Purpose

To provide a framework for the establishment, review and closure of Centres at Memorial University.

Scope

All organized, non-incorporated entities using the Memorial University name or inferring a relationship with Memorial University.

Definitions

Centres: In the context of this policy “Centre” includes distinguished groups, centres, institutes, centres-of-excellence and similar organizational constructs that are not separately incorporated (and therefore covered by the Affiliations section of the Act) and evoke a specific association with Memorial University. Cases in which the word “centre” is solely applied to a building or physical space are excluded from this policy. Similarly, operating units (e.g. those established by Senior Leadership, funded entirely through the operating budget of the University, a permanent presence, and integrated with ongoing operations at the university) that contain the word “Centre” in their title are excluded from this policy. A list of these entities excluded from this policy is referenced in the related documents section.

Vice-President of Record: The Vice-President whose portfolio focus aligns with the purpose of the Centre and who will be responsible for the oversight and review of the Centre under consideration. The Vice-President of Record will normally be selected from among the Vice-President (Academic), Vice-President (Research), Vice-President (Indigenous), and Vice-President (Administration, Finance and Advancement). The Vice- President of Record will be assigned by the President’s Advisory Team upon receipt of the proposal to establish a Centre, and will work jointly with campus leaders for the Grenfell Campus, Marine Institute Campus and Labrador Institute Campus for oversight of Centres on those campuses.

President’s Advisory Team (PAT): The senior administrative committee of the University. It is a decision-making body with responsibility for pan-university operations and affairs, for matters that cross over vice-presidential portfolios, and for making recommendations to the President on matters within their sole authority.

University: Memorial University of Newfoundland and Labrador.

Act: the Memorial University of Newfoundland Act RSNL 1990 c. M-7, as amended.

Policy

Memorial University encourages the development of Centres that have the potential to enhance the reputation and support the core mission of the University: the pursuit and dissemination of knowledge.

This policy intends to further protect the reputation, finances, and efficient function of the University by overseeing Centres that identify with the Institution. Specifically, this policy establishes requirements for the creation, operation, and closure of such entities.

• Centres are granted status exclusively by the Board of Regents.
• Centres will report their activities annually and will reapply for continuance every five years.

Further key aspects of this policy are as follows:

1. Only approved Centres may share the University identity, further details regarding the use of the University identity can be found in the Visual Identity policy. Approval is granted exclusively by the Board of Regents and the Board requires recommendations from the Senate and from President’s Advisory Team to consider establishing a Centre.
   • This requirement is supported by the Memorial University Act that protects the identity of the university by restricting associative identification to those internal or external entities (groups, faculties, institutes,…) approved by the Board of Regents.
2. All Centres at the University are subject to this policy even if they pre-date this policy. Organizations may not claim to be Centres at the University or avail of any benefits relating to Centre status (opportunities for funding, space, formal association, etc.) if they have not completed the Procedure for Establishing Centres. A list of entities excluded from this policy is referenced in the related documents section.
3. Intended impact: Reputational and financial risk management for the Institution permitting intellectual collaboration beyond established organizational structures through the creation of Institutes and Centres dedicated to particular academic purposes.
4. The process of establishing a Centre requires multi-level endorsement. This includes Unit Heads, Deans, Senate, President’s Advisory Team as appropriate for each Centre. See procedure for the Establishment, Review and Closure of University Centres.
5. Every Centre within the scope of this policy requires the endorsement of President’s Advisory Team. The President’s Advisory Team will bring the application to the University Planning and Budget Committee of Senate (PBC) for review and to the Board of Regents for approval.
6. Centres whose activities reach beyond their faculty/school will provide annual reporting directly to the appropriate Vice-President of Record (or designate) who will report into the President’s Advisory Team. In Centres whose activities span multiple academic units, all appropriate Deans should be copied on correspondence/decisions for information. Centres whose activities primarily are contained within their faculty/school will report through their Unit Head to the Dean. The Dean will report for each Centre to the Vice-President of Record (or designate), as per the Establishment, Review and Closure of University Centres procedure. The Vice-President of Record would normally be selected from among the Vice-Presidents depending on the primary role for the Centre and its relationship to the Vice-President’s portfolio

Related Documents

• The University Act
• Approval and Reporting Matrix for Centres (To be developed)
• Template for Proposal for University Centres
• Notice of Intent for the Establishment or Renewal of University 
• Notice of Request Close a Centre
• Template for the Annual Report of University Centre
• List of Operating Units with "Centre“ in their title
  
  

Procedures: