Last update: July 2012. As of July 2012, content on this page has moved to the Research at Sewanee website: http://research.sewanee.edu

Institutional Approval
The University strongly encourages faculty to complete an Institutional Approval Form prior to applying for any outside funding. This online form gathers information about projects--their intended benefit as well as budget of institutional implications that are not intended. The following sections provide some explanation for why particular information is needed.

Criteria for Nominating Faculty for External Grants
In the event that the number of faculty members expressing interest in applying for an external grant exceeds the number of institutional nominations permitted by an agency or foundation, the Provost will have the discretion to choose whom to nominate based on the following criteria:

  • Timely indication by the faculty member of his or her intention to apply.
  • The strength of the proposed project and its importance to the faculty member’s overall plan for professional development based on the information provided to the Dean.
  • The likelihood of the proposal being funded based on the Dean’s understanding of the funding organization’s priorities.
  • The potential availability of alternative funding for the faculty member.

Sabbaticals, Leaves of Absence and Course Reductions
Faculty members are encouraged to plan well in advance for sabbaticals, leaves of absence and course reductions. The University policy is to encourage faculty members to pursue opportunities for personal and professional development, but this must be combined with planning for stable departmental programs and curriculum. Individuals should have their sabbatical or leave approved by the department chair and the Dean of the College prior to applying for external support.

Hiring Additional Staff
All costs of hiring additional staff must be part of your proposal. This includes salary and benefits. Staff hired as part of a grant will be on a contract limited to the life of the grant.

Space Considerations
If an activity will require additional space or renovations or alterations to existing space a facilities plan must be approved by the Provost before the proposal is submitted.

Cost Sharing or Matching Funds
The Provost will look carefully at any proposal requiring cost sharing beyond what the College would normally provide. Proposals that require fundraising to obtain matching funds will need the approval of the Office of Advancement. The grants officers will work with faculty as well as the Provost and Vice President for Advancement to advocate for these efforts.

On-going Operating Expenses
With rare exceptions, the University will not approve proposals that commit the institution to ongoing operating expenses beyond the life of the grant.

Federal Compliance
Projects involving animal subjects, human subjects, hazardous waste or controlled substances will require special approvals.

Indirect Costs
When allowable, the University requires an indirect cost rate of 39.7% of all salaries and wages for on-campus grants and 25% for off-campus grants. When the University receives such funds, they are expended following the "Facilities and Administration Policy" found here.

Calculating Salaries and Benefits
When calculating your own salary and benefits be sure to include an estimated 5% cost of living raise each year. Benefits should be calculated at 35% for full-time faculty and staff, 16% for temporary faculty and staff, sabbatical replacement funds and student interns. No benefits are required for work-study students. 

Research Misconduct Policy