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 of Appointment (associate status, release from contract)

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.

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.

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.