The following procedures are to be followed so the accountability of long-distance telephone calls is delineated as to the individual responsible and correctness of the billing is established. To make a long distance call, dial 9 1 area code 7 digit number authorization code #key. The area code must be used for all long distance calls including those made within North Dakota. This service is for business use only. Each month the long distance charges per authorization code will be sent to the person/dept. assigned to that authorization code. The person/dept. assigned to the authorization code should keep a log of all long distance calls so he/she can verify all charges listed on the billing. All charges which cannot be verified should be circled, notated and returned to the Technology Services Office. The person/dept. assigned an authorization code is primarily responsible for the long distance charges assessed that authorization code. Therefore, the individual must take all necessary steps to ensure the security of the authorization code. Authorization codes are assigned by the Technology Services Director of Network Services, and any questions as to the assignment should be directed to him/her. Any questions relating to telephone usage should be directed to the Director of Network Services or the Chief Information Officer. Sponsored by: Chief Information Officer Reviewed: Winter 1996  Reviewed: Winter 2004 Revised: May 2010

The purpose of VCSU campus mail services is to provide distribution of the US Postal service and inter-departmental mail for University departments. Only official University mail and mail from independent organizations, both student and non-student, recognized by the University may be distributed through the campus mail system. For purposes of this policy, an independent student organization is one that has been recognized by the office of Student Affairs. Mail for personal or private purposes is not eligible for postage-free distribution off campus. The University cannot pay postage for mail from independent organizations. Personal Mail As a courtesy to University employees, mail service personnel will pick up personal mail that is pre-sealed with the proper postage affixed. Employees should not routinely use the University business addresses as their address of record for personal mail. University mail service cannot assume responsibility for lost, misplaced, or delayed personal mail. Personal packages will be held in the Mail Department for notification and pick-up. Mail Department staff are not allowed to deliver personal packages. General Information A. Incoming Mail All mail is disbursed upon arrival Monday through Friday. B. Outgoing Mail Metered mail is processed prior to 3:00 p.m. Monday through Friday. Mail received after 3:00 p.m. will be metered the next day. All outgoing mail that requires postage should be separated from mail that already has postage affixed. Airmail and foreign mail (including Canada and Mexico) require special handling and must be separated from other mail and placed in the international box. Large-sized envelopes/packages should be stamped with the preferred mailing service. Those not stamped will be processed at the cheapest mailing service rate. When mailing multiple envelopes that are not pre-sealed, submit them with the flap down for processing and sealing through the postage machine. C. Mail Size Standards There is a surcharge for oversized and odd-shaped first-class mail of two ounces or less that exceed any of these dimensions: 6 1/8 inches high; 11 1/2 inches long, or 1/4 inch thick. Items will be non-mailable if they are less than 3 1/2 inches high, 5 inches long, or .007 inches thick. D. Incoming UPS UPS shipments are delivered to the FMC daily, between 11 am and 1 pm. Packages are recorded and placed in the boxes as soon as possible each day. Please do not remove a package from the delivery chute at the FMC until you are sure it has been recorded. If the situation arises that you need to take a package before it is recorded, please let the FMC staff know by note or phone call. E. Outgoing UPS The FMC does not offer UPS shipping. The item must be taken to a UPS pickup location. F. FedEx Special arrangements for pick up by FedEx must be made with the FMC by 1:30 pm each day. FedEx USA and International airbills, envelopes, and boxes are available at the FMC. When filling out the airbill please make sure you fill in the "Internal Billing Reference Information". Sponsored by: Faculty Materials Center and Business Office Reviewed: Winter 1996 Reviewed: Winter 2004 Revised: December 2007 Revised: February 2018

The North Dakota State Board of Higher Education allows campuses to adopt tuition waivers which are consistent with an institution's mission. The spouse and dependent tuition discount is intended to help recruit and retain faculty and staff who can best perform or support the teaching, research, and public service mission of the University. A. The spouse and dependents of regular benefited VCSU employees are eligible for the discount. Dependents are defined as those unmarried children qualifying as dependents under the NDPERS health insurance plan (Primarily 26 years of age, or under) A spouse or dependent who is also a regular, benefited employee is eligible for the employee tuition waiver outlined in SBHE Policy 820, and (with student's supervisor approval) an additional three credits per semester at the rate defined in section B of this policy. The spouse and/or dependents must meet enrollment standards and register for classes through regular registration procedures. The employee must be actively employed on the first day of each semester to be eligible for the discount. B. The tuition discount is 50% of the tuition for VCSU classes (excluding self-supporting or Continuing Education courses) per spouse and/or dependent. The discount applies regardless of whether paying resident or out-of-state tuition. The maximum discount for the dependent of more than one eligible employee is 50%. Fees are not discounted or waived. Early Entry students will be eligible according to the terms of this policy. Discount applies to undergraduate and/or graduate classes. C. Procedure A Spouse/Dependent Tuition Discount application and proof of eligibility needs to be submitted to Employee Services by the end of the second week of the session for which the waiver is requested. Given that conditions in this policy may change, it will be necessary to review the conditions of eligibility each term. Proof of marriage/dependency is required. Accepted documents include birth certificate, marriage license, retirement beneficiary form, or health insurance dependent documentation. In accordance with federal regulations, the tuition discount will be used as a financial resource and become part of the student's financial aid package. The Financial Aid Office may need to adjust aid if the amount of the tuition discount, along with other financial aid, exceeds the total cost of attendance. No employee who has an overdue accounts receivable balance with the University may receive a spouse/dependent tuition discount. Sponsor: Human Resources Director Effective: June 2012 (formerly 705.03)

Purpose: Pursuant to SBHE policy 840 and NDUS procedure 840, VCSU must ensure agreements or contracts involving VCSU are reviewed by legal counsel. Overview Standard form contracts, including employment contracts, purchase orders and other standard forms; template contracts reviewed and approved by legal counsel in the past two years; and documents that are substantially equivalent to documents reviewed and approved by legal counsel within the past two years do not require further review. Contract documents relating to purchase or use of software for less than $2,500, including freeware, do not require legal counsel review and approval, provided that when entering into such contracts or agreements users follow procedures established pursuant to NDUS 840 and V1201.01.  Pursuant to SBHE policy 803.1, procurement contracts must be reviewed for performance if term is more than three years and must be reviewed once every two years. No payment may be made under a contract or contract amendment or extension prior to execution by an authorized institution officer. A document containing a clause requiring the University to hold another party harmless or to indemnify another party must be reviewed and approved by legal counsel and may be executed only if there is an appropriation, liability insurance for that purpose, as otherwise specifically permitted by law, or if the clause is qualified or limited by language restricting its application to the extent permitted under North Dakota law. For software purchases under $2,500, including freeware, the University may enter into agreements containing such clause(s) following procedures established pursuant to NDUS 840 and V1201.01. Written contracts are required for all binding agreements with another party that involve any stated or implied consideration, including real property transfers, leases, purchase of equipment, supplies and services, cooperative agreements, inter-agency agreements, grants, loans, easements and licenses. The president is the appointed authority responsible for all hiring or termination decisions involving Valley City State University employees. Hiring authority may be delegated to cabinet members at the discretion of the President. The president is the appointed authority for all annual employee contract renewals.   2. Contract Delegation The university President has general authority to approve and sign contracts or contract renewals for Valley City State University and the authority is delegated as follows: The vice presidents for academic affairs, business affairs, and student affairs are authorized to sign any contract except employment contracts. The chief information officer is authorized to sign contracts under their area of responsibility up to $250,000 except employment contracts. The athletic director, executive director for university relations, and the director for marketing and communications are authorized to sign contracts under their area of responsibility up to $50,000 except employment contracts. The director for facilities services is authorized to sign contracts under their area of responsibility up to $10,000 except employment contracts.  The director for enrollment services is authorized to sign contracts under their area of responsibility up to $5,000 except employment contracts.  The director for library services is authorized to sign contracts under their area of responsibility up to $5,000 except employment contracts.  The director for the student center is authorized to sign contracts under their area of responsibility up to $2,500 except employment contracts.  Delegation of contract signing authority does not extend to amendments or change orders to contracts for which signing authority is not delegated; authority to sign contract amendments and change orders rests with the officer or employee authorized to sign the contract being amended or changed.  Sponsored by: Vice President for Business Affairs  Approved: October 2005 Revised: December 2017 Revised: September 2020 Revised: December 2020 Revised:  February 2024