I. HISTORY OF SWEET BRIAR

Sweet Briar College is a liberal arts college for women and offers a baccalaureate program based on both the traditional disciplines in the arts and sciences and a wide range of interdisciplinary and individualized studies. Many of these also serve as pre-professional or pre-career programs. The 3,300 acre campus is located in the foothills of the Blue Ridge Mountains, thirteen miles north of Lynchburg.

In accordance with provisions in the will of Indiana Fletcher Williams, the College was established under a charter granted by the Commonwealth of Virginia in 1901 as an educational institution for young women and as a permanent memorial to Daisy Williams, the founder's only child, who died in her seventeenth year. Mrs. Williams left her plantation, Sweet Briar, and the balance of her estate, over half a million dollars, to establish the college. *

Sweet Briar College was opened as an independent residential liberal arts college in 1906, and the first five graduates received the bachelor of arts degree in 1910.

By 1921 Sweet Briar held memberships in the Southern Association of Colleges and Secondary Schools, the American Association of University Women, and the American Council on Education, and it was on the approved list of the Association of American Colleges. The College is a member of the Southern University Conference, the National Association of Independent Colleges and Universities, and the College Entrance Examination Board and, since 1949, a member of Phi Beta Kappa (Theta of Virginia). The teacher preparation program has been approved by the Department of Education of the State of Virginia.

Sweet Briar has been led by nine presidents. Dr. Mary Kendrick Benedict held the office from 1906 until 1916; Dr. Emilie Watts McVea served from 1916 to 1925; Dr. Meta Glass from 1925 to 1946; Dr. Martha Lucas from 1946 to 1950; Dr. Anne Gary Pannell from 1950 to 1971; Dr. Harold B. Whiteman, Jr., from 1971 to 1983; Dr. Nenah E. Fry, from 1983 to 1990; Dr. Barbara A. Hill, from 1990 to 1996; and Dr. Elisabeth S. Muhlenfeld, who assumed office in 1996.

* See The Story of Sweet Briar College by Martha Lemmon Stohlman (Princeton University Press, 1956); Sweet Briar: Seven Decades, 1901-1971 by Martha von Briesen and Dorothy Vickery (Whittet and Shepperson, 1972); and The Letters of Elijah Fletcher edited by Martha von Briesen (University of Virginia Press, 1965). All are available in the College Library.

II. THE MISSION STATEMENT OF SWEET BRIAR COLLEGE

Sweet Briar is a four-year, independent college whose aim is to prepare women to be active, responsible members of a world community. Its curriculum is organized on the premise that a foundation in the liberal arts and sciences is an essential means to this end. Study of the liberal arts and sciences enhances the development of critical and creative abilities, develops the ability to synthesize disparate information, equips the student for graduate and professional education, and encourages the individual to continue to learn long after leaving Sweet Briar. A broadly based academic program teaches her to view her experience within wider contexts, to appreciate the achievements of the past, to understand the methods and major theories of science, to gain an appreciation of the arts, and to communicate with precision and cogency. At Sweet Briar this study takes place within a residential environment that encourages physical well-being, ethical awareness, sensitivity to others, responsibility for one's actions, personal initiative, and the assumption of leadership.

Sweet Briar continues its commitment as a women's college in order to devote all of its resources to the education of women in the full range of the liberal arts and sciences, including those subjects that have been traditionally considered as male domains. The faculty teach individuals on a human scale. In small classes, students receive the attention that encourages self-confidence and the improvement of skills for life and livelihood. A highly qualified faculty, committed to undergraduate teaching of the highest standards, contribute to fulfilling these goals. The College continues to seek a diverse student body which is drawn from a national and international pool of applicants. As an independent college, Sweet Briar possesses the flexibility to respond to the many challenges that face higher education in a rapidly changing world.

III. ORGANIZATION

A. Organization of the College

The organizational chart indicates the general organization of the College. The faculty and the administration operate through a committee structure, standing, temporary, or ad hoc: some members are elected, some are appointed by the President after receiving the recommendations of the Election Sub-Committee of the Faculty Senate of the Faculty, and some committees have mixed membership of faculty, administration, and/or students. For a description of the composition and duties of the various standing committees, see the Faculty Rulings (yellow pages).

The Board of Directors bears the final legal responsibility for "Sweet Briar Institute," the charter name of the College. The President is the chief operating officer of the College. The Dean of the College is the chief academic officer; the Vice President for Finance and Administration is the chief financial and business officer; and the Dean of Co-Curricular Life is the officer in charge of student co-curricular matters. In case of an emergency, if the President should be absent or incapacitated, the Dean of the College is the second ranking officer of the College and shall assume the responsibilities of Acting President until the Directors formally appoint either an Acting President or a successor.

B. Anti-Discrimination Policy

In accordance with federal law and the law of the Commonwealth of Virginia, discrimination in educational programs or in employment on the basis of race, religion, nationality, sex, age, handicap, veteran status, or sexual orientation by one member of the Sweet Briar community against any other member of the Sweet Briar community will not be tolerated. Discrimination encompasses any difference in treatment on a prohibited basis. This prohibition against unlawful discrimination shall not in any way alter, affect, or negate the at-will status of any employee.

IV. STATEMENT OF THE POLICIES OF SWEET BRIAR COLLEGE IN REGARD TO ACADEMIC FREEDOM, POLITICAL ACTIVITIES, APPOINTMENT, REAPPOINTMENT, TENURE, PROMOTION, EVALUATION, AND FRINGE BENEFITS OF ITS FACULTY

A. Academic Freedom

1. The Board of Directors of Sweet Briar College has approved the 1940 Statement of Principles on Academic Freedom and Tenure, prepared jointly by the American Association of University Professors and the Association of American Colleges. The full text of this 1940 Statement as well as the 1970 Interpretive Comments may be found in the Bulletin of the A.A.U.P. (Vol. 60, No.2, Summer 1974, pp. 269-72). (Please consult the appendix to this document for the 1940 statement.)

2. Certain points of possible conflicts between this Handbook and the 1940 Statement of Principles on Academic Freedom and Tenure are noted below. In these cases the provisions of this Handbook shall control.

3. Academic freedom as defined in the 1940 Statement is a right and responsibility enjoyed by all faculty members at Sweet Briar College, with or without academic tenure.

4. Questions dealing with academic freedom may be referred to the Faculty Senate.

B. Political Activities

The Board of Directors has approved the Statement on Professors and Political Activity prepared jointly by the American Association of University Professors and the Association of American Colleges (for the full text, see Bulletin of A.A.U.P., Vol. 55, No. 3, Autumn 1969, pp. 388-9), subject to the following provisos:

1. If leave of absence is granted to a faculty member for political activity of any kind, including holding political office, whether by appointment or by election, seeking election to political office, or campaigning for political office, whether for himself or another, the leave shall be without salary; fringe benefits, including payments by the College to a retirement plan, disability program, and medical insurance program, will not be paid.

2. No leave of absence for political activity will be granted for less than a semester or term or for more than an academic year.

3. A leave granted for political activity shall not be counted as service to the institution in the calculation of eligibility for fringe benefits, sabbatical leaves, promotion, or tenure.

C. Part-Time Appointments

The procedural guidelines to be followed in making part-time appointments are as described above for full-time appointments with the exception that advertising the position nationally is not required and, depending on circumstances, the chair may waive the requirement for a demonstration class. The decision about appropriate announcement of a part-time position shall be made by the Dean of the College and the Search Committee. The Search Committee may also contact other universities or colleges or appropriate colleagues to secure the names of possible candidates. The extent of the search shall be determined by the Chair of the Search Committee and the Dean of the College.

1. Faculty appointments are regularly made on a nine-month basis, but salaries are paid each month throughout the calendar year. During academic year recesses and the three-month summer period, faculty members are free to use their own time, except when they may be called on for committee service or for administrative service in connection with their various departments or divisions. A full-time member of the Faculty may accept regular, term-time off-campus employment not to exceed one course per term, or the equivalent thereof in respect to time commitment, providing it does not interfere with the performance of teaching, advising, or other duties at the College. Such off-campus employment should not be undertaken without annual prior approval of the departmental chair and the Dean.

2. Contract letters to appointees from the Dean specify the terms of the appointment. This letter, together with the Statement of Policies in the matter of appointment, promotion, etc., and the appointee's signature on a copy of the letter is considered binding on both parties.

3. Since appointments before tenure are made on a contractual basis, they are regarded as bilateral agreements which should not be broken by either party without sufficient reason.

4. Either the appointee or the College is free to terminate an appointment at the end of the specified period without prejudice.

5. Decisions as to reappointment, promotion in rank, and changes in salary are made by the President, subject to ratification by the Board of Directors. This follows consultation with the Dean and the department or division concerned, as represented by its chair, and when necessary, with the Personnel Committee. For those whose appointment does not expire and those on tenure, salaries are individually reviewed each year. Meritorious service, professional improvement, inequities, and changes in cost-of-living are factors taken into consideration, though not necessarily in this order.

D. Non-Tenure Track Appointments

Full-time or part-time appointments at any rank may be made for continuing faculty who are not tenured or on a tenure track but who are eligible for promotion through all ranks or who are professional librarians. An appointment to a non-tenure track position carries with it no entitlement to or expectation of employment without term based on years of service to the institution. Non-tenure track appointments are normally made for one or two years and are subject to renewal, non-renewal or termination. Notification of renewal or non-renewal for part-time faculty in non-tenure track appointments will normally be made by March 15 of the year in which the appointment terminates. Notification of renewal or non-renewal of full-time appointments will normally be made by March 1 of the year in which the appointment terminates. After two years of continuous service in full-time appointment, a faculty member shall be given notice by December 15 of the year in which the appointment terminates. After the third and successive years of continuous service in such status, a faculty member shall be given a full year's notice of non-renewal. These dates may be changed by the consent of the faculty member. (Note, however, that such agreement may result in a departure from the 1940 AAUP Statement of Principles.) The following prefixes may be applied to the rank of non-tenure track faculty:

E. Evaluation and Reappointment of Part-Time Faculty

The teaching of each part-time faculty member will be evaluated by the Chair of the department or program involved and by the Dean of the College at the completion of the term of the faculty member's first appointment. This should involve a review of student course and instructor evaluations, syllabi and other pertinent material. A positive evaluation will make the faculty member eligible for reappointment. Subsequent evaluations should take place on a biennial basis. Part-time faculty are eligible for promotion to adjunct associate professor following five years of continuous part-time service to the college. Excellence in teaching, evidence of professional growth and service to the college are considered in evaluating part-time candidates for promotion. The deadlines for notification of reappointment or non-reappointment are as described in the section describing Non-Tenure Track Appointments above. Grievances concerning reappointment may be addressed to the Faculty Senate. See Faculty Rulings section on the Faculty Senate.

F. Compensation of Part-Time Faculty

1. The base salary for part-time faculty members will normally be a fixed fraction of the College's starting salary for full-time faculty at the equivalent rank in the same disciplinary area.

2. The salary for part-time faculty may be increased for merit and years of service above the normal part-time base level, but normally this will occur only after five years of continuous service to the college.

G. Promotion

Changes in rank and salary in recognition of the achievement of the doctorate will not be made during the current fiscal year unless the degree has been officially awarded before September 1, or a statement has been received by that date from a responsible official of the degree-granting institution that all requirements for the degree have been completed.

H. Dismissal of a Member of the Faculty

1. The College reserves the right to dismiss at any time any member of the teaching staff for:

a. Professional incompetence.

b. Any act by or on behalf of such member involving inordinate moral turpitude.

c. Personal misconduct by such member which renders such member unfit for association with students.

d. Probable permanent impairment of physical or mental health.

e. Sexual Harassment (See subsequent section on Sexual Harassment Policy and Grievance Procedures).

2. The following sections describe the procedure to be followed in the event the administration of the College believes it necessary to dismiss a member of the faculty who has tenure, or a continuing appointment, or finds it necessary to terminate before the stated date of expiration the appointment of a member of the faculty who does not have tenure or a continuing appointment for any of the reasons listed above under "N.1" Responsibility for initiating such action shall rest with the President, who, in each case, will confer with the Dean and the member(s) of the faculty directly concerned.

a. Preliminary steps leading to possible settlement

1) A conference shall be held between the President of the College and the member of the faculty, at which the President shall explain the reasons why the administration is considering the termination of the employment of the faculty member. Three members of the Faculty shall be present as witnesses; when feasible, these should be the Dean, the chairman of the department or division, and one faculty member requested by the faculty member involved. The faculty member shall be afforded the opportunity to offer reasons why appointment should not be terminated.

2) The matter may be terminated at this time by mutual consent and with or without the payment of salary for an agreed period.

3) If, in the judgment of the President, probable danger to students or employees or the property of the College may result from the continuation of the member of the faculty in his duties, the President may suspend the faculty member temporarily and without prejudice prior to or after the conference.

b. Initiation of hearing procedure

1) If an adjustment does not result from the above conference, a Committee of Inquiry (exclusive of any members of the Faculty Senate) will be requested to inquire into the situation to effect an adjustment, if possible, or if none is effected, to determine whether in its view formal proceedings to consider dismissal of the faculty member involved should be instituted. The Committee shall consist of four members, two nominated by the President and two by the faculty member, and shall choose its own chairman.

2) If the Committee of Inquiry recommends that such a proceeding shall be begun or if the President of the College, even after considering a recommendation of the committee favorable to the faculty member, expresses the conviction that a proceeding should be undertaken, action shall be commenced in accordance with the procedure outlined in 3, 4, and 5 below.

3) If the President of the College wishes to proceed with the termination of employment, the President should so inform the faculty member in writing, sending to the faculty member by registered mail, return receipt, a statement of the reasons why the termination of appointment is desired, or serving such a statement on such faculty member personally. Such statement should also advise the faculty member that a hearing may be requested. The President may also offer for the College to pay to the faculty member, in recognition of the financial difficulties likely to be experienced by the faculty member and not as acknowledgment of any obligation on the part of the College the following compensation, namely:

a) If the reason for the termination of employment is professional incompetence, the faculty member shall receive full salary for the balance of the current year and for one academic year thereafter.

b) If the reason for the termination of employment is an act involving moral turpitude or personal misconduct, the faculty member's salary will terminate immediately except in those instances in which the President feels that it is proper to pay such salary for a limited period of time, presumably for the balance of the then current academic year.

c) If the reason for the termination is probable permanent impairment of physical or mental health, the faculty member shall receive full salary for six months (after which disability insurance normally begins).

4) The President may also simply advise the faculty member of the recommendation of the Committee of Inquiry and of the right to a hearing.

5) The faculty member may request a hearing before the Faculty Senate of the Faculty which, for this purpose, shall become the Hearing Committee and shall be chaired by the Chairman of the Personnel Committee. Notice requesting such a hearing shall be in writing and delivered to the President in person or by registered mail within 72 hours of the receipt by such faculty member of the notice advising of rights to a hearing. In the hearing the President and the Dean, who are ex officio members of the Faculty Senate of the Faculty, shall have no vote and shall not participate in the conference which produces the decision. (See C.5.)

6) If a member of the Faculty Senate shall be involved in the case as a witness or as the chairman of the department concerned, that member shall not serve on the Hearing Committee. Likewise, if the Chairman of the Personnel Committee is similarly involved, he or she shall be replaced by the member of the Personnel Committee with the greatest seniority on the faculty. In addition, each party to the case shall have the right to exercise one peremptory challenge. If the Hearing Committee shall be reduced below a quorum of six, the President with the consent of the faculty member shall appoint interim members to re-attain this quorum.

c. Hearing Procedure

1) The faculty member shall be informed in writing of the procedure to be followed at the hearing, and sufficient time shall be allowed before the date of the hearing for the faculty member to prepare a defense. The faculty member should answer in writing the statements of the President. The faculty member may be present and may be represented by counsel or an advisor of his or her choice.

2) At the hearing the President of the College or an authorized representative should inform the faculty member of the reasons for the proposed termination of appointment.

3) Both the faculty member and the College shall be afforded the opportunity to present evidence and each may present and question the witnesses. Ordinarily this will be done by the parties involved or the Chairman of the Hearing Committee; counsel will not be permitted to interrogate the witnesses.

4) All the evidence should be duly recorded at the expense of the College. A transcript shall be retained in the President's Office and made available to all parties to the case. In the event the faculty member desires to retain a copy of the evidence, it should be furnished at a reasonable cost.

5) The Hearing Committee should reach its decision in conference on the basis of the evidence produced at the hearing. It should afford the faculty member or counsel and the representative designated by the President or the College's counsel the opportunity to argue orally before it. If written briefs would be helpful, the Committee may request them. The Committee may proceed to a decision promptly, with or without having the evidence transcribed. It should make explicit findings with respect to each of the grounds of removal presented. The President and the faculty member should be notified of the decision in writing as promptly as practicable after the hearing.

6) The finding of the Hearing Committee shall guide the President whose decision shall dispose of the case. If this decision is to dismiss the faculty member, compensation shall be offered on a basis consistent with N.3 above.

d. Re-hearings

No application for a re-hearing of a decision of the Hearing Committee will be entertained unless it is filed with the Chairman of the Committee or the President of the College within 60 days after the faculty member has received written notice of the decision of the Hearing Committee concerning which a re-hearing is requested. No such re-hearing or review will be allowed unless at least five members of the Hearing Committee are of the opinion that there is good cause for such re-hearing. No oral presentation of applications for re-hearing will be permitted. The applicant may file with the application a written memorandum in support thereof. (Regarding appointment, promotion, and dismissal, see also Faculty Rulings.)

I. FACULTY RESPONSIBILITIES

1. Introduction

The primary responsibilities of a full-time member of the faculty are to teach, to participate in advising students about academic matters, to maintain a high level of professional engagement and competency in his or her discipline, to contribute to the governance and functioning of the college by serving on committees, and to perform administrative duties associated with the functioning of the department or academic program when called upon. Faculty are also expected to participate in college-wide efforts related to strategic planning, institutional reaccreditation, or other special institutional projects.

2. Teaching and Teaching Loads

The following are general guidelines for full-time faculty teaching loads. Individual faculty workloads are arranged by the faculty member in consultation with the department chair and the Dean. Individual teaching loads differ according to departmental practices, the number of students enrolled in classes, and the immediate needs of the College. The normal term teaching load is three regular classes, which equals nine to twelve credit hours. The number of instructional hours per week is usually equal to the credit hours. Laboratory work, applied music, physical education, dance and some applied arts and writing courses, among others, are exceptions to this general rule. In addition, full-time faculty are expected to sponsor special, directed, independent study and internships for students as needed at a level not normally to exceed the equivalent of one "regular" course per two years as determined by the department in consultation with the Dean. Normally, an upper level course that is not required for a major will not run with fewer than four students and a lower level course, not required for a major, will not run with fewer than six students. Exceptions may be made by the Dean. No additional teaching credit is given when students pursuing an "honors variant" are participants in a "regular" course, although the professor may require and perform additional work. Faculty must obtain permission from the chair of their department before agreeing to offer "honors courses" or to participate in interdepartmentally sponsored courses. Honors seminars will not run with an enrollment under five students.

The following items define institutional expectations in teaching related matters:

a. Office Hours

Faculty members are expected to maintain adequate office hours for the purpose of conferring with students in their classes and with their advisees. Office hours should be scheduled to meet the needs of the majority of students. The schedule of office hours should be posted on the door of the faculty member's office.

b. Meeting and Assignment of Classes

It is the responsibility of all faculty members to meet classes assigned to them. Faculty are expected to provide enrolled students with a written syllabus for each class taught. A copy of these syllabi will be provided to the Office of the Dean and kept on file. No faculty member may reschedule or cancel a course, or change the assigned classroom without first obtaining the permission of the Dean or Registrar. All faculty are expected to meet assigned classes immediately before and after holidays. If a faculty member must miss an assigned class because of illness or other personal or professional reasons, he or she should notify the department chair promptly. If a faculty member must be absent from classes for several days, he or she shall confer in advance with the department chair and the Dean to determine appropriate make-up activities. It is expected that a full-time faculty member's teaching, advising and governance activities will require his or her presence on campus for a minimum of four days per week when classes are in session.

c. Grading, Examinations, and the Honor System

Grades for students other than second semester seniors are normally due 72 hours after the last final examination period and must be submitted to the Office of the Registrar no later than the time and date specified by the Registrar. Grades for second semester seniors must be submitted no later than the time and date specified by the Registrar. Notice of failure and incomplete work should be submitted according to the same schedule. It is anticipated that most courses will have a final exercise or examination. Faculty rulings contain regulations concerning final exercises planned outside of the normal exam periods. The office of the dean should be notified of faculty plans for final exercises in all courses. The student handbook contains procedures to be followed in cases which potentially involve academic dishonesty. Faculty are expected to support the Honor System at the college and to make every effort to support students in their efforts to maintain and strengthen it.

3. Academic Advising

All full-time faculty after the first year of service are expected to participate in the academic advising program. All first and second year students are assigned to faculty advisors who are selected by the associate dean of academic affairs. Advisors have special responsibilities for the academic adjustment of these students. Normally, a full-time faculty member will not be asked to advise more than eight to ten students in a given class. Third and fourth year students majoring in a department may be advised by the chair of the department or by one of the full-time members of the faculty in that department.

4. Faculty Governance

a. Faculty Meetings

Faculty members are expected to attend all regularly scheduled meetings of the faculty. A faculty member who cannot attend should inform the president of the college of an anticipated absence. Notice of the dates for regularly scheduled faculty meetings are published at the beginning of each academic year and are listed in the college calendar.

b. Committee Assignments and other Obligations

Much of the work of the faculty contributing to the governance of the college is carried out in faculty and mixed faculty and administrative committees. It is expected that faculty will accept election or appointment to serve on these committees unless some special or unusual circumstance prevails. Such circumstances should be communicated to the chair of the elections subcommittee who will inform the president of the college of the nature of the circumstance precluding such service.

c. Convocations and Commencement

Faculty are expected to attend formal college convocations and commencement exercises. The Dean of the College should be notified if a faculty member is unable to attend one of these functions.

d. Faculty Liability

The college provides liability insurance for all of its faculty. This coverage includes a wide range of possible claims against the college or its faculty. It is not possible to list here all the potential areas of coverage. However, in general, the actions of college faculty performed in good faith in the performance of their duties are protected by the college's general liability policy. Actions or occurrences which might give rise to legal action against an individual member of the faculty should be reported at the earliest possible opportunity to the dean of the college and the vice president for finance and administration.

V. SALARY PAYMENTS/GRANTS-IN-AID/TRAVEL GRANTS

A. Sweet Briar College Procedures for Initiating Proposals which could Require External Funding

This procedure is intended to encourage the faculty to initiate proposals for institutional, departmental, and individual professional development. The offices of Sponsored Programs and Development cooperate to seek support from all possible sources for academically related proposals.

This procedure requires:

1. An idea in writing on an "Abstract of Request for Support" Form (a copy of this form is provided on page 29).

2. Encouragement and logistical support from the Office of Sponsored Programs (Grants Officer).

3. One or more meetings to consider and design a plan for promulgation of the idea.

B. Travel Grants

To encourage professional development and activity on the part of faculty members with a view to continuing benefit for the College, travel grants are awarded to faculty members, including those on sabbatical leave but not those on leave without pay, for attendance at professional meetings. The following procedures will prevail:

1. A specified sum shall be designated each year for each of the full-time members of the Faculty, including the professional librarians. The travel grant is currently $450 per capita. Continuing part-time faculty with more than one year of service qualify for a pro-rated share of the grant, based upon their teaching load.

2. Each faculty member may use up the per capita amount provided. Expense vouchers shall be prepared and submitted to the appropriate Faculty Secretary, along with receipts for major expenses. Receipts are due within 120 days. Vouchers will be forwarded to the Dean of the College after figures are recorded. The money may be applied to all expenses including registration, housing, meals, and transportation. The latter may be based on the College's $0.34 per mile rate (effective 7/1/03) for automobile travel or as cash reimbursement for other modes of travel.

3. At the end of the fiscal year a faculty member who has not used the entire travel grant may accrue funds over a three-year period rather than being capped at a two-year accumulation.

4. If the faculty member reads a paper, presides at a session, performs, is having an exhibit of work, or serves on a committee of a national professional organization, amounts up to a $600 per capita allowance for the year will be paid by the College.

5. If carry-over funds are available, they may be added to whichever allowance is applicable, $450 or $600. For instance, if the entire $450 is carried over from the previous two years, a maximum of $1,350 would be granted for attendance and $1,500 for participation, as described above.

6. If the faculty member attends a meeting primarily or entirely for institutional purposes, including recruitment, as attested by the departmental chairman, Dean, and President, all expenses will be met by the College, but will not be charged against the per capita allowance. Not more than one departmental representative will, however, be thus authorized for recruitment at any one professional meeting.

7. Travel funds advance procedure

a. After verifying with appropriate faculty secretary that funds are available, submit written advance request memorandum to the appropriate faculty secretary (for faculty) or the President's Office (for administrative personnel) at least ten working days in advance of the trip in order to allow ample processing time in the Business Office. The request should indicate name of organization, place and date of meeting, amount needed or allowable, where check should be sent, and last possible date by which the check should be in the hands of the requester.

b. Upon return from the trip, a travel expense voucher must be prepared and submitted with all receipts to the appropriate faculty secretary within 120 days. It will be recorded and forwarded to the Dean of the College for approval. In the case of an administrative staff member it should be approved by the office head and then submitted to the Vice President for Finance and Administration.

c. The balance will be determined at that time and the appropriate adjustments made.

VI. MISCELLANEOUS INFORMATION

A. Academic Resource Center

The Academic Resource Center is located on the terrace level of the Chapel. Academic support is available in writing, reading, study skills, note-taking, word processing, test preparation, and time management. A variety of software is available at the Resource Center for teaching typing, study skills, and preparation for the GREs. Tutorial work with the Director and assistants is done with individual students by appointment and on a walk-in basis during the hours the Center is open (and at other times by special appointment). Scheduled hours are posted at the beginning of each semester. Students whom faculty feel may need help in any of the above areas should be referred to the Resource Center as soon as the difficulty becomes apparent. Good students seeking to improve or to become more efficient in their use of time should also be encouraged to take advantage of the ARC. With student permission, the Director will keep the referring faculty member informed with regard to the student's progress. Any faculty member may invite the Director of the Center to a specific class to work with all class members at once on a study skill technique designed to suit the needs of that class. Faculty members are also welcome to require their students to bring drafts of papers to the Resource Center for help before submitting them for a grade. The Director is available for consultation with faculty on writing assignments and/or their own work being prepared for publication.

B. Academic Secretaries

Two secretaries are available for department chairs, faculty, and faculty committees. The office hours are 8:00 a.m. to 4:30 p.m. in Guion and Benedict. This service is provided in order to ease the burden of preparing correspondence, department and divisional reports, examinations and other course work, expense vouchers, requests for travel expenses and sabbatical leaves. In addition to assisting chairmen, the academic secretaries will undertake professional correspondence for members of the faculty. If time permits, they are prepared to type articles for publication or academic conferences of 25 pages or less. FAX service is available at each office.

C. Student Government and the Honor System

All Sweet Briar students are members of the Student Government Association and sign an Honor Pledge. All academic work is done under the Honor System. For complete details of the Student Government Association, the Honor System, and Honor Regulations, the Student Handbook should be consulted. This Handbook, which is revised each year, also contains much useful general information, including descriptions of campus organizations and student committees. The procedure which a faculty member should use if he or she observes a possible breach of the Honor System is stated in the Faculty Rulings.

D. Faculty Bulletin Boards

One glass-enclosed bulletin board outside the Dean's Office is a Faculty Bulletin Board and is for official notices. Notices of off-campus meetings and grant opportunities for faculty are posted on the bulletin boards located in Fletcher and in the Guion Science Building; are sent to faculty in a regular mailing; and are available in the Dean's Office.

E. Faculty Meetings

Faculty Meetings are normally held throughout the academic year on the first Friday of each month at 2:45 p.m. unless faculty members are notified to the contrary. It is expected that faculty members will attend these meetings unless they are prevented from doing so by unusual circumstances such as illness, absence from the campus, or for other reasons. A member of the faculty who expects to be absent from a regularly scheduled meeting is asked to notify the President.

F. Formal Academic Occasions

The special functions at which the attendance of the faculty is normally expected are Opening Convocation, Founder' Day Convocation, and Commencement. Dark suits or dresses and black shoes should be worn with academic regalia. Those not owning academic attire may rent it through the Sweet Briar Book Shop. Any faculty member wishing to be excused on these occasions should make a written request to the President in advance, stating the reason for the request. Academic regalia is worn at these functions.

I. REGISTRATION, CHANGES OF PROGRAM

A. 1. Registration for the fall and spring terms takes place on the dates specified in the College calendar, or as designated by the Registrar.

2. The registration of all students must be completed on the dates specified and places will not be held for students who do not register unless an acceptable excuse has been presented to the Dean before the official registration date.

3. Students who have not submitted self-assessment essays by the required deadlines will not be allowed to register for the following semester.

B. 1. Courses which do not require proposals may be added within the first eight class days of the fall and spring terms. Courses which require proposals may be added before the end of the second full week of the fall and spring terms.

2. For the fall term and spring term, courses may be dropped within the first twenty (20) class days of the term. After this period, a student may withdraw from a course no later than four weeks before the last day of class. A grade of W will be recorded on her transcript. A student who withdraws from a course later than four weeks before the last day of classes in fall or spring term automatically incurs an F in the class. Exceptions may be made by the Dean at his discretion or on the recommendation of the College Physician. Exceptions shall be reported to the Eligibility Committee of the Faculty.

3. A change of program is not valid until the completed add/drop form or request for withdrawal form is presented to the Office of the Registrar by the student within the time limits specified above.

4. A student must use the Dean's Office Petition form (available in the Dean's Office) to apply for exceptions, including medical exceptions, to these rules. Exceptions shall be reported to the Eligibility Committee of the Faculty.

C. 1. A student with a cumulative credit ratio of at least 2.000 may, with the approval of her advisor, take one course each term on a Pass/Credit/No Credit basis. A student in her first term at Sweet Briar is not eligible for this option. Students may present only two courses with this grading option toward a minor.

2. A student must indicate the course that is to be taken on a Pass/Credit/No Credit basis no later than the last day for dropping courses in each term. This is done by filing the card for this purpose with the Office of the Registrar.

3. The student taking a Pass/Credit/No Credit option shall be responsible for meeting all the academic obligations of the course, including tests, papers, and examinations, and shall be graded on the same basis as the other students in the course. If her final grade is C- or better, she may receive credit toward the degree, and the grade of P will appear on her record. If her final grade is D+, D, or D-, she may receive credit toward the degree and the grade of CR will appear on her record. If her final grade is less than D-, she shall not receive credit for the course and the designation NC will appear on her record.

4. Courses taken under this grading option will not be counted in the computation of her cumulative credit ratio.

5. An instructor or department may exclude a course from Pass/Credit/No Credit grading. Such courses will be so indicated in the catalog.

D. 1. A student must carry a minimum of 12 semester-hours to be considered a full-time student, nine semester-hours to be considered a 3/4 time student, and six semester-hours to be considered a half-time student. A student must obtain special permission from her faculty advisor and the Dean in order to carry less than 12 or more than 18 semester-hours of academic work in the Fall or Spring Term.

2. A maximum of 17 credits of transfer work will be accepted for students spending one semester abroad and a maximum of 35 credits for a year abroad.

3. With the permission of the instructor a student may register for a course on a "potential credit" basis, provided she is registered for at least 12 additional hours of credit. The instructor will specify the requirements of the course and the student must meet these requirements as scheduled if she wishes credit. Not later than one week before the end of the classes in the term, the student must notify the instructor and the Registrar's Office if she does not wish credit for the course, in which case her course registration will be canceled.

4. Permission to audit a course must be obtained from the instructor.

II. COURSES OF INSTRUCTION, COURSE VARIANTS, AND COURSE SCHEDULE

A. 1. Changes in courses to be offered shall each year be presented by each department or program to the Committee on Instruction for its consideration and recommendation to the Faculty which must approve all changes in course offerings. Normally, all course descriptions in the catalog, exclusive of the listing of credit, will be limited to sixty words.

2. No change from the catalog announcement of credits or number of hours of meeting may be made without the approval of the Committee on Instruction and the Faculty.

B. 1. Honors variants

a. Honors variant courses allow students to undertake different kinds of work in a tutorial setting. Through weekly meetings with professors outside regular class hours, students can relate more fully the material of the course to their own intellectual interests. Honors variants do not carry additional credit, but they do demand a deeper understanding of the course material.

b. Honors Variants do not require the approval of the Honors Committee. Faculty should notify the Director of the Honors Program of their intent to attach a variant to a particular course before the registration period for the semester in which the variant would be offered. Faculty members who do not decide to attach a variant to a course until the beginning of the semester should notify the Director of the Honors Program and the Registrar immediately.

c. A student who wishes to pursue an Honors Variant should register for the same course number with an "H" designation. Students who wish to pursue an Honors Variant, but did not register accordingly during the registration period, may do so during the drop/add period by dropping the "old" course and adding the new version with the "H" designation.

2. Research variants

a. Individual students may take advanced courses as Research Variants with the approval of the instructor.

b. A Research Variant carries an additional semester-hour of credit and requires the completion of an individual research project related to the course content. With the instructor's guidance, the student is expected to plan, execute, and report the investigation of a specific question pertaining to a topic examined in the course.

c. A student who wishes to pursue a Research Variant should register for the same course number with an “R" designation. Students who wish to pursue a Research Variant, but did not register accordingly during the registration period, may do so during the drop/add period by dropping the "old" course and adding the new version with the "R" designation.

C. 1. The Schedule of Courses is prepared by the Office of the Registrar after consultation with the various departments.

2. Permission to schedule a class temporarily or permanently in the evening, or at any time outside the regular class schedule, must be secured from the Dean. Permission of the Dean must be secured for required field trips and other projects off-campus which will take place during regular class hours at times other than those scheduled for the course.

3. An instructor may request a change in the hour of a class, the place of meeting, or the sectioning, which will be made by the Registrar with the approval of the Dean if the general schedule allows it.

III. TESTS, EXAMINATIONS, CULMINATING EXPERIENCE, GRADES

A. 1. All tests and examinations are given under the honor system. The student's signature to any written work is regarded as a pledge of honest work.

B. 1. Examinations for each course are held at the end of each fall and spring term and are scheduled in accordance with a plan approved by the Faculty.

2. Scheduling a final examination outside the official examination period must be approved by the Dean.

3. No take-home final examination may be distributed before noon on the last day of classes for the fall or spring term. Take-home final examinations require the permission of the Dean, which will be granted if the nature of the examinations precludes taking them under the usual circumstances.

4. If a department or instructor wishes to substitute some other piece of work for an examination, the Dean must be informed in advance and not later than one month before the end of classes within the term.

5. Course examinations are normally of two or three hours' duration and must be terminated promptly. An instructor who wishes to give an examination of longer duration must request prior approval of the Dean.

6. All course work must be completed by the last day of classes in each term.

C. 1. If a student is ill, it is her responsibility to make arrangements with her instructor(s) to complete course work, quizzes, or examinations. Verification of hospital or infirmary confinement may be obtained from the Health Center at the request of the faculty member(s) concerned.

2. If a student is in the Infirmary at the time scheduled for an examination or test, she may, with the permission of the instructor, take it in the Infirmary. By arrangement with the Infirmary at a time and in a place to be determined by the faculty member.

3. Examinations and tests taken in the Infirmary are conducted under the honor system.

4. If a student is absent from a term examination or test for reasons other than health, she will receive an F on the exam or test unless she presents for such absence an explanation satisfactory to the instructor and the Dean.

D. 1. Departments are required to designate a "culminating" senior exercise most appropriate to the discipline and required of all senior majors. This would carry three hours of credit and should take place during the spring of the senior year.

E. 1. Term and final grades are to be assigned with the following meaning: A indicates excellent work; B, good; C, satisfactory; D, poor but passing; F, failure. The plus symbol may be used with grades of B, C, and D; the minus may be used with A, B, C, and D.

2. A student who feels that a grade reported to the Registrar's Office is incorrect has the right of appeal by the following procedure:

a. She first discusses the grade with her professor.

b. If she is still dissatisfied, she may take her complaint to the Dean of the College.

The Dean will investigate the matter and take appropriate action. A grade may be changed only if the faculty member agrees that such a change is necessitated by a clerical error or other oversight. Grade changes are limited to the semester subsequent to that in which the work was done.

3. Final term grades shall be reported to the Registrar who will inform the student. These grades must not be given to any student or her parents by an instructor.

4. Term and final grades shall be reported to the Registrar promptly and in no case later than the date set by the Registrar. A special date will be set each year for the reporting of the grades of seniors before Commencement.

F. 1. If the grade at the end of any term is F, the instructor shall complete a report thereof in duplicate on a form available in the Office of the Registrar.

2. If a student fails a required course, she must repeat the course either at Sweet Briar or at another institution, subject to the approval of the Dean and the head of the department concerned. If a student fails a required course twice, she may be declared ineligible to remain in the college.

3. I or (Incomplete) indicates that a substantial piece of required work has not been completed but under circumstances which merit an extension of time.

If the student feels she has a valid reason for requesting an incomplete, she should obtain a Permission for Incomplete form from the Dean's Office, complete it, sign it, and have it approved by the faculty member and the Associate Dean of Academic Affairs. Hence, the Incomplete becomes a three-way agreement. This process must be completed by the last day of exams.

The grade of I (Incomplete) may be removed only by the completion of the incomplete work within four weeks after the last class day of the term in which the grade of Incomplete was given. Under exceptional circumstances an extension of time may be granted by the instructor in consultation with the Dean. If the I (Incomplete) is not removed within the specified time, a grade of F for the course shall be recorded.

IV. THE CALENDAR, CLASS ATTENDANCE, DUE DATES FOR PAPERS AND REPORTS

A. 1. The general calendar structure for the academic year as approved by the Faculty shall not be altered without the approval of the Faculty. The specific dates for each annual calendar shall be determined by the Administration of the College.

2. Classes must be held and examinations given in accordance with the official Calendar.

B. 1. An instructor who expects to be absent from a class shall make provisions for the class and shall notify the chair of the department and the Dean as to the duration of the absence and the provisions made for the class.

2. In case of unexpected absence, the instructor in question shall notify the chair or, if the chair is unavailable, the Dean; he or she will, insofar as is possible, make provisions for meeting the class or notifying the students that the class will not be held.

3. Students shall remain in the classroom for ten minutes after the scheduled time for the start of class but may then leave if the instructor fails to meet the class without notice.

4. An instructor must give advance notice of detailed requirements for papers and other major projects and the due date so that the student may have a reasonable time to complete them. When the terms of an assignment seem unreasonable, a student, having consulted the instructor first, may then consult the department chair or the Dean.

C. 1. Students are expected to attend ALL classes. Faculty may take class participation into account in grading.

2. If a student misses a class, it is her responsibility to make up the work missed and to obtain any new assignments WITHOUT ASSISTANCE FROM THE PROFESSOR. Under normal circumstances faculty DO NOT give extra help to students who miss class unless the absence occurs because the student was admitted to the Infirmary or hospitalized.

3. With the permission of the instructor, a student may change from one section to another in order to make up work. She may not do so in order to remove records of absence or to leave the college early before a vacation or recess, or to return later therefrom.

4. A student who is absent from classes for more than four weeks may re-enter classes only with the permission of the Dean. Only in exceptional cases will she be permitted to carry a full schedule of courses.

5. The Dean may modify at his discretion the application of any of the rules regarding attendance.

V. THE HONOR SYSTEM

(The Faculty are referred for full details to the statement on the Honor System in the Students' Handbook.)

A. If an instructor observes a possible breach of academic honor, he or she shall promptly confer with the student involved.

1. If after conferring with the student the instructor believes that a breach has occurred, she or he shall urge the student to report herself to the Chair of the Judicial Committee of the Student Government Association. The student shall advise the instructor when she has done so.

2. If the student fails to report herself promptly, the instructor shall report the case to the Chair(s) of the Judicial Committee.

B. Expulsion, dismissal, suspension, pledge suspension and honor probation shall be recorded on the student's transcript. The record of expulsion, or dismissal shall be recorded on the student's transcript at the discretion of the Judicial Board. Suspension or pledge suspension shall be included on a transcript until six months after the termination of the suspension period. Honor probation shall be recorded on a transcript only during the period of probation.

(The above penalties are defined in the Student Handbook.)

VI. FACULTY PROCEDURE

A. 1. In Faculty meetings all full-time staff from the rank of Instructor up have the privilege of voting. A quorum exists when 50% plus one of the full-time teaching faculty who are not on leave are present.

2. The Faculty Senate will establish the agenda of faculty meetings after meeting with the Chairs Council and the president and dean. Any person can send requests for agenda inclusion to the Chair of the Faculty Senate, and the agenda will be disseminated by e-mail before faculty meetings.

3. The privilege of voting is granted also to full-time administrative staff members of the College who have teaching duties; and to the Dean of Admissions, the Registrar, the Librarian, any other member of the Library staff who holds a professional library degree and performs professional duties in the Library, the Associate Dean of Academic Affairs, the Dean of Co-Curricular Life and such other administrative personnel as may from time to time be designated by the faculty.

4. Certain other officers of the College may be invited by the Faculty to attend Faculty meetings as observers without voting privilege. At present this includes the Vice President for Finance and Administration, the Vice President for Development and College Relations, the Assistant Vice President for Finance and Administration, the Dean of Admissions, the Director of the Alumnae Association, the Executive Director of Communications and Marketing, the Director of Electronic/Media Communications, Assistant Vice President of Development, , the Faculty Grants Officer, the Foundations Grants Officer, the Assistant Dean of Co-Curricular Life, the Director of Financial Aid, the Director of International Studies, the Director of Junior Year in France, the College Chaplain, the Director of the Physical Plant, the Director of Residence Life and Housing, the Director of Network Services, the Director of Auxiliary Services, the Director of Co-Curricular Programs, the Director of Human Resources, the Director of Mailing Services and the Associate Director of Institutional Research, the Director of Career Services, the Director of Outdoor Programs, and the Administrative Support Systems Specialist/Registrar's Office.

5. The Secretary of the Faculty shall be elected by the Faculty for a term of one year. It shall be his/her duty to keep the minutes of all regular and special meetings and to inform the Dean annually of revisions required in the Faculty Rulings in accordance with Faculty action. The secretary has the option of bringing stenographic help, provided by the College, to take notes in Faculty meetings.

After each Faculty meeting the Faculty Secretary shall e-mail a summary of actions taken at the faculty meeting to the President of the Student Government Association. All requests for clarification should be made directly to the Faculty Secretary, and should come through the SGA office or the chair of Academic Affairs rather than an individual.

6. Faculty meetings are held once a month during the academic year at a time fixed by the Faculty. The Chair of the Faculty Senate presides. By majority vote of the Faculty a regular meeting may be dispensed with.

7. Additional meetings may be called at any time by the President of the College or the Chair of the Faculty Senate in consultation with the President of the College. At the written request of any six voting members of the Faculty, the President shall call a special meeting of the Faculty at which business may be transacted.

8. The chair of the Faculty Senate is empowered to call a meeting of the Faculty as a committee of the whole for purposes of discussion. No business shall be transacted at such a meeting.

9. The Parliamentarian and Deputy Parliamentarian shall be appointed by the chair of the faculty meeting. The duty of the Parliamentarian is to rule in Faculty meetings on the rules of parliamentary procedure using Robert's Rules of Order, the Revised Edition. The Deputy Parliamentarian serves in the absence of the Parliamentarian.

B. 1. The Dean and the Department or Division concerned, represented by departmental chairs and the appropriate divisional advisers, shall confer with the President on all cases of appointment, promotion, tenure, leave, and dismissal.

2. The Faculty Senate must be consulted by the President concerning proposed changes in the size of a Department. The Faculty Senate shall convene the Chairs Council for these consultations.

3. The Personnel Committee must be consulted by the President concerning recommendations for tenure and promotion: see sections entitled Tenure and Promotion in the Faculty and Administration Handbook. In the event that an elected member of the Personnel Committee is being considered for promotion or tenure, or an elected member's department has a candidate for promotion or tenure, this member shall be replaced by the person receiving the next highest number of votes for discussion of all matters relating to that issue only.

C. 1. A report of a Faculty committee shall ordinarily be presented at one meeting and action taken at the next. If immediate action is desired on a committee report or a motion from the floor, a vote may be taken at the meeting at which it is proposed unless ten or more voting members request that a decision be deferred. The Faculty Senate and Instruction Committee are the only committees that may bring an item to the floor as a seconded motion.

2. All reports of committees shall be presented in writing, and kept on file by the Secretary of the Faculty.

D. 1. A full-time member of the Faculty may accept regular, term-time, off-campus employment not to exceed one course per term, or the equivalent thereof in respect to time commitment, provided it does not interfere with the performance of teaching, advising or other duties at the College. Such off-campus employment should not be undertaken without annual prior approval of the Chairman of the Department and the Dean.

2. No member of the Faculty may receive any compensation for tutoring a student who is in her/his class. Only the Faculty may grant exceptions to this rule.

VII. FACULTY RULINGS ON NON-ACADEMIC MATTERS

A. 1. Hazing of any kind is expressly forbidden.

2. No fancy dress or initiation costumes may be worn to the Library or to any academic appointment.

APPENDIX A

SWEET BRIAR COLLEGE ACADEMIC POLICY ON DISABILITIES

Sweet Briar College complies with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act and accepts students with documented disabilities who can successfully pursue the college's academic program. Sweet Briar recognizes its responsibility to provide individuals with disabilities with equivalent access while maintaining the standards that are essential to the academic program.

ADMISSIONS

Admission to Sweet Briar College is based on the requirements outlined in the College catalogue. Sweet Briar does not discriminate on the basis of disability in the admissions process. If an applicant believes that an accommodated admission review is warranted, the applicant must initiate the process (by law, the Admissions Office can not address a disability unless the applicant is self identified). The applicant must submit a written request for an accommodated admissions review to the Office of Admissions and enclose with that request the appropriate documentation. The request will be evaluated by the designated staff member in the Office of the Dean, who will forward his/her recommendations to the Director of Admissions for inclusion in the admissions review process.

ACCOMMODATIONS IN SPECIFIC COURSES AND SUPPORT SERVICES FOR ENROLLED STUDENTS WITH DISABILITIES

Students with documented disabilities, identified either before or after their admission to the college, may request accommodations in the structure of a course or courses. The responsibility for initiating such requests rests with the student. Students with disabilities who seek course-based accommodations must meet with the designated staff member in the Office of the Dean to request accommodations. The student must submit appropriate documentation of the disability to the designated staff member in the Office of the Dean, who will review the documentation and will then discuss with the student which accommodations and support services are appropriate.

The Office of the Dean, with the student's written permission, will notify the faculty member(s) involved of the specific classroom and/or course-based accommodations that have been authorized. The student will also be referred to the Director of the Academic Resource Center to arrange need-based support services outside the classroom. All specific course-based accommodations should be established at the beginning of each academic term. It is the responsibility of the student to contact the professor to arrange for the necessary accommodations. Accommodations planned at the beginning of the term may be adjusted on an as-needed basis.

The types of legal accommodations available to students in specific courses and outside the classroom can include, but are not limited to, the following possible accommodations:

1. In Class
Tape recording of lectures, use of a notetaker, seating location, use of an interpreter,
extended time for assignments, use of a word processor for written work, taped texts, adaptive equipment, and physical access.

2. For Examinations
Use of a reader, extended time, private room, use of a word processor, alternative formats, or adaptive equipment.

3. Outside of the Classroom
Taped texts, note transcription, tutoring, learning strategies instruction, reduced course load, and use of adaptive equipment.

MODIFICATIONS

Students with documented disabilities may request modifications in academic requirements as are necessary to ensure that such requirements do not discriminate against students with disabilities, or have the effect of excluding students solely on the basis of disability. Modifications may include changes in the length of time permitted for completion of degree requirements, reduced course loads, substitution of specific courses for degree requirements, waivers of specific requirements, or utilization of the pass/no credit grade, with a passing grade consisting of a D- or higher, in course