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CILs Policies and Procedures

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'Centers/Institutes' refers to the units that have been formally authorized by ... Example: an institute may create centers as separate units within its ... – PowerPoint PPT presentation

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Title: CILs Policies and Procedures


1
CILs Policies and Procedures
  • Patty Davis
  • Coordinator of
  • Centers, Institutes
  • and Laboratories

2
  • What are UNC Centers/Institutes?
  • Centers/Institutes" refers to the units that
    have been formally authorized by the University
    of North Carolina (UNC) Board of Governors under
    the procedures outlined in Chapter 1200.6R in
    the UNC Policy Manual (Formerly Memorandum 373)
    Policies and Procedures for Planning,
    Establishing, and Reviewing Centers and
    Institutes in The University of North Carolina

3
  • UNC Centers Defined
  • Institutes Versus Centers
  • For the purposes of classification within UNC,
    there is no technical distinction made between
    the terms Institute" and Center." In practice,
    an Institute" frequently refers to an activity
    with a broader scope than a Center." Example an
    institute may create centers as separate units
    within its administrative structure.

4
  • UNC Centers Defined
  • Research Center/Institute
  • Public Service Center/Institute
  • Instructional Center/Institute
  • Laboratory
  • Membership Centers/Institutes

5
  • UNC Centers Defined
  • Institutional Versus Inter-institutional
    Centers/Institutes
  • Institutional Centers/Institutes
  • Inter-institutional Centers/Institutes

6
  • UNC Centers Defined
  • Inter-institutional Centers/Institutes
  • If an existing Institutional Center/Institute
    wishes to expand its scope by serving as the
    administrative unit for an Inter-institutional
    Center/Institute, a request for authorization to
    establish should be submitted. The request should
    address the impact of the proposed change to
    Inter-institutional status.

7
  • What do UNC Centers/Institutes do?
  • Multidisciplinary University programs of
    research, instruction or public service
  • Provide undergraduate, graduate, and postdoctoral
    students with research opportunities, facilities,
    and assistance
  • Impact on the economic development of the state
  • Engage in partnerships with external
    organizations

8
  • What do UNC Centers/Institutes do?
  • Must avoid unnecessary duplication within UNC
    System
  • May be funded from state appropriations or
    extramural funds
  • Expected to demonstrate strong non-state support
    to justify its establishment and continuing
    operation

9
  • Authority and Lines of Responsibility
  • Centers/Institutes are established or
    discontinued by the Board of Governors, acting
    upon recommendation of the President who shall
    seek the advice of the Chancellor(s) of the
    constituent institution(s) involved.

10
  • Authority and Lines of Responsibility
  • Institutional Centers/Institutes
  • Responsible to the Chancellor or his/her designee
  • At NCSU, the Chancellors authorities have been
    delegated to the Vice Chancellor for Research and
    Graduate Studies
  • Directors of an Institutional Center/Institute
    are appointed by the Chancellor

11
  • Authority and Lines of Responsibility
  • Institutional Centers/Institutes
  • If the Director's position is that of a senior
    administrator, the Director is nominated by the
    Chancellor for appointment by the President and
    the Board of Governors
  • If a faculty appointment is involved, follow
    regular procedures
  • Assoc./Assist. Directors are appointed by the
    Director, subject to approval of the Chancellor
    or his/her designee.

12
  • Authority and Lines of Responsibility
  • Inter-institutional Centers/Institutes
  • Responsible to the President for matters of
    general policy and inter-campus coordination
  • Reports through the Chancellor
  • Director of an Inter-institutional
    Center/Institute is responsible to the Chancellor
    or his/her designee, of that constituent
    institution

13
  • Authority and Lines of Responsibility
  • Inter-institutional Centers/Institutes
  • Director is appointed by the Board of Governors,
    upon recommendation of the President.
  • Search committee for the Director is appointed by
    the President
  • Recommendations from the Vice President for
    Research and Sponsored Programs and the
    Chancellor or his/her designee.

14
  • Authority and Lines of Responsibility
  • Inter-institutional Centers/Institutes
  • If a faculty appointment is involved for the
    Director, the regular procedures for faculty
    appointments also are followed.
  • Associate or Assistant Directors are appointed by
    the Director, subject to the approval of the
    Chancellor on whose campus the appointees will
    serve.

15
  • Authority and Lines of Responsibility
  • Procedures for Change in Name of a
  • Previously Established Center/Institute
  • A simple change in the name does not require
    Board approval
  • Should be reported in writing by the Chancellor
    or his/her designee to the President
  • Copy to the Vice President for Research and
    Sponsored Programs

16
  • Periodic Institutional Review of
    Centers/Institutes
  • Chancellors shall establish mechanisms and
    schedules for periodic review and evaluation of
    all Centers/Institutes housed or administered by
    their respective institutions.
  • Reviews should result in recommendations
    regarding continuance of the unit.

17
  • Periodic Institutional Review of
    Centers/Institutes
  • Particular attention should be paid to the
    relationship between the objectives of the
    Center/Institute and the mission of the
    institution.
  • Other important criteria in internal or
    external evaluations should include the
    following

18
  • Periodic Institutional Review of
    Centers/Institutes
  • Is current funding of the unit sufficient to
    continue its operation?
  • If the unit was originally given start-up funds
    from the University or other granting agencies,
    has it been able to attract sufficient external
    funds to continue without major additional
    Institutional support?

19
  • Periodic Institutional Review of
    Centers/Institutes
  • Are the units stated goals and objectives being
    met?
  • Are the support and training of students
    consistent with the units stated goals and
    objectives?
  • Are the quality and quantity of scholarly
    activity by faculty, professional staff, and
    students reflected in the units output?

20
  • Periodic Institutional Review of
    Centers/Institutes
  • Do current operations duplicate the efforts of
    other units?
  • Do financial audits and professional evaluations
    demonstrate that the unit is being managed
    appropriately?
  • Are the facilities required for continued
    operation of the unit adequate?
  • Are the units clients being served?

21
  • Procedures for Submission of Reports to UNC
    Office of the President
  • In addition to the Institutional Reviews,
    Chapter 1200.6R in the UNC Policy Manual
    Regarding Policies and Procedures for Planning,
    Establishing, and Reviewing Centers and
    Institutes specifies that the director of each
    Center/Institute shall prepare a routine status
    report to be submitted to the President by the
    appropriate Chancellor or his/her designee.

22
  • Procedures for Submission of Reports to UNC
    Office of the President
  • The status report provides summary information
    following the format shown in Appendix 1 of
    Chapter 1200.6R (Formerly Administrative
    Memorandum 373) and includes quantitative data
    for the most recent fiscal year (7/1/01-6/30/02).
    The report is prepared as part of each general
    update of the Long-Range Plan of the University
    carried out every two years.

23
  • Procedures for Submission of Reports to UNC
    Office of the President
  • For each Long-Range Plan update, institutions
    also must indicate the status of proposed new
    Centers/Institutes for which planning
    authorization has been granted previously. The
    institution must specify
  • that reconfirmation is requested, including the
    estimated date for submitting the request to
    establish, or
  • that the planning request is withdrawn

24
  • Procedures for Submission of Reports to UNC
    Office of the President
  • The Administrative unit for an Inter-institutional
    Center/Institute is responsible for submitting
    its reports
  • Major proposed changes in budget, administration,
    mission/goals may require formal approval by the
    Board
  • Centers/Institutes proposing discontinuation for
    consideration by the Board complete only Sections
    I, II, and X

25
  • Procedures for Submission of Reports to UNC
    Office of the President
  • UNC OP has developed direct electronic
    reporting procedures, including the use of World
    Wide Web based templates to collect data and to
    facilitate the submission and processing of
    routine status reports for existing
    Centers/Institutes.

26
  • http//www4.ga.unc.edu/ci/statusReporting.html
  • This website will be activated for Center/
    Institute Director access after March 1, 2003 and
    is closed mid April 2003.
  • Note these functions require passwords are are
  • not designed for public access.

27
  • Director's Center/Institute Update Login  
  • To update a center, please enter its
    password
  • and click "Login. Password
  • Note these functions require passwords that
    are sent to each director. This area is not
    designed forpublic access. If you cannot access a
    center/institute, and feel you should be able to,
    contact Ms. Bibby Moore, Adm. Assistant to Dr.
    Russ Lea, Vice President, Office of Research and
    Sponsored Programs (919/962-4623)
  • or bmoore_at_northcarolina.edu.

28
  • Richard Best and I have been working to
    provide our directors at NC State University with
    data field definitions for this years report.
    These will be posted on the Centers, Institutes
    and Laboratories website.
  • http//www.ncsu.edu/sparcs/centers/
  • As a result, we will be working closely with
    the CILs and colleges accounting staff to
    verify all financial data submitted.

29
  • After updates are completed,
    Center/Institute Directors submit their center
    information electronically to UNC Office of the
    President (UNC-OP).
  • UNC-OP compiles the information and, once
    all the centers that an institution administrates
    have submitted information, notifies the
    corresponding Chief Academic Officer (CAO). Our
    CAO at NC State University is Richard Best.

30
  • Chief Academic Officers review and give final
    approval of the information for centers they
    administrate. Should they direct the
    Center/Institute Director to make changes, the
    process begins again with the Center/Institute
    Director and requires resubmission.
  • We have only one month to complete this
    process.

31
  • CAO-approved center information
  • is forwarded to UNC-OP, from which a
    summary report is made to the
  • Board of Governors (BOG).

32
  • Selected, publicly relevant, BOG-approved
    center information is then "activated" for public
    access via the web.
  • http//www4.ga.unc.edu/ci/curListing.taf

33
  • Procedures for Discontinuation of a
    Center/Institute
  • When an institution decides to discontinue a
    Center/Institute, the Chancellor will forward a
    written request to the President, with a copy to
    the Vice President for Research and Sponsored
    Programs.

34
  • Procedures for Discontinuation of a
    Center/Institute
  • After considering the recommendations of the
    Chancellor and the Vice President for Research
    and Sponsored Programs, the President is
    responsible for recommending discontinuation by
    the Board. The Committee on Educational Planning.
    Policies, and Programs has the final authority
    for approving discontinuation.

35
  • Procedures for Discontinuation Phase-out of a
    Center/Institute
  • Time to permit an orderly termination or transfer
    of contractual obligations
  • Time to allow an effort to find alternative
    employment for full-time staff
  • No more than one year after the end of the
    academic year in which final approval is given to
    discontinue the unit

36
  • Exceptions - Exemption
  • NC Agricultural Research Service
  • NC Cooperative Extension Service
  • Area Health Education Center Program
  • UNC Center for Public Television and public radio
    stations housed at the constituent institutions
  • Any other exceptions or modifications must be
    approved by the President, based on written
    request from the Chancellor.

37
  • Inventory of Existing Centers/Institutes
  • Available upon request from
  • Dr. Russ Lea, Vice President for Research and
    Sponsored Programs
  • Phone (919) 962-4619
  • e-mail rlea_at_northcarolina.edu
  • URL UNC Centers/Institutes
  • (http//www.northcarolina.edu/aa/research/resea
    rch.cfm)
  • includes a copy of these policies and
    procedures.
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