Faculty Awards and Entitlements

Quick Updates for the 2014/15 academic year:

  • A full award for the 2014/15 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 track faculty.  The maximum amount will be $1,500, inclusive of fringe benefits.
     

I. Types of Awards Available

A. General Grants to Support Scholarly Activities

General Grants are designed to encourage research and other scholarly work by eligible individuals.  2014-15 application deadlines are: September 22, 2014November 10, 2014, February 9, 2015, or April 13, 2015.  These deadlines must be strictly observed so that Committee members will have time to review applications before meeting. Extensions will not be granted.  Funds are limited and grants rarely exceed $3,000; the Committee may grant partial awards.

B. Grants for Supplementary Travel to Professional or Scholarly Meetings

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 standard conference travel grants entitlement, he/she may apply for a grant in support of general scholarly activities to cover additional conference-related expenses.  In such cases, the applicant should follow the procedures for general grants to support scholarly activities.  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. Other Grants

  • Special Dissertation Grants
    Special College funds are available to assist faculty in covering expenses connected with doctoral dissertations, and will be awarded retroactively.  Applications will be due on the same dates as General Grants and must follow same application format. Tuition expenses are not covered.
     
  • Davis Awards
    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.  These applications will be considered during any of the Faculty Award application rounds.
     
  • Luce Moore Awards
    The College's Elisabeth Luce Moore Fund supports individual faculty awards related to world religions.  Religion Department faculty will have priority over applicants from outside the Religion Department.  Only applicants from the Department of Religion may apply for both a Luce Moore Award and the maximum $3,000 from Faculty Awards.  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. 
     
  • Open Access Awards
    Open Access award applications are reviewed by the Faculty Awards Committee and administered by LTS.  Please use the online application form and select “C. Other” as the type of application and “Open Access” in the dropdown menu. 

 

II. Research Award Guidelines

A. Eligibility

Category

Eligibility

Tenured or Tenure Track

Eligible during active service and paid leaves

Unpaid Leave Faculty in the Ranks

Ineligible

Half-time or Greater in the Ranks (e.g., Visiting Lecturers, Lecturers, Sr. Lecturers)

Eligible

Emeriti

Eligible

PERA

PERA Faculty are ONLY eligible for professional development funding directly from the PERA department

ISL

ISL Faculty must receive approval from their department chair prior to applying for a Faculty Award

Other Faculty

Ineligible

Mellon Post-Doc

Ineligible


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 (including start-up accounts) 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.  Grants will not be made to support activities that postdate the faculty member's termination date at the college (with the exception of grants made to emeriti/ae faculty).
     
  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 should be made before publication.  If a project 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 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 purchases 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 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. When the sums applied for exceed the funds available for making awards, the Committee will attempt to 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.
     
  5. Faculty awards may not be used to fund tuition or college courses or to purchase computer hardware.
     

III. Application Procedure

A. Research Awards

  1. Type of Award
    Please select the type of award you are applying for from the options.
     
  2. About the Project & the Applicant
    Please give applicant name, title, department, rank, years at Wellesley and please indicate if you have applied for an award before or not—if  you have received funding for this project please note number of years.  Provide a description of the results of every award (excluding conference travel) funded by the Committee on Faculty Awards in the last five years, including year awarded, amount awarded, and project title.  Please list any publications from recent faculty awards. Applications that do not contain this information will not be considered.  Please list your current project title.
     
  3. Additional Information (Files)
  • Vita: Attach a brief vita no more than 2 pages in length, including graduate degrees, postgraduate awards (with dates) and recent publications (last 5 years).
     
  • Project Description: Please upload a specific and succinct project description between 500 and 1000 words.  Include a statement of your objectives, procedures, and estimated time schedule.  Explain clearly and specifically how the award will help you realize the objectives of your project.  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 sources 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.
     
  • Budget: Please download the Budget Template (located at the top of the table) provided and upload a completed copy.
     
  • Funding Sources: If you have applied elsewhere for funds, explain. If you have not, please consider doing so.
     
  • Optional Information: Please upload any additional files that might support your application.
     

Reference Guide for Common Expenses

Transportation Expenses

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.comTravelocity.com, or Orbitz.com.  For foreign travel, every effort should be made to consolidate research for the sake of efficiency.

Accommodations and Meals

Awards will be made to provide for ordinary living expenses such as accommodations and meals subject to the following provisions:

  1. Research Awards that include domestic travel will pay 50% of reasonable costs for accommodations and meals.
  2. Research Awards that include foreign travel will pay a per diem of $100 per day to cover accommodations and meals. (The per diem rate does not include transportation.)
  3. Supplementary Conference Travel Awards will cover reasonable costs for transportation, conference fees, meals and accommodations up to 100% of the award.

 

Please refer to the Controller's Office website for a detailed description of the policies and procedures and online versions of all travel reimbursement forms.

Typing & Indexing Manuscripts

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.

Copying

If more than three copies will be made of materials explain why.

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 track faculty. 
  • The maximum amount will be $1,500, and must be inclusive of fringe benefits (33.87% rate). For example, to cover $1,000 for child care, one should request $1338.70.
  • Please be aware that any reimbursement for child care expenses is taxable and will be included in your paycheck.

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 via the Office of the Provost and Dean of the College.  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.

Equipment

List details for equipment and supplies, using actual catalog or suppliers' quotations or data from the College Purchasing Office.  Also consider whether equipment can be fabricated by the College technical staff at a lower cost? Is it available already through another source at the College?

 

Computers: While computer purchases will not be funded, applications for software will be considered. 


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.

B. Supplementary Conference Travel Awards

Supplementary conference travel awards - Under normal circumstances, the College will pay reasonable expenses for room and board up to 100% of the award maximum.  Please note that Supplementary Conference Travel covers transportation, conference fees, meals and accommodations.

a. Apply as for a research award.

b. Specify the dates of travel and conference.
 

IV. Payment of Funds

A. Research Awards

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 (award account) is not over-expended. Should over-expenditure occur, it will be your responsibility to reimburse the College.

B. Supplementary 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.
 

V. Additional Available Entitlements

A. Widener Library Grants

Widener grants are available to all faculty eligible for faculty awards. There is no deadline for this entitlement.  Please use the Faculty Awards Application and select “Create New Widener Library Grant Submission” in the top table, a check made out to the Harvard College Library will be issued to the faculty member. 

B. Standard Conference Travel Grants

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. Applications may be submitted anytime from July 1, 2014 to June 30, 2015.  Unused core funding from the last three fiscal years may be accrued for use in the current year.

In addition, grants up to $1,200 yearly will be paid to any eligible active participant (i.e. presenting a paper, moderating a panel, organizing a workshop, etc.) 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 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.

 

Guidelines

Supplementary Conference Travel Grants and General Grants to Support Scholarly Activities
Application Deadlines
September 22, 2014
November 10, 2014
February 9, 2015
April 13, 2015