WHAT DOES THE RESEARCH GRANTS COMMITTEE DO?

The Research Grants Committee supports a thriving culture of research, scholarship, and creative activity among the Sewanee faculty. Two to three times a year, the Committee reviews applications from eligible faculty members seeking financial support for research or faculty development. We draw on one main fund named "Faculty Research Grants Fund." The funds are administered jointly by the Committee and the Office of the Dean of the College. Tenured and tenure-track faculty members will have priority over the funds, but the Committee will review all applications. Per University policy, faculty holding the title of Research Professor are not eligible for internal University funding unless specifically approved by the dean.

WHEN CAN I APPLY FOR FUNDING?

The Committee sends out calls for applications two to three times during a given fiscal year (July 1 through June 30):

  • First Round: Call sent by email in late August with the deadline for applications in late September. This round is for projects that will be completed by the end of the current academic year (and before June 30). Receipts for expenditures from this round must be submitted on or before June 30 of the current fiscal year.
  • Second Round: Call sent by email in mid-January with the deadline for applications in mid-February. This round is for projects that will be completed in the spring of the current academic year (before June 30) or the upcoming summer. Second-round grants may be split into two different fiscal years and this information will be noted within the award letter. 
  • Third Round: When applicable, the call will be sent by email in mid-March with the deadline for applications in mid-April. This round is for projects that will be completed in the early summer of the current academic year (before June 30), the upcoming summer (after July 1), or otherwise in the upcoming fiscal year. Third-round grants may be split into two different fiscal years and this information will be noted within the award letter. 

Receipts must be submitted by June 30, the end of the fiscal year in which the funds were spent. Receipts should contain all relevant information including vendor names, dates, itemization of expenses, and totals. Please submit receipts as soon as possible once the research is completed (see below for instructions on obtaining reimbursements). Reimbursement requests for expenses that were not included in the original proposal may be denied. If changes to the budget need to be made after the grant has been awarded, please contact the URG for approval.

WHAT KIND OF EXPENSES DOES THE COMMITTEE FUND?

In general, the Committee funds expenses related to research trips, lab supplies, copying expenses, access fees to archives, etc. These expenses most often include transportation (airfare, train tickets, car expenses, metros, etc.), and lodging. Food is considered a low priority and the Committee will not fund more than the standard GSA per diem of $59/day for meals and incidental expenses. The Committee is not able to support more than thirty days of living expenses in any particular location.

WHAT KIND OF EXPENSES DOES THE COMMITTEE NOT FUND?

In general, the Committee does not fund:

  • living or food expenses related to research done in Sewanee. Living or food expenses for projects within a commutable distance should be thoroughly justified and may be subject to additional scrutiny.; 

  • salaries for student workers;
  • tuition costs that support work done for a graduate degree;
  • equipment or consumables for faculty who have not spent 75% of their start-up funds (if applicable);
  • conference travel for those who have not spent all of their Faculty Travel Budget;
  • capital purchases of equipment; or
  • faculty compensation.

This is not an exhaustive list. The Committee certainly sees the need for all of these expenses, but simply does not have the means to fund them.

WHAT IS THE MAXIMUM GRANT AMOUNT A FACULTY MEMBER CAN REQUEST?

The Committee caps awards at a maximum of $5200 per faculty member per fiscal year (July 1 through June 30).

HOW DO I PUT TOGETHER A BUDGET WHEN I'M NOT SURE OF THE FINAL COSTS?

Put together the best budget you can with the information you have. It's easy to price a plane and lodging costs on the Internet and you should research other costs as carefully as possible. To calculate your meals and lodging, you may consult the GSA per diem website; however, keep in mind that the Research Grants Committee doesn't use the per diem for lodging, and food reimbursement is capped at the standard GSA per diem of $59/day. Always try to keep the costs as reasonable as possible.

WHAT KIND OF INFORMATION DOES THE COMMITTEE NEED IN THE APPLICATION?

The Committee requires five items:

  • The Application for Internal Faculty Support form must be filled out accurately and completely, or the proposal will be denied without review.
  • A 1-3 page description of your proposal, using 12-point font, (downloadable .pdf) detailing how the particular trip (or expense) will support your research and/or your development as a faculty member. You must specify particular outcomes (an article, a book chapter, etc.) which should also be addressed in the project report you will submit to get reimbursement for funded expenditures. Aim for a straightforward and articulated description suitable for an intelligent reader who is likely outside of your field. Complex literary analysis, math equations, and chemical formulas are far less helpful than a precise and jargon-free description that is no longer than three pages. Please do not include any hyperlinks in the body of the proposal.
  • A detailed itemized budget (downloadable template found here). If you are applying for work to be done during the summer and your budget will go over two fiscal years, please indicate in your budget how you would like the money to be divided between the two fiscal years. For example, if your project begins in June and continues through July, your project spans two fiscal years and the Committee will need to know the amount of funds to be disbursed in each one.
  • A short, recent CV (no more than four pages, downloadable .pdf). 
  • If you have been funded for a project conducted within the last ten years, the Committee also must have a copy of the subsequent project report submitted to the Dean's Office (please use the Final Report template). 

All of these documents will be submitted in the electronic form and will be sent automatically to all the members of the Committee and to the Office of the Dean of the College. 

CAN I APPLY FOR FUNDING FOR CONFERENCE TRAVEL AND EXPENSES?

You may, but this committee focuses on research. Proposals of this nature are a low priority for the Committee, and you will have to justify your request since the Dean's Office provides funding for conference travel annually.

WHAT IF MY PROPOSAL RELATES TO TEACHING?

If your proposal is strictly related to your teaching, you should apply for funds from the Center for Teaching.

I'VE HEARD THERE ARE STRICT DEADLINES and requirements for submitting receipts. IS THAT TRUE?

Yes, yes, yes! Receipts are due by June 30 of the fiscal year in which they were spent. Please be aware that if you miss the deadline for submitting receipts, the funds reserved for your project will simply disappear.

Receipts should contain all relevant information including vendor names, dates, itemization of expenses, and totals. Please submit receipts as soon as possible once the research is completed (see below for instructions on obtaining reimbursements). Reimbursement requests for expenses that were not included in the original proposal may be denied. If changes to the budget need to be made after the grant has been awarded, please contact the URG for approval.

HOW DO I GET REIMBURSED FOR EXPENSES ONCE I HAVE A GRANT?

The Faculty Development Grant Expense Report form should be completed and sent with all receipts as a single .pdf file to Brittany Vaughan, Assistant Director for Faculty Affairs, at blvaugha@sewanee.edu. The form should be completed accurately and completely, including the project title used on your original application and the grant round/fiscal year from which the funds should be drawn.  If you are unsure about the grant round and fiscal year, see your award letter.

Requests for mileage reimbursement should include maps of the routes with miles (the Google Maps directions function works well). Receipts should contain all relevant information including vendor names, dates, itemization of expenses, and totals. Please submit receipts as soon as possible once the research is completed (see below for instructions on obtaining reimbursements). Reimbursement requests for expenses that were not included in the original proposal may be denied. If changes to the budget need to be made after the grant has been awarded, please contact the URG for approval.

IS THERE A WAY TO MAKE TAX-EXEMPT PURCHASES USING MY GRANT FUNDS? 

Yes. Please contact Brittany Vaughan at blvaugha@sewanee.edu for more information. 

MY AWARD LETTER MENTIONED THAT I NEED TO SEND A REPORT ONCE I HAVE TURNED IN MY RECEIPTS. HOW LONG SHOULD THE REPORT BE, AND WHERE SHOULD I SEND IT?

After you have used your awarded funds, submit your final report using this Google Form. Your report should describe how the funds supported your research or faculty development. Failure to turn in a report can be seen as a reason to deny an application in the future. Keep a copy of your report in your files, since you will be asked to submit it again if you request money within 10 years.

WHAT IF I STILL HAVE QUESTIONS OR I AM UNSURE ABOUT MY PROPOSAL?

If you have any questions, or if you’d like to run your idea by a member of the Committee, please feel free to contact the chair of the Committee, Kerry Ginger, univresearchgrants@sewanee.edu.