Policies and Procedures

Note: This table is currently under revision to correct the titles and offices.

Earlham’s governance system both encourages wide consultation about policies and procedures and delegates authority to committees and to responsible decision-makers.

The pages in this section detail those policies and procedures and explains what committee, if any, generally has responsibility, whose approval and/or consultation is required (the Faculty Meeting, the president and/or the Board of Trustees), and what administrative faculty member or office has decision-making authority.

Part I Earlham Benefits

Clerical Note: For benefits and payroll, please consult with the Office of Human Resources. — May 3, 2024

Section-Topic Responsible Committee Faculty Meeting Approve? Faculty Meeting Consult? President Approval? Responsible Administrative Office Approval by Board?
1. Payroll and compensation Business/Provost
2. Group health care EWC * * Yes Business Yes
3. Long-term disability EWC * * Yes Business Yes
4. Pension plan EWC * * Yes Business Yes
5. Group term life insurance EWC * * Yes Business Yes
6. Social security Business
7. Workers’ compensation Business
8. Tuition remission EWC * * Yes Business
9. Flexible spending plan Business Yes
10. Paid holidays EWC/CPC * Yes Associate Dean
11. Personal accident insurance Business
12. Travel insurance Business
13. Vacation (Admin faculty) EWC * Yes Finance
14. Paid personal time EWC Yes Finance
15. Paid sick time EWC Yes Finance/Provost
16. Intermediate term disability EWC Yes Finance/Provost
17. Post-retirement benefits Yes Business/Provost
18. Emeritus benefits (teaching faculty) Provost

* for significant changes and/or significant redistribution

Part II College Policies

Clerical Note: Please refer to the Sexual Harassment Policy and Grievance Procedures, or contact the Office of Title IX, for all questions regarding sexual assault and misconduct. — May 3, 2024

Section-Topic Responsible Committee Faculty Meeting Approve? Faculty Meeting Consult? President Approval? Responsible Administrative Office Approval by Board?
1. Sexual assault policy Yes Student Development
2. Academic honesty Yes Provost
3. Sexual relationships with students * Yes Business/Provost
4. Diversity DPC Yes
5. Earlharm’s policy on alcohol and drugs * Yes Business/Student Development/Provost
6. Harassment policy Yes Business/Student Development/Provost

* for significant changes and/or significant redistribution

Part III Administrative Policies

Section-Topic Responsible Committee Faculty Meeting Approve? Faculty Meeting Consult? President Approval? Responsible Administrative Office Approval by Board?
1. Extra compensation Yes Provost
2. Professional development and conferences Provost
3. Administrative faculty and off-campus programs Provost
4. Disciplinary Action for Administrative Faculty Yes VP/Dean/President
5. Grievance Procedure Yes VP/Dean/President
6. Teaching Consultant Provost
7. Leaves and sabbaticals Provost

Part IV Administrative Procedures

Clerical note: The topics and office contacts listed below may not reflect Earlham’s current organizational structure. Please review current policies and procedures at earlham.edu/policy or contact administrative units listed in the College directory. — May 4, 2024

Topic Office to Contact
1. Alcoholic beverages
2. Athletic event passes Athletics
3. Campus Store discounts Campus Store
4. Campus events Office of Events
5.  Campus post office Mail and Distribution Center
6.  Childcare Provost/Business
7. Catering and meals on campus Food Service
8. Credit cards Finance
9. Dining on campus Campus Services
10. Facilities use Runyan Desk/Office of Events
11. Identification cards Public Safety
12. Inclement weather days Business
13. Keys and authorized areas Public Safety
14. Library borrowing Library
15. Parking Campus Safety
16. Personal property and belongings Finance
17. Personnel records Provost/Payroll
18. Pets on campus Provost/Student Development
19. Relatives Provost/Finance/Business
20. Rental housing Campus Services
21. Smoking on campus Provost/Business
22. Telephone calling cards Business
23. Vehicles Public Safety
24. Wellness membership and passes Wellness
25. Administrative faculty evaluations materials Provost

Policy specifications

Last revision: 06/29/2003
Approved by: Faculty Meeting, Board of Trustees
Effective date: 06/29/2003
Associated division(s):
Associated audience(s):
Associated container(s):
Policy home: https://earlham.edu/policy/chart-of-responsibility