CHAPTER 08

MANAGEMENT GUIDELINE FOR CENTERS AND UNITS

Contents of the Chapter

8.1 Introduction

8.2 Types of Centres/Units/Cells

8.3 Procedure to be followed for the establishement of a Center/Unit/Cell

8.4 Administrative structure of a Center/Unit/Cell

8.5 Operational Management Guidelines For Centers/Units/Cells

8.6 Administrative Structure and Operational Management Guidelines of existing Centers established under Central Administration of the University

8.7 Administrative Structure and operational management Guidelines of existing Centers established under Faculty Administration of the University

8.1 Introduction Reference to

sources and SoPs

Centers/ Units/ Cells are the administrative bodies/structures established by the University, as a directive from UGC or as a decision of the Council to facilitate the operations of the University such as offering external degree programs, community-based programs, research and development activities, capacity building, quality assurance, welfare services, career guidance activities etc.

This chapter describes the administrative management guideline applicable for the Centers/Units/Cells operated within the University of Peradeniya.

8.1.1 Definition for Center/Unit/Cell

A Center/Unit/Cell is an administrative body/structure established as per UGC directives, or as a decision of the Council, attached to the Central administration or to a faculty to facilitate the activities/functions as described above.

8.2 TYPES OF CENTERS/UNIT/CELLS

8.2.1 Centers/Units/Cells established by the University as per UGC directives CDCE

SDC The UGC may direct the universities through UGC circulars to establish Centers/Units/Cells at University or at ^CQA

faculty level to coordinate various academic and administrative activities. Accordingly, universities shall establish CGUBLII- TTO

Centers/Units/Cells as specified by the relevant circulars.

Such a Center/Unit/Cell shall be named as per the relevant circular instructions.

These Centers/Units/Cells shall operate either under central administration or under faculty administration as per the directives given in the respective circulars and shall follow the guidelines prescribed therein.

8.2.2 Centers/Units/Cells established as per decisions of the Council CSHR-UP

InRO The University may establish Centers/Units/Cells to ensure the smooth operations and streamline its academic and NCSU administrative activities, with the approval of the Council. ITCCES

PS-CCC These Centers/Units/Cells may operate either under central administration or under faculty administration, as EDC approved by the Council. JSC

The name of the Center/unit/Cell shall be used as approved by the Council.

8.3 PROCEDURE TO BE FOLLOWED FOR THE ESTABLISHEMENT OF A CENTER/UNIT/CELL SoP for

All Centers/Units/Cells shall be established with the approval of the Governing Council of the University by establishing Center/Unit/Cella

following the procedure as described below;

Format for

Proposal shall be submitted for the approval of the Council, through the Corporate Management Division, proposal in the prescribed format.

Recommendation of the Faculty Board should also be obtained if the Center/Unit/Cell is established under faculty administration.

The proposal shall be recommended by the Senate, if the Center/Unit/Cell is established for academic purposes.

8.4 ADMINISTRATIVE STRUCTURE OF A CENTER/UNIT/CELL

8.4.1 Administrative structure of a center/unit/cell established under central administration

The Center/Unit/Cell operating under central administration directly comes under the Vice Chancellor, and the Vice Chancellor is assisted by a Board of Management or a Management Committee appointed by the Council of the University.

Terms of References for the Board of Management/Management Committee should consist with following minimum.
- Recommend annual budget and the program budget of the center/unit/cell for the recommendation of the Finance committee and approval of the council.

- Recommend annual action plan and procurement plan of the center/unit/cell for the recommendation of the Finance committee and approval of the council.

- Recommend appointments and terminations of contractual staff required for overall and effective implementation of the center. o Recommend wages or allowances or salaries or other remunerations of staff recruited for the center/unit/cell in line with the existing government to the Council via the Finance Committee.

- Terms of References of the Center/Unit shall be periodically reviewed by the Board of Management or Management Committee and update where necessary. Any alterations to the ToR should be reported to the Council for its approval.

- Design and develop training program and curriculum of the courses as per the SLQF and recommend to the Senate for the approval, if the center is established for academic purposes.

- Any other function deems necessary for the proper functioning of the respective center.

- Design and develop programs, workshops, seminar, trainings, etc addressing the current & future needs and requirements of the society within the purview of the relevant center/unit/cell to ensure the sustainability of the center/unit/cell.

The Director shall be the administrative head of a center/unit who will be appointed by the Council on fulltime or part-time basis. The tenure of a director is 3 years.

The first Director of the Center/Unit/Cell will be appointed by the Council and the subsequent Directors will be appointed by the Council based on the recommendations made by the respective Board of Management or the Management Committee.

In the event of a Director by reason of leave, illness, absence from the country, cessation of employment, removal or other cause prior to completion of the tenure, an Acting Director should be appointed by the Council to cover-up the duties with the recommendations of the Board of Management or Management Committee until arrangements are made to fill the vacancy by following the proper procedures.

The composition of the BoM/MC is as follows;

Vice-Chancellor shall be the chairman of the Board of Management or the Management Committee and DVC, Director of the Center/Unit/Cell, Registrar and Bursar shall serve as ex-officio members. Other members of the committee shall be appointed as stated in the proposal depending on the requirement.

The Board of Management or the Management Committee shall meet at least four times per year. Quorum of a meeting shall be 1/3 of the total membership.

Financial Management shall be handled by the Financial Administration Division of the University.

8.4.2 Administrative Structure of a Center/Unit/Cell established under faculty administration

Administrative structure of centers/units/cells established under faculty administration should be same as above (8.4.1) except 1 and 8 above and followings should be included.

The Center/Unit operating under faculty administration directly comes under the Dean, and the Dean is assisted by a Management Committee appointed by the Faculty Board.
Financial Management shall be handled by the Senior Assistant Bursar/Assistant Bursar of the Faculty under

the supervision of the Bursar of the University.

8.5 OPERATIONAL MANAGEMENT GUIDELINES FOR CENTERS/UNITS/CELLS

All Centers/Units/Cells shall follow the University Establishment Code, Financial Regulations, Procurement Guidelines and UGC Circulars and directives, if any.
Progress (both Financial and Physical) of all Centers/Units/Cells of the University shall be reported to the Council bi-annually. The council may decide the continuation of the activities of Centers/Units/Cells by reviewing the progress so reported.
Establishments divisions of the university shall fill the approved cadre positions of the Centers/Units/Cells by following the proper procedure.
To manage the Centers/Units/Cells effectively, staff can also be hired on contract basis over and above the approved cadre using earn funds of the Centers/Units/Cells. Salaries and Wages should be similar to the parallel positions of the University. The CMD shall coordinate such appointments for the approval of

SoP for procurement procedure of the

center/unit/cell

Chapter 04 & 05

Commission circular 04/2016 dated 01^st March 2016

Management Letter for recruitment/ documentation of personnel files/ releasing employment

8.6 ADMINISTRATIVE STRUCTURE AND OPERATIONAL MANAGEMENT GUIDELINES OF EXISTING CENTERS ESTABLISHED UNDER CENTRAL ADMINISTRATION OF THE UNIVERSITY

8.6.1 Centers/Units/Cells established as per UGC directives

The following Centers/Units/Cells have been established in the University of Peradeniya under the central administration based on the directives made by the UGC. 1. Center for Distance and Continuing Education (CDCE)

Carrier Guidance Unit (CGU)
Staff Development Center (SDC)
Centre for Quality Assurance (CQA)
Business Linkage, Innovation, Incubation and Technology Transfer Office (BLII-TTO)

the Council, subject to the availability of an approved budgetary allocation for payment of salaries along with applicable employment benefits.

Annual Budget and the activity budgets of all Centers/Units/Cells shall be recommended by the BoM /MC and by the Finance Committee for the approval of the Council of the University.
Annual Action plan and Procurement plan for each Centers/Units/Cells shall be prepared and forwarded for the recommendation of the BoM/MC and the Finance Committee and the approval of the Council.

benefits of temporary staff

SoP for procurement procedure of the

center/unit/cell

SoP for Inventory handling of the center/unit/cell

Any Agreement/MoUs signed with out-side parties for activities related to a Centers/Units/Cells shall be done only by the Vice-Chancellor as stated in the Delegation of Financial Authority of the University.
All procurements related to the purchase of Works, Goods, Services and Consultancies of a Centers/Units/Cells shall be done by adhering to the approved procurement guidelines.
The handling of inventories of a Centers/Units/Cells shall be done by adhering to the procedure approved by the University.

8.6..a Center for Distance and Continuing Education (CDCE) Commission

Circular 932

dated

The Center for Distance and Continuing Education (CDCE) was established on 9^th April, 2007 by amalgamating 15.10.2010 the External Examination Branch and the Centers for Continuing Education of the University keeping in line with

the principles of Open and Distance Learning (ODL). SoPs of the

CDCE

Please refer the circular & documents specified in the right pane for details on policy framework and guideline for offering external degrees and extension programs by universities /HEIs, institutional organizational arrangement (Role of Director, Management Committee, Boards of Study), admission criteria for the degrees, methods of selection and registration, program structure (type, structure and design of curriculum), credit transfer mechanism, program delivery and learner support, assessment system, appointment of examiners, quality

assurance, collaborations and guidelines for extension courses.

8.6.1.b Career Guidance Unit (CGU) Commission

Circular 934

dated

The Career Guidance Unit (CGU) of the University of Peradeniya has established with the objectives to conduct 21.10.2010 career counselling, career information services, networking, works experience (industrial placement program, graduate placements (internship program) and integration of career guidance to undergraduate curricular.

Please refer circular specified in the sideline for details on refocusing the career guidance services, institutionalizing career guidance services in universities, human resources, physical resources, financial resources and mandatory functions of CGU.

8.6.1.c Staff Development Center (SDC)

University

Act no 16^th of

The Staff Development Center (SDC) is responsible for the training of Academic, Academic Support, Administrative 1978: and Non-Academic staff etc. attached to the University. The main areas facilitating by the SDC are; Section 15

Prescribed post-recruitment qualifications for confirmation and promotion Commission
Service-specific advanced knowledge and skills through in service training. Circular 937^th

Dated 10

Nov 2010

Please refer circular/documents specified in the right pane for details on policy framework, institutional arrangement, objectives and functions of SDC, Staff Development Programs (Types, Design, Delivery, Assessment and Quality Assurance, general (general administration, academic administration) and financial management of the center etc.

Commission

8.6.1.d Centre for Quality Assurance (CQA) Circular

09/2019 Quality Assurance is one of the statutory responsibilities of the UGC, which is considered to be a continuous and dated October 7^th an on-going process. The Center for Quality Assurance facilitates the coordination and continuous improvement 2019 of all core-functions of the university to ensure the highest standards of quality in academic and administrative

By-laws of matters of the university. the CQA

Please refer circular & documents specified in the right pane for details on recommended composition of the Senate Standing Committee on Quality Assurance, recommended objectives and functions of the University’s center for quality assurance, Post of Director and his/her responsibilities (ToR), logistic support for the center etc.

8.6.1.e Business Linkage, Innovation, Incubation and Technology Transfer Office (BLII-TTO) Constitution of BLII-TTO

approved by

The Business Linkage, Innovation, Incubation and Technology Transfer Officer (BLII-TTO) is the apex body the 486^th established within the University in terms of implementing activities related to develop practices, promote and Council held facilitate business oriented and outcome-based research within the University, develop awarding schemes to recognize on researches who introduce best commercially viable products and services, organizing training workshops and 29.06.2019

coaching camps for disseminating state-of-art research knowledge and best practice for business organization, UGC promote and coordinate technical consultancy services through faculty level business centers/faculty coordinators for Circular business organizations, Implementing, promoting monitoring and management of the IP policy within the University 2016/10 and sharing the benefits of technology transfers among the relevant researchers etc.

Intellectual Property

Please refer documents specified in the right pane for details on vision & mission, objectives, focal areas of the BLII- Policy (IP) TTO, organizational structure and composition of the BLII-TTO, terms of the office , quorum, meeting and reporting, for University responsibilities of BLII-TTO and director, appointment, term and removal of director, responsibilities of faculty level of Peradeniya BLII-TTCs, financial management, physical and financial resources, monitoring and evaluations of BLII-TTO activities, benefit sharing, rules and regulations for process of technology transfer at BLII-TTO etc.

8.6.2 Centers/Units/Cells established as per decision of the Council

These Centers are:

Center for the Study of Human Rights (CSHR-UP)
International Relations Office (InRO)
Information Technology Center (ITC)
Network & Communication Services Unit (NCSU)
Center for Environment Studies (CES)
Pre School & Child Care Center (PS-CCC)

8.6.2.a Center for the Study of Human Rights (CSHR-UP) Senate PaperST/269/08 -

The Centers for the Study of Human Rights (CSHR-UP) was established in University of Peradeniya as an educational entity committed to the promotion of knowledge and practices of human rights through multi-disciplinary educational and research activities. Promotion of human rights is the main goal of the CSHR-UP. The Centers intends

achieving this goal through multi-disciplinary education and research with the participation and support of the

University community to the public.

Please refer documents specified in the right pane for details on goal, administrative structure, governing board and its composition, powers and functions, Director and staff, academic matters. Control of funds, assets of the center,

fiscal year and other provisions of the constitution.

8.6.2.b International Relations Office (InRO)

The International Relations Officer (InRO) was established at UoP in 2012 and its functions and activities included enhancing global relations, promoting multidisciplinary collaborative research programs, facilitating students and staff of UoP by providing and coordinating resources, platforms and scholarly exchanges etc.

There are two separate divisions namely as,

Approved by the

International Relations Office (InRO) and Council at its 489^th meeting of
University Research Council (URC). the Council held on 26.10.2019 Please refer documents specified in the right pane for details on vision & mission, functions, structure and functions of two divisions, composition and functions of BoM, duties of the Director, General Administration and Financial

Management, physical and financial resources etc.

8.6.2.c Network and Communication Services Unit (NCSU) Senate

Paper: ST/269/09

The Network and Communication Service Unit (NCSU) was established in the Faculty of Engineering as a University Council unit in early 2001. The main objective is to manage and maintain the state-of-the-art communication infrastructure to paper

facilitate the academic service functions of the University employees. 434.4.1

Please refer documents specified in the right pane for details on objectives, functions and activities, organizational structure, composition and functions of BoM, duties and functions of the Director, duties and functions of staff, summary of recruitment services, General Administration and Financial Management, etc.

8.6.2.d Information Technology Center (IT Center) Council

paper C/02/01/302/

The Information Technology (IT) Center was established in year 2001 to provide training and promote utilization of 7.1 modern technologies related to IT, to provide coordination and communication among information and communication technology (ICT)-related facilities within the University, to provide advisory services to the public and private sector organizations, to carry out research and development activities beneficial to the University and the industry, to enhance the competitiveness of University of Peradeniya as a higher education institute and to promote public/private sector partnership in the area of ICT.

Please refer documents specified in the right pane for details on objectives, administrative structure, functions and activities of the center etc.

8.6.2.d Center for Environmental Studies (CES)

The Center for Environmental Studies (CES) was established in 1992 with the approval of the Council. The objectives of the CES are to offer interdisciplinary environmental training programs both to the undergraduates and post graduate students of the University and to coordinate the environmental education, training and consultancy services offered by the University. The CES plays a vital role in environmental impact assessment (EIA) of many development-related projects in Sri Lanka.

Please refer documents specified in the right pane for details on objectives, functions and activities, organizational arrangement, composition & functions of the BoM, duties and responsibilities of Director, Deputy Director (Research), Deputy Director (Training) & Deputy Director (consultancies), general administration, Academic administration, financial management, etc.

8.6.2.e Pre-School and Child Care Centre (PSCCC)

The Pre-School and Child Care Center (PSCCC) was established in 1995 in the University premises with the objective of providing pre-school and daycare facilities to the children of staff members and as per a decision taken by the University Council, the administration of the PSCCC was taken under the University administration.

Please refer documents specified in the right pane for details on composition of the BoM, ToR of the BoM, general administration, financial management, & major functions etc.

8.7	Administrative Structure and Operational Management Guidelines of existing Centres established under Faculty Administration of the University
No	Name of the Center/unit	Year of established	Main functions	Administrative structure
1	Agribusiness Centers (AbC)	1997	To reinforce the linkages between the University, and the private and public sector organizations. It brings together University academics and decision-makers from diverse industry organizations including producers, manufacturers, marketers, policymakers, and service providers. The Center conducts consultancies, training programs, workshops and fieldbased research programs through effective linkages with national and international organizations.	Dean/Director and the Management and Coordinating committees
2	Agricultural Biotechnology Center (AgBC)	2003	To facilitate and strengthen research, capacity building and generate marketable products through exploitation of molecular biology and biotechnology. It is the only institution of its kind devoted to Agricultural Biotechnology in Sri Lanka.	Dean/Director and the Management and Coordinating committees
3	Agricultural Education Unit (AEU)	2007	(1) To train a new generation of trainers to develop the Agricultural Education in secondary schools and tertiary education system.	Dean/Director and the

8.7	Administrative Structure and Operational Management Guidelines of existing Centres established under Faculty Administration of the University
No	Name of the Center/unit	Year of established	Main functions	Administrative structure
			To be the focal point and coordinator of the secondary and tertiary education in Agricultural Education, and consultation in the region. To conduct and take part in research in agricultural education and allied fields To actively involve in preparing and conducting national level examinations in Agriculture and allied sciences To provide consultation in the development of curricula, teaching methodologies (in collaboration with the Teaching Methods Unit of the Faculty) for teachers in the secondary and tertiary education system To support the activities of the central and provincial governments of Sri Lanka in achieving the Sustainable Development Goals (SDGs).	Management and Coordinating committees
Faculty of Arts
1	Special Needs Resource Unit	2004	ICT instructions to special needs students Forward and Backward Braille Translation service in Sinhala-provide services to read in Braille backward translation (braille to print) enables to write using a braille keyboard, documents such as assignments and letters which can be read by sighted persons. Opportunities for financial assistance

8.7	Administrative Structure and Operational Management Guidelines of existing Centres established under Faculty Administration of the University
No	Name of the Center/unit	Year of established	Main functions	Administrative structure
			Textbooks and study material in accessible formats (braille and digital talking books (DTB)- provision of study equipment and special devices such as the braille machines, braille emboss, talking book players, cassette and digital voice recorders, one hand keyboards, magnifying glasses, spectacles, and contact lenses, wheel chairs and USB pen drives
Faculty of Dental Sciences
1	Dental Auxiliary Training School (DATS)	-	Training, Dental Surgery Assistants and Dental Technicians	BoM of DATS
2	Smile Train Project	2002	Engaging in activities aimed at improving the resources and standards of care of the patients with clef lip and palate such as procurement of equipment consumables and raining of staff Promoting scientific activities such as research conference and publication in the field of clef lip and palate	Executive committee of the project and Director
Faculty of Engineering
1	Industrial Training & Career Guidance Unit (ITCGU)		Industrial Training and Career Guidance Unit (ITCGU) is responsible for arranging, monitoring and evaluating industrial training in liaison with the National Apprentice and Industrial Training Authority (NAITA). This unit is	Faculty of Engineering

8.7	Administrative Structure and Operational Management Guidelines of existing Centres established under Faculty Administration of the University
No	Name of the Center/unit	Year of established	Main functions	Administrative structure
			also responsible for planning and organizing activities in guiding students for gainful employment prospects.
2	Engineering Education Unit (EEU)	1985	The Engineering Education Unit coordinates activities in the following areas: Staff development Curriculum development Provision of audio-visual facilities for educational purposes Freshmen orientation	Faculty of Engineering
3	Engineering Design Centers (EDC)	1993	Engineering Design Centers involves in industrial activities and carries out administrative and financial aspects of engineering projects undertaken by the faculty.	Faculty of Engineering
4	Center for Engineering Research & Postgraduate Studies (CERPS)	1990	CERPS coordinates research activities and postgraduate studies in the Faculty of Engineering.	Faculty of Engineering

8.7	Administrative Structure and Operational Management Guidelines of existing Centres established under Faculty Administration of the University
No	Name of the Center/unit	Year of established	Main functions	Administrative structure
Faculty of Medicine
1	Centre for Research in Tropical Medicine (CRTM)	1994	Research on Tropical Medicine and Education Research collaboration both locally with Rajarata University and internationally with Berlin, Germany. Many guest lectures, workshops, snake bite committee of SLMA, postgraduate teaching sessions and two international conferences in Tropical Medicine were conducted. A certificate course on tropical medicine for international elective students has planned. CRTM is undertaking publication of a Textbook on Tropical Medicine and planning to maintain a repository of publications of retire d academics of FoM.	Coordinator
Faculty of Management
1	Post Graduate Unit	October 2017	Develop, promote and implement postgraduate programs of Faculty of Management	Chairman, Higher Degree Committee (HDC)
Faculty of Science
1	Science Education Unit	1989	Promoting and assisting Science Education especially at the secondary school level, particularly in under privileged areas of the country for the popularization of science among masses.	Coordinator
2	Science Interaction Cell	01.04.2005	To strengthen academic-industry relationships. A main service provided by the staff members of the Faculty of Science through SIIC to the Sri Lankan industrial sector and to other interested parties is to undertake various consultancy activities.	Coordinator

8.7	Administrative Structure and Operational Management Guidelines of existing Centres established under Faculty Administration of the University
No	Name of the Center/unit	Year of established	Main functions	Administrative structure
Faculty of Veterinary Medicine and Animal Science
1	Veterinary Post Graduate Education Unit (VPEU)	19^th March 2005	Develop MSc & MVSc courses Development of CPD programs Advertise and registration of candidates for the MVSc and MSc courses through Higher Degree Committee (HDC)	VPEU committee appointed by the Faculty Board
2	Center for aquatic Animal Diseases Diagnosis & Research (CAADDR)	03^rd October 2008	Function as a diagnosis laboratory for diagnosis of fish and shellfish diseases Provide training on aquatic health management to extension workers of NAQDA and fresh water fish and shrimp farmers Conduct research on agents responsible for fish and shellfish diseases Provide facilities for training to veterinary undergraduates in aquatic animal disease diagnosis, prevention and control.	Coordinator
3	Veterinary Business Centers (VBC)	30^th Jan unary 2018	Provide necessary directions to develop veterinary products Facilitate to obtain patent and or commercialize the appropriate research outcomes	Committee for the VBC appointed by the faculty board
8.7	Administrative Structure and Operational Management Guidelines of existing Centres established under Faculty Administration of the University
No	Name of the Center/unit	Year of established	Main functions	Administrative structure
			Help the staff of the faculty to establish business outreach works such as consultancies Design and run demand driven training programs and workshops for trainers and entrepreneurs Liaise with other organization to improve veterinary enterprise service delivery system Provide training opportunities to identify business ideas and develop these into actual enterprise Run referral services to address challenges faced by veterinary entrepreneurs Function as a bridge between industries and the faculty for various activities such as field trails for staff and students of FVMAS
4	Rabies Diagnosis Unit (RDU)	09^th February 2007	Laboratory diagnosis for Rabies	Department of Veterinary Pathobiology

Financial Procedures