Other Units
- A88: Creation and Reorganization of MTU Academic Units
- A89: Allocation of Office, Laboratory, and Classroom Space
- A91: Creation, Review, Reorganization, and Termination of MTU Research Centers and Institutes
Other Units
A88: Creation and Reorganization of MTU Academic Units
Policy
(Approved by Rector, 01.10.2019)
Revisions to the Policy Rationale, Policy Statement, and Applicability sections of this document must be approved by the full Faculty Senate.
Policy Rationale
From time to time it is necessary for the Mesarya Technical University (MTU) to consider proposals for the creation of new academic units, or for major restructuring of existing academic units, especially units involving teaching functions and those crossing disciplinary lines. Occasionally the proposed unit would become a branch of the University. This Policy document provides policies and procedures for consideration of such actions pertaining to MTU academic units. The specific procedures for consideration and approval will be established through discussions between the proposers of any changes and representatives of the Provost’s Office or HSC Chancellor and the Faculty Senate Operations Committee.
Policy Statement
The creation of a new academic unit located on or off the MTU MORA campus and/or Nicosia City Campus, including new branches or education centers, or to make changes in an existing academic unit require approval of at least the
1) MTU Faculty Senate, acting on the advice of appropriate faculty committees as determined by the Rector of the Faculty Senate, and
2) appropriate administrative officers, as determined by the Rector, the Provost, or the HSC Chancellor.
If approval of the proposal by the Board of Trustees is required (See Board of Trustees’ Policy 5.1), all actions of the Faculty Senate and the administrative officers relative to the proposal shall be transmitted to the Board of Trustees.
Approval of the proposed action must be obtained prior to initiating operation of a new academic unit or making permanent major changes in existing academic units. In no case is this to be construed as prohibiting an existing academic unit from experimenting with temporary major changes prior to seeking approval of these on a continuing basis. However, it is expected that even in the case of experimental changes, stakeholders, such as affected faculty, staff, and students will be informed in advance and their input sought and considered by the appropriate dean, director, or other administrator proposing the changes, prior to initiation of the experiment.
All proposals to create or re-organize academic units shall follow the policies and procedures described herein and any applicable procedures, standards, or guidelines established by the Faculty Senate Operations Committee in consultation with representatives of the Provost or the HSC Chancellor and relevant academic unit heads (e.g., dean’s, directors, chairs).
Applicability
All academic units (excluding research centers and institutes, which are covered in Policy A91) including those within the Health Sciences Centre and Branch Campuses.
Revisions to the remaining sections of this document may be amended with the approval of the Faculty Senate Policy Committee and Operations Committee in consultation with the responsible Faculty Senate Committee listed in Policy Heading.
Definitions
Major changes; Merger of two or more academic units, or dissolution of an academic unit. This policy is not meant to apply to organizational changes within an integral academic unit with no implications outside that unit.
Academic unit. Degree granting program, department, branch, school, or faculty.
Who should read this policy
- Academic deans or other executives, department chairs, directors, and managers
- Administrative staff responsible for academic units
Related Documents
Faculty Handbook:
Policy A91 “Creation, Review, Reorganization, and Termination of MTU Research Centers and Institutes”
MTU Board of Trustees’ Policy Manual:
Policy 5.1 “The Faculty’s Role in the University’s Academic Mission”
Contacts
Direct any questions about this policy to the Office of the Provost or the HSC Chancellor.
Procedures
Creation or Reorganization of an Academic Unit. Those proposing new or revised academic units, other than research centers or institutes (see A91 for these units), must prepare a proposal and submit it for approval by the Faculty Senate and Provost or HSC Chancellor. The proposal should include the following:
- Identification of the proposed academic unit or major changes, including all aspects such as instruction, research, and service.
- Reasons why the proposed changes are desirable, or necessary. For example, the proposed change may be responsive to state or national needs, existing or anticipated opportunities, or requirements of regulatory bodies such as accreditation agencies.
- The advantages to MTU if the proposal is implemented, including effects on current or future students, faculty, and staff at MTU.
- Any actual or potential conflicts with the programs or services of existing academic units at MTU, branches of MTU, or other institutions or organizations within the State of Northern Cyprus (TRNC). Does the proposed academic unit or change offer a potential for enhancement of, or cooperation with, the programs or services of other academic units or organizations?
- A summary of the anticipated costs or changes in costs, and the human and physical resources, including space and equipment needed during the first five years of operation of the proposed new or revised academic unit.
- Existing organizational structure related to the proposal, and the anticipated structure when the revision or new academic unit has evolved to anticipated form. Include a description of:
- Administrative structure, including the line of responsibility within the organization and the path(s) through which the unit will report;
- Faculty positions, including rank and responsibilities; and
- Staff positions, including grades and responsibilities.
- Description of the instructional programs the academic unit will offer, if any. What degree programs will the unit offer, or support at the undergraduate or graduate levels? What courses at the lower division, upper division, and graduate levels will the unit offer in support of either its own or other degree programs? Identify both existing and new courses. Briefly explain the need for the new courses. If any of these courses overlap or are intended to replace existing course offerings at MTU, explain how potential duplication and conflict with the units offering those courses would be resolved.
- Description of the unit’s proposed research programs. What research programs will be conducted by the unit alone or in cooperation with other units? In case(s) of cooperative programs, what other units will be involved, what will be their role, and what will be the relationship between these units and yours? What degree programs will these research programs support, and in what manner will they be supported? What non-state funding sources are anticipated for the research programs? What funding from MTU or the State of Northern Cyprus (TRNC) will be required?
- Description of the academic unit’s service activities. What services will the unit provide to other units in or associated with MTU? Are these services currently offered by any other unit at MTU associated with it, or contracted by it? If so, do you plan to supplement what exists or to replace it? How would potential conflicts with the other units be resolved? What services will the unit provide to organizations outside MTU? Are there units, either private or private, already offering these services? If so, justify the need for you to provide them via the proposed unit.
- Discussion of the plans for the academic unit for the next three to five years, including what needs, opportunities, or demands will the academic unit satisfy that are not currently being adequately met. How will the unit’s functions and size change during this period? For example, will they remain static, grow, or diminish? How will faculty, staff, and administrators be acquired to support this unit?
- A detailed budget summary for the first five years of operation of the proposed academic unit. For operating costs, include at least personnel, space upkeep or rental, utilities, contracted services, and equipment maintenance and replacement. For one-time costs, include at least space, furniture, utilities connections, and equipment.
A89: Allocation of Office, Laboratory, and Classroom Space
Policy
The Space Allocation Committee is an administrative committee appointed by the Rector of the University to oversee the assignment to and utilization by the various organizational units of all facilities and spaces owned or leased by the University. Space needs of programs and patient service organizations associated with the MTU Veterinary Medical Centre are reviewed by the Director of the Veterinary Medical Centre/ Dean of the Animal Husbandry & Veterinary Faculty.
The membership of the Space Allocation Committee will be the Vice Rectors for Academic Affairs, Research, Student Affairs, and Business and Finance; the Director of Enrolment Services who coordinates the scheduling of all general classrooms; and a member of the Department of Facility Planning staff. The Vice Rector for Business and Finance will serve as Committee Chairperson. The Committee will schedule meetings at least once per month.
General Policies. The actions of the Space Allocations Committee will be guided by the following policies:
- The Committee will review and render decisions concerning the assignment of space in the following circumstances:
- When space is provided by new construction and/or the subsequent vacation of existing facilities and/or major renovation of existing facilities.
b. When a general classroom, lecture hall or seminar room is proposed for conversion to any other use.
c. When Deans or Directors cannot resolve space issues among their departments or units or when the need for additional space is beyond their current space allocation.
d. When the assignment of space is proposed to be changed from one organizational unit to another unit.
- Deans and Directors will be responsible for the management of space assigned to their various departments and units and will notify the Committee of the following:
- When there is a change in the internal allocation of space from one department to another department.
b. When the nature of the use of any space is changed.
c. When the delineation or configuration of a space is to be changed by the installation or removal of partitions or walls and/or the relocation of doorways.
d. When assigned space is greater than the functional needs of a department or unit.
- The Committee will review the utilization of all space periodically and reallocate space, when appropriate, to promote efficient use of the limited spaces available.
- When there are multiple requests for new or existing unallocated space, assignment will be generally guided by the following utilization priority order:
__Instruction*
__Library Services
__Research
__Private Service Functions
__Institutional Support Services
__Student Government
__Other
- Changes in space assignment and/or utilization within the Student Union Building, the Animal Husbandry & Veterinary Lab Complex, Natural & Agricultural Lab Centre Complex, and the Continuing Education Centre will be made in consultation with the Director of Student Union Operations and the Northern Cyprus (TRNC) Union Board, the Athletic Director, the Director of the Medical Centre, and the Dean of Faculty Education respectively.
- Within the above policy guidelines, high priority will be given to the creation and utilization of multi-use spaces.
- The Committee will be guided by the following minimum criteriain determining the quantity of space allocated:
__Deans, Department Heads, Directors : 140-150 sq. ft.
__Professionals : 120 sq. ft.
__Professionals (Part-time) two or more per room : 60 sq. ft.
__Secretarial/Clerical Station : 120 sq. ft.
__Secretarial/Clerical Open Office Configuration : 80 sq. ft.
__Secretarial/Clerical (Part-time) two or more per room : 60 sq. ft.
__Graduate Assistants** : 50-60 sq. ft.
- The Committee will refer any space issues that have long-range campus facilities development implications to the Campus Planning Committee for consideration before final action is taken by the Space Allocation Committee.
*Because of very limited classroom space, no general classrooms may be converted to another purpose without the review by the Dean of Admissions and Records.
**Graduate teaching and research assistants may be assigned space if their duties require such space and the space is made available by the department. Work study students will normally not be assigned specific space.
Procedures. The Space Allocation Committee will accept and review requests for changes in space assignment and utilization throughout the year. Since some of the requested actions and Committee’s decisions will have financial implications, the Committee will coordinate its decisions with the capital budget planning process. Deans, Department Heads, and Directors are encouraged to anticipate space need issues as part of the annual capital improvement projects planning process to assure consideration in the capital budget plan for the next year.
- Space issues will be initiated and reviewed in the following sequence:
Department Head
Dean/Director
Vice Rector
Campus Planner
Space Allocation Committee
- Responsibilities of each participant in the process include:
Department Head: The initiation of the request should include:
__General nature of request
__Location of space
__Current utilization
__Proposed utilization
__Justification for request
__Time implications for decisions
__Results of consultation with current occupants of space if the space is not currently assigned to the department, or is shared with another department
__Other information that may be useful to reviewers.
Dean/Director: Should provide the above information if initiating the request or provide comment if reviewing a request.
Vice Rector: Should provide the above information if initiating the request or provide comment if reviewing a request. Request should be forwarded to the Campus Planner for Committee meeting agenda preparation.
Campus Planner: Responsibilities include:
__Review request
__Consult with requesting unit for further detail
__Determine alternative solutions
__Review or obtain necessary cost implications
__Consult with Director of Facility Planning and Director of Physical Plant for availability of funding
__Consult with Scheduling Office in situations that have general classroom implications
__Prepare Committee agenda information, including recommended Committee action, in consultation with Chairperson.
Space Committee: Review requests and communicate decision to all parties impacted by the request and decision. Committee decisions may be to:
__Approve as requested
__Approve alternative solution
__Approve, subject to allocation of funds in capital budget plan
__Request additional information before action is taken
__Disapprove the request.
- The Committee, after notification by the Dean or Director of any of the conditions in 2 above, will send the Space Allocation Memo to the appropriate University departments or units and will notify the following of the changes:
- MTU Physical Plant Department
b. MTU Lock shop
c. MTU Telecommunications
d. MTU Parking Services
e. NM Commission on Higher Education Space Analyst
f. Other applicable departments and/or units
A91: Creation, Review, Reorganization, and Termination of MTU Research Centres and Institutes
Approved By: Rector Effective Date: 01.10.2019
Responsible Faculty Committee: Research Policy Committee
Office Responsible for Administration: Vice Rector for Research and HSC Vice Chancellor for Research
Revisions to the Policy Rationale, Policy Statement, and Applicability sections of this document must be approved by the full Faculty Senate.
Policy Rationale
Research centers and institutes play an inevitable, integral, and increasing role in modern research universities.
These roles stem from two facts.
First, cutting edge research in most academic disciplines is increasingly multidisciplinary, interdisciplinary, and trans‐disciplinary in nature.
Second, research centers and institutes encourage thematically focused but synergistic collaborations that go beyond those that occur in traditional academic departments. This enhances both the intellectual impact of the activities as well as extramural funding opportunities. From time to time it is necessary for the Mesarya Technical University (MTU) to consider proposals for the creation of new research centers and institutes, or for major restructuring or termination of existing research centers and institutes. This Policy document provides policies and procedures for consideration of such actions regarding research centers and institutes.
Policy Statement
The creation of a new research centre or institute located on or off the MTU MORA campus and/or Nicosia City Campus, or major changes to an existing research centre or institute require approval of the Faculty Senate and the Provost or HSC Chancellor. Approval of the proposed action must be obtained prior to initiating operation of a new research centre or institute, or making permanent major changes to an existing research centre or institute. In no case is this to be construed as prohibiting an existing research centre or institute from experimenting with temporary major changes prior to seeking approval of these on a continuing basis. However, it is expected that even in the case of experimental changes, stakeholders, such as affected faculty, staff, and students will be informed in advance and their input considered by the appropriate dean, director, or other administrator proposing the changes, prior to initiation. Policy A91”Creation, Review, Reorganization, and Termination of Research Centers and Institutes” All proposals to create,re‐organize, or terminate a research centre or institute shall follow the policies and procedures described herein, and any applicable standards or guidelines established by the Faculty Senate Research Policy Committee in consultation with representatives of the Provost or the HSC Chancellor and relevant research centre or institute heads.
Applicability
All MTU units, including the Health Sciences Centre and Branch Campuses.
Revisions to the remaining sections of this document may be amended with the approval of the Faculty Senate Research Policy Committee, Policy Committee, and Operations Committee.
Definitions
Major actions. A merger of two or more research centers or institutes, a division or dissolution of a research centre or institute, or a change in the basic mission of a research centre or institute.
Who should read this policy?
- Directors of research centers and institutes.
- Academic deans or other executives, department chairs, directors, and managers responsible for research centers and institutes.
- Administrative staff responsible for research centers and institutes.
- Faculty interested in creating a new centre or institute
Related Documents
Faculty Handbook:
Policy A61.16 “Research Policy Committee”
Policy A88 “Creation, Review, Reorganization, and Termination of MTU Academic Units”
Policy E60 “Sponsored Research”
Standard A91#1 “Creation, Review, Reorganization, and Termination of Non‐HSC Research Centres and Institutes”
MTU Board of Trustees’ Policy Manual:
Policy 5.1 “The Faculty’s Role in the University’s Academic Mission”
Policy 5.9 “Sponsored Research”
University Administrative Policies and Procedures Manual:
Policy 2425 “Recovery of Facilities and Administration Costs”
Contacts
Direct any questions about this policy to Office of the Vice Rector for Research, the HSC Office of the Vice Chancellor for Research, or the Faculty Senate Research Policy Committee.
Procedures
Research centers and institutes have three conceptual phases in their life cycle: the proposal phase, the operational phase, and the termination/reinvention phase.
Proposal Phase. The life cycle of a research centre or institute begins with the proposal phase, during which faculty, staff, and administrators must work together to build a strong case for MTU to invest in a research centre or institute. MTU administration should be provided evidence of the intellectual value of the research centre or institute beyond that which can be achieved within the departmental or faculty structure. The proposal shall clearly identify the scope of the research centre or institute; in particular which academic units will be contributing resources, including faculty time, staff, facilities and funds. The proposal should have funding plans for the short (e.g., one to five years) and the long (e.g., decades) terms.
Operational Phase. Once established, all resources for a research centre or institute shall be defined, including building space, equipment, staff, faculty appointments, and effort shares. The director is appointed by the administrator appropriate to the research centre or institute, and the conditions of the appointment and the term of service, including options for renewal, shall be clearly stated in the appointment letter. Directors shall be evaluated annually by a representative group of individuals. Guidance for the review is drawn from the proposal for the research centre or institute and must include criteria for evaluation of the research centre or institute vitality, achievement of goals, resource allocations, and budgets.
Termination/Reinvention Phase. The annual review processes from the Operational Phase shall reveal when a research centre or institute is experiencing difficulty in managing resources or achieving its expressed goals. Although the director and other applicable administrators shall be expected to take action to support and revive the research centre or institute, they are also responsible for terminating or “sun setting” the research centre or institute, as well as redirecting the resources to other areas of MTU when necessary. The reinvention and redirection of research centre or institute activities shall be completed via a process similar to that for creating a new research centre or institute.
The website maintained by the Office of the Vice Rector for Research (OVPR) or the Office of the HSC Vice Chancellor for Research shall contain an annually updated list of all research centers and institutes governed by the Provost and HSC Chancellor and a summary of the most recent review for each research centre or institute.
Division Specific Standards.
Standards for the organization and review of research centers and institutes may vary within major components at MTU. To accommodate these differences each component should develop a standard document specific to the component designed to ensure compliance with this Policy. Standard A91#1 provides guidelines applicable to non‐HSC research centers and institutes. A standard will be developed to provide guidelines applicable to HSC research centers and institutes. In the event that a research centre or institute has substantial involvement in both the HSC and non‐HSC divisions of MTU, the director will work with the Provost and HSC Chancellor to determine which standard is applicable or if another standard needs to be developed.