Academic Affairs handbook for department chairs, program directors, and academic coordinators, 2019-2020

2019·6.3 MB·

by  Middlebury College

Academic
Affairs 2019
2020
Handbook for department
Chairs, Program Directors,
and Academic Coordinators

HELP! Who to Contact at Middlebury College
if you need information about…
Anderson Freeman Resource Center ........................................................................... Jennifer Herrera Condry (5743)
Benefits, Human Resources – Health and Welfare ................................................... Nancy Lindberg (3372)/Sarah Smalley (5755)
Benefits, Human Resources - Retirement ................................................................... Nancy Lindberg (3372)/Sarah Smalley (5755)
Book orders and course packs for classes................................................................... Erin Jones-Poppe (2258)
Budgets (department) ..................................................................................................... Lexie Carlson (5130)
Budgets (program enrichment funds) .......................................................................... Lexie Carlson (5130)
Calendar (Academic) information ................................................................................ LeRoy Graham (5669)
Catalogue: Course ............................................................................................................ Kathleen Parent (2207)
Catalogue: Winter Term ................................................................................................. Kathleen Parent (2207)
Center for Teaching, Learning & Research/Peer Tutoring..................................... JoAnn Brewer (3131)
Class lists ……………………………………………………………………. Department Coordinator
Classroom absenteeism .................................................................................................. Commons Dean
Commencement information ........................................................................................ Molly Andres (2885)
Commencement information (Summer Schools) ...................................................... Jennifer Thompson (5917)
Computer Help Desk ..................................................................................................... (2200)
Computers: Academic computing ............................................................................... Petar Mitrevski (2833)
Contracts, employment .................................................................................................. Donna McDurfee (5380)
Convocation information ............................................................................................... Molly Andres (2885)
Council on Reviews ......................................................................................................... Donna McDurfee (5380)
Course Response Forms ................................................................................................ Kathleen Parent (2207)
Diversity Initiatives ......................................................................................................... Miguel Fernandez (5792)
DLINQ (Office for Digital Learning and Inquiry) ................................................... Amy Collier (5921)
Educational Affairs Committee .................................................................................... Donna McDurfee (5380)
Elections to faculty committees .................................................................................... Donna McDurfee (5380)
Environmental Health and Safety ................................................................................ Jen Kazmierczak (5726)
External Department Reviews ...................................................................................... Tania Bolduc (5484)
Faculty housing ................................................................................................................ Pam Norton (5504)
Faculty meetings (scheduling, agenda)......................................................................... Donna McDurfee (5380)
Faculty development funds (including travel to conferences) ................................ Sandra King (2007)
Film orders ........................................................................................................................ Sue Driscoll (2048)
First-Year Seminars ......................................................................................................... James Berg (5709)
Honor code (Cheating on tests, plagiarism, etc.) ....................................................... Brian Lind (5385)
International Student and Faculty Support................................................................. International Student
& Scholar Services (5858)
Interview scheduling for recruiting .............................................................................. Erin Kilpeck (5156)
Lecture series (symposia) ............................................................................................... Tania Bolduc (5484)
Library: general questions ............................................................................................. Circulation (2000)
Matching Funds (Cost-Share) for Faculty Grants ..................................................... Franci Farnsworth (5889)
Media Services .................................................................................................................. Help Desk (2200)
Moving expenses: (new faculty) .................................................................................... Sandra King (2007)
Moving expenses: (faculty leave moving) .................................................................. Sandra King (2007)
New Faculty Events ........................................................................................................ Tania Bolduc (5484)
Off-Campus Study/Study Abroad ............................................................................... Heather Sitkie (3172)
Office assignments .......................................................................................................... Kathleen Parent (2207)
Scheduling, Courses ........................................................................................................ Registrar’s Office (5770)
Scheduling, Events .......................................................................................................... Event Management (2885)
Sexual harassment............................................................................................................ Thaddeus Watulak (5741)
Laura Carotenuto (2012)
Sponsored Research (external faculty grants)............................................................. Franci Farnsworth (5889)
Nick Brightman (5132)
Start-up Funds .................................................................................................................. Sandra King (2007)
Student employment ....................................................................................................... Student Employment Office (5377)
Student fellowships ......................................................................................................... Colleen Norden (3026)
Student internships .......................................................................................................... Peggy Burns (3450)
Tax questions ................................................................................................................... Controller’s Office (5547)
Telephone questions (Cisco) ......................................................................................... Help Desk (2200)
Threat Assessment .......................................................................................................... Lisa Burchard (5201)
Winter Term ..................................................................................................................... Kathleen Parent (2207)
TABLE OF CONTENTS

CHAIR AND COORDINATOR CALENDAR 2019-20 ........................................... 1
RESPONSIBILITIES ................................................................................................ 17
ACADEMIC COORDINATORS ........................................................................................................................................................................... 17
CHAIR/DIRECTOR RESPONSIBILITIES ......................................................................................................................................................... 20
COLLEGE POLICIES .............................................................................................. 22
ANTI-HARASSMENT/DISCRIMINATION POLICY AND POLICY AGAINST SEXUAL MISCONDUCT, DOMESTIC AND DATING
VIOLENCE AND MISCONDUCT, AND STALKING ....................................................................................................................................... 22
Policies ....................................................................................................................................................................... 22
Mandatory Reporting .................................................................................................................................................... 22
Resources and Support................................................................................................................................................... 23
College Rental Program ................................................................................................................................................. 25
Mortgage Program ........................................................................................................................................................ 25
INSTITUTIONAL REVIEW BOARD .................................................................................................................................................................. 26
INTERNATIONAL TRAVEL ............................................................................................................................................................................... 27
Faculty/Staff taking Student Research Assistants Abroad ................................................................................................... 27
Other tips for faculty/staff research abroad ........................................................................................................................ 27
INVITING FOREIGN NATIONALS .................................................................................................................................................................. 29
OFFICE ASSIGNMENTS ..................................................................................................................................................................................... 31
SPOUSE/PARTNER EMPLOYMENT GUIDELINES ...................................................................................................................................... 33
Introduction ................................................................................................................................................................ 33
Guidelines .................................................................................................................................................................. 33
Procedures ................................................................................................................................................................... 34
THREAT ASSESSMENT AND RESPONSE POLICY ........................................................................................................................................ 35
BUDGET OVERSIGHT ........................................................................................... 36
ALLOWABLE EXPENDITURE POLICY FOR DEPARTMENTAL AND PROGRAM BUDGETS ............................................................... 36
GUIDELINES FOR USING DEPARTMENT/PROGRAM FUNDS ................................................................................................................ 37
Departmental Funding of Desk Copies and Course Packs .................................................................................................... 37
Purchase of Alcohol with Departmental Funds ................................................................................................................... 37
Department Retreats ..................................................................................................................................................... 38
Program Enrichment Funds ........................................................................................................................................... 38
OVERSIGHT OF DEPARTMENT/PROGRAM BUDGETS ............................................................................................................................. 39
USING ORACLE TO TRACK BUDGETS .......................................................................................................................................................... 39
DEPARTMENTAL CURRICULUM ...................................................................... 40
TEACHING EXPECTATIONS AND CURRICULAR PLANNING ................................................................................................................... 40
WINTER TERM GUIDELINES .......................................................................................................................................................................... 43
Course proposals from regular faculty ................................................................................................................................ 43
Course Proposals from visiting Winter Term faculty ............................................................................................................. 44
Enrollment and Banner Registration ................................................................................................................................ 44
Hosting Visiting Faculty ............................................................................................................................................... 44
WINTER TERM CHECKLIST 2020 ................................................................................................................................................................... 45
SUMMER STUDY.................................................................................................................................................................................................. 47
POLICIES AND OPPORTUNITIES FOR STUDENTS ...................................................................................................................................... 48
Oversight of Independent Projects ..................................................................................................................................... 48
Fellowships Program ..................................................................................................................................................... 48
Summer Research Assistants (SRAs) .............................................................................................................................. 49
Keeping Track of Majors: Senior Audits and Degree Verification .......................................................................................... 49
Senior Awards ............................................................................................................................................................ 49
External Departmental Reviews ...................................................................................................................................... 49
EVENTS PLANNING .............................................................................................. 51
COMMENCEMENT WEEKEND RECEPTIONS .............................................................................................................................................. 51
Policy regarding department/program receptions funded by Commencement budget ...................................................................... 51
Reception Scheduling Timeline for 2020 ............................................................................................................................ 52
EVENTS PLANNING FOR LECTURES/EVENTS ........................................................................................................................................... 52
Crowd Control Policy .................................................................................................................................................... 53
Accounting and Reporting .............................................................................................................................................. 53
PROFESSIONAL DEVELOPMENT RESOURCES ............................................ 55
EXTERNAL FUNDING ....................................................................................................................................................................................... 55
Externally Funded Grants............................................................................................................................................. 55
Matching Funds (Sponsored Research Matching Fund) ........................................................................................................ 55
INTERNAL FUNDING RESOURCES ................................................................................................................................................................ 56
• DEADLINE: LATE FEBRUARY FOR PROJECTS STARTING IN THE NEXT FISCAL YEAR (JULY 1ST) ...................................... 56
• UCRF cannot be used for students who have graduated. ............................................................................................. 57
• FRAF cannot be used for summer projects or with students who have already graduated. ................................................... 57
PROFESSIONAL DEVELOPMENT OPPORTUNITIES FOR CHAIRS .................................................................................. 59
PERSONNEL ............................................................................................................ 60
COORDINATOR PERFORMANCE FEEDBACK AND DEVELOPMENT ..................................................................................................... 60
Annual Performance Review Process for Coordinators .......................................................................................................... 60
Guidelines for Chairs .................................................................................................................................................... 60
FACULTY REVIEWS AND CONSULTATIONS ................................................................................................................................................ 60
FACULTY SALARY FORMS ................................................................................................................................................................................ 61
NONACADEMIC LEAVES OF ABSENEC AND PAY OPTIONS ................................................................................................................... 61
Family and Medical Leave Act ....................................................................................................................................... 61
Faculty Leave Reserve (FLR) Pay ................................................................................................................................... 62
PARENTAL LEAVES/PARENTAL PAY ........................................................................................................................................................... 63
Introduction ................................................................................................................................................................ 63
Paid Parental Time Eligibility ........................................................................................................................................ 63
Paid Parental Time Benefit ............................................................................................................................................ 63
Primary Caregiver Scheduled to Teach .............................................................................................................................. 63
Primary Caregiver NOT Scheduled to Teach ..................................................................................................................... 64
Both Parents Employed by Middlebury College ................................................................................................................... 64
Adoptive families ......................................................................................................................................................... 65
Effect of Leave on Tenure Review Schedule ........................................................................................................................ 66
DISABILITY (MEDICAL) LEAVES/PAY ......................................................................................................................................................... 66
Introduction ................................................................................................................................................................ 66
Short-term Disability Pay .............................................................................................................................................. 66
Long-term Disability Pay .............................................................................................................................................. 66
Supplementing Disability Pay using Faculty Leave Reserve ................................................................................................... 66
Timetable of Disability Pay, Benefits, and Status ................................................................................................................ 66
Other Unpaid Leaves ................................................................................................................................................... 68
Vermont Earned Sick Time (VEST) for Non-regular Faculty ............................................................................................. 68
MENTORING NEW FACULTY .......................................................................................................................................................................... 68
Faculty Expectations – Guidelines .................................................................................................................................. 68
Mentoring in the Department .......................................................................................................................................... 70
Course Response Forms ................................................................................................................................................. 71
Mentoring Program ....................................................................................................................................................... 71
MENTORING FOR LONG-TERM RETENTION ............................................................................................................................................ 72
Resources for mentoring and the tenure process .................................................................................................................... 72
Resources for mentoring and work/life balance .................................................................................................................... 72
General resources and readings about mentoring .................................................................................................................. 72
TEACHING ASSISTANTS ................................................................................................................................................................................... 73
2019-2020 CONTACTS .............................................................................................. 77
ADMINISTRATIVE OFFICERS AND TELEPHONE NUMBERS ................................................................................................................... 77
HEADS OF COMMONS .............................................................................................................................................................................. 78
RECRUITING PROCESS FLOW CHART ............................................................ 84
STAFFING REQUESTS ........................................................................................... 85
REQUEST FOR STAFFING TO THE EAC ....................................................................................................................................................... 85
Materials to Submit ...................................................................................................................................................... 85
EAC Authorization .................................................................................................................................................... 87
GUIDELINES FOR THE SEARCH PROCESS ................................................... 88
THE SEARCH COMMITTEE .............................................................................................................................................................................. 88
Hiring Best Practices ..................................................................................................................................................... 88
Before the Search .......................................................................................................................................................... 88
During the Search ........................................................................................................................................................ 89
ADVERTISING AND OUTREACH .................................................................................................................................................................... 89
Interfolio Set-up and Ad Posting ..................................................................................................................................... 89
Collection of Dossiers .................................................................................................................................................... 90
EEO reports ............................................................................................................................................................... 91
EVALUATING APPLICATIONS ......................................................................................................................................................................... 91
Institutional Values ...................................................................................................................................................... 91
Evaluation Rubrics ...................................................................................................................................................... 92
Large Pools ................................................................................................................................................................. 92
Internal Candidates ...................................................................................................................................................... 92
INTERVIEWS ........................................................................................................................................................................................................ 93
Off-Campus Interviewing and Video (Skype/Zoom) Interviewing .......................................................................................... 93
On-Campus Interviewing ............................................................................................................................................... 94
CHARGES TO THE RECRUITING BUDGET ................................................................................................................................................... 94
Guidelines for Entertainment .......................................................................................................................................... 94
Accounting Procedures ................................................................................................................................................... 95
Interview Itineraries ...................................................................................................................................................... 96
Spousal or Partner Employment ...................................................................................................................................... 97
Including Students ........................................................................................................................................................ 97
Candidate Folders for Administrative Interviews ................................................................................................................. 98
Preliminary Rejection Letters .......................................................................................................................................... 98
Discussing Salary, Benefits, & Other Funding During the Interview ...................................................................................... 98
Special Considerations in Hiring Non-U.S. Citizens .......................................................................................................... 99
RECOMMENDING THE FINAL CANDIDATE .............................................. 101
BACKGROUND CHECKS ..................................................................................... 101
EXTENDING THE OFFER ................................................................................. 102
REJECTION LETTER ....................................................................................................................................................................................... 102
CLOSE THE POSITION AND INDICATE THE OUTCOME OF THE SEARCH ........................................................................................ 103
REPORTING ...................................................................................................................................................................................................... 103
ASSESSMENT ..................................................................................................................................................................................................... 104
KEEPING FILES ............................................................................................................................................................................................... 104
WELCOMING NEW COLLEAGUES .................................................................. 105
RETENTION BEST PRACTICES ..................................................................................................................................................................... 105
Social Strategies ......................................................................................................................................................... 105
Professional Strategies ................................................................................................................................................. 105
Institutional Strategies ................................................................................................................................................. 106
TEMPLATES....................................................................................................................................................................................................... 111
APPENDIX B: SAMPLE EVALUATION RUBRICS ....................................................................................................................................... 112
APPENDIX C: SAMPLE INTERVIEW SCHEDULE ...................................................................................................................................... 118
APPENDIX D: SAMPLE FACULTY RECRUITING CANDIDATE VERIFICATION SHEET FOR ON-CAMPUS INTERVIEW ......... 119
APPENDIX E: INTERVIEW QUESTIONS TO AVOID ................................................................................................................................ 120
Middlebury’s Nondiscrimination Statement ..................................................................................................................... 120
Equal Employment Opportunity Interview Guidelines ....................................................................................................... 120
EQUAL EMPLOYMENT OPPORTUNITY INTERVIEW GUIDELINES ... 120
UNLAWFUL ............................................................................................................ 120
APPENDIX F: REJECTION LETTER TEMPLATES ..................................................................................................................................... 123
Template 1: Not Selected for Interview (Before Offer Has Been Made & Accepted) ................................................................. 123
Template 2: Not Interviewed, Not Hired (After Offer Has Been Made & Accepted) .............................................................. 123
Template 3: Interviewed, but Not Hired (After Offer Has Been Made & Accepted) ............................................................... 123
APPENDIX G: SAMPLE RECRUITING REPORT TO THE VPAA/DOF ............................................................................................... 124
APPENDIX H: FURTHER READING ON UNCONSCIOUS BIAS ............................................................................................................. 127

CHAIR AND COORDINATOR CALENDAR 2019-20

Note: Dates provided here are subject to change! Please check email announcements carefully in case
dates shift.

BEGINNING OF EACH MONTH

General Deadlines:

✓ Faculty Professional Development Fund (FPDF): deadline at least 1 month before date of
conference or research travel with a final deadline of June 1. Undergraduate Collaborative Research
Fund (UCRF) – Ongoing with a final deadline of March 1 for Spring term projects

✓ Scholarly Publication Subvention Fund (SPSF): ongoing, provided funds are still available

✓ Textbook Orders online-only: Please contact Erin Jones-Poppe, Bookstore Manager, for more
details ([email protected])

✓ Religious Holidays: please refer to the Academic Calendar

AUGUST 2019

✓ Coursepacks, Fall 2019 – if you have faculty using coursepacks for Fall Term, the Master
Coursepack (clean copies) should be submitted to the College Store as soon as possible.

✓ Returning faculty have access to offices. New faculty can move into offices after Aug. 15

✓ Update placement exams for incoming students

8/12 Eid al Adha

8/14-24 Bread Loaf Writers’ Conference

8/16 VT Language Schools Commencement

8/19-20 Faculty Teaching and Writing Retreat - Mountain Top Inn & Resort, Chittenden, VT

8/23 Last day to register for Fall I PE courses (online) for continuing students

8/26-27 New Faculty Orientation, Hillcrest 103

8/27 New Faculty Dinner, Ross Dining Hall, 6:00 p.m.

8/29-9/1 Alumni College

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SEPTEMBER 2019

✓ Coordinator and Chair should meet to discuss office procedures, recruiting updates, faculty reviews,
department events and lectures, budget information, etc.

✓ Forward any graduate information that the Coordinator or department faculty may have received
regarding previous majors to College Advancement

✓ Post Fall class schedule and faculty office hours

✓ Enter placement exam results in Banner before registration begins

✓ Finalize updates to Department Web Page(s)

✓ Remind faculty that any course scheduling changes they initiate with the Scheduling Office should
be copied to the Department Coordinator

✓ Remind Senior majors to submit the On-line Intent to Graduate/Diploma Application found on
the Registrar’s Office website under Information for Students

✓ Remind Faculty in your department that student course warnings can be issued any time during the
semester - students who receive warnings receive assistance from Commons Deans and may make
dramatic improvements in the course.

✓ Note: For this year, the space-change request process will happen in September. An email for next
fiscal year operationally-funded space projects will come from Mary Stanley.

9/2-8 Fall MiddView: Orientation schedule available on the web:
go/middview.

9/3 Academic Forum 2:00-4:00 p.m., Kenyon Arena

9/5 Banner Registration online for new students

9/6 Faculty Meeting, 9:00 a.m., Bread Loaf Campus

9/8 Convocation, 7:00 p.m., Mead Chapel (faculty line up on Old Chapel
Road at 6:30 p.m.)

9/9 Fall Term classes begin (updated course rosters can be printed from reports available in
Hyperion)

9/14 New Winter Term course proposals due and Spring 2020 course proposals due from new
faculty and faculty returning from leave. All proposals must be submitted to the Kathleen
Parent, electronically for consideration by the Curriculum Committee. Forms are available
at go/proposalforms.

9/16 Chairs/Directors Meeting, 4:30 p.m., Axinn 229

9/17 CAOS Meeting, 10:00-11:30 Mitchell Green Lounge, McCullough
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9/19 CAOS Council Meeting, 9:00-10:00, Old Chapel 204

9/19-21 Clifford Symposium, “The Future of the Global Ocean”

9/20 Banner Preprinted Course Forms for Winter Term and Spring 2020: Available for pick-up
in Old Chapel.

9/20 Deadline for Winter Term 2020 catalog changes (proposed changes must be submitted
electronically to Kathleen Parent)

9/20 Last day to add fall academic courses (add cards) and last day to drop fall academic
courses online

9/27-29 Fall Family Weekend

9/27 Fall Faculty Forum (3 90-minute sessions at 1:00 p.m., 2:45 p.m., and 4:30 p.m.)

9/27 Last day to register online for Fall II PE courses

9/29 Rosh Hashanah begins in the evening

9/30 Rosh Hashanah

9/30 Deadline for Departmental Faculty Research Assistant Fund (FRAF).

OCTOBER 2019

✓ Prior to scheduling lectures or events that may appeal to a wide campus audience, refer to the
Master Calendar on the Middlebury webpage

✓ RECRUITING REMINDER: Candidate lectures should not be scheduled in conflict with
Faculty Meetings, Chairs Meetings or Carol Rifelj Faculty Lecture Series (Wed. @ 4:30 p.m.).
Check the Calendar of Events before scheduling!

✓ Forward any information that the Coordinator or department faculty may have received regarding
the activities of alumni to College Advancement

10/1 Rosh Hashanah

10/1 Senior Research Project Supplement Deadline: Check the URO webpage at: go/uro

10/1 Winter Term and Spring 2020 Banner Course Forms due from faculty to
coordinator.

10/2 Winter Term and Spring 2020 Banner Course Forms due by NOON.
Academic Coordinators submit completed course forms to Kathleen Parent in Old
Chapel.

10/4 Last day to invoke Pass/D/Fail option
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