University of Delaware
Policies and Procedures Manual

Section: Administrative
Policy Number: 1-6
Policy Name: Procedures for Developing Short Term Institutes
Date: April 15, 1975
Revisions: December 1, 1987; June 5, 1989; June 17, 2005

1. PURPOSE

   To follow standard procedures that assure that short-term institutes held at the University are financially sound and efficiently carried out.

2. POLICY

   Procedures for developing short term institutes:

   1. Obtain approval in writing from the chairperson, dean, and Assistant Provost for Graduate Studies, where appropriate, to proceed with arrangements for the proposed institute.

   2. Discuss the general plan and requirements with the Director of Conference Services. For any institute involving sponsored funds support, the Director of Conference Services will arrange a meeting between the institute director and the Research Office.

      The purpose of this meeting will be to:

      1. Develop estimates for faculty and staff salaries, miscellaneous wages, overhead, University dining services, housing, classrooms, office space registration, transportation, audio-visual, printing, publicity and other needs.

      2. Determine those expenditures that a government agency or other sponsor will defray.

      3. Compute a suggested participant fee if needed.

         NOTE: It is imperative that these steps be followed before quoting or publishing registration fees or food and housing costs.

   3. If adequate funds are available from the sponsor to offset either the entire cost of the institute or that part of it that cannot be supported by participant fees, the proposal, will be submitted through University channels for approval and subsequently mailed to the sponsoring agency. Any institute involving undergraduate or graduate credit must be routed through the department, college dean and the Assistant Provost for Graduate Studies to the Provost for academic approval.

   4. If sufficient funds are not available, or if the sponsor refuses to accept all of the anticipated charges associated with the institute, less participant fees, additional support should be sought through the department chairperson or dean.

   5. When budget arrangements are complete and the operation of the institute is assured, inform the Director of Conference Services, who will begin making arrangements.

   6. The final budget will be forwarded to the Research Office where a University purpose code will be assigned to the institute.

Submitted by: Vice Provost for Academic and International Programs

Copyright, © 1996, University of Delaware. All rights reserved.

Please direct questions to the Executive VP office.