US Policies and Procedures
Approved by Dean Roberson 8/14/12
Additional/Incremental Budget Requests
- Any requests for additional funding during a current or future FY must be submitted to the Dean in writing (no exceptions). The Dean is not obligated to honor any such requests not guaranteed by the Dean in writing.
- Any “guaranteed” pledges of additional fiscal support from the Dean are always subject to the caveat predicated on the vagaries of State funding.
- It is imperative that Directors plan and oversee their unit’s spending patterns in ways that will ensure continuity of service throughout the fiscal year without the necessity of additional subvention from the Dean.
- All office technology purchases must be approved by the Assistant Dean.
- The University Provost has delegated to the Dean the authority to sign contracts that pertain to Undergraduate Studies. No other Undergraduate Studies employee is authorized to sign contracts, unless someone else is expressly authorized by the Dean to sign certain types of contracts, in which case the name of the authorized individual will appear in the list of approved signers in the following link: http://policy.uncg.edu/contract_approval/contract_delegation_signature_authority.pdf
- Further, even before they are signed, all contracts must be reviewed and approved in writing by Purchasing or University Counsel. The only exception to this rule is a contract template that has received prior written approval from Purchasing or University Counsel and the current version contains no substantive changes or additions other than those pertaining solely to the description of the project, the monetary terms, or the term of the contract. See University Policy on Contract Review at http://policy.uncg.edu/contract_approval/. Please complete the required review and approval process with Purchasing or University Counsel before submitting the contract to the Dean [signature designee] for final approval and signature. Failure to follow contract review procedures and/or signing a contract without official signature authority could expose the employee to discipline and/or personal liability.
- All credit-bearing course additions/changes/deletions in US must be submitted to the Associate Dean, who will, if they are internally approved by the faculty review committee, advance them to the appropriate review committee, predictably either the UCC or GEC.
- All faculty teaching US courses must demonstrate the required SACS minimum academic qualifications before the first day of instruction. More, the faculty member delivering the instruction must be cited as the faculty of record.
- Use discretionary funds sparingly for the foreseeable future, as replenishment is unlikely over the next 2-3 years.
- Economize, especially on food and beverage, particularly at meetings. Forgo food/beverage service where possible. Perception is vitally important as a signal of careful stewardship.
- The State Open Records Act, Chapter 132, provides that all documents (including emails and texts) created or received in the course of work on behalf of the University are subject to disclosure upon request of any person. This applies to emails and texts on purely personal accounts if created or received in the course of work on behalf of the University. All such emails and other documents would also likely be discoverable in case of any related complaint or litigation, such as an employee grievance. And, with the advent of Gmail, no email sent or received via the University system is ever permanently deleted.
Evaluation of US Administrators
- All US administrators (any EPA or SPA employee who supervises others) will be evaluated biennially using the IDEA 360 process, to be administered by the Dean’s office. This process will begin in the 2012/13 AY for half of the administrators. The Dean will determine which administrators will be part of the initial cohort, though appeals for delay can be addressed to the Dean.
- Predicate ALL budget decisions, no matter how small or seemingly trivial, on the premise of spending the least amount possible to achieve the desired outcome. Prioritize spending on activities that directly promote and enhance learning.
- Any single-item purchase over $2000 will require the Dean’s prior written approval.
- Purchase small items locally, if possible, to avoid shipping charges, unless orders are in bulk.
- Use UNCG’s tax exempt status to avoid sales tax as appropriate.
- The Dean, and/or his appointee(s), along with the US Business Officer, will meet with each Director, and her/his budget manager, at least bimonthly, and more frequently if needed, to analyze and reconcile departmental budgets.
- GA stipends must be pre-approved in writing by the Dean. Further, it is essential that stipends be standardized across US as quickly as possible, with a goal of leveling all stipends at $12,000 annually.
- GAs in US will not receive tuition remission or other forms of payment.
- GA supervisors must stress the educational benefits of serving as a GA in US. To that end, GA supervisors will work with GAs at the beginning of the appointment to establish a written work plan, to be updated annually, that includes educational goals and related experiences. Supervisors will assess these educational outcomes through direct and indirect measures. Further, GAs will complete a self-assessment of their experiences near the end of each semester, including reflections about professional enrichments. Copies of both evaluations will be shared with the Dean.
- If possible and appropriate, GAs might be offered professional development opportunities in US that are either part of or in addition to their assignments on a volunteer or additional fee basis, such as instructing SAS and FFL courses and serving in Students First. These experiences would offer valuable development and c.v. enhancements.
- US will create a “Graduate Assistant Professional Enrichment Fund” that will allow GAs to pursue, through a competitive process, development opportunities such as conference attendance.
- Always consult with the US Business Officer at the earliest possible moment regarding protocols for searches, promotions, terminations, etc. Also, refer to the following for EPA non-faculty searches: http://provost.uncg.edu/admin_support/flowchart.asp and for SPA searches: http://web.uncg.edu/hrs/Supervisors_Guide/Recruitment/ and http://web.uncg.edu/hrs/Recruitment/.
- The Dean must preapprove all salary range commitments for all new hires before any search is posted and launched.
- All full-time EPA employees must be evaluated annually by their supervisors in a manner approved by the Dean. Copies of the annual evaluation should be submitted to the Dean’s office for placement in personnel files.
- Supervisors will follow HRS guidelines regarding SPA employees. It is important that supervisors evaluate SPA employees following performance management guidelines for the establishment of annual Work Plans and the completion of Interim and Final Reviews, according to dates and processes established by HRS. It is the responsibility of supervisors to become familiar with HRS guidelines for SPA employees (http://web.uncg.edu/hrs/Supervisors_Guide/). The US Business Officer is also available to provide assistance and guidance.
- Any individual variance from the normal work day (8:00 am to 5:00 pm) must be approved by the appropriate supervisor, though the 40-hour work week is invariant. Supervisors must discuss with the Dean any plan to open/close offices outside normal work hours.
- All employees in US are expected to treat each other with professional respect and courtesy. Any manifestations of behavior that could be construed as contributing to a hostile work environment will be promptly addressed.
Political Activity & Use of University Resources
- N.C. General Statute, § 126 13 defines appropriate political activity of State employees and provides that no State employee may take any active part in managing a campaign, or engage in political activity within any period of time during which s/he is expected to perform services for the State. It also prohibits the use of the authority of a State employee’s position, or the use of State property (including University computers or email system) to secure support for or to oppose any person or issue in any election.
- Avoid large-scale printing and copying in-house. Take big projects to University printing services or to an outside vendor, whichever is cheaper.
- Limit color printing/copying.
- Avoid copying personal papers at work.
- Fostering a learner-centered experience for undergraduate success is our strategic mission. Promoting academic success in all its manifestations is our tactical goal, predicated on metrics such as enhanced grades, persistence, demonstrations of value-added knowledge and skills attendant to clearly articulated learning outcomes, and attitudinal and behavioral gains.
- The enhancement of the undergraduate experience from prospect to graduation is our primary responsibility, though we have a special focus on ensuring student success in the first year.
- All activities, hires, budget proposals, etc., should reflect this purpose and direction.
- Only the individual whose name is listed on a University Purchase Card should sign. Do not loan your p-card to anyone.
Relevance to Strategic Plan
- All expenditures and activities, including positions, must be strongly and convincingly related to strategic goals as established by the UNC System, UNCG, and Undergraduate Studies.
- Periodic zero-based budget reviews will position US to demonstrate its fiscal allegiance to the various strategic plans.
Strategic Planning and Assessment
- The Departmental Self Study rotation will begin in August 2013. To prepare, regularly scheduled meetings with the Assistant Dean are expected to occur to assist with creation of metrics, assessments, and more.
- In collaboration with the Dean and Assistant Dean (and for those reporting to the Associate Dean, also in collaboration with the Associate Dean), Directors and Program Coordinators must establish goals for each academic year with targets and metrics designed to demonstrate the progress of departments, programs, and services by a date established by the Assistant Dean, typically the end of each September.
- Mid-Year Reports, which provide progress on goals and accomplishments in the fall term, will be due by a date established by the Assistant Dean by the end of each January.
- Finally, Annual Reports (Summative and Detailed), along with Action Plans, are due by a date established by the Assistant Dean, typically the end of each May.
- Only one out-of-town conference trip per FT employee each fiscal year is permitted, unless an exception is granted by the Dean. No employee will be allowed more than $2000 funding annually for conference attendance. Conference travel expense beyond that amount will become the responsibility of the individual. The only exception will be for attendance at meetings that are essential for the conduct of official University duties, such as attending the SACS annual meeting.
- Factors that will inform supervisors’ decisions about approving release time and/or funding to attend conferences include: (a) relationship of the conference to the mission and goals of US and (b) preference in declining order based on presentation, panel/poster involvement, officer at the level of the conference (national conference=national officer, regional conference=regional officer), or attendee.
- While conference presentation, participation, and attendance is encouraged as a valued professional development tool, supervisors are encouraged to exercise careful fiduciary oversight of limited budget resources, realizing that money not spent for this purpose might be repurposed for direct student interventions.
- Ordinarily, only one employee will attend a conference, unless more than one employee is presenting. Exceptions include conferences where team-building and/or group work is emphasized.
- All travel must be pre-approved by the Dean in writing using the “Travel Pre-Authorization Form” before travel arrangements are made and financial obligations are incurred. The Form can be obtained from the Dean’s Office, the Business Officer, and it is also posted on the US website.
- US offices will halt all ordering (P-cards, Purchase Orders, etc.) at 5:00 p.m. on the last business day of each April. All P-card purchases must be made in enough time to be included by the April 25th reconciliation deadline. This means P-card purchases should end as early as April 20th. All Purchase Orders (P.O.) must be received online and the invoice in Accounts Payable by April 25th. This will ensure that there are no outstanding items pending in budgets by the April 30 deadline. Remaining State funds will be swept, with subsequent spending permitted only by written permission of the Dean.
- It is unwise to expend large amounts from any accounts just prior to the sweep date unless you have conferred with the Dean in advance.