Faculty Development Fund Grants
Faculty Development Grants: Post-Award Information
Congratulations! Wondering what to do now that your proposed Faculty Development project has received funding? See our flow chart for steps in the right direction. Also download our event checklist for projects involving an external consultant.
Please exercise care in planning your project to ensure that you do not exceed the amount indicated in your award letter. The grant money must be used for the semester for which it is intended. If unable to start or complete the project within the appropriate semester you may submit a written request for an extension for one semester. After one year any remaining funds will be returned to the Faculty Development Fund. Awarded funds are intended to support projects.
A Banner organization will be set up for each grant awarded, in the name of the recipient. When a joint proposal has been funded, one faculty member will be identified as the project director for administrative purposes. The University will administer the expenses for your project through the procedures described below. Please note that all expenses must be included in your budget.
N.B. Please send or hand-deliver all forms and paperwork for all grant expenditures directly to the Office of Faculty Development for prior approval at least four weeks in advance of your event.
Payment and Expenses for Consultant(s)
Honorarium Payment Request Form: For honoraria that are $3,000 or less, please use the Honorarium Payment Request Form for $3,000 or less (a sample of which is attached). Please complete the form electronically, print and submit the request (with the consultant's original signature) to Faculty Development, EN B 106, three weeks before the date of the engagement. In the event that an honorarium exceeds $600.00, it will be your responsibility to obtain the consultant's signature on the form before submitting to Faculty Development for approval. Additionally, the speaker must also complete a W-9 Request for Taxpayer Identification Number and Certification form and a Nondiscrimination Certification form. If the speaker is a State of Connecticut employee a dual employment form must also be completed. See sample honorarium request form for guidance on how to complete. Click here for actual honoraria forms. Submit all forms to Faculty Development when completed.
A Note about Consultant Travel Expense Reimbursement: If travel, lodging, and other incidentals are appropriate for the speaker, the amount must be included on the honorarium request form and broken out under "costs and payment schedule." Please ask the consultant(s) to keep all expenses within General Services Administration (GSA) guidelines. GSA guidelines specify the use of public transportation at coach or business class on trains and planes. Public transportation is also stipulated from an airport or train station to the site. In the event that the consultant(s) prefers to use a private car, expenses will be reimbursed in accordance with GSA guidelines. Click here for the most recent mileage rates. Please note, however, that gas mileage rates are adjusted within the State of Connecticut and so the best way to get the current mileage rate is to check with Accounts Payable.
In the event that your plans include a meal for the consultant(s) to which faculty and others are invited, only the food costs for the consultant(s) can be reimbursed and these must be within GSA guidelines. If you pay for a meal for a speaker, you must get written approval from the Provost prior to the date of the meal to be eligible for reimbursement.
Lodging in the New Haven area is authorized at the prevailing rates for a basic room. The hotel may be paid directly by the University. Click here for hotel services information.
After services are rendered to your satisfaction, a Voucher/Disbursement Request form must be completed and signed by you for payment to the speaker. The form must include the consultant's address and Federal Tax ID number. The form must then be forwarded to Faculty Development.
All speakers are paid after the engagement. It is not possible to have a check processed and ready to distribute on the date of the event. Payment will require approximately two to four weeks. If you require assistance or further direction about these guidelines, feel free to contact Faculty Development, Ext. 2-5358.
Scheduling and Room Arrangements
Most academic and cultural events on campus tend to be scheduled Wednesday or Friday. Full-day events planned when classes are in session are difficult for most faculty and students to attend because of classes and other responsibilities. However, this may be appropriate for some programs having a specific group of participants.
Once the event is scheduled, please send the particulars to Faculty Development so the information can be included in the Monthly Calendar.
Room arrangements should be made as early as possible. Most of the general-purpose rooms on campus are booked well in advance of an event. No single office is responsible for room reservations. The following provides information about who schedules space in a particular building. Please note that your classroom key is universal and should open all classrooms in your building. If you have a question or concern about keys and/or access to your event location, please either ask your department secretary or the person with whom you reserved the room.
Rooms in the Adanti Student Center (ASC) are scheduled through Ms. Janet Klicsu, ASC 325, Ext. 2-5513.
Space in the John Lyman Center for the Performing Arts is scheduled through Mr. David Starkey, Ext. 2-6163.
Space in Connecticut Hall is scheduled through Ms. Janet Klicsu, ASC 325, Ext. 2-5513.
Space in Pelz Gymnasium and Moore Fieldhouse is scheduled through Mr. Joseph Hines, MFH 207, Ext. 2-6016.
Rooms in Buley Library are scheduled through Ms. Shirley Cavanagh, BU 112, Ext. 2-5768.
Academic space for non-credit activities, is reserved through the Scheduling Office, John Lyman Center for the Performing Arts. Arrangements may be made with Ms. Arlene Lucibello, Ext. 2-6165.
Arrangements for audiovisual equipment, podiums, and similar items must be made with AV/TV and Multimedia, in Buley Library at the IT Help Desk on the 1st floor, Ext. 2-5400.
Modest refreshments may be provided for seminars, workshops, and other programs so long as compliance with the university's policy is demonstrated. Please read very carefully the Refreshment Policy issued by Finance and Administration. Refreshments are arranged through campus food services. You will need to contact Jane Weimer, Director of Catering, at x26987. Chartwells will work with your food budget and discuss menu options. Please note that Faculty Development has no control over catering. Any issues must be resolved directly with the director of catering.
Supplies or Materials
For supplies or materials $99.99 and under (in total), you may purchase the items yourself and submit an Employee Voucher - Travel and Other form, with original receipts attached, to Faculty Development, EN B 106 for reimbursement.
For items equal to or greater than $100 (in total), please complete a Purchase Requisition and submit to Faculty Development. Allow two to four weeks for processing.
Sponsored activities are open to all full and part-time faculty members. Staff, students, and members of the greater New Haven community may be invited and should be welcome at many, if not most, events. Publicity about the project should include the statement, "This project is supported by a Faculty Development Grant," or similar wording.
Publicity to faculty and administrators can be provided through Faculty Development's Monthly Calendar. This calendar is e-published weekly during the academic year, except holiday periods and vacations. To place an event in the calendar, provide the necessary information to the Faculty Development by 4:00 p.m. Tuesday one month prior to the event. Information may also be phoned in (ext. 2-5358), dropped off in EN B 106, or sent by e-mail to Faculty Development, email@example.com.
For certain programs, announcements may be made in classes to reach our students. Some events may welcome the University community as a whole and require campus-wide distribution. Such press releases and announcements should be coordinated through the Office of Public Affairs, ext. 26586.
Evaluation of Faculty Development Projects
Your project must be evaluated with a formal instrument. In addition, you are required to ask participants to sign in, tracking attendance at any grant-funded events. Sample evaluation instruments and sign-in sheets can be found below. Please submit these records to Jennifer Hudson, Faculty Development Associate, Faculty Development, EN B 106, within ten days of the event.
Sample Evaluation & Attendance Forms: