Faculty Awards

Please note these updated policies:

A full award for the 2013/14 academic year is $3,000.

A faculty award can be used to cover 100% of subvention costs, up to the cap of a full award.

Child care will be provided only to continuing tenured or tenure-eligible faculty.  The maximum amount will be $1,500, inclusive of fringe benefits.

Beginning in the 2013-14 academic year, leave replacement faculty on limited term appointments will no longer be eligible to apply for faculty awards, though they will be eligible for regular conference travel funds.  The College will continue to support research for continuing non-tenure track faculty (PERA, ISL, and FTA) who work half time or greater, with priority given to faculty on multi-year contracts.

We have revised our policy on child care reimbursement to follow IRS established guidelines for claiming credit for child care expenses. These guidelines require that the child be a dependent no older than twelve. (The College will allow reimbursement for child care for a dependent child who is twelve years of age through August 31. A child who is thirteen on September 1 would not qualify for child care assistance from that point forward.) Please review Ten Things to Know About the Child and Dependent Care Credit from the IRS for details.

I. Types of Awards Available

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, 2013 to June 30, 2014.  There is no formal application process for this grant and funds are awarded retroactively.  Each eligible member may receive up to $800 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 (2010-11,  2011-12, and 2012-13).

In addition, grants up to $1,200 yearly will be paid to any eligible active participant at professional meetings. These funds are not cumulative, and the $800 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 56.5 cents per mile, plus tolls and parking.

A Travel Expense Report can be found in the Travel section of the Controller's Office Web site by clicking the link in the right sidebar of this page.

Laboratory and language instructors who work 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 2013-14 academic year, applications are due September 16, 2013, November 4, 2013, February 3, 2014, and April 7, 2014 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.  New applications for large, two-year grants will be converted to a one-year grant wherever possible.  The committee is not inclined to support large grants at this time.

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, a check made out to the Harvard College Library will be issued to the faculty member.  Please click the on-line Faculty Awards Application link in the right sidebar of this page to apply, login, and then click "Create New Widener Library Grant Submission".

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.

G. Davis Awards

These applications will be considered once each academic year, at a time to be determined by the Faculty Awards Committee, and announced in advance to the community.  They are typically reviewed during the second semester.

The College's Davis Fund for Russian Area Studies has set aside a modest sum of money to help support faculty research in the field.  Funds may be used to pay for research expenses relating to projects concerning Russia and/or other territories of the former Soviet Union. The applications should follow the same guidelines as Faculty Awards, but should specify "Davis Fund" in the application.  Applicants may apply for both the maximum $3,000 in Davis monies plus the maximum $3,000 from Faculty Awards.

H. Luce Moore Awards
These applications will be reviewed during the general Faculty Awards application cycle, twice during the fall semester, and twice during the spring semester.

The College's Elisabeth Luce Moore Fund supports individual faculty awards from the Department of Religion, as well as faculty research of world religions for those from other departments.  Religion Department faculty will have priority over applicants from outside the Religion Department.

Funds may be used to pay for research expenses relating to projects concerning world religions, including research assistant funding and travel expenditures.  The applications should follow the same guidelines as Faculty Awards, but should specify "Luce Moore Fund" in the application.  Applicants from the Department of Religion may apply for both a Luce Moore Award and the maximum $3,000 from Faculty Awards.  Applicants from outside the Department of Religion will be eligible either for an award from general faculty award funds or from the Luce Moore Fund, but not for both.

I.  Other

Other awards that are not listed on the application, including Open Access awards.

Please click the on-line Faculty Awards Application link in the right sidebar of this page to apply.

II. Research Award Guidelines

A. Eligibility

Tenured or tenure-track faculty members are eligible during active service and during paid leaves.  Faculty emeriti are also eligible.

Beginning in the 2013-14 academic year, leave replacement faculty on limited term appointments will no longer be eligible to apply for faculty awards, though they will be eligible for regular conference travel funds.  The College will continue to support research for continuing non-tenure track faculty (PERA, ISL, and FTA) who work half time or greater, with priority given to faculty on multi-year contracts.  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 justify the use of unexpended funds after a 3-year period.  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 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.  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.

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.

III. Application Procedure

A. Conference Travel Awards

1. Standard conference travel awards

a. A Travel Expense Report can be found in the Travel section of the Controller's Office Web site by clicking the link in the right sidebar of this page.  Return a completed and signed report along with original receipts to the Office of the Provost and Dean of the College, Room 345, Green Hall.

b. Travel to Scholarly/Professional Meetings - Itemize travel expenses; get exact fares at lowest costs (plane, train, etc.).  The College allows 56.5 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 - Faculty research award applications, including Widener Library grants and special dissertation grants, are to be completed and submitted here: https://webapps.wellesley.edu/faculty_awards

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, which requires receipts for all expenses, including meals and lodging. Please refer to the Controller's Office website for a detailed description of the policies and procedures and online versions of all forms.

Child Care - Where documented need exists for child care to allow time for research, some expenses may be reimbursed using the following guidelines:

Our policy on child care reimbursement follows IRS established guidelines for claiming credit for child care expenses. These guidelines require that the child be a dependent no older than twelve. (The College will allow reimbursement for child care for a dependent child who is twelve years of age through August 31. A child who is thirteen on September 1 would not qualify for child care assistance from that point forward.) Please review Ten Things to Know About the Child and Dependent Care Credit from the IRS for details.

Child care will be provided only to continuing tenured or tenure-eligible faculty.  The maximum amount will be $1,500, inclusive of fringe benefits.

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 child care expenses is taxable and therefore will be included with your next paycheck.

Child care support applications must include fringe benefits (35.7% of the child care amount requested) in the total request.  For example, to cover $1,000 for child care, one should request $1,357.

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.

Copying - If more than three copies will be made, explain why.

Equipment - While computer purchases will not be funded, 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 and please indicate if you have applied for an award before or not.

Attach a brief vita no more than 2 pages in length, including graduate degrees, postgraduate awards (with dates) and recent publications (last 5 years).

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.  Please list any publications from recent faculty awards. 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 and succinct description between 500 and 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.  Include material developing your research hypothesis or method.

You will be asked for clarification for an award application that does not meet the Guidelines for Faculty Awards.  If there is insufficient time for the Committee to review and vote on the application, you will be asked to resubmit it.

Applications are accessed at https://webapps.wellesley.edu/faculty_awards or by clicking the link in the right sidebar of this page.

IV. Payment of Funds

A. Conference Travel Awards

Payment is made upon submission of the completed and signed Travel Expense Report Form and original receipts to the Office of the Provost and Dean of the College, 345 Green Hall.

B. Research Awards

Normally, payment of a research award is made upon submission of original receipts to the Office of the Provost and Dean of the College, Green Hall 345.  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.

Guidelines

Supplementary Conference Travel Grants and General Grants to Support Scholarly Activities
Application Deadlines
September 16, 2013
November 4, 2013
February 3, 2014
April 7, 2014