Purpose
This content was updated on November 4, 2026.
Centers and institutes at the University of Montana are established and periodically reviewed in accordance with UM Policy 310: Establishment and Periodic Review of Academic Institutes, Bureaus, Centers, Stations, Labs, and Other Similar Entities.
The careful creation and review of centers and institutes ensures that UM's research and outreach entities remain aligned with the University's mission and priorities, contribute meaningfully to academic programs, and demonstrate productive use of university resources. All centers and institutes report to a sector executive (for example the Provost or the Vice President for Research and Creative Scholarship). Reviews occur every five years after the unit is established and culminate in a recommendation from the Provost or the Vice President of Research and a final decision by the President.
Center review examines whether a center or institute:
- Clearly defines its mission and aligns with the University's strategic priorities;
- Demonstrates productivity in research, outreach, teaching, or service; and
- Has sufficient personnel, funding, and infrastructure to sustain its work.
Creating a New Center or Institute
A new center or institute requires approval from both the Faculty Senate and the Board of Regents. Please review the Curriculum Approval Handbook and the Curriculum webpage for instructions.
Centers and Institutes Defined
The Montana University System distinguishes between two types of single or multidisciplinary entities:
Research Center
A unit organized to conduct research around a specific theme or topic. Centers typically have a narrower scope, are often located within a department or college, and may be limited in duration by the scope of a particular project or funding commitment.
Research Institute
A unit with greater organizational stability, program autonomy, and a broader program of study. Institutes typically draw funding from multiple sources, maintain dedicated administrative staff, and have demonstrated long-term sustainability.
For full definitions, see Appendix B of the OCHE Academic Affairs Handbook.
Reviewing Established Centers and Institutes
Center and institute review is a collaborative, multi-stage process through which centers demonstrate their ongoing value, productivity, and alignment with the University's mission. The process spans one full academic year and involves the center director, the responsible sector executive, an external reviewer, Faculty Senate, and the President.
Process
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Centers scheduled for review are notified by the Office of the Provost in spring prior to the academic year in which their review will take place. The notice outlines key deadlines and directs directors to the resources available on this page.
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The center director prepares a comprehensive self-study covering the center's purpose, activities, productivity, personnel, budget, and alignment with university priorities. Directors also submit a ranked list of five external reviewer candidates.
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Step 1: Recommend Reviewers
Prepare a list of five potential external reviewers in consultation with your sector executive, ranked in order of preference, and submit it to the Office of the Provost. Do not include anyone with a perceived conflict of interest, such as former students or close collaborators within the last three years. Please include your financial officer’s name when you submit the reviewer list so they can be included on all communications with reviewers.
You do not need to contact potential reviewers beforehand. The Office of the Provost makes the final selection, confirms the reviewer’s availability, and sends a letter of invitation describing the review process and the expectations for the written report along with the center’s self-study.
Step 2: Schedule Interviews
Once the reviewer has accepted the invitation, center representatives confer with the reviewer to schedule and organize the interviews. Interviews take place remotely, by Zoom or Teams, over the fall and winter, and the timeline can be adjusted to suit the reviewer’s availability. Interviews should include:
- Director
- Staff
- Affiliated Faculty
- Students (if applicable)
- Relevant partners from within and outside the institution
- Sector Executive (Dean, Vice President, etc.) and Vice President for Research and Creative Scholarship (if applicable)
The unit and reviewer are welcome to add additional meetings or alternate combinations or constituents. Plan approximately 30 minutes per interview. Group meetings are encouraged, when possible, to make the best use of the reviewer’s time. Confirm with the reviewer about who will create the links and calendar invites for the meetings.
Step 3: Reviewer’s Report
The external reviewer prepares a confidential written report and sends a single copy directly to the Office of the Provost by March 1. The Office of the Provost shares the report with the center director and the sector executive. The report identifies strengths, areas for improvement, and actionable recommendations within the context of available resources, and addresses the center’s mission and alignment with University priorities; its activities and productivity; its contributions to academic programs and student learning; how it compares with similar centers in Montana and the region; the personnel, funding, facilities, and infrastructure needed to sustain it; and recommendations for its future.
Step 4: Arrange the Honorarium
Reviewers are offered a $250 honorarium in the invitation email and the formal letter of invitation. The honorarium is funded by the center. As soon as the reviewer accepts, notify your financial staff and arrange to pay the honorarium upon receipt of the report.
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The sector executive makes the final recommendation to continue or discontinue the unit. Any recommendation to discontinue moves to the Executive Committee of the Faculty Senate, who will review the self-study and external reviewer's report and make their own recommendation to the President. The President reviews all recommendations to continue or discontinue the unit and issues a final decision. The Office of the Provost communicates the outcome to the center director. If continued, the center's activities proceed for five years until the next scheduled review.
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Center review spans one full academic year:
- Spring Semester: Notice of review sent to centers
- September 1: Reminder letter sent to centers
- September 15: Centers submit ranked list of five external reviewer candidates
- October 15: Center review report (self-study) due to sector executive; Center Reviewers Confirmed
- November 1: Reports distributed to Sector Executives and external reviewer
- November – February: External review conducted remotely over the fall and winter (timeline can be adjusted to suit the reviewer’s availability)
- March 1: External reviewer's report due to sector executive
- March: Sector executive meets with director to discuss external review and draft recommendations
- March – April: Faculty Senate reviews and votes on recommendations to discontinue
- April 30: Recommendations forwarded to Office of the President
- May: Final decisions issued by President
- June: Final letters sent to centers and report sent to OCHE
Frequently Asked Questions
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All centers and institutes established under UM Policy 310 and approved by the BOR are reviewed every five years. The current review schedule is available above.
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The center or institute director is responsible for preparing the self-study in accordance with the published guidelines and in collaboration with faculty and staff.
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The center director prepares a ranked list of five candidates in consultation with the sector executive, and the Office of the Provost makes the final selection. Reviewers are invited by email first and receive a formal letter of invitation once they confirm their availability. Reviewers should not have a perceived conflict of interest, such as former students or close collaborators.
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The reviewer prepares a confidential written report and sends it directly to the Office of the Provost by March 1. The report addresses the center’s mission and alignment with UM’s strategic priorities; its activities and productivity in research, outreach, teaching, or service, including extramural support; its contributions to academic programs and student learning; a comparison with similar centers and programs in Montana and the region; the personnel, funding, facilities, and infrastructure needed to sustain its work; and recommendations for its future.
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The external review is typically conducted over the fall and winter, with the reviewer’s confidential report due to the Office of the Provost by March 1. The timeline can be adjusted to suit the reviewer’s availability
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Reviewers receive a $250 honorarium, funded by the center and paid upon receipt of the written report.
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The Office of the Provost shares the external reviewer’s report with the center director and the sector executive. The responsible sector executive reviews both the self-study and the external reviewer's report and recommends continuance or discontinuance. Recommendations to discontinue are forwarded to the Executive Committee of the Faculty Senate, who conducts a review of any discontinuations and makes a recommendation to the President. All recommendations are forwarded to the President, who issues the final decision. The Office of the Provost communicates the outcome to the center and OCHE in June.
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Yes. Based on the evidence presented, the sector executive, the Executive Committee of the Faculty Senate, and the President may recommend discontinuance. This initiates a Level I termination which is sent to OCHE for approval. If continued, the center proceeds for five years until its next scheduled review.