Chapter 15: Establishing Centers & Institutes

Based on FAM 105.4 — Policy Guidelines for the Formation and Review of Institutes and Centers

Overview

This chapter covers how Institutes, Centers, and other Ancillary Units are proposed, approved, classified, and reviewed at CSUSB. It explains what qualifies as an Ancillary Unit, walks through the proposal and approval process, and summarizes the ongoing reporting and review obligations that keep a Unit in good standing.

A PI who directs, co-directs, or is considering establishing a Center or Institute at CSUSB should use this chapter for general guidance alongside the full text of FAM 105.4.

Also see the CSU Chancellor’s Office Guidance on Campus Centers and Institutes.

What Counts as an Ancillary Unit

For the purposes of FAM 105.4, Ancillary Unit includes: include centers, institutes, bureaus, laboratories, research groups. It does not cover units with similar names that support non-academic functions. Functions of Ancillary Units may include, but are not limited to:

• Gathering data and developing policy studies or analyses
• Disseminating research findings
• Organizing multi-department or multi-college grant proposals
• Serving as a link between the University and outside organizations
• Sponsoring conferences and coordinating faculty/student research
• Submitting grant and contract proposals and conducting funded sponsored program activity

For more complete information refer to FAM 105.4.

Key Roles

• Reporting Person — head of the academic unit or administrative division of the University who has programmatic oversight of the Ancillary Unit.
• Director — the person or persons who are responsible and accountable for the activities of the Unit.
• Committee for Centers and Institutes (CCI) — One faculty member from each college, two directors of a center or institute, and one student representative. Listed in the Annual Committee book.
• Advisory Board (recommended) ­– tenure-track faculty, the Director and where useful, an appropriate number of community members

Step 1: Proposing a New Ancillary Unit

This is a brief overview. For specific steps and details on required components, please refer to FAM 105.4: Procedure and Process.

1. A clear statement of the Unit's purpose and how it advances CSUSB's academic and strategic mission
2. A statement of how the Unit will be housed within an academic or administrative division 
3. Any anticipated relationships with outside public or private agencies
4. A description of the Advisory Board's membership, roles, and any conflicts of interest
5. Evidence of consultation with chairs and deans of affected departments/colleges
6. Goals and objectives with approximate timeframes, to be used later for annual assessment
7. A statement of how the unit will conform to accepted standards of academic research
8. Anticipated sources of funding, internal and external
9. A projected three-year budget using the CCI's standard format

Note: Approval of a proposal does not guarantee University funding — it grants the Unit the right to pursue outside funding as a University entity.

Step 2: Review and Approval Path

Once submitted, a proposal moves through the following sequence:

1. Faculty Senate Executive Committee refers the proposal to the CCI and any other relevant Senate committees 
2. Reviewing committees send comments and recommendations back to the Executive Committee
3. The proposal, with all committee recommendations, is placed on the Faculty Senate agenda 
4. The Provost/VPAA (or designee) makes a recommendation to the President
5. The President approves or declines the proposal. 

A newly approved Unit begins with developmental status and is reviewed at the end of its third full academic year.

Ongoing Status Categories

Annual Reporting Cycle

Every Ancillary Unit — regardless of status — submits an annual report on this schedule:

• October 1 — CCI sends the electronic annual report form to Unit directors
• October 30 — Directors submit the annual report covering the prior academic year
• December 15 — The Unit's reporting person submits recommendations, including what was evaluated (e.g., budget, accomplishments) and how

The annual report will include information regarding the Ancillary Unit's goals and accomplishments, the participation of students and faculty in the Unit's activities, the Unit's governance and reporting structure, the amount of external funds raised, units of assigned time, and the use of the University's internal resources

Periodic Review

The CCI reviews each Ancillary Unit once every five years; an unsatisfactory outcome can trigger an earlier review, and the reporting person, Provost/VPAA, or Faculty Senate Executive Committee may also initiate a review at any time. For more complete information refer to FAM 105.4.

Funding and Agreements

Once a Unit holds developmental or active status, it may seek outside funding. All formal agreements or contracts must be signed by the Executive Director of the University Enterprises Corporation (UEC) or designee, or by the President or designee — see the Policy for the Administration of Grants and Contracts in Support of Sponsored Programs. Program activities and funds generally fall under campus ownership and campus policy, except where externally funded grant or contract terms negotiated by UEC/Sponsored Programs govern otherwise.

Active Ancillary Units are listed in the Campus Directory with the Director's and staff's names and phone numbers and the address of the Unit's primary office. https://www.csusb.edu/academic-research/programs/centers-institutes

Quick Reference: Who to Contact

Related Resources

• FAM 105.4 — Policy Guidelines for the Formation and Review of Institutes and Centers 
• CSU Guidance on Campus Centers, Institutes and Similar Entities – Executive Order 751.
• Policy for the Administration of Grants and Contracts in Support of Sponsored Programs
• PI Handbook, Chapter 2: Organization — for how ORSP, SPA, and other research offices fit alongside Ancillary Units