Guidelines for the Creation, Management, Evaluation, Modification and Dissolution of Texas A&M University Centers and Institutes
Division of Research – June 2022
The vice president for research serves as the institutional official with oversight and monitoring responsibilities for university-wide administration of centers and institutes. The following provides general guidelines for the effective creation, management, evaluation, modification, and dissolution of university centers and institutes.
I. Creation of Centers and Institutes
A. The creation of centers and institutes requires prior approval by the Board of Regents. Centers and institutes must be interdisciplinary and broader in scope than departments or colleges. They should demonstrate added value, such as unique facilities, high external visibility, or specialized expertise.
B. Proposals for the creation of centers or institutes normally originate at the department or college level in a format prescribed by the chancellor. Proposal writers are encouraged to consult the Texas A&M System guidance and adhere to published deadlines. The submission deadline to the Division of Research is typically four months prior to the targeted Board of Regents meeting.
C. Following submission, proposals should be discussed at a Council of Deans meeting. Concurrence must be communicated prior to further processing and submission to the Texas A&M System Office.
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II. Management of Centers and Institutes
A. Accountability rests with the responsible administrative official. Centers and institutes must adhere to governance, reporting, and review structures established in their Board-approved proposal.
B. Directors are responsible for day-to-day management consistent with the approved proposal.
C. Directors are appointed by and report to the responsible official.
D. Department heads and chairs may request reports on affiliated faculty contributions.
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III. Review and Evaluation of Centers and Institutes
A. The Division of Research maintains a database of centers and institutes, including review schedules and administrative updates. Responsible officials must ensure records remain current.
B. Centers and institutes must be reviewed at least once every five years. Annual summary reviews are considered best practice. Reviews involve director reports, committee evaluations, and formal recommendations regarding continuation or dissolution.
C. Evaluation should focus on whether centers and institutes serve as productive incubators of interdisciplinary research and scholarly activity aligned with university priorities.
D. Postponements of reviews require Division of Research approval.
E. The vice president for research may provide recommendations regarding improvements, modifications, or dissolution.
F. Responsible officials must communicate review outcomes to directors.
G. Additional reviews may be conducted as needed.
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IV. Modifications to Board-Approved Centers and Institutes
A. Major changes in function, focus, or funding require approval from university leadership and the Board of Regents.
B. Modification requests must follow established administrative routing procedures.
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V. Dissolution of Centers or Institutes
A. Requests for dissolution must be submitted through appropriate administrative channels. Sample memos may be obtained from the Division of Research.
B. Approved requests are forwarded to the chancellor.
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VI. Joint Centers or Institutes
A. Joint centers or institutes must follow the same procedures as university-only centers or institutes.
B. Approvals are required from all participating system members.
C. Efforts should be made to streamline oversight while respecting institutional authority.
D. Review and evaluation processes should be defined in the original proposal.
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Appendix 1. Center and Institute Reporting and Evaluation Criteria Best Practices
- Define center-specific goals and expectations.
- Develop unit-specific reporting templates.
- Use Division of Research templates as needed.
Appendix 2. Management Best Practices
- Perform annual summary reviews.
- Meet regularly with directors.
- Integrate centers and institutes into the research enterprise.
- Consider baseline administrative support.
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DOR Center / Institute Report Template
Date:
Center or Institute Name:
Establishment Year:
Director Name:
Director Email:
Center / Institute URL:
- Briefly state focus and goals.
- Describe administrative structure.
- Describe facilities or laboratories.
- Provide budget summary.
- Provide executive summary of achievements.
- Provide evidence of scholarly impact.
- Describe recurring issues or needs.
- Describe future plans and continuation status.
- Verify compliance with Board-approved proposal.