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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: Senate

Original Approval Date: March 3, 2011

Date of Most Recent Review/Revision: n/a

Office of Accountability: Vice-President: Research

Administrative Responsibility: Office of Research Services


Faculty members often collaborate informally on research or scholarly activities. In some situations, several faculty may wish to have such collaborations explicitly recognized by the university. Those collaborations, however, are typically less formal, or less in need of both internal and external forms of support than institutionally recognized Centres or Institutes.

The purpose of this policy is to define the terms under which these research collaborations operate.


In situations where faculty may wish to have collaborations recognized by the university, the collaborative may petition the Vice-President: Research (VP:R) and the Senate Committee on Research and Publication (SCRAP) for recognition. The letter of petition will include the following information:

  • the proposed name of the entity (exclusive of the terms “Centre” or “Institute,” and the names of established academic units such as departments, faculties or schools);
  • the purpose of the entity, including a rationale for why the entity wishes formal recognition;
  • a short description of the anticipated scholarly activities of the entity;
  • a list of faculty and other collaborators within the entity;
  • the identification of, and a letter of support from, a local university officer (e.g., chair, dean) to whom the entity will be responsible; and
  • an outline of the proposed structure and functioning of the group.

These collaborations will not normally require dedicated support such as space, staffing, or university funding. If there are any such commitments, the letter of petition must specify these along with a supporting letter from unit providing the support.

The VP:R will review the petition and will forward it to SCRAP with a recommendation for approval. Unlike Centres or Institutes, recognized collaborations will not normally require full Senate sanction.

Upon approval, the collaboration may use the approved name on letterhead, in promotional material, in applications to external agencies, and so forth.

The entity will submit a brief annual report to the VP:R by June 30 each year. The report will include the following information:

  • a summary of activities and scholarly output over the past year;
  • a discussion of any changes in the mode of operation; and
  • the name of the Coordinator for the next year.

Any collaboration not reporting in this manner shall be considered inactive and may have its recognition withdrawn if they do not submit a report within 30 days of the due date for the annual report. SCRAP will review the status of each group every three years and, if appropriate, approve the continuation of the group for an additional three years.

SCRAP will include a listing of recognized collaborations in its report to Senate each year.

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