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Offices & Services > Academic Affairs > Faculty Handbook > V. Support Services and Miscellany

B. Business and Budget Matters

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Support Services and Miscellany

V. B. 1. Faculty Offices and Keys

Faculty offices are assigned by the Dean of the College's Office. Keys must be obtained from the Office of Campus Safety. Keys are the personal responsibility of the person to whom they are issued and should not be loaned or given to others. Keys may not be duplicated under any circumstances.

V. B. 2. Administrative Assistant Services

During the academic year, professional administrative assistants that provide support to the Faculty are available in each main academic building. Most departments/programs have students to help with various chores. The department chair is responsible for supervision of student employees. All student employees are hired through the Business Office with preference given to those who have campus employment as part of their financial aid package.During the academic year, professional secretaries to serve the Faculty are available in each main academic building. Most departments have student secretaries to help with various chores. The department chair is responsible for supervision of student employees. All student employees are hired through the Business Office with preference given to those who have campus employment as part of their financial aid package.

V. B. 3. Textbook Orders

Textbooks must be ordered by the Bookstore well in advance of the start of each term. The requests that the Bookstore Manager sends to faculty members should be completely answered and promptly returned. Faculty who wish desk or examination copies should contact the publisher directly. Publishers' policies on such copies vary and are subject to change. Consult publishers' websites, many of which allow online requests.

V. B. 4. Budgets, Supplies, and Equipment

The department/program chair is responsible for the administration of the department budget and should ensure spending within budget. All purchase requisitions, travel vouchers, or other major charges against the account must have the department chair's approval. Each chair may determine the most suitable system for allocation of funds within the department and control of expenditures.The department/program chair is responsible for the administration of the department budget and should ensure spending within budget. All purchase requisitions, travel vouchers, or other major charges against the account must have the department chair's approval. Each chair may determine the most suitable system for allocation of funds within the department and control of expenditures.

Administrative assistants can assist faculty in making purchases of office supplies or other materials; they also can prepare purchase orders. Faculty wishing to make out of-pocket expenditures for later reimbursement should contact the administrative assistant or the Business Office to obtain the College's tax ID number. Receipts are required for reimbursement and should be submitted within 30 days of expenditure.

The fiscal year runs from July 1 to June 30. All department members should keep the chair informed of the needs they foresee in supplies and equipment. When possible the College obtains grant funds or special gifts, particularly for major equipment. The support of faculty members in assessing future needs is an essential part of this process.

V. B. 5. Duplicating and Fair Use of Copyrighted Material

Duplicating of materials for class use, e.g., syllabi or examinations, is charged to department budgets. Duplicating of research material may also be charged to departmental budgets. The department chair is responsible for seeing that the total duplicating costs of the department remain within budget. Faculty are strongly encouraged to use Moodle to share materials with students in accordance with federal copyright law.

Knox College recognizes and adheres to federal copyright law governing the reproduction and dissemination of copyrighted materials even as it exercises and supports the fair use exceptions to federal copyright law that allow some educational uses of copyrighted material. Faculty, students, and staff are strongly encouraged to review and apply these guidelines when they are developing materials for courses, designing, and completing course assignments, and engaging in all other scholarly and creative work at the College.


  • Permitted Uses of Copyrighted Material
  • Fair Use of Copyrighted Material
  • What do I do now?
  • US Code: Title 19, §107. Limitations on exclusive rights: Fair use

Permitted Uses of Copyrighted Material

Copyright laws and fair use aside, we may often use - for readings linked to course pages, as textbooks, in course packs, etc. -

  • Digital works licensed by Knox College, such as articles in e-journals and e-books in collections such as the digital Loeb Classical Library
  • Works in the public domain (see definitions of public domain at:
  • Works published with a Creative Commons license (see
  • Our own publications when copyright or other use rights have been retained. See Middlebury College's web page on retaining or sharing copyright of your published work at:

For further information about the appropriate use of various copyrighted material, see "Know Your Copyrights", a publication of the Association of Research Libraries:&nbsp

Fair Use of Copyrighted Material

Other copyrighted material may be used by Knox faculty, staff, and students without the permission of the copyright owner only within the "fair use" provisions of federal copyright law (US Code Title 17, section 107). The complete text of section 107 appears below. Almost forty years of litigation over fair use as an affirmative defense has not resulted in firm definitions or regulations of what constitutes fair use for purposes such as criticism, comment, news reporting, teaching, scholarship, and research. Fair use offers, instead, four broad measures or factors, which should be weighed to decide on your own whether any use of copyrighted material qualifies for a fair use exception to copyright law.
These four factors are:

  1. The purpose and character of the use: Educational uses, such as teaching, scholarship, research, criticism, and comment are more likely to be seen as fair use than is commercial use. However, not all nonprofit educational uses are automatically "fair." In addition, fair use is more likely to be found when the use of the work is "transformative" rather than a mere reproduction of the work. A transformative use transforms the material taken from the original work by adding new expression or meaning, or by creating new information, new insights, or understandings (e.g., parody, criticism).
  2. The nature of the copyrighted work: Greater copyright protection is given to "creative" works (e.g., fiction, poetry) than work that is more factual in nature. If a work is unpublished, use may be found to be unfair because in some circumstances, a copyright owner is entitled to determine the work's first publication.
  3. The amount and substantiality of the portion used in relation to the copyrighted work as a whole: Fair use favors using peripheral and/or small portions of a work over essential or large parts of a work. There is no specific number of words from a poem, paragraphs or chapters from a book, notes from a musical composition, or minutes from a film that may safely be used without permission. It is therefore important to consider the amount of the work used in proportion of the work as a whole. In addition, consider whether the portion used might be considered to be the "heart of the work," in which case use of even a small amount is less likely to be "fair."
  4. The effect of the use upon the potential market for, or value of, the copyrighted work: Does the use threaten or compromise the commercial value of the work? If the work can be purchased or licensed, or is otherwise commercially available for the educational market, that fact weighs strongly against a finding of fair use. The fourth factor underscores the need to weigh all four of the factors together to reach a fair use decision.

The distinction between what is fair use and what is copyright infringement in a particular case will not always be clear or easily defined. Take these steps to determine the degree to which your current or potential uses of copyrighted materials meet Knox's adherence to federal copyright law:

  • Discuss with your department's librarian published material in any format that you wish to use in a course; they can advise you about the library's licensed access to a wide variety of publications, and identify possible alternatives to copyrighted material.
  • Use this Fair Use Checklist to assess your use of any copyrighted material against the fair use factors; discuss the application of the fair use exception to your course materials with your department's librarian.
  • Retain a completed checklist for any fair use you make of copyrighted material for future reference when you may want to use the material again or in the case of a legal challenge. This will also alert you to your repeated use of the same material for the same course, which would probably fall outside any definition of spontaneous fair use.

Sooner or later you may identify a course reading that falls outside both fair use and permitted use. Alternatives to consider then include licensing and selling single or multiple readings through the Knox bookstore, requesting permission to use an item directly from the publisher, or adapting a reading to fall within fair use. Some readings will one way or another involve costs - either to students or to your department.

In general, frequent reviews of the currency and the publication formats in which your course readings appear are a good strategy for avoiding copyright issues and providing accessible and cost-efficient required readings for your students.

US Code: Title 19, §107. Limitations on exclusive rights: Fair use
Notwithstanding the provisions of sections 106 and106A, the fair use of a copyrighted work, including such use by reproduction in copies or phonorecords or by any other means specified by that section, for purposes such as criticism, comment, news reporting, teaching (including multiple copies for classroom use), scholarship, or research, is not an infringement of copyright. In determining whether the use made of a work in any particular case is a fair use the factors to be considered shall include-

  1. the purpose and character of the use, including whether such use is of a commercial nature or is for nonprofit educational purposes;
  2. the nature of the copyrighted work;
  3. the amount and substantiality of the portion used in relation to the copyrighted work as a whole; and
  4. the effect of the use upon the potential market for or value of the copyrighted work.

The fact that a work is unpublished shall not itself bar a finding of fair use if such finding is made upon consideration of all the above factors. (previously released April 15)

Copyright laws also apply to computer software. Any questions regarding the duplication of software should be directed to the Director of Information Technology Services.

V. B. 6. Telephone Calls

The College has a Voice-Mail service for all campus extensions. For information and set-up procedures for this automatic answering feature contact the Telecommunications Office.

V. B. 7. College-Furnished Vehicles

Travel to be charged to a department budget should be approved in advance by the department chair, who is responsible for ensuring that costs are not incurred in excess of the budgeted funds. Travel to be charged to another budget must be approved in advance by the individual responsible for that budget.

Cars and vans rented by the College are available by reservation for use on College business. The use of these vehicles is charged to departmental or club budgets according to a daily rate. Reservations for the use of a vehicle are made at the Facilities Services Office.

When faculty members use their own automobiles for College business, they may obtain reimbursement for mileage by submitting a Knox College Travel Expense Report. All faculty travel must follow the "Knox College Policy on Travel, Entertainment, and Business-Related Expenses," available here.

V. B. 8. Review of Grant Proposals

Faculty developing proposals for external grants must complete an "External Grant Authorization Form." Faculty should contact the Office of Corporate, Foundation, and Sponsored Research Support early in their planning processes. Most grant proposals to foundations or public agencies require the endorsing signature of the President or the Dean of the College and, for most, the College acts as fiscal agent. All authorization forms and proposals should be prepared in sufficient time to permit review by the endorsing officers.

Grant proposals and accompanying budgets are reviewed by appropriate personnel, which may include the department chair, the Vice President for Academic Affairs & Dean of the College, the Director of Corporate, Foundation, and Sponsored Research Support, and the Vice President of Finance & Administrative Services.

V. B. 9. Mail Service

Faculty mail is delivered to the campus mailroom located in the basement of the Student Union. Combination-lock mailboxes are assigned to all faculty and students. Notices to students to be placed in their boxes should include box numbers.

V. B. 10. Classroom Assignments

Room assignments are made by the Registrar, who should be informed of any special needs for blackboard space, audio-visual facilities, etc., when pre-registration materials are submitted to that office.

Lounge areas in academic buildings or in dormitories, and dining rooms in the Student Union may not be used for regular class sessions.

V. B. 11. College Calendar

The academic calendar is established by the Executive Committee and posted on the Registrar's webpage.

Flunk Day in spring term can cause scheduling problems. The Union Board chairs put out a request in winter term that they be told in advance of speakers and other events scheduled for spring term. Getting this information to the Union Board chairs can help avoid conflicts between such events and Flunk Day.

V. B. 12. Room Reservations

Rooms in various buildings may be reserved for meetings of campus groups. Many campus spaces can be reserved through the online reservation calendar. (See instructions under "Help Desk" on My.Knox.). Contact the Music Department Chair for events in Kresge, and the Theatre Department Chair for events in Harbach. Contact the Athletic Director to schedule events in the Memorial Gymnasium or in the Auxiliary Gymnasium. Contact the Registrar to reserve a classroom during times when classes are scheduled.

For catering of campus events, call Dining Services.

Not all floors of campus buildings are accessible to individuals with disabilities. Public events should be scheduled in accessible locations, whether on the first floor of a building or in a building with an elevator (Seymour Union, the Ford Center for the Fine Arts, the Umbeck Science-Math Center).

V. B. 13. Outside Events

Planning for two types of campus events needs to be reviewed in advance by the Outside Events Committee (OEC):

  • an event that is sponsored by an organization other than the College, particularly an event that members of the public are expected to attend.
  • an event set up by Knox faculty member or group for which the main audience or participants are people from outside the College (for example, a participatory Arts event for school children or a workshop for high school students).

The Outside Events Committee should be contacted through the Office of the Vice President for Finance and Administrative Services. The OEC, chaired by the Vice President for Finance and Administrative Services, reviews proposals for such events with regard to institutional capacity and potential legal liability.

V. B. 14. Funds for the Entertainment of Students

A modest amount of money is budgeted to help defray the cost of faculty entertainment of students in their homes. The funds are primarily for hosting first-year and sophomore advisees, and for meals at language table. These funds may not be used for the purchase of alcoholic beverages. Requests for funds should be made to the department chair. Food may be obtained from Dining Services for students on board.

V. B. 15. Bulletin Boards

Bulletin boards in classrooms are for posting materials relating to classes taught in the room. Other bulletin boards in academic areas are for notices related to academic-related activities, including departmental clubs, speakers, graduate fellowships, music recitals, etc. All other material, especially private advertisements for commercial services, should not be posted, and if posted should be removed.

Walls, doors, windows, etc., should not be used as bulletin boards.

V. B. 16. General Employee Policies

As employees of Knox College, faculty are responsible for complying with policies and benefits concerning employment at Knox College, as found in the Knox College Employee Handbook. Updated April 2016

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Printed on Tuesday, November 21, 2017

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