

Paraphrasing is the close restatement of another's idea using approximately the language of the original. Paraphrasing without acknowledgment of authorship is also plagiarism and is as serious a violation as an unacknowledged quotation.

b. Cheating

Cheating is defined as giving or attempting to give or receive during an examination any aid unauthorized by the instructor.

An examination is any quiz, pre-announced test, hourly examination, or final examination. Take-home(s) examinations will ordinarily be considered as examinations.

c. Duplicate Use of Written Work

A paper submitted to meet the requirements of a particular course is assumed to be work completed for that course; the same paper, or substantially similar papers, may not be used to meet the requirements of two different courses, in the same or different terms, without the prior consent of each faculty member involved. Students incorporating similar material in more than one paper are required to confirm each professor's expectations in advance.

2. Student Responsibilities

It is the responsibility of the student to sign the Honor Code pledge on all examinations, research papers, and laboratory reports. Faculty members reserve the right to require the signed Honor Code pledge on other kinds of assigned academic work. The student must write in full and sign the statement, "I have neither given nor received unauthorized aid on this assignment."

Graded assignments should be the work of the individual student, unless otherwise directed by the instructor.

The individual student is responsible for ensuring that his or her work does not involve plagiarism. Ignorance of the nature of plagiarism or of College rules may not be offered as a mitigating circumstance.

Students with uncertainties and questions on matters relating to footnoting, citation of sources, paraphrasing lecture notes, and proper recognition of collaborative work on homework assignments and laboratory reports should consult with the course instructor for whom they are preparing work.

3. Role of the Faculty

At the beginning of each term, instructors are strongly encouraged to discuss or include on their syllabus the College's policies governing academic honesty as they relate to a particular course.

Faculty reserve the right to require the signed Honor Code pledge before grading any assigned academic work.

Questions or concerns regarding the faculty's role under the Honor Code may be directed to the judicial affairs officer.

C. Undergraduate Honor System

Constitution of the Undergraduate Honor System

All assigned academic work is conducted under the terms of the Undergraduate Honor System, which follows in full:

Preamble

The students of Middlebury College believe that individual undergraduates must assume responsibility for their own integrity on all assigned academic work. This constitution has been written and implemented by students in a community of individuals that values academic integrity as a way of life. The Middlebury student body, then, declares its commitment to an honor system that fosters moral growth and to a code that will not tolerate academic dishonesty in the College community.

Article I: Honor System

a. Before enrolling in Middlebury College each student must agree to abide by and uphold this honor system. Additional commitments to the honor system should be part of orientation week activities.

b. The judicial affairs officer shall prepare a statement for all incoming students describing the aims and operation of the academic honor system. The judicial affairs officer will be responsible for an orientation session during orientation week so that all new students fully understand the system.

c. The Academic Judicial Board will meet annually at the beginning of the fall term with deans from the Office of the Dean of the College, the Community Judicial Board, and the Judicial Appeals Board to review the honor system and to orient new members.

Article II: Examination Procedure

a. Only authorized materials may be used during an examination.

b. No proctors will be present during examinations, unless specific authorization has been given by the dean of the College.

c. The dean of the College may grant an instructor permission to proctor an examination in his or her course when the instructor has communicated to the dean of the College that she or he has a concern that students will cheat in examinations in the course. Authorization will apply to the remainder of the semester.

i) Communication of concern may take the form of an e-mail to the dean of the College.

ii) Instructors who have concerns about cheating and wish to proctor must make a formal announcement to the class both in class and in e-mail form at least 24 hours prior to the examination. The dean of the College must be copied on the announcement e-mail.

iii) Students may register complaints or concerns about the method of proctoring with the dean of the College.

d. When an instructor's presence in the exam is required because of the nature of the exam (e.g., slides), the instructor should receive permission from the dean of the College and notify the class in advance.

e. The instructor will remain in the examination room for no more than 15 minutes after the start of an examination. He or she may return during the examination to check on any further problems that students may have with examination questions or general procedure, only if he or she announces his or her intention to do so at the beginning of the examination. Instructors will remain in the general area for questions for the duration of the examination period.

f. During the examination each student will have complete freedom of action providing he or she does not interfere with the work of others. Except in the case of take-home examinations, no examination papers will be taken from the room except to consult with the instructor.

Article III: Violations of the Honor Code, Procedures, and Disciplinary Actions

a. Any member of the College community (student, faculty, or administrator) who is aware of a case of academic dishonesty is morally obligated to report it to the professor or the judicial affairs officer.

b. Those who cheat are morally obliged to report their own offense to the professor or the judicial affairs officer.

c. Alleged violations will be handled according to the academic disciplinary policies of the current Middlebury College Handbook.

d. For cases that are heard by the Academic Judicial Board, if seven members of the Board are present, six votes are needed for a decision of guilt. If six members are present, five votes are needed.

e. Any infraction of the honor system is normally punishable by suspension from the College. However, the penalty may be modified when, in the opinion of the Academic Judicial Board, conclusive reasons warrant such action.

f. Should the accused be found not guilty, all records of the proceeding will be destroyed.

g. Right of Appeal: A student found guilty of an offense will have the right of appeal to the Judicial Appeals Board in all cases.

h. All deliberations of the Academic Judicial Board concerning violations of the honor system will be conducted in confidence.

Article IV: Amendment Procedures and Review Committee

a. This constitution (Undergraduate Honor System: Preamble and Articles I-IV) may be amended by a referendum in which two-thirds of all students who are currently registered for classes vote, and in which two-thirds of those voting support the change, subject to ratification by the faculty. Community Council, the faculty, or the Honor Code Review Committee can suggest changes to other aspects of the judicial system by making recommendations. Those recommendations would eventually need to be ratified by the Community Council, which forwards them to Faculty Council for review, and then to the faculty for final approval.

b. At least every fourth year, a committee consisting of two faculty members, two students (one of whom will be the current co-chair of the Academic Judicial Board), and a dean from the Office of the Dean of the College shall examine the honor system and its operation and make any appropriate recommendations for revision to the faculty and the Community Council. Faculty members will be selected by the Faculty Council, the second student member by the Student Government Association, and the dean from the Office of the Dean of the College.

 

Middlebury College Staff Council (MCSC) Constitution

Article I. Name

The name of this organization is the Middlebury College Staff Council (hereinafter referred to as MCSC).

Article II. Purpose

The purpose of the MCSC is to help make Middlebury College a better place to work. The MCSC is elected by the staff employees, and acknowledged by the Board of Trustees, to establish priorities and implement planning for the staff. The MCSC's responsibilities include, but are not limited to:

A. Listen and respond to the ideas, opinions, problems, concerns, and grievances of staff employees, and consider other matters that require the MCSC's attention;

B. Organize data, staff views, and other information into reports, and formulate recommendations for actions, changes, and solutions, as required;

C. Convey reports and recommendations to the College administration;

D. Meet with the College administration on a regular basis to discuss reports and recommendations, seeking through mutual agreement to achieve improvements;

E. Report regularly to both staff and administration;

F. Pursue any other lawful action consistent with making Middlebury College a better place to work.

Article III. Members, Officers, and Elections

A. Membership

Voting membership of the MCSC consists of 10 Middlebury College staff employees. The executive vice president and treasurer (or designate) serves as a non-voting member. Voting members of the MCSC serve two-year terms, which begin on the first Monday after their election. Expiring terms are refilled by election. Each voting member serves on at least one MCSC committee and/or the MCSC Executive Committee.

One member of the MCSC is elected to represent the entire staff as a member-at-large.

Four members of the MCSC are elected to represent employee work groups. One member is elected from each of the following work groups:

Custodial Services Employees (those whose pay originates from the organization number 308013)

Dining Services Employees

Facilities Management Employees (those whose pay originates from the organization number 309606)

Library/ITS Employees

Five members of the MCSC are elected to represent campus work areas. These campus work areas are combined into five districts based on the chart of accounts and number of employees. One member is elected from each of the following campus districts:

District A, roughly those working in the Museum, Admissions,, Dean of Faculty

District B, roughly those working in Summer/Off Campus Programs or College Advancement

District C, roughly those working in Student Affairs, Center for Campus Activities and Leadership, Center for Counseling and Human Relations, Center for Teaching and Learning, Public Safety, Alliance for Civic Engagement, Chaplain and Scott Center, Health Center, Registrar, Institutional Research, and Vermont Campus Compact

District D, roughly those working in the offices of the President, Commons, Athletics, Americans with Disabilities Act, CIA, Davis UWC Scholars Program, Dean of the College, Institutional Planning and Diversity, International Student and Scholar Services

District E, roughly those working in the offices of the Treasurer, or Assistant Treasurer/ Director of Business Services and Student Financial Services, 51 Main Street

Position in an employee work group or campus district is determined by and subject to review by the MCSC Election Committee under the supervision and approval of the MCSC. Composition of campus districts is monitored and determined by the MCSC to assure balanced representation. Any change in individual districts will result in a rewrite/replacement of this section without necessitating amendment procedures.

Regular and "Time Limited" (a duration of work at least 9 months and a predetermined end date) Middlebury College staff employees, who are not voting members of the faculty, are eligible to participate in MCSC meetings, to vote in MCSC elections and to serve as elected MCSC representatives.

High school students or Middlebury College students working for Middlebury College are not eligible to be voting members of MCSC.

[Article III section A "Membership" revised March 2009]

B. Officers

A president, vice president, and co-secretaries are elected from among the voting members of the MCSC by its voting members. Each officer serves for one year and may be reelected. The four officers of the MCSC make up the MCSC Executive Committee.

a. The MCSC president presides at meetings of the MCSC, prepares the agenda for MCSC meetings, and casts a vote in case of a tie vote. In addition, the MCSC president is the official representative of the staff and the MCSC to the College president and the College community at large. The MCSC president also serves as the budget administrator for the MCSC budget, which is a regular College budget account. The president may choose to appoint any MCSC member to serve as budget administrator..  The MCSC president serves as an ex officio member of all MCSC committees.

b. The MCSC vice president presides at MCSC meetings in the absence of the MCSC president, provides general assistance to the MCSC president, and serves as the MCSC representative to the Community Council. In addition, the MCSC vice president oversees the development of grievance procedures and the periodic review of such procedures.

c. The MCSC secretaries share responsibility for the secretarial duties of the MCSC. Those duties include but are not limited to: taking minutes of each MCSC meeting and distributing these minutes to all MCSC members and to appropriate locations on campus; informing MCSC members and staff employees of the date, time, location, and agenda of MCSC meetings; maintaining the records of the MCSC; hiring a recording clerk, when necessary, to take the minutes of MCSC meetings. Allocation of secretarial duties is determined by the secretaries and the MCSC.

The MCSC Executive Committee meets annually with the executive vice president and treasurer to review general guidelines and practices for staff salaries and benefits for the purpose of recommending improvements in these areas. The MCSC Executive Committee meets periodically with representatives of the Board of Trustees and with the College president to address and discuss staff issues.

The MCSC Executive Committee is responsible for ensuring that part-time and full-time concerns are considered in addressing all MCSC issues.

When necessary, the MCSC Executive Committee may reassign duties among the executive officers. In the event that a member of the MCSC Executive Committee is unable to attend a meeting, another member of the MCSC may be appointed by the MCSC president to serve at that meeting. If a member of the Executive Committee resigns or is unable to continue in office, MCSC representatives will elect a new officer to complete the unexpired term.

C. Elections

MCSC elections are held annually in May.

The MCSC Election Committee, under the direction of the MCSC, develops election procedures, establishes election deadlines, conducts nominations and elections for MCSC representatives, validates the results, and resolves any problems that arise from the election process.

All voting is by secret ballot.

Nomination Procedure

a. Four weeks before the final election date, election procedures, including deadlines and nomination forms, are sent to all staff employees whose representatives are up for election.

b. The nomination forms for representatives of specific employee work groups or campus districts list the names of all eligible employees in that group or district and are distributed to members of that group or district only.

c. Staff employees may nominate one person from their specific employee work group or campus district.

d. In the case of the member-at-large, the nomination form provides space for one write-in candidate. A list of all staff employees eligible for nomination will be distributed. Nominations must be made from that list.

e. Nomination by official ballot takes place at least three weeks before the date of the final election.

f. A nominee may appear on one final ballot.

g. A nominee may decline to run for office.

Election Procedure

a. At least two weeks in advance of the final election date, the Election Committee sends out ballots to voting staff employees.

b. The staff employees who received the most nominations and agreed to run are listed on the ballot for each vacant representative's seat. Each ballot may list up to four nominees. The ballots also contain space for write-in candidates.

c. Staff employees may vote once within their employee work group or campus district and once for the member-at-large representative.

d. The candidate who receives the most votes for each vacant representative's seat in which they are eligible to serve is elected to the MCSC. In case of a tie, a run-off election will be held within a month between the highest vote-getters to determine a winner.

If an MCSC representative resigns or is unable to continue in office, another staff employee from the representative's employee group or campus district will be appointed by the MCSC to serve until the next regular election. In the case of the member-at-large, the appointment will be made from among all eligible staff members. When an election is held to fill the unexpired term of the resigned MCSC member, the nomination and election for the replacement will be held in the same manner as provided for in nomination procedure and election procedure above.

An MCSC representative may serve three consecutive terms, with a hiatus of two years before running again.

Recall Procedure

An MCSC representative may be recalled from office by the following procedure:

a. A recall may be initiated by the staff employees in the employee work group or district that the MCSC member represents, provided that a recall petition is signed by one-third of the staff employees in that group or district. In the case of the member-at-large, a petition must be signed by 100 eligible staff employees.

b. Upon receipt of the petition, the MCSC will conduct a recall vote within 30 days.

c. The recall vote will be taken among the staff employees represented by the MCSC member for whom the recall has been petitioned.

d. A simple majority of those voting in favor of a recall is required for the recall to take effect. If the required number of votes is not achieved, the MCSC member will remain in office.

e. No MCSC member will undergo a recall vote more than once a year during his/her term of office.

f. If the required number of votes for a recall is achieved, the MCSC will appoint a replacement in the same manner as provided for above.

Article IV. Committees

A. Standing Committees

Each standing committee operates under the authority of the MCSC and makes recommendations for action to the MCSC. In turn, the MCSC acts on committee recommendations, and reports to each committee the results of MCSC actions. Listed below are the standing committees and their specific areas of responsibility:

1. Compensation Committee: studies and reviews salary issues, benefits, leaves and vacations, job categories, and related subjects;

2. Election Committee: conducts nominations and elections for MCSC positions including written notification of election procedures and deadlines; validates election results; determines and reviews representation of employee groups with the approval of the MCSC;

3. Publicity & Events Committee: surveys staff employee opinions; publishes articles in Middlebury College publications regarding activities of the MCSC and staff employees; plans and coordinates MCSC activities and events (e.g. MCSC open meetings, picnics, parties);

4. Staff Development Committee: studies, develops and plans for workshops, on-the-job training, staff education/orientation, and related programs;

5. Safety and Work Environment Committee: conducts research and examines issues related to the campus as a workplace and worker safety.

6. HR-6: Comprised of three MCSC members and three HR employees whose purpose is to keep the lines of communication open between HR and Staff Council.  The mission is to identify and develop recommendations for HR-related issue

Membership

a. All staff employees eligible to participate in MCSC may volunteer for MCSC committees.

b. The MCSC makes every effort to ensure that each MCSC committee includes representation from the various employee groups. The MCSC may recommend committee assignments when new committee members are needed. The MCSC reserves the right to limit the size of MCSC committees.

c. Each MCSC committee includes a chair, vice chair, and secretary as provided below.

Leadership

a. Committee chairs are approved and may be removed by the MCSC. They serve for one year as committee chair and may be appointed for a second year. While the chair may be, but is not required to be, a member of the MCSC, at least one elected member of the MCSC serves on each committee.

b. The chair conducts the meetings of the committee. The MCSC representative conveys the results of each committee meeting to the MCSC and the results of each MCSC meeting to the committee.

c. Each committee elects from its membership a vice chair and a secretary.

i. The vice chair assists the chair in conducting the business of the committee and fills the duties of the chair if the chair is unable to do so.

ii. The secretary keeps the minutes of all meetings of the committee and distributes the minutes to all members of the committee and to the MCSC secretary. The secretary informs all committee members of the date, time, location, and agenda of committee meetings.

B. Ad hoc Committees

As the need arises, the MCSC may create ad hoc committees to deal with particular issues, and recommends the names of volunteers to serve on such committees. Once an MCSC ad hoc committee has dealt with the issue in question as directed by the MCSC, or, if the MCSC determines that the ad hoc committee is no longer needed, it is dissolved by the MCSC.  If however, MCSC feels that a specific ad hoc committee is needed and would better continue as a standing committee, an amendment petition and vote will be held to make it a standing committee.

The chair of each ad hoc committee is appointed by the MCSC. The chair may be, but is not required to be, a member of the MCSC. During the period that the ad hoc committee is active, its chair reports to the MCSC as directed.

Each ad hoc committee has one or more members who are elected members of the MCSC.

C. Middlebury College Committees and Positions

The MCSC makes appointments or recommendations for appointments to College committees. These include, but are not limited to: Wage and Salary Review Committee, Human Relations Committee, Community Council, Community Judicial Board, Environmental Council, and Staff Appeals Panel. The MCSC also makes recommendations to the College president for the positions of ombudspersons.

Article V. Meetings and Records

A. Meetings

Annual Meeting

a. Within 30 days of the annual MCSC elections, an annual meeting of the MCSC is held.

b. At the annual meeting the MCSC elects its officers and appoints the chairs of standing committees. The MCSC also makes recommendations for committee assignments.

Regular, scheduled meetings of the MCSC

a. The time and number of meetings per year is determined by the MCSC.

b. A written agenda of each meeting is distributed by the MCSC secretary, or his/her designate, to MCSC members and to designated posting locations on campus during the week prior to the meeting.

c. Regular meetings are open to all Middlebury College staff members.

d. An executive session may be entered into at any time by a majority vote of the MCSC. Executive sessions are conducted in the following manner:

i. The motion to go into executive session indicates the nature of the business to be considered during the executive session.

ii. The executive session is limited to the consideration of the business for which the executive session was called.

iii. Attendance is limited to voting members of the MCSC and persons invited by the MCSC.

e. MCSC members are expected to attend all MCSC meetings and are to be compensated at their normal rate of pay. In addition, MCSC meeting time is counted toward the weekly total of hours in order to determine overtime pay for nonexempt employees.  Overtime pay will be charged to the employee's department.  Absences are to be made known in advance to the MCSC secretary.

Public meetings

a. On a regular basis, at least twice a year, the MCSC conducts public meetings for all staff employees to communicate the activities of the MCSC and to solicit input and reaction from the staff.

b. Public meetings are held at such times and places as to enable staff employees to attend. Notice of public meetings is made at least one week in advance.

c. Release time without penalty is provided to all Middlebury College staff employees for attendance at public meetings.

Special meetings

a. Special meetings of the MCSC may be called by the MCSC president at the request of any MCSC member or at the request of the College president.

b. The section on regular, scheduled meetings of the MCSC above applies to special meetings.

Conduct of meetings

a. The MCSC president conducts all meetings of the MCSC.

b. Two-thirds of the voting membership of the MCSC constitutes a quorum.

c. A majority of the MCSC members present is required to pass a seconded motion. In the case of a tie vote, the MCSC president casts the deciding vote.

d. Voting on all matters other than the election of officers is made by voice vote. A roll-call vote will be taken on any matter should a simple majority of MCSC members request such a vote.

e. Any member of the Middlebury College community may address the MCSC with prior permission from the MCSC president. Permission to address the MCSC is obtained at least one week prior to the date of the meeting.

f. Robert's Rules of Order, Newly Revised may be consulted as needed to maintain orderly procedure.

Content of meetings

a. Business for the MCSC's attention may originate from any member of the MCSC or the Middlebury College community in the following manner:

i. Through contact with an elected MCSC member.

ii. Through contact with an MCSC committee

iii. At the request of the College president

b. Regular meetings of the MCSC usually include the following:

i. Approval or amendment of the minutes of the previous meeting

ii. Reports from the MCSC committee chairs

iii. Old business and new business

iv. Opportunity for public comment

c. The MCSC may invite groups or individuals not affiliated with Middlebury College to address the MCSC.

d. Business at special meetings is limited to discussion of the matters about which the special meetings are called.

Committee meetings

a. Committee meetings are held as needed.

b. Committee meetings are open to all members of
the Middlebury College staff. Notice of each committee meeting is posted at campus locations during the week prior to the meeting.

c. A committee may enter into executive session at any time by a majority vote of the committee members. Committee executive sessions are conducted as provided for in the section on regular, scheduled meetings of the MCSC, d. i. and ii. above. Attendance is limited to voting members of the committee and to those who are invited by the committee.

d. Committee members are expected to attend all committee meetings and are to be compensated at their normal rate of pay.  In addition, MCSC meeting time is counted toward the weekly total of hours in order to determine overtime pay for nonexempt employees.  Overtime pay will be charged to the employee's department.  Absences are to be made known in advance to the committee secretary.

B. Records

The permanent records of the MCSC are maintained by the MCSC secretary in a secure campus location. These records include:

1. The MCSC Constitution and its amendments.

2. Minutes of all MCSC meetings.

3. Minutes of all MCSC committee meetings.

4. All correspondence and other documentation of the MCSC.

A permanent record is maintained by the secretary of each MCSC committee of

1. Minutes of all committee meetings.

2. All correspondence and other documentation of the committee.

Article VI. Amendments

A. A motion to amend this constitution must be accompanied by a petition signed by at least 50 Middlebury College staff employees who are eligible to vote in MCSC elections

B. The motion to amend must be stated on the agenda for the MCSC meeting at which the amendment is to be considered

C. A motion to amend must be passed by six of the ten voting members of the MCSC.

D. A special open meeting to explain the amendment will be held prior to the vote.

E. If the proposed amendment is passed by the MCSC it is put to a referendum vote for all eligible Middlebury College staff employees within 30 days.

F. A simple majority of those casting ballots is required for the amendment to be adopted.

Article VII. Dissolution

A dissolution vote will be held within 30 days of receipt of a petition signed by one-third of the staff employees of Middlebury College eligible to vote in MCSC elections. All eligible employees will be notified of the dissolution vote at least 10 days prior to the vote. If a simple majority of those casting ballots vote for dissolution, the MCSC will be dissolved.

Student Government Association (SGA)

The Student Government Association is the vehicle through which students can participate in the formulation of institutional policy affecting academic and student affairs and collectively express their views on matters of general interest to the student body. The SGA makes student appointments to student, joint student/faculty, and trustee councils and committees. The SGA also allocates student activities fees and authorizes student activities for their eligibility to receive funds. The SGA provides services to the student body as deemed necessary.

The purpose, structure, and function of the SGA are set forth in the Student Government Association Constitution and By-Laws. Further information concerning the SGA and the committees to which it appoints students can be found in the Student Government Association Guidebook.

Senators are elected in the first month of school.

Students, faculty, and staff are all invited to contact any SGA officer.

CONSTITUTION OF THE STUDENT GOVERNMENT ASSOCIATION (as of October 2014)


I. Purpose: 

 In an effort to broaden student discussion and representation on all issues, the students of Middlebury College have assembled this Student Government Association (SGA).  This Student Government Association shall represent the student voice in every capacity.

II. Structure of the SGA: 

The SGA shall be composed of the Student Senate and the Presidential Cabinet.

A.   Function of the Student Senate and Presidential Cabinet: 

To propose and pass all SGA legislation; to decide on issues relevant to the interests of the student body; to determine all official SGA positions, and to carry out all other duties as outlined in the Constitution and bylaws.

B.   Voting Members of the Student Senate:

  1.  Commons Senators:  Each Commons will elect one Senator.  The Commons Senators are responsible for reporting to their Commons Council on a weekly basis.  They also report relevant Commons' activity to the SGA as well as their weekly activity with relation to their job as a student Senator. 
  2.  Class Senators:  All Class Senators are expected to report the current concerns of their constituents to the SGA at each regular meeting.  Additionally, each will report about their weekly activities with relation to their job as a student Senator.
    1. First Years:  Two full-year Senators.
    2. Sophomores: Two full-year Senators.
    3. Juniors:  Two Senators, whose eligibility is specified in the bylaws.
    4. Seniors:  Two full-year Senators.
    5. February Students: Two full-year Senators.
  3.  House Senator:  The Inter-House Council (IHC) shall be represented by one, non-voting delegate entitled to full floor privileges. The IHC Delegate is responsible for reporting to the Inter-House Council on a weekly basis.  They also report relevant Social House activity to the SGA.
  4. The Student Co-Chair of Community Council
  5.  The President of the SGA

C.   The Presidential Cabinet:

The Student Senate shall determine the structure of the Presidential Cabinet.  Changes to the Presidential Cabinet require the majority consent of the Student Senate.  The President of the SGA shall appoint the members of the Presidential Cabinet with the consent of the Student Senate.  The bylaws of the SGA shall explain the duties and composition of the Presidential Cabinet.

D.   Selection of Student Members of Community Council

Interviews are required for all students submitting a valid application for the Community Council, to be conducted jointly by the SGA Director of Membership and the Student Chair of Community Council. Interviews will be held at the beginning of the Fall term. The Student CoChair of Community Council has final determinative power over appointments to Community Council in all instances. Student applicants for Community Council must apply annually, and must go through the appointment and ratification process annually.

E. Qualifications of Members of the Student Senate and Presidential Cabinet:

  1. All positions are open to any matriculated student of the College.
  2. Class Senators must be a member of the class they represent.  Class Senators must be on campus for the duration of their office, with the exception of winter term.
  3. Commons Senators must be a member of the Commons they represent for the duration of their office.  Commons Senators must be on campus for the duration of their term, with the exception of winter term.

F. Vacancies

  1. In the event that the President cannot fulfill the position of SGA president, the Student Co-Chair of Community Council will assume the dual role of SGA president and Student Co-Chair of Community Council only until a special election is administered to elect a permanent President.
  2. In the event that the Student Co-Chair cannot fulfill the position of Student Co-Chair of Community Council, then the SGA President will assume all responsibilities of the Student Co-Chair of Community Council during the interim of his/her absence or only until a special election is administered to elect a permanent Student Co-Chair of Community Council.
  3. In the event of a vacancy of any appointed office in the SGA, the president shall appoint a new officer, subject to proper ratification.
  4. In the event of a vacancy on the Student Senate, the Elections Council shall hold an election to fill the vacancy. 

III. Committees

A.  Standing Committees:

A standing committee is a committee that is stipulated by the SGA Constitution or bylaws.  The Presidential Cabinet shall make all appointments to standing committees, subject to proper ratification unless otherwise stipulated.  Standing committees must make a report to the Student Senate at least once per semester.  The Presidential Cabinet shall advertise all committee positions before appointments are made.

B. Ad Hoc Committees:

 The Student Senate can create an ad hoc committee with a majority vote.  These committees shall exist for a maximum duration of one year. Ad hoc committees may exist for a second year subject to majority approval of the Student Senate. After a period of two years, the Student Senate must decide to transform the committee with a majority vote into a standing committee or the committee must be dissolved.

C. Rules Concerning Committee Members:

  1. Any member of the student body may serve on a committee.
  2. A student may not serve on more than three SGA committees. The Presidential Cabinet is not an SGA committee.
  3. Before any committee shall commence its work, the committee's members shall be subject to proper ratification, unless the committee must begin work before the first Student Senate meeting. Committee members must be ratified on a yearly basis. The Elections Council is not subject to ratification.
  4. The Presidential Cabinet shall make committee openings public.

IV. Ratification
                               
The Senate shall ratify all members of the Presidential Cabinet and SGA Committees by majority vote of Senators present, unless otherwise stipulated. The Presidential Cabinet   may begin its work pending ratification.

V. Meetings

A.  Speaker of the Senate. 

The Student Senate shall select the Speaker of the Senate by majority vote during the first meeting of the year. 

  1. The Speaker of the Senate is a member of the Senate and is allowed to vote. 
  2. The Student Senate can remove the Speaker of the Senate by a two-thirds vote.
  3.  The Speaker of the Senate is not a member of the Presidential Cabinet.
  4. The president shall be the first person called by the speaker of the senate when debate begins.
  5. Meetings shall follow the protocol given in Robert's Rules of Order, unless otherwise stated in the constitution. The chief of staff will resolve all questions of procedure.

B. Agenda: 

The President shall set the agenda for each Student Senate meeting, yet cannot block legislative items from the agenda.

  1. The agenda of each meeting will be sent via e-mail to the members of the Student Senate, as well as The Campus, by 5:00 p.m. on Thursday.
  2. All bills on the agenda will be e-mailed to members of the Student Senate by 5:00 p.m. on Thursday. Bills not e-mailed by this time are not discussed unless the president makes an exception. Sponsors of bills are responsible to forward a copy of the bill to the recording secretary to meet this deadline.
    1.                                                                i.      The order of business shall be as follows:
      1. Attendance
      2. Acceptance of minutes
      3. Announcements
      4. Committee reports
      5. Old business
      6. New business

C. Attendance: 

All members of the Student Senate must attend all Student Senate meetings.  Members of the President's Cabinet will attend Student Senate meetings at the discretion of the President.  A member of the Student Senate missing more than two Senate meetings without proper excuse shall be removed from office.

  1. A member of the Senate missing more than five Senate meetings shall be removed from office.
  2. If a Senator cannot attend a meeting, a proxy from the same constituency shall temporarily occupy the seat. This proxy shall have full voting rights and floor privileges. No member of the Presidential Cabinet may serve as a proxy. One person cannot serve as both a student senator and a proxy.
  3. A member of the Senate missing more than two meetings without sending a proxy shall be removed from office.
  4. Members arriving 15 minutes after the meeting begins shall be considered absent.
  5. Absent members shall be so noted in the minutes.
  6. Without the notification of the Director of Membership no Student Senate or Presidential Cabinet member may leave a meeting before the motion to adjourn. If a meeting runs over two hours, this clause no longer applies.

D. Emergency Meetings: 

The President, Elections Council, or any five members of the Student Senate shall have the power to call an emergency meeting of the Senate.

E. Quorum:
 

Quorum shall consist of half of the voting members of the Student Senate.

F. Frequency

Meetings of the Student Senate shall be held weekly and shall begin at 7:00 p.m. on Sunday nights subject to presidential discretion. Meetings shall continue until the assembly votes to adjourn. The speaker of the senate or his designee shall chair all Student Senate meetings.

VI. Legislation

A.  Any student may author legislation.

B.
  Only a member of the Student Senate may sponsor legislation.

C.
  Unless otherwise stipulated in the Constitution or bylaws, the affirmative vote of a majority of Senators present is required to pass all proposals.

VII. Elections

A.  
Elections Council:

The Elections Council shall be responsible for running all SGA elections and referenda in accordance with the SGA bylaws.

1.  The Elections Council shall consist of five members appointed by the Presidential Cabinet.  The Director of Membership shall chair the Elections Council unless he is a candidate for office in which case the President shall appoint another member of the Cabinet to serve as temporary chair.  No other members of the Presidential Cabinet or Senate shall serve on this committee.

2.  The Elections Council does not require ratification.

B.  President and Student Chair of Community Council: 

The President and Student Co-Chair of Community Council shall run on separate tickets.  Upon completion of the eligibility requirements as defined in the bylaws, candidate petitions must be reviewed and confirmed by a majority of the SGA Senate before the commencement of campaigning.

C.  Student Senators: 

Candidates for the Student Senate must meet all requirements defined in the bylaws and must receive the permission of the Elections Council before commencing campaigning.

D. Violations of Procedures:

If any candidate violates any election procedures, the Elections Council shall have the power to call a special meeting of the Student Senate. During this meeting, the Elections Council will make a recommendation to the Student Senate regarding the eligibility of the involved candidate. The Student Senate, by a two-thirds vote, may then nullify said candidacy.

VIII. Finance and Constitution Appeals

A. The Appeals Committee shall hear complaints and review decisions made by the SGA Finance Committee and Constitution Committee based upon criteria established in the Constitution and bylaws.

1.  The Appeals Committee shall consist of the SGA President and four Student Senators.  The four Student Senators shall be chosen at the first Senate meeting of the year by a majority vote of the Senate.  The Committee shall select one of the Student Senators to be chair.

2.  Two of the Student Senators, excluding the Committee Chair, shall be selected by the Committee to be appeals reviewers.

3.  The Appeals Committee does not require ratification.

B. Student organizations have the right to file an appeal with the Appeals Committee once communication between said organizations and the Finance or Constitution Committee have been exhausted.  The bylaws of the SGA shall detail the grounds by which an organization may make an appeal.

C.  Student organizations have the right to a fair and impartial hearing before the Appeals Committee.  The bylaws of the SGA shall detail the appeals process.

1.  In the event that a member of the Appeals Committee is involved in any way with the case, they shall abstain from participation.

2.  If fewer than four members of the Committee are eligible to participate, an additional Student Senate member shall be sought to fill the void.

D.  Changes to Appeals Guidelines:  The Student Senate may amend the Finance and Constitution Appeals Guidelines, as stated in the SGA bylaws, by a two-thirds vote of the Student Senate.  Changes shall go into effect at the beginning of the next semester.

E. A Senator who sits on the Finance Committee or Constitution Committee cannot sit on the Appeals Committee concurrently.

IX. Impeachment

A. Any member of the Presidential Cabinet or Senate shall be impeached if found in violation of the SGA Constitution or bylaws.  Proceedings shall be commenced by:

  1.  A written petition signed by one-quarter of a member's constituency to the Impeachment Committee.

  2.  A written statement by a member of the Student Senate or Presidential Cabinet that is                 submitted to the Chair of Impeachment Committee.

B. The Impeachment Committee shall examine any petition or statement given to it and recommend to the Student Senate whether or not the member should be removed from office.

1.  The Impeachment Committee shall consist of three Senators chosen by majority vote of the Student Senate.  The Speaker of the Senate, President of the SGA and Student Co-Chair of the Community Council may not serve on the Impeachment Committee.  The Committee shall self-select a chair.  The Impeachment Committee does not require ratification.

2.  The Impeachment Committee procedures shall be outlined by the SGA bylaws.  The Student Senate may change Impeachment Committee procedures by a two-thirds vote.

3.  The accused shall receive a fair and impartial hearing before the Impeachment Committee.  If a member of the Committee has brought the charges, said member must recuse himself or herself.  In such a case, the Chair of the Impeachment Committee shall select another member of the Student Senate to replace said member.

C.  The full Student Senate shall hold an Impeachment hearing if recommended by the Impeachment Committee.

1.  The Speaker of the Senate shall chair impeachment proceedings.  If the Speaker brought charges or is subject to charges, then the Senate shall choose a temporary Speaker by majority vote.  Members of the Impeachment Committee may not serve as the temporary chair.

2.  Removal from office requires a two-thirds vote of the Student Senate.

3.  Impeachment hearing procedures shall be outlined in the SGA bylaws.  The Student Senate may change impeachment guidelines by a two-thirds vote.

X. A judicial branch shall be established in accordance with the bylaws.

XI. First Meeting

A. During the first Student Senate meeting of the year, the following events occur:

1. The president welcomes the newly elected senators.

2. The speaker of the senate is elected. From this point, the speaker chairs the meeting.

3. The Impeachment Committee is formed

4. The Appeals Committee is formed

5. Normal business follows these appointments.

XII. Amendments

A. Constitution. 

Amendments to the Constitution of the SGA require the consent of the Student Senate and student body.

1.  Amendments must first be brought before and consented to by the Student Senate.

a. Amendments are brought to the floor of the Senate in the same fashion as bills, with the exception that they are made available one week before they are voted upon.

b. Amendments must be approved by two-thirds of the Student Senate before a student body referendum is held.

2.  Upon approval by the Student Senate, a student body referendum is held.

a. The Elections Council shall be responsible for conducting the referendum.

b. The referendum must be held within one month of Student Senate approval.

c. The student body must approve the amendment by majority vote of those participating in the referendum.

3.  If approved by the student body, the amendment takes effect at the beginning of the next semester.

B.  Bylaws:  

Amendments to the bylaws of the SGA require the majority consent of the Student Senate unless otherwise stipulated in the Constitution.

1.  Amendments to the bylaws are brought to the floor of the Senate in the same fashion as bills, with the exception that they are made available one week before they are voted on.

2.  If approved by the Student Senate, the amendment takes effect immediately.

 


 

BYLAWS OF THE STUDENT GOVERNMENT ASSOCIATION

Section I. President and Presidential Cabinet

 

A. Duties and Functions

1. The following officers are members of the Presidential Cabinet. The President and the Student Co-Chair of Community Council are elected by the student body. Cabinet officers are appointed by the President and confirmed by the Senate:

a. President of the SGA

i. The President shall represent the student body at meetings or functions within and outside of the College community. The president shall serve as the chair of the Presidential Cabinet, and ultimately makes all Presidential Cabinet decisions. The president shall be responsible, with the help of the Presidential Cabinet, for setting the agenda for Student Senate meetings. While the president may recommend postponing legislation, the president may not block legislation from coming to the floor of the Student Senate. The president is ultimately responsible for the execution of all SGA action.

b. Student Co-Chair of Community Council

i. The Student Co-Chair of Community Council (SCCOCC) and the Dean of the College serve as co-chairs of the Community Council. The Student Co-Chair of Community Council is a member of the Presidential Cabinet as well as a voting member of the Student Government Association's Senate. SCCOCC appoints the eight other students serving on Community Council in concert with the Director of Membership.

c. Chief of Staff

i. The Chief of Staff is responsible for carrying out and implementing all elements of the President's agenda. The chief of staff supervises the cabinet officers and serves as chief parliamentarian of the Senate. The chief of staff is responsible for the planning of Faculty / Staff Appreciation Week, as well as other miscellaneous tasks.

d. Treasurer

i. The Treasurer shall serve as the liaison between the President, the Senate, and the Finance Committee. The Treasurer shall have had prior experience on the Finance Committee and shall serve as a non-voting member of said committee. The Treasurer maintains the SGA budget. The Treasurer shall present the mid-year report and the annual budget to the SGA Senate. The Treasurer, along with the Finance Committee Chair, shall be responsible for decisions on new membership applications, subject to the approval of the Director of Membership and Elections. The Treasurer shall also serve as the chair of the Comprehensive Fee Committee.

e. Director of Membership and Elections

i. The Director of Membership is charged with ensuring that all members of the SGA (cabinet officials, committee members, and members of the Senate) fulfill their obligations as stated in the Constitution. The director of membership serves as chair of the Elections Council and is personally responsible for conducting all SGA elections. The director of membership, in concert with the relevant committee chairs and cabinet officers, approves all SGA committee members.

f. Director of Student Organizations / Constitution Committee Chair

i. The Director of Student Organizations is responsible for chairing the Constitution Committee.  The Constitution Committee ratifies all constitutions of student organizations before they can be formally recognized and receive funding.  In addition, the director of student organizations is responsible for coordinating the Spring Student Leadership Awards.  This position is also responsible for the Collegiate Link Program. The Constitution Committee Chair may also serve as a non-voting member of the Finance Committee.

g. Press Secretary

i. The press secretary shall be responsible for recording the minutes and taking attendance at all Student Senate and Presidential Cabinet meetings. The press secretary shall serve as the primary liaison between the SGA and The Middlebury Campus and other media outlets on and off campus. The press secretary shall be responsible for the upkeep of the SGA office and the organization of the SGA files.

 h. Director of Publicity

i. The Director of Publicity is responsible for SGA publicity and shall serve as the chair of the Publicity Committee. The director of student engagement shall be responsible for executing all visibility campaigns for SGA initiatives, updating college bulletin boards used by the SGA, and managing all social media channels operated by the SGA.

i. Director of Academic Affairs

i. The Director of Academic Affairs will chair the Student Educational Affairs Committee, serve as a liaison between the SGA and the Office of the Dean of Faculty, and be responsible for the oversight of all SGA activity pertaining to academic affairs.

j.  Director of Institutional Affairs

i. The Director of Institutional Affairs works with various College offices to facilitate infrastructural and programmatic improvements. This position is also responsible to the Collegiate Newspaper Program.

k.   Director of Environmental Affairs

i. The Director of Environmental Affairs will chair the Environmental Affairs Committee, serve as a voting member of Environmental Council (or select a proxy to do so), act as a liaison between the SGA and the Environmental Council as well as a liaison between the SGA and numerous environmental groups in matters pertaining to environmental initiatives, and will be responsible for the oversight of all SGA activity pertaining to environmental matters.

l. Director of Institutional Diversity

i. The Director of Institutional Diversity chairs the Institutional Diversity Committee. The Committee considers and discusses matters related to diversity within the student community, and makes proposals to the administration and trustees.

m. Director of Technology

i. The Director of Technology will coordinate the SGA website and other electronic media.

n. Director of External Affairs

i. The Director of External Affairs shall serve as the liaison between students, parents, alumni, and the SGA. The Director of External Affairs shall ensure consistent communication with student governments at other institutions and research initiatives and concepts of these other student governments. In addition, he or she shall serve as a liaison between the SGA and the Town of Middlebury, Addison County, the State of Vermont, and other governmental and non-governmental bodies external to the College.

o. Director of Transportation

i. The Director of Transportation coordinates the break bus program and other SGA transportation initiatives.

p. Director of Student Health and Wellness

i. The Director of Student Health and Wellness will serve as a liaison between the SGA and the Student Wellness Leaders as well as a liaison between the SGA and the Office of Health and Wellness. The Director of Student Health and Wellness shall be responsible for the oversight of all SGA activity pertaining to the physical and mental health and well being of the student body.

 

Section II. Standing Committees of the SGA and of the College
               

A. Standing committees of the SGA Senate

1. Appeals Committee

a. The Appeals Committee hears all appeals from the Finance or Constitution Committees, as stipulated by Section IV of the bylaws.

2. Impeachment Committee

a. The committee examines petitions sent to it and recommends to the SGA whether or not a member should be removed from office, as stipulated by Section V of the bylaws.

3. Student Liaison to the SGA on Endowment Affairs Selection Committee

a. Committee

i. The committee examines applications for the position of Student Liaison to the SGA on Endowment Affairs (SLSEA) and recommends one student’s application to the SGA for ratification.

ii. The committee will consist of the SGA President, the Director of Membership, and no fewer than three SGA Senators.

iii. The Director of Membership will send the Student Liaison to the SGA on Endowment Affairs application form to the student body no later than Week 8 of the Spring Semester.

iv. Students will be given one week to complete the application and send it to the Director of Membership.

v. The Selection Committee shall read through applications and recommend a candidate to the SGA Senate no later than one week before the Spring Trustee Meetings, to be ratified by the Senate.

b. Student Liaison to the SGA on Endowment Affairs

i. The Student Liaison to the SGA on Endowment Affairs (SLSEA) shall be the official student body liaison to the Board of Trustees Investment Committee, and shall attend all three Investment Committee meetings during the academic year.

ii. The SLSEA shall report to the SGA Senate at the request of any member of the Senate, while abiding by all relevant confidentiality measures.

B. Standing committees led by SGA Cabinet members or the President

1. Finance Committee

a. Description

i. The SGA Finance Committee, a standing committee of the Middlebury College Student Government Association, is responsible for serving the financial needs of recognized student organizations and the needs of the SGA in its management of the Student Activities Fee.

b. Responsibilities

i. The SGA Finance Committee allocates the Student Activities Fee as a primary funding source for student organizations, according to its internal procedures.

ii. The Committee uses its expertise in an advisory role to student organizations and initiatives, providing guidance and information to students.

iii. The Committee offers outreach programs, constituting meetings and information sessions, in an effort to orient new leaders and interested parties with the funding process and create an open and supportive financial environment.

iv. The SGA Senate has fiduciary responsibility for the oversight of the Student Activities Fee and may request funds through the budget process and by requesting additional allocations from the SGA Finance Committee.

v. The Committee serves as a check against irresponsible spending but may not refuse an allocation to the Student Government Association Senate.  SGAFC Guidelines do not apply to Senate allocations.  All College financial regulations do apply.

c. Membership

i. The committee will be comprised of students from all four classes.

ii. All committee members serve for a period of one year.

iii. The Finance Committee Chair shall serve as a non-voting member (except in a tie) of the committee, elected by committee members and can be removed by a vote of non-confidence (two-thirds majority) by the same committee members. The Finance Committee chair reports to the SGA Treasurer. The SGAFC Chair manages day-to-day operations of the committee, scheduling and money requests. The SGAFC Chair shall keep a record of all SGAFC decisions, minutes, and financial statements. The SGAFC Chair shall, in concert with the SGA Treasurer, prepare the mid-year report and the annual budget.

 d. Meetings

i. The SGAFC meets weekly.

 e. Regulations

i. SGAFC Guidelines are published online annually.

ii. The SGAFC shall publish the budget and new money requests with rationale online.

f. Administrative Regulations

i. The Director of the Office of the Dean of Students or his designee will conduct a formal audit of the SGAFC’s process on a biannual basis.  In addition, ODS may audit SAF accounts at any time.  Should an anomaly be found action may be taken as advised by the College administration.

ii. Submission of mid-year and end of year review

A. The SGA Finance Committee is required by Middlebury College to produce a mid-year report of its activities detailing the allocations and expenditures for each student organization.  

B. A completed document must be submitted to the Assistant Director of Campus Activities no later than the last day of classes in January Term.  The report will be reviewed for accuracy and approved by ODS.  A failure to submit this report will result in all student organization budgets being frozen until the report is submitted.

C. The mid-year reports shall be made available for Senate review as early as possible, but no later than one week before they are voted on.

D. The SGA Treasurer and the SGAFC Chair shall consult the Senate on broad-based budgetary issues when the mid-year report is presented.

E. The budget shall be made available for Senate review as early as possible, but no later than one week before they are voted on.

F. The SGAFC shall prepare bi-weekly reports to the Senate detailing new money requests granted along with rationales and new money requests to be reviewed. These reports shall be made available to the Senate prior to its weekly meeting.

2. Comprehensive Fee Committee

a. Description and responsibilities

i. The Comprehensive Fee Committee examines yearly operating costs and recommends the comprehensive fee for the following year.

b. Membership

i. The treasurer of the SGA shall be the chair of the Comprehensive Fee Committee.

3.  Constitution Committee

a. Description and responsibilities

i. The SGA Constitution Committee, a standing committee of the Middlebury College Student Government Association, is responsible for overseeing the recognition process for new and existing student organizations.

ii. The Committee also uses its expertise in an advisory role to student organizations and initiatives, providing guidance and information to students.

iii. The Committee offers outreach programs, constituting meetings and information sessions, in an effort to orient new leaders and interested parties with the funding process and create an open and supportive financial environment.

b. Membership

i. The SGA Constitution Committee is an appointed committee of the SGA. The members of the SGACC are selected through an open application process, announced to the student body each semester.

ii. The committee is comprised of students from all four classes.

iii. All committee members serve for a period of one year.

iv. Committee members are ratified by the SGA Senate at the first Senate meeting of each semester.

vi. The SGAFC Chair serves as both a non-voting member of the committee and the Director of Student Organizations of the SGA.

c. Meetings

i. The SGA Constitution Committee meets weekly.

d. Regulations

i. Procedure for Starting a New Student Organization

A. Student Organizations can be started at any time between October and April. Procedures may be found online on the Student Activities website.

ii. Club Review

  1. All student organizations will be reviewed after three years, on a rotating basis. Student organizations will be notified that they are up for review on or by October 1.
  2. The SGA Director of Student Organizations shall direct leaders of each student organization being reviewed to submit responses to a questionnaire by the end of the Thanksgiving Recess.
  3. Student Activities and the Director of Student Organizations shall determine the content of the questionnaire on an annual basis. The questionnaire will also require the submission of a constitution, to be revised, amended and ratified by the current membership.
  4. The Constitution Committee shall approve of all submissions.
  5. During Winter Term, no applications for new student organizations will be accepted.
  6. During Winter Term, the Constitution Committee will review organization submissions and schedule in-person meetings with those organizations whose responses are unsatisfactory.
  7. At the end of Winter Term, the Constitution Committee has the right to inactivate any organization whose questionnaires and in-person meetings were unsatisfactory.
  8. If no leadership is available, the club will be classified as inactive. Organizations who fail to submit the required information will have their spring budgets frozen and can be inactivated at the discretion of the Director of Student Organizations.
  9. The Director of Student Orgs shall submit an end-of-year report to the Senate detailing which new orgs were approved and which were inactivated that year.

iii. Student Activities Fee Increases

A. The Student Activities Fee will increase by CPI upon discussion on the Senate floor. The Senate may veto the CPI increase through a vote on the Senate floor with a simple majority.

B. The Student Activities Fee may increase by as much as CPI + 1 each year upon discussion and vote on the Senate floor with a simple majority.

C. The Finance Committee will make a non-binding recommendation to the Senate on this issue as part of the Mid-Year Report.

D. The Senate must discuss the Student Activities Fee annually during the Senate meeting directly after the Mid-Year Report from the Finance Committee.

E. The Finance Committee will present its recommendation on the Student Activities Fee increase to the Senate.

F. The next year’s Student Activities Fee will be based on the previous year’s CPI.

G. The Student Government Association will round down the recommended Student Activities Fee increase to the nearest whole dollar.

H. Under an extreme or emergency circumstance, the Student Government Association retains the right to request an increase of the Student Activities Fee greater than CPI +1. The Senate will vote on a recommendation in this circumstance.

4. Institutional Diversity Committee

a. Description and Responsibilities

i. Members will consider and discuss matters related to diversity issues within the student community. The committee will also make proposals to the administration and trustees.

b. Membership

i. The Director of Institutional Diversity shall chair the committee.

ii. The Director of Institutional Diversity and the Director of Membership shall jointly appoint members of the committee.

5. Election Council

a. Description and responsibilities

i. This council is responsible for the oversight of the election process, as stipulated in Section III of the bylaws.

b. Membership

i. The Director of Membership shall chair the Council.

ii. Membership of the Elections Council is stipulated in Section III of the Bylaws.

6. Student-Alumni Relations Committee

a. Description and responsibilities

i. The Student-Alumni Relations Committee shall assist the Director of Alumni Relations in serving as a liaison between the SGA and Middlebury alumni.

b. Membership

i. The Director of Alumni Relations shall chair the committee.

ii. The Director of Alumni Relations and the Director of Membership shall jointly appoint members of the committee.

7. Publicity Committee

a. Description and responsibilities

i. This committee shall publicize all SGA activity, and be responsible for keeping all records of the SGA.

b. Membership

i. The Director of Publicity shall chair the committee.

ii. The Director of Publicity and the Director of Membership shall jointly appoint members of the committee.

8. Student Educational Affairs Committee

a. Description and responsibilities

i. This committee shall have oversight of all SGA activity pertaining to academic affairs.

ii. This committee shall serve as a liaison to the Dean of Faculty and the Educational Affairs Committee.

b. Membership

i. The Director of Academic Affairs shall chair the committee.

ii. The Director of Academic Affairs and the Director of Membership shall jointly appoint the four members of the committee.

c. Relationship with EAC

i. The Student EAC shall invite one faculty member of the EAC to serve in an advisory capacity.

ii. The EAC will meet with the Student EAC at least once a month to discuss matters of general educational policy.

iii. The EAC will consult with the Student EAC prior to presenting proposals that require approval of the full faculty, such as proposals for new majors and programs, changes in degree requirements and the College academic calendar, and other matters of general educational policy.

iv. The Student EAC may initiate proposals for consideration by the EAC. The members of the Student EAC are permitted to attend monthly faculty meetings, with the right to speak during consideration of curricular measures presented by the Educational Affairs Committee.

9. Environmental Affairs Committee

a. Description and responsibilities

i. The SGA Environmental Affairs Committee shall be charged with oversight of all SGA activity pertaining to environmental initiatives.

b. Membership

i. The Director of Environmental Affairs shall chair the committee.

ii. The Director of Environmental Affairs and the Director of Membership shall jointly appoint members of the committee.

10. Institutional Affairs Committee

a. Description and responsibilities

i. The Institutional Affairs Committee shall serve as the President’s Liaison to various elements of the College administration, including dining, facilities, etc.

b. Membership

i. The Director of Institutional Affairs shall chair the committee.

ii. The Director of Institutional Affairs and the Director of Membership shall jointly appoint members of the committee.

11. Technology/LIS Committee

a. Description and responsibilities

i. The Technology/LIS Committee shall serve as the liaison between the Student Body and the Library and Information Services staff.

b. Membership

i. The Director of Technology, or his designee, shall chair the committee.

ii. The Director of Technology and the Director of Membership shall jointly appoint members of the committee.

iii. The committee shall include at least two members of the Senate.

12. External Affairs Committee

a. Description and responsibilities

i. The External Affairs Committee shall serve as the liaison between the student government and the town of Middlebury, other colleges and universities, and other organizations interested in making partnerships with the college.

b. Membership

i. The Director of External Affairs shall chair the committee.

ii. The Director of External Affairs and the Director of Membership shall jointly appoint members of the committee.

13. Athletic Affairs Committee

a. Description and responsibilities

i. The Athletic Affairs Committee shall work to foster cooperation between Middlebury athletics and the SGA, including increasing school spirit.

b. Membership

i. The Director of Athletic Affairs shall chair the committee.

ii. The Director of Athletic Affairs and the Director of Membership shall jointly appoint members of the committee.

14. First Year Committee       

a. This committee promotes community in the first year class, provides a vehicle for addressing first year student concerns, assists in the promotion of campus resources and works with event planning bodies, commons staff, and residential life staff in enhancing inclusive social and cultural experiences on campus

15. SGA Awards Committee

a. Description and responsibilities

i. The Awards Committee will be charged with determining the recipients of the Marjorie Lamberti Faculty Appreciation Award and the Rodney and Beverly DeGray Staff Appreciation Award. The Committee will be charged with planning the awards ceremony under the direction of the Chief of Staff.

b. Membership

i. The President shall chair the committee.

ii. The Chief of Staff and the Director of Membership shall jointly appoint members of the committee.

C. Standing Committees of the College with Student Government Association Representation

1. Community Council

a. Description and responsibilities

i. The College handbook provides the description and responsibilities of Community Council.

b. Membership

i. The membership and appointment process for the Community Council is detailed in the College Handbook.

ii. For SGA appointments, the Student Co-Chair of Community Council and the Director of Membership shall jointly appoint members.

2. Environmental Council

a. Description and responsibilities

i. The College handbook provides the description and responsibilities of Environmental Council.

b. Membership

i. The membership and appointment process for the Environmental Council is detailed in the College Handbook.

ii. The Director of Environmental Affairs, or a proxy of his or her choosing, shall serve as a voting member of Environmental Council.

3. Committee on Art in Public Places at Middlebury College (CAPP)

a. Description and responsibilities

i. The College handbook provides the description and responsibilities of CAPP.

b. Membership

i. The membership and appointment process for CAPP is detailed in the College Handbook.

ii. For SGA appointments, the President and the Director of Membership shall jointly appoint members.

 

Section III. SGA Election Procedures

 

A.Elections Council

1. Purpose of the Elections Council

a. The Elections Council shall administer the elections and nominations of Commons representatives, class representatives, the President and the SCOCC. The Elections Council shall administer the procedures of all referenda. The Elections Council shall also be responsible for certifying the results of all elections and referenda.

2. Structure and Membership of the Elections Council

a. The Council shall consist of the Director of Membership and four other members appointed by the President and subject to the approval of the Senate. Two of these members shall be sitting Senators and two of these members shall be neither Senators nor members of the Presidential Cabinet.
b. No member of the Elections Council may be a candidate for office.
c. The Director of Membership shall chair the Elections Council, unless the director of membership is a candidate. In this event, the President shall appoint another member of the Presidential Cabinet to chair this committee and the Director of Membership will abdicate his or her election responsibilities to the appointee.
d. The Elections Council shall be appointed by the end of the first week of the academic year and publicly announced before the beginning of the first election cycle.
e. In the event that a candidate objects to the participation of any member of the elections council based on a conflict of interest or other relevant circumstances, the Court shall conduct a hearing in order to decide whether the elections council member should be removed.
f. Complaints filed accordingly must be filed at least 4 days prior to the opening of the polls. When a proper complaint has been filed, the Court hearing shall take place as soon as is reasonably possible, at no later than 2 days prior to the opening of polls.

 

B. Eligibility of Voters and Candidates

1. Eligibility of voters

a. For President of SGA and Student Chair of Community Council (SCOCC), all current and enrolled students, including students abroad and graduating seniors.

b. For commons senators, all current and enrolled students, including students abroad and graduating seniors, who are members of the relevant commons.

c. For class senators, all current and enrolled students, including students abroad, who have the academic standing of the relevant class, not including Febs.

d. For the Feb senator, all current and enrolled Febs, including Febs abroad, who have academic standing in a Feb class.

 

 2. Eligibility of candidates

a. For President and SCOCC, all current and enrolled students, including students abroad.

b. For commons senators, all current and enrolled students, including students abroad, who are members of the relevant commons.

c. For first-year, sophomore, and senior senators, all current and enrolled students, including students abroad, who have the academic standing in the relevant class, not including Febs

d. For the Feb senator, all current and enrolled Febs, including Febs abroad, who have academic standing in a Feb class.

e. For the Junior senators, all current and enrolled students who have academic standing in the Junior class, including those students that will be abroad. Students shall run and hold office on a semester basis. Two students will be elected to serve for Fall/J-Term and two for Spring. Students may run for either semester or both. Students with plans to go abroad for the entire academic year will not be eligible to run for election.


C. Elections Procedures

1. The Chair of the Elections Council, with the support of the Elections Council, will carry out the following duties prior to the elections:

a. During week 8 of the Spring Semester, notification of the upcoming election cycle and details regarding election procedures shall be sent to the entire student body via email.
b. During week 9 of the Spring Semester, an informational and mandatory meeting for all potential candidates shall be held where candidate petitions will be distributed. After the meeting, the campaign period will officially begin.
c. After the first meeting, candidates will be given one week to collect petitions as follows:

i. Candidates for Commons Senator must submit a petition of 25 signatures. All signatories must be members of the same Commons as the candidate.

ii. Candidates for Class Senator must submit a petition of 50 signatures. All signatories must be members of the same Class as the candidate and does not include Febs.

iii. Candidates for President shall be responsible for submitting a petition of 200 signatures. All signatories must be members of the Middlebury Student Body.

iv. Each candidate for SCOCC shall be responsible for submitting a petition of 100 signatures. All signatories must be members of the Middlebury Student Body.

d. During week 10 of the Spring Semester, a second informational and mandatory meeting will be held for all potential candidates where petitions will be submitted to the Director of Membership. By the time the meeting has commenced, statements of intent must be submitted to the Director of Membership via email. These statements must be 100-400 words in length.
e. The petitions of all candidates must be ratified by the Senate.
f.  Three days prior to elections, email submitted statements of intent to the student body, or to the relevant electorate, and explain online voting procedures.
g. Host and publicize at least one candidate debate, during the week of elections but prior to the voting period, for candidates for President of SGA and SCOCC. The Director of Elections shall designate a moderator for the debate.
h. Coordinate with the technical director to post statements of intent to SGA’s website.
i. Hold voting for a twenty-four hour period (during Week 11 of the Spring Semester, on a week day) online, in concert with LIS. The Elections Council reserves the authority to extend the voting period in the case of technical difficulties.

j. If, after the meeting described in Section III, C, 1, b is held, only one or two full-year candidates (for Commons Senator/President/SCOCC and Class Senator positions, respectively) has expressed interest in a given position, the President of the SGA, in conjunction with the Director of Membership and Elections Council, will send an e-mail to all constituencies for which only one or two full-year candidates (for Commons Senator/President/SCOCC and Class Senator positions, respectively) has expressed interest in running, informing those constituencies of the uncontested nature of the upcoming election. This e-mail shall include a provocative but appropriate title to ensure maximum readership. The e-mail will not name the student(s) or by name or by sex/gender. It will offer students an additional 48 hours to meet with the Director of Membership to receive the paperwork needed to be candidates in the upcoming election. The e-mail will state the importance of competition in elections and the powers of the SGA to affect campus policy and student life. The deadline for submitting petitions and letters of intent will not be extended for any candidate who takes advantage of this opportunity.

 

D. Campaign Rules

1. The Chair of the Elections Council, with the support of the Elections Council, and all relevant authorities will enforce the following rules:

a. Candidates may only campaign during the official campaign period, which will begin immediately after the first meeting of potential candidates, and which will end at the close of the voting period.
b. Campaigning is defined as soliciting votes or support verbally, in written form, in graphic form, or on the internet.
c. During the voting period, no student member may provide an internet enabled device to any student for the purpose of voting, nor shall they willfully observe any student voting.
d. Candidates for the presidency and SCOCC may spend no more than $200 per ticket on any campaign activity. This shall be comprised of $200 from the student activities fee.
e. Candidates for commons or class senator may spend no more than $50 per ticket on any campaign activity, not to come from the student activities fee.
f. All candidates must turn in campaign receipts by the close of voting for the results to be ratified and elected members to be seated
g. From one week prior to the elections until the end of the voting period, the use of pre-permissioned email lists (all-students, all-class, all-commons) is embargoed. However, such emails may be sent if their text is previewed and cleared by the Press Secretary and the Elections Council Chair.
h. Challenges to campaign elections violations should be submitted to the Elections Council. Challenges can be submitted directly to the Elections Council or via a student’s Senator. Upon review of the challenge, the Director of Membership shall have the power to call a special meeting of the Student Senate. During this meeting, the Elections Council will make a recommendation to the Student Senate regarding the eligibility of the involved candidate. The Student Senate, by a two-thirds vote, may then nullify said candidacy.

E. Voting Procedures

1. The Chair of the Elections Council, with the support of the Elections Council, will carry out elections according to the following procedures:

a. Elections featuring more than two candidates should be conducted using a ranked ballot for the purposes of conducting an instant run-off election. In the case that no candidate receives a majority of #1 votes, the votes of those who selected the bottom candidate should be distributed according to those voters’ #2 preferences. This process should be repeated until one candidate receives a majority.
b. For elections with two open seats, the first and second highest vote-getters from the instant runoff process will be declared the winners.
c. At the opening of polls, send an email to the student body detailing election procedures, and directing voters to the statements of intent on the SGA website.
d. At the close of polls, the Chair of the Elections Council is responsible for disseminating vote totals and the winner(s) to all candidates and the Campus as soon as possible but within six hours.
e. Emails with the same content will be sent to relevant student constituencies as soon as possible but no later than twelve hours after the closing of the polls. If the results are inconclusive by these deadlines, the Chair of the Elections Council will inform the candidates, the Campus, relevant student constituencies as to the reason of the delay. The Chair of the Elections Council will also post results to the SGA website before the beginning of the next SGA meeting.
f. Candidates for President or SCOCC shall be permitted to simultaneously be a candidate for one Class, Commons, or Feb senate seat. In the event that the candidate wins the election for President or SCOCC, they are disqualified from the Senate election and any votes they received in the Senate election should be redistributed in accordance with the instant runoff process.

 

F. Special circumstances

1. Vacancies

 a. No candidate

i. If there is no candidate for a Senate seat, the sitting President (with the advice and consent of the Senate) will appoint a student as senator until a special election can be held, at the discretion of the Director of Elections. The appointee is eligible to run in this election. The appointee must be eligible for the particular seat to which he is named.

ii. If there is no candidate for President or SCOCC, the Director of Membership shall extend the petition deadline by five days.

iii. If there is no candidate for President after the five day extension, the Director of Membership, the most senior member of the Student Government Court who will still be a student in the fall shall serve as interim President, until a fall special election.

iv. If there is still no candidate for SCOCC after the five day extension, the President shall serve as interim SCOCC, until a fall special election.

 b. Resignation, impeachment, or removal

i. If a Senator resigns, or is removed from office via impeachment or automatic removal, the Elections Council shall set a date for a special election. However, if less than six weeks remain the in the school year, the President shall appoint a student to serve in the vacant seat.

ii. If the President or SCOCC resigns, or is removed from office via impeachment or automatic removal, the Elections Council will carry out a special election.

2. Fall Elections for First Years, Spring Elections for Febs, and Vacant Seats

a. At the beginning of the fall semester, freshman senate seats and other vacant seats should be elected following the same procedures as standard elections, and also the following:

i. The informational email will be sent out to all relevant students on the first day of classes.
ii. The informational and mandatory meeting will be held one week after.
iii. The elections will be held one week after that.

b. At the beginning of the spring semester, Feb senate seats and other vacant seats should be elected following the same procedures as standard elections, and also the following:

i. The informational email will be sent out to all relevant students on the first day of classes.
ii. The informational and mandatory meeting will be held one week after.
iii. The elections will be held one week after that.

 

3. Public Computerized Voting Station Guidelines (Sullivan Amendment of 2002)

a. In the event that the SGA Elections Council decides to set up public computerized voting stations to increase voter turnout in an election, the following campaign practices are the only practices permitted with regards to these stations for all candidates in all elections each year.
b. Setting up and maintaining public computerized voting stations solely for the purpose of voting with the intention to increase voter turnout.
c. It is solely up to the discretion of the Elections Council to offer voting stations. The Elections Council is the only body that possesses jurisdiction over whether or not there will be public computerized voting stations provided in a particular election.
d. Such stations must not be manned by or overseen by any individuals aside from the Elections Council members or their designees in order to maintain neutrality. The elections council may determine the distance from each voting station at which campaigning can occur.
e. The Elections Council must notify all candidates of the location(s) of the voting station(s) at least 24 hours before voting begins.
f. Such stations may be in public places during voting hours.
g. Such stations must not be structured as to force or coerce in any way voters to either vote or to vote for a particular candidate.
h. Such stations must be structured to guarantee the privacy of voter choice.

 

Section IV. The Appeals Committee Process (Constitution and Finance)

A. Grounds for Appeal

A student or organization will not be granted appeal until they have exhausted communication between themselves and the Finance or Constitution Committee.

a.  Finance Committee

i. Appeals for the SGA Finance Committee will be granted for at least one of the following reasons:

A. The decision is contrary to Finance Committee guidelines.
B. The Finance Committee acts with derision, personally or collectively, toward the complaining party.

b.     Constitution Committee

i. Appeals for the SGA Constitution Committee can be granted for at least one of the following reasons:

A. The decision is contrary to Constitution Committee guidelines
B. The Constitution Committee acts with derision, personally or collectively, toward the complaining party.

 

B. Appeals Process

1. The following procedures must be followed when appeals are filed.

a. A student organization that is dissatisfied with decisions made by the SGA Finance or Constitution Committee has the right to appeal to the president of the SGA within 5 class days of receipt of the original decision.
b. Immediately following receipt of a written appeal, a written statement from the responding party (either the Finance or Constitution Committee) will be requested by the SGA president and should be received no later than two class days following the receipt of the original appeal.
c. The appeal reviewers shall make a recommendation to the full committee on the appropriate course of action. 4/5 members of the Court must agree on the course of action; otherwise the matter will be automatically referred to the Student Government Court. Committee members may choose among the following options:

i.     Refer the matter to the Appeals Committee in its entirety.
ii. Refer the matter to the Student Government Court.
iii.   Deny the appeal on stipulated grounds.

d. If the matter is granted appeal to the Appeals Committee by the appeal reviewers, the written grievance will be forwarded to the party(s) involved. This written grievance will include the date, time, and location of the hearing, which will occur no sooner than five class days and no later than 15 class days following the formal filing of complaint. The parties involved may reschedule the hearing only one time.
e. If the matter is granted appeal to the Student Government Court, the Appeals Committee abdicates jurisdiction over the matter, and the Court shall follow its own procedures.
f. If a party is unsatisfied with the decision of the Appeals Committee, they may appeal to the Student Government Court for a final decision.

 

Section V. Impeachment

 

A. Impeachment Committee

1. Purpose:

a. The Impeachment Committee shall examine any petition given to it and recommend to the Student Senate whether the member should be removed from office.

2. Structure

a. The Impeachment Committee consists of three student senators, as stipulated in Section IX of the Constitution.

3. Procedures

a. The Impeachment Committee shall meet when it receives a petition for removal of a cabinet member or senator and, based on a hearing, make a determination on whether the charges merit impeachment procedures.
b. Only the Chair of the Impeachment Committee has the power to call for an impeachment hearing in the Student Senate.
c. If a Senate hearing is called, the hearing must occur at the next Student Senate meeting. If needed, the Impeachment Committee may call for an emergency meeting of the Student Senate.

 

B. Hearings

1. Impeachment Committee Hearings

a. The chair of the Impeachment Committee presides over this hearing.
b. The petitioner or his designee shall present his case to the Committee.
c. The accused or his designee has the opportunity to present a rebuttal to the petitioner's charges.
d. Members of the Committee may question petitioners and accused.
e. The Committee will vote on whether to refer the matter to the Senate for impeachment procedures.
f. If the Committee does not refer the matter to the Senate, the petitioner may appeal the matter to the Student Government Court. In impeachment proceedings, the Court only has the power to refer a matter to the Senate for final consideration.

2. Senate Hearings

a. The Student Government Court should make a recommendation based on its interpretation of the Constitution and bylaws prior to the Senate impeachment hearing. This recommendation is not binding.
b. The petitioner or his designee shall present his case to the Student Senate.
c. The accused or his designee has the opportunity to present a rebuttal to the petitioner's charges.
d. The Student Senate and the Presidential Cabinet have the opportunity to pose questions to the chair of the Impeachment Committee.
e. Once concluded, the student senators shall vote by secret ballot for removal from office. Removal requires a two-thirds vote.

 

Section VI. Faculty and Staff Appreciation Awards Dedication


A. Awards Committee

1. The President will appoint four students and him or herself to the SGA Awards Committee.

2. The students will be juniors and seniors and drawn from a variety of academic disciplines.

3. The Dean of the Faculty may attend committee deliberations.

4. The Awards Committee will determine recipients of the Marjorie Lamberti Faculty Appreciation Award and the Rodney and Beverly DeGray Staff Appreciation Award.

 

B. Faculty Appreciation Award

1. Name

a. The SGA Faculty Appreciation Award will henceforth be named the "Marjorie Lamberti Faculty Appreciation Award" in recognition of her service and dedication to the Middlebury College community.  The award is coordinated with the Dean of the Faculty.

2. Nomination and Selection Process

a. Nominations for this award will come from current students
b. The Dean of the Faculty will facilitate the process by sending an email to all students, requesting, on behalf of the SGA, nominations of faculty members for this award
c. Nominations must be made by email or letter to the Dean of the Faculty, including the following information:

i. Name of the student making the nomination
ii. Name of the faculty member
iii. Statement about why the instructor deserves the award

d. The nominations are then turned over the Awards Committee
e. Once a selection is made, the SGA president will announce to the College community the recipient of the award at a special presentation event in April and will give the recipient a framed citation and a check.

i. The SGA will assist in the arrangements for a reception. The SGA is responsible for funding the reception with funds from the SGA Operating budget.  $500 is allocated annually.
ii. Funds for this award are paid from a special fund arranged by the Dean of the Faculty.
iii. Nominated professors who have not been selected to receive the award should be notified of their nomination and invited to attend the presentation event.

 

C. Staff Appreciation Award

1. Name

a. The SGA Staff Appreciation Award will henceforth be named the "Rodney and Beverly DeGray Staff Appreciation Award" in recognition of their service and dedication to the Middlebury College community.

2. Nomination and Selection Process

a. Nominations for this award will come from current students
b. In April, SGA President will facilitate the process by sending an email to all students, requesting nominations of faculty members for this award.
c. Nominations must be made by email or letter to the SGA President, including the following information:

i. Name of the student making the nomination
ii. Name of the staff member
iii. Statement about why the staff member deserves the award

d. The nominations are then turned over to the Awards Committee
e. Once a selection is made, the SGA president will announce to the College community the recipient of the award at a special presentation event in April and will give the recipient a framed citation and a check.

i. The SGA will assist in the arrangements for a reception. The SGA is responsible for funding the reception with funds from the SGA Operating budget.  $500 is allocated annually.
ii. Nominated staff members who have not been selected to receive the award should be notified of their nomination and invited to attend the presentation event.

Section VII: Communication with Constituents

A. Office Hours

1. Class Senators

a. Each Class Senator shall reserve at least one hour of his or her time each week to meet with constituents and discuss their concerns. These “office hours” shall take place in a public forum. Class Senators shall inform their constituency, as well as the SGA President, of the precise time and location of these “office hours” by 5pm on the Friday of the second week of classes.

 2. President and Student Co-Chair of Community Council

a. The SGA President and Student Co-Chair of Community Council shall each reserve at least one hour of their time each week to meet with the student body and discuss their concerns. These “office hours” shall take place in a public forum. The SGA President and Student Co-Chair of Community Council shall each inform the student body of the precise time and location of these “office hours” by 5pm on the Friday of the second week of classes.

Committee on Art in Public Places at Middlebury College (CAPP)

 

CAPP has existed since the fall of 1994, when the president and Board of Trustees entrusted it with the exhibition, purchase, and placement of works of art on the campus, apart from the Middlebury College Museum of Art.

1.  Charge of the Committee

The Committee has been charged with achieving the following goals:

  • Establish a program of exhibition of art in public places to be administered jointly by the Middlebury College Museum of Art and CAPP.
  • Expand the educational mission of the Middlebury College Museum of Art, the Department of History of Art and Architecture, and the Program in Studio Art by providing interesting and challenging work of high quality, accompanied by an interpretive program to make works accessible to the non-specialist.
  • Elicit gifts and loans of works of art that can enhance the aesthetic and educational mission of the arts.
  • Involve a broad representation of the community in choosing, placing, and interpreting art in public places.
  • Designate the Center for the Arts and its grounds as a place for public art, as well as selected sites in other spaces on campus.
  • Provide funding for the purchase, installation, maintenance, and interpretation of works of art in public places.
  • Ensure the security and care of these objects.

 

2.  Mandate and Operating Procedures for CAPP

The College has established a policy of "One Percent for Art;" that is, one percent of the total budget of any renovation or new construction at the College would be earmarked for the purchase, installation, maintenance, and interpretation of works of art in the public places associated with the building being renovated or constructed.

The College will undertake a concerted effort to acquire gifts of works of art, as well as monetary gifts leading to the acquisition, care, and interpretation of works of art in public places.

The College will consider the audience for such works to be the entire College community and will take into account the mission of the institution, which will be reflected in the acquisition, siting, and interpretation process.  Works of art will be acquired for exhibition in public places following the guidelines established by the Middlebury Museum of Art for the acquisition of art for its collection.

Distinctive works of art chosen or created for the public spaces of the campus will represent a broad range of artistic styles and be of sufficiently high quality to merit their inclusion in the College's permanent collection.

All works will be reviewed for site specifications, function of site, primary users of the site, site-specific maintenance and safety questions, and appropriateness of a loan or permanent placement.

Loans of works to be exhibited in public places will be considered, especially as they allow for experimental and challenging works to be shown.

The College will be fiscally responsible in accepting works for loan exhibition, reviewing financial and legal obligations regarding the acquisition of works of art, including covering artist fees, travel costs, transportation of work, site preparation, signage, potential repair and restoration costs, insurance and security costs, and costs for an educational program designed around the work and for publicity to introduce the work to the community. A budget for exhibition of works of public art on loan will be established before loans are accepted.

Bearing in mind recent legal discussions about the rights of artists concerning the discussion, alteration, and placement of works of art, the College will take such ethical considerations into account when choosing and negotiating for works of art to be displayed in public places.

CAPP will have the right to deaccession works guided by the same standards used by the Collections Committee of the Museum.

3.  Policy for the temporary exhibition of works of art on the Middlebury campus

CAPP does not presume any authority over works of art, photographs, etc., that faculty and staff place on view in their offices, that departments choose to install in their offices and teaching spaces, that students place in their rooms, that Commons choose for their lounges.

CAPP welcomes temporary installations in public spaces organized by departments or individuals. There is no need for CAPP to monitor short exhibits (three weeks or less), but such presentations must always be clearly labeled to indicate their source and the educational purpose that lies behind them.

CAPP, or the on-campus subcommittee of CAPP, which has been authorized to make practical decisions that are too cumbersome to be managed by the Committee as a whole, must approve any work or works to be placed on view for a longer period. (This subcommittee consists of the chair of CAPP, the director and assistant director of the Museum, the director of the Program in Studio Art and the chair of the Department of the History of Art and Architecture.)

When a work or works are approved for temporary exhibition, the length of time it/they will be on view must be clearly indicated and stipulated in writing, indicating the agreement between the installer and the subcommittee. Normally, an academic year would be the longest time for such an exhibition. If the department or individual wishes, a request may be made at the end of the designated period to extend the exhibition, or to acquire the work or works for permanent installation. If CAPP does not approve the extension, the work or works must be removed.

rev. 8/16/13

Environmental Council

1. Purposes

a.
To promote environmental awareness among faculty, staff, and students.

b. To make policy recommendations to the president of the College designed to:

i. ensure a safe and healthy environment for all who live and work on the College campus.

ii. promote environmentally sound ecological (air, land, and water) stewardship practices.

iii. promote throughout the College community conservation of resources, energy efficiency, waste reduction and recycling, pollution prevention, increased reliance on renewable resources, and other measures consistent with sustainable living.

iv. further long-range environmental planning by the College.

v. assist the College in carrying out its civic responsibilities in the area of the environment.

c. oversee a biannual College-wide assessment process to ensure strong environmental performance and share the assessment with members of the College community.

d. encourage faculty to provide students opportunities within the framework of academic courses to conduct research on campus and local environmental issues; and to ensure that such research is shared with the Environmental Council and appropriate officials within and outside the College so that it can be used to formulate improved policies and programs.

e. design and coordinate environmental programs on campus as directed by the president.

2. Membership

Members are appointed to the Environmental Council as follows (continuing membership is encouraged):

a. Dean of Environmental Affairs will appoint a chair person or two co-chairs.

b. Director of Sustainability Integration Office will automatically be vice chair and project coordinator.

c. Seven student representatives will be appointed by the Student Government Association, through the appointment process in the fall. If replacements are needed in the spring, this process will be repeated. The Environmental Council will supply the SGA with selection criteria, students will apply to the SGA, and an Environmental Council representative can sit on the interviewing committee without a vote.

d. Three or four staff representatives will be appointed by the Staff Council during the summer. The Environmental Council will supply the Staff Council with selection criteria and recommendations and staff will apply to the Staff Council during the summer.

e. Three or four faculty representatives will be appointed by the Faculty Council acting as Committee on Committees in part of the regular faculty committee appointment process. The Environmental Council will supply the Faculty Council with selection criteria and recommendations.

f.  Members of the town community, or alumni, may be appointed to subcommittees in an advisory capacity on an as-needed basis.

Members are expected to attend Environmental Council meetings on a regular basis and actively participate on one or more subcommittees.  Inactive members will be replaced.

<update 17-Mar-2010; wording modified to reflect revised policy approved by Environmental Council>

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