|
|
  Section
V. ACADEMIC RESOURCES |
 |
| NOTE: This is the March 1999 edition of the Faculty Handbook. Please be aware that many of the policies have changed or are out of date. A Senate Committee is currently working on an update. Any errors or discrepancies that you may find should be reported to the Office of the Vice President for Academic Affairs and Provost. | |
 V-1
UNIVERSITY LIBRARIES |
 |
The Libraries at UND are recognized as one of the regions most important resources. The Chester Fritz Library houses the University’s largest, single collection. Chester Fritz and its three branch libraries/collections have about 1,181,000 items and over a million pieces of microform. The Library subscribes to approximately 5,000 serial titles. The government document collection has nearly 500,000 items in its collection. If the two professional libraries of law and medicine were to be included, the total number of items in libraries on the UND campus would be nearly three million.The Chester Fritz Library houses several collections:
The Elwyn B. Robinson Department of Special Collections preserves a complex of unique and rare non-circulating research collections that document the social, cultural, economic and political life of the state of North Dakota, the Red River Valley, the city of Grand Forks and the University of North Dakota. Six complementary collections offer both primary source manuscript and archival materials and secondary source book collections. These include the Orin G. Libby Manuscript Collection, University Archives, North Dakota Book Collection, Fred G. Aandahl Collection of Books on the Great Plains, North Dakota State Documents, and the Family History/Genealogy Book Collection. The Department also houses the Library’s Jestrab Book Collection and rare book collection.
The Documents/Patents/Periodicals Department presently houses materials in microformat (microfilm, microfiche, microprint, microcard) and non-book materials (cassettes, media kits, CD ROM disks, software, etc.) as well as periodicals in paper format. The department’s holdings include the complete ERIC collection, containing well over 400,000 education documents, which increase at a rate of 1,500 per month. UND, together with NDSU in Fargo, is a joint regional depository for U.S. government publications. Together, the two schools receive nearly all publications available to libraries from the federal government. This large collection covers a variety of subject fields. The UND Patent and Trademark Depository contains design, utility, and reissue patents from 1961 to date. Trademark information is also available. A CD ROM search system is in place to assist in searching patents and trademarks.
The Chester Fritz East Asian Rooms display some of the belongings that Chester Fritz acquired while living in China. Furniture, wall hangings, scrolls, and various artifacts comprise this collection which is located on the fourth floor. These rooms are often used for special University functions.
Materials in these collections, as well as those in the Law Library and the Library of the Health Sciences, are included in ODIN, the online public catalog, with Internet access.
Students, faculty, and staff may visit, call or e-mail the Reference and Research Services desk on the main floor for help involving use of the Library or Internet resources. The Reference and Research Services staff is prepared to provide information; help with individual research; and conduct classes, tours, and special sessions with respect to specific electronic and print tools. As part Library instructional sessions, students and faculty are able to have hands-on experience in the Library’s Instructional Technology Center (ITC). Reference and Research Services staff also offers a one-credit class, "Research in the University Library".
Subject bibliographers have also been assigned to each academic department. The bibliographers are available to help department members with any type of library problem including ordering of library materials and providing specialized reference services and instructional sessions. Each department designates an official representative to the Library.
The Access Services Department is composed of Circulation, Interlibrary Loan and Class Reserves and is located on the second (main) floor of the Library. UND passport cards serve as your library card. All items are subject to recall at any time. All items circulate except for those located in Reference and Special Collections. Library materials are electronically protected by a security system. Materials that are not included in the Library collections may be requested through Interlibrary Loan. Requests may be submitted either electronically or manually. Interlibrary Loan is also available for the Distance Education Program.
Library services include photocopying, reserve items, general tours, and sixty computers available for doing Library research. A computer lab, located on the third floor with software for doing word processing, e-mail and using the Internet, is also available.
The Library's Homepage offers continually updated information on our collections, Library hours, services, and activities, as well as active links to ODIN and other databases and websites. Visit the Homepage at: http://www.und.nodak.edu/dept/library
 V-2
COMPUTER CENTER |
|
UND is a member of the North Dakota Higher Education Computer Network (ND-HECN) which provides faculty, staff, and student access to the Internet, e-mail, research, and other computing services. The UND Computer Center/ND-HECN north site serves the dual mission of providing networking services to the University of North Dakota and to the North Dakota University System (NDUS).Computer services available include computer clusters and labs; training workshops; manuals; newsletters and documentation; microcomputer consulting; mainframe consulting; local area network consulting; electronic mail; Internet access; and network services. The Help Center provides a single contact point for users who need help with computing problems or questions. Services from the Help Center include telephone (777-2222) and drop-in (Upson II, room 366) problem determination, assistance, and answers to users' common computing questions. Most forms needed to request access to any ND-HECN or UND system are available at the reception counter in the Computer Center Office or call the Help Center for further information.
The Computer Center is organized into four major units: User Services, Administrative Information Systems, Network Services, and Technical Services. User Services provides mainframe, microcomputer, and LAN consulting and education services. The Administrative Information Systems provide the development and maintenance of application software serving both the accounting and student record keeping functions for NDUS. Network Services is the central location of network administration and management for providing internetwork connectivity to the University of North Dakota Network, NDUS, and the Online Dakota Information Network (ODIN). Technical Services installs and maintains mainframe hardware and system software and has responsibility for the security and integrity of the HECN Administrative databases. The Operations and Production Control units within Technical Services provide for the ongoing functions for using and maintaining the administrative systems.
Kerian, Interim Director, Computer Center, 1-1-99
\SEE ALSO: UND Administrative Manual
Instructors may choose to give OBJECTIVE TESTS THAT CAN BE MACHINE SCORED. Mechanized test scoring is restricted to a maximum of 200 questions per examination and a maximum of five choices per question, of which only one can be correct.
Equipment for scoring these tests is available in the Computer Center. Computer Center personnel will be responsible for scanning the Answer Sheets to produce results of the test to include:
Individual test results
Item Analysis
Test Score Distribution
Frequency DistributionThe NCS® Test Header and General Purpose Answer Sheets necessary for this service are available at the UND Bookstore.
| V-3
MEDIA |
|
3.1 CENTER FOR INSTRUCTIONAL AND LEARNING TECHNOLOGIES (CILT)
The Center for Instructional and Learning Technologies is a division of Academic Affairs. Our mission is to provide leadership and support for the enhancement of teaching and learning through the appropriate integration of technology. The Center for Instructional and Learning Technologies is committed to assist faculty in meeting the challenges facing higher education in the 21st century. We acknowledge the importance and value of technology, but also recognize that its use should be based primarily on UND's educational mission and values. Our facility has earned the New Media Center designation and is also an Authorized Macromedia Training Center (ATC) for Director.
We provide regularly scheduled and customized workshops and studio sessions to aid faculty in leveraging technology for teaching and learning. In particular, we provide pedagogical/technology assistance in multimedia, preparing course content for alternative delivery methods and classroom presentation tools for instructional enhancement.
The Center for Instructional and Learning Technologies has many resources to offer the faculty including: Instructional Media Services, Classroom Equipment, Computer Technical Support, Classroom Videotaping, Audio and Video Duplication, management and support for the large general purpose classroom or Smart Classrooms on campus.
Please take some time to review the complete services of the Center which are presented on our web site at www.cilt.und.nodak.edu
The Center is located at 370 Oxford Street in Sayre Hall.
Smart, Director, Center for Instructional and Learning Technologies, 12-23-98
| V-4
UNIVERSITY PRINTING CENTER |
|
The University Printing Center, a service unit of the Division of Finance and Operations, is available on campus to provide for the general printing needs of the University community. Services provided by the Printing Center are offset printing, photo-composition, bindery service, darkroom processing, and purchase of paper.
Printing required by departments may be submitted to the Printing Center for processing. However, if departments wish to have printing completed off campus, a requisition to the Purchasing Department is necessary, along with a sample of the document or complete specifications. Vendors, including the Printing Center, are to be contacted only by the Purchasing Department (not the individual department) for prices, delivery dates, and other information. Estimates can be provided by the Printing Center after
submission of the proposed printing project. The Printing Center is able to subcontract certain jobs with unique specifications.Ganyo, Manager, 12-21-98
| V-5
DUPLICATING SERVICES |
|
Duplicating Services, located in Twamley Hall Room 117, is under the Vice President for Finance and Operations. Hours of operation are 8:00 to 4:30 Monday through Friday. The purpose of Duplicating Services is to serve faculty members in reproducing material used for daily classroom instruction and exams, as well as reproducing materials such as reports, letters, grant proposals, memoranda, newsletters, and University news releases in connection with University business. Duplicating Services also reproduces theses, dissertations, and various class-related material for University students.Any work that is brought to Duplicating Services requires a three-hour turn-around time. Duplicating is charged at a per-copy rate for white, 20 lb., 8½ x 11 paper. Any other paper is charged at a slightly higher rate. Examples of paper other than 20 lb. white are: 20 lb. pastel, 60 lb. white, pastel and astrobrite, 65 and 110 lb. card stock, 8½ x 14 legal white and astrobrite paper, royal fiber and marble paper, and 11 x 17 white and astrobrite paper.
Other services offered by Duplicating Services are cutting, drilling, folding (single sheets only), binding tape and wrap-around, and tabs.
All tests that are to be reproduced at Duplicating Services must be accompanied by a Test Copying Request Form. All test materials are kept in Duplicating Services’ locked cabinet until they are picked up. Test materials cannot be given out without the green test slip. This policy is enforced for your own protection.
Materials to be Sold to Students
Material that is printed by Duplicating Services and sold to the students must be distributed through the Bookstore. The proper procedures to follow are:
- Requisitions must originate on a standard textbook requisition form provided by the Bookstore.
- Requisitions are to be forwarded to the Bookstore where the determination of the number of copies to be purchased will be made.
- The Bookstore will then issue a purchase order to Duplicating Services for the number of copies to be printed.
Photocopies can be made while you wait at Campus Postal Services in Twamley Hall Room 115.
Reproduction of Copyrighted Materials Policy, Duplicating Services
Duplicating Services cannot process the following types of copying without written permission:
1. Books/manuals/workbooks
Entire books, manuals, or workbooks cannot be duplicated, even if it is only one copy, unless the book was published before 1906 and/or is not copyrighted.2. A section of a book/manual/workbook/periodical
A section of books, manuals, workbooks or periodicals cannot be duplicated if it is more than one chapter or one article, unless the book was published before 1906 and/or is not copyrighted. Copies can be made of one chapter, article or less for teaching purposes.Duplicating Services may also question other copying requests that appear to violate the copyright laws. As long as permission has been obtained from the publisher, copyrighted material may be duplicated.
If copyrighted documents are duplicated off campus, retain a copy of the authorization letter they obtained from the publisher to verify compliance with all copyright laws.
Copier Management Program - Guidelines for Obtaining a Copier
Duplicating Services manages the Copier Management Program. New installations of copy machines and replacements of existing copiers will be purchased or rented by Duplicating Services. The only exceptions to this will be copiers in the Memorial Union and in the Chester Fritz Library and its branches; the Law Library; and the Medical Library.
Requests for new copiers and machine replacements, including the exceptions mentioned previously, will be reviewed and approved or disapproved by Duplicating Services. Departments wishing to obtain the use of a copier or update their exiting machines, must contact Duplicating Services. A representative of Duplicating Services will consult with the department to determine special copying requirements, quantity and quality of copies required, and probably location of the copier. Each request will be reviewed and decided on an individual basis. (Duplicating Services reserves the right to place a used or existing copier from the Copier Management Program.)
The purchase or rental of a copier through the CMP will be based on total cost, machine performance, machine quality, presentation, and user choice. The cost-per-copy to departments when purchasing a copier will include the cost of the copier, the service costs, paper, and supplies. The cost-per-copy to departments when renting a copier will include base price to rent a copier, service and supply costs, and paper. Departments will be responsible for any repairs needed to the copier due to their negligence. This process takes anywhere from two to four weeks.
Metzger, Supervisor, Duplicating Services, 1-20-99
SEE ALSO: Faculty Handbook, IV - 12, 12.1 (Reproduction of Copyrighted Materials; Fair Use); UND Administrative Manual
| V-6
FACULTY DEVELOPMENT |
|
Faculty development is a process for the enhancement of an individuals's or group's personal or professional growth in the areas of instruction, research, creative activity and service to society, North Dakota, and the University. UND is committed to sponsoring the continuing professional development of its faculty in all of their roles - as teachers, as scholars, and as University and public servants. Although individual responsibility for professional development rests with the faculty member, faculty development is the direct concern of two University Committees: the Faculty Instructional Development Committee, with a priority on the mission of teaching; and the Faculty Research and Creative Activities Committee with a priority on the mission of research and creative endeavor.
Director Office
of Research and Program
DevelopmentFaculty Research and Creative Activities
CommitteeDirector
Office of Instructional DevelopmentFaculty
Research
Committee_______ University
SenateFaculty Instructional Development Committee
Ettling, Interim Vice President for Academic Affairs and Provost, 12-22-98
6.1 FACULTY RESEARCH AND CREATIVE ACTIVITY COMMITTEE (FRCAC)
The Faculty Research and Creative Activity Committee is a committee of the University Senate that stimulates and encourages faculty research, develops institutional policy on faculty research, and allocates institutional research funds on the basis of competitive applications. The Office of Research and Program Development (ORPD) provides administrative and budgetary assistance to the FRCAC. The Committee meets several times during the academic year to review applications submitted by faculty for grants to be used to cover expenses for equipment, supplies, technical assistance, travel, publication of related findings, and other expenses related to research. Application forms are available from the Office of Research and Program Development or on ORPD’s homepage.Fox, Director, Office of Research and Program Development, 11/3/98
SEE ALSO: UND Senate Minutes, 02-19-81, pp. 2020-2022 (Recommendations to Promote, Expand, and Reward Research at UND)
6.2 EXTRAMURAL SUPPORT FOR RESEARCH AND ACADEMIC PROGRAMSThe University expects faculty/staff to continue their professional development through active participation in research and other scholarly pursuits. Since University resources available for such activities are limited, the University encourages faculty/staff to solicit and obtain funds from potential sponsoring agencies, such as federal and state government, private foundations, industry, and business. This external support is generally awarded as grants, contracts, or cooperative agreements, with the University of North Dakota as the responsible fiscal agent. A faculty or staff member is named as Principal Investigator (PI), and is responsible for conducting the instructional, research or service project in accordance with the terms and conditions of the award.
Two offices exist to facilitate the process of obtaining extramural funding and administering awards that are received: the Office of Research and Program Development (ORPD) and the Budget and Grants Administration Office (BGA).
6.2.1 OFFICE OF RESEARCH AND PROGRAM DEVELOPMENT (ORPD)The University expects faculty to continue their professional development through active participation in research and other scholarly activity. The University encourages faculty to solicit and obtain funds from potential sponsoring agencies, such as federal and state government, private foundations, industry, and business to enhance and support their research and scholarly activities. This external support is generally awarded as grants, contracts, or cooperative agreements, with the University of North Dakota as the responsible fiscal agent. A faculty member is named as Principal Investigator (PI), and is responsible for conducting the research or service project in accordance with the conditions of the award.
Two offices facilitate the process of obtaining extramural funding and administering awards that are received: the Office of Research and Program Development (ORPD) and Budget and Grants Administration (BGA). The role of ORPD is to assist faculty in locating potential funding sources and provide information regarding sponsor requirements and proposal preparation. In addition, ORPD is charged with the responsibility of conducting an administrative review prior to the proposal being sent to the prospective sponsor. Faculty are encouraged to contact ORPD during the early stages of proposal preparation to discuss the project and to identify any unique aspects of the project that might require special attention. ORPD is also responsible for assuring compliance with University and sponsor regulations concerning patents; copyrights; research involving animals, human subjects, DNA or hazardous materials; scientific misconduct; conflict of interest; and other research-related regulations.
ORPD is the University source of information regarding funding that may be available for research, fellowships, and other programs sponsored by outside agencies. Research articles, listing new programs available, deadline dates, contact information, and a brief description of the opportunity, are published weekly in the University Letter. ORPD staff are also available to answer questions, contact agencies, interpret University policies pertaining to research, and provide consultation during the proposal development process.
Fox, Director, Office of Research and Program Development, 11/3/98
SEE ALSO: UND Administrative Manual
6.2.2 BUDGET AND GRANTS ADMINISTRATION OFFICE
The Budget and Grants Administration Office (BGA) performs two separate financial functions within the University. First, the office has responsibility for the financial administration of extramural support received by the University for research, service, and instructional programs. Second, the office has
responsibility for the overall budgeting processes for the institution including the biennial budget and the annual payroll and operating budgets. Information regarding these two functions follows.Grants Administration
As early as is possible in the grant/contract cycle, a specific grants officer from the BGA staff is assigned to be involved in all aspects of the funding cycle for a particular award, including proposal preparation (financial considerations), award negotiation, monitoring, and financial reporting (see section in Administrative Manual entitled Extramural Support for Research and Academic Programs). The assignment of a grants officer is made based on the identity of the potential sponsor, i.e., federal, commercial, foundation, etc.
Proposal Preparation - Once a faculty member has made the decision to submit a proposal to an identified sponsor and initiates discussion with ORPD/Budget and Grants, a grants officer is assigned to assist in the financial aspects of the submission. This includes providing consultation on preparing the budget, identifying items in the budget that may need additional justification or clarification in the budget narrative, identifying auditable sources of cost share, and interpreting sponsor guidelines.
Proposal Review - All proposals for extramural support must have a financial review by a grants officer before they are signed by an authorized official of the University.
Award Negotiation - A financial officer of the University (grants officer) should be consulted and/or participate when a grant or contract is negotiated. The negotiation process is usually initiated by the potential sponsor. Items to be negotiated might include, but are not limited to, scope of work, cost, timing, or other financial considerations. Only an authorized official of the University has the authority to make commitments on behalf of the institution. ORPD maintains a current list of those authorized to sign on behalf of the institution.
Approved Awards - Upon notification of a funded award (usually from the sponsor), the grants officer will assign a university fund number for use on all transactions for this award. The Principal Investigator (PI) is responsible for ensuring that the costs incurred on the fund are, in fact, relevant project costs. All grant and contract expenditures must be made according to University policy and/or the terms and conditions of the award. The more restrictive policy/condition shall govern. Please see appropriate sections of the Administrative Manual for procedures relating to purchasing, payroll, accounting, etc. In addition to assisting the PI in financial monitoring, the grants officer is responsible for preparing the official financial reports including the billings and cash management reports. This is usually coordinated with the technical report, which is prepared by the PI.
Project Changes and/or Rebudgeting - The approvals required for changes to existing awards are determined by the terms and conditions of the award. All PIs are furnished with a copy of the award document; however, assistance in both interpretation and contact with the sponsor is available by contacting the grants office. Project changes and/or rebudgeting may require prior written approvals at either of the following levels:
- Sponsor approval
- Institutional approval
Once the appropriate level of approval has been determined, the grants officer will assist in obtaining the approval. Please note that additional lead time may be necessary if sponsor approval is required. Planning should include enough time for the sponsor to respond to the request.
Monitoring Existing Awards - The Budget and Grants Administration Office is responsible for maintaining the Sponsored Programs Accounting and Reporting System (SPARS) for the University. SPARS utilizes data from the University accounting system and enables the BGA office to provide financial information to PIs on a regular basis. A PI report, which is a summary of budget and expenditures by fund number, is sent each month. Supporting detail for the summary (salaries, purchase orders, and detail of other payments) is also provided. Summary-level reports of the sponsored program activity are also sent to deans and department chairpersons. Any questions regarding the contents or format of these reports should be directed to the Budget and Grants office. In addition to the monthly reports that are available, on-line capability exists to access more current information between report dates. If a need exists for such an update, please contact the appropriate grants officer or call the Budget and Grants Administration Office.
Certain types of expenditures merit general discussion relating to grants and contracts. These include salaries, travel, food purchases/entertainment, postage, office supplies, memberships, monthly telephone line charges including cell phones, consultants, subcontracts, and equipment/renovations.
Salaries - Salary amounts are determined by the following factors:
1. Approved University rate for a comparable position. Offices to be consulted:
Faculty - Vice President for Academic Affairs
Staff - Personnel Services2. The beginning and ending dates of the project funding will determine the allowable dates of employment.
3. Effort reporting is a requirement on all federal grants/contracts/cooperative agreements. Records are maintained documenting both funded time spent on a project and nonfunded (cost share) time spent on a project. This is accomplished via the Personnel Activity Confirmation System (PAC). Any questions relating to effort reporting should be directed to the Budget and Grants Administration Office (also see #5).
4. The regulations from the sponsor may be more restrictive than those of the institution, in which case the more restrictive rules will prevail. For example, overtime is not allowable on some grants/contracts even though it is allowable under institutional policy.
5. If overload is to be paid, specific approval must be obtained from the funding agency.
6. The function of the BGA Office is to properly administer sponsor funding. After the fact salary adjustments are always carefully monitored due to sponsor requirements. If an adjustment is necessary, the correction should be done in a timely manner. No corrections should be requested after effort has been certified on a PAR form.
Travel - University regulations apply to all grant or contract travel unless there is a restriction from the sponsor which would provide a lesser amount of reimbursement. When multiple sources of funding are used by an individual, the normal process requires travel to be funded from the same source as the salary funding for the person. For example: 1) John Doe has two research grants and also has a teaching appointment. John is paid 100% from appropriated funding (his time is provided to the projects as a cost share). He is traveling to a conference that relates to both sponsored projects. The travel expense should be split between the research projects in a ratio that approximates the benefit to be received by each. 2) Mary Smith has a research project that pays 100% of her salary. She has been asked by a colleague to travel to a conference on a topic unrelated to the topic area of her research project. Her travel expenses would be paid from a different grant than her own. This would create problems for the funding source that is currently paying Mary's salary. Options to address this problem include obtaining sponsor approval to make the payments as planned, reducing her salary to correspond to the portion of time she is traveling on the other grant, being paid salary from the other grant to replace the lost salary on her own grant, or being paid partial salary from local or appropriated funds for the displaced salary. The key issue that must be addressed is that payments from any grant must directly relate to the purpose for which each sponsor provided its funding.
Food Purchases/Entertainment (separate from travel reimbursements) - University regulations apply to all grant or contract food purchases unless there is a restriction from the sponsor which provides a lesser amount. Generally, food purchases are not an allowable expense on grant funds. Exceptions exist, for example, in situations where the purpose of the funding is to provide a training session and lunch is to be provided to the participants. In all cases, the need for such costs should be specifically identified in the proposal and explicitly provided for in the budget. Entertainment expenses are not allowable on grant/contract funding.
Consultants - Consultant fees are usually an allowable cost on grant/contract funding. The amount that may be paid to a consultant will be based on University policy and/or sponsor restrictions. The normal situation that occurs involves an outside consultant providing services of a highly specialized nature.
If a consultant is functioning as an employee of the University, payment must be made through the normal payroll process. The Controller's Office has information available to assist in evaluating whether an employer-employee relationship does, in fact, exist.
University employees may, in unusual circumstances, be utilized as consultants on sponsored projects. If federal funds are to be used to pay the consultant fee, all of the following criteria must be met:
1. The consulting must be across departmental lines or at a separate or remote location.
2. The work performed must be in addition to the regular departmental work load.
3. The University employee/consultant must be specifically listed in the grant/contract budget or approved by the sponsoring agency in a separate letter. If all of the criteria are met, an Employee/Consultant Certification Form, an Increased Income Approval, and a Notice of Appointment must be processed to obtain the appropriate University approvals and facilitate the payment to the individual.Postage, office supplies, memberships, and monthly telephone line charges - all of these items must be specifically itemized and justified in the budget for expenditures to be allowable. This also includes 1-800 numbers and cell phones.
Subcontracts - In situations where a portion of the work required under a grant/contract agreement is to be performed by an entity other than the University, a subcontract should be executed. Generally, the use of a subcontract should be provided for in the approved proposal and accompanying proposal budget. The process of identifying the appropriate subrecipient may require a competitive selection process. The award document issued to the University will contain the specifics under which the subcontract will be performed. The subcontract document will be drafted by Budget and Grants Administration in consultation with the Principal Investigator. Usually, both parties to the subcontract must sign before the subcontract will be effective. For the University, an official authorized signature is required on subcontracts. BGA staff will coordinate obtaining the appropriate signatures. Work may not be initiated until appropriately authorized.
Equipment/Renovations - Capital expenditures are usually allowable on grants/contracts; however, special approvals or restrictions are often required by the sponsor. Budget and Grants Administration will provide the necessary information specific to the source of funds to be used for these types of expenditures. If capital expenditures will be needed, they should be specifically provided for in the approved proposal and the accompanying budget. This will minimize the need for additional approvals prior to the purchases.
Brekke, Director, Budgets and Grants, 12-98
SEE ALSO: UND Administrative Manual
6.3 OFFICE OF INSTRUCTIONAL DEVELOPMENT
The Office of Instructional Development assists individual faculty members, departments, and colleges in providing resources for curriculum and instructional development. The enhancement of instruction and the professional growth of UND faculty members as teachers are the objects of the instructional development program.The activities of the office include (1) direct service (e.g., materials, consultation, workshops, and seminars), (2) funding (e.g., instructional development grants and contracts), and (3) advocacy (e.g., policies and procedures supportive of instructional development). The office also coordinates where appropriate other instructional development activities at the University.
Rankin, Interim Director, Office of Instructional Development, 11-15-98
SEE ALSO: UND Administrative Manual
6.3.1 FACULTY INSTRUCTIONAL DEVELOPMENT COMMITTEE
The Faculty Instructional Development Committee, which is elected by the Senate, provides support for course and curriculum development that goes beyond the means of individual faculty members and academic units. The committee calls for proposals and makes grants to individuals and groups of faculty members. Projects might include the design or redesign of units, courses, or sequences of courses; experimentation with new instructional strategies; or development of new teaching materials. In addition, limited funds are available to allow faculty to take advantage of opportunities which arise unexpectedly. The committee offers a small number of Summer Instructional Development Professorships. The purpose
of these professorships is to provide faculty an opportunity to engage in instructional development on a part-time basis for four weeks during the summer.Fox, Director, Office of Research and Program Development, 11-15-98; Rankin, Interim Director, Office of Instructional Development, 11-15-98
| V-7
OFFICE OF UNIVERSITY RELATIONS (OUR) |
|
University relations is an organized, two-way process of communication between the University and its internal and external publics. As the central communication and public relations department of the University, the Office of University Relations’ mission is to generate awareness, understanding, and support among UND's many constituencies, and to assist in the acquisition of the human and fiscal resources necessary for UND to continue its development as a comprehensive university of regional and national rank.The UND Office of University Relations reports directly to the Office of the President, with, at the time of this writing, the Executive Assistant to the President, providing senior management oversight of the office. OUR maintains liaison with other units performing communications tasks, including UND Aerospace Communications, the Energy and Environmental Research Center Communication Office, the School of Medicine Public Affairs Office, and the Sports Information Office. However, as designated by the President, in all matters involving major University institutional policy, emergencies and crises, University Relations is the central release point for information, working closely with other departments and offices involved, and sometimes with the Executive Assistant to the President. OUR also serves as an institutional contact with such affiliated but legally independent organizations as the UND Alumni Association and Foundation.
The nature of OUR's work - The work of the Office of University Relations falls within two broad areas: (1) Projects initiated, funded and carried out directly by OUR, and (2) projects involving partnerships with other UND departments or individuals in which University Relations serves as a central source of communication, creative and/or organizational expertise.
In conducting projects and campaigns, OUR utilizes a variety of communication and action tools to reach the general public and special constituencies such as faculty, staff, students, alumni, the local community, educators, government officials, and business and foundation leaders. Among these tools are mass media publicity, advertising, OUR-produced periodicals such as the "University Letter", brochures and other printed materials, videotapes and slide shows, speeches and presentations, special events, direct mail, and personal contact.
UND personnel are encouraged to contact University Relations on matters that appear to come within the OUR mission. When help cannot be provided for reasons of time, budget, or policy, a referral is generally made to another source of assistance.
Assistance to UND personnel - Besides planning and executing its own projects on behalf of the University, OUR also serves as a central source of communications, public relations and advancement expertise for the entire campus.
In its relationships with internal "clients", University Relations gives priority to situations falling within the OUR mission. Units or persons requesting assistance must have a UND account number, since services cannot be rendered to private individuals or to organizations not involved in official University business.
Selected services - Included below is background information about some of OUR's most utilized services.
Central information resource. OUR is a central contact point for information about the University, and therefore maintains specialized information and photography files, a data base of campus events, and supply of maps, calendars and other helpful publications.
News media relations and mass media publicity. Besides daily news releases, OUR issues a calendar of campus news events and "tips" to daily and weekly newspapers, wire services, and other media. It also schedules occasional news conferences, and maintains regular personal contacts with key people in the media.
The Office of University Relations has been designated by the President as the central release point for information to the news media when public statements of UND policy and crisis situations involving the institution are involved. In an emergency situation, OUR, primarily through its News Media Relations sector, works closely with departments and administrators involved in the particular situation, articulating public statements and either serving as a spokesperson or assisting the person so designated. Ongoing direct lines of contact are maintained between the UND President, the President's Executive Assistant, and the OUR Media Relations Director to deal with significant institutional matters, including crises and emergency situations, that are likely to involve the news media.
Although OUR is the prime authorized release point for official public statement of University policy, other campus public information entities conduct their own media relations. The prescribed practice, however, is for them to work with University Relations on media matters involving major institutional policy and issues.
In situations other than those, UND faculty and staff are not discouraged from dealing with the news media directly; on routine items, this may be the best approach, saving time and unnecessary involvement for all parties. OUR is interested in learning of such contacts and exercises, however.
OUR's method of working with the news media encompasses far more than simply issuing news releases, although that activity is an important part of this function. As the reference "relations" implies, it involves, often most importantly, personal contacts and working relationships. Foremost, the main base from which OUR operates in the media relations area is to represent and advance the University and its agenda to the media, and to assist the media in its inquiries. OUR actively deals with media members in encouraging and suggesting story and coverage ideas, providing data and information, and reminding them on an organized basis of the UND institutional agenda, ranging from public events and routine announcements to major planning, programming, and outlook issues at the other end. OUR also responds to media inquiries regarding specific UND subjects and other information requests as media representatives do their own reporting.
The media with which OUR deals includes off- and on-campus newspapers, radio and television, and magazines and newsletters of a wide variety. News releases, of course, are part of the routine of mas media publicity, as are calendars of campus events, "tips" to media, and a Hometown News newsletter. OUR also schedules occasional news conferences and, as noted above, maintains regular personal contacts with key people in the media.
OUR also encourages faculty and staff to provide tips for news and feature stories. OUR follows up by making further contact with the source if more information or clarification is needed and by preparing the information and sending it to the appropriate media if OUR determines it to be sufficient for such handling. Information for release through OUR may be checked by the source.
The University Letter. University Relations publishes UND's weekly faculty/staff newsletter, the "University Letter". Its primary purpose is to consolidate announcements about events and policy into one official source of information. The deadline for submitting items is 1:00 p.m. Tuesday of the week intended for inclusion (the official day of publication is Friday of each week). Pertinent contributions are invited from faculty and staff, and should be brought or sent to the University Letter Editor. Each communication should be dated, signed and marked "For University Letter" to keep it separate from items intended for other purposes.
Assistance with printed materials. Except for designated printed materials, such as the catalog series, UND departments are not required to work through OUR in producing printed material for their own use (NOTE: OUR does exercise central control over the visual appearance of official University stationery). Much of the publications writing, editing and design capability of OUR is devoted to major projects falling within its mission, particularly in the area of enrollment management and student recruitment and attracting outside resources. However, on a time-available basis, OUR offers counsel and writing/editing/production assistance to departments wishing to use printed materials as a communications vehicle. Requests for such assistance should be made very early in the project planning process.
OUR involvement can range from providing advice to comprehensive management of all stages of producing a brochure or other printed piece, including consultation and assistance with such matters as content and audience, research, writing, editing, design/layout and distribution. Further details about graphic design can be obtained through consultation with staff members.
UND Internet (UNDInfo). Management and administration of the University’s Internet web site, titled UNDInfo, is a joint responsibility of the Office of University Relations and the Computer Center, with OUR responsible for content input and maintenance. Much of the information which OUR routinely gathers for its various needs and purposes makes up the content of UNDInfo, along with information which OUR prepares in cooperation with other UND offices and departments. Examples of UNDInfo content include information about news, events, statistics, departments, sports, alumni, library holdings, and catalogs and directories of courses, class time schedules, and faculty, staff, and student directories, manuals, and handbooks.
OUR provides assistance to UND departments and organizations in establishing home pages in the UNDInfo system.
UNDInfo policies are determined by a UND Presidential UNDInfo Steering Committee which defines input parameters and other operating regulations.
Penwarden, University Relations, 10-30-98
| V-8
PURCHASING |
|
|
8.1 STATE BOARD OF HIGHER EDUCATION PURCHASING PROCEDURES
POLICY
1. Each institution shall develop and implement necessary and appropriate policies and procedures to ensure compliance with laws and State Board of Higher Education policies governing purchasing. The institutional purchasing department or designated individual is responsible for the preparation of institutional purchasing policies. Officers and employees involved in purchasing decisions shall comply with all applicable federal and state laws and regulations relating to conflict of interest and acceptance of gifts and gratuities. Institution purchasing policies and procedures shall incorporate (or refer to) SBHE Policy 611.4 relating to conflict of interest, and include procedures for disclosing a conflict of interest. Further, institution purchasing policies and procedures shall address whether vendors' offers of scholarships, endowments and other premiums contained in bids or proposals will be considered and, if so, the criteria for evaluating such offers.
2. The State of North Dakota Office of Management and Budget Purchasing Division and Higher Education Purchasing Officials have established contracts that are advantageous to the State of North Dakota. A list of contracts shall be jointly prepared to comply with the intent of the North Dakota Century Code 54-44.4-02. Purchases shall be made under such contracts when it is advantageous to do so. Institutions may also purchase equipment or supplies through participation in joint purchasing alliances formed with other states or organizations, when it is advantageous to do so.
Additional bids or proposals shall be solicited from other vendors when required by law or this policy.
3. Personal property, equipment or supplies under $10,000 may be purchased at the discretion of the institution. When feasible, informal quotes or proposals should be solicited from more than one vendor. Reasonable steps shall be taken to ensure that qualified North Dakota vendors have an opportunity to compete for the contract.
4. Consulting services and insurance shall be purchased by negotiation, telephone or informal written quote or proposal. When feasible more than one vendor should be requested to submit prices to ensure appropriate competition. Reasonable steps shall be taken to ensure that qualified North Dakota vendors have an opportunity to compete for the contract.
5. Personal property, equipment or supplies over $10,000 must be purchased from formal bids. As many sources as possible, including qualified North Dakota vendors should be solicited. Specific times and dates for bid opening must be specified. A bid bond, or certified check, may be required.
6. Items which do NOT require competitive bidding are:
Data processing purchases made from discount contracts with vendors and other items possessing unique characteristics or properties which because of those peculiarities are essential to the conduct of particular research projects or instructional endeavors.
A letter of justification to the person in charge of purchasing is required addressing the following:
a. The unique characteristics of the product, and
b. Specifically what task is to be performed requiring the unique characteristics of the product.7. Preference shall be given to North Dakota bidders when required pursuant to N.D.C.C. Section 44-08-01. Accordingly, preference equal to the preference given or required in the state of a nonresident bidder shall be given in purchasing any goods, merchandise, supplies, or equipment. Also, when accepting bids for the provision of professional services, including research and consulting services, the contract shall be awarded to a resident North Dakota bidder if the bid of the resident North Dakota bidder is equal to or less than the law bid of a nonresident bidder and the resident North Dakota bidder has an
acceptable performance history and meets the minimum requirements specified in the bid solicitation.State Board of Higher Education Policy Manual, 04-17-98, Section 803.1.
SEE ALSO: North Dakota Century Code Section 44-08-01; Section 54-44.4-02.
SEE ALSO: UND Administrative Manual
The Purchasing Department is the centralized agency vested with the responsibility of obtaining maximum values from expenditures of University and University-administered funds in the procurement of equipment, supplies, and services rendered by outside agencies. Purchases are made on the basis of competitive prices, considering quality, suitability, and service. The Purchasing Department is primarily a service department. It was created to assist all departments and agencies in procuring their needs with the best selection and at the lowest ultimate cost; and to provide counsel and advice for departments, as well as to expedite the mechanics of procurement.
All requisitions are to be initiated and signed by the department desiring the material or service. After a requisition is received by Purchasing , it is reviewed and approved for data input to assign a purchase order number. Equipment from the Bookstore requires a purchase order, but supplies are handled by charges to the department account with the charge transferred monthly by the inter-department billing process. Quotations ($4000-$10,000), sealed bids (>$10,000), Request for Proposals and sole sources are handled by Purchasing buyers.
Purchasing is the designated UND department to maintain the master subcontracting plan "Historically Underutilized Business" (HUB) Program to provide small business concerns to participate in any purchases made by the University under sponsored agreements which incorporate the requirements of Public Law 95-507.
See the UND Administrative Manual for information on insurance, purchasing procedures, speed order system, walk through orders, blanket orders, unauthorized orders, rentals, leasing, central receiving, annual inventory, public sales, special sales, and the North Dakota Surplus Program.
Romuld, Director, Purchasing and Central Receiving, 12-14-98
SEE ALSO: UND Administrative Manual
8.3 EQUIPMENT/SUPPLIES - TRANSFER/SALE PROCEDURE FOR DEPARTING FACULTY
POLICY
All equipment/supplies, whether acquired with federal funds, non-federal funds, or gifted, are the property of UND. Transfer of UND equipment/supplies to individuals, to for-profit entities, or nonprofit entities not eligible to receive property under the Federal Property Administrative Services Act of 1949 is not permitted.
In some instances, departing faculty may wish to transfer equipment/supplies to their new institution of employment. The transfer of equipment/supplies is controlled by ND law, Board of Higher Education policies, federal guidelines, and UND policy.
As part of the procedure, UND Purchasing will first make the determination as to whether the equipment/supplies were purchased with federal funds. If so, the determination must then be made as to if the equipment/supplies are part of an on-going project and if so, the equipment/supplies are not considered to be surplus property.
If the equipment/supplies were purchased with non-federal funds, a determination is made as to whether the equipment/supplies can be used by other UND departments; if not, then the procedure described below will be followed.
PROCEDURE
I The Department Chairperson and Dean must send a signed request to the Purchasing Office, Box 8381, and include the following information.
1. Name/Telephone number of departing faculty
2. Equipment inventory tag number (if major equipment)
3. Description of equipment/supplies for transfer/sale. Provide costs for supplies, if available.
4. Justification for proposed transfer/sale to the receiving institution. If transferring items it must be stated that the equipment/ supplies are part of an on-going project. Provide documentation indicating that other UND departments are not able to utilize the equipment/supplies.
5. Fund numbers used for the purchase of supplies, non-tagged equipment, and tagged equipment.
6. Name, address, and telephone number of a contact person at the receiving institution who has authority to accept the property.
II Purchasing will process the request as outlined.
1. For equipment/supplies gifted or purchased with non-federal funds, the following steps will be taken.
1. Determine if there is potential utilization of equipment/supplies by other UND departments.
2. Inform ND OMB of the transfer/sale of equipment/supplies.
3. If the equipment/supplies cannot be used by other UND departments, then the current fair market value on all equipment/supplies gifted or purchased with non-federal funds will be established. These items may be sold to the receiving institution at a mutually agreed upon price.
4. Obtain written communication from the receiving institution demonstrating willingness to purchase equipment/supplies.
5. If approval is denied, the equipment/supplies will remain at UND.
2. Equipment/supplies acquired with federal funds (fund numbers 4000-5499) may be transferred if the following are met prior to shipment:
1. Purchasing has obtained the appropriate approvals, and forwarded the request to Office of Research and Program Development (ORPD) and Grants and Contracts Administration (GCA). GCA will determine if the property can be transferred based on the following guidelines:
1. If UND has title and it is determined to be exempt property; defined as tangible property acquired in whole or in part with Federal funds, where the Federal agency gives property title to UND, without further obligation to the Federal Government, UND does not need to obtain sponsor approval to transfer the property.
2. If UND has title and the equipment is not exempt, an examination of the grant/contract is made to determine if it is > 120 days past the grant/contract termination date. If so, UND does not need to obtain sponsor approval for the equipment transfer.
3. If UND has title, the equipment is not exempt, and the grant/contract is current or =<120 days past the grant/contract termination date, UND must obtain sponsor approval to transfer the equipment.
4. If UND does not have title, the Principal Investigator must obtain sponsor approval prior to the transfer of the equipment.
2. When the title issues are resolved, GCA and ORPD will approve the request in writing and return it to Purchasing for processing.
3. Prior to the release of equipment/supplies, Purchasing will initiate the following:
1. Request the department to remove and send the inventory tag to Purchasing.
2. Provide the receiving institution with an invoice or a letter of notice listing the equipment/supplies being transferred, and include a notice that the costs of and arrangements for shipping and handling will be their responsibility.
3. Notify the department that items can be readied for shipping.
4. Deposit the check from the receiving institution into the appropriate fund.
5. Notify the department to proceed with shipping of the equipment/supplies as per receiving institution=s instructions.
6. Provide department with documentation of equipment/supplies transferred.
7. Provide Inventory Control with all original documentation of equipment/supplies transferred in order to remove the equipment from department inventory.
| V-9
UNIVERSITY BOOKSTORE |
|
|
The University of North Dakota Bookstore, located on the main floor of the UND Memorial Union, is a leased operation under Barnes & Noble College Bookstores.
The main objective for the Bookstore is to be an information center for the campus and to provide educational materials, necessities, and convenience items to the University community. The general trade and references books are a key department, offering a special order service to satisfy customer needs. The Bookstore carries a complete line of office and school supplies. Specialty items such as emblematic clothing and gifts are also available.
Those departments and offices within the University operating on funds distributed through the Accounting Office may charge their purchases at the Bookstore. Department personnel authorized to make such charges are issued a charge card bearing an assigned account number. Presentation of this card is necessary at the time of purchase and assures that purchases are posted against the proper departmental account. Policies for returning items are on file at the Bookstore.
Textbooks are ordered through a requisition process. Before each term, forms are delivered to departments with requisition due dates set well in advance of each semester. There are several important reasons for book orders to be turned in as early as possible. It allows the Bookstore staff time to generate a more complete buy back list to ensure students the best possible price for their used text books. If requisitions are sent to the store when asked for, it can prevent the unsold text from the previous semester from being returned to the publisher. This will save freight and labor charges to the University. Sending book orders early helps ensure that books will be on the shelf at the start of each semester.
Duplicating projects should be ordered early each semester through the Bookstore and especially if the packets contain copyright materials. The Bookstore will work with faculty to get permission from the publishers by providing information to expedite this process. It is important for faculty to be aware and observant of copyright regulations. Copyright information is provided free to departments as a service of the Bookstore.
Forbes, General Manager, 1-25-99
| V-10
OUTREACH PROGRAMS |
|
|
Outreach Programs through its Division of Continuing Education is the administrative unit responsible for coordination and management of the continuing education activities sponsored by the University. These activities may be both credit or non-credit and may be located on or off campus. They are designed primarily to provide for the special educational and informational needs of those persons served by the University of North Dakota.Continuing Education activities include:
- Extension classes are regular University of North Dakota classes offered at locations and times convenient to working adult students. Extension workshop classes are primarily developed for teachers, counselors, and administrators. These classes are taught at various locations throughout the state.
- UND graduate and undergraduate courses, special events and offerings, and meetings are now delivered to various parts of the state via the North Dakota Interactive Video Network (NDIVN). This network is fully interactive. Continuing Education coordinates the scheduling of all NDIVN courses and events for the University of North Dakota. For more information on the NDIVN, contact the division of Continuing Education at (701) 777-3308.
- Several graduate and undergraduate degree programs are offered off campus. Delivery of off-campus programs is coordinated by the Division of Continuing Education. For a complete list of extended degree programs, contact the Division of Continuing Education at (701) 777-3308.
- Correspondence study at the Division of Continuing Education offers approximately 90 classes from 25 departments. Both credit and non-credit courses are available. Credit courses are designed and taught by members of the University faculty and are offered as an alternative for students who cannot, or choose not to enroll in traditional classes. Credits earned through correspondence study may be applied toward an undergraduate degree or simply taken to explore new subjects for personal enrichment. Non-credit Correspondence Study courses in the areas of nutrition, health care food service, school food service, and real estate. University faculty or professionally qualified people are authors or instructors for these programs.
- The conference is a major medium of continuing education, whether it is called a short course, institute, seminar, workshop, colloquium, symposium or clinic. The Division of Continuing Education coordinates more than 40 conferences annually both on and off campus. They are arranged to meet the needs of specific organizations, agencies, and communities, as well as the general citizenry of North Dakota and the Upper Midwest. Conference speakers include members of the UND faculty, faculty from other institutions in North Dakota and throughout the United States, and non-university faculty.
- Workforce Development is a unique component of the Division of Continuing Education. Its services for business and industry include facilitation and strategic planning, research, revenue procurement, and specialized training.
Boyd, Vice President, Student and Outreach Services, 07-15-98
SEE ALSO: UND Administrative Manual
10.1 DEFINITIONSTo recognize that University procedures have produced quality educational experiences and to eliminate distinctions involving the location of students and the instructional delivery mode, the University Senate has defined the following:
Institutional Credit- Academic credit awarded by the University
Residence Requirement- The time required for a student, enrolled in a specific course load to be on the University campus or designated resident center
Resident Center- A geographical location other than the University campus, where the residence requirement can be fulfilled
|
V-11
SUMMER OPERATIONS |
|
|
Broad Participation - The summer operations of the University involve a variety of activities which may be considered as regular academic programs, short-term educational programs, and the hosting of other organizations and functions. In carrying out the summer operation, the University makes extensive use of facilities and brings to the campus a broad range of participants.Academic Programs - The summer session is 12 weeks in length. Courses are offered various lengths, e.g., one week, two weeks, four weeks, six weeks, eight weeks and twelve weeks. The summer session enrollment is approximately 3000 students, about a third of whom are in graduate school. Many, but not all, of the departments offer courses with a pattern of demand which differs greatly from the academic year. The proportion of older students is much greater and includes those attending the Summer Institute of Linguistics.
Also during the summer term, early registration of incoming freshmen is conducted for the fall semester. Each day, 50 to 65 incoming freshmen students are on campus receiving academic advisement and arranging their schedule for the fall term.
Educational Meetings - During the summer months many institutes, workshops, conferences, and educational meetings are held on campus. Many of these activities are conducted by the Division of Continuing Education in conjunction with various academic departments. These groups may be on the campus from a day to a week and are attended by 15 to 300 persons. Some activities such as the School for Alcohol Studies, The School for Bankers, and others are conducted annually while other activities may be single meetings. The athletic facilities are used each summer for hosting a variety of clinics and schools.
Organizations Hosted - Many of the University facilities are used to host organizations and activities. Some, such as Girls State with approximately 500 girls in attendance, and the all-state high school football teams come to the campus each summer. Similarly, such groups as the Rural Electric Cooperative use facilities for their annual meetings. Some organizations come to the campus to use meeting rooms, housing, and eating facilities for their conventions. The American Association of University Women and the American Society for Engineering Education are a few of the groups which recently have held conferences at the University. At other times University residences are made available to assist in the housing of delegates to meetings in Grand Forks, such as the Midwest Shrine, the American Legion, and others.
Piper, Director, Summer Sessions, 5-31-98
| Section
IV. |
Table
of Contents |
Top |
Section
VI. |
V-2.1