The process for establishing and renewing research centres and institutes at Queen's is guided by the Policy on the Establishment of Research Centres and Institutes (RCIs) and associated procedures. The process is led via the Senate Advisory Research Committee (SARC), which recommends establishment and renewal to the Queen's Senate.
The two associated procedures assist in bringing robustness to the mechanisms deployed to ensure the operational vitality of RCIs:
- Procedure for the Establishment, Categorization, Renewal and Dissolution of Research Centres and Institutes (Procedure A) describes the procedural steps for initial RCI applications and subsequent renewals.
- Procedure for the Administration of Research Centres and Institutes (Procedure B) focuses on the development of the operational plan required for the establishment and ongoing administration of RCIs.
The policy and procedures provide freedom for groups and collaborations to evolve, calling for formalization when factors like size, scale, and complexity make it appropriate.
Considerations for establishing an RCI
- Review the Policy and Procedures carefully.
- Connect with the relevant Associate/Vice-Dean(s) Research early in the process of considering the establishment of an RCI.
- Arrange a joint meeting between the Vice-Principal Research Portfolio and the relevant Associate/Vice-Dean(s) Research to discuss the proposed RCI, research objectives and operational considerations.
- Review the templates to guide the development of the Research Plan and Operational Plan components of the application.
- Submit the draft application to the Senior Director, Research Infrastructure, Centres and Institutes (research@queensu.ca) for initial feedback. Once feedback is received and incorporated, the final application package can be submitted for formal review.
- To inform the governance and oversight of RCIs, SARC will recommend establishment, and renewal, of RCIs within three categories – Tier 1, Tier 2 and Group.
- Rather than focusing on delineating RCIs by their names (i.e. a Centre is X and an Institute is Y) or by status as Faculty or University level under the old Policy, SARC adopted a categorization method that focused on key research indicators including research excellence, evidence of collaboration, training and development of highly qualified personnel, knowledge mobilization activity and alignment with Queen’s strategic plans.
- It is not a requirement for prospective RCIs to indicate Tier level as part of the application, however, a preference can be offered.
- Tier 1 represents the areas of highest strategic importance to the university research mission and may, when available, receive additional central institutional resources and support to deliver on its objectives.
- A categorization guideline will be maintained by SARC as part of this Procedure, to be reviewed by SARC annually, and updated at a minimum of every three years.
- At this time, RCIs require a lead Faculty to support operations, administration and financial processes.
- Multidisciplinary and multi-Faculty RCIs are strongly encouraged; current structures and oversight processes require a lead Faculty to be identified, although the lead can change over time.
- The role of the Vice-Principal Research Portfolio is to ensure that RCIs when established are positioned for success, and that proper governance and oversight practices are in place.
- The Vice-Principal Research Portfolio currently does not have funding to directly support Tier 2 RCI activity; proponents are encouraged to pursue grant and research contract funding and seek support from Faculties.
- A minimum 5-year budget plan is required; a strategy for a 10-year horizon is strongly encouraged.
Forms and templates
- Research Plan Template (WORD 46 KB)
- Operational Plan Guidelines (WORD 38 KB)
- Budget Template Guideline document is available by request at research@queensu.ca
Additional policies and procedures
RCI renewals
The Vice-Principal Research Portfolio has been working with Faculties to support the transition to the new processes, and several RCIs are now fully within the new framework. The Portfolio will continue to work to support the remaining RCIs within Faculties that need to be formally reviewed for renewal, or a decision taken to disband. The renewal process includes review and approval by SARC and Senate, and ratification by the Board of Trustees.
Two foundational documents are required for the renewal process, a Research Plan to be approved by SARC/Senate (as outlined in Procedure A and associated template) and an Operational Plan approved by the Vice-Principal Research and the lead Dean (as outlined in Procedure B and associated template).
Key contacts
To streamline communications, RCIs should connect to the Vice-Principal Research Portfolio through their Associate/ Vice-Dean Research and Faculty business officer. All questions should be directed to the following primary Vice-Principal Research contacts:
- Klodiana Kolomitro provides feedback on the entire submission and leads the VPR internal approval process.
- Jay Schmelzle provides process and implementation advice.
- Alex Birchard provides advice on the development of financial plans for RCI operational plans.