Guidelines And Information On Awards To Faculty For Scholarly Activities
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Guidelines And Information On Awards To Faculty For Scholarly Activities |
Grants for Travel to Professional or Scholarly Meetings and
Grants to Support Scholarly Activities.
FORMS for Awards to Faculty for Scholarly Activities
PLEASE NOTE changes in I.B.1.
A. Small "7221" Research Grants
These grants are designed to provide immediate funding or reimbursement of small expenses arising from scholarly activities; they are administered by academic departments which establish their own policies and procedures for the use of this money which is budgeted under object code 7221. Faculty should apply to the department chair for these funds. In general, eligible faculty as described in Section II are eligible for up to $250 per year during active service.
B. Grants for Travel to Professional or Scholarly Meetings
1. Standard conference travel grants
These grants are designed to provide flexible funding at the individual's choice and may be applied for from July 1, 2007 to June 30, 2008. There is no formal application process for this grant and funds are awarded retroactively. Each eligible member may receive up to $500 for travel and living expenses incurred during attendance at scholarly meetings. Unused funds from the last three years may be accrued for use in the current year (2004-05, 2005-06, and 2006-07).
In addition, grants up to $1,000 yearly will be paid to any eligible active participant at professional meetings. These funds are not cumulative, and the $500 allotment must be used first.
A separate travel expense report is to be submitted for each trip taken. Original receipted bills for all hotel charges, the last page of the ticket showing the itinerary and costs, usually called the "passenger receipt" for all airfares and receipts for other expenses, must be attached to the travel form. Original receipts (travel, tolls, meals, registration fees, etc.) must be submitted for all individual expenses. For travel by private automobile, actual mileage from Wellesley or home to and from a destination will be reimbursed at the current mileage rate of 48.5 cents per mile, plus tolls and parking.
Forms are available on the Forms link for Faculty Awards.
Laboratory and language instructors who are half-time or more are eligible for grants for travel to professional or scholarly meetings.
2. Supplementary conference travel grants
If participation in a professional conference, meeting or event is central to a faculty member's research and the faculty member has already exhausted the above-mentioned sources of funding, he/she may apply for a grant in support of general scholarly activities (see below, I.C.) to cover additional conference-related expenses. In such cases, the applicant should follow the procedures for research awards described in III.B. In particular, he/she should note that applications must be submitted before the conference or event has taken place, and that any awards granted for supplementary conference-related purposes will be deducted from the total $3,000 for which a faculty member may apply for research support in a given year.
C. General Grants to Support Scholarly Activities
These grants are designed to encourage research and other scholarly work by eligible individuals, and may be applied for on four different dates. For the 2007-08 academic year, applications are due September 17, 2007, November 5, 2007, February 4, 2008, and April 7, 2008. These deadlines must be strictly observed so that Committee members will have time to review applications before meeting. Extensions will not be granted. (Please follow the format outlined under IV, Procedures for Awards, and see V, Payment of Funds.) Funds are limited and grants rarely exceed $3,000; the Committee may grant partial awards.
D. Large Grants to Support Scholarly Activities
A few large grants of up to $6,000 each will be awarded for research projects that are larger in scope than those supported by general research grants and that require two years to complete. These grants are similar to general research grants in all other ways, including application procedures, etc. The awarding of a large grant reduces further research awards for its two-year duration.
E. Widener Library Grants
Available to defray the cost of stack and borrowing privileges at Harvard's Widener Library, these grants are awarded throughout the year. Upon submission of a completed Faculty Awards Application form to Room 346, a check made out to the Harvard College Library will be issued.
F. Special Dissertation Grants
Special College funds are available to assist faculty in covering expenses connected with doctoral dissertations. Applications will be due on the same dates as General Grants and must follow the format outlined under III, Application Procedure. Tuition expenses are not covered.
Forms for general grants are available on the Forms page.
A. Eligibility
Tenured or tenure-track faculty members are eligible during active service and during paid leaves.
Non tenure-track faculty members will be eligible if their teaching responsibilities amount to at least half time. Please note that the contract year starts July 1 and ends June 30.
A faculty member going on unpaid leave is eligible through June 30th preceding the leave year.
B. General Guidelines
1. Awards are intended to encourage research and other scholarly activities, but not to finance ongoing projects indefinitely. Applicants will be expected to investigate all possible sources for funds and to return to the College any unexpended sums from an award. A brief report on the result of faculty awards received in the past five years must be included on the application for a new grant or the new grant will not be awarded. A copy of any resulting publication should be sent to the library for general use, and another copy should be deposited in the Wellesley Collection, Margaret Clapp Library.
2. Applications for one-half of the charges for publication up to $3,000 will be considered only with a copy of the publisher's request for such funding from the College. Page charges for articles are fully fundable up to the $3,000 limit. No grants will be made for reprints. Applications for subvention of publication costs will not be considered after publication. If a project thus assisted by a grant results in publication, the author should acknowledge support provided by the College and reimburse the College up to the amount of support should royalties from this publication exceed $6,000.
3. Books purchased with funds from awards revert to the Margaret Clapp Library when the individual leaves the College. Equipment and computer software so purchased become the property of the College, earmarked for the individual's use while at the College during the time the project continues. Microfilm and other copies of materials so purchased belong to the individual. Books and journals for one's personal library may not be purchased. In order to receive reimbursement from the College for purchases made with funds from an award, original receipts must accompany the check request.
4. Grants to pay the expense of typing and indexing manuscripts will be awarded only after the manuscript has been completed and copies of receipts submitted. If an individual, rather than a company, provides the typing service, payment will be made through payroll unless the individual is in business as an independent contractor. In order to be paid through payroll the Controller requires a completed I-9 (immigration form) and a W-4 (tax withholding form). For payment by check request, a completed form verifying independent contractor status must be submitted to the Controller's Office before any checks can be issued. Forms are available on the Controller's Office website (http://www.wellesley.edu/Controller/forms.html).
5. Awards will be made to provide for ordinary living expenses such as accommodations and meals subject to the following provisions:
a. Research Awards: Under normal circumstances, the College will pay 50% of reasonable costs for accommodations and meals. Please see section III. B. 2. for details of long-term international research awards.b. Supplementary Conference Travel Awards: The College will cover reasonable costs for transportation, conference fees, meals and accommodations.
6. When the sums applied for exceed the funds available for making awards, the Committee will ordinarily give preference to those who have not previously received such grants. Standard conference travel and special dissertation grants are awarded retroactively. Ordinarily no retroactive awards are made for scholarly research.
7. Faculty awards may not be used to fund tuition or college courses or to purchase computer hardware or to pay expenses for outside collaborators.
A. Conference Travel Awards
1. Standard conference travel awardsa. Application Forms - Forms may be obtained from the Office of the Dean of the College, or on the CWIS. Return completed forms with original receipts to Room 346, Green Hall.
b. Travel to Scholarly/Professional Meetings - Itemize travel expenses; get exact fares at lowest costs (plane, train, etc.). The College allows 48.5 cents per mile plus tolls and parking for private automobiles.
2. Supplementary conference travel awards - Under normal circumstances, the College will pay reasonable expenses for room and board. Please note that Supplementary Conference Travel covers transportation, conference fees, meals and accommodations.
a. Apply as for a research award (see below).
b. Specify the dates of travel and conference.
B. Research Awards
1. Application Forms - Forms for faculty research awards, Widener Library grants, and special dissertation grants are available on the CWIS .2. Budget Statement - Provide an itemized list of planned expenditures, explaining briefly how each item will be used.)
Transportation Expenses - Same as for conference travel. See A.2. above. If the budget includes airfare, the fare should be based on the economy fare quotation from one of the on-line vendors, such as Expedia.com, Travelocity.com, or Orbitz.com. For foreign travel, every effort should be made to consolidate research for the sake of efficiency.Accommodations and Meals - Under normal circumstances, the College will pay 50% of reasonable costs for accommodations and meals. The exception for this guideline applies to long-term (more than one week) international research travel. The college recognizes that it is difficult to keep track of receipts for meals and incidentals when traveling outside of the country for longer than one week. In an effort to facilitate reimbursement, faculty traveling abroad on long-term research projects will be reimbursed at a per diem rate for meals and lodging. The current per diem rate is $100 per day; it will be reevaluated periodically. The per diem rate does not include transportation. Requests for reimbursement should be made on a Faculty Long Term Research Expense report form. This policy does not apply to foreign travel for conferences. Please refer to the Controller's Office website (http://www.wellesley.edu/Controller) for a detailed description of the policies and procedures and online versions of all forms.
Typing - Use the student wage rates of $1.50 per page double spaced, $2.00 per page single spaced, or the minimum campus wage rate of $8.00 per hour, whichever is less. Please remember that all payments to individuals (students and others) should be made through payroll. Please do not pay the individual directly and request reimbursement.
Child Care - Where documented need exists for child care to allow time for research, some expenses may be reimbursed using the following guidelines:
In two-parent families where both parents work or in single-parent families, a parent may request reimbursement of one-half of the expenses calculated at the student rate of $9.00 - $15.00 per hour depending on the number of children.
Please be aware that any reimbursement for childcare expenses is taxable and therefore will be included with your next paycheck.
(There is a conference on FirstClass under Wellesley Conferences/Open Forums called Babysitting that is for students interested in childcare opportunities.)
Student Research Assistants - In the event you wish to pay a student research assistant, the student you hire needs to be set up with the Student Employment Office . Hourly rates for students range from $8.00 to $11.00 per hour during the academic year and somewhat higher in the summer. If special research needs cannot be met by student research assistants, the Committee will consider requests for more specialized assistance at higher hourly wages. (There is a conference on FirstClass under Wellesley Conferences/Open Forums called Job Opportunities that could be used to advertise for a student research assistant.)
Copying - If more than three copies will be made, explain why.
Equipment - The costs for purchasing computers will not be funded, but applications for software will be considered. List details for equipment and supplies, using actual catalog or suppliers' quotations or data from the College Purchasing Office. Can equipment be fabricated by the College technical staff at a lower cost? Is it available already through another source at the College?
Be specific and explain how you estimated costs.
If you have applied elsewhere for funds, explain. If you have not, please consider doing so.
3. About the Applicant
Give name, department, rank, years at Wellesley.Attach a brief vita no more than 2 pages in length, including graduate degrees, postgraduate awards (with dates) and the titles of not more than three publications.
Provide a one paragraph description of the results of every award (excluding conference travel) funded by the Committee on Faculty Awards in the last five years. Include awards outside the jurisdiction of the Committee on Faculty Awards, such as the Brachman Hoffman grants. Applications that do not contain this information will not be considered.
4. About the Project
Write a specific but succinct description of at least 500 words, and not to exceed 1000 words. Include a statement of your objective, procedures, and estimated time schedule. Explain clearly how the award will help and what you will do if the award is not granted. Be specific about what you expect to accomplish during the award period, and your estimate of the total time required. Remember that your application may be read by scholars who do not have your specialized background and knowledge.If this is a joint project, give names and addresses of collaborators, the source of their funding (if any) and joint efforts (if any) to obtain other funding.
Give full citations of any papers related to this project that you have delivered at professional meetings or have published. These may include material developing your research hypothesis or method.
An award application that does not meet the Guidelines for Faculty Awards will be returned to you for clarification. If there is insufficient time for the Committee to review and vote on the application, it will be returned for resubmission at a later date.
COMPLETED APPLICATIONS SHOULD BE FORWARDED TO THE FACULTY AWARDS APPLICATIONS CONFERENCE ON FIRSTCLASS. (Please combine the documents, including the cover sheet form, into one document.)
A. Conference Travel AwardsPayment is made upon submission of the completed Travel Expense Report Form and original receipts to the Office of the Dean of the College, 346 Green Hall.B. Research Awards
Normally, payment of a research award is made upon submission of original receipts to the Assistant Dean for Academic Budget/Administration in the Office of the Dean of the College. Under certain circumstances determined by the Committee, the Controller's Office will be authorized to set up a budget account number for your use during the research project. You may submit bills for supplies and equipment directly to the Controller for payment, and you may receive funds for other expenses covered by the grant (your own travel, research expenses, etc.) on request to the Controller. Check requests for reimbursement must be countersigned by an authorized person (the Assistant Dean for Academic Budget/Administration or any member of the Dean's Office). It is your responsibility to be sure that the grant (account) is not overexpended. Should an overexpenditure occur, it will be your responsibility to reimburse the College.