Collection Policy -- General

Purpose

The Collection Development policy of Middlebury College Library furnishes general written guidelines that relate the Library's collection development efforts to the needs and interests of the Middlebury College community. Because it is the College's chief provider of books, maps, serials, government documents, microforms, bibliographic databases, and other materials, the Library's central purpose is to support first the teaching and learning activities that uphold the curriculum and second the research and service responsibilities of the College.

Middlebury Community Profile

Middlebury College is principally an undergraduate, liberal arts institution of higher learning; its mission is to ensure that student educational experiences in the liberal arts are both broad and deep. The College offers students a curriculum that exhibits wide representation of academic disciplines, and privileges classroom teaching over scholarly research, although it supports both endeavors aggressively.

Selection Responsibilities

The Library has responsibility for developing the collection, with final authority for the selection of materials belonging to the Dean of Library and Information Services. Academic faculty and students are an important source of requests for the purchase of library materials and the Library strongly encourages College community members to participate in this process by filling out our Suggest a Library Purchase form.

Faculty Reimbursement for Library Purchases

On occasion, faculty may have the opportunity to purchase library materials, particularly when traveling abroad. In order to be reimbursed, faculty must get permission from Library Collections before proceeding with these purchases. In general, only items that have been requested through Library Collections, but have proven difficult or impossible to obtain, should be purchased in this manner. Itemized receipts are required by College Accounting for reimbursement.

 

Types of Materials

  • Monographs. For print, hardbound editions usually are purchased for the humanities and paperbound for the sciences and social sciences. The library also acquires electronic books.
  • Journals/Serials. The Library subscribes to journals and newspapers as well as other serials in appropriate subject fields. Duplicate subscriptions are avoided whenever possible. The electronic format is preferred. Requests for new subscriptions and periodical backfiles are reviewed on a case-by-case basis by Library staff.
  • Electronic Resources. The library provides access to a variety of electronic information resources available locally and over the internet. Requests for new purchases or subscriptions are reviewed on a case-by-case basis by Library staff.
  • Dissertations and Theses. Dissertations and theses are treated as specialized research materials and are acquired only to support senior thesis research. Requests must have the support of a faculty member.
  • Textbooks. The library does not add textbooks to the collection, especially textbooks available at the College store that students are expected to purchase for use in a particular course. With the large number of textbooks required by Middlebury courses each semester, any attempt by the library to get a copy of each would quickly consume a significant portion of its materials budget. In very rare cases, textbooks may be acquired if they represent significant contributions to the presentation of a subject or if there is a scarcity of other material in the field.
  • Duplicates. The purchase of multiple copies is discouraged, as the Library is not a direct provider of books required for classes. A later edition of a monograph already in the collection is acquired only when the new or revised material justifies its purchase.
  • Faculty authors. The Library collects books written by, or with contributions by, Middlebury College faculty. We selectively collect works by visiting faculty, instructors at the Bread Loaf School of English, the Language Schools, and the Middlebury Institute of International Studies at Monterey (MIIS). If you have a publication that the College Libraries have accidentally overlooked, please let us know by filling out our Suggest a Library Purchase form.
  • Government Documents. The Library is a depository for United States documents and collects State of Vermont documents. Government documents are housed in the main library and are available to the general public. Read the Government Documents Collection Development Policy for more information.
  • Software. Software usually is not purchased by the Library, but by individual departments and by Academic Computing. Exceptions are made on a case-by-case basis, as when a software package accompanies a book or when a software package supports an academic program but does not qualify for departmental or Academic Computing support.
  • Film/Video/DVD/Blu-Ray. These materials are selected primarily for research or instructional purposes. The library does not rent films, nor does it generally purchase exhibition rights to such material.  The library does purchase some materials for recreational viewing.  The preferred format is DVD.
  • Audio. Musical recordings are purchased to support the teaching, learning, and research missions of the College, as well as to support recreational listening.  Please refer to the Music Collection Policy for more detail.

De-selection and Withdrawal

De-selection is a consultative endeavor between librarians and members of the faculty aimed at enhancing the value, utility and relevance of the holdings. Librarians routinely undertake weeding to allow space for new and needed materials. We understand that in some subject areas, material has historical significance for great lengths of time. The process of de-selecting or canceling journals is done collaboratively by librarians and members of the faculty. Titles no longer relevant to current needs, unused, or appropriately accessible by electronic transmission will be identified as candidates for cancellation.

Gifts

All gift materials accepted by the Library become the property of the College, and the Library reserves the right to determine retention, location and disposition. See the gift policy for further details.

Collection Policy -- Music

Purpose

This policy outlines the written guidelines for the continued growth and maintenance of Middlebury College's music collection and is a supplement to the Middlebury College Library Collection Development Policy. By articulating the collection goals and policies, this document helps to ensure that the music collection supports the needs of the College community. The policy acknowledges the music collection's distinct roles in:

  • Supporting the teaching, learning, and research objectives of the Music Department
  • Providing campus-wide resources for music in cultural context within and across other academic disciplines
  • Supporting productions in related arts departments (especially the Theater and Dance Departments)
  • Providing listening pleasure for the College community

Objectives

  • To acquire all library materials necessary for instructional and research purposes in the teaching of Western art music, jazz, musical theater, traditional, popular and world music at the undergraduate level.
  • To develop a strong reference collection designed to assist individuals in locating materials necessary for their research and information needs and to prepare students who may continue with graduate work in music.
  • To develop a collection of performance materials for all vocal ranges and for each instrument of the orchestra with an emphasis on chamber works, piano music, and musical theater, excluding collections of parts for large ensembles.
  • To develop a music collection in various formats that fulfills human needs for artistic expression and recreation including a representation of popular music (including jazz, blues, "world music," etc.).
  • To acquire music materials that will enhance the study of foreign languages and cultures represented in the Middlebury College curriculum.

Types and formats of materials collected generally

  • Significant books on music aimed at the educated layperson and undergraduates, including biographies, criticism, interviews, and histories of music. 
  • Significant contributions to the music reference literature, including thematic indexes, bibliographies, dictionaries, and encyclopedias. 
  • Periodicals on music history, theory, musical genres, and music performance, preferably in online format. The Serials Review Committee, following the guidelines of the Library collection development policy with regard to periodicals, will review recommendations made by the Music Department faculty and the Library Liaison to the Music Dept. in approving titles for the collection.
  • Study-sized orchestral scores, piano-vocal opera and musical scores, chamber music scores and parts for up to nine players; significant variant editions of standard repertoire; major art song repertoire in all available voice ranges. Urtext editions and other editions reflecting current scholarship are strongly preferred.
  • Sound recordings on compact disc or online of Western art music, jazz, musical theatre and popular music, world music (especially recordings in languages taught by Middlebury), including recordings for recreational use by the College community. Older formats such as LPs, cassettes, and 78s are not collected.
  • Video recordings, principally DVDs or online video streaming (if a viable option), of significant performances, particularly of opera, musicals and other works with a strong visual component; feature films with substantial music content or focusing on key eras, styles, or performers in music history; documentaries of especial significance.
  • For musical works new to the collection, the library will attempt to purchase both scores and recordings; for dramatic or multi-media works, the library will also attempt to purchase video recordings.
  • Locally produced sound recordings of music, theatre, and dance, featuring Middlebury College students, staff, and faculty.
  • Materials on dance as selected by the Library Liaison to the Dance Department.

Types of materials collected selectively

  • Monographic studies of composers' works, theoretical studies, music pedagogy and instruction, discographies, textbooks, workbooks, dissertations and theses, Festschriften, conference proceedings, anthologies of essays by multiple authors, foreign-language periodicals
  • Methods and studies for applied performance pedagogy for all instruments and musical genres taught by the Music Department.
  • Scholarly reference sets (i.e. monuments)
  • Full-size orchestral scores, full (i.e. not piano-vocal) opera and musical scores
  • Scores of solo vocal commercial works; score manuscript facsimiles, rare materials, early editions and numbered editions, fakebooks, popular song folios.
  • Sound recordings of variant performances of important works, reflecting artistically significant performances and a diversity of performance styles; anthologies for music appreciation.
  • Video recordings of documentaries and pedagogical material; concert films (especially classical repertoire)

Types of materials not collected (unless required for specific curricular needs)

  • Abstruse scholarly works intended for specialists.
  • Multiple copies of items (unless required due to high use)
  • Foreign-language dissertations
  • Pamphlets and ephemera
  • Single or discrete issues of periodicals
  • Parts for orchestra, band or jazz band
  • Sheet music
  • Multiple copies of choral works for choral performance
  • Multiple scores for in-class analysis of works
  • Arrangements by other than the original composer in score for other than the original instrument
  • Microforms

De-selection and withdrawal

The library follows the guidelines in the Library Collection Development Policy for de-selection and withdrawal of materials.

Gifts

The Library may accept gifts of music materials that adhere to the guidelines in this policy. All music materials will be accepted with the understanding that the College becomes the owner of the materials and reserves the right to determine the retention, location, and disposition. See the Library Gift Policy for further details.

Middlebury Library Gift Policy

The Middlebury College Libraries accept gifts of books, archives, manuscript collections, and other materials that enhance and enrich its current collections and serve the dynamic needs of students. 

Our collections were built through the generosity of donors and friends. We appreciate the intentions of our donors in considering gifts of materials to the Library. The Library may decline to accept certain gifts, including those which are not within the scope of its collections, that duplicate existing material in the Library's collections, or if their condition would require extensive preservation before they could be added to the collection. Unfortunately, the Library is subject to space, staff, and resource limitations which will impact our ability to accept any and all gifts of materials.

All gifts to the Library are accepted with the understanding that items that do not fall within the scope of the Library may be sent to other libraries in need or sent to Better World Books, providing revenue for the acquisition of new Library materials. 

If an appraisal is required for income tax purposes, arrangements for and costs associated with the appraisal are the sole responsibility of the donor. As a matter of policy, the Library, as an interested party, does not appraise gifts intended for it. Donors are encouraged to discuss their donations and appraisals with their attorneys or tax advisors.


Middlebury Library Gift Agreement Form

Prior to a significant donation, you may be asked to complete the Middlebury Library Gift Agreement Form. This form records the details of your gift for Middlebury's records.

Contact information for gifts to the Library:

Terry Simpkins
802.443.5045
tsimpkin@middlebury.edu


Special, Rare, or Valuable Materials

Donations of rare books or manuscripts, alumni memorabilia, and other significant materials related to Middlebury College history are accepted in consultation with Special Collections & Archives. 

Contact information for gifts to Special Collections & Archives:

Rebekah Irwin
802.443.3028
specialcollections@middlebubury.edu


Monetary Contributions

Middlebury College gratefully accepts monetary contributions directed to the development of its Library collections, including Special Collections & Archives. Please alert us if you are considering establishing a named fund in support of the Library so that we may discuss how we may fulfill your objectives. If you would like to make a donation, please contact Middlebury College Advancement:

Gift Administration
Middlebury College
5 Court Street
Middlebury, VT 05753-6014

You can also give online:
http://go.middlebury.edu/give

Acknowledgement and Receipt

The Library will acknowledge each gift with a letter of receipt, upon request. However, while the receipt will include the number of items donated it will not include an itemized inventory.


Alternative Destinations for Your Gift

If the Middlebury College Libraries decline your gift, here are some suggestions for selling or donating your materials:

  • Your local public library
  • Local used books stores
  • H.O.P.E. (Helping Overcome Poverty's Effects), a not-for-profit located in Middlebury, Vermont.  (This link is to their Facebook page.)
  • Better World Books 
  • For additional ideas, visit the American Library Association’s fact sheet on donating books to needy libraries

Thank you for considering a gift to the Middlebury College Libraries. 

Sharing Music & Videos: Your Responsibilities with Respect to Copyright Law

Many members of the Middlebury community have questions about the sharing of music and movies in digital format over the Internet. These policies and procedures describe how Middlebury College handles alleged copyright violations concerning file sharing. You should understand the risks of certain types file sharing given potential legal action.

Peer-to-Peer Programs (P2P)

Spurred by the widespread use of the Internet, P2P programs make it easy to share music, video, games and other files without regard to the restrictions placed on that material by the copyright owners.

Most commercially produced music, movies, games and software are copyrighted and are not to be freely shared without permission. This is the law.

Protect Yourself: Do it Legally

Members of our community must follow college policies for appropriate use of technology resources under the law as described in the College Handbook. see: Responsible Use of Computing and Network Service and FacilitiesNetwork Policies.

Legitimate means to share and acquire music and videos include services that provide options to buy individual tracks & videos (e.g., iTunes, Amazon); or subscription services (e.g., Napster). Some sites that advertise "free downloads" may not offer legal sharing; others offer content freely in order to promote new albums, videos, or other artistic creativity.

Sources for legal downloading may be found at:
www.educause.edu/legalcontent

RIAA's Music Matters list of legal music sites

File sharing software resident on your computer may make your audio and video files available for uploading over the Internet without your knowledge or permission. For more information on how to remove a file sharing application, please contact the Technology Help Desk at extension 2200.

Copyright Law

Copyright law is complicated and its interpretation can be controversial. Title 17, United States Code governs the making of reproductions and performance (including transmission over the internet) of copyrighted material regardless of the format of that material. Under the law, you are responsible not to violate the rights of copyright holders.

In most situations, permission needs to be obtained from the original copyright holder such as the publisher, author, or performer before a copy can be legally made.

In some situations, portions of works may be made for personal, educational and research use under "fair use" guidelines. see: Copyright and Fair Use Guidelines

The Digital Millennium Copyright Act (DMCA) also spells out protection for copyright holders and actions internet service providers (including Middlebury College) must follow if an alleged copyright infringement takes place (see below).

If you distribute copyrighted music and videos you are putting yourself at risk of facing civil or criminal actions in federal court if you have not acquired appropriate permisisons.

The potential consequences of illegally sharing copyrighted material over the Internet are serious and costly.

The Digital Millennium Copyright Act (DMCA) specifies procedures that Middlebury College must follow when notified that an individual using our network is violating copyright laws. If the copyright holder contacts Middlebury about a violation, if we are able to trace the network address for the alleged time of violation, we notify the user of that network address, and require removal of the offending material from the computer. For repeated notifications, we block network access from the identified network address.

 

The Recording Industry Association of America (RIAA) is known to send pre-litigation settlement letters to internet service providers (including hundreds of colleges and universities across the U.S.) to forward to College students, suggesting payment of hundreds of dollars per song allegedly acquired illegally via the internet, instead of facing a possible lawsuit. If Middlebury College receives such letters, LIS will attempt to forward them to the right users. The settlement letters contain an internet address of a computer (such as 140.233.203.92) identified by the RIAA that downloads or uploads copyrighted music files.

If the College receives a notice to subpoena the names of people who are sharing music over the internet, LIS will immediately contact College legal counsel for advice on how to proceed. We may be required to provide the name of the alleged violator who is using our network. These subpoenas can lead to lawsuits, substantial financial penalties and perhaps jail time. Typically, if copyright infringement claims are settled out-of-court, the costs can be several thousand dollars per song, totaling tens of thousands of dollars per lawsuit.

If a copyright holder files suit, the individual has the right to claim that the material is not protected by copyright and then a legal process begins between the individual and the copyright owner. If you receive a pre-litigation settlement letter or a subpoena, immediately contact your own legal counsel.

Learn more!

The recording industry perspective: RIAA

Concerned about public policy, the law and your rights? Visit the Electronic Music Foundation.

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.

Research Policies

Research involving animals must be approved in advance by the Institutional Animal Care and Use Committee. Contact Professor Bob Cluss, the committee chair, for procedures and forms.

Research involving human subjects must be reviewed by the Human Subjects Review Committee (Institutional Review Board).  The committee's procedures and forms are available at http://go.middlebury.edu/irb.  Further information may be obtained from Professor Matt Kimble, the committee chair.

 

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.

Rules of Appointment and Tenure for Academic Faculty

Section Links:

1. General Provisions

a. Purpose

b. Principles – teaching, scholarship, service, academic freedom,

c. Faculty Appointments – regular, term, special, associate
appointments, voting, committee assignments

d. Procedure of Appointment

e. Review and Reappointment – review schedule, first review,
post-review consultation, appointments following a negative review

f. Promotion to Tenure – institutional assumptions regarding tenure,
initial appointment with tenure, review for promotion to professor, ten-year review

2. Review Procedures

a. Purpose

b. Evaluation of Teaching – criteria, course response forms, classroom visitation

c. Evaluation of Scholarship

d. Evaluation of Service

e. Departmental Evaluation

f. Program Director’s Evaluation

g. Confidentiality and Access

3. Procedures and Responsibilities

a. First Review

b. Post-Review Consultation

c. Review for Tenure

d. Review for Promotion to Professor

e. Ten-Year Review

f. Contract Reviews

4. Prior Service, Early Review, and Length of Appointment

a. Normal Review Schedules in Case of Prior Service

b. Review Schedule for Term Appointments

c. Length of Appointment and Tenure

d. Early Reviews

e. Deferred Reviews

f. Notification Date

g. Retirement

1. General Provisions

a. Purpose

The Rules of Appointment and Tenure set forth the regulations and the procedures affecting appointments of the instructional faculty of Middlebury College. These criteria and procedures apply to the Council on Reviews (consisting of the Reappointments Committee and the Promotions Committee), to the president, and to all academic departments and programs at Middlebury College, and are the only criteria and procedures that may be required as conditions for appointment, reappointment, and promotion. Because its judgment is central to general educational policy, the faculty has primary responsibility (exercised through the Council on Reviews, academic departments and programs, and individual faculty members) to make recommendations for appointment. The president normally follows the recommendation of the Reappointments Committee or the Promotions Committee. In cases where the president does not follow the recommendation of the Reappointments Committee or the Promotions Committee, the president's reasons will be communicated to the committee and will be stated in the review file.

b. Principles

i. Teaching. Middlebury College expects to appoint to the faculty men and women of exceptional promise and achievement as teachers and as scholars or artists, who will help students to grow and to develop habits of lifelong learning, critical inquiry, and lucid communication.

As a residential liberal arts college, Middlebury views teaching from a broad perspective that extends beyond the activities in classrooms, laboratories, studios, and recital halls. Advising students, providing guidance for independent projects, and the careful evaluation of student work are important components of a faculty member's responsibilities. Public lectures, presentations, or performances also contribute to teaching at Middlebury.

ii. Scholarship. Middlebury believes that a faculty actively engaged in scholarship enriches the intellectual climate of the College. The mastery of new knowledge or skills, including those outside of the faculty member's own discipline, is valued as a contribution to the intellectual life of the College; however, the quality of a faculty member's scholarship is evaluated primarily through his or her published, performed, or executed works. Scholarly achievement that is recognized as of significantly high quality by scholars or artists beyond Middlebury College is a prerequisite for promotion to tenure.

iii. Service. The Middlebury faculty has a vital role to play in sustaining the intellectual climate of the College outside the classroom, in governing the College, and in extending the impact of the College beyond the bounds of the campus. Beyond teaching and scholarship, the service roles played by individual faculty members include departmental, program, and committee responsibilities, activities with student organizations, participation in admissions or alumni activities, and other activities that benefit Middlebury College.

iv. Academic Freedom. Adapted from the 1940 "Statement of Principles on Academic Freedom and Tenure" of the American Association of University Professors:

(a) Purposes. Institutions of higher education are conducted for the common good and not to further the interests of either the individual teacher or the institution as a whole. The common good depends upon the free search for truth and its free exposition.

Academic freedom is essential to these purposes and applies to both teaching and research. Freedom in research is fundamental to the advancement of truth. Academic freedom in its teaching aspect is fundamental for the protection of the rights of the teacher in teaching and of the student to freedom in learning. It carries with it duties correlative with rights.

Tenure is a means to certain ends; specifically: (1) freedom of teaching and research and of extramural activities and (2) a sufficient degree of economic security to make the profession attractive to men and women of ability. Freedom and economic security, hence, tenure, are indispensable to the success of an institution in fulfilling its obligations to its students and to society.

(b) Principles. The teacher is entitled to full freedom in research and in the publication of the results, subject to the adequate performance of his or her other academic duties; but research for pecuniary return should be based upon an understanding with the authorities of the institution.

The teacher is entitled to freedom in the classroom in discussing his or her subject, but should be careful not to introduce into his or her teaching controversial matter which has no relation to the subject. Limitations of academic freedom because of religious or other aims of the institution should be clearly stated in writing at the time of the appointment.

College or university teachers are citizens, members of learned professions, and officers of an educational institution. In speaking or writing as citizens, they should be free from institutional censorship or discipline, but their special position in the community imposes special obligations. As persons of learning and educational officers, they should remember that the public may judge their profession and their institution by their utterances. Hence, they should at all times be accurate, should exercise appropriate restraint, should show respect for the opinions of others, and should make every effort to indicate that they are not institutional spokespeople.

Consistent with AAUP’s 1940 “Statement of Principles on Academic Freedom and Tenure” and its subsequent amendments, all members of the Middlebury College faculty are entitled to full academic freedom described above regardless of race, color, ethnicity, sex, religion, national origin, age, disability, marital status, place of birth, veteran status, gender identity and expression, or sexual orientation.

c. Faculty Appointments

i. Regular and Term Appointments. Both term and regular appointments may be offered at any faculty rank. Regular appointments are renewable and subject to the Review and Reappointment procedures described in subsections 1.e. and 1.f. below. Faculty on regular appointment normally pass through a probationary period whose length may vary with prior service elsewhere, during that time undergoing one or more reviews that will evaluate, both for the faculty member and for the College, the progress they have made in developing the qualities that may lead to appointment without limit of tenure.

Term appointments are either for specified terms only, or renewable, but faculty on term appointments are not eligible for tenure. Whether a faculty position is to be a regular or term appointment shall be determined by the president, with the advice of the Educational Affairs Committee, prior to the filling of the position. Any change from a term to a regular appointment must be initiated by the appropriate department chair, recommended by the EAC, and approved by the president. A faculty member who holds a regular Middlebury faculty appointment cannot be appointed after the first review to a full-time faculty position outside of rank. Faculty appointments are considered to be in rank when they use the following titles:

(a) Instructor: Normal rank for faculty who have not completed the Ph.D. degree or equivalent terminal degree. The completion of the degree normally leads to promotion to Assistant Professor without a review by the Council on Reviews.

(b) Assistant Professor: Normal rank for faculty who have completed a terminal degree, but who have not been reviewed for and appointed to tenure.

(c) Associate Professor: Normal rank for first appointment with tenure.

(d) Professor: The rank awarded to faculty who have passed the post-tenure review described in 1.f.iv. below, or whose initial appointment, based on accomplishment elsewhere, is at the rank of professor.

ii. Special Appointments. Individuals with special appointments normally do not follow the schedule of reviews and promotions of regular faculty. Special appointments may be either assigned one of the faculty ranks above, or be outside of rank, that is, holding only the title designating the position. Special appointments do not carry tenure and are not subject to the review and reappointment procedures described in subsection 1.e. However, faculty members on renewable special appointment are subject to periodic contract reviews by the Reappointments Committee, as specified in subsection 3.f., below.

(a) Lecturer: Renewable full- or part-time term appointments to fulfill specialized teaching responsibilities. Lecturers are appointed outside of rank.

(b) Assistants in Instruction and Associates in Instruction: Full- or part-time renewable term appointments to fulfill specialized functions falling short of normal faculty responsibilities. These appointments are made outside of rank.

(c) Visiting Appointments: Visiting appointments are term appointments that normally are offered to faculty for relatively short terms, or on a continuing part-time basis. Visiting appointments may be made in or outside rank, may be renewable appointments, and may be converted to regular appointments under the provisions specified above.

(d) Adjunct Appointments: Adjunct appointments are part-time term appointments that may be made at any rank and may be renewed. Adjunct appointments normally are offered to individuals whose major professional responsibilities lie outside teaching.

(e) Physical Education: Faculty in the Department of Physical Education receive renewable term appointments in rank, and are subject to the review procedures as outlined in the contiguous section "Reviews for Physical Education Faculty".   Physical Education Faculty appointments are considered as such when they use the following titles:

i. Instructor in Physical Education – This is the normal starting rank for coaches who have limited coaching background.  Term contracts are issued for one or two years.

ii. Assistant in Physical Education – This is the normal rank for Head Coaches and Program Directors, who possess significant coaching and/or program experience.  A Master's degree is preferred, (but not required). The rank is granted to coaches who show the promise of superior coaching and teaching ability based on previous coaching and/or program experience. Coaches in this rank will generally be offered a three-year contract, and upon successful reviews, a second three-year contract.

iii. Associate in Physical Education – This is the normal rank for coaching faculty who have demonstrated superior coaching and teaching ability, and after a major review are appointed to a renewable five-year contract. A Master's degree is preferred.

iv. Senior Associate in Physical Education – This is the rank awarded to coaching faculty who have undergone a major contract review during the tenth year as an Associate and continue to demonstrate superior coaching and teaching ability. A faculty member with a Senior Contract will be granted a renewable seven-year contract.

(f) Administrative Appointments: Senior College administrators whose major professional responsibilities are in support of the instructional program may be granted faculty rank.

iii. Associate Appointments. Associate appointments are regular faculty appointments in rank which normally carry no more than one-half the normal College teaching responsibility. Associates have all the rights, responsibilities, and privileges of their rank, including tenure for associates at the rank of associate professor or professor. (See section a. in Special Provisions of Appointment for procedures and conditions.)

iv. Appointments and Voting Rights. All faculty on regular appointment, regular faculty with associate status, senior College administrators with faculty rank, full-time teaching faculty with special appointments, assistants and associates in instruction, and part-time faculty on term appointments, except for adjunct faculty, may vote.

v. Appointments and Committee Assignments. Faculty members on regular, full-time special appointment, or associate appointment are eligible for assignment or election to all faculty committees and councils, provided all conditions for membership are met. All faculty members are expected to fulfill normal advising and administrative responsibilities.

d. Procedure of Appointment

i. New appointments. New appointments are made by the president or the president's designate in accordance with the authority vested in him or her by the Board of Trustees. New appointments, reappointments, and promotions are reported by the president to the board at its regular meetings.

In considering appointment to the faculty of a person not already serving on it, the president will solicit the advice of the chair of the department concerned and such other advice and recommendation as he or she may deem appropriate.

ii. Offer of appointment or reappointment to the faculty will in all cases be tendered in writing and shall include a statement of precise terms and conditions of appointment and status of appointment with respect to tenure, and in the Department of Physical Education and Athletics with respect to contract terms.  For a person already serving on the faculty, such offer will be extended early enough to be in his or her hand no later than the notification date as specified below in 4.f., Notification Date.

iii. Acceptance of appointment likewise will be tendered in writing. In the case of a person already serving on the faculty, such written acceptance or rejection shall be returned not more than 15 days after the notification date. Some extension of this period may be permitted by the president or the president's designate upon specific request in an exceptional case.

iv. Notice of non-reappointment of a person serving on the faculty will be given in writing no later than the notification date as specified below in 4.f., Notification Date. Such notice shall be deemed to have been given if the appointment upon which the person concerned is then serving was specifically stated to be a terminal appointment.

e. Review and Reappointment

i. Review schedule. Faculty on regular appointment whose first full-time appointment is at Middlebury are reviewed in the third year of appointment. Those who are reappointed following the first review will normally be reviewed for tenure in the spring of the seventh year after initial appointment. A request for early review that anticipates notification by December 15 or February 15 should be received by the Promotions Committee by May 15 prior; a request that anticipates notification by May 15 should be received by December 15 prior.

ii. First Review. In the third year of appointment to the faculty, unless there is credit for prior service, the Reappointments Committee undertakes a thorough review of the faculty member for evidence of accomplishment in teaching, scholarly or creative activity, and promise of outstanding teaching and developing scholarly or artistic achievement appropriate to the year in which the review takes place. The composition and long-term needs of the department and the faculty will also be considered. The procedures to be followed for the first review are set forth below.

The Reappointments Committee will arrange a meeting with successful first review candidates within one month of the review. The only persons present will be the candidate, the Reappointments Committee, and the vice president for Academic Affairs / dean of the faculty (VPAA/DOF), as secretary to the Reappointments Committee.

iii. Post Review Consultation. After passing the first review and within a month after the obligatory meeting between the Reappointments Committee and the faculty member, the dean for faculty development and research (DFDR) shall arrange a meeting with the faculty member and the department chair to discuss the development of the faculty member's career from the perspectives of both the individual and the department chair. The procedures for these interviews are set forth below.

iv. Appointments Following a Negative Review. Faculty who, having undergone review for tenure, are denied reappointment shall be offered a one-year terminal appointment, but in no case will such appointment extend beyond the academic year following the year of the review. No person who has failed a review and left the Middlebury Faculty may be considered for any appointment to the Faculty.

f. Promotion to Tenure

i. Institutional Assumptions Regarding Promotion to Tenure. The granting of tenure, whether with or without promotion in rank, is recommended by the president to the Board of Trustees or its designated committee or subcommittee for approval. The College expects to appoint to tenure faculty who are of exceptional quality as teachers and who are scholars or artists of significant achievement as recognized by the broader academic community beyond Middlebury. Such long-term institutional commitment to an individual's career comes with the expectation of a demonstrable reciprocal commitment by the faculty member to the departmental and College curricula and to the broader life of the institution. College involvement cannot compensate for an absence of scholarly or creative achievement, but its presence must be considered as the institution assesses tenurability. Tenure reviews will be based solely on the performance of the candidate, without regard to numerical quotas.

Procedures for the review for tenure are set forth below.

ii. Tenure. Appointment as associate professor or professor, after the passing of a Review for Tenure, is normally without limit of time (to normal retirement). Faculty at these ranks are regarded by the College as having tenure. Because Middlebury is primarily a teaching institution, there is an expectation of continued dedication to and high performance in teaching, in addition to an expectation of continuing achievement in scholarship and of service to the College.

iii. Initial Appointment with Tenure. Initial appointment to the Middlebury faculty at the rank of professor or associate professor with tenure shall be made by the president after consultation with the Promotions Committee and with the approval of the Board of Trustees. The Promotions Committee shall apply the same criteria in these appointments when advising the president as in those from within the College. Such appointments will be rare and made only for appointees of exceptional qualifications.

iv. Review for Promotion to Professor. Associate professors are first reviewed by the Promotions Committee at a time of their choosing, no earlier than the fifth and no later than the tenth year (eighth year for faculty tenured prior to 2011) following appointment to tenure, for possible promotion to professor. This review is regarded as an opportunity for reassessment of professional achievements, and the basis for promotion will be evidence of continued excellence in teaching, achievement in scholarship, and service to the institution. Should the faculty member not be promoted, a similar review will be conducted at intervals of the faculty member's choosing, no earlier than three and no later than five years following the unsuccessful review until the faculty member has been promoted to professor or has departed from the faculty. When initial appointment to the Middlebury faculty is at the rank of associate professor with tenure, the date of review for promotion to the rank of professor shall be determined at the time of appointment and stated in the letter of appointment.

Procedures for the promotion review are set forth below.

v. Ten-year review. In the tenth year after promotion to full professor and every ten years thereafter, each full professor will undergo a professional review by the Reappointments Committee. The review has two goals: to assess professional achievements since promotion to full professor (or since the last ten-year review) and to aid in formulating plans for further growth and development.

As a result of the review, the vice president for Academic Affairs / dean of the faculty (VPAA/DOF) may choose to recognize unusually distinguished service or consider action with respect to problems that have become apparent during the review. The VPAA/DOF will also discuss with the faculty member under review ways in which the College might help that person attain his or her goals for professional growth. Within the limits of its financial means, and in the interest of continuing faculty development, the College will attempt to offer leave opportunities to faculty members shortly after the ten-year review.

Procedures for the ten-year review are set forth below.

2. Review Procedures

a. Purpose

The review procedures complement the Rules of Reappointment and Tenure by enumerating the responsibilities of all parties charged with conducting a review for reappointment, tenure, or promotion to full professor.

b. Evaluation of Teaching

i. Criteria. Evaluation of teaching effectiveness includes an assessment by oneself and by one's peers, and the evaluations by students. In no case will evaluation of teaching be based solely on course response forms. Teaching should be taken in its broad sense, to include not only formal classroom work, but also the candidate's contributions to the curriculum, advising, and other teaching outside the classroom. Nonetheless, evaluation will always include observation of classroom teaching (see Classroom Visitation below).

Criteria considered for evaluation of teaching will include:

(a) overall quality of the learning experience provided to students;

(b) effectiveness in promoting student thinking and learning;

(c) quality of classroom instruction;

(d) organization of courses;

(e) availability and helpfulness to students;

(f) care in evaluating student work;

(g) ability to teach a broad range of students; and

(h) teaching outside the classroom.

ii. Course Response Forms. Faculty members will receive a pdf of their course response forms via email following the end of the term and after all grades have been submitted.  One hard copy of a faculty member's course response forms is filed in the Office of Vice President for Academic Affairs and Dean of the Faculty, where it may be consulted only by the president, the vice president for Academic Affairs / dean of the faculty, the department chair, and the Reappointments Committee or Promotions Committee. Program directors will have access to all course response forms for courses taught with an explicit program label, either as a stand alone or cross-listed course. An electronic copy of CRFs is saved on a secure server.  Electronic access is restricted to those administrators listed above. A faculty member may place with the course response forms on file with the Office of Vice President for Academic Affairs and Dean of the Faculty any comments or other materials he or she thinks may be useful in the interpretation and evaluation of these forms, and may grant access to these forms to others. The forms are kept by the Office of the Vice President for Academic Affairs and Dean of the Faculty until the faculty member is reviewed for tenure. After the tenure review, copies are kept for the five most recent years only.

Faculty who have completed the equivalent of two years of full-time teaching may designate one course every two years as "CRF-optional". In these cases, the unscanned forms are returned to the faculty member. The faculty member may then decide whether to include the forms in their file held by the administration.

iii. Classroom Visitation. In the semester preceding the term in which the review takes place, the candidate should arrange with the department chair an appropriate schedule of class visitation over the two terms. The chair (or a senior member of the department designated by the chair and acceptable to the candidate) will visit at least two classes. Other colleagues may visit classes if the candidate invites them. It is the responsibility of the chair to ensure that the visits are not unnecessarily disruptive. Following classroom visits, and before the end of the term during which the visits take place, if the candidate wishes it, each visiting colleague will meet with the individual being evaluated to discuss his or her performance in the classes visited and to make suggestions for possible improvement. Members of the Reappointments Committee or Promotions Committee, however, will not normally offer such commentaries. In all cases, which classes will be visited will be agreed on in advance by the candidate and the visitors.

c. Evaluation of Scholarship

A candidate's scholarship or artistic production is considered in terms of activity and of achievement.

Scholarly activity represents a pattern of related professional involvements, which may include: research and experimentation; writing, analyzing, creating; presentations to peers or to the public; responsible roles in professional organizations; visiting professorships; applying for and receiving outside grants and fellowships; and developing new fields of expertise.

Scholarly achievement is the result of that activity, primarily as evidenced in work that has been (a) performed, executed, or published (as original research communicated to specialists or as the synthesis and interpretation of scholarly material for a more general audience), and (b) recognized as being of significantly high quality by scholars and artists within the broader academic community beyond Middlebury College.

Evaluation is undertaken by colleagues and by other appropriate professionals in the candidate's field. In reviews for tenure and for full professor (not required for faculty who were awarded tenure prior to 2011), scholars from outside the College will be asked to judge the candidate's scholarship. Evaluators will be supplied with the Handbook description of the scholarly activity and achievement appropriate to the review in question and will be asked to evaluate it on that basis.

d. Evaluation of Service

Institutional service becomes a criterion for evaluation along with teaching and scholarship at the tenure review and at the review for promotion to professor. It may be as diverse in form as is the faculty itself. Information regarding such service will be solicited from the candidates, from their departments, from their programs (when relevant), and through collegial letters for assessment by the Reappointments Committee or the Promotions Committee.

College service cannot compensate for an absence of achievement in teaching and scholarly or creative production. Nevertheless, the College recognizes that on occasion it must call upon an untenured faculty member to undertake a particularly demanding institutional role that may impede scholarly progress. At the time of such an appointment, the untenured faculty member may request that the VPAA/DOF, in consultation with the Promotions Committee, give written permission for a one-year postponement of the tenure review to permit additional time for scholarly achievement.

e. Departmental Evaluation

The department letter is written by the chair. This letter will state the chair's judgment concerning the candidate's fitness for reappointment, tenure, or promotion and the reasons for it. In preparing this recommendation, the chair will conduct two or more classroom visits for reappointment and tenure reviews, one or more visits for post-tenure reviews, review the candidate's course response forms and other materials submitted to the Reappointments Committee or the Promotions Committee for review, as well as the written recommendations of the tenured members of the department or of full professors when the review is for promotion to professor. The chair also will present, in the departmental letter, an accurate summary of the views, without attribution, of the senior members of the department.

f. Program Director's Evaluation  

A program director will submit a letter of programmatic evaluation in faculty reviews if and only if (i) programmatic involvement is explicitly stated in the letter of appointment; or (ii) the faculty member under review requests that the VPAA/DOF solicit a letter from the appropriate program director. This letter will state the director's judgment concerning the candidate's fitness for reappointment, tenure, or promotion and the reasons for it. The VPAA/DOF will solicit letters from at least two other senior members of the program, whom the program director selects in consultation with the candidate under review. The program director will provide the faculty member under review the names of these senior members. These letters will go to the program director and to the Reappointments Committee or the Promotions Committee. In preparing the program letter, the director will review the candidate's vita; syllabi from relevant courses; an example of scholarly work; when the candidate has taught a course with an explicit program label, the course response forms from those courses; and, when relevant, the written recommendations of the solicited program members. The director will also present, in the programmatic letter, an accurate summary of the views, without attribution, of any senior members of the program who have been solicited to write letters. In cases where a program is based entirely within a department, the program director will write an individual letter that will go to the department chair and to the Reappointments Committee or the Promotions Committee. The department chair will summarize the views of the program director in the departmental letter. In such instances, the program director's letter will not be made available to the candidate.

g. Confidentiality and Access

Letters from students and alumni are always confidential. Letters from outside evaluators are always confidential. Letters from colleagues at Middlebury are made available to candidates only in the event of a decision to deny reappointment. Restricting access is meant to ensure frank and honest assessments of the candidates. The letters should be accurate in matters of fact upon which judgments are based. The departmental letter (i.e., the letter written by a chair that summarizes, without attribution, the views of tenured colleagues) will be made available to the candidate at the time when it is submitted to the Reappointments Committee or the Promotions Committee. If a program letter is written, it will also be made available to the candidate at the time when it is submitted to the Reappointments Committee or the Promotions Committee. Any response to the departmental or programmatic letter that the candidate wishes to submit to the Reappointments Committee or the Promotions Committee must be submitted to the Reappointments Committee or the Promotions Committee and made available to the department chair or program director within two weeks of the receipt of the chair's or director's letter. Any further letters of response, either from the chair, the director, or the candidate, will be held in confidence by the Reappointments Committee or the Promotions Committee.

The VPAA/DOF, the president, and members of the Reappointments Committee or the Promotions Committee will have access to all materials submitted in connection with a review. The department chair will have access to letters from other senior members of the department and to the candidate's vita, publications, and course response forms. The program director will have access to solicited letters from other senior members of the program and to the candidate's vita, relevant syllabi, an example of scholarship, and, when the candidate has taught a course with an explicit program label, course response forms from those courses.

3. Procedures and Responsibilities

a. First Review

The first review examines a faculty member's performance for evidence of accomplishment in teaching, of scholarly or creative activity, and of promise of outstanding teaching and scholarly or artistic achievement of significant quality. The evaluation of scholarship includes the assessment of the candidate, members of the candidate's department, and other faculty colleagues. The composition and long-term needs of the department and the faculty are also considered in this review.

i. The Candidate

(a) Candidates are expected to have completed the requirements for the terminal degree. Failure to complete the terminal degree (normally the Ph.D.) by the time of the first review creates the presumption that the criterion of scholarly activity has not been satisfied. This presumption can be rebutted only by strong evidence (1) that the required written or artistic work is completed, but not yet defended, or (2) that there is other scholarly achievement of exceptionally high quality.

(b) To arrange with the chair, or the chair's designate, an appropriate schedule of classroom visits.

(c) If the candidate so desires, to invite other colleagues to visit classes.

(d) To submit to the department chair and to the Reappointments Committee in a timely manner a complete vita, course syllabi, and other materials requested, as well as materials that the candidate thinks pertinent (for example, a faculty member may place with the VPAA/DOF’s copy of course response forms any comments or other materials he or she thinks may be useful in the interpretation of these forms). To submit to the program director, when relevant, a complete vita, syllabi from relevant courses, and an example of scholarly work.

(e) To submit to the Reappointments Committee scholarly publications, a dissertation, and/or other appropriate evidence of scholarship or artistic activity.

(f) To arrange with members of the Reappointments Committee an appropriate schedule of classroom visitations.

(g) To prepare a self-evaluation that concentrates on teaching performance and scholarly activity with reference to the criteria listed in 2.b. and 2.c. above. The evaluation of scholarly activity should project a program leading to a level of scholarly achievement suitable for tenure. The letter may include identification of any factors that have hindered progress.

ii. Reappointments Committee

(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) To have one of its members interview the faculty member under review to discuss matters that the faculty member or the committee considers pertinent to arriving at a decision.

(c) To arrange with the candidate an appropriate schedule of classroom visitations. At least two members should each visit at least two of the candidate's classes, or one class and one public lecture. (Commentary on teaching will not be offered by members of the Reappointments Committee.)

(d) To interview or to request information from other members of the College community, alumni, and persons off campus, as it deems necessary.

(e) To request letters of recommendation from current students and from recent graduates who have taken at least one course from the person under review. The Reappointments Committee will request letters from at least three students and at least three alumni in all reviews. Students may be asked to comment specifically on the particular criteria for teaching listed under Evaluation of Teaching, above.

(f) To request a letter from the department chair evaluating the candidate's scholarly activity and promise of achievement, as well as his or her teaching, and assessing the candidate's role in the long-term patterns of the department.

(g) To request a letter from the program director, when relevant, evaluating the candidate's scholarly activity and promise of achievement, as well as his or her teaching, and assessing the candidate's role in the long-term patterns of the program.

(h) To request letters of evaluation from other tenured members of the candidate's department, and, when appropriate, to invite comments from tenured colleagues in other departments.

(i) To review the scholarly materials submitted by the candidate; to read and consider such opinions of it as may be pertinent, such as reviews or reports of readers.

(j) To examine all the materials submitted to the committee in the case, and all other materials that may be pertinent to the review, including letters from other colleagues at Middlebury, and letters from students, alumni, or appropriate professionals outside Middlebury.

(k) To read and consider the course response forms.

(l) To keep written records of all interviews.

(m) In any case where the committee determines that a departmental recommendation requires further clarification, or when the Reappointments Committee is inclined to reject the departmental recommendation, to interview the department chair, and, if the Reappointments Committee so chooses, any other tenured member or members of the department or program the Reappointments Committee deems appropriate; in either or each instance to place a written summary of the meeting(s) in the candidate's file. If rejection is under consideration because of questions about the quality of the candidate's teaching, to conduct an independent examination of the candidate's teaching.

(n) To convey to the president the committee's conclusions about the constituent considerations of the review, a final recommendation and the reasons for it. To record its final recommendation and make it a part of the review file.

(o) To hear and respond to any conclusions of the president that may differ from their own. To review with the president those materials that pertain directly to any area of disagreement.

(p) To meet with the candidate within four weeks of the completion of a successful review to provide an assessment of the candidate's performance, to summarize the information on which the Reappointments Committee based its decision, and to provide the candidate and the chairperson of the candidate's department with a written summary of the meeting prepared by the VPAA/DOF. In this meeting, the committee should interpret the views of others without revealing their names. All summaries of reappointment review meetings will begin with the following paragraph: "The following summary of a meeting between ______________(the candidate) and the Reappointments Committee is made available to the candidate, who has successfully passed a review for reappointment at Middlebury College, and to the candidate's department chair, solely for the purpose of providing a record of the meeting held to discuss the review just completed. Nothing stated in the summary, or in the course of the review, carries with it any presumption about the outcome of any subsequent review. Similarly, the findings and recommendations of the Reappointments Committee at this review are not determinative of any assessment of the candidate's professional development at a later review. At all reviews, the Reappointments Committee or Promotions Committee makes an independent determination governed only by the standards for reappointment, promotion, and tenure as then published in the College's Rules of Appointment and Tenure, with which faculty members are expected to be familiar."

In the case of unsuccessful review, to offer to meet with the candidate for the same purpose.

iii. Vice President for Academic Affairs and Dean of the Faculty (VPAA/DOF)

(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 Reappointments Committee, from candidates under review; to gather information from other sources when so requested by the Reappointments Committee.

(c) To maintain the candidates' review files, including course response forms.

(d) To serve as recording secretary of the Reappointments Committee.

(e) To provide counsel to the Reappointments Committee during the course of its deliberations.

(f) To provide counsel to the president when the Reappointments Committee's deliberations are completed.

iv. Dean for Faculty Development and Research (DFDR)

(a) In the case of a review of a department chair or program director, to assume the role of chair or director for that review.

v. Department Chair

(a) To arrange with the candidate an appropriate schedule of classroom visitations by the chair or chair's designate, and to ensure that the number of visits by other colleagues does not unnecessarily disrupt the candidate's courses.

(b) To provide the Reappointments Committee with lists of at least six current students and six recent graduates who have taken at least one course from the candidate.

(c) To review the candidate's course response forms, on deposit in the Office of the Vice President for Academic Affairs and Dean of the Faculty.

(d) To submit a letter to the Reappointments Committee containing the departmental evaluation according to section 2.e. The focus of the departmental evaluation shall be upon teaching, scholarship, contribution to the departmental program, and promise as a teacher and scholar. This letter will be shared with the tenured members of the department and the candidate undergoing the review.

(e) To meet with the candidate to discuss the contents of the departmental evaluation.

vi. Tenured Department Faculty Members

(a) To submit a letter of recommendation, when requested, to the Reappointments Committee, with a copy to the department chair, that speaks to those aspects of a candidate's work with which he or she is familiar.

(b) Upon the invitation of a candidate, to observe a class or classes and to meet with the candidate to discuss his or her performance in the class, with suggestions for possible improvement. Such meetings will be held before the end of the term during which the visits take place.

vii. Program Director

(a) To submit a letter to the Reappointments Committee containing the programmatic evaluation according to section 2.f. The focus of the programmatic evaluation shall be upon teaching, scholarship, contribution to the program, and promise as a teacher and scholar. This letter will be shared with the tenured program members who have been solicited by the VPAA/DOF to write letters and the candidate undergoing the review.

viii. President

(a) To hear reports from the Reappointments Committee 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 VPAA/DOF about the individual cases.

(c) To challenge any conclusion of the Reappointments Committee with which he or she disagrees and give the Reappointments Committee 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 Reappointments Committee.

b. Post-Review Consultation

i. Candidate's Responsibilities

(a) To meet with the department chair and the dean for faculty development and research to discuss progress in scholarship and teaching.

ii. Dean for Faculty Development and Research (DFDR)

(a) To arrange a meeting with the candidate and the department chair to discuss the candidate's progress in teaching and scholarship.

iii. Department Chair

(a) To discuss with the candidate his or her progress in teaching and scholarship from the perspective of the department, with reference to the VPAA/DOF’s summary of the post-review meeting between the candidate and the Reappointments Committee.

c. Review for Tenure

The review for tenure examines a faculty member for evidence of exceptional quality in teaching, and of significant scholarship or artistic achievement recognized as such by scholars and artists beyond Middlebury College. The evaluation of scholarship includes the assessment by the candidate, members of the candidate's department, members of the candidate's program (when relevant), other faculty colleagues, and appropriate professionals in the field outside Middlebury. Beyond teaching and scholarship, the service roles played by the individual faculty member will be examined.

The long-term institutional commitment to an individual's career that is made with the granting of tenure comes with the expectation of a demonstrable reciprocal commitment on the part of the faculty member to the departmental and College curricula and to the broader life of the institution.

The procedures in the tenure review include all those listed under the first review unless there is a statement to the contrary and the following additional steps.

i. The Candidate

(a) To complete the tasks listed under the first review, with the understanding that the Promotions Committee is the reviewing committee.

(b) To include in the letter of self-evaluation a discussion of his or her scholarly achievement and service to the College community.

(c) To furnish the Promotions Committee with a list of scholars or artists outside Middlebury who would be appropriate to evaluate the candidate's professional achievements.

ii. Promotions Committee

(a) To complete the tasks listed under the first review, with the understanding that the Promotions Committee is the reviewing committee.

(b) To solicit from scholars outside the College an evaluation of the candidate's scholarship or artistic production.

(c) At the time of the tenure review, the Promotions Committee does not consider the long-term staffing needs of the department and the faculty.

iii. Vice President for Academic Affairs and Dean of the Faculty (VPAA/DOF)

(a) To complete the tasks listed under the first review, with the understanding that the Promotions Committee is the reviewing committee.

(b) To ensure that the candidate knows the identity of all those scholars outside the College from whom the Promotions Committee seeks an evaluation of the candidate's scholarship.

(c) To prepare a brief written summary of the views of the outside evaluators, without attribution, to be reviewed by the Promotions Committee in advance of a final recommendation of the Committee to the President.

iv. Dean for Faculty Development and Research (DFDR)

(a) If the chair or director is untenured, to assume the responsibility of the department chair or program director for the review.

v. Department Chair

(a) To complete the tasks listed under the first review, with the understanding that the Promotions Committee is the reviewing committee.

(b) To submit a letter to the Promotions Committee containing the departmental evaluation according to section 2.e. The focus of the departmental evaluation shall be upon the candidate's teaching, scholarly achievement, contribution to the departmental program, and the candidate's promise as a teacher and scholar as evidenced in the candidate's record of achievement. This letter should not speak to the composition and long-term needs of the department and faculty. The letter is shared with the tenured members of the department and the candidate undergoing the review.

(c) To write a letter to the Promotions Committee, giving a personal recommendation, as a tenured member of the department, regarding the candidate.

vi. Departmental Faculty Members

(a) To complete the tasks listed under the first review, with the understanding that the Promotions Committee is the reviewing committee.

(b) To write a letter to the Promotions Committee giving a recommendation of the candidate.

vii. Program Director

(a) To submit a letter to the Promotions Committee containing the programmatic evaluation according to section 2.f. The focus of the programmatic evaluation shall be upon the candidate's teaching, scholarly achievement, contribution to the program, and the candidate's promise as a teacher and scholar as evidenced in the candidate's record of achievement. This letter should not speak to the composition and long-term needs of the program and faculty. This letter will be shared with any tenured program members who have been solicited by the VPAA/DOF to write letters and with the candidate undergoing the review.

viii. President

(a) To interview all candidates for tenure.

(b) To review all items in the candidate's tenure file. (This includes letters related to the case received during the period of review from faculty, students, alumni, outside referees, and others. The president normally does not review all course response forms and scholarly publications.)

(c) To hear reports from the Promotions Committee on the substance of its conclusions about each constituent part of the case and about the case as a whole.

(d) To consult with the VPAA/DOF about individual cases.

(e) In the case of the prospect that the president will not accept the Promotions Committee's recommendation, to offer the committee, prior to making a final decision, an explanation of the reason why he or she is disposed to overrule it.

(f) In the case of a reversal of the Promotions Committee's recommendations, to explain to the committee the reasons for doing so, reasons which in a written summary become part of the review file; to invite the committee to prepare a written report explaining in detail the reasons for its recommendation; and to present this report to the trustees in an appropriate and timely fashion.

(g) To determine, after completing the steps listed above, whether a recommendation for tenure is to be advanced to the Board of Trustees, and to do so, if tenure is to be recommended.

d. Review for Promotion to Professor

This review, which normally takes place no earlier than the fifth and no later than the tenth year (eighth year for faculty who were awarded tenure prior to 2011) following appointment to tenure, considers whether a candidate should be promoted to full professor and looks at continued excellence in teaching, achievement in scholarship, and service to the institution.

i. The Candidate

(a) To write a self-evaluation that assesses the individual's career at Middlebury since promotion to tenure. The report should include an updated curriculum vitae, a schedule of courses taught since the previous review, and the faculty member's assessment of his or her research, teaching, publications and/or artistic performances, and service to the College. It should also contain a proposal for future professional development. The self-evaluation should be accompanied by pertinent publications, reviews of publications, and/or records and reviews of artistic performances, and it may, in addition, include letters of testimony from department chairs, program directors, colleagues, and/or outside professionals in the field.

(b) To arrange with the department chair, or dean for faculty development and research if the candidate is a department chair or if there are no current full professors in the department, an appropriate schedule of classroom visits.

(c) To furnish the Promotions Committee with a list of scholars or artists outside Middlebury who would be appropriate to evaluate the candidate's professional achievements. (not required for faculty who were awarded tenure prior to 2011)

ii. Promotions Committee

(a) To have one of its members interview the candidate.

(b) To review the teaching program, scholarly work, and administrative and other College service during the period since the granting of tenure.

(c) To examine the candidate's course response forms, publications, and other material submitted for the review.

(d) To have one or more of its members visit the candidate's classes.

(e) To solicit the recommendation of the candidate's department.

(f) To solicit, when relevant, the recommendation of the candidate's program.

(g) To solicit, as it deems appropriate, the opinions of students or recent alumni.

(h) To solicit from scholars outside the College an evaluation of the candidate's scholarship or artistic production.

(i) To recommend to the president whether or not the candidate should be promoted.

iii. Vice President for Academic Affairs and Dean of the Faculty (VPAA/DOF)

(a) To collect and make available material requested by the Promotions Committee.

(b) To be available for consultation by the Promotions Committee and the president.

(c) To ensure that the candidate knows the identity of all those scholars outside the College from whom the Promotions Committee seeks an evaluation of the candidate's scholarship.

iv. Department Chair

(a) To recommend, after reviewing the candidate's course response forms, making a classroom visit or visits, and reviewing the written recommendations of departmental colleagues who are full professors, whether or not the candidate should be promoted on grounds of continued excellence in teaching, achievement in scholarship, and service to the institution.

v. Program Director

(a) When relevant, to recommend, after consultation with programmatic colleagues who are full professors, and after classroom visit(s), whether or not the candidate should be promoted on grounds of continued excellence in teaching, achievement in scholarship, and service to the institution.

vi. Dean for Faculty Development and Research (DFDR)

(a) In the case of a review of a department chair or program director, to assume the role of chair or director for that review.

vii. Departmental Faculty Members who Hold the Rank of Professor

(a) To complete the tasks listed under the first two reviews by tenured faculty, with the understanding that the Promotions Committee is the reviewing committee.

(b) To write a letter to the Promotions Committee giving a recommendation of the candidate. A copy of this letter will also be provided to the department chair to inform the department letter.

viii. President

(a) To become familiar with the candidate's case.

(b) To consult with the Promotions Committee and to discuss with the committee its recommendation.

(c) To make the final decision and to notify the candidate.

e. Ten-Year Review

The ten-year review assesses professional achievements and service to the College and its curriculum since promotion to full professor, or since the last ten-year review, and seeks to aid in formulating plans for further growth and development.

i. The Candidate

(a) To write a self-evaluation that assesses the individual's career at Middlebury since promotion to full professor or since the last ten-year review. The report should include an updated curriculum vitae, a schedule of courses taught since the previous review, and the faculty member's assessment of his or her research, teaching, publications, and/or artistic performances, and service to the College. It should also contain a proposal for future professional development. The self-evaluation should be accompanied by pertinent publications, reviews of publications, and/or records and reviews of artistic performances, and it may, in addition, include letters of testimony from department chairs, program directors, colleagues, and/or outside professionals in the field.

ii. Reappointments Committee

(a) To have one of its members meet with the candidate to discuss the candidate's report and any supporting material presented.

(b) To visit classes or to view videotapes of classroom performance if the Reappointments Committee considers it appropriate or should the candidate so request.

(c) To solicit, as it deems appropriate, the opinions of students or recent alumni.

(d) To consult course response forms.

(e) To consult, as it deems appropriate, the department chair, program director, or other senior colleagues.

(f) To draft a letter expressing its conclusions from the review. This letter will be sent first to the faculty member who may choose to respond to the Reappointments Committee's letter in writing and/or to request a meeting with the committee. The Reappointments Committee will then submit to the president and the VPAA/DOF copies of the revised letter and any written response from the faculty member.

iii. Vice President for Academic Affairs and Dean of the Faculty (VPAA/DOF)

(a) To meet with the Reappointments Committee when requested.

(b) As appropriate, to recognize unusually distinguished service, or to consider action with respect to problems that have become apparent during the review.

(c) To discuss, as appropriate, with the faculty member under review ways in which the College might help that person attain his or her goals for professional growth.

f. Contract Reviews

A contract review concentrates on promise and performance as a teacher. Among the information considered by the Reappointments Committee, the departmental or programmatic evaluation will be accorded the greatest weight; however, the Reappointments Committee will also review course materials, and course response forms, and will also consider the composition and long-term needs of the department or program and the faculty in arriving at its final recommendation. The review will follow the procedures in 3.f.i. through 3.f.ix. below.

When candidates on term appointments outside of rank may be renewed, and the Educational Affairs Committee has authorized a continuation of the positions that they hold, the candidates' performance in teaching, as their teaching responsibilities are defined by the positions they hold, will be reviewed. The review will follow the procedures in 3.f.i. through 3.f.ix. below, except that expectations for performance in teaching will rise as the candidate becomes more senior in service. In the case of candidates holding full-time positions, who are being reviewed after seven years of employment, the Reappointments Committee will also consider service to the institution as a component of the review.

Candidates on term appointments in rank may be renewed. When the Educational Affairs Committee has authorized a continuation of the positions that they hold (except in the case of appointments in the Department of Physical Education, where the vacancy must be approved by the VPAA/DOF or designate), the criteria and procedures will be the same as those for contract reviews of appointments outside of rank. However, some adjustments may be made to evaluate evidence of professional activity and achievement that are deemed appropriate to the position held by the candidate being reviewed, and to the level of appointment. Any such adjustments in the procedures will be determined by the VPAA/DOF in consultation with the chair of the appropriate department and will be communicated, in writing, to the candidate.

i. The Candidate

(a) To arrange with the chair or director, or the chair's or director's designate, an appropriate schedule of classroom visits.

(b) If the candidate so desires, to invite other colleagues to visit classes.

(c) To submit to the department chair or program director and to the Reappointments Committee in a timely manner a complete vita, course syllabi, and other materials requested, as well as materials that the candidate thinks pertinent (for example, a faculty member may place with the VPAA/DOF's copy of course response forms any comments or other materials he or she thinks may be useful in the interpretation of these forms).

(d) To prepare and submit to the Reappointments Committee a self-evaluation, concentrating particularly on teaching with reference to the criteria listed in 2.b. above.

ii. Reappointments Committee

(a) To meet with the candidates undergoing contract reviews, 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) To interview or to request information from other members of the College community, alumni, and persons off campus, as it deems necessary.

(c) To examine all the materials submitted to the committee in the case, and all other materials that may be pertinent to the review, including letters from other colleagues at Middlebury, and letters from students, alumni, or appropriate professionals outside Middlebury.

(d) To read and consider the course response forms.

(e) To make visits to a candidate's classes or public lectures or performances if the committee deems it appropriate to do so, and in the case of classroom visits, to make arrangements in advance. (Commentary on teaching will not be offered by members of the Reappointments Committee if visits are made.)

(f) To keep written records of all interviews.

(g) In any case where the committee determines that a departmental or programmatic recommendation requires further clarification, or when the Reappointments Committee is inclined to reject the departmental or programmatic recommendation, to interview the department chair or program director, and, if the Reappointments Committee so chooses, any other tenured member or members of the department or program the Reappointments Committee deems appropriate; in either or each instance to place a written summary of the meeting(s) in the candidate's file. If rejection is under consideration due to questions about the quality of the candidate's teaching, to conduct an independent examination of the candidate's teaching.

(h) To convey to the president the committee's conclusions about the constituent considerations of the review, a final recommendation and the reasons for it. To record its final recommendation and make it a part of the review file.

(i) To hear and respond to any conclusions of the president that may differ from their own. To review with the president those materials that pertain directly to any area of disagreement.

(j) To meet with the candidate, or authorize the VPAA/DOF to meet on their behalf, within four weeks of the completion of a successful review to provide an assessment of the candidate's performance, to summarize the information on which the Reappointments Committee based its decision, and to provide the candidate and the chairperson of the candidate's departmentor director of the candidate's program with a written summary of the meeting prepared by the VPAA/DOF. In this meeting, the committee should interpret the views of others without revealing their names. All summaries of reappointment review meetings will begin with the following paragraph: "The following summary of a meeting between _________________ (the candidate) and the Reappointments Committee is made available to the candidate, who has successfully passed a review for reappointment at Middlebury College, and to the candidate's department chair or program director, solely for the purpose of providing a record of the meeting held to discuss the review just completed. Nothing stated in the summary, or in the course of the review, carries with it any presumption about the outcome of any subsequent review. Similarly, the findings and recommendations of the Reappointments Committee at this review are not determinative of any assessment of the candidate's professional development at a later review. At all reviews, the Reappointments Committee or the Promotions Committee makes an independent determination governed only by the standards for reappointment, promotion, and tenure as then published in the College's Rules of Appointment and Tenure, with which faculty members are expected to be familiar."

In the case of unsuccessful review, to offer to meet with the candidate for the same purpose.

iii. Vice President for Academic Affairs and Dean of the Faculty (VPAA/DOF)

(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 Reappointments Committee, from candidates under review; to gather information from other sources when so requested by the Reappointments Committee.

(c) To maintain the candidates' review files, including course response forms.

(d) To serve as recording secretary of the Reappointments Committee.

(e) To provide counsel to the Reappointments Committee during the course of its deliberations.

(f) To provide counsel to the president when the Reappointments Committee's deliberations are completed.

iv. Dean for Faculty Development and Research (DFDR)

(a) In the case of a review of a department chair or program director, to assume the role of chair or director for that review.

v. Department Chair or Program Director

(a) To arrange with the candidate an appropriate schedule of classroom visitations by the chair or director or the chair's or director's designate, and to ensure that the number of visits by other colleagues does not unnecessarily disrupt the candidate's courses.

(b) To review the candidate's course response forms, on deposit in the Office of the Vice President for Academic Affairs and Dean of the Faculty.

(c) To submit a letter to the Reappointments Committee containing the departmental or programmatic evaluation according to section 2.e. or 2.f. The focus of the departmental or programmatic evaluation will be upon the candidate's teaching performance and promise as a teacher and scholar. This letter will be shared with the tenured members of the department or program and the candidate undergoing the review.

(d) To make available to the candidate a copy of the departmental or programmatic letter.

(e) To meet with the candidate to discuss the contents of the departmental or programmatic evaluation.

vi. Tenured Department or Program Faculty Members

(a) To submit a letter of recommendation, when requested, to the Reappointments Committee, with a copy to the department chair or program director, that speaks to those aspects of a candidate's work with which he or she is familiar.

(b) Upon the invitation of a candidate, to observe a class or classes and to meet with the candidate to discuss his or her performance in the class, with suggestions for possible improvement. Such meetings will be held before the end of the term during which the visits take place.

vii. President

(a) To hear reports from the Reappointments Committee 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 VPAA/DOF about the individual cases.

(c) To challenge any conclusion of the Reappointments Committee with which he or she disagrees and give the Reappointments Committee 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 Reappointments Committee.

4. PRIOR SERVICE, EARLY REVIEW, AND LENGTH OF APPOINTMENT UNDER "NEW" RULES

a. Normal Review Schedules in Case of Prior Service
All regular faculty members appointed to full-time positions at any rank, who have had prior full-time appointment at another college or university, are reviewed for reappointment no later than in the third year of their Middlebury appointment.

Faculty who teach less than full-time are normally reviewed after they have taught ten fall/spring courses.

The normal schedule for length of initial appointment and the character of initial review for reappointment is as follows:

Years of Prior Service

Length of First Contract

Initial Review

Year in which review takes place

1-2

3

First

Third (fall)

3

2

First

Second (January)

4

4

Tenure

Third (spring)

5-7

3

Tenure

Second or third (January) as negotiated at time of appointment

Any deviations from this schedule will be specifically stated in the initial letter of appointment. Prior service counts for anyone who has held a regular, full-time appointment at a senior college or university. Only full-year appointment at Middlebury or elsewhere counts toward tenure date.

b. Review Schedule for Term Appointments
Initial term appointments to the Middlebury College faculty may range from one to three years. Term appointments may be made at any rank, regardless of the normal phasing of reviews. Term appointments are intended to accommodate contextual needs in instructional programs or the needs of the faculty member appointed. Reappointment may be offered for periods less than the normal reappointment period when contextual needs in an instructional program require it.

c. Length of Appointment and Tenure
A faculty member with a regular full-time appointment may not serve beyond the eighth year (at Middlebury or as accumulated) without review for tenure, except when the initial term appointment carries beyond the eighth year (as accumulated). With the exceptions noted below, faculty members holding special full-time appointments may not be reappointed beyond the eighth year of full-time teaching at Middlebury College. This limitation does not apply to faculty members in the following categories as defined previously in section 1.c.ii., Faculty Appointments, Special Appointments.

i. Lecturers
ii. Assistants and Associates in Instruction
iii. Members of the Department of Physical Education
iv. Administrative appointments with faculty rank

When (following a stringent review by the Reappointments Committee) a full-time faculty member is appointed beyond the eighth year, the length of the employment contract will normally be from three to five years.

d. Early Reviews
The decision to be reviewed early for tenure rests with the individual faculty member. If a colleague requests an early tenure review, the Promotions Committee will review the faculty member according to the appropriate criteria for the tenure review as outlined. A faculty member electing early review waives the terms of the existing letter of appointment pertaining to length of appointment to the faculty. If the review results in a decision not to reappoint, no later review will be undertaken, and faculty members who have been denied tenure will be offered a one-year terminal appointment for the year succeeding the review. A request for an early tenure review that anticipates notification of the decision by December 15 should be received by the VPAA/DOF by May 15 prior; a request that anticipates notification by May 15 should be received by December 15 prior. Time spent on leave (except for sick leave) does not alter the time of review; i.e., the timing of the review is calculated strictly from the date of first appointment, regardless of any time on leave for the purposes of scholarship and other professional development.

e. Deferred Reviews
Faculty members may request a delay in the tenure review. The VPAA/DOF may grant a delay if the professional development of a member of the faculty has been impaired by a particularly demanding institutional role or by poor health, family obligations, or legally recognized disabilities. In no case, however, will a tenure review take place later than the tenth year of full-time teaching.

f. Notification Date
Persons on first review will be notified of decisions no later than December 15 of their final year of appointment. Persons on tenure review will be notified of decisions no later than May 15 of the year preceding their final year of appointment. Faculty undergoing review for promotion to full professor will be notified no later than February 15 of the review year. Faculty undergoing ten-year reviews will be notified no later than June 1 of the review year. All other faculty being reviewed normally will be notified no later than February 15.

g. Retirement
Retirement may be arranged at any time a faculty member chooses. Retirements will normally become effective on the terminal date of a fiscal year. Appointment of a retired faculty member to a period of active service at Middlebury College will be at the discretion of the president.

 

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