Grant Seeking Guidelines

1.   As part of the leave application due on August 1 faculty will prepare a plan for seeking outside funding, a list of external sources that appear suitable for funding their project, indicating those for which they plan to apply. Faculty are expected to apply to any such external sources for which they are eligible, normally at least three, in particular to those sources that may cover at least 20% of salary and/or provide support for relocation costs.

Faculty should seek grants that fit their projects, their needs, and their situations.  They are not required to alter their leave projects to make them more fundable nor to relocate in order to avail themselves of a grant opportunity. It may be the case that faculty are only able to apply to fewer than three sources, for legitimate reasons.  In such cases, faculty must document their efforts to find outside funding or to make arrangements which support their work in some way while they are on leave. Faculty may need to explain why some sources appear appropriate but are not (e.g., you are ineligible, residency is required where you don't want to reside, the agency does not fund your type of project, etc.), or to explain what arrangements you have made relating to your leave project (e.g., invitations from potential host institutions, outlines for books or initial contacts with publishers, etc.). In determining whether faculty have fulfilled their obligations under the leave program, the Dean for Faculty Development and Research will consider all efforts to secure grants for leave salary, affiliations, publishing contracts, travel funding, or grants for research expenses. The plan for seeking outside funding forms the basis for determining whether all external funding sources have been "exhausted." Faculty are expected to submit updated or revised plans for seeking outside funding during the fall as new information becomes available or as their leave plans change.

2.   When faculty apply for outside funding, it is to be understood and stated that the College guarantees a level of salary support amounting to 55% for full-year leaves, 75% for semester plus Winter Term leaves. When faculty apply for small grants it is appropriate to advise the sponsor that the College leave policy guarantees the minimums indicated above.  Faculty on full year leaves should make every effort to apply for grants that could fund up to 45% of salary.  Faculty who apply for grants to fund a portion of their approved leave period should pro-rate their funding requests accordingly.  Contact Franci Farnsworth at ext. 5889 for assistance in budgeting for grants.

3.   Faculty submitting grant proposals to sources that will provide the funding directly to the College or to sources that require the signature of an officer of the College on the application must follow normal College procedures and circulate a Grant Proposal Endorsement Form (blue sheet), prior to submitting their proposals. Contact the Office of Grants and Sponsored Programs for details about the endorsement process, and allow two weeks before your grant deadline to get the necessary signatures. Signature requirements for this form may be waived or modified by the Dean for Faculty Development and Research or Office of Grants and Sponsored Programs depending on the circumstances. The signature of the department certifies that the proposed project is consistent with departmental and College research objectives and policy, that space and facilities for effective performance are available, and that the individual initiating the proposal and such other personnel as may be required will be available without interference with their academic duties and will be able to perform the research effectively.  E-mail signatures are accepted.

Yellow Leave Notification Form: Faculty submitting proposals to sources that will fund them directly must complete the yellow notification form (available as an interactive form or as a pdf) and send it to the Dean for Faculty Development and Research with a cover sheet or an electronic receipt for the proposal.  It is not necessary to include a copy of the proposal.

4.   Once faculty have submitted grant proposals to all the sources listed in their plan for seeking outside funding and the Dean of the Faculty receives confirmation that the applications have indeed been submitted (a copy of an electronic receipt or the cover sheet is adequate), they become eligible for maximum College funding; actual College funding for leaves will be determined after the results of all grant applications are known. For any possible increase in College funding, it is important to send to the Dean for Faculty Development and Research a copy of the approved budget from the grantor as soon as you receive it.

Please note: Per IRS rules, the College can provide retirement benefits (ie, contributions into the retirement plan) only on the portion of salary paid through the College payroll.  That is, if you will receive 80% of your salary for the year you are on leave, retirement benefits will be calculated on that amount.  If you have been awarded a grant that provides supplemental salary and includes reimbursement for "fringe benefits" and the funds are disbursed through the College payroll, you will receive retirement benefits on the total amount of salary you receive.  If however, a supplemental grant you receive does not include reimbursement for "fringe benefits" and the funds are disbursed through the College payroll, your retirement benefits will be calculated on the salary portion promised by Middlebury.  Alternatively, if you have received a grant and the funds come directly to you, no benefits will be provided by Middlebury on those funds; you may choose to have a portion of the grant disbursed through College payroll in order to receive retirement benefits on 80% of your salary.