Establishment of Centres

1. A proposal to establish a centre must include an Academic and Business Plan. The proposal should be prepared by the proponents, with the advice of the Dean or Director and submitted to the University Research or Education Committee on the Dean's recommendation. In the case of Externally-funded centres, this Academic and Business Plan is likely to be a modified version of the plan provided in the initial application to the funding agency.

2. Administrative areas should be consulted as necessary during development of the proposal, (i.e. Local Business Office; Finance and Business Services; Student Administration; Human Resources; Council and Boards Secretariat; Research Office; members of the University Executive).

3. The Academic and Business Plan should include:

• The Title and Classification
• Academic Justification
• Mission and Objectives which are consistent with University and College strategic plans (i.e. including performance targets)
• Staffing (eg size of Centre; proposed appointments; assigning of existing staff; joint arrangements, or affiliate status; supervisory arrangements, as appropriate)
• Student Matters (i.e. outline of award programs to be offered - separate approval of details to be submitted for approval; teaching participation; research supervision; joint arrangements; prescribed authority to be specified - normally Dean/Director; as appropriate)
• Academic Representation (eg membership of Faculty)
• Headship (eg formally appointed Director/Head; honorary headship; rotational arrangements)
• Annual Report (i.e. normally submitted through the Faculty or Research School in which the centre is related);
• Review (refer to 'Review of Centres' below)
• Governance Arrangements (eg lines of responsibility; broad membership and chairmanship of advisory boards/committees and management committees; relationship with existing units, as appropriate)
• Administrative Arrangements (eg accommodation; facilities or equipment requirements; identify SIS, IIT, STS and CIS support requirements)
• Budget: The initial Strategic/Business Plan for a Centre must show a clear and sustainable funding model for the proposed term of the centre. This should include any arrangements agreed for the return of overheads (IGS/RTS/RIBG) to the centre. In-kind contributions in terms of salary support, teaching relief and infrastructure support must also be clearly identified
• Externally-funded centres must also meet external guidelines as specified under the funding contract
• Standing of the centre, i.e. whether or not the centre is to be identified as an AOU, to be decided on the advice of Statistical Services (and, in the case of externally funded centres, the Research Office)

4. The proposal for a Centre is submitted to the University Research or Education Committee on the recommendation of the sponsoring College Dean.  The Executive of other Colleges should have approved the recommendation.

5. The proposal, together with the approval form, should be submitted to the Vice-Chancellor after the Centre is endorsed by either the University Research or Education Committee.

6. Once approved, Statistical Services will record any changes on the University's Academic Organisational Structure, and notify business solutions offices and the areas involved in the proposal.

Review of Centres

7. The review of centres will follow the framework provided in the policy Reviews of Academic and Central Administrative Areas.

8. Centres will be reviewed on their performance and achievement of targets as specified in the Academic and Business Plan.

Closing of Centres

9. Recommendations to disestablish or reconfigure centres, with the exception of Externally-funded centres (with fixed-term funding), should first be discussed with the relevant University Delegate (Dean, Director or Head of an Academic Organisational Unit ) and submitted through the relevant University committee for approval. Note: These will most likely arise through a review. Recommendations to close a University wide centre must be made to the Vice-Chancellor.

10. Notification from an agency that funding of an externally-funded centre will cease must be forwarded to the relevant University delegates and copied to all administrative areas concerned (i.e. Research Office, Statistical Services, Finance and Business Services, Student and Academic Services). The relevant University delegate will report the closure to the University Research or Education Committee where appropriate.

11. The recommendations must specify all the administrative actions required, covering staffing (including students and supervisory arrangements), academic management and accounting, closure and transfer of financial accounts, transfer of resources and appropriate internal and public notification.

Date of Effect

12. Wherever possible, the formal establishment, closure or reconfiguration of a centre will normally take effect from the commencement of a calendar year, (i.e. from 1 January), to facilitate reporting and other system related activities, University publications and so forth. In exceptional circumstances, this can also occur on 1 July in a given year.

13. Proposals need to be raised for approval well in advance of the formal commencement date. It is expected that preparatory activities would be well advanced by the commencement.

14. The establishment and disestablishment of centres will be reported to Council as matters approved under delegation and a register of centres will be maintained by Statistical Services, including the University's website, with support from the Central Research Office and the College Research Offices.