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CWUP 5-40-030 Policies and Guidelines

(1) Center and institutes {hereafter called centers} shall have a mission statement, and goals and objectives that are in support of CWU's mission and goals as expressed in the strategic plan.

(2) Recognizing that the major mission of Central Washington University is education, where possible, centers should involve students in their activities.

(3) Centers shall have a defined service area and target population. Within that service area, centers shall specify the service activities they will offer. Where multiple services are offered, centers may have different service areas and target populations.

(4) Centers must document the need for services to be offered within the defined service area. A formal needs assessment shall be part of the proposal for a new center. Among the forms which a needs assessment may take are analyses of surveys, testimony from leaders of the target population, need as distilled in secondary sources, analyses performed by professional organizations, etc.

(5) Centers shall provide an analysis of potential duplication with other services (public, private, and university sponsored) available in the proposed service area as well as relationships between the proposed center, the community, and community services.

(6) Up-to-date vitae of all professional personnel involved in a center must be attached to any proposal and must be kept on file.

(7) Each center will operate primarily on a self-supporting basis but may be allocated some state funds. Centers most often utilize extramural and internally generated funds. Any proposal for a new center must contain a detailed budget covering three years of the center's operation. That budget must show clearly the origin of all funds supporting the center.

After approval, an annual budget will be prepared by the center, reflecting projected income and expenditures and submitted for approval by the respective dean to the provost. Surplus monies or deficits incurred during a given fiscal year will be carried over into the subsequent fiscal year. Expenditures are to include all costs associated with the operation of the center, including but not limited to salaries, employee benefits, student employment, supplies, and equipment. Centers will make adjustments throughout the fiscal year to ensure a balanced budget is maintained. Income generated through user fees, fees for service, and grants and contracts will be maintained in CWU accounts.

(8) Any employee of a center is an employee of CWU and must be paid through the university's payroll system. CWU faculty and staff may be employed by centers provided the employee has received written authorization from the employee's primary supervisor. That written authorization must include a statement that the employee's duties with the center will be either in addition to or part of the employee's primary job responsibilities. CWU faculty or staff may receive reassigned time from their primary responsibilities to perform work in centers upon recommendation of their supervisors and approval of the appropriate director or dean. Whenever possible, the center will reimburse the academic department for any reassigned faculty time.

(9) Any proposal for a new center must include an analysis of the space which will be needed and a proposal for securing that space. It must further describe what equipment will be needed, how that equipment will be secured, and how it will be maintained. Requests for expansion beyond approved facilities may be presented through the annual capital budget process.

(10) All questions about liability needs and issues shall be fully answered before a center is approved. While university employees receive standard liability coverage, volunteers are covered only by workers' compensation. Therefore, it is important that an institute or center develop well-defined policies to cover the supervision of all volunteers.

(11) Any proposal for a new center must contain an organizational chart clearly showing how the center fits within the university's academic administrative structure and to what administrative unit the center reports. Centers may report to deans, departments, or other administrative units within colleges and schools. While they are encouraged to develop advisory boards, centers must still report to an administrative unit within academic affairs.

(12) The annual review of the center's budget shall be completed by the respective dean of the administrative unit to which the center reports.

(13) Every center shall file an annual report with the dean of the administrative unit to which the center reports. That report shall summarize the activities of the center during the fiscal year just completed. It shall describe each project undertaken by the center and provide detail on how many people were served by the center.

(14) Every four years following approval of a center, the dean of the administrative unit to which the center reports shall conduct a thorough review of the mission and activities of the center. A center which is no longer fulfilling its purpose will be dissolved.

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