Middlebury’s generous leave program was approved by the Board of Trustees in 1994 with the provision that faculty would make every effort to obtain funding for salary and travel expenses from external sources.

Grants Administered by Middlebury

If you have been awarded a grant for a portion of your leave, first notify Dean for Faculty Development and Research (DFDR), and the Grants and Sponsored Programs Office (OGSP). The DFDR can discuss any implications this may have on your salary and leave plans.

If you have the option of having the grant paid out through the College Manager of Finance, will set up a grant FOAP for accessing the funds.

To have the salary portion of the grant paid out, you will need to complete a Time and Effort form. Once it has been completed, send the signed form to the manager of finance. He will confirm the amount you are requesting and send it on to be set up for payment.

Leave Grant Seeking Guidelines

The leave program requires faculty to “exhaust” all sources appropriate to their project. The somewhat arbitrary guideline used to determine whether the faculty member has made every effort to do so is a minimum of three sources, which may include support for salary, research expenses, and travel. Some projects are not fundable, so the minimum requirement of three can be waived by the DFDR. 

  1. Submit a leave application by August 1, identifying all outside funding sources
  2. Applications to funding sources must include College guaranteed support at 55% of salary for full-year leaves and 75% for semester plus Winter Term. 
  3. Faculty submitting grant proposals to sources that will provide the funding directly to the College or to sources that require the signature of a College officer on the application must follow normal College procedures and complete the Grant Proposal Endorsement and Tracking Form (PET). Contact Grants and Sponsored Research two weeks or sooner before your grant deadline.
  4. If you submit funding proposals to sources that, if successful, will send funds directly to you, complete the leave support notification form and send it to the DFDR with a copy of the proposal’s cover sheet or an electronic receipt for the proposal.
  5. Confirm with DFDR when applications have been submitted, include:
    • Leave Support Notification Form
    • Copy of the grant proposal cover sheet or the e-mail confirmation receipt
    • PET form
  6. After steps 1-5 are completed, you 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 (beyond the guaranteed minimums), it is important to send to the DFDR a copy of the approved budget from the grantor as soon as it is received.

Once your grant seeking plan has been reviewed and approved, you will receive a letter from the Dean for Faculty Development and Research that your plan meets the expectations of the College.

Once you have applied for a grant funding opportunity, please complete the Leave Support Notification Form and send it with confirmation that you applied to the Dean of Faculty Development and Research. This confirmation can include an email from the agency acknowledging receipt of your proposal, or the front page of the application.

Please Note: Per IRS rules, the College will provide retirement benefits (i.e., contributions to 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. In the same way, if you have received a grant and the funds are paid directly to you, no retirement benefits will be provided by Middlebury on those funds. When allowed by a funding source, grants awarded directly to you may be deposited with the College in order to facilitate paying retirement plan benefits on up to 80% of faculty salary, if fringe benefits are reimbursed.

Should you be awarded a grant for salary in excess of 20% of base, the amount of the College’s contribution (normally 80%) is reduced to offset the salary budget. That amount is negotiated between you and the Dean of Faculty, after consideration of summer salary support and/or research expenses.

Summer Salary

If your grant contains funding for summer salary, complete a Time and Effort form. The form should be completed before the period you will be working on the grant. Send the signed form to Steve Marino. He will confirm the amount you are requesting and send it on for Banner setup.

Matching Fund 

The Matching Fund is available to assist with cost-sharing on grant proposals for equipment and faculty research. This fund may also be used to help with maintenance costs for grant-funded equipment and with unanticipated or other unusual expenses of grant-funded faculty research projects.

Grant Reports

Faculty are responsible for filing all required technical (also known as narrative or scientific) reports for their grants by the deadlines stated in grant award documents. The OGSP is charged with monitoring faculty reporting requirements and alerts the DFDR when faculty reports are not filed in timely fashion.