Content Comparison

The Maxwell Dean’s Office encourages faculty to apply for external funding, particularly grants and contracts that (1) further a faculty member’s research agenda and enhance students’ educational experiences and (2) lead to scholarly publications for faculty and students or to thesis or dissertation research for students.

Faculty Course Buyouts 

Faculty members sometimes receive grants or fellowships that cover a substantial part of, but not all of, a semester or year’s salary. Below are guidelines that govern how the Dean’s Office responds to requests to be relieved of teaching in exchange for grant funds of these types. Requests for buyouts should be prepared by the faculty member and forwarded to Associate Dean Andrew London by the department chair with the chair’s rationale for approval. These requests must be received by March 15 for the fall term and by October 15 for the spring term.

Each department should have a fair and consistent process for reviewing and handling course buyouts in consideration of balancing department needs with individual needs. In consultation with the Dean’s Office, the department chair has the authority to approve or deny buyouts based on overall departmental needs including continuity of course offerings. Course buyouts should not adversely affect the operations and functions of the department.

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• A faculty member buying out of a course is expected to participate fully in service and administrative duties; the buy-out is strictly for teaching and must not be construed as approval for a full-time appointment to research. The policy outlined in this document is for partial release from coursework while a person is in residence at the University and fulfilling all other duties, except for the course.
• If a faculty member’s course load is not symmetric (i.e., not constant across semesters), a course buyout cannot be done for the semester in which the course load is lighter. For example, if a faculty member teaches one course in one semester and two courses in the other, a one-course buyout must be for the semester in which the higher load is taught.
• A course buyout cannot be used in conjunction with an appointment to research leave, educational leave, administrative leave, or leave without pay.

Fringe Benefits and Facilities and Administrative Costs on Grants and Contracts 

To ensure that proposers develop budgets with appropriate rates as described below, the SU Office of Sponsored Programs (OSP) requires that the campus community use the OSP Budget Template. Use of the OSP Budget Template greatly reduces common arithmetic errors often encountered with other budget tools.

Fringe Benefits

In addition to salary and/or wages, fringe benefits should be charged to all sponsors in direct proportion to an individual's effort devoted to a sponsored project; see the University's current negotiated rates.  

Facilities and Administrative Costs

The term facilities and administrative (F&A) costs is the official term that universities use for recovery of costs associated with facilities and administrative services that are devoted to sponsored research activity. F&A rates are negotiated between the federal government and the University based on complex calculations that determine the amount of University resources that support research. Terms such as "overhead," "indirect costs," and "administration costs" are often used interchangeably to describe F&A costs. Funds provided by outside sponsors of research, instruction, public service, or other services must include an appropriate amount to offset F&A costs incurred by the University; see the University's current negotiated rates.  The University will accept a reduced F&A rate if the outside sponsor’s limitation is available as published documentation in a public domain applicable to all awardees. Rare exceptions to this policy require approval by the divisional chair or director, the Dean's Office, and the University's Office of Research. PIs should seek prior approval early in the budget development process before assuming cost share of F&A. Documentation on the IRR at the time of submission is not sufficient.

Graduate Student Compensation 

Salaries and Wages 

For the 2020-21 academic year, rates for a full AY (fall and spring) 20-hour graduate assistant (GA) are $21,000 for PhD students and $16,250 for MA students, with 24 credit hours of tuition. For a 10-hour GA for the full academic year or a 20-hour GA for one semester, calculate rates and credit hours by half. For a 10-hour GA for one semester, calculate rates and credit hours by one-forth. To budget for out-years, increase by 3%.

For hourly graduate students, units are advised to have equity in their pay structures for student employees that are performing similar duties and who have similar semesters of experience. 

Fringe Benefits

In addition to salary and/or wages, fringe benefits should be charged to all sponsors in direct proportion to an individual's effort devoted to a sponsored project; see the University's current negotiated rates.  

Tuition 

Budgeting tuition in some or all project years depends on whether you anticipate keeping the same graduate student for the length of the project and/or where the student is in their program. For instance, if the project responsibilities you envision for the GA require an advanced graduate student (ABD), there is no need to budget tuition given that the student is no longer taking coursework. Of course, it is just as likely as not to not know at the proposal stage who the GA will be, should the project be funded. So, you might consider whether you want the flexibility to hire a student that needs tuition covered, just in case. In the event that you end up hiring a student who is not taking coursework, at least on most federal grants, you can move those tuition funds to another direct-cost category, like hourly student work, travel, or publication costs. 

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It is important to notify the appropriate administrators early in the proposal development process to ensure that the project is in concert with the mission of the department/unit and that internal support for project activities will be available. Matching  Matching funds, release time, and other institutional commitments should (cash and in-kind contributions, space or infrastructure, etc.) must be secured from the department chair and the dean appropriate administrators well in advance of the application deadline.developing the actual final proposal. Please allow at least three weeks prior to final deadline to notify the appropriate administrators of your intent and to discuss your plans with these individuals PIs should seek prior approval early in the budget development process before assuming institutional commitments. Documentation on the IRR at the time of submission is not sufficient.

For campus-level letters of support and/or institutional commitments, from the Vice President for Research is facilitated by the  the Office of Proposal Support Services. 
applicants are asked to work with the ORS, and not the VPR directly

Requests for a campus-level letter of support and/or institutional commitments (cash and in-kind contributions, space or infrastructure, etc.) must be received by the one (1) month before the agency deadline. This applies to co-applicants requesting a letter of support and/or contributions for a grant application led by a principal investigator from another university. 

. facilitates review and signature by the appropriate senior administrator (e.g., Vice President for Research, Provost). First, however, applicants should discuss their project and application plans with their divisional chair or director and the Dean's Office.