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Page Updated: December 19, 2002 Contents:
13.11
PROCEDURES FOR INITIATING Effective: February 8, 1999 PURPOSE To foster and encourage the University’s international strategic theme; to facilitate and coordinate the development and operation of the University’s international education, programs and activities by providing procedures by which a proponent of an international activity or program proposes and secures approval of such initiatives; to implement a centralized database on international programs, and to assist faculty, students and staff who engage in international activities. AUTHORITY/SOURCE Provost and Vice President
for Academic Affairs POLICY The Office of International Studies, which is authorized to coordinate the University’s international enterprises, shall be notified before any such activities are initiated, and kept informed concerning the progress of these programs or activities. PROCEDURES 1. CONSULTATION The initiator, of any international activity should meet with the Office of International Studies for an exploratory consultation about a new international activity, such as inter-institutional agreements, collaborative research programs, faculty exchange programs, international academic and executive development programs deliveredabroad or at the University for foreign-sponsored groups, student exchange, study abroad or foreign internship programs. The Office of International Studies will supply necessary forms and copies of standard format agreements, SUS, University regulations, as guidance for the initiator. Every international faculty and studentexchange agreement must have an FIU contact person or sponsor. An FIU sponsor is an instructor or an administrator who will act as the contact person for the agreement. This person will be responsible for carrying out the agreement. 2. PROGRAM PROPOSAL CLEARANCE A. Except in the case of projects covered by policy 5.91 Outside employment, the initiator of any international activity submits a detailed program proposal with a budget to his/her chair and dean for approval. This agreement should then be approved by the Office of International Studies and the University President. In the case of off-campus credit programs the proposal should also be submitted to University Outreach. In the case of contract and grants proposals, the proposal needs to be submitted only to the Director of the Division of Sponsored Research and Training. In the case of Study/Travel Abroad programs, policy 12.40 “Study Travel Abroad” should be followed. In case of international sponsored credit, policy 12.30 should be followed. B. All international inter-institutional agreements must have an attachment provided by the OIS describing the purpose of the agreement, how it advances the mission of the department/college, and the benefit to the University. C. All international inter-institutional agreements shall be approved by the academic units, the Office of International Studies and by the University President . The format and legal sufficiency of all international agreements shall be reviewed by the Office of the General Counsel, who shall maintain a repository of the same. The Office of International Studies shall do likewise. D. All international sponsored credit and study abroad programs shall be brought to the attention of the Southern Association of Colleges and Schools (SACS) by the President. Program initiators should work with University Outreach and the University Accreditation Officer, to prepare statements of notification. All internationalprograms shall conform to the SACS “Criteria for Accreditation” and “Guidelines of Good Practice in Overseas International Education Programs for Non-US Nationals.” 3. REPORTING At the conclusion of each international activity or by June 30th of each year, in the case of activities lasting more than one year, international program coordinators should provide a summary report describing the international activity, its purpose and its outcome to the Office of International Studies. If any problems arise with any international activity, the Office of International Studies must be notified immediately. 4. ADDITIONAL SPECIFICATIONS AS FOLLOWS A. INTERNATIONAL SPONSORED CREDIT AND NON-CREDIT PROGRAMS: In the case of an international sponsored credit program, where foreign students may earn an FIU degree or certificate by enrolling in FIU credit courses offered at an institution abroad, or on campus, this proposal will follow the procedure established at 12.30, which includes presentation of a draft agreement to the Office of International Studies. B. STUDENT EXCHANGES: A proposal for new student exchange agreement will specify the levels and majors of student groups who may wish to be involved. Student exchange agreements with universities or institutions from countries must be reciprocal. It will also include statements from the relevant registration and records office which verify the mutual recognition of any credit hours to be earned at the host university and transferred to the home university. The Office of International Studies shall serve as the information clearinghouse for the exchange of visiting international students, under the current inter-institutional agreements, working in cooperation with all interested University units. C. FOREIGN INTERNSHIP PROGRAMS: A proposal for foreign internship programs will detail the nature and conditions of the internships proposed, the levels and majors of student groups who might wish to be involved, and justify the number of credits hours projected, in each instance. D. STUDY ABROAD PROGRAMS: A proposal for all new study abroad programs should first be submitted to the Office of International Studies. This proposal will follow the same procedure described above. This proposal will include planned location(s), course prerequisites, projected field trip, potential credit awarded to the student, local accommodations, transport requirements, and estimated costs. Students registering for theseprograms may apply for financial aid and may apply credits earned in such courses to their major course of study. If these study abroad programs are of short duration the procedures are detailed in 12.40. If the programs are longer, and in order to maintain University accreditation, the Southern Association of Colleges and Schools (SACS) must be notified. This notification applies for all off-campus academic programs where a student receive 25% or more of the courses leading to a degree. The notification must be sent by the President to SACS six months prior to initiation of the first course. SACS may select to make a site visit within six months after initiation. The program budget must include the SACS notification fee and site visit costs.
13.20
ROLE OF CENTERS AND INSTITUTES Effective: April 21, 1999 PURPOSE To specify the primary responsibilities of Centers and Institutes to the academic mission of the University. These serve as criteria for demonstrating the success of a center or institute. AUTHORITY/SOURCE Provost and Vice President for Academic Affairs POLICY A successful center or institute supports the mission of the University, actively contributes to the goals of the Division of Academic Affairs or assigned academic unit, and annually achieves its own goals and objectives. Considering the center or institute's mission, indicator's of success include: 1) Research/Scholarship/Creativity: Publications and other media are produced, or faculty productions give credit to the center/institute for its support. 2) Faculty Integration/Collaboration/Support: Academic faculty are an integral part of the unit. The center/institutes provides forums for the presentation of faculty research and supports faculty teaching, research and service interests. 3) Graduate Student Support: Provides graduate student employment (.25 FTE or more) to enrolled University graduate students. 4) Education and Training: Sponsorship of FTE Generating Courses, Supporting Continuing Education Activities, Training Contact Hours, Conferences, Certificates, etc. 5) University and Public Service: Contributions of expertise and technical skills to address the needs of the University, professional organizations, community or greater society. 6) Public Recognition: Positive public attention is drawn to the University by the activities of the center/institute through newspapers, television and other forms of public media. 7) Self-Sufficiency: Generates external support from grants, contracts and other extramural income. 8) Quality Assurance: Employs systematic methods of continuously improving the effective and efficient provision of program and services especially to the achievement of constituent satisfaction. PROCEDURE Each center/institute develops or updates its annual plan according to the "Academic Affairs Planning, Implementation and Evaluation Annual Cycle." This plan prioritizes the goals and outcomes relative to the mission of the center/institute. The success of Centers and Institutes is demonstrated following Academic Affairs Policy 13.22: Center and Institute Quality Assurance.
13.21
INITIATION, OPERATION, AND DISBANDING Effective: April 21, 1999 PURPOSE To define the principles, procedures, and approval processes relating to establishment, operation and dissolution of Centers and Institutes. AUTHORITY/SOURCE Provost and Vice President
for Academic Affairs POLICY A. Purposes: Centers and Institutes are established for the purposes of research, training, and/or service. There are entities with the term "center" or "institute" in their titles that are not included in this definition, such as the Health and Wellness Center. Centers and Institutes must directly support the University mission, goals and academic themes. B. Types of Centers: Three types of Centers and Institutes are recognized by the Board of Regents: Type I have statewide missions, and may be specifically authorized/established and/or funded by the Florida State Legislature. Type II are established by a single university; in some instances, additional institutions may participate. They expend appropriated State funds as a result of Legislative or university decision such as faculty E&G research assignments. They may expend "other" funds (i.e., non-appropriated funds, such as contracts and grants, fees, etc.). Type III are established by a single university; in some instances, additional institutions may participate. Expends "other" funds only (i.e, non-appropriated State funds, such as contracts and grants, fees, etc.). If the structure of an institute/center changes, for example, the funding source changes to the extent that the type designation needs to be revised, the university must request a type change from the Chancellor. C. Administration: Type I Centers, and Centers or Institutes that include more than one college or school should be housed administratively in the Office of the Provost. Centers or Institutes which primarily focus on goals consistent with a particular academic unit should be based in that School, College, or Department. Deans of the respective Colleges and Schools are responsible for the centers and institutes located in their units. Within the Office of the Provost, the Vice President for Research and Graduate Studies oversees all center and institute activities, planning, evaluation and reporting. D. Advisory Boards: Centers and Institutes should have an advisory board composed of representatives of the constituencies they serve. Each Center and Institute should develop a policy statement on their Advisory Board role, membership, terms, and appointments. The Provost approves advisory board membership for Type II and III Centers and Institutes. For Type I Centers and Institutes the advisory board should consist of the following individuals: the presidents or their designees from all participating universities; representatives of appropriate public or private agencies appointed by the Chancellor upon recommendation of the participating agencies; and the Chancellor's designee. The advisory board will provide guidance to the director, Council of Academic Vice Presidents, Council of Presidents, and/or Chancellor, as circumstances require. Members will be appointed for three-year staggered terms. The advisory board will make recommendations with respect to the distribution of funds. E. Approval Process: Proposals for the initiation of new centers and institutes should follow the guidelines provided by Chancellor's Memorandum: CM-C-07.00-01/99. Center and Institute proposals must be reviewed and approved by: 1. Dean(s) of appropriate unit(s). (Multidisciplinary Centers and Institutes require approvals of deans of directly affected units. Such approvals shall not be unreasonably withheld.) Centers and Institutes housed in a Department require approval of the Chairpersons. Proposals for Centers and Institutes that sponsor certificate programs or coursework will be reviewed by the unit curriculum committee in the College/School in which it is housed.. If the Center or Institute is to be located at Biscayne Bay Campus, the proposal must be reviewed by the Vice President of that campus. 2. Vice President for Research & Graduate Studies. 3. Provost and Vice President for Academic Affairs. 4. President 5. Board of Regents Type I: University must request approval of the BOR Vice Chancellor for Academic and Student Affairs. The proposal will be considered by the Council of Academic Vice Presidents for recommendation to the Council of Presidents. The Chancellor shall consider the deliberations of the Council of Presidents in requesting institute/center approval from the Board of Regents and in requesting Legislative funding for the institute/center. Type II: The University makes application to the BOR Office of Academic Affairs for approval by the Chancellor or designee. In the event an institute/center is established by law and/or the Legislature appropriates or earmarks funds for an institute/center, the university will seek approval to establish the institute/center pursuant to procedures outlined in the Chancellor's Memorandum CM-C-07.00-01/99 prior to the expenditure of appropriated funds. Type III: The University president grants authorization for the development of Type III institutes/centers. The University must submit a statement of intent to establish a Type III institute/center to the Office of Academic Affairs prior to the implementation of such a plan. F. Self-Support: Since University resources are limited, all Centers and Institutes should strive to be self-supporting within an appropriate period of time and should expect only minimal University support. G. Evaluation: All Centers and Institutes must have a written quality assurance plan that incorporates the issues contained in Academic Affairs policy 13.22. Center and Institute Quality Assurance. H. Annual Reports: Two annual reports are required. All Centers and Institutes will annually submit a Academic Affairs Planning and Accountability report to the Provost, and a report to the Board of Regents. This latter report must be forwarded by the President to the Chancellor no later than September 30 of each year. When an Institute or Center involves more than one university, the host university will submit one Board report, with separate budget and activity information for each university affiliated with the institute/center. I. Disbanding: Type I institutes/centers are disbanded upon written notification to the Chancellor and approval by the Board of Regents. To disband a Type II or III institute or center, the university notifies the BOR Office of Academic Affairs in writing via the submission of annual reports. In the event that one of these disbanded institutes/centers was established or funded by the Legislature, the university must provide documentation to ensure that Legislative intent has been achieved and that the institute/center is no longer required. PROCEDURES A. After discussion with Chair and Dean, individuals or units submitting proposals for the establishment of institutes or centers should first meet with the Vice President for Research and Graduate Studies, then the Vice Provost for Budget and Personnel for the purpose of reviewing the information required, the proposal package, and the approval process. B. The proposal package must contain a Provost Report, and a Board Proposal. The Provost Report follows the guidelines of the most recent "Center and Institute Planning and Accountability Report" issued by Academic Affairs. Here the mission, program emphases, long range goals, measurable outcomes, organizational structure, budget, personnel, and quality assurance systems are detailed. In this report the success measures for Centers and Institutes noted in AA policy 13.20 must be addressed. The Board Proposal is prepared in the format specified in the Chancellor's Memorandum CM-C-07.00-01/99. C. Criteria for Proposal
Review D. Once the Vice President for Research and Graduate Studies assures that all the above items in the proposal package are complete, the President on the recommendation of the Provost will transmit four copies of the Board proposal to the Chancellor.
13.22
CENTER AND INSTITUTE QUALITY ASSURANCE Effective: April 21, 1999 PURPOSE To specify the system to assure the quality of Centers and Institutes. AUTHORITY/SOURCE Provost and Vice President
for Academic Affairs POLICY A successful center or institute supports the mission of the University, actively contributes to the goals of the Division of Academic Affairs, the assigned academic unit, and annually achieves its own goals and objectives. As appropriate, it fulfills the eight measures of success for Center and Institute as defined in Academic Affairs Policy 13.20. All Centers and Institutes must have a written quality assurance plan. This quality assurance plan should specify an on-going planning and evaluation system with measurable outcomes. The quality assurance plan documents the methods to demonstrate the success of the center or institute, who is responsible for implementation, and it specifies how the results of evaluations are regularly used to make improvements. PROCEDURE The quality assurance plan is developed by the Center and Institute Director in consultation with staff and constituencies. It must include systematic feedback from the people, units, or agencies that it serves. Each center/institute develops or updates its annual planning and accountability report according to the "Academic Affairs Planning, Implementation and Evaluation Annual Cycle." This plan prioritizes the goals and outcomes relative to the mission of the center/institute. Centers or Institutes that report to Deans are evaluated by the responsible Dean. This evaluation is based on the goals, measurable objectives, and success indicators specified in the Center/Institute Planning and Accountability Report from the prior year, and other indicators as formulated by the Dean and Director. The center's annual Planning and Accountability report accompanies the College and School plan to the Provost Office. The Vice President of Research and Graduate Studies evaluates the Centers or Institutes that report to the Office of the Provost based on the their Annual Planning and Accountability Report and other indicators. Type I institutes/centers will be reviewed by the BOR at the request of the Council of Academic Vice Presidents, the Council of Presidents, or the Chancellor. The review will be undertaken as a cooperative endeavor of the respective staffs of the Chancellor and the presidents of universities participating in the institute/center. The Council of Academic Vice Presidents will play a key role, and external consultants may be utilized in the review process. Issues to be addressed during the review may include the relative need for continuation of the institute/center; possible changes in mission or organizational structure; budgetary reduction or expansion; and/or redesignation of classification. Centers/Institutes may also be reviewed in conjunction with a BOR review of related disciplines. Review can also be initiated by the Director, Dean, or Provost when there is a transition in leadership, mission or a special need. Centers/institutes that do not receive an external review by the BOR, or a special review as described above, will be visited by a review committee at a minimum of every five years. This review committee is coordinated from the Office of the Provost. Prior to this visit, the center/institute will provide a self study report that documents the strengths and weaknesses of the programs. The review committee should be composed of at least three persons: an FIU faculty member with related interests, the Vice Provost for Research or designee, and a person external to the University. This external member for the service oriented center/institute should be a representative of the constituency served. For research oriented centers/institutes this should be a leading scholar in field.
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Page last updated: December 19, 2002 |
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