Curriculum Related Activities Grants--General Information
Congratulations on receiving your Curriculum Related Activities Grant. Best wishes for a successful program. The information that follows will help you in achieving the success that you wish.
The amount of the award was specified in the letter you received from the Faculty Development Coordinator. Please exercise care in planning your project to ensure that you do not exceed this amount.
The grant money must be used during the summer. If unable to start or complete the project within that time, you may submit a written request for an extension for the Fall semester. After one year, any remaining funds will be returned to the main Curriculum Related Activities Grant account.
Payment Options
Upon awarding of your grant, you will be asked to complete and sign a payment option form. As a Curriculum Related Activities Grant recipient, you have one of three payment options: 1) the administration of funds for supplies, materials and equipment by the University; 2) a lump sum expense check for supplies, materials and equipment only; and 3) the entire sum as a supplement to your salary because the project does not include funds for supplies, materials, or equipment.
Option 1: Administration of Funds by the University
With this option, 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 primary project manager 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.
For supplies or materials under $100 (in total), you may purchase the items yourself and submit an Employee Voucher - Travel and Other - For Expenses Incurred in the Service of the State of Connecticut (CO-17XP) form, with original receipts attached, to Faculty Development for reimbursement. This reimbursement will be charged to your Banner organization. Please note that the University will not reimburse employees for Connecticut State Sales Tax. For complete information and regulations on reimbursement for out-of-pocket expenses, please visit: http://www.southernct.edu/accountspayable/policies/reimbforoutofpocket100/.
For items equal to or greater than $100, please complete a Purchase Requisition (to issue a Purchase Order) and submit to Faculty Development before purchase. Allow two to four weeks for the processing of your order. For complete information on purchasing procedures and regulations and to obtain a Purchase Requisition form, please visit: http://www.southernct.edu/purchasing/.
Option 2: Lump Sum Expense Check for Supplies, Materials and Equipment
An expense check will be issued to you directly from the Accounts Payable Division. When a joint proposal has been funded, one faculty member will be issued the check (please inform Faculty Development to whom check will be issued). Please note that the funds from this check may be used only toward supplies, materials and equipment. A full financial report (including original receipts and other documents) must be filed with Faculty Development upon completion of the project if you select this option.
Option 3: Supplement to Salary
The entire sum of the award will be processed as a supplement to your salary if the project does not include funds for supplies, materials or equipment. The stipend will be reflected in your Payroll check. Stipends may not exceed $2,500.00.
Scheduling and Room Arrangements
Most academic and cultural events on campus tend to be scheduled Monday, 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 Weekly 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.
Rooms in the University Student Center (USC) can be reserved online at http://www.southernct.edu/student_center/facility/reservations
Space in the John Lyman Center for the Performing Arts is scheduled through Mr. David Starkey, Ext. 2-6163. Written reservation is required. A Facilities Usage Reservation Form can be obtained through Faculty Development.
Space in Connecticut Hall is scheduled through Ms Arlene Lucibello, University Scheduling, Ext. 2-6165. Written reservation is required. Please use the Facilities Usage Reservation Form.
Space in Pelz Gymnasium and Moore Fieldhouse is scheduled through Mr. Antonio Aceto, Director of Athletic Facilities, Ext. 2-6003.
Rooms in Buley Library are scheduled through Dr. Christina Baum, Director of Library Services, Ext. 2-5760.
Other space, including classrooms in all buildings for purposes other than instruction, is reserved through the Scheduling Office, John Lyman Center for the Performing Arts. Arrangements may be made with Ms. Arlene Lucibello, Ext. 2-6165. Written reservation is required. Please use the Facilities Usage Reservation Form.
Arrangements for audiovisual equipment, podiums, and similar items must be made with Ms. Heidi Patterson, AV/TV, and Multimedia, EN B16, Ext. 2-5400.
Refreshments
Modest refreshments may be provided for seminars, workshops, and other programs so long as members of the public attend the event and refreshments were included in the original budget of the proposal. For this purpose, students can be considered members of the public.
Arrangements for refreshments must be made at least two weeks before the event.
1. The first step in the process is to contact Chartwells Campus Catering Services with a request for food services. The fax number is 2-5165.
2. Chartwells Campus Catering Services will fax back a menu with setup information and prices.
3. Once you approve the menu, fax (2-5355) or send it to Faculty Development (EN B 106) for signature by the Provost and coding of the Curriculum-Related Activities Grant Banner Organization.
4. Faculty Development will fax the signed menu to Chartwells Campus Catering Services.
If you have questions about planning refreshments, please contact Faculty Development at ext. 2-5358.
Publicity
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 Curriculum-Related Grant from Faculty Development," or similar wording.
Publicity can be provided through the Weekly Calendar. This calendar is published weekly during the academic year, except holiday periods and vacations. To place an event in the calendar, provide the necessary information to Faculty Development by 4:00 p.m. Tuesday one week prior to the event. Information may be phoned in (2-5358), dropped off in EN B 106, or sent by e-mail to Faculty Development, facultydevel@southernct.edu.
For certain events you may wish to consider distributing a flyer to announce the program. Public Affairs, ext. 2-6586, may be able to produce a flyer; however, significant lead-time is required. Faculty Development (2-5358) may also be able to disseminate a flyer electronically to faculty, staff and administrators- please submit your formatted e-flyer at least ten days prior to the event. Distribution of flyers to faculty, staff and administrators by campus mail can be handled through Faculty Development. Please provide 1000 copies by Tuesday at least two weeks prior to the event. Attendance can be enhanced through appropriate announcements and publicity. For certain programs, announcements may be made in classes to reach our students. Some events may be publicized through area print and electronic media. Such press releases should be coordinated through Public Affairs, Ext. 2-6586.
Travel
A completed Travel Authorization is required for ALL travel involving any non-mileage expense greater than $25 per trip, REGARDLESS OF THE FUNDING SOURCE(S). This Travel Authorization MUST receive approval from your Chairperson, Dean, and the Provost before date(s) of travel.
The purpose of having a Travel Authorization on file in the Travel section of the Accounts Payable Department is to support your being on official university business while traveling. The travel authorization supports coverage of workers' compensation should an unfortunate accident or emergency occur while you are traveling.
For current travel (and all other) procedures, please visit:
http://www.southernct.edu/finadm/policiesprocedures/.
Submission of Grant Reports
Regardless of which payment option you choose as a recipient of the Curriculum Related Activities Grant, a report must be filed with Faculty Development. You may submit your report to the attention of Ms. Jennifer A. Hudson, Operations and Grant Manager, Faculty Development.
