Code of Conduct in Using Aalborg University Resources

Content

Aalborg University is subject to a legal administrative principle of sound financial management. This is important for the university when it makes decisions on the use of its financial resources; it is also important for the way individual staff members conduct themselves in using the university's resources.

What is sound financial management?

As a self-governing state institution, Aalborg University is subject to legal administrative principles and thus also a requirement of sound financial management. This requirement means that the university must use its resources for their intended purposes and exhibit the necessary financial considerations in our management of expenditures and revenue.

In practice, this means that the university must use its financial resources as effectively as possible on the business of running the university, i.e., providing research-based education, conducting research, engaging in knowledge-based cooperation and dissemination of research results. In addition, the university must avoid unnecessary expenditures.

We must act in a financially sound manner, in terms of both funding from the state and from other sources. Our own financial interests or other considerations that are not relevant to the university must not affect our actions.

You can learn more about sound financial management in Chapter 9 of Code of Conduct in the Public Sector.

What does sound financial management mean for the individual staff member?

All staff members have a responsibility to comply with university rules on sound financial management. This applies when staff members are involved in procuring and disposing of resources, as well as in relation to staff members’ use of university resources. In these circumstances, we must act in a financially sound manner and ensure that we always live up to the trust we desire from the wider society.

The requirement means that the university's resources may only be used to solve the university's tasks. Therefore, staff members may not use the university's resources for private use or in connection with a sideline occupation, unless this is expressly stated in one of the university's policies or rules. 

The requirement also means that we must always consider whether a procurement is necessary to run the university, as well as make sure that procurement takes place within the framework of procurement policy.

The requirement also means that objects must be disposed of in accordance with university rules and in a financially sound manner – and any sales must be made at market value. Given that resources may only be used for university tasks, staff members must not take ownership of used equipment and furniture, whether or not it has economic value.

All staff members in management roles have a special responsibility to see that Aalborg University meets the requirement of sound financial management, as well as serving as clear, positive role models.

If you are unsure about how to handle a specific situation, discuss this with your manager.

Origin, background and history

The rules were drawn up by the HR department and the Finance and Accounts Department. The rules were approved by the Rector on februar. 

Purpose and delimitation

The purpose of the rules is to elaborate on the legal administrative principle of sound financial management

Overall framework

You can learn more in Chapter 9 of Code of Conduct in the Public Sector. 

Contact and responsibility

For questions about the rules, contact Dorte Hollensen, HR department.

Attachment

You can read more here: Good advice in using university resources.