Procedures for Formal Voluntary Closure of Research Centres / Institutes (11.1)

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This online version is for convenience; the official version of this policy is housed in the University Secretariat. In case of discrepancy between the online version and the official version held by the Secretariat, the official version shall prevail.

Approving Authority: Vice President: Research

Original Approval Date: February 8, 2021

Date of Most Recent Review/Revision: N/A

Office of Accountability: Vice-President: Research

Parent Policy: 11.1 Establishment, Operations and Review of Research Centres

1.00 Purpose

1.1 Research Centres/Institutes (these terms are used interchangeably) promote and encourage scholarly activity of a basic or applied nature in an area that is not normally restricted to a single academic department. The purpose of this procedure is to provide a mechanism to formally recognize the closure of University and Faculty Research Centres/Institutes, outside of the three-year cyclical review process.

2.0 Definitions

2.1 Voluntary Closure: A collective decision by members of a University or Faculty Research Centre/Institute to formally cease operations.

2.2 Members: Members of a centre actively engage in the work of the centre and contribute to the centre through collaborative research, publishing, mobilization of knowledge, as well as seminars/conferences/workshops organized by the centre. It is expected that members will identify themselves as centre members in publications related to the focus of the centre. Members of a centre are expected to engage in some or any of the following activities:

1. Co-publishing;
2. Co-applications for grants and/or contracts;
3. Co-supervision of students; and/or
4. Co-presentations.

2.3 Governing Body: Each research centre/ institute has a central Governing Body, such as a board of directors or a steering committee that serves as its primary executive authority and oversees its activities.

3.0 Procedures

3.1 The University seeks to provide institutional oversight of the voluntary closures of Research Centres/Institutes that may result from operational challenges including (but not limited to):

3.1.1 The retirement of the Director, with no willing successor among the remaining Laurier faculty members;

3.1.2 A material change in the Centre’s/Institute’s vision, mission, values and/or goals such that its purpose no longer aligns with the mandate that was reviewed and approved by the University; and

3.1.3 A material change in the members’ engagement in Centre activities such that the University’s expectations for Centre research activities are not being met, as demonstrated by a lack of activities as defined in 2.02 a-d of this Procedure and/or the absence of Laurier faculty members within the Centre.

3.2 The following tasks are to be completed to obtain approval for the voluntary closure of Research Centre/Institute:

3.2.1 Consultation with all internal and external members (including External Fellows) regarding the operational challenge(s) faced by the Centre and the decision to close.

3.2.2 Discussion with the Centre’s Governing Body – the voluntary closure of a Centre shall be by consensus of the Governing Body.

3.2.3 Development of a plan for accounting and dispersal of Centre assets:

a. Computer equipment and peripheral devices and surplus items (e.g. furniture) purchased using University funds or trust funds administered by the University and its ancillaries shall be dispersed in accordance with Policy 4.2;

b. Equipment and materials purchased through grants and contracts shall be dispersed in accordance with Policy 11.4; and

c. Any remaining operating funds will be transferred to the Office of Research Services (for University Centres) or Faculty (Faculty Centres), pending fulfillment of all financial commitments for the fiscal year such as (but not limited to) student stipends.

3.2.4 Identification of any Highly Qualified Personnel (HQP) employed by and/or otherwise engaged with Centre activities, and development of a plan to complete or transition any on-going research projects, work-study placements, or other initiatives such that HQP are not negatively impacted by the Centre closure.

3.2.5 Centres shall submit a written request for Centre closure to the VP-Research (University Centres) or Faculty Dean (Faculty Centres) along with justification and supporting documentation for the closure. In instances where a Centre has no remaining Laurier faculty members, the responsibilities for initiating and completing the tasks outlined in this Procedure shall default to the Office of Research Services.

3.3 The request for Centre closure will be reviewed by the Senate Committee for Research and Publication (SCRAP), following recommendations to SCRAP by the Governing Body of the Research Centre.

3.4 SCRAP will make a recommendation to Senate for official recognition of the Centre’s closure.

3.5 Once formal recognition of the Centre’s closure has been obtained, the Centre Director shall submit written confirmation to the VP-Research (University Centres) or Faculty Dean (Faculty Centres) that:

3.5.1 The Centre’s Governing Body and all internal and external members (including External Fellows) have been informed; and

3.5.2 The approved plans for asset dispersal and HQP project completion/ transition, if applicable, have been executed.