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
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
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 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
, the City of
. 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
, 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
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
The Chester Fritz East Asian Rooms display furniture, wall hangings,
scrolls and various artifacts that UND benefactor, Chester Fritz, acquired
while living in
The rooms are located on the fourth floor of the Chester Fritz Library.
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’sinstructional 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
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 athttp://www.und.edu/dept/itss/ .
provides a single contact point for users who need help with computing problems
or questions.Services from the
(777-2222), drop-in (Upson II, room 366), and e-mail (firstname.lastname@example.org)
problem determination, assistance, and answers to users’ common computing
telephone is answered from
seven days a week.Most forms needed to
request access to any ND-HECN or UND system and anti-virus information are
available at http://www.und.edu/dept/itss/help.html , 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
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
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
Test Score 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.
The Center is located at
370 Oxford Street
in Robertson Hall.
Director, Center for Instructional and Learning
, 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
are offset printing, graphic
design assistance, bindery service, darkroom processing, and purchase of paper.
Printing required by departments may be submitted to the
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
, 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
after submission of the
proposed printing project. The
is able to subcontract
certain jobs with unique specifications.
Duplicating Services, located at Central Receiving, is
under the Vice President for Finance and Operations. Hours of operation are
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 log onto our web
site at: http://www.duplicating.und.edu 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.
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.
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
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.
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
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.
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,
, 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.
for Academic Affairs
of Research and Program
Faculty Research and Creative Activities
Office of Instructional Development
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
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)
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
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
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.
Director, Office of Research and Program Development, 7-23-02
6.2.2 Grants and
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.See the GCA web page at: http://www.und.edu/dept/undgca for
staff and agency responsibilities to identify the most appropriate staff
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
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
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
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
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
·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
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
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 titleSponsorPeriod of PerformancePI
or Project ManagerFunded
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
“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 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
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
Director, Office of Instructional Development, 7-22-02
6.3.1Faculty 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.
Director, Office of Instructional Development, 7-22-02
7.1 STATE BOARD OF HIGHER EDUCATION
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
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
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,
vendors should be
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
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,
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
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.
State Board of Higher Education Policy Manual, 04-17-98, Section 803.1,
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.
Director, Purchasing and Central Receiving, 12-14-98
- TRANSFER/SALE PROCEDURE FOR DEPARTING FACULTY
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,
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
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
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
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
c. Notify the department that items can be readied for shipping.
d. Deposit the check from the receiving institution into the
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
g. Provide Inventory Control with all original documentation of
equipment/supplies transferred in order to remove the equipment from department
V-8 UNIVERSITY BOOKSTORE
The Barnes and Noble University Bookstore, located at
, 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
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.
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
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
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
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
’s school districts. These classes are
taught at various locations throughout the state.
: The University of North
Dakota Television Center is a division of UND Continuing Education. The
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.
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
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- A geographical location other than the University
campus, where the residence requirement can be fulfilled