Charge and Membership, Policies and Handbooks | Earlham College
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Charge and Membership

Academic Advisory Committee

Charge: Evaluates the academic performance of students, and in particular, makes decisions in regard to questions of academic standing or dismissal for students who have not maintained a satisfactory level of scholastic performance. Serves as a resource for students on probation and final probation toward improving academic standing.

Membership: Registrar, Associate Academic Dean, Dean of Student Life, Director of Residential Life, Director of Diversity and Inclusion, Vice President for Enrollment Management (or designate), Director of Academic Enrichment Center, Director of Athletics (or designate), Director of Financial Aid (or designate), International Student Advisor, two regularly nominated teaching faculty, and additional teaching faculty (with no term limit) as deemed necessary by the committee and appointed by the Academic Dean.

Admissions and Financial Aid Advisory Committee

Charge: Advises the Vice President for Enrollment Management regarding admissions and financial aid, providing perspectives from across the community. Serves as a conduit for community ideas regarding admissions and financial aid. Reports to the Faculty Meeting, Staff Meeting, and Earlham Student Government as a matter of information, to keep all community members updated.

Membership: Vice President for Enrollment Management; Associate Academic Dean; Director of Financial Aid; Director of Admissions; a Faculty Athletics Representative; two students; two teaching faculty; and one administrative faculty outside admissions.

Athletics Advisory Committee

Charge: Advises the Director of Athletics regarding athletic policies, providing perspectives from across the community. Serves as a conduit for community ideas regarding athletic policies. Reports to the Faculty Meeting, Staff Meeting, and Earlham Student Government as a matter of information, to keep all community members updated.

Membership: Athletic Director, Dean of Student Life (or designate); Director of Wellness (or designate); Associate Athletic Director/Senior Women Administrator; two full-time Head Coaches, one from a women’s and one from a men’s sport (nominated for two-year terms); two faculty athletic conference representatives; one administrative faculty from outside Athletics; and three students.

Budget Advisory Committee

Charge: Advises the Vice President for Finance and Operations regarding the college budget and decisions that impact college finances, providing perspectives from across the community. Reviews predictive models of the college budget and financial assessments of proposals under consideration and evaluates budgets and projects during and after implementation. Serves as a conduit for community ideas regarding budgeting and other fiscal issues. Reports to the Faculty Meeting, Staff Meeting, and Earlham Student Government as a matter of information, to keep all community members updated.

Membership: Vice President for Finance and Operations; College Controller; two hourly staff; two teaching faculty; two administrative faculty outside the accounting office; and, three students.

Campus Life Advisory Committee

Charge: Advises the Dean of Student Life regarding co-curricular life policies, providing perspectives from across the community. Oversees periodic revisions of the Earlham College Community’s Principles and Practices. Serves as a conduit for community ideas for ideas regarding co-curricular life policies. Reports to the Faculty Meeting, Staff Meeting, and Earlham Student Government as a matter of information, to keep all community members updated.

Membership: Dean of Student Life; Director of Student Activities (and advisor to Student Government); Director of Diversity and Inclusion; two hourly staff; two teaching faculty; two administrative faculty outside student development; President, Vice-President, Secretary of Finance and Recording Clerk of Student Government; and, three at-large student representatives.

Clerk of the Faculty

The Clerk of the Faculty sets the agenda and presides at faculty meetings, and works with the Recording Clerk on minutes of the Faculty Meeting. Term is one year, with a possible one-year extension.

Committee on Assessment & Accreditation

Charge: The Committee on Assessment and Accreditation is responsible for guiding and coordinating assessment efforts for both academic and co-curricular activities at Earlham. In order to present evidence and build arguments to support ongoing institutional developments, strategic planning, and accreditation processes, the committee shall receive regular reports from academic and co-curricular units and provide advice and guidance on: 1) methods to assess student learning outcomes; 2) protocols for the assessment of quality and impact of majors/minors and co-curricular activities; 3) periodic assessment of general education student learning outcomes (in conjunction with the Curricular Policy Committee); 4) Academic Departmental and Program 5-year reviews. It is the responsibility of the Assessment Committee to document assessment driven decisions and actions for the Earlham community as well as for the Higher Learning Commission’s requirements for Open Pathways Accreditation.

Membership: Senior Associate Vice President for Academic Affairs and Director of Accreditation Activities, Associate Academic Dean, Registrar, Vice President and Dean of Student Life (or designee from Student Life whose duties are assessment related), Associate Director of Institutional Research and Assessment, two teaching faculty, Library and Archives representative, one student (nominated by Earlham Student Government), Teaching-Learning Consultant.

Curricular Policy Committee

Charge: Provides oversight of the on-campus and off-campus curriculum. Studies, formulates, and proposes policies and curricular opportunities involving the educational operations of the College (e.g., revisions to the daily/weekly calendar). Reviews and proposes courses and modifications to existing programs in the academic curriculum (e.g., suggests needed courses, approves proposed courses, approves revisions to majors and minors, and approves individual education programs not usually recognized by the College). Oversees, reviews, and proposes General Education requirements and policies. CPC should be consulted on all curricular affairs that have policy implications.

Membership: Academic Dean; Associate Academic Dean; Senior Associate Vice President for Academic Affairs and Director of Accreditation Activities; Registrar; the Director of International Programs; one librarian; one faculty from Humanities; one faculty from Natural Sciences; one faculty from Social Sciences; one faculty from Visual and Performing Arts; one at-large teaching faculty; and, three students.

Curricular Steering Committee

Charge: The faculty authorizes CSC to plot curricular trajectories and make recommendations to the faculty about creating and laying down programs, majors, and departments in light of the curricular vision adopted by the faculty and the criteria for evaluating and initiating proposals listed above. The committee should have the College as a whole in mind whenever teaching faculty vacancies arise and recommend position allocation in the College’s best interest. Further, the Committee will receive copies of Department and Program five-year reviews and Assessment reports for its information. It bears repeating that in contemplating curricular changes, the Committee should take into consideration position vacancies that are likely to occur in the near future – a five or more year window – rather than making decisions about each vacancy in isolation. This Committee, unless the faculty reaches consensus otherwise, is also charged with initiating a review of the curriculum every ten years.

Membership: Academic Dean; four teaching faculty representing the divisions.

Diversity Progress Committee

Charge: The Diversity Progress Committee is tasked with thinking through, developing, monitoring, and helping to implement Earlham’s commitment to diversity and inclusion. This committee creates new initiatives to build a thriving culture of diversity at Earlham; reviews and reports on the progress of current diversity and inclusion initiatives; and makes recommendations to senior leadership for improving diversity and equity across campus. This committee works with and supports student leaders and groups (in particular the Earlham Student Government and the Student Diversity Council) in order to make sure students have the opportunity to contribute to how diversity and inclusion are understood on campus. This committee will also work in consultation with the Board of Trustees’ Diversity Committee when appropriate. DPC participates in implementing recommendations and holding all areas of the college accountable for our commitment to the belonging and success of all community members.

Membership: Vice President of Academic Affairs or designate; Vice President of Student Life and Dean of Students or designate; Associate Dean of Students and Director of Diversity and Inclusion; Director of Athletics or designate; Associate Vice President of Marketing and Communications or designate; Vice President of Enrollment Management or designate; Director of Human Resources or designate; Director of Events and Operations or designate; Director of Center for Social Justice; Executive Director for the Center for Global and Career Education; Chaplain and Director of Quaker Life or designate; one teaching faculty; one administrative faculty; one staff member; and two students.

Earlham Events Committee

Charge: Works with the Events Coordinator to envision and design the pattern of major events, including Convocations, sponsored by Earlham. The committee should seek community input so that a variety of events are offered to meet varied curricular and social needs. The committee will work closely with the Visual and Performing Arts faculty, the Marketing and Communications Office, and other groups responsible for particular events or with overall responsibilities for which public events are important.

Membership: Events Coordinator, Associate Dean of Student Life/Director of Diversity and Inclusion; three members of the faculty (at least two should be teaching faculty, with one usually from Visual and Performing Arts) and two students (one representative from the Student Activities Board and a student-at-large representative).

Employee Council

Charge: Employee Council provides a communication link between staff employees and the College. The eight-member committee is to serve as a staff nominating committee when needed and to allocate staff Professional Development Funds in response to employee requests.

Membership: Director of Human Resources; eight members of hourly staff elected at large; and one faculty member as liaison, a two-year term. Elected members of the committee shall serve for three years. Their terms shall be staggered.

Faculty Affairs Committee

Charge: The Faculty Affairs Committee serves as advisory committee to the President for such faculty matters as promotion, tenure, termination and dismissal.

Membership: Five tenured teaching faculty members elected at large and the Academic Dean. Elected members of the committee shall serve for four years. Their terms shall be staggered.
Eligibility and Election Rules: stated in Appendix A

Faculty Interview and Search Committee

Charge: The Faculty Interview and Search Committee serves as an advisory committee to the president for matters of faculty hiring and appointments.

Membership: Four teaching faculty or librarians and the Academic Dean. Committee members shall serve for four years. Their terms shall be staggered.

Faculty Liaisons to the Board of Trustees

Charge:  Full Charge

Membership: Three teaching faculty or administrative faculty, serving three-year terms.

GLCA Academic Council

Charge: Represents the College faculty at the GLCA meetings to share curriculum changes and challenges, provide input on curricular issues affecting the GLCA, and learn about national trends in curriculum.

Membership: Two teaching faculty members for three-year terms, appointed by the Faculty Nominating Committee.

Nominating Committee

Charge: The Nominating Committee nominates, for faculty approval, members to all standing committees except those elected directly by the faculty, that is Nominating and Faculty Affairs committees. It nominates, for faculty approval, members to other committees when requested to do so by the appropriate committees; nominates the clerk and recording clerk of the faculty; prepares and maintains a record of all committee assignments, including terms of service of the members; conducts elections for Nominating and Faculty Affairs committees; supervises and encourages the periodic pruning of the committee structure of the College; and consults with the various committees and individual faculty members concerning the composition and function of committees.

Membership: Academic Dean; four elected teaching faculty members, one from each of the divisions; and two elected administrative faculty members.

Eligibility and Election Rules: stated in Appendix A

Ombuds Council

Charge: This committee’s role is to hear and mediate harassment complaints face to face with the concerned parties either together or separately, as appropriate, and to make a recommendation to the administrator of the area(s) concerned. The Ombuds Council will archive notes on informal as well as formal mediation and meet regularly with Human Resources to allow the College to track possible patterns of harassment and to pursue disciplinary action as appropriate.

Membership: Two teaching faculty, two administrative faculty, two hourly staff, and two students.

Professional Development Fund Committee

Charge: Recommends the awarding of funds to teaching and administrative faculty to facilitate professional development related to teaching, artistic production, and scholarship.

Membership: Associate Academic Dean, two teaching faculty, and one administrative faculty.

Recording Clerk of the Faculty

The Recording Clerk of the Faculty records faculty discussion and action, notifies all involved when faculty action has been taken, maintains faculty minutes, and notifies faculty committees of reports and evaluations that are to be made to the faculty meeting. Term is one year, with a possible one-year extension.

Student Conduct Council

Charge: SCC hears cases of alleged social and academic violations assigned to them by the Judicial Advisor (Academic Dean). It determines responsibility for such violations and assigns sanctions appropriate to the circumstances. This body has jurisdiction over all very serious violations, where the sanctions would likely include suspension from the non-academic life of the College, suspension from the College or expulsion from the College. It is also hears appeals rising out of SJC decisions.

Membership: Academic Dean and Vice President of Academic Affairs, Vice President for Student Life and Dean of Students, Associate Academic Dean Registrar, eight teaching faculty, when possible two from each division, and four administrative faculty (not otherwise affiliated with Student Life). The council can also draw on previously trained members (within the past five years) when necessary.

Student Faculty Affairs Committee (SFAC)

Charge: The Student Faculty Affairs Committee serves as advisory committee to the President for such faculty matters as promotion, tenure, termination and dismissal. SFAC works closely with FAC.

Membership: Five students selected by Student Nominating Committee in consultation with the current convener of SFAC.

Recommendation: that all members be expected to serve at least three semesters; (for both SFAC and SSIC) that there be at least one, if not more, students who serve on both committees for ongoing consistence and understanding of the intimate relationship of the committees work.

Student Search and Interview Committee (SSIC)

Charge: The Student Search and Interview Committee serves as an advisory committee to the president for matters of faculty hiring and appointments for all teaching faculty members who will teach full time for one full year or more. SSIC works closely with FISC.

Membership: Five students selected by Student Nominating Committee in consultation with the current convener of SSIC.

Recommendation: that all members be expected to serve at least three semesters; (for both SFAC and SSIC) that there be at least one, if not more, students who serve on both committees for ongoing consistence and understanding of the intimate relationship of the committees work.

Sustainability Progress Committee

Charge: Recommends college sustainability priorities, tracks progress on the Earlham Sustainability Plan, leads sustainability planning, and coordinates with the Sustainability Office. Serves as a conduit for community ideas regarding sustainability policies. Reports to the Faculty Meeting, Staff Meeting, and Earlham Student Government as a matter of information, to keep all community members updated.

Membership: Assistant Director of Sustainability; Director of Integrated Program in Sustainability; Director of Facilities; Director of Food Services; Associate Dean of Student Life; Vice President of Finance and Operations; two teaching faculty; two staff; two administrative faculty; and two students.

Title IX Advisory Committee

Charge: The Title IX Advisory Committee (TAC) oversees and evaluates the effectiveness of Earlham’s Title IX comprehensive prevention program. TAC recommends changes to College policies and procedures to ensure that the College remains compliant with all applicable federal laws, state laws, and guidance documents, including but not limited to Title IX, Jeanne Clery Act, VAWA Campus SaVE Act, and others. The committee identifies and prioritizes prevention strategies including but not limited to programming, education and resources for the Earlham community.

Membership: Title IX Coordinator (ex-officio); Deputy Title IX Coordinator (ex-officio); Associate Dean of Students and Director of Diversity and Inclusion; Director of Athletics or designate; Director of Public Safety or designate; one teaching faculty; one administrative faculty; one staff member; two Earlham undergraduate students; one student from the Earlham School of Religion; Earlham School of Religion Director of Student and Alumni Engagement or designate.

Welfare Advisory Committee

Charge: Advises the Director of Human Resources and Operations, Vice President for Finance and Operations, and President regarding faculty and staff welfare policies (e.g., insurance programs, benefits, general salary scales, retirement programs, tuition remissions, wellness initiatives), providing perspectives from across the community. Serves as a conduit for community ideas regarding faculty and staff welfare policies. Some committee recommendations might be reached after studying grievances of faculty and staff members, but the committee will not serve as an advocate in any individual’s grievance case. Reports to the Faculty Meeting and Staff Meeting as a matter of information, to keep all employees updated.

Membership: Two teaching faculty, two administrative faculty, two hourly staff, Vice President for Finance and Operations; Director of Human Resources and Operations; an ESR employee, appointed by the Dean of ESR.

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Earlham College, an independent, residential college, aspires to provide the highest-quality undergraduate education in the liberal arts and sciences, shaped by the distinctive perspectives of the Religious Society of Friends (Quakers).

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Richmond, Indiana
47374-4095
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NOTICE OF NONDISCRIMINATORY POLICY AS TO STUDENTS

Earlham admits students of any race, color, national and ethnic origin, age, gender and sexual orientation to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic origin, age, gender and sexual orientation in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs.