ORGANIZATION AND ADMINISTRATION OF CENTERS AND INSTITUTES AT CSU EAST BAY: POLICIES AND PROCEDURES
Policy Memo AA 04-02 09/20/04 (updated 08/27/07) (updated 01/06/09)
Revised, March 8, 2012, 11-12 CR 2
President approved June 6, 2012
To facilitate the accomplishment of its regular instructional function, the basic administrative organization of the university consists of colleges, departments, and interdisciplinary academic programs. However, there are other appropriate research, creative, and service functions that may be handled better by alternative administrative structures, such as centers or institutes. If center activities result in proposals for new degree or credit bearing courses, the normal process for course development, adoption, and approval should be followed as specified in University
The University has established the following guidelines for the formation, operation, monitoring, review and dissolution of centers, in accordance with Executive Order 751. The term "center" applies to any alternative administrative structure whether the unit is known as a "bureau," "institute," "research station," "field station," or any other preferred terminology. The "appropriate administrator," referred to in these guidelines, is the Associate Vice President of Research and Sponsored Programs, the Dean, or designee.
There are three types of centers:
A center is formed by the development of a charter by interested faculty and administrators and by the ultimate approval of that charter by designated University officers (see Section D). A proposal to form a center should contain the following:
It is recommended that prior to submittal for review in the approval process, that the guidelines provided in Appendix A be reviewed. The guidelines, in a checklist format, will be used by the Committee on Research in reviewing new proposals for Centers and Institutes.
Charter or re-charter proposals will be submitted for review and approval using the following process:
All funds must be received and expended in a manner consistent with the center's charter and with the regulations of the department, college, and university. Funds received in support of all center activities must be deposited in an appropriate university (e.g., CSUEB Educational Foundation for gifts) or CSUEB Foundation account. Implementation of these requirements is the responsibility of the appropriate university administrator. Center directors should provide financial information to the appropriate administrator (or unit financial manager) to allow for the timely preparation of management reports.
Directors must authorize all center expenditures. Collection and expenditure of funds must be handled through and are subject to the rules and regulations of the appropriate university or CSUEB Foundation accounting entity. Centers should provide sufficient resources to offset the costs incurred for center activities, including administrative and overhead costs, in accordance with campus cost recovery policies. Compensation of center directors and the assignment and compensation of faculty and staff supporting centers must be consistent with university policies and procedures.
The appropriate administrator will be responsible for reviewing and approving center activities and written materials to ensure that they:
Center activities that necessitate the formation of an alliance or partnership with an external unit or agency must receive prior approval of the appropriate administrator before such activities are undertaken.
The director shall be responsible for:
Annually by December, the director shall issue a written progress report, including a financial statement of operations for the prior fiscal year. For all centers, the report must be distributed to the advisory group, the appropriate department chairs, the administrator in direct line of authority above the director, and the Associate Vice President of Research and Professional Development.
The advisory group is expected to recommend general guidelines for all center programs and activities as specified in the original approval document for the center. The advisory group is expected to recommend to the director any activities that it determines will benefit the center, the university, or the community. In general, the advisory group will be a resource group to which the director can bring problems for discussion and recommendation.
Centers will be supported from extra-mural sources or through normal university budget processes. Reassigned time for center personnel may be used to the extent it is consistent with University and CSU policies, with the approval of the Dean of the college in which such personnel have their academic appointments, and with further approval of the Dean of the college of which the center is a part, or the Provost and Vice President for Academic Affairs or designee in the case of a university center. All space allocations are subject to review by the appropriate administrative officer.
A center's charter must contain a termination date, which cannot extend beyond June 30 of the fifth year, following its establishment or most recent renewal. In the absence of any action to renew the charter, it will expire on the termination date and its resources will revert to the next largest administrative unit (department for a departmental center, college for a college center, and the Provost and Vice President for Academic Affairs' office for a university center) for appropriate disposition.
Notwithstanding the specified termination date, a center may be dissolved at any time through the same process outlined in Section D above for approvals. In the event a center's operation should become inimical to the interests of the University, the President, after appropriate consultation, may terminate it at any time.
Centers whose charters have expired may not continue activities. Centers seeking recharter must:
Criteria for renewal include evidence relating the extent to which the center fulfilled its original and subsequent objectives, and the extent to which operation of the center has conformed to these guidelines.
An annual review by the Office of the Vice President for Administration and Business Affairs of all non-profit 501(c)(3) organizations, which purport any affiliation with California State University, East Bay will be completed by December of each year. This review will be conducted by using the non-profit organization search features found at Guidestar.com or a similar service. Following this review the Office of the Provost and Vice President for Academic Affairs will be notified of all non-profit organizations that reveal any affiliation with California State University, East Bay.
Organizations using the name or trademark of the university will be required to implement a Memorandum of Agreement with the university detailing specific activity and services, administration and financial resources. All affiliations with non-profit 501(c)(3) organizations will be dissolved if such organizations do not become a campus-sanctioned entity under the provisions of the policy on the organization and administration of centers. Each Dean will be required to certify all non-profit 501(c)(3) organizations and any other enterprise or organization that are affiliated with their college to the Office of the Provost and Vice President for Academic Affairs.
This checklist provides guidance preparing a proposal for a new Center or Institute. The checklist will be used by Committee on Research (CR) in its review of your proposal. Please review the Center and Institute policies and procedures guidelines, which provide more detail on proposal development, so it is in agreement with CSUEB policy.