Policies, Procedures and Resources

The Office of the Provost and Vice President for Academic Affairs oversees the academic mission of the university including policies and procedures related to the faculty and administration of the departments, colleges, schools and other academic units.

Below are the policies, procedures and resources, as well as announcements that pertain to our faculty.

Faculty Handbook

The Faculty Handbook, published by the Provost's Office, provides policies governing faculty and other teaching staff.

Log in to Faculty Handbook

Faculty Procedures 

Faculty Recruiting Process

Submit Documentation for Approval 

Submit appropriate documentation for approval from the Provost's office:

Deans determine, through discussions with the chair, whether a special appointment or tenure track position is appropriate. The type of appointment is determined based on college/department research, teaching and service goals, alignment with Grand Challenges and the university/college strategic goals, and availability of funding. If necessary, the Provost will schedule a meeting with the Dean to discuss the request to determine a final decision. Deans should attempt to submit requests as early as possible.

Tenure Track Requests
  1. Complete a request for tenure track appointment justification questionnaire.
  2. Submit the completed and signed questionnaire to the Provost with a cc to Heather Wages for review.
  3. If approved, the justification questionnaire will be returned to the requesting Dean’s office with the Provost’s signature

Special Appointment

  1. Complete a request for special appointment justification questionnaire.
  2.  Submit a completed and signed questionnaire to the Provost with a cc to HeatherWages for review.
  3. If approved, the justification questionnaire will be returned to the requesting Dean’soffice with the Provost’s signature.
Post-Doc Requests
  1. Complete a Request to Recruit Form with signatures from Department Chair, Dean,Vice President of Research or designee and/or Provost or designee.

Part-Time Instructional Requests: See PT Instructional recruitment process guide. 

Post Position in Recruiting Solutions
  1. For tenure track, special appointments and post-docs, departments (or search committee) complete the 100-point matrix and faculty job posting template. All minimum and preferred requirements from the job posting must match exactly what is put into the matrix. 90 points must be assigned between the minimum and
    preferred requirements with each noting whether it is minimum or preferred.
  2. Department or college HR administrator creates the requisition in Recruiting Solutions using the completed job posting template, 100-point matrix, and request for recruitment document signed by the Provost or designee (with the exception of PostDoc requests that also require VPR approval), all attachments should be made set to public.
  3. Within the Hiring Team tab, you must select the UND HR Recruiter Team as the recruiter and check the box by Becca Bergee as the primary recruiter. You will add yourself and any others that will be responsible for managing the recruitment and hire as the hiring manager. Search committee members must be listed as
    interviewers to allow direct communication regarding training as well as to email applicants information directly from within Recruiting Solutions.
  4. When the posting is approved, an email will be sent to the requesting department or college administrator and search committee. When approved, the department/college may post the position to internal and external sources.
  5. When posting has reached the Review By/Full Consideration Date, and all search members have completed the required training, applicants will be shared in Recruiting Solutions with permissions given to the hiring manager and interview team. An email notification will be sent to those people.
    • The above-mentioned required training can be completed ahead of time but must be completed annually, if participating in a search. The training can be found in Vector Solutions under additional training, titled “UND Interview Team/Search Committee Training”

Prior to the review and interview stage, search committee members may meet with Becca Bergee and/or Heather Wages for additional training or discussion on the recruitment and hiring process. 

Screening Applicants

  1. Search committees will utilize the 100-point matrix to screen all applicants. Points should be distributed for each category. For minimum requirements, points must be given as an all or nothing; preferred requirements can be awarded at the discretion of the search committee.

a. For example, if a candidate meets a minimum requirement worth 10 points, the candidate must be given 10 points.
b. For example, if a preferred requirement for teaching experience is worth 10 points and a candidate has one year of teaching experience, the committee can decided how many points from 1-10 to award the candidates teaching experience.
c. If each member of the search committee completes a separate matrix, they must be compiled onto one while still adhering to above points a and b.

  1. The search committee will select applicants to interview based on a cut-off point on the matrix. The cut-off point must be relative to the points assigned to the minimum requirements. To the extent possible, interviews must be conducted via the same delivery format (e.g. all Zoom, Teams or all in person). All applicants above the cut-off point must be interviewed. The 100 pt matrix can be sent to Becca Bergee at this point in the process for initial review as well as to initiate communication to candidates that did not meet the requirements during the screening.
  1. For example, if the committee chooses 80 points as the cut-off, all applicants who scored above 80 must be interviewed.
    1. If the established cut off point is greater than the points assigned to the minimum requirements, the cut off must be adjusted to interview the minimally qualified applicants.
  2. The applicants who are interviewed must meet all of the minimum requirements.
  3. If no applicants meet the minimum the completed matrix must be sent back to Becca for approval. The committee/department/college must then provide an updated review by date.

Interviewing

1. All applicants who met the minimum requirements and are at or above the defined cut-off as described in 2 a. should be interviewed.
a. Interviews must be fair, consistent, and unbiased.
b. Interviews should be performed via the same mode (phone, zoom, in person) to the best of the search committee’s ability.

2. Following interviews, an Interview Summary Sheet (ISS) must be completed by the search committee. The ISS must include all applicants that were interviewed. The justifications for why or why not an applicant is recommended for hire should include reasons based on the interview and relevant to the requirements of the position.
a. Justifications should avoid the word “fit” and direct comparisons between the candidates.
b. If there is more than one person the committee would recommend be hired, they must be marked “hire” and ranked numerically.
c. The ISS requires a signature from search committee chair.

3. Once finalized and signed, the ISS will be emailed to Becca Bergee and Heather Wages with the following documents:
a. Completed 100-point matrix
b. Draft LOU (Note: the LOU should not be sent to the candidate until after the LOU and other documents are approved according to number 6 below).
c. The initiator of the requisition will upload all interview notes made or kept by the search committee to the activities and attachments tab in Recruiting Solutions.

4. The department will be notified when the ISS, 100-point matrix, and LOU are approved. After the documents are approved, the department may make a soft offer to the candidate, contingent on a criminal history records check. If a candidate withdraws from consideration, Becca Bergee must be notified and if applicable, will
provide approval to move to the next ranked candidate.

5. When the candidate accepts, the department is responsible for completing the criminal history records check within Recruiting Solutions 6. Upon receiving the criminal history records check back, the hiring manager will send the signed LOU as an offer in Recruiting Solutions and change the status to prepare
for hire.

7. If moving expenses are approved by the Dean, the LOU with the Dean’s signature must be submitted with the add pay. If payment is over multiple add pays, all must be submitted together.

If no candidate is hired, the search may be re-opened with approval from the Provost or designee. If approved, the search is re-opened by sending the 100-point matrix and ISS from the failed search to Becca Bergee to be uploaded to Recruiting Solutions and approved. The department must also indicate the proposed new closing date. If no candidate is hired, additional applicants may be sent to the committee by sending the 100- point matrix and ISS from the failed search to Becca Bergee to be uploaded to Recruiting Solutions and approved. The department must also indicate the proposed new closing date. 

Part-time Instructional Recruiting Process

Submit

Submit part-time instructional request to recruit form for approval from the Provost's office.

Post Position in Recruiting Solutions

1.  Department or college HR administrator creates the requisition in Recruiting Solutions using the completed temps/part-time template, 100-point matrix, and request for recruitment signed by the Provost or designee, all attachments should be made set to public.

  1. The minimum posting period is three business days, but a department may request to have a longer recruitment period. In order to do so, a notation must be made within the details tab of the requisition.

2.  Within the Hiring Team tab, you must select Hannah Whalen and Becca Bergee as the recruiters and check the box by Becca Bergee as the primary recruiter. You will add yourself and any others that will be responsible for managing the recruitment and hire as the hiring manager.

3.  When the posting is approved, an email will be sent to the requesting department or college administrator. When approved, the department/college may post the position to internal and external sources.

4.  When posting has reached the Review By/Full Consideration Date, applicants will be shared in Recruiting Solutions with permissions given to the hiring manager to complete screening.

Screening of Applicants

1.  Department or college HR administrator will utilize the 100-point matrix to screen all applicants. Points should be distributed for each category. For minimum requirements, points must be given as an all or nothing.  For example, if a candidate meets a mininum requirement worth 10 points, the candidate must be given 10 points. 

2.  All applicants that meet the minimum requirements and/or are above a consistent cut off point, will be shared by the department or college staff with the interviewers.

  1. For example, if the committee chooses 80 points as the cut-off, all applicants who scored above 80 must be interviewed.
  2. The applicants who are interviewed must meet all of the minimum requirements.
  3. If no applicants meet the minimum the completed matrix must be sent back to Becca Bergee for approval. The committee/department/college must then provide an updated review by date.

Interviewing

1.  All applicants who met the minimum requirements and are at or above the defined cut-off as described in 2 a. should be interviewed.

2.  Interviews must be fair, consistent, and unbiased.

3.  Interviews should be performed via the same mode (phone, Zoom, in-person) to the best of the search committee's ability.

Following Interviews

1.  An Interview Summary Sheet (ISS) must be completed by the search committee.  The ISS must include all applicants that were interviewed. The justifications for why or why not an applicant is recommended for hire should include reasons based on the interview and relevant to the requirements of the position.

  1. Justifications should avoid the word “fit” and direct comparisons between the candidates.
  2. If there is more than one person the committee would recommend be hired, they must be marked “hire” and ranked numerically.
  3. The ISS requires a signature from the search committee chair.

2.  Once finalized and signed, the 100 pt matrix, ISS, and draft LOU will be emailed to Becca Bergee & Heather Wages. Departments that manage these processes locally should route the documents through their Dean’s office.

  1. The initiator of the requisition will upload all interview notes made or kept by the search committee to the activities and attachments tab in Recruiting Solutions.

3. The department will be notified when the ISS, 100-point matrix and LOU are approved. After the documents are approved, the department may make a soft offer to the candidate, contingent on a criminal history records check. If a candidate withdraws from consideration, Becca must be notified and if applicable, will provide approval to move to the next ranked candidate.

4.  When the candidate accepts, the department is responsible for completing the criminal history records check (CHRC) within Recruiting Solutions.

5.  Upon receiving the CHRC back, the hiring manager will send the signed LOU as an offer in Recruiting Solutions.  If the candidate will be working remotely, the Remote Workplace Agreement should be initiated at this step.

6.  Once the offer is approved, it may be posted for the candidate to accept.

7.  Upon receipt of the candidate accepting the offer, the department and/or college will prepare the candidate for hire in Recruiting Solutions.

Early Retirement Policy

Procedures and Guidelines for 2022Summer School Appointments

The following instructions are for processing 2022 Summer School appointments. Separate instructions are provided for:

  • Regular/Benefited Faculty

  • Temporary (non-benefited) faculty or student instructional employees

  • Graduate Assistants

Letter(s) of Understanding

For all faculty with summer session appointments (including Graduate appointments), a summer session 2022 Letter of Understanding (LOU) will need to be created. The format for the LOU is on the Academic Affairs website: https://und.edu/academics/provost/policies-procedures-resources.html to be printed on your departmental letterhead.

Please prepare only one Letter of Understanding for each individual and include all courses being taught and all other UND compensated summer activities in the letter. If you have any questions about the content of the LOU, please contact either Heather Wages or Becca Bergee before obtaining signatures.

Each department will prepare the letter and obtain the correct signatures from the department chair and the faculty member. Electronic signatures are encouraged. The signed Letters of Understanding are to be submitted to the respective Dean’s Office, prior to the start of the session.

All Payroll forms are to be signed by the department chair and appropriate Dean’s Office staff and must be accompanied by the signed LOU. The Dean’s Office will submit the Payroll forms via DocuSign to either Heather Wages or Becca Bergee based on your college/school. All LOUs and forms should be submitted 10 calendar days prior to the start of work outlined on the LOU.

  •  Heather: A&S, CEHD and Aerospace
  • Becca: School of Law, CNPD, NCoBPA and CEM

If the appointment has a sponsored funding sources (funding sources beginning with a “4”) payroll forms do not need to be submitted to Grants & Contracts for their approval prior to submission to Heather or Becca. The department is ultimately responsible for the expenses being charged to a grant and their allowability. However if there are questions or a department would like assistance in confirming, they need to reach out to their grants officer prior to paperwork, such as the add pay, being initiated.If the faculty member being appointed is from a college other than the appointing college, an approval signature from that faculty’s home college is required. The appointing college will submit the Payroll form to the faculty members home college Dean’s Office for review prior to submission to Heather or Becca (or Grants and Contracts when appropriate).

Benefited Faculty Appointments – Must have an active position in Job Data:

1. Prepare a LOU, obtain department chair and faculty signatures. Forward to Dean’s Office prior to the start of the first session being taught.

2. Prepare an Add/Reduce Pay Form (ARPF) on the employee’s primary position. NOTE: If the payment is for a period of time that the faculty member is not currently on contract for their base salary (for example a 9-month faculty), for teaching the “Standard Hours Worked” should be calculated based on weeks in session and credits taught.

Use earnings code:
• H06 for Summer School teaching. Duties include instruction, grading and curriculum development.
• H05 for Summer Salary which is any non-teaching duties.
• H04 (faculty overload) for full-time faculty receiving Summer Session compensation that would be in addition to their base pay (example: contract dates might be 8/1 – 6/30 and Summer Session teaching is for 5/16 – 6/30).

On the ARPF, be sure to check “Use Funding Source Identified Below” box to override the Department Budget Table.

If class is canceled:
1. Follow process for canceling the previously submitted ARPF
2. Resubmit ARPF based upon new information

Important Note: The employee must have a currently active single occupant position and this position cannot be termed during the time period in which they will be paid. Terminating the position that you are attaching the Additional/Reduce Pay form (ARPF) to will cause the ARPF to be terminated.

If the employee you want to teach is either not active or will cease to be active during the summer, you must follow the hiring instructions for a “New or Not Active Part-time Instructors or Student Instructional Appointments” employee below.

New or Not Active Part-time Instructors or Student Instructional Appointments (excluding Graduate Assistants):

Follow the Part-time Instructional Recruiting Process found on the VPAA website.

1. PT Instructors not currently active in HRMS: Using Recruiting Solutions, hire the faculty employee to a part-time instructional position number in your department budget using a start date of the first day of class. The position should be set up as a 12 month, temporary position with a “$0” in the “monthly salary” field. 

a. Instructional Student: If this is a student hire that would teach a course (not a GTA) you need to create a requisition in Recruiting Solutions, using a student instructional (salaried) pool position number. A student position number is required if the student is taking a minimum of six credits during summer, OR will be a student in the fall. Students in your department from last semester are still considered students in the summer provided they are returning in the following semester.

2. Once the hire is processed in Recruiting solutions: 

a. Prepare a Letter of Understanding, obtain department chair and faculty signatures.

b. Prepare an Add/Reduce Pay Form (ARPF) for ALL sessions the individual is teaching.

• Use H06 for Summer School instruction, grading, and curriculum development.

• Use H05 for Summer Salary, which would be for any non-teaching duties.

• Use H04 for full-time faculty receiving Summer Session compensation while already paid at 100% salary.

If the individual will not continue to teach in the upcoming fall semester, complete a termination request in Manager self- to terminate the Summer School position at the end of the teaching assignment. Use the last day of pay period of the last session that they are teaching to determine the last day worked. For example, if the last day of class is 8/10/21, last day worked should be entered as 8/15/21.

Important Note: Individuals who have had a break in employment from UND must complete the I-9 form at an E-Verify site prior to starting work. If the individual has had a 12 month or more break in service, they must have a new Criminal History Records Check. Without this paperwork, Payroll forms cannot be processed; and Empl IDs cannot be issued.

Current Part-time Instructor (on a monthly appointment during spring semester):

1. Prepare a Letter of Understanding, obtain department chair and faculty signatures. Forward to Dean’s Office.

2. Prepare a Job Data Change Form (JDCF) changing the salary from last semester’s monthly salary to $0 per month as of May 16.

3. Then create an Add/Reduce Pay Form (ARPF) for the summer salary as previously stated and submit with the signed LOU.

4. Prepare a Job Data Change Form (JDCF) to change the salary back to the fall semester monthly salary, if necessary or submit a term if the PT Instructor will not be teaching during the upcoming AY.

Graduate Assistants information:

All information related to Graduate Assistants must be submitted to the Graduate School no later than April 15, 2022.

1. All assistantships should have student signed acceptance at least 10 days prior to starting work in order for payroll processing to be completed.

2. If a student is not continuing Graduate Assistant duties after the summer session, it should be processed as a normal student instructional hire.

3. New Graduate Assistant

a. You can process a direct hire for Graduate Teaching and Research Assistants following the Direct Hire Process using the start date of the class dates using the “$0” monthly rate. All Graduate appointments must use Graduate position numbers.

b. The LOU must be signed off by the Graduate School prior to the graduate assistant and department contact.

c.  Create an ARPF stating class dates and pay dates as outlined.

Individuals who have had a break in employment from UND must complete the I-9 form at an E-Verify site prior to starting work. If the individual has had a 12 month or more break in service, they must have a new Criminal History Records Check. Without this paperwork, Payroll forms cannot be processed; and Empl IDs cannot be issued.

4. Continuing Graduate appointment from Spring semester:
a.  Create a JDCF, changing the $ from last semester’s rate to “$0” compensation. If you have a large number of Graduates to be reduced, consider using a spreadsheet vs an individual form for each.
b.  Create an LOU and ARPF stating class dates and pay dates as outlined.

All Graduate Assistants from spring must be reduced to zero pay and 1 hour effective 5/16. The JDCF to initiate those changes can be routed through DocuSign to Heather Wages or Becca Bergee based on your College as outlined on the first page. If the Graduate student will not be returning, a termination should be entered in Manager Self-Service.

Course Cancellation or Termination:

To cancel an ARPF, use your copy of the one you initially submitted and check the box on the line “Cancel Additional Pay”, enter “Effective Date” (beside it), and highlight that line.

Summer Salary Compensation/Limitation:

Faculty with nine-month contracts may be employed for up to three full months' salary providing the employment and/or salary payments do not violate state and/or federal regulations, University regulations, or the sponsoring agency's regulations. Faculty exceeding three months’ salary over the summer session will require overload approval from the Provost’s office.For academic year (9-month contractual) appointed faculty, the 9-month base salary is to be used to calculate the summer monthly compensation.

Not included in the base salary calculation, are the following: overload appointments; extended learning appointments; all administrative stipends; monetary awards; or endowed professorships.

Example: Professor X’s 9-month contracted salary is $72,000. X teaches one overload class in the fall for $3,000 and is the Associate Chair of her department, which pays an additional salary of $1,800. The maximum X can earn during the summer months is $24,000 ($72,000 / 9 = 8,000 x 3). The compensation earned for the overload appointment and the associate chair stipend are not included in the summer salary calculation.

Compensation earned from entities not associated with UND for consulting services performed during the summer months is not subject to the functional limit. However, it is subject to the UND Faculty Handbook, Section II-5, Outside Activities and Increased Income for Faculty and Administrators and the University’s policies concerning Conflict of Interest and Conflict of Commitment.

Summer Salary with Grant, Cooperative Agreement or Contract Funding

Faculty having nine-month contracts may be employed for up to three full months’ salary on research grants or other sponsored program activities provided the sponsoring agency’s rules do not prohibit such salary payments and the total cumulative salary being paid to the faculty member from all University sources does not exceed the equivalent of three months’ salary. If faculty are paying a full summer salary (three full months) their time commitments should reflect a full-time work schedule during those three months.

Affordable Care Act

The Affordable Care Act (ACA) employer mandate requires UND to measure hours and potentially offer health insurance coverage to employees whose hours reach an average of 30 hour per week threshold. In general, UND must offer health insurance coverage to all employees who are reasonably expected to be full-time (i.e., to work an average of 30 hours or more per week) within 3 months of their start date. Depending on the circumstance the need to offer insurance may apply to individuals teaching summer classes or performing work for UND. To ensure UND is compliant with ACA, the estimated work hours for non-benefitted individuals must be tracked. Under ACA, 2.67 hours of work for each credit hour taught should be used to calculate estimated hours worked. As stated in 2b, The Teaching Effort Reporting Spreadsheet is available on the VPAA website to assist with calculations.

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