Saint Mary's College of California recognizes that intellectual growth and scholarly activity are closely related both to each other and to teaching effectiveness.
Faculty scholarship is encouraged and supported through awards that fund scholarly interests and pursuits. The Faculty Development Fund Committee administers the awards and is composed of the Dean for Faculty Development and one faculty member from each school appointed by the respective dean. Scholarly activity and intellectual growth are broadly defined and supported as described below.
I. AWARDS & CRITERIA FOR FUNDING
Awards are made for two types of participation: Active or Passive. Activities included in the active participation type include scholarly presentations and research, significant administrative work and pedagogical development. Passive type activities are limited to attendance at meetings, conferences, and symposia without making a presentation.
Detailed criteria are provided below.
Active Awards: Presentations of scholarly work by the following criteria:
- Presentation of new scholarly research as a paper or equivalent, (e.g., a poster, round-table, panel paper, or musical or other artistic work) to one’s academic peers or equivalent.
- Participation in a panel, workshop, institute, etc. that requires significant advanced scholarly preparation.
- Scholarly activity that has been peer reviewed or selected by a professional organization for inclusion in a conference program, e.g., invited paper, keynote address.
- Other forms of active participation: If the scholarly activity takes another form that the applicant considers to be active, the applicant must explain why it should be so categorized.
Documentation of active participation must be attached to the application and may include: 1) a letter of invitation or acceptance of paper, or 2) a preliminary copy of the program with the applicant’s name or 3) web link to conference program with your name as a presenter.
Scholarly Research Awards – Preparation of scholarly work determined by the following criteria:
- Research related to completing books, articles, reviews, reports, creative work (music, art, drama), scientific, technological projects or other types of scholarly research. This includes travel to archives, interviews, translations, purchase of essential research materials, etc. Pleaes give explicit reasons for travel to support your scholarship.
Documentation in the form of a description with a timetable and estimated budget of the research project must accompany the application for a scholarly/research award. If funding is requested for an ongoing scholarly project for which the applicant has previously received a Faculty Development award, the applicant must include a progress report demonstrating that the project has entered a new phase requiring additional funding.
Equipment and unused materials become the property of SMC.
Active Administrative Awards
- Fulfill major administrative commitments at conferences (e.g. officers in a professional organization hosting the conference, major symposium coordinator, etc.
- This work requires organizational work in advance of the conference and active duties during the conference.
- This is not organizing one panel at a major meeting.
Documentation of administrative work must be provided with application and may include one of the following: 1) email/letter of invitation, 2) web link or 3) correspondence regarding administrative work.
Only one active administrative award is fundable annually.
Active Pedagogical Development Awards determined by the following criteria
- Participate at workshops or conferences where faculty are receiving substantial training to improve student learning and their teaching effectiveness.
- This is not course development.
Documentation of pedagogical development must be provided with application and may include one of the following: 1) email/letter of invitation or 2) web link.
Only one active pedagogical development award is fundable annually.
Passive Awards: Attendance or administration determined by the following criteria:
- Attendance at conferences or symposia.
- Presentation of material that substantially repeats any material presented previously at a
different event and requires no additional preparation.
Documentation of passive participation must be attached to the application and may include: 1) a receipt for registration, 2) confirmation of travel.
Only one passive award is allowed annually.
Faculty eligible to receive awards:
- Faculty on the Rank and Tenure roster, including faculty on reduced services plan, academic administrators with faculty rank, and faculty on reassigned time or sabbatical.
- Adjunct faculty who have an annual contract, or who are employed on a pro-rata basis and are assigned at least 5/7 of a full-credit course load or its equivalent per academic year and who have completed teaching at Saint Mary's College at least seven full-credit courses or their equivalent prior to applying for funds.
Faculty ineligible for awards:
- Faculty contracted on a per-course basis.
- Faculty on leave of absence.
- Faculty emeriti.
III. AWARD AMOUNTS
Funds are limited to $2,200 per individual per academic year. Active awards and scholarly research projects are funded up to the annual cap. Administrative and Pedagogical awards are limited to $1320 per year. Passive awards have a $600 maximum per year.
Funds are limited to $2,000 per individual per academic year. Active awards and scholarly research projects are funded up to the annual cap. Administrative and Pedagogical awards are limited to $1200 per year. Passive awards have a $600 maximum per year.
Funds are limited to $1100 per individual per academic year. Active awards and scholarly research projects, are funded up to the annual cap. Administrative and Pedagogical awards are limited to $660 per year. Passive awards have a $300 maximum per year.
IV. APPLICATION PROCEDURE
1. Applications must be submitted (via electronic submission) to the Director/Office of Faculty Development by the 20th of each month—September to May --and must be submitted prior to the proposed activity. Applications for retroactive funding receive consideration only in exceptional cases. The Faculty Development Fund committee meets every month September to May, except December to evaluate applications (an additional meeting may occur in August as determined by the Director).
Applications for funding of summer activities (May 20 to July 1) must be submitted before May 20. Applications received after May 20 will be considered at the September meeting. Funding for activities occurring before July 1 will come from the current academic/fiscal year allotment; funding for those after July 1 will come from the following fiscal year allotment.
2. Use of the online Application form (link below) is required. The application process is completed online and supporting documentation is also attached (as pdf files). Applications must briefly describe a) the proposed activity, b) its relevance to applicant's scholarly development or teaching; and c) the estimated expenses including transportation, lodging, meals (up to $39 per diem), and appropriate registration fees. When transportation is by personal automobile, give mileage and consult with the business office for the current mileage rate.
- Membership fees in professional organizations are not typically paid through this fund unless this generates a substantial reduction in meeting registration fees.
- If applicant is receiving funding from another source for the activity, this information and the amount received must be included in the application.
- So that all qualified faculty may benefit from limited funds, applicants are urged to economize to the extent possible.
- Only one copy of the application is needed.
3. The Office of Faculty Development communicates the application to the respective department chair, program director, or dean of the applicant so that substitution arrangements are documented if the applicant will need to miss class(es). For events during the Fall or Spring semester the Department Chairs and/or Deans are notified by the Office of Faculty Development. For event in January, the January Term Director is notified. The notification will be in the form of an email from the Office of Faculty Development.
4. In general, expenses for funds awarded are sent to faculty after they have submitted all receipts for their expenses, through an Expense Report that is submitted to Faculty Development. If some funds are expended before the event (e.g., travel arrangements, registration) those funds can be reimbursed before the event, as long as all appropriate receipts and an Expense Report are submitted (Note: a hotel confirmation sheet is not an expense receipt) to Faculty Development. In this case, no more than two Expense Reports can be submitted, which means faculty must make sure they are keeping and organizing all appropriate receipts to be submitted after the event.
5. Faculty may request advance funds with the Application. Checks or E-checks will be disbursed to the recipient approximately 30 days before the funded activity.
- For a cash advance of the awarded amount, the request is to be included within the Application. The advance must be reconciled with an Expense Report and receipts (reflecting deduction of the award) and submitted to Faculty Development no later than 30 days after the event. This to comply with College policy as it relates to IRS requirements, and to avoid being considered a taxable fringe to the recipient. (Should less than the award amount be spent, a check for the difference owed to the College is to be attached to the Expense Report).
- Applications for a Declining Balance Credit Card (which can be preloaded up to the amount of the award) may be found on the Purchasing website: (http://www.stmarys-ca.edu/purchasing/decliningbalance$20card). The user will be emailed a statement with the posted transactions and have 15 days to review, attach all receipts and submit to Faculty Development. If additional cash is spent then faculty also need to complete an Expense Report, with those receipts attached, to receive reimbursement for those expenses.
Note: Research projects by faculty and/or students may qualify for certain exceptions to the normal timeline for reconciliation of advanced funds, and will be handled on a case-by-case basis.
6. Purchases of equipment or software are not to be made out of pocket, but through the College’s procurement policy. Such requests need to be made to the Faculty Development Office who will work with the faculty and appropriate College department for purchase and approval. Attach approval of any exceptions made to the reimbursement request.
7. As a condition of receiving the award, the recipient agrees to submit a written Activity Report on the Moodle site within 30 days after the conclusion of the funded project or activity. The Office of Faculty Development will no longer accept written Activity Reports. All Reports must be submitted via Moodle. Subsequent Applications for awards will not be considered until this Report and receipts for expenditures are received.
8. Any unused portion of the award must be returned to the Office of Faculty Development, documented on your Expense Report. If the recipient of an award must cancel plans, the award in full must be returned immediately.
9. If the project or activity results in a publication, applicant must acknowledge the support of the Faculty Development Fund of Saint Mary’s College.
Award Application on Moodle Site (http://gaellearn.stmarys-ca.edu/course/view.php?id=5278)
Activity Report form on Moodle Site (http://gallearn.stmarys-ca.edu/course/view.php?id=5278)