Chart of Responsibilities

I. Scope and Introduction

This document defines who is accountable, consulted, and has responsibility for approval and implementation of Earlham policies.

In this document, “Faculty Meeting” is used generally, either the Earlham College Faculty Meeting (EC FM) for the undergraduate college, or the ESR Faculty Meeting (ESR FM) for the School of Religion, whichever is appropriate.

While Staff Meeting does not play a formal role in institutional governance, it is presumed that changes to institutional policy will be presented to Staff Meeting for information.

The Earlham College Faculty Governance Manual is not included here because it comprises policies and procedures that have already been approved by the appropriate governing bodies. It is considered a reference document rather than a policy document.

II. Definitions

1. Approval Authority: The duly designated authority to make an approval decision.
2. Consultation: The formal process by which institutional leadership seeks recommendations from relevant governance bodies, such as the Faculty Meeting, prior to making decisions. The recommendation(s) are recorded in minutes as a consensus recommendation, or the sense of the meeting on which there is unity.
3. Guidelines: General recommendations or best practices, acting as advisory information that is not mandatory to follow.
4. Information: Any feedback, suggestions, or perspectives offered by individuals or groups.
5. Policy: A formally adopted statement or directive issued by a governing body or designated approval authority that establishes expectations, requirements, or standards of conduct.
6. Procedures: Formal instructions on how to implement policy or carry out processes. Sometimes codified in policy.
7. Significant Change: A policy shift or alteration that would have a noticeable or meaningful impact on employees or students.
8. Statement: Declaration or expression of a particular position. A statement could be part of a larger policy, or the rationale for the development of a policy, but is not itself a policy.

III. General Approval Authority

The Board of Trustees exercises the responsibilities and powers vested in it by the Indiana Nonprofit Corporation Act and serves as the ultimate legal authority over the operations, activities, properties, and programs of Earlham College, including the School of Religion. (Amended and Restated Bylaws, Art II, § 1)

Pursuant to its bylaws, financial policies, and applicable filings under Indiana law, the Board of Trustees delegates to certain officers, including the President, the authority to act on matters within the scope of the Board’s policy-making and fiduciary responsibilities. (Amended and Restated Bylaws, Art III, § 2)

Significant initiatives, policies and programs effecting the curriculum and educational mission, and recommended actions impacting those, are considered by the Board through its committees on College Academic Affairs and Earlham School of Religion, whichever is appropriate. (Amended and Restated Bylaws, Art. IV, §§ 4, 6)

The Board outlines procedures and authorities for the reduction or discontinuance of academic programs in Faculty Handbooks. In the Undergraduate College, the Curricular Policy Committee and Faculty Affairs Committee are responsible for recommending specific discontinuance or reduction of a program or department. In the School of Religion, the faculty holds this responsibility. Final action is taken by the President in consultation with the Chief Academic Office (Undergraduate College) or Dean (School of Religion), with approval of the Board of Trustees. (EC Faculty Handbook O, ESR Faculty Handbook § N)

The decision-authority matrix in Table I, Table II and Table III below complement existing Board policies by clarifying the individuals or bodies involved and the decision-making flow

Table I: General Decision Authority Matrix

[1] Higher Learning Commission. (2025). Revised Assumed Practices (CRRT.C.10.010). Section A.12. “The governing board delegates day-to-day management of the institution to the institution’s administration…”

[2] Ibid. “The governing board … expects the institution’s faculty to oversee academic matters.”

Table II: Governing Documents

[3] The approval process for this handbook is outlined within the handbook itself.

[4] Ibid

Table III: Employee and Student Handbooks

[5] The approval process for this handbook is outlined within the handbook itself.

IV. Review and Amendment of this Document

The President’s office will initiate an annual review of this policy. Clerical amendments, including amendments to titles or updates to citations, may be made administratively by the Office of the President. Amendments to Approval Authorities named in this document require approval of the Board of Trustees.

Clerical Notes

• October 10, 2025: Amendments approved by the Board of Trustees.

• October 2, 2025: The Board’s Nominating and Governance Committee approved draft amendments.

Appendices

The following sections describe how policies are cataloged and routed to approval following the guidelines outlined in the policies above.

Policy specifications