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3.2.2.3 Board - Institutional Policy PDF Print E-mail
Monday, 31 August 2009 12:34

3.2.2.3     Board - Institutional Policy

The legal authority and operating control of the institution are clearly defined for the following areas within the institution's governance structure: institutional policy, including policies concerning related and affiliated corporate entities and all auxiliary services.

Responsible Unit: Board of Trustees

Compliance Judgment

Compliance

Narrative

The legal authority and operating control of North Carolina Agricultural & Technical State University (A&T) are clearly defined in A&T's governance structure as outlined by state laws and the University of North Carolina System (UNC System) policies [1], wherein the Board of Governors of the University of North Carolina is the policy-making body legally charged with "the general determination, control, supervision, management, and governance of all affairs of the constituent institutions."  The Board of Governors may delegate any part of its authority over the affairs of any constituent institution to the board of trustees or, through the president of the university, to the chancellor of the institution in any case where such delegation appears necessary or prudent to enable the institution to function in a proper and expeditious manner [2].  Any delegation of authority may be rescinded by the board at any time in whole or in part.

As discussed in Principle 3.2.2.2, Fiscal Stability, fiscal control is the statutory responsibility of the North Carolina Office of the State Controller and is defined in a series of articles, which include: North Carolina General Statutes 143B-426-40G and 143B-426.39(5); 143C-1-3; 143C-4-2; 143C-4-3; 143C-6-3;143B-426.39(7); 143B-426.39(12); 143B-426.39; 143B-426.40H; 143D-6-8; 143-86.10 and 147-86.11; 147-86.20 through147-86.27 [3].  During the 2007 Session of the General Assembly, House Bill 1551 (State Government Accountability and Internal Control Act) [4] was passed.  The purpose of this act was to increase fiscal accountability within state government by requiring each agency to perform an annual assessment of internal control over financial reporting.  In that act, the management of each state agency bears full responsibility for establishing and maintaining a proper system of internal control.  Each principal executive officer and each principal fiscal officer, the chancellor and the vice chancellor for business & finance respectively at A&T, shall annually certify, in a manner prescribed by the state controller, that the agency has in place a proper system of internal control.

The vice chancellor for business & finance has the responsibility to ensure that the institution makes fiscally responsible and ethical decisions regarding the Auxiliary Services Department at A&T [5].  The auxiliary services at A&T is a visible support unit providing essential services to students, faculty, staff, parents and visitors.  Auxiliary enterprises charge a fee directly related to, although not necessarily equal to, the cost of the goods or services they provide [6].  Auxiliary services self-supporting units are:

  • Dining services, operated by Sodexho,
  • University Bookstore, operated by auxiliary services,
  • Vending machines, operated by Pepsi and Canteen,
  • Aggie OneCard, operated by auxiliary services, and
  • University Ticket Office, operated by auxiliary services.

Auxiliary enterprises must support university programs.

With the oversight and input of A&T's Office of General Counsel, the vice chancellor for business and finance is responsible for signing contracts on behalf of the university for auxiliary services and all other university units.  Third-party contracts are awarded in accordance with applicable laws and rules and based on criteria within the Request for Proposal that allow for the selection of the contractor that will provide the best value to the university [7].  Contracts for goods or services that require a competitive bid in accordance with the rules and regulations set forth by the North Carolina Division of State Purchasing and Contract [8] shall be governed by the standard terms and conditions used in the bidding process in lieu of obtaining the signature of the vice chancellor of business & finance.

Contract administration and oversight for dining services and vending are handled by the administration of auxiliary services.  Contracts for student housing facilities are administered by the executive director of housing and residence life.  Policies and procedures for the University Bookstore are at [9].  Select university committees, such as the Food Service Advisory Committee [10] and the Bookstore Advisory Committee, also provide input and advice relating to auxiliary services.

Supporting Documents

[1] UNC-GA, Code, Section 100.1, Constitutional Establishment

[2]    UNC-GA, Code, Appendix I, Delegation of Duty and Authority to BOT

[3] State Controller, Statutory Responsibilities

[4] NC General Assembly, Chapter 143D, Accountability and Internal Control Act

[5] Auxiliary Services, Business and Finances

[6]    Chart of Accounts, Fund Types,

[7] Policies, Procedures University Contract,

[8]    UNC System, Purchase & Contract

[9]    Policies, Procedures University Bookstore

[10]  Business and Finances, Aggie Food Service Advisory Committee

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Last Updated ( Friday, 29 January 2010 16:23 )
 

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