SBHE Policy Manual Index NDUS Procedures Index Section 300 Section 301 [Organization] 301.1 [Organization & Titles of Institutions Governed by the State Board of Higher Education] V301.01 Defining Commitments (2017) Section 302 [Committees/Boards] 302.1 [Academic and Student Affairs Committee] 302.2 [Audit Committee] 302.3 [Budget and Finance Committee] 302.4 [Councils] V302.04.01 VCSU Committee Structure (2025) 302.7 [Governance and Research Committee] V302.09 VCSU Employee Liability Exposure (2016) Section 303 [Board Operations] 303.1 [Board Meetings and Agendas] 303.2 [NDUS Strategic Plan and Objectives; Institution Strategic Plans] Section 304 [Chancellor/Commissioner] 304.1 [Chancellor Commissioner of Higher Education Authority & Responsibilities; Contract Term] Section 305 [Presidents] 305.1 [Institution President Authority and Responsibilities; Contract Terms] Section 306 [Chancellor's Staff] 306.1 [Compliance Office Charter] 306.2 [Internal Audit Charter] Section 307 [Institutional Organization] 307.1 [Institutional Organization Notice and Approval] V307.01 Administrative Designations of Responsibility (2017) V307.02 Academic Department Chairs (2022) 307.3 [Branch Campus Governance and Organization] Section 308 Code of Conduct 308.1 [Officer and Employee Code of Conduct] V308.01 VCSU Employee Code of Conduct (2011) V308.01.02 University Health & Safety (2020) 308.2 Required Reports of Violations; Reprisal or Retaliation Prohibited 308.3 [Political Activities] V308.03 Political Campaigning and Advocacy Activities on the Campus (2025) V308.03.01 Use of State Facilities or Equipment for Political Purposes (2025) V308.03 Workers Compensation - Return to Work (2014) 308.4 [Conflict of Interest] Section 310 [Board President/Board Members] 310.1 [Board Member Responsibilities] 310.2 [Board Officers; Officer Responsibilities; Elections] 311 [Public Records] 311 Public Records Section 330 [Policy Introduction, Amendment, Passage] Section 331 [Approval of College and University Constitutions by the Board] V331 Approval of VCSU Constitution (2017) Section 340 [Other Entities] 340.1 [State Forester] 340.2 [Nonprofit Affiliates] V340.02 VCSU Foundation Memorandum of Agreement (2024) Section 350 [Other Boards] 350.1 [State Board of Agricultural Research and Education] 350.2 [Work Force Training Boards] 350.3 [School of Medicine and Health Sciences Advisory Board; Reports]

Mission  Valley City State University is a public, regional university offering exceptional programs in an active, learner-centered community that promotes meaningful scholarship, ethical service, and the skilled use of technology. As an important knowledge resource, the University offers programs and outreach that enrich the quality of life in North Dakota and beyond. Through flexible, accessible, and innovative baccalaureate and master’s programs, VCSU prepares students to succeed as educators, leaders, and engaged citizens in an increasingly complex and diverse society. (Approved by SBHE 9.25.2013) Vision  As an innovative university, we deliver distinctive, learner-centered experiences. University Purposes Deliver a quality educational experience in an engaging, innovative culture and a technology-enhanced environment. Serve the best interests of our students, region, and society. Lead effectively in applying information media technologies for learning. Promote the appreciation of diversity and inclusion to enrich the quality of thought, discussion, and learning. Award degrees in education, business, and the liberal arts and sciences. Core Values Student-Focused: We place students at the center of all discussions.   Innovative: We try new things to help create the future. Learning-Centered: We develop and sustain a culture of lifelong learning. Collaboration: We work synergistically to advance our mission. Engaged: We actively participate in the work of the university. Sponsor: President Approved: 2/15/2005 Revised: February 2014 Revised: October 2017

Faculty, students, and staff participate in shared governance through a variety of committees and advisory groups. These committees are divided into two groups: those that are structured by the Faculty Association constitution and report to the Faculty Association; and those that are designed to meet administrative needs and report to the administrative office that developed them. A. Faculty Association Committees are described in the Faculty Association Constitution, available in VCSU policy V201. These committees include the following: Faculty Senate Curriculum Committee Graduate Council Standing Committee on Faculty Rights Teacher Education Committee Teaching and Learning Committee Council of College Faculties Diversity Waiver Selection Committee Financial Aid Committee Academic & Scholastic Standing Committee Constitutional Review Committee Faculty Advocacy Committee General Education Council Promotion and Tenure Committee Committee structure varies by committee, with either departmental representation or elected representatives; in most cases, a faculty member chairs the committee and the administrators assigned to the committee participate ex-officio. The organization, identification of chair, and voting rights for each committee are outlined in the Faculty Association Constitution (V201). B. Administrative Committee and Advisory Groups are usually chaired by an administrator and do not necessarily have departmental representation. The following are University Committees: 1. Academic Assessment Committee: Serves to review and provide direction for institutional assessment and learning outcomes at all levels and develop policy/practices for their use; provides feedback and advisement for program updates and reviews. COMPOSITION: four at-large faculty members elected by Faculty Association; SEGS Assessment coordinator, Vice President for Student Affairs, Director for Institutional Effectiveness and Planning. 2. Academic Policy and Affairs Council: Develops and reviews policies that are directly or indirectly related to the University's curriculum, academic policies, and academic programs and policy decisions in: academic standards, development of the library, student conduct and discipline, and faculty tenure and promotion. COMPOSITION: Deans and Department Chairs. Chaired by the Vice President for Academic Affairs. 3. Admissions Appeals Committee: Reviews student appeals for admission to the University. COMPOSITION: Director for Enrollment Services, Registrar, Director for Student Academic Services, two faculty representatives selected by the Director for Enrollment Services. 4. Campus Inter-Functional Forum (CIFF): Serves as an informational venue for sharing what is happening in areas across campus in a report-out style. There is a standing agenda, and a brief update is expected with opportunity for discussion/questions from the group if needed. The goal is to support open communication across campus to help all staff feel engaged and informed. COMPOSITION: Staff members from every office on campus, in addition to any academic personnel who would like a line on the agenda. Chaired by Staff Senate. 5. MOD Squad: Develop, implement, and review student service among the administrative functions to best serve student needs. Coordinate the administration of student information within the ConnectND system. As a partner in the accomplishment of university strategic goals, review campus initiatives and provide administrative perspective regarding the management of those initiatives within the administrative system and structure. COMPOSITION: The meetings have included representatives from the Business Office, Enrollment Services, Financial Aid, Registrar’s Office, Student Academic Services, and Distance Learning. 6. Compensation Review Commitee: Provides guidance and reccomendations to the President's Cabinet regarding the campus compensation model for all benefited employees. COMPOSITION: Two faculty members selected by Faculty Association, a staff member representing professional (athletics), a staff member representing professional (non-athletes), a staff member representing technical/paraprofessional/office support (TPOS), and a staff member representing crafts/trades/services with all staff being selected by staff senate. The Director for Human Resources will chair this committee. 7. VCSU Diversity Committee: Working group of individuals committed to creating an environment of inclusive excellence at VCSU. The committee also advises the President of challenges, policies and practices that may hinder the university’s commitment and vision for diversity. COMPOSITION: Director for Diversity and Inclusion (chair), 2 staff members appointed by Staff Senate, 2 faculty members appointed by Faculty Senate, 2 students appointed by Student Senate, 1 representative from the Teacher Education Program, Title IX coordinator or designee, 2 community members appointed by the President. 8. Institutional Review Board: Safeguards the rights of human subjects in research, development, or related activities undertaken by members of the university community; the Board must review and approve all such proposed activity. COMPOSITION: Director for Institutional Effectiveness & Planning (chair), unaffiliated rep(s) from the community, academic program representation (5), and faculty at large (1) selected by the Faculty Association. 9. Judicial Council: Hears appeals from VPSA decisions regarding violations of the Student Code of Conduct and hearings on judicial matters. COMPOSITION: Two faculty appointed by the President, three students selected by Student Senate. 10. President's Cabinet: Coordinate the functions and advance the best interests of Valley City State University. COMPOSITION: President, Vice President for Academic Affairs, Vice President for Business Affairs, Vice President for Student Affairs, Chief Information Officer, Executive Director for University Advancement, Director for Public Relations, Director for Athletics, Director for Enrollment Services. 11. Staff Personnel Board: Conduct hearings on appeal from employees who have been suspended without pay, dismissed for cause, demoted, or dismissed due to a reduction in force (HR27) or when a regular staff employee is dissatisfied with an aspect of employment over which the employee has no control and on which remedial action is desired (HR 28). COMPOSITION: Three members appointed by the university president. 12. Student Grievance Committee: Resolve student academic grievances. COMPOSITION: Vice President for Academic Affairs, Vice President for Student Affairs, 3 faculty, and 3 students selected by the VPAA and VPSA, respectively, as needed. 13. Teacher Education Appeals Committee: Reviews student petitions seeking exceptions to those policies, regulations, or academic requirements of the School of Education and Graduate Studies relate to the Teacher Education Program. The committee will consider the evidence and make a recommendation in the matter. All recommendations and actions of this committee are advisory in nature to the Dean of Education who will render a final decision in a timely manner. COMPOSITION: Three faculty members from the School for Education and Graduate Studies selected by the Dean of the School of Education. 14. Technology Advisory Committee: Address policies, planning and major projects with the purpose of applying information technology in pursuit of the institutional mission and vision. Technology plans and policy recommendations will provide guidance to Technology Services staff, VCSU strategic planning processes, and State of North Dakota technology planning activities. COMPOSITION: CIO, Dean for Graduate Studies and Extended Learning, Director for Distance Education, two student representatives two student representatives (selected by Student Senate annually), two staff representative (one representative elected each year by the Staff Senate for a two-year term), one Technology Services representative, and four faculty representatives from four different departments (each department may submit a nomination to the faculty association provided the department does not have a faculty members already serving on TAC - members of the association will elect two representatives per year for two-year terms). All elections shall be held prior to October 1 of each year. 15. University Hearings & Appeals Board: An avenue of final appeal of a decision by a university official or by an established university committee. A hearing body in matters dealing with alleged violations of the Student Bill of Rights. COMPOSITION: One administrator, two faculty, and two students, all appointed by the president. 16. University Policy Committee: To assist in the coordination, development and oversight of VCSU policies and to ensure that the VCSU Policy Manual is complete and current. This policy brings with it a formal process for achieving its purpose. COMPOSITION: Vice President for Academic Affairs (chair), Vice President for Student Affairs, Vice President for Business Affairs, 3 staff (selected by staff senate; including one member of staff senate), three faculty (selected by faculty association; including one member of faculty senate), and the Human Resources Director. 17. Emergency Management Team/VCSU Loss Control: Recommend programs and policies to promote safety, reduce risks, ensure compliance with laws and regulations, and control costs. COMPOSITION: Director for Facilities Services, President, Vice President for Business Affairs, Vice President for Student Affairs, Vice President for Academic Affairs, Director for Public Relations , Chief Information Officer, Director for Athletics, and Executive Director for University Advancement. 18. Student Opportunities for Academic Research (SOAR) Advisory Council: Promote high quality undergraduate student research and scholarship with faculty in all areas of study. COMPOSITION: Eight to twelve faculty members (volunteers approved by the VPAA), and the VPAA (ex-officio, non-voting). Sponsored by: The President NEW: October 2010 Revised: November 2014 Revised: December 2015 Revised: April 2016 Revised: October 2016 Revised: March 2017 Revised: October 2020 Revised: February 2018 Revised: March 2025 Revised: March 2019 Revised: May 2022

The state of North Dakota will defend and indemnify an employee of Valley City State University if the employee is sued individually for acts or omissions committed within the scope of employment. Revised:  2016

The President of the University The President of Valley City State University is the chief educational and administrative officer of the University and is responsible to the North Dakota State Board of Higher Education, through the Chancellor, for the organization, administration, operation, and development of the campus. Actions and recommendations of the Vice President for Academic Affairs, the Vice President for Business Affairs, the Vice President for Student Affairs, the Faculty Senate of the Faculty Association, the Staff Senate, and the Student Senate are transmitted to the President. Reporting directly to the President are the Vice Presidents, Chief Information Officer, Athletic Director, Director for Public Relations, Director for Enrollment Services, and the Executive Director for University Advancement. A. Vice President for Academic Affairs The Vice President for Academic Affairs is responsible for the general administration, organization, and development of the academic and instructional programs and services of the campus. The Office for Academic Affairs is responsible for coordinating and supervising the administration of the academic departments, distance learning, prior learning assessment, faculty development, Great Plains Stem Education Center, Prairie Waters Education Research Center, Don Mugan Career and Technical Education Leadership Center, Institutional Effectiveness and Planning, the Library, the Registrar, the Learning Center, Distance Education, and Student Academic Services. The Vice President for Academic Affairs may delegate responsibilities to other employees under their supervision, with appropriate compensation or release, to fulfill duties not detailed below. The academic programs of the University are organized within 13 departments: Art; Business; Communication Arts; Computer Systems and Software Engineering; Kinesiology and Human Performance; Language and Literature; Mathematics; Music; Science; Social Science; Technology and STEM Education; the School of Education; and Graduate Studies. The academic programs are administered through departments. Academic Administration The Assistant Vice President for Academic Affairs represents the Office for Acadmic Affairs in the faculty evaluation, tenure, and promotion process by chairing the Univeristy Tenure and Promotion committee and helping to prepare pre-tenure faculty for the process. The Assistant Vice President for Academic Affairs manages faculty development opportunities and budget, student academic petitions, and student academic discipline. This person also represents the Office for Academic Affairs on the Faculty Advocacy, Academic and Scholstaic Standing, and Teaching & Learning Committees. The department chairs and the deans are responsible to and serve at the pleasure of the Vice President for Academic Affairs. They are responsible for the direct supervision and administration of their respective academic areas. Their duties include supervision of instruction and advising, budget planning and administration, scheduling, curriculum development and review, and other related duties. The chairs and the deans are also involved in the employment, retention, and promotion of faculty and support staff in their area. The Dean of the School of Education is responsible for teacher education in the University. He or she determines admission to Teacher Education and to Student Teaching. He or she is the responsible reporting authority for the Teacher Education Committee and serves as a voting ex officio member of the Curriculum Committee. He or she also is responsible for the evaluation of transcripts for transfer students, judgment concerning acceptance of transfer credit in the Teacher Education program, oversight of external programs, and development of new programs and articulations. The Dean is responsible for maintaining relevant state and national accreditations. Dean of Graduate Studies and Extended Learning is responsible for graduate education, professional development, and college credit in high schools. He or she determines admission to the programs and is reponsible for the evaluation of transcripts for transfer students and judgement concerning acceptance of transfer credit in graduate programs. He or she also has oversight of extended learning programs, graduate faculty and curriculum, and development of new programs. The Dean serves as the graaduate council chair and is reponsible for maintaining relevant state and national accreditiations. Director for Library Services is responsible for planning, directing, and coordinating all library services; for formulating and administering library policies, rules and regulations; for developing the collection; and for supervising library personnel. The director represents the university on state and regional issues. Registrar is responsible for directing the registration of students and the maintenance and custody of student academic records. The Registrar also prepares degree audits, verifies candidates for graduation, provides enrollment data, and publishes the class schedule. Director for Student Academic Services is responsible for overseeing advising and retention activities for the university. He or she is responsible for assisting students through academic petition processes, providing academic counseling, and advising the Bachelor of University Studies program. This position is also responsible for managing the operations of the Learning Center and disability support services. Director for Institutional Effectiveness and Planning is responsible for all external surveys and reporting, and administers many of the internal surveys. He or she is responsible for maintaining and providing key data indicators upon request, oversees academic assessment processes, strategic planning activities for the institution, and chairs the Institutional Review Board. The Director for Distance Education provides leadership and collaboration with faculty to assure high quality online and other forms of distance education courses and programs. The Director for Distance Education is responsible for leading, developing, and managingn professional development activities related to online and other forms of distance education teaching and learning. The Director for Distance Education administers distance education programs such as Prison Education Programs and face-to-face programs on other campuses. They also serve on a team that administers international programming such as study abroad and student exchanges. The Directors of the Great Plains Stem Education Center, Prairie Waters Education Research Center, and the Don Mugan Career and Technical Education Leadership Center are responsible for managing the financial, programmatic, personnel, and research aspects of their respective Centers. They are responsible for seeking grants to support Center activities and personnel, and for developing outreach programs that connect VCSU with the region and relevant constituents, including K-12 education, state boards, and professional development. B. Vice President for Business Affairs The Vice President for Business Affairs is responsible for developing, coordinating, and supervising the administration of all financial and business services for the campus, and the operation and maintenance of the physical plant. The Office for Business Affairs participates in campus planning and development, and supervises new construction on campus. The Office for Business Affairs is responsible for the integrity of all business and financial services, internal and external budget development and management, capital financing, development of facilities master plan, fiscal administration of grants and contracts, and administration of payroll and benefits. Business Administration: Controller is responsible for cashiering, purchasing, accounts receivable and accounts payable services, financial transaction processing, audits, reconciliation of all accounts, and financial statement preparation. Duties include processing internal service charges and mail-room services. Director for Facility Services is responsible for maintenance and cleanliness of buildings and grounds, management of construction and renovation projects, administration of physical plant operations, waste disposal, parking/motor-pool, management of the heat plant, and campus risk management, safety and security. Director for Human Resources provides generalist human resource services to Valley City State University. Duties include administration of recruitment and selection of broad banded employees, determination/recommendation of position classifications/reclassifications, recommendation of changes in personnel policies and procedures in coordination, orientation of new employees and professional development of supervisors, employee training, employee relations/investigations, benefits administration and compliance reporting. Director for Payroll and Grants Accounting provides all payroll services, payroll tax preparation and payments, administers employee benefit programs, and provides administrative support for all grant activities on campus including working with grant proposals to give the best possibility of success, tracking payments and expenditures, audits, and reporting grants back to the awarding entity. C. The Vice President for Student Affairs The Vice President for Student Affairs is the senior student affairs officer of the University and is responsible for organizing, developing and administering the programs of student services with the purpose of promoting personal development and learning opportunities for students. The Vice President for Student Affairs is responsible for the programs of residence life and dining services, student conduct, new student orientation, financial aid, counseling, career services, health services, student government, student activities and the Student Center. The Vice President for Student Affairs oversees the following staff positions: Student Affairs Administration: Director for Student Financial Aid is responsible for assisting students with sources of financial aid connected with student attendance in the University. The Director also maintains financial aid records and prepares and submits reports and monitors compliance with regulations connected with federal programs of student financial assistance. Director for the Student Center & Student Activities is the manager of the Student Center. The Director is the University official responsible for operational management relationships with Food Service and the Bookstore. The Director also advises Viking Campus Activities Board (VCAB) and oversees student organization recognition.. Director for Student Health and Wellness is responsible for assessment and evaluation of student illness and injury; makes referrals to physicians, dentists, counselors; and keeps health and immunization records. Other services include immunizations, allergy injections and over-the-counter medications. The Director oversees Counseling Services and provides educational programmin for the college community in social, educational, and personal development. Director for Residence Life is responsible for the overall administration of the housing program and supervises live-in Hall Directors. The Director is responsible for the selection, training and supervision of Resident Assistants. The Director is responsible for Student Conduct Code violations in the residence halls, including the adjudication and assignment of any potential sanctions. Director for Career Services is responsible for providing an integrated program of career services beginning with new students' assessment of career interests and abilities, development of career planning strategies for a rapidly changing employment market and continuing with advanced and graduating students in development of specific job-seeking skills, job market assessment, resume development and interview skills. Director for Multicultural Affairs is responsible for offering the necessary support and educational experiences to enhance the learning process that helps students, faculty, staff, and administrators develop a global perspective, appreciate multicultural students, serve the community, and ultimately assist students succeed in their academic and career goals. Title IX Coordinator is responsible for monitoring compliance of the Title IX of the Education Amendments of 1972. Faculty, Staff, and students can file complaints of sex discrimination with the Title IX Coordinator. The Title IX Coordinator will investigate any complaints filed on campus. D. Chief Information Officer The Chief Information Officer is responsible for planning, directing and coordinating technology services and digital accessibility for the University. The duties include formulating and administering technology policies and plans; developing and administering personnel employed with the Technology Services Department; and for maintenance of relationships throughout the state to link the campus with system- and state-wide technology initiatives. Technology Services Administration: (2) Associate Directors for Enterprise Systems are responsible for enterprise applications and associated infrastructure. These Directors provide leadership, supervision, and operational support for physical data centers, server systems, virtualization infrastructure, enterprise applications, and digital accessibility. Director for Network Services and Campus IT Security Officer is responsible for the overall performance and availability of the digital voice, video, data and wireless network infrastructure. The person in this position holds the title of “Campus IT Security Officer” and provides leadership for issues and systems that support electronic security of information. Director for Technology Service Desk provides leadership and operational support for a Service Desk that focuses on providing solutions and technical support for end user electronic information technology, especially microcomputers. E.Athletic Director The Athletic Director is responsible for all athletic planning, budgeting, and management at the intercollegiate level for both men and women. The Director supervises all coaching staff, athletic training staff, administrative support personnel, and assists the Advancement Office with Fundraising. Athletics Administration: Head Athletic Trainer supervises and directs the athletic healthcare management and coverage of all VCSU NAIA athletic programs; preparation/coverage of practice/competitions; travel; staff scheduling; injury prevention programs, injury evaluations, injury management, injury treatment and rehabilitation, educational programs and counseling for student-athletes. The Head Athletic Trainer is responsible for the formation of VCSU’s athletic training staff, including hiring, training and supervision of assistant/associate athletic trainers, graduates assistant athletic trainers and student athletic trainers. Additionally, the position oversees the VCSU athletics drug policy, serves as a liaison between the department and medical community, manages budget and inventory for the Athletic Training Department, and maintain medical records. Head Coaches ensure their student-athletes develop academically, socially and athletically. Each head coach is directly responsible for all areas of their program including adhering to all NAIA and NorthStar Athletic Association rules and bylaws, formation of coaching staff for their respective sports, and leadership and development of assistant coaches. Other areas of responsibilities include practice planning, game scheduling for all non-conference contests, coordinating team travel, fund raising, serving as recruiter, identifying and evaluating potential students with that interest and organizing their recruitment in conjunction with Admissions. Director for Sports Information provides public relations support for the VCSU Vikings athletic progam, sharing news and information with media and the public. Duties include directing and maintaining the athletic website, managing the athletic social media accoutnts, doing sports photography, coordinating with local and regional media, and overseeing the official statistics, bideo broadcasts, adn game workers during home athletic events. F. Director for Public Relations The Director for Public Relations is responsible for increasing VCSU's visibility among various audiences including prospective students, alumni, the community, and legislators. Duties include developing marketing plans, coordinating communications and publications (print and electronic) to enhance the image of the university, managing relationships with the press, serving as a university spokesperson, management of the marketing budget, and supervision of the graphic designer/FMC manager. Marketing and Communications Administration: Manager for University Brand, Graphic Design, Viking Print Services provides graphic design services for key internal constituents and directs the operations of the Faculty Materials Center (FMC), essentially the campus print shop. The designer/director plays a key role in maintaining graphic design standards campus-wide and directs (and aids) the FMC assistant in the production of print materials for campus clients. Manager for Digital Platforms, Social Media, Photography provides social media, digital media and photography support for marketing/communications. The specialist produces daily posts for the university's general social media accounts (Facebook, Twitter and Instagram) and shoots and directs photography and videography. This position also provides general support for the director for marketing and communications. Manager for Web Content & Design is dedicated to maintaining and developing engaging web content for VCSU's outward facing website, www.vceu.edu, to highlight the VCSU experience, while helping guide the overall web strategy for the university. The position meets with the faculty and administrative staff regularly to ensure that content is current and that new content is being developed to address university needs, especially in regard to student recruitment and success. This person serves as the primary liason between the Public Relations/Marketing & Communications office and the Technology Services offices in regard to developing content and enhancing the content management system as needed to accomplish strategic objectives, while helping to ensure that the overall look and feel of the site is maintained. G. Executive Director for University Advancement The Executive Director for University Advancement is responsible for planning and executing comprehensive fund-raising and donor-acquisition programs in support of the University's mission. The Advancement Office also receives, manages, invests, and disperses contributions. University Advancement Administration: Assistant Director for University Advancement and Alumni Relations is responsible for building strong relations with Alumni and friends of VCSU. The position coordinates fund raising activities and serves as the office manager. Assistant Director for Annual Giving is responsible for annual fund raising for the V-500 Scholarship Program and all areas of the VCSU Foundation. The position is also responsible for a number of special events and activities including the faculty staff giving campaign, web page development and maintenance, assist with the athletic marketing campaign, and assisting with all events sponsored by the university foundation. Data Processing and Research Coordinator is responsible for updating and maintaining the alumni database: this includes entering and updating biographical information, education, relationship and business information; entering honors, awards and notes; providing lists and reports for various campaigns and mailings. This position also processes gifts, matching gifts, pledges, auto withdrawals and auto charges and prepares reports for accounting purposes and donor recognition. H. Director for Enrollment Services The Director for Enrollment Services is responsible for providing information concerning the University and its academic programs to prospective students and to the school officials concerned with the counseling of students in regard to post-secondary education and the transition from school to college. The Director plans and administers programs of student recruitment and supervises the activities of persons assigned as admissions counselors. Sponsored by: President Effective: Fall, 1986 Revised: June 14, 1990 Revised: January, 1996 Revised: July, 1999 Revised: July, 2001 Revised: September, 2001 Revised: Summer 2005 Revised: Fall 2006 Revised: October 2010 (divided into a second policy - V302.4.1) Revised: September 2017 Revised: February 2025

Academic department chairs are responsible to both the VPAA (to whom they report) and the department faculty who select them.  Under their leadership, faculty and programs flourish and provide quality educational opportunities for students.   1. Selection and Appointment of Department Chair   Departments shall develop a democratic process for selecting the department chair. Each department shall submit a document outlining its procedure to the VCSU Faculty Senate, which will maintain a readily accessible file of these documents in the Content System.   The document should include eligibility for chair nomination; term/term limits; eligibility to vote; election procedure; notification to VPAA; clause regarding suspension of rules.  Please consider the following guidelines: Chair should be full-time in a continuing (tenured/tenure-track) appointment Appointments should begin June 1 following the end of the academic year; shadowing the outgoing chair during the transitional period is recommended. Early elections (January-February) are recommended so schedules can be revised to handle changing workload Outgoing chairs are responsible for all work assigned and due for the current academic year, including completion of all performance reviews and program reviews that may be due.   2. Performance Review for Department Chairs   Per VCSU constitution (Article XXI), department chairs undergo annual performance review, using the following process.  This process will allow for direct feedback from faculty and staff in the department and allow the chair to establish clear performance goals each year.  This process will be initiated by the VPAA and completed between February and April each year. Chairs whose terms are completed and who are not re-elected will not be required to complete a performance review during their final year; instead, they will include discussion of their work in the annual faculty evaluation for that year. The chair will complete the report and reflection portions of AA-51 (Department Chair performance review) The VPAA will request feedback from department faculty and staff regarding the chair’s performance, which will be included in the performance review. The VPAA will complete a summative statement with recommendations and meet with the chair to discuss the performance review. AA-51 will be filed in the chair’s personnel file in the Academic Affairs office, along with the annual faculty evaluation (AA-04 Annual Faculty Report, due in June each year).    3. Removal of a Department Chair   In the event that the majority of faculty eligible to vote in a department wish to change chairs out of cycle with their approved procedure, they should move to hold a mid-cycle election during a department meeting, to be completed at the next department meeting.   If the department chair’s annual reviews document ongoing problems that, in the opinion of the VPAA, demonstrate a need for a change in leadership, the VPAA may also call for departmental elections mid-cycle by providing notification via email to all voting members and scheduling a department meeting for the purpose of electing a new chair at least two weeks after the notification.   Should the chair position fall vacant due to extended sick or other leave, the VPAA may appoint an interim chair until the elected chair is able to return to work or the department initiates its democratic process to select a new chair.   If no one from the department is willing/able to take the chair position, the VPAA may assign an interim chair from a different department until such point that a suitable candidate is selected via a democratic process.   4. Duties of a Department Chair   Duties of a department chair shall be listed in the performance evaluation (AA-51), and include the following areas:  Departmental leadership, planning, outcome assessment, and goal-setting Supervision of instruction, advising, and faculty workload Supervision and evaluation of administrative assistant Budget planning and management Scheduling and curriculum development and review Faculty employment, retention, assessment, and promotion Department-specific duties, which vary by department   Sponsor: Vice President for Academic Affairs Approved: August 2016 Revised February 2022  

1. Introduction and Application. This Code of Conduct is adopted in accordance with SBHE Policy 308.1 and applies to all Valley City State University employees. The State Board of Higher Education, NDUS and VCSU are committed to uphold the highest ethical and professional standards. All VCSU officers and employees must, at all times, comply with all applicable laws and regulations. Activities that achieve results unlawfully or by unethical behavior - including, but not limited to, payments for illegal acts, indirect contributions, rebates, and bribery - are not tolerated and must be reported. All conduct must meet or exceed minimum standards established by law. Officers or employees who have information concerning a possible violation of this Code or are uncertain about application or interpretation of any legal requirement should report the matter to their supervisor or, if the matter involves a supervisor, to the Vice President for Business Affairs, President or NDUS legal counsel. Officers or employees to whom such reports are made should consult legal counsel as necessary or appropriate. 2. General Employee Conduct. Valley City State University supports an environment that is free of discrimination or harassment. All officers and employees are expected to conduct themselves in a businesslike manner. Unlawful consumption of alcoholic beverages or use of illegal drugs, being at work while under the influence of alcohol or drugs, disruptive behavior, unlawful gambling, unauthorized use of public property or resources and other unauthorized activities that disrupt the efficient and economical administration of VCSU, are prohibited. Violation of applicable laws or policies governing possession and use of alcoholic beverages or drugs, including the Drug Free Workplace Act, SBHE Policy 615 or applicable institution policies, is cause for dismissal or other discipline. Likewise, sexual or other harassment (including actions contributing to a hostile work environment) in violation of federal or state law, SBHE Policy 603.1 or applicable institutional policy, is cause for dismissal or other discipline. 3. Conflicts of Interest. All officers and employees are expected to perform their duties conscientiously, honestly, and in accordance with the best interests of VCSU. Officers and employees must comply with applicable federal and state laws, including policies in Section 611 of the SBHE Policy Manual. Officers and employees may not unlawfully use their position or the knowledge gained as a result of their position for private or personal advantage. All officers and employees are responsible for their own actions. Any individual who has concerns or questions regarding a perceived or potential conflict or regarding application or interpretation of federal or state law or SBHE policy is encouraged to communicate with a supervisor or NDUS legal counsel. 4. Outside Activities and Employment. All officers and employees share responsibility for good public relations, especially at the community level. Their readiness to help with charitable, educational, and civic activities brings credit to VCSU and the NDUS and is encouraged. However, officers and employees must comply with applicable federal and state laws, policies in Section 611 of the SBHE Manual and related institutional polices. At all times, employees must avoid outside activities that create an excessive demand upon their time and attention, thus depriving VCSU of their best efforts in fulfilling their job duties or that create a conflict of interest, or an obligation, interest, or distraction, that interferes with the independent exercise of judgment in VCSU's best interest. 5. Relationships With Clients and Suppliers; Conflicts of Interest. Officers and employees must comply with applicable federal and state laws and SBHE Policy 611.4 and are responsible for being familiar with applicable laws and policies governing conflicts of interest. They should avoid investing in or acquiring a financial interest for their own accounts in any business organization that has a contractual relationship with VCSU, or that provides goods or services to VCSU, if such investment or interest could influence or create the impression of influencing their decisions in the performance of their duties. 6. Gifts, Entertainment and Favors; Kickbacks and Secret Commissions. Excluding only de minimis contributions, such as purchase of a meal at reasonable value as part of a conference or other event with no conditions attached to such purchase and as permitted under applicable federal and state laws, officers and employees may not accept entertainment, gifts, or personal favors that could influence, or appear to influence, decisions in favor of any person or organization with whom or with which VCSU has, or is likely to have, business dealings. Similarly, officers and employees may not accept any other preferential treatment under circumstances that because of their position with VCSU, the preferential treatment may influence or be perceived as influencing their official conduct. Officers and employees may not receive payment or compensation of any kind from any source for VCSU duties and responsibilities, except as authorized under NDUS and VCSU pay policies. Specifically, the acceptance of "kickbacks" or commissions in any form from vendors, suppliers or others is prohibited and any violation of this prohibition shall be cause for dismissal and result in referral for prosecution under the law. 7. VCSU Funds and Other Assets. VCSU shall adopt and enforce strict standards to prevent fraud and dishonesty. Officers and employees who have access to VCSU funds and other assets in any form must follow the prescribed procedures for recording, handling, and protecting money and other assets as detailed in applicable VCSU procedure manuals or other explanatory materials. Any person who has information concerning possible fraud or dishonesty shall immediately report such information to a supervisor, fraud hotline or to legal counsel. Officers and employees responsible for spending or approving expenditure of VCSU funds or incurring any reimbursable expenses must comply with all applicable laws and policies and use good judgment on behalf of VCSU to ensure that good value is received for every expenditure. VCSU funds and all other assets are for VCSU purposes only and not for personal use or benefit. VCSU or other public equipment, supplies and other property or assets may not be used for private or personal use, except as authorized under SBHE Policy 611.5 or other applicable law or policy. 8. VCSU Records and Communications. Accurate and reliable records of many kinds are necessary to meet VCSU legal and financial obligations and to manage the affairs of VCSU. VCSU books and records must reflect in an accurate and timely manner all business transactions. The employees responsible for accounting and record-keeping must fully disclose and record all assets and liabilities and exercise diligence in enforcing these requirements. Employees must not make or engage in any false record or communication of any kind, whether internal or external, including, but not limited to, false expense, attendance, enrollment, financial, or similar reports and statements, or false advertising, deceptive marketing practices, or other misleading representations. 9. Dealing with Outside People and Organizations. Officers and employees must take care to separate their personal roles from their VCSU positions when communicating on matters not involving VCSU business. They may not use VCSU identification, stationery, supplies, and equipment for personal or political matters. When communicating publicly on matters that involve VCSU business, Officers and employees may not represent that they speak for VCSU, unless that is one of their duties or they are otherwise authorized to do so. When dealing with anyone outside VCSU, including public officials, officers and employees must take care not to compromise the integrity or damage the reputation of VCSU. 10. Prompt communications. In all matters involving communication with VCSU students, customers, suppliers, government authorities, the public and others, officers and employees must endeavor to make complete, accurate, and timely communications and respond promptly and courteously to all proper requests for information and complaints. 11. Privacy, Confidentiality and Open Records. Officers and employees must at all times comply with applicable laws, regulations and SBHE policies concerning privacy, confidential records, access to open records and records retention. 12. Reporting Suspected Violations; Procedures for Investigating Reports. Officers and employees shall report suspected violations of this Code to their supervisor, Vice President for Business Affairs, President or NDUS legal counsel. In addition, VCSU maintains a fraud hotline and suspected violations may be reported by use of that hotline. Any officer or employee who makes a report in good faith shall be protected against retaliation of any kind; any officer or employee who retaliates or attempts retaliation in response to a good faith report shall be subject to dismissal or other discipline. Failure to report known or suspected violations is in itself a violation and may lead to dismissal or other disciplinary action. Alleged violations of this Code shall be investigated by the Vice President for Business Affairs and/or NDUS legal counsel, or other officer designated by the President. All officers and employees shall cooperate in investigations of alleged violations. A violation of this Code is cause for dismissal or other appropriate disciplinary action, in addition to any criminal or other civil sanctions that apply. New employees are required to review the Code of Conduct and sign a statement certifying the employee has read and agrees to comply with the Code. Further, all benefitted employees are required to annually certify in writing or electronically that they have read and are in compliance with the Code of Conduct. Sponsor: Vice President for Business Affairs Effective: May 2010 Revised: December 2010 Revised: February 2011

Valley City State University is committed to providing a safe and healthy environment for its employees, students, and visitors and to managing the university in an environmentally sensitive and responsible manner. We further recognize an obligation to demonstrate safety and environmental leadership by maintaining the highest standards and by serving as an example to our students and to the community at large. The University will strive to improve our safety and environmental performance continuously by adhering to the following objectives: Management is responsible for providing a workplace free of recognized hazards and supporting a Risk Management Program. Developing and improving programs and procedures to ensure compliance with all applicable laws and regulations. Ensuring that personnel are properly trained and provided with appropriate safety and emergency equipment. Taking appropriate action to minimize hazards or change conditions that endanger health, safety, or the environment. Supervisors must require employees to follow VCSU safety rules and procedures and support the accident prevention program established by management. Considering safety and environmental factors in all operating decisions, including those related to planning and acquisition. Engaging in sound reuse and recycling practices and exploring feasible opportunities to minimize the amount and toxicity of waste generated. Using energy efficiently throughout our operations. Encouraging personal accountability and emphasizing compliance with standards and conformity with University policies and best practices during employee training and in performance reviews. Supervisors must assist management in the training and retraining of employees. Communicating our desire to improve our performance continuously and fostering the expectation that every employee, student, and contractor on University premises will follow this policy and report and environmental, health, or safety concern to University Management. Monitoring our progress through periodic evaluations. Responsibilities University President - The University President is committed to the implementation of the University’s Safety Policy at all facilities under the University control. Vice Presidents & Deans - Vice Presidents and Deans are committed to the implementation of Safety Policy in all facilities under their control. University Loss Control Committee - The University has established the Loss Control Committee as a committee with the authority to oversee University compliance with the Safety Program. Directors, Department Heads, Department Chairs, Supervisors Report all incidents, work-related illnesses, and work site injuries to the Safety Office within 24 hours. Determine whether safety needs for unit/departments are met (i.e. training, personal protective equipment, and corrective measures including non-mandated items identified in safety audits). Incorporate workplace safety requirements and responsibilities into position description and responsibility review. Workplace expectations should be communicated to each employee annually and at time of hire. Conduct periodic safety self-audits of work areas and/or facilities using the Office Safety Checklist. Communicate emergency action plans to all personnel to provide familiarity and coordination between facility personnel and emergency responders. Ensure use of all flammables, microwaves, refrigerators, small appliances, heaters, etc. in the workplace will be in compliance with Facilities Services guidelines. For recommendations, contact the Facilities Services Office. Direct faculty, staff, and students under their supervision to attend, and comply with: Defensive Driving Training (for those who drive State Fleet vehicles) Substance Abuse Policy & required elements. Annual Notice of Policies and Designated Medical Provider All institutional department and protocol specific training All grant specific training All state and federal required training Maintain workplaces and equipment under their control in safe, well-kept condition. Properly dispose of waste in accordance with University, state and federal requirements. All Employees Comply with this policy and all other University safety programs. Attend and comply with:: Defensive Driving Training (for those who drive State Fleet vehicles) Substance Abuse Policy & required elements. Annual Notice of Policies and Designated Medical Provider All institutional department and protocol specific training All grant specific training All state and federal required training Inform a supervisor of any safety or health hazards in the workplace or VCSU property. Report all incidents, work-related illnesses, and work-site injuries to the Safety Office immediately or within 24 hours. Comply with all State Fleet, leased, and rented vehicle rules and regulations. Report all accidents immediately. The driver is responsible for completing the VCSU Initial Incident Report. Safety Office Advise the Campus community of its responsibilities regarding this Safety Policy. Provide guidelines for programs to assist with individual and University compliance as it relates to relevant environmental, health, and safety laws, regulations, policies, and guidelines. Recommend programs and actions for compliance. Provide guidance and assistance in identifying, evaluating, and correcting safety and health hazards. Conduct investigations and analyses of occupational incidents, injuries, and illnesses. Identify non-compliant situations and recommend improvements for those who are responsible for departments, laboratories, units, and work areas. Provide guidance for proper disposal of hazardous materials and dispose of properly when accepted. Execute responsibilities involving inspections and enforcement delegated by any standing University safety committee. Safety Resources- The following links to VCSU safety procedures provide the campus community with updated and accurate information. Safe Operating Procedures (https://onestop.vcsu.edu/support/solutions/articles/10000032429-safe-operating-procedures) Emergency Procedures ( https://onestop.vcsu.edu/support/solutions/articles/10000032557-vcsu-emergency-manuals) Ergonomics (https://onestop.vcsu.edu/support/solutions/articles/10000032429-safe-operating-procedures) General Health & Safety Information (https://onestop.vcsu.edu/support/solutions/articles/10000025192) Sponsor: VCSU Safety Office Effective May 2014 Revised: March 2020

In support of SBHE 308.3 Political Activities the following rules and guidelines will be observed. Political posters or other advocacy materials may be placed on University bulletin boards where general information materials are normally posted. University bulletin boards are serviced through the Student Center. Anyone wanting to post materials on University bulletin boards should contact the Student Center. Political campaigning or advocacy materials shall not be distributed through campus e-mail, campus mail, posted on designated bulletin boards, or distributed in campus mailboxes unless they are the announcement of an activity or event sponsored by a recognized campus organization, or unless they are sent through the U.S. Mail with proper postage attached. Fliers may be distributed on the campus, in the public areas of campus buildings, or placed for self-distribution in the several locations where viking media is distributed. Persons distributing handbills shall take reasonable care to ensure that campus litter resulting from such distribution is minimized. Posters or fliers shall not be affixed to walls, either external or internal, nor shall they be placed on trees or poles or fastened to stakes in campus lawns. Fliers may be distributed outside the gates at any athletic contest or other events open to the public. They shall not be distributed inside the admission gates of Lokken Field, W.E. Osmon Fieldhouse, Graichen Gymnasium, Vangstad Hall or larry J. Robinson Center for the Arts; except that persons distributing fliers may take shelter in entryways during inclement weather. Sponsored by: President Effective: 1984 Reviewed: Winter, 1996 Revised: March 2016 Renumbered & Revised: March 2025

In support of the SBHE 308.3 Political Activities the following rules and guidelines will be observed. The use of state facilities or equipment for political purposes (such as campaigning for or supporting candidates or parties) is prohibited. Employees may provide information to or attempt to influence legislators on matters germane to their duties. However, since state law and board policy restrict use of state facilities or equipment for personal or private purposes, employees (other than the chancellor, president, or other employees assigned responsibility for legislative matters such as representatives of the Council of College Facilities; faculty, staff, and student senates), should not use facilities or equipment to lobby legislators on such matters. Sponsor: Office of the President Revised: March 2016 Renumbered & Revised: March 2025