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Administration & Finance

Policy Number: 103

Policy:Establishment and Periodic Review of Academic Institutes, Bureaus, Centers, Stations, Labs, and Other Similar Entities

Date Adopted: 11/01

Revision Date: 02/05, 02/08, 6/08, 10/13

References: BOR 218

Approved By: Royce C. Engstrom, President


I. SCOPE

This policy governs the establishment and review of academic institutes, bureaus, centers, stations, laboratories, and other similar entities at the University of Montana - Missoula. Procedures to establish a new center and for periodic review of academic institutes, bureaus, centers, stations, laboratories, and other similar entities are given in the procedures section following this policy.

A. Purposes

Such entities exist to provide instruction, scholarship, or service to the university, state, region, or world by:

  1. Focusing attention on an area of strength and/or addressing a critical issue; or
  2. Facilitating collaborative, multi-disciplinary endeavors to combine resources from several programs or institutions to address issues of common interest.

Typically, such entities organize distributed resources in response to identified needs and opportunities to develop new knowledge or serve society.

B. Titles

The nomenclature of these entities has evolved informally.

Institute: A multi-disciplinary entity with responsibility for a variety of independent but related educational, research, and/or creative projects, as opposed to a "program" institute, i.e., an assembly of scholars and students focusing on a unified topic for a limited period of time. An institute subject to this policy has an indefinite duration.

Bureau: An entity with primarily service functions which may include applied research focused on service.

Center: A major entity with a broad portfolio that includes promoting instruction, community service, and research and/or creative activity.

Station: A research entity, established by the Legislature or Board of Regents, with multi-disciplinary and broad research responsibilities.

Laboratory: A multi-disciplinary entity focused on one specific research/creative topic.

Every entity described above and every academic entity that includes one of the following terms: "center," "laboratory," "institute," "station," or "bureau" - in its name, is subject to this Policy.

For subsequent reference in this Policy, the term "center" includes all entities described in the preceding sentence.

II. APPROVAL OF NEW ACADEMIC CENTERS

A. Proposal
A proposal for the creation of a new center may originate from one or more faculty members, Departments, Deans, the Provost, the President, or a source outside the University.

Although they may require initial support from the University, centers should be substantially self-funded. Careful consideration will be given to the formation of any Center with few prospects of external, sustainable funding.

B. Review and Approval Process
A new proposal initially goes to the Provost who, in turn, shall submit copies to the President, appropriate administrators, and organizations for review and comment, including:

  1. The Dean or Deans of the Colleges and Schools most affected by the proposed Center, other Academic Officers, the Vice President for Research and Creative Scholarship, the Chief Information Officer, the Dean of Libraries, and others as appropriate in the opinion of the Provost, and
  2. The Faculty Senate through its Chair, who in turn shall distribute it to ECOS and other committees. The Faculty Senate shall vote to approve or reject the proposal.
  3. The Provost shall provide a written rationale for a recommendation of approval or rejection of the proposed Center to the President, referencing the vote of the Senate.
  4. The President shall consider all recommendations and provide a written explanation of the decision to the Provost and the Faculty Senate.
  5. If the President approves, the proposal will go to the Board of Regents for final authorization. (See Montana Board of Regents Policy and Procedure Manual, 218, Institutional Organizations).

III. PERIODIC REVIEW OF CENTERS

All centers established prior to the date of this policy are subject to periodic review. Every five years, the Director (or other appropriate lead manager) of every center shall prepare and submit a written report on the current operations of the Center. The report shall take the form found in the procedures section at the end of this policy.

B. Review and Approval Process

The Center Director (or other appropriate lead manager) shall submit the report to the Provost who, in turn, shall submit copies to the President and the following people and organizations for review and comment:

  1. The Dean or Deans of the Colleges and Schools most affected by the Center, the Chief Information Officer, the Vice President for Research and Creative Scholarship, the Dean of Libraries, the Dean of the Graduate School, and other Academic Officers, who shall submit responses to the Provost, as appropriate.
  2. External reviewer(s) with appropriate expertise and not affiliated with the Center. The external reviewer shall submit a report to the Provost, who will provide a copy to ECOS. The external report may be used by ECOS to prepare a written recommendation.
  3. The Faculty Senate through its Chair. ECOS and other Faculty Senate Committees, as appropriate, shall review Center reports and prepare a written recommendation. The recommendation shall be voted on by the Faculty Senate in support of or against continuation of the Center. To avoid conflict of interest, any member of ECOS affiliated with the Center or its primary academic home is prohibited from participating in the preparation of the recommendation.
  4. The Provost shall provide a written recommendation to the President for or against continuation of the Center, referencing the vote of the Senate and after consultation with the Center Director.
  5. The President shall consider all recommendations and provide a written explanation of the final decision to the Provost and the Faculty Senate for implementation.

PROCEDURES

Guidelines for the proposal for the Establishment of a New Center:

  1. Identify the Center’s purpose.
  2. State the Center's objectives.
  3. Describe the Center's anticipated activities and expectations of productivity.
    1. Expectations of productivity for Center personnel with departmental affiliations will be the unit standards of the respective academic unit.
    2. Expectations of productivity for Center personnel without a departmental affiliation should be based on the unit standards of the most relevant academic unit, which should be identified in the proposal.
  4. Identify all agencies, organizations, and institutions involved, including advisory council information.
  5. Identify the organization's reporting line within the University.
  6. Describe the relationship to the university’s Strategic Plan, including the Departments involved, and indicate how the Center will contribute to the academic programs of the University with respect to teaching, research, and service, whichever apply.
  7. Describe any similar programs in Montana and the surrounding region; and
  8. Provide a budget for first five years, using the Center Review Budget Form.
    1. Identify faculty and staff requirements, including:
    2. The names of current faculty involved with the Center and the percentage of their professional time devoted to the Center;
    3. The need and cost for new faculty during the first five years of the Center's existence, including special qualifications and training; and
    4. The need and cost for support personnel and any other personnel (i.e., graduate assistants);
    5. Identify the Center's library needs, telecommunication and computing needs, other equipment needs, and facility and space needs; and
    6. Identify the sources of funding to support the Center for the first five years of its operations.
  9. Provide a plan for sustainability after the initial five-year period.

Guidelines for the Center Review Report:
Every five years, the Director (or other appropriate lead manager) of every center will prepare and submit a written report on the current operations of the center addressing the following items:

  1. Identify the Center's purpose;
    1. If the purpose has changed since the last review, explain why it has changed;
  2. State the Center's objectives,
    1. If the objectives have changed, explain why they have changed;
  3. Describe the Center's activities, including any activities undertaken as a consequence of prior review;
  4. Identify all agencies, organizations, and institutions involved, including advisory council information;
  5. Identify the Center's reporting line within the university;
  6. Describe the relationship to the university’s Strategic Plan and how the Center contributes to the academic programs of the University;
  7. Describe the relationship between Center personnel and the academic units to which they are connected with respect to teaching, research, and service, whichever apply;
  8. Describe the center's productivity in comparison to the research performance of the most relevant academic unit;
  9. Describe the mechanism for performance review and salary calculations of personnel, if different from University procedures;
  10. Describe other similar programs in Montana and the surrounding region.
  11. Identify the Center's library needs, telecommunication and computing needs, other equipment needs, facility, and space needs;
  12. Provide a budget using the Center Review Budget Form;
    1. Identify faculty and staff requirements, including:
      1. The names of current faculty involved with the Center and the percentage of their professional time devoted to the Center;
      2. The need and cost for new faculty over the next five years of the Center's existence, including special qualifications and training; and
      3. The cost for support personnel or other personnel and the anticipated personnel expenditures for the next five years;
    2. Estimate of costs to satisfy library, information technology, equipment, facility, and space needs for the next five years;
    3. Identify the sources of funding to support the Center currently and the anticipated sources of funding for the next five years.

Administration & Finance

The University of Montana-Missoula

University Hall 126

406.243.4676 / fax: 406.243.5537

Carol.Buerman@umontana.edu