University Business Policies and Procedures Manual

2020
CONFERENCES
Effective Date: September 1, 1998
Subject to Change Without Notice
Revised: 07/01/02

1. General

Conferences serve various purposes including disseminating research results and new ideas, assisting with problem solving and decision making, providing an environment for fellow professionals to interact and share ideas, and conducting continuing professional education. For the purposes of this policy, the term conferences includes symposiums, workshops, and other similar programs for which faculty or staff have volunteered to host or assist in the planning for such events on campus or in New Mexico that are not part of the University's academic credit program. A well organized and conducted conference creates a positive image for the University, the city, and the state. Faculty and staff are encouraged to invite their professional organizations to meet in Albuquerque and use University facilities.

To assist faculty and staff with conferences, this policy provides information on related services offered by University departments and includes guidance for preparing budgets, processing and accounting for conference receipts and payments, accommodating individuals with disabilities, and providing professional education certification. Section 2. of this policy describes the various services that are available to faculty and staff to assist in planning and conducting conferences irrespective of the source of funding for the conference. Section 3. of this policy outlines the policies and procedures that are applicable if any portion of the conference is supported with University funds, resources, and/or a contract or grant.

2. Conference Services

There are a number of University departments that can assist with planning and hosting conferences. Early consultation with the various service departments can significantly enhance the quality of the conference and minimize last minute problems. There may be a charge for the service(s) provided if there are costs associated with the requested service(s).

2.1. Conference Management

Conference management assistance and/or management services are available from the Housing and Food Services Conference Center (277-5896), Continuing Education (277-5984), Continuing Medical Education (272-6600), NM Student Union (277-2331), and Meetings Services, Industrial Security Department (272-7214).

2.2. Budget Development

The Budget Office (277-6465) and/or the applicable accounting office can assist with the development of a conference budget. A budget ensures efficient and effective financial management and should include projected revenues from all sources, fixed costs such as facility rental and speaker fees, variable costs such as food, beverages, transportation, parking, participant materials, and indirect costs such as administrative/clerical support and supplies. The budget should also include costs for complying with the Americans With Disabilities Act (see Section 2.9. herein for details).

2.3. Contract and Grant Funding

To assist in funding a conference, contracts and grants may be solicited. The Office of Research Services can assist with proposal preparation. Proposals must identify all projected sources of funds for the conference and include the allowable indirect cost rate. Conferences funded by a contract or grant are subject to Office of Management and Budget (OMB) Circular A-21, "Principles for Determining Costs Applicable to Grants, Contracts, and Other Agreements with Educational Institutions." Also, the granting agency may place additional restrictions on the types of expenditures allowed. Registration fees will generally be considered program income subject to grant restrictions. All proposals for external contract or grant funding must be submitted to the Office of Research Services for review prior to submission to the funding agency.

2.4. Receipts and Expenses

The Bursar's Office (277-5363) can provide assistance with processing credit card payments, invoicing purchase orders, and processing refunds. The Controller's Office can assist with processing disbursements and generating financial reports.

2.5. Speaker Honoraria

If a speaker or other individual is to receive an honorarium, accounting approval should be obtained in advance so that a check can be given to the speaker/individual at the conference. Recipients should be informed of University, state, and federal payment limitations. Refer to "Honorarium Payments" Policy 2170, UBP.

2.6. Meeting Spaces

Assistance in scheduling classrooms, lecture halls, and laboratories is available from the Registrar's Scheduling Office (277-4336), Continuing Education (277-5984), the NM Student Union (277-2331), and the Science and Technology Research Park's facility manager (272-7313). The University has a large number of meeting spaces that can be scheduled for conferences, although availability will be influenced by the dates/times needed. During the academic year most of the on-campus classroom spaces are committed to academic programs. Meeting spaces are available throughout the year in the UNM Continuing Education facilities and the Student Union Building. Also the Science and Technology Research Park has excellent meeting rooms that can be scheduled through the Park's Facilities Management Office.

2.7. Parking and Transportation Services

Assistance with parking and transportation for on-campus events is available from Parking and Transportation Services (277-3729). Contact Parking and Transportation Services early so special arrangements can be made both for on-campus parking and for transportation of conference participants. Use of transportation services is strongly recommended if meetings are scheduled on-campus during the academic year.

 2.8. Food Services

Food service assistance is available from NM Student Union Catering Services (277-2331) and La Posada Food Services (277-4707). The University Hospital Food and Nutrition and the Dietary Department (272-2224) of Children's Psychiatric Hospital/Mental Health Center can provide food service assistance for conferences on the North Campus.

2.9. ADA Accommodations

Guidance on accommodating individuals with disabilities is available from the Office of Equal Opportunity (277-5251). The Americans With Disabilities Act (ADA) requires equal opportunity for people with disabilities to participate in activities, benefits, and services, including conferences, provided by the University. To help determine in advance what services will be needed, include a question on the registration form asking participants to indicate what, if any, special services they need. All information provided is confidential. The Office of Equal Opportunity can provide assistance in arranging for any necessary accommodations such as sign-language interpreters, note-takers, large print materials, sighted guides, and transportation. Typical requests such as basic wheelchair accessibility and dietary adjustments can be planned for and provided when requested. Expenses associated with ADA accommodations are paid by the organization putting on the conference.

2.10. Media/Audio Visual Support

University Media Technology Services (277-6151) can assist in planning and supporting the media/audio visual needs of conferences. Media equipment and technical support are available at discounted rates for University-sponsored functions.

2.11. Computing and Networking Services

The University Computer and Information Resources and Technology (CIRT) division can provide conferences with computing and networking capabilities for attendees. Conference needs must be brought to CIRT's attention early in the planning stage so that they may accommodate conference attendees while still serving their primary customers. Call CIRT's Pod management at 277-8080 or 277-8079 for more information, or to arrange for services.

2.12. Johnson Center

Conference participants can use recreational space and services at Johnson Center for a fee, if such participation is arranged in advance. Contact the Recreational Services office in Johnson Center (277-4347) for more information.

2.13. Urgent or Emergency Healthcare

For conferences held on the University campus, it would be helpful to notify the University Student Health Center of the conference name, date, and number of participants. If there is a need for urgent or emergency medical care, the Student Health Center can provide such care. If the participants are to be on campus for seven (7) days or more, include a list of names and social security numbers.

2.14. Professional Education Certification

One goal of many conferences is to provide continuing professional education to participants. In some cases a conference can be accredited through a professional organization to award continuing professional education. These organizations have specific requirements that must be met, so accreditation should be pursued as soon as possible in the conference planning. Professional education certification assistance is available from:

• The University Continuing Education Department (277-2527) can assist in issuing continuing education unit (CEU) credit. One (1) CEU is defined as ten (10) contact hours of full participation in an organized continuing education experience under appropriate sponsorship, capable direction, and qualified instruction.
  
• The Office of Continuing Medical Education (CME) (272-6600) is accredited by the Accreditation Council for Continuing Medical Education to sponsor continuing medical education for physicians. The Office of CME is also accredited by the New Mexico Nurses' Association as a provider of continuing nursing education.
• The College of Pharmacy (272-3125) has accredited continuing education programs

2.15. Purchasing

The University Purchasing Department (272-2036) can assist with the procurement of goods and/or services, including contracts for hotels.

2.16. Risk Management

The University Risk Management Department (277-9790) can provide assistance in identifying insurance and indemnification requirements.

2.17. Promotional Materials

The University Public Affairs Department (277-5813) can assist with press releases, public service announcements, and media interviews if the conference is hosted by the University. If promotional materials are going to use the University's name and/or logo, the University Publications Office (277-4957) can help departments follow University standards. Information about events, museums, local attractions, and general information about Albuquerque and New Mexico is available from the UNM Visitor Information Center (277-1989). Meetings Services, Industrial Security Department (272-7214) can assist with the writing, editing, development, and production of conference materials. UNM Printing Services can assist with printing needs.

2.18. International Visitors

Visa assistance for international visitors is available at the University International Programs & Studies office (277-4032). In some cases international visitors require specific documentation which may not be available immediately, so allow adequate time to ensure the visitor receives the documentation in time to obtain the visa. If an international visitor is being paid a stipend or honorarium from University funds, he or she may be subject to special income tax withholding. The University Taxation Department (277-0213) can assist with applicable income tax regulations governing such payments. These regulations vary according to the visitor's country. Consulting with the Taxation Department before making a commitment will enable the conference to plan for withholding and avoid problems for the visitor.

2.19. Youth Participants

The Conference Guest Services (277-5896) division of University Housing and Food Services publishes a pamphlet Guidelines for Chaperones and Coaches which describes University guidelines for conferences with youth participants. It is important that conferences with participants under eighteen (18) have procedures that ensure proper supervision for youth participants.

2.20. Materials Presented at Conferences

Copyright in materials presented at conferences may be either owned by the presenter, presenter's employer, or publishers. These materials cannot be published, duplicated, or distributed by others without the copyright owner's permission. Only those materials for which the presenter can grant the University the right to display, publish, duplicate, distribute, and prepare derivative works may be included in a compendium of materials presented at the conference and duplicated and distributed by the University. The University Patent Administration Office (277-7646) can assist with questions regarding copyrights.

If a grant or sponsor is helping fund the conference and a fee is charged for published materials, the Office of Research Services can help determine if the grantor or sponsor has a right to a portion of such income.

2.21. Privacy

Educational records cannot be released to individuals or groups outside the University without the written consent of the student except in circumstances covered under the Family Educational Rights and Privacy Act. Depending on the circumstances, a conference roster could be determined to be an educational record and distribution prohibited. If a conference wishes to distribute a conference roster, the conference registration materials should state in writing that participants may request that their names not be included in the conference roster.

3. Conferences Supported with University Funds and/or a Contract or Grant

In addition to the various requirements described in the above subsections, conferences funded either partially or fully with University funds, which include contract and grant funds, are subject to all University policies including those listed in Section 3.2. herein and applicable contract or grant regulations.

3.1. Receipts and Expenditures

Receipts from University funded conferences, including revenue from participants, grants, and sponsors, are deposited in a University bank account. Outside bank accounts are prohibited. Receipts and payments for University funded conferences, including those funded by contracts and grants, are recorded on the University's financial reporting system (FRS). The Controller's Office will assist with establishing a FRS account to receipt all revenue and disburse funds.

The University Bursar's Office (277-5363) can provide assistance with processing credit card payments, invoicing purchase orders, and processing refunds. The University grants significant flexibility in expenditures of conference revenues, particularly when the conference is supported primarily from participant registration fees. If a contract or grant is funding part of a conference, procedures for covering losses and distribution of excess revenue should be determined in consultation with the Contract and Grant Accounting Office.

3.2. Applicable Policies

"University External Graphic Identification Standards" Policy 1010, UBP
"Contracts Signature Authority and Review" Policy 2010, UBP
"Use of Alcohol on University Property" Policy 2140, UBP
"Sponsorship by Alcohol Beverage Companies" Policy 2150, UBP
"Honorarium Payments" Policy 2170, UBP
"Allowable and Unallowable Expenditures" Policy 4000, UBP
"Purchasing Goods Off Campus" Policy 4320, UBP
"Purchasing Professional Services from Independent Contractors" Policy 4325, UBP
"Receiving and Paying for Off Campus Purchases" Policy 4370, UBP
"Cash Management" Policy 7200, UBP

Comments may be sent to UBPPM@UNM.edu
http://www.unm.edu/~ubppm