Scope
This policy applies to academic policies, academic programs, and all other content housed in Hampden-Sydney College’s Academic Catalogue, which are managed by the Academic Affairs Committee (AAC) and the Catalogue Editor.
Purpose
This policy describes the process by which content in the Academic Catalogue is developed and revised and the institutional stakeholders who engage in these processes. Additionally, this policy identifies the institutional stakeholders who have authority over the content housed in the Academic Catalogue.
Development and Revision of Academic Policies and Academic Programming
Definition
Hampden-Sydney College defines an academic policy as any policy related to a student’s academic program, such as grading and course withdrawal policies, and policies related to student academic conduct, such as the Honor Code.
The College defines academic programming as majors and minors, the Core Curriculum, course offerings, and program requirements.
Responsibility
Oversight of the development and revision of academic policies is shared between the AAC, Faculty, Board of Trustees, Student Affairs Committee, Office of Student Affairs and Student Government, and staff, as applicable. AAC oversees content related to academic policies and most academic programs (excluding those that do not appear on the academic transcript, but including cooperative programs). The AAC reviews and makes suggestions for content related to career preparation and academic support. The remaining content is overseen by administrative staff and does not require AAC review or approval prior to revision.
Process
Proposals for changes to academic policies and academic programming under the oversight of the AAC may be submitted to AAC in writing by any employee at the College. Additionally, the Faculty can adopt a motion to refer a motion to the AAC at a Faculty Meeting. Faculty who submit a proposal to AAC typically work with their Department Chair. Staff who submit a proposal to AAC should consult with a member of AAC or the Associate Dean of the Faculty.
Following their review of the proposal, AAC may suggest revisions to it. As defined in the Rules for Changes to the Academic Catalogue and Amended and Restated Bylaws of The President and Trustees of Hampden-Sydney College, proposals are voted on by the appropriate stakeholders, to potentially include all Faculty and the Board of Trustees. When proposed changes are approved by the applicable stakeholders, they are added to the Academic Catalogue, effective July 1 immediately following approval.
Academic Policies and Student Life. Per the Faculty Handbook, the Student Affairs Committee reviews policies and regulations concerning disciplinary procedures. As is stated in The Key, the Faculty has delegated to the Student Government “jurisdiction over all matters of student discipline that may result in a student’s separation from the College,” which includes violations of the Honor Code; any such procedures, rules, and regulations shall be approved by the Faculty. Such policies housed in The Key must be voted on by the Faculty and Board of Trustees prior to publication, effective July 1 immediately following approval.
Non-Substantive Changes. Some changes to the Academic Catalogue are considered non-substantive. Non-substantive changes are minor edits, such as fixing typographical errors or changes to wording that do not change the requirements or nature of an academic program or policy.
Per the discretion of the AAC Chair, non-substantive changes are not subject to approval by the Faculty or Board of Trustees and are included in the Faculty Meeting Agenda as informational items. Non-substantive changes may be added to the Academic Catalogue prior to July 1, per the discretion of the Catalogue Editor.
Portions of the Academic Catalogue Not Reviewed by AAC
The Academic Catalogue houses content unrelated to the academic policies and academic practices that AAC oversees. Changes to this content do not require AAC, Faculty, or Board of Trustees approval prior to revision and implementation. These sections are listed in the Rules for Changes to the Academic Catalogue. Updates to these sections are managed by the Catalogue Editor and the relevant Department. Changes are effective July 1 immediately following approval.
Policy History
The original version of this policy was approved by the Faculty on April 7, 2025.
- Implemented: July 1, 2025
- Next review scheduled: September 1, 2028