Faculty Development Fund Grants - General Information
Congratulations on receiving your Faculty Development award. 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 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.
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.
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, two 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. If the speaker is a State of Connecticut employee a dual employment form must also be completed. All forms can be found at the following web link: http://www.southernct.edu/adminsupportservices/honorarium/. Submit all forms to Faculty Development.
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. For the most recent mileage rates, please consult http://www.gsa.gov. 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. See http://www.southernct.edu/purchasing/hotelservices/.
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 2 weeks. If you require assistance or further direction about these guidelines, feel free to contact Faculty Development, Ext. 2-5358.
Purchase Requisitions are available online at: http://www.southernct.edu/purchasing/requisitionform/.
Voucher/Disbursement Request forms are available online at: http://www.southernct.edu/accountspayable/uploads/textWidget/wysiwyg/documents/VOUCHER.pdf.
Please do not forward completed forms directly to Purchasing and Accounts Payable. Please send or hand-deliver them to Faculty Development.
For current Finance and Administration policies and procedures, please visit: http://www.southernct.edu/finadm/policiesprocedures
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 and sent electronically via our faculty e-mail distribution list.
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) are scheduled through Mr. Eric Simms in the USC office, Ext. 2-5500. Electronic reservation is required and may be submitted online at http://www.southernct.edu/departments/usc/.
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 compliance with the university's policy is demonstrated. The policy is stated below or also on the Finance and Administration web site under policies and procedures/refreshments.
REFRESHMENT POLICY
On occasion, it is in the University's best interest to host refreshments or a business meal as a necessary business practice. Prudent judgment for incurring such expenses is essential since budget resources are limited.
A. ALLOWABLE REFRESHMENT EXPENSES
1. Refreshments (pastries, coffee, tea, etc.) may be provided during meetings of official University business provided the meeting does not consist entirely of University employees. Such refreshment arrangements do not require prior approval of the appropriate Vice President.
2. Beverages (coffee, tea, juice, and soda) and/or pastries may not be provided in conjunction with ordinary staff meetings or other regularly scheduled business meetings consisting of employees. At times, certain circumstances may be present in which refreshment reimbursement for a staff meeting is possible. Such circumstances must have prior approval of the appropriate Vice President.
3. Expenses specifically for breakfast, lunch or dinner meetings held in connection with official University business or with the entertaining of guests visiting the University on official business must have prior approval of the appropriate Vice President. Refreshment expenditures should be limited to the cost of food and non-alcoholic beverages only. THE UNIVERSITY DOES NOT PAY FOR ALCOHOLIC BEVERAGES. Lunch expenses of staff members are usually a personal responsibility; however, reimbursement of meals of employees may be allowed when:
a. The charge is part of a conference or workshop expense;
b. A member of a search committee hosts a candidate for a position (see section B below).
c. A departmental employee hosts a visiting lecturer, potential donor, or other official guest to the University.
4. Ad hoc committee meetings and informal meetings consisting solely of university employees should not include breakfast, lunch, or dinner expenses except events subsidized by special allocated collective bargaining Faculty Development Funds and/or other restricted monies from a non-University source. For grant-supported payments pre-approval is required by the Sponsored Programs and Research Department.
5. If the University food service operation is not available or closed, the expense for refreshments may be processed as a reimbursement to the meeting chair with appropriate approval and source of funding. Reimbursement would occur based upon a properly completed CO-17XP Employee Voucher form with supporting documentation (including a list of all attendees) and receipts to the Accounts Payable Department for reimbursement.
6. Recognition events for employees may be hosted by the President, Vice Presidents, Chief Officers or Deans.
B. SEARCH MEALS
Meals may be provided for candidate interview situations provided:
a. The maximum number is four people exclusive of the candidate
b. Off-campus meals with a candidate and members of the search committee will be reimbursed via a CO-17XP Employee Voucher form with supporting documentation (including a list of all attendees) and receipts to Accounts Payable for reimbursement.
C. NON-ALLOWABLE EXPENSES:
It is SCSU's policy to provide payment for all reasonable and necessary expenses incurred in transacting University business. The following are specific types of expenses which are considered to be of a personal nature and will not be considered a University expense:
• Birthday cakes or celebrations
• Holiday luncheons for employees, including -
o Secretary's Day
o Office parties
o Employee entertainment, gifts, or donations
o Political events, contributions or donations
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 ext. 2-5165.
2. Chartwells Campus Catering Services will fax back a menu with setup information and prices. Once you approve the menu, please fax (ext. 2-5355) or send (EN B 106) the menu to Faculty Development for Banner Organization coding and approval from the Provost.
3. Faculty Development will fax the signed menu to Chartwells Campus Catering Services.
If you have questions about planning refreshments, please contact Faculty Development, Ext. 2-5358.
Supplies or Materials
For supplies or materials under $100 (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. See: http://southernct.edu/departments/spar/PDF%20Forms/Post-Award%20PDF/EmpVoucher.pdf
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.
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 Faculty Development Grant," or similar wording.
Publicity to faculty and administrators can be provided through Faculty Development's Weekly 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 week 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, facultydevel@southernct.edu.
Faculty Development (ext. 2-5358) may also disseminate flyers to faculty and administrators electronically. 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 welcome the University community as a whole and require campus-wide distribution. Such press releases should be coordinated through the Office of Public Affairs, ext. 26586. See http://www.southernct.edu/publicaffairs/.
Please Note: Public Affairs should be consulted if you wish to publicize your event to campus bodies other than the faculty and administration. Faculty Development can help to publicize your event to faculty and administrators.
Evaluation of Faculty Development Projects
Your project must be evaluated. Sample evaluations are available below. In addition, you are asked to take attendance at any grant-funded events. A sample sign-in sheet is also available below. Please submit these records to Jennifer Hudson, Operations and Grants Manager, Faculty Development, EN B 106, within ten days of the event.
Sample Evaluation & Attendance Forms:
-
Sample Evaluation 2
