Partnerships, Centers/Institutes, and Related Arrangements Policy

Policy Statement

This policy describes the process for creating the administrative structure of centers or institutes in support of the academic mission of SUNY Brockport, given that discipline-based departments are the principal administrative units carrying this mission that includes teaching/learning, scholarship/creative work, and service. To create centers or institutes, the chair of a department, a committee, a task force, or an individual must submit a proposal for review and approval by the President.

Purpose/Scope

To fulfill the teaching/learning, scholarship/artistic, and community engagement objectives, the university is actively involved in mutually beneficial partnerships or arrangements with a broad range of public and private external entities. Pursuing, developing, and/or expanding certain partnerships, cooperative programs, contractual arrangements, and scholarly/creative work with external entities may require an administrative structure different from that of discipline-based departments or other administrative units. The establishment of centers and/or institutes with appropriate and flexible organizational structures can strengthen and enrich the activities of faculty, staff, and students.

Applicability

This policy applies to all faculty, staff, and administrators of SUNY Brockport who may interact or form partnerships with external entities that lead to the creation of a center or institute.

Definitions

Center — A center is an organized unit that sponsors, coordinates, and/or promotes research, training, instruction, and/or community service in support of the mission of the University without duplicating or competing with existing entities.

Institute — An institute is an organized unit that is created and governed jointly by two or more entities of the University, such as colleges, schools, and departments, to:

1. sponsor, coordinate, and promote research, training, instruction, and/or community service, and
2. enhance by collaboration the University’s strength in specific areas without duplicating, overlapping with, or subsuming the work of existing units, including institutes.

Policy Procedures

A. PRE-PROPOSAL: The chair of a department, committee, task force, or any other member of the university community desirous of creating a center or institute is encouraged to first meet with their Vice President to discuss the plans.

B. FORMAL PROPOSAL: A formal proposal for establishing a center or an institute must be submitted to the appropriate Vice President for consideration, and must include the following elements:
• Statement of need, purpose, and scope of operations.
• Description of partnership, including an account of how the partnership will meet the stated need.
• Statement of the relationship between the outside entity/entities and the university, as outlined in the agreement/contract between the parties involved.
• Identification of personnel and/or departments.
• Delineation of responsibilities of the university and other involved parties.
• Estimates of fiscal, space, and equipment needs, and description of how these needs will be met.
• Work plan and budget for three years, including the sources of fiscal commitments.
• Description of the administrative structure and the lines of responsibility.
• Assurance that the proposed center or institute will not duplicate, substantially overlap, or subsume the work of an existing entity.
• Assurance that the center or institute will abide by all pertinent rules and regulations of SUNY Brockport and its divisions.

C. REVIEW: The appropriate Vice President will determine which departments or parties need to be involved in the review process and will consult with those departmental offices or parties. Such offices may include, but are not limited to: Administration and Finance, Advancement and Communications, Brockport University Senate, the Center for Global Education and Engagement, and the Center for Graduate Studies.

D. APPROVAL: The appropriate Vice President will provide a recommendation for the establishment of the center or institute to the President, based on input received. Approval by the President is required to establish the center or institute and to authorize the commencement of related activities and programs.
• Each center or institute must submit an annual report of their activities and achievements to the supervisor for review.

E. EVALUATION: Each newly established center or institute will be evaluated within three years. Thereafter, each center or institute will be evaluated no less frequently than every six years. The Office of Accountability and Assessment will establish a committee to determine if the center or institute is meeting its objectives and continuing to support the University mission or to recommend its discontinuation.

Links to Related Procedures and Information

There are no links for this policy at this time.

Contact Information

Office of the President

History (in descending order)

Approval

This policy was approved by President’s Cabinet on 2025-03-20