Departments, Adding or Changing

Application for New Departments

 For purposes of this discussion, departments are cost centers within the University.  This includes, but is not limited to, academic areas, administrative areas, clearing departments, grants and student organizations.

     
    1. All new departments will be activated by Financial Support Services.
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    2. The organization desiring to open a department should obtain an APPLICATION FOR NEW DEPARTMENT NUMBER OR CHANGE TO EXISTING DEPARTMENT NUMBER.
         
      1. Any changes to the department must be communicated to Financial Support Services with an APPLICATION FOR NEW DEPARTMENT NUMBER OR CHANGE TO EXISTING DEPARTMENT NUMBER.
           
        Changes include sponsorship changes, name changes, inactivating, changes in reporting levels, and changes in how the department is being used. It is the responsibility of the sponsor to authorize by memorandum to Financial Support Services a full-time faculty or staff member to sign in the temporary absence of the sponsor. The temporary sponsor's signature must also be on file in Financial Support Services.
           
        Use the APPLICATION FOR NEW DEPARTMENT NUMBER OR CHANGE TO EXISTING DEPARTMENT NUMBER and specify on the form the dates the temporary sponsor will be signing invoices and other documents. The organization should prepare a memorandum setting forth the reason for the change. The memorandum must state the resignation of the old sponsor (with signature) and provide the name and address of the new sponsor. A co-sponsor may also be designated, if approved by the sponsor. The new sponsor and co-sponsor must be full-time faculty or staff members.
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      2. A memorandum bearing the signature of the sponsor must be forwarded to Financial Support Services in order to close a department.

 

Specific instructions for the APPLICATION FOR NEW DEPARTMENT NUMBER OR CHANGE TO EXISTING DEPARTMENT NUMBER:


Enter the name and the phone number of the individual completing the form. Financial Support Services will contact this individual if there are any questions or concerns regarding the form.

     
    1. Indicate the desired addition or change to the department by marking the appropriate box. Please note the specific instructions beside each selection to determine which items must be completed.
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    2. Enter the proposed name of the department (e.g., Chemistry Research).
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    3. State the purpose of the organization or unit (e.g., to research the reactions of different viruses under changing temperatures and conditions). Please be specific in describing the purpose. Note: There are specific award documents required prior to opening a grant or contract department. Please contact your grant specialist directly for instructions on opening this type of department.
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    4. Indicate the reporting levels for this department. Include the Vice President, Dean/Director, and sponsor Name, as well as a home department number.
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    5. Check if deposits will be made to this department and if so, the source.
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    6. The sponsor's signature, title, and employee id (6 digit EMPLID from the HR system) must be provided in this space. It should also contain the signature and EMPLID of any co-sponsor approved by the sponsor.
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    7. The signature of the appropriate Vice President, Director or Dean recommending the new department is required.