- Agendas and Minutes
- Senate Members
- Faculty Senate Proposal
- Senate Orientation
- About the Senate
- Organization and Administration
- Responsibilities and Privileges
- Personnel Information
- Teaching Policies and Procedures
- Academic Resources
- Faculty Services and University Resources
V. Academic Resources
V-1 University Libraries
The Libraries at the University of North Dakota are recognized as one of the region's most important resources. The Chester Fritz Library and its three branches, together with the Harley E. French Library of the Health Sciences and the Thormodsgard Law Library support the University's academic programs. The Chester Fritz Library and its three branches have nearly 1,300,000 items, over a million pieces of microform and subscriptions to approximately 5,000 serial titles. The government documents collection has over 500,000 items. When the two professional libraries of law and medicine are included, the total number of items in libraries on the UND campus is over three million.
The Libraries provide access to scholarly resources in many different media including print, microformat, audio, video and electronic. Information about the holdings of the Chester Fritz Library, the Thormodsgard Law Library and the Harley E. French Library of the Health Sciences is included in ODIN, the online public catalog. ODIN also contains information about collections held at many other libraries in North Dakota. A search may be conducted for information at an individual library or the search may look for holdings at all ODIN libraries.
The Libraries purchase access to electronic indexes, abstracts and full text of journal articles, proceedings and books. Most of these electronic resources may be accessed by computer through the Libraries' web pages. Each web page offers continually updated information about the Library's resources, hours, services and activities, as well as active links to ODIN and other databases and web sites. Visit the web pages at:
The Chester Fritz Library Special Collections:
The Elwyn B. Robinson Department of Special Collections preserves 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 & Trademark/Periodicals Department presently houses many materials in microformat (microfilm, microfiche, microprint, and 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 ERIC collection, containing well over 500,000 education documents. UND and North Dakota State University serve as a joint regional depository for U.S. Government publications. Together, the two schools receive nearly all publications available to libraries from the federal government. The UND Patent and Trademark Depository contains design, utility, and reissue patents from 1961 to date. Trademark information is also available. A computerized search system is in place to assist in searching patents and trademarks.
The Chester Fritz East Asian Rooms display furniture, wall hangings, scrolls and various artifacts that UND benefactor, Chester Fritz, acquired while living in China . The rooms are located on the fourth floor of the Chester Fritz Library.
Chester Fritz Library Services
Students, faculty and staff may visit, call or e-mail the Reference and Research Services desk 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 of Chester Fritz Library's instructional sessions, students and faculty are able to have hands-on experience in the Library's Instructional Technology Center (ITC).
Subject bibliographers are assigned to each academic department to assist department members in ordering library materials and in providing specialized reference services and instructional sessions. Each department also designates an official representative to work with the Library.
The Access Services Department is composed of Circulation, Interlibrary Loan and Class Reserves. It is located on the second (main) floor of the Library. The UND passport card serves as your library card and is used for library transactions. All materials circulate except for those located in Reference and Special Collections. All items are subject to recall at any time. Materials not included in the Library collections may be requested through Interlibrary Loan. Requests may be submitted either electronically or manually. The library provides electronic course reserves allowing students to access reserve materials on campus and remotely through the Internet.
Other library services include photocopying, printing services, general tours and computers available for doing Library research. A computer lab, located on the third floor has workstations for word processing, e-mail and using the Internet.
Director, Libraries, 8-2-02
V-2 Information Technology Systems and Services (ITSS)
ITSS' mission is to provide leadership, instruction and access to information and computer resources in support of higher education teaching, research and public service. ITSS provides networking, telephone, web and e-mail and help services; desktop system support; technology training; management of computer labs and clusters; server administration; consulting; software site licensing, and campus technology planning. UND is a member of Higher Education Computer Network which provides financial and student information systems (administrative systems). UND participates in Internet2 and Great Plains Network to provide researchers, faculty and students high bandwidth computing and networking capability. More information about ITSS can be found at the ITSS website.
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), drop-in (Upson II, room 366), and e-mail (firstname.lastname@example.org) problem determination, assistance, and answers to users' common computing questions. The Help Center telephone is answered from 5am to 1am , seven days a week. Most forms needed to request access to any ND-HECN or UND system and anti-virus information are available at the UND Tech Support website. at the reception counter in the ITSS Office, 366 Upson II, or call the Help center (777.2222) for further information.
Director, ITSS, 08-26-02
2.1 TEST SCORING SERVICE
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 ITSS. ITSS 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 Distribution
The NCS® Test Header and General Purpose Answer Sheets necessary for this service are available at Barnes & Noble University Bookstore.
Director, ITSS, 08-26-02
3.1 CENTER FOR INSTRUCTIONAL AND LEARNING TECHNOLOGIES (CILT)
The mission of the Center for Instructional and Learning Technologies is to provide leadership and support for the enhancement of teaching and learning through the appropriate integration of technology. The Center 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.
Please take some time to review the complete services of the Center on our CILT website.
The Center is located at 370 Oxford Street in Robertson Hall.
Director, Center for Instructional and Learning Technologies, 8-02-02
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, graphic design assistance, 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.
Complete services and ordering information can be found at the Duplicating Services website.
V-5 Duplicating Services
Duplicating Services, located at Central Receiving, 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.
Duplicating Services also offers electronic on-line submission of jobs. Departments can visit the Duplicating Services website and submit jobs without using a hard copy form. These jobs can then be delivered by mail.
Other services offered by Duplicating Services include: cutting, drilling, folding (single sheets only), perfect binding and wrap-around, and tabs. We also offer color copying. The price for a full color copy is $ .30 for 8 ½ x 11 and color transparencies are $ .60. Color jobs can be submitted electronically through our web site as well.
A complete list of Duplicating Services can be found at the Duplicating Services website.
Tests can be picked up at Duplicating Services, Campus Postal Services (located in the Memorial Union) or sent to the department through the mail. (It is up to the department to decide how they want their tests picked up.) The tests that are kept in DS and CPO are kept in a locked cabinet and the person picking them up must have a green slip in order to pick up the tests. This policy is enforced for your own protection. The tests that are sent through the mail are shrink-wrapped.
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.
Reproduction of Copyrighted Materials Policy, Duplicating Services
Duplicating Services cannot process the following types of copying without written permission:
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 leasing 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.
Supervisor, Duplicating Services, 10-1-03
SEE ALSO: Faculty Handbook, IV-12, 12.1 (Reproduction of Copyrighted Materials; Fair Use).
V-6 Faculty Development
Faculty development is a process for the enhancement of an individual'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.
|Vice President for Academic Affairs|
|Director Office of Research and Program Development||
||Faculty Research and Creative Activities Committee||
||Director Office of Instructional Development|
|Faculty Research Committee||
||Faculty Instructional Development Committee|
Vice President for Academic Affairs and Provost, 11-14-02
6.1 SENATE SCHOLARLY ACTIVITIES (SSAC)
The Senate Scholarly Activities 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 SSAC. 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.
Director, Office of Research and Program Development, 7-23-02
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 PROGRAMS
The 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 Grants and Contracts Administration.
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 Grants and Contracts Administration. 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.
More information can be found at: http://www.und.edu/dept/orpd
Director, Office of Research and Program Development, 7-23-02
6.2.2 Grants and Contracts Administration
The financial administration of extramural support received by the University for research, service and instructional programs is the responsibility of the Grants and Contracts Administration (GCA) office.
Grants and Contracts Administration
As early as possible in the grant/contract cycle, a specific grants officer from the GCA staff is assigned to be involved in all aspects of the funding cycle for a particular award, including proposal preparation, award negotiation, monitoring, and reporting (see section in Administrative Manual titled "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, and the type of agreement cost reimbursable or fixed price, etc..
Proposal Preparation - Once a faculty member has made the decision to submit a proposal to an identified sponsor and initiates discussion with the Office of Research and Program Development (ORPD)/Grants and Contracts Administration, a grants officer is assigned to assist in the financial aspects of the submission. This includes providing consultation on preparing the budget, identifying potential problems in the financial administration of the proposed project (and options for addressing these problems), identifying appropriate sources of cost share (all cost share is mandatory), 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. A checklist is attached to the reviewed proposal informing the authorized official that the financial review has been accomplished. The proposal is then walked to ORPD for completion of the administrative review process.
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/expenditure 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 of the terms and conditions of the award and contact with the sponsor is available by contacting the GCA office. Project changes and/or rebudgeting may require prior approvals from either the sponsor or the institution.
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 GCA 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 GCA 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 out 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 content or format of these reports should be directed to the GCA office. In addition to the monthly reports that are available, online 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 GCA office.
Grants and Contracts Officer Agency Responsibilities
GCA staff have specific responsibilities including agencies and other groups which faculty may be contracting with. Visit the GCA website for staff and agency responsibilities to identify the most appropriate staff member.
Matching funds reside with the Grants Officer that has the primary Federal funding. Federal Flow Through funds fall under the original Federal Agency with the exception of North Dakota State Agencies.
Certain types of expenditures merit general discussion relating to grants and contracts. These include salaries, travel, food purchases/entertainment, consultants, subcontracts, and equipment/renovations.
Salaries - Salary amounts are determined by the following factors:
1. Approved University rate for the individual or an estimated amount for a comparable position if the position will be filled at a later time. Offices to be consulted:
Faculty - Vice President for Academic Affairs
Staff - Personnel Services
2. Amount available on the project based on allowable salary divided by the number of months. The total salary budgeted on the grant/contract may not be paid over a period of time less than that stated in the budget, i.e., at an accelerated rate.
3. The beginning and ending dates of the project funding will determine the allowable dates of employment.
4. Effort reporting is a requirement on all 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 Grants and Contracts Administration Office (also see #6).
5. The regulations from the sponsor may be more restrictive than those of the institution, in which case the more restrictive rules will prevail. Overtime is not allowable on some grants/contracts even though it is allowable under institutional policy. Overload for faculty is only allowable on federal greements with the prior written approval of the Agency.
6. The function of the GCA 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 (within three months). A Request for Salary Correction form has been developed to assist in submitting the necessary information (link to form). No corrections should be requested after effort has been certified on a PAC 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 expense 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 Purchase/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. A few sponsors give the recipient organization complete flexibility in how grant money is spent. These are the exception, not the rule. The safest approach to take, if such costs are necessary to the successful completion of the project, is to specifically identify and request them. 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. The Accounting Services Office has information available to assist in evaluating whether an employer-employee relationship or whether it is an independent consultant. 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.
Subcontracts - In situations where a portion of the work required under a grant/contract agreement is to be performed by anentity 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. If a specific entity is identified in the proposal there should be a Statement of Work and a Budget with an authorized signature, provided to UND prior to proposal submittal. Additional forms and certifications may be required depending on the agency. 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 GCA 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. GCA 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. Grants and Contracts 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.
Please Note: The North Dakota Legislature raised the acquisition cost of capitol equipment from a price greater than $750 to a price $5,000 or greater effective July 1, 2001 .
Items normally considered Facilities and Administrative Costs (F & A Costs). The salaries of administrative and clerical staff as well as costs of items such as office supplies, postage, local telephone and memberships should normally be treated as F & A costs. The following criteria should be met in order for these costs to be allowed as direct charges to Grants, Cooperative Agreements or Contracts.
1. The costs are specifically identified and requested as part of the original/modified budget or accompanying narrative (for example, salaries or individuals involved can be specifically identified with the project or activity); and
2. Sufficient justification is included to demonstrate major project or extraordinary service; and,
3. The charges are not specifically disallowed in the resulting award or modification; and
4. If not included in the current award, subsequent explicit approval from the awarding agency has been received.
Expanded Authority. If the grant or cooperative agreement falls under Expanded Authority, costs normally charged as F & A cost will be allowed if sufficient justification is included to demonstrate the cost would not be incurred except for the project.
Cost Share and Similar or Parallel Work
Cost Share – Program or project costs that are not supported by the sponsor. Cost-share can include cash and in-kind when such contributions meet the established criteria in OMB Circular A-110. (This would include costs that are reported to the sponsor and those that are not reported but are tracked for internal purposes.)
Cash cost-share: Cash that is contributed specifically (excluding donations) to cover the actual costs of the sponsored project.
In-kind cost share: Contributions proposed by a third party(ies) in the form of effort or goods with a dollar amount specified. These amounts must be verifiable by the third party, are necessary for proper and efficient accomplishments of project or program objectives, are not reimbursed with federal or federal flow-through dollars or used as cost-share with other federal funds, and are allowable under the applicable cost principles.
Similar/Parallel Work – Projects that have similar technical backgrounds, but each project is a stand-alone project (this is used when conveying expertise in an area) and should include only funded projects. This should be specifically identified as to not convey a cost-share requirement. It cannot be stated that these projects will benefit the proposed project because that implies cost share.
- If presented on the budget page, it is preferable to use a horizontal dividing line to separate the project budget from the budgets of the similar/parallel projects.
- Similar/Parallel projects section should be labeled as Similar/Parallel Projects/Programs/Work as appropriate.
- Information may include (but not limited to):
- Project title
- Period of Performance
- PI or Project Manager
- Funded Amounts and/or Awarded Amounts (identified appropriately)
- If dollar amounts are noted, they should be traceable to a specific UND fund number or documentation from a third party. If dollar amounts are applicable to a UND fund, the total expenses from that fund should be attributable to the similar/parallel project (not just a portion of the expenses from that fund).
- The Similar/Parallel projects section will not be totaled with the budget section, however, each section can have separate totals.
- The information in #2 can be included on a separate page(s)/section(s) if page(s)/section(s) are titled or referred to appropriately as Similar/Parallel Projects.
Third Party Participants – A party(ies) that choose to lend their expertise, facilities, or personnel to a project but not be accountable for reporting the cost of that expertise, facilities, or personnel.
- An example would include a letter of technical support from the third party participant with no dollar amounts included and a statement indicating that this is not a commitment nor will they put a dollar amount on the proposed expertise, facilities, or personnel.
Note: Do not use the words "complimentary," "collaborative," "matching" or "related to" to indicate the non-cost sharing portion in a proposal.
It is the policy of the University of North Dakota to recover full indirect cost as defined by the applicable federal negotiated rate agreement. It is recognized that some sponsors have existing policies that preclude payment of indirect cost or provide only for partial reimbursement. To the extent that the policy of the sponsor has been verified, the University accepts the limitation on indirect cost recovery. In the interest of having current information available regarding these exceptions, Grants and Contracts Administration requests these sponsors provide a copy of their policy statement regarding payment of indirect cost, the applicable budget guidelines for funding recipients, or other evidence of their existing position on payment of indirect cost.
In dealing with federal funding (direct or flow through), it is possible that the enabling legislation for the program has some restrictions on the payment of indirect cost. The citation for the law should be obtained (verbal is okay) from which we can copy the legislation and verify the restriction.
During the conversations with sponsors concerning Indirect Cost, it is important to emphasize our desire to clearly understand their rules and to obtain definitive information for future use in the proposal process and subsequent award administration. In addition, since indirect cost is the reimbursement of real expenses, the verification of sponsor policy is an important step in our process of insuring that indirect costs are recovered to the greatest extent possible.
For those situations where less than the full Indirect Cost is being requested, a waiver must be obtained prior to submittal of the proposal. Waivers are determined on a case-by-case basis.
The most recent information can be located at the GCA website.
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.
Director, Office of Instructional Development, 7-22-02
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.
Find more information at the Instructional Development website.
The Office of Instructional Development also provides information about FIDC Grants.
Director, Office of Instructional Development, 7-22-02
7.1 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. 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. NDUS institutions shall cooperate and make joint purchases with the Office of Management and Budget Purchasing Division when advantageous to do so as intended by N.D.C.C. 54-44.4-02. 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 estimated at less than $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. Personal property, equipment or supplies estimated at $10,000 or more must be purchased from formal bids. As many sources as possible, including qualified North Dakota vendors should be solicited.
4. Consulting or other contract services and insurance estimated at less than $100,000 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. Consulting or other contract services or insurance estimated at $100,000 or more must be purchased through a formal request for proposal process that includes procedures for identifying eligible vendors, developing a comprehensive requirements document, specifying unique needs, negotiating mutually acceptable contract terms, and listing minimum proposal requirements. Payments for services may be made only according to a written contract.
5. Personal property, equipment or supplies estimated at $10,000 or more must be purchased from formal bids. As many sources as possible, including qualified North Dakota vendors should be solicited. All service contracts for a term in excess of three years shall include a provision for review of contract performance at specified intervals, not less frequently than once every two years. Service contracts may not exceed a term of ten years.
6. Items which do NOT require competitive bidding are purchases made from discount contracts under a group alliance or consortium, other items possessing unique characteristics or properties which because of those peculiarities are essential to the conduct of particular research projects or instructional endeavors or sole source services. Purchase of an item or service under this exception is permitted only with the written approval of the purchasing officer or other official delegated that authority based upon documentation of:
a. The unique characteristics of the product, and
b. Specifically what task is to be performed requiring the unique characteristics of the product.
The purchasing office shall document in writing the process in all cases in which the lowest bid is not accepted. All required documentation shall be retained according to governing records retention policies.
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 low 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.
7.2 UND PURCHASING DEPARTMENT
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.
More information about purchasing, management of surplus items and central receiving can be found on the Purchasing Office's website.
Director, Purchasing and Central Receiving, 12-14-98
7.3 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.
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.
a. Determine if there is potential utilization of equipment/supplies by other UND departments.
b. Inform ND OMB of the transfer/sale of equipment/supplies.
c. 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.
d. Obtain written communication from the receiving institution demonstrating willingness to purchase equipment/supplies.
e. 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:
a. 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 =
4. If UND does not have title, the Principal Investigator must obtain sponsor approval prior to the transfer of the equipment.
b. 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:
a. Request the department to remove and send the inventory tag to Purchasing.
b. 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.
c. Notify the department that items can be readied for shipping.
d. Deposit the check from the receiving institution into the appropriate fund.
e. Notify the department to proceed with shipping of the equipment/supplies as per receiving institution's instructions.
f. Provide department with documentation of equipment/supplies transferred.
g. Provide Inventory Control with all original documentation of equipment/supplies transferred in order to remove the equipment from department inventory.
V-8 University Bookstore
The Barnes and Noble University Bookstore, located at 775 Hamline Street , is a leased operation under Barnes and 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.
Find more information at the Bookstore website.
General Manager, 10-1-03
V-9 Outreach Programs
The University of North Dakota has a long history of providing programming to meet the educational and informational needs of individuals who are unable to come to the Grand Forks campus. The Division of Continuing Education is the administrative unit responsible for the coordination and management of the continuing education activities sponsored by the University. These activities may be credit or non-credit and are available throughout the State of North Dakota as well as nationally and internationally.
Continuing Education programs include:
- Certificate Programs: The Division offers a number of non-credit activities via correspondence study and online; subjects include nutrition, health care food service, school food service and real estate. University faculty and professionally qualified individuals are the instructors for these programs.
- Conference Services: The conference format is a major delivery mechanism for continuing education. Conferences can include 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 and offers a wide array of conferencing services to UND and other clients.
- Correspondence Study: The University of North Dakota, through the Division of Continuing Education's Office of Correspondence Study, offers approximately 90 classes from 25 departments. These 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 on-campus courses. Courses are offered online as well as in the traditional paper and pencil correspondence mode. Credits earned through correspondence study can be applied toward an undergraduate degree or simply taken to explore new subjects for personal enrichment.
- Distance Degree Programs: UND offers several graduate and undergraduate degree programs off-campus. The delivery of these programs is coordinated and managed by the Division of Continuing Education.
- Extension Classes: The University of North Dakota through the Division of Continuing Education's Office of Extension Classes offers professional development workshops and classes for teachers, counselors and administrators in North Dakota 's school districts. These classes are taught at various locations throughout the state.
- Television Center : The University of North Dakota Television Center is a division of UND Continuing Education. The Television Center is a professional video production facility. It provides UND departments with video production services, offers internships to UND students, and programs Grand Forks Cable Channel 3 and UND Cable Channel 17, and Residence Life Cinema.
- University Within the University: The University of North Dakota provides a number of activities for the professional development of UND employees. The University Within the University (U2) is the clearinghouse for the majority of these activities and provides marketing, registration, on-site support and documentation of these activities.
- Work Force Development: The Division of Continuing Education provides customized work force development to business and industry through our Office of Work Force Development. The services for business and industry include facilitation and strategic planning, research, revenue procurement and specialized training.
For more information visit our Continuing Education website.
Vice President, Student and Outreach Services, 07-31-02
To 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
Approved: UND Senate, 05-09-91