5.9 Guidelines for Establishment of Centers and Institutes
One goal of the current comprehensive capital campaign is the establishment of endowments for specific centers or institutes. The following guidelines are offered to define the nature of these centers or institutes at Calvin College and also to assist those who develop proposals for such endowments. Since the purposes of centers or institutes vary, it is difficult to establish common guidelines for them. Overall, they should enrich the programs of the college and relieve the operating budget.
5.9.1 Initiation of center or institute proposals
Establishment of centers or institutes may be initiated by donors from outside the college or faculty and administrators within the college. In the case of donors, the president will determine the interests of the donor and then enlist assistance of the provost who will in turn work with the appropriate dean and faculty in developing a proposal that meets the interests of the donor, fulfills the guidelines for centers and institutes, and furthers the mission and priorities of the college. In such cases the proposal will be presented to the Planning and Priorities Committee, the Faculty Senate, and the Board of Trustees before accepting the donor’s gift.
Proposals for establishing endowed centers or institutes may also be initiated by faculty and staff from within the college. Development of these proposals should be done in cooperation with the provost. The Office of the President and the Development Office should be informed of the proposal. These should be concept proposals that are approved by Planning and Priorities Committee. When a source of endowment funds is identified, the proposal should be completed and processing of the proposal completed, including Board of Trustees approval.
5.9.2 Further Development of Idea
The development of a center or institute begins with the writing and approval of a proposal. The establishment of a committee to write a center or institute proposal arises out of the actions of the Planning and Priorities Committee. The composition of the committee may be determined by PPC or a designated administrator. The proposal should lay out the steps for the formal establishment of the institute or center. The proposal development committee should include the following in their proposal:
- Purpose: The specific purpose(s) for the institute or center should be clear and these purposes should determine its character. This purpose must be tied to the mission of Calvin College.
- Reflections on mission: The proposal should include reflections on the relationship of the mission of the center and the broader mission of Calvin College as expressed in the Expanded Statement of Mission, including direct connections to the education of Calvin students, support of faculty scholarship and teaching, and contribution to the goals of From Every Nation.
- Budget: The budget for the center or institute should be presented in the proposal. More specifically, the budget should recommend the salary schedule for the director, as well as staff and program support budget. In addition, the minimum endowment required should be specified. The budget should also address the effect of the endowed center or institute on both the college’s annual operating budget and the capital expenses budget (office, computing, etc.). The center or institute budget should not anticipate any funding from the college’s general operating budget; the endowment income should be adequate to cover capital costs and all operating expenses, including the cost of facilities.
- Selection of the director: The selection process for the director of the institute or center will follow the normal faculty appointment process, with the possible exception of the initial director. The initial stages of development for almost all centers and institutes at Calvin College have had the same characteristics. At this initial stage, usually one person catches the vision for the project—fueled by a grant opportunity or a donor. This individual leads a team in the development of the project and works to raise external funds. Thus almost all newly established institutes are led by the same people who directed the early planning stages. The proposal should state whether it is presumed that there will be an appointed first director, or an open search.
- Process for the selection of the initial director: The committee preparing the proposal should propose a process by which the initial director is chosen in consultation with the Professional Status Committee.
- Identify the structural administrative placement of the institute or center.
- Specify the space needs and desired location of the proposal center or institute along with a plan for their accommodation.
5.9.3 Formal Approval
The formal, well-developed proposal must be approved by the Planning and Priorities Committee, Faculty Senate, and the Board of Trustees. Once the center or institute proposal is passed, and funding is secured, the initial director is recommended to the Professional Status Committee in accordance with the stated process in the approved proposal. Once the initial director is in place, the dean who oversees an institute ensures that governance documents are created according to the standards established by the Committee on Governance and passed through the regular governance process and that all requirements of the initial proposal, passed by Faculty Senate and the Board of Trustees, are met. The director then comes into the regular reappointment process with a thorough evaluation in his or her third year. Subsequent directors are appointed in accordance with the process established in the institutes’ governance documents.
5.9.4 Procedures for revisions
Proposals should include the procedures for revision that are found in the endowment agreement to ensure that future changes to the purpose for which the endowment was established follow the agreed upon procedures.
5.9.5 Deviation from proposal guidelines
The above guidelines normally apply for all center and institute proposals. In cases where proposals deviate from the guidelines, an explanation and rationale for the deviation should be included in the proposal.
5.9.6 Criteria for evaluation
Proposals will be evaluated on the basis of the following criteria:
- The extent to which they contribute to the distinctive nature of Calvin College and contribute to ensuring that in the future.
- The extent to which they comport with the mission and strategic plan of the college, i.e., the extent to which they address perceived needs and address strategic opportunities of the college.
- The extent to which they relieve the operating budget.
Approved by the Professional Status Committee on September 14, 2006
Approved by the Faculty Senate on October 2, 2006
Approved by the Board of Trustees on February 9, 2007
