University Committee on Grants and Leaves
Guidelines and Procedures
Purpose:
The University Committee on Grants and Leaves considers applications for research projects from Loyola University faculty members. As defined by the committee, research includes scholarly activity which is not necessarily related to specific courses taught by the faculty member. (The Course Development/Faculty Development Committee funds projects related to instruction and general professional development.) Research funded by the University Committee on Grants and Leaves should ultimately result in a book, an article in a professional journal, a presentation at a professional meeting, or, in the case of faculty in the arts, a completed work of art.
Research Expenses Funded:
The University Committee on Grants and Leaves funds future projects by supporting expenses directly related to a scholarly project, such as: purchase of books and publications, musical scores, films, videos, sound recordings, and supplies; equipment rental; travel costs (transportation and a reasonable per diem); library research fees; wages for a research assistant; page charges and publication costs; and other fees associated with research.The committee will NOT fund: publication costs by a "vanity press;" extensive travel; major equipment purchase; release time; reimbursement of past expenses; or summer salary support. The project budget must be written for a total of no more than $3,500 and no less than $350. Budgets for a higher amount will not be considered. The researcher must itemize the budget in detail, listing budget items order of funding priority. If the project costs more than the maximum budget, please identify sources of funding for the other line items in the project in the narrative. The proposal must be written for a general faculty, rather than an expert, audience. The Committee approves only one grant per project. The maximum Research Grant is $3,500 and the minimum request is $350.
Grant Policies and Conditions:
Grants are awarded with the following stipulations:
- If project costs exceed the grant award, the excess costs are the sole responsibility of the grant recipient.
- If a funded project produces income for the recipient (e.g. from an invention, a book, software, musical composition, or work of art), it is university policy that the recipient shall reimburse the university from income generated by the sale or use of the property made possible by the grant. It is the responsibility of the grant recipient to advise the University, through the Office of Grants and Research, when such reimbursement is due.
- A final report is due at the conclusion of the grant period. The final report should reflect the final outcome of the project. The final report is due thirty days after the conclusion of the grant period. All final reports are kept on file in the Grants and Research Office and consulted by the committee at the time of future grant applications to the committee. (A poor record of compliance will negatively impact an applicant’s prospect for future funding.)
Time of Application and Period of Funding:
Grant applications made in the Fall Semester will support research projects conducted during the Fall Semester and the following Spring Semester. Grant applications made in the Spring Semester will support research projects conducted during that semester and the following summer.
Application Procedures:
An application consists of the following:
1. The application form
2. The signatures form
3. Applicant’s Curriculum Vitae
Applications are due to the office of Grants & Research by the third Friday of the Fall or Spring semester. A specific date will be sent with the RFP at the beginning of the semester. The application and signature forms are in Microsoft Word format. The application and the curriculum vitae should be submitted via email attachment to Kieone Cochran, Assistant to the Vice Provost, at kcochran@loyno.edu. The signature form must be printed, signed by all parties, and submitted to the Office of the Vice Provost, Marquette, Room 301, by 4:45 p.m. on the designated deadline date. Your dean will have a prior deadline for proposal review. Please allow enough time to obtain signatures and approval from your dean and department chair; contact your college dean’s office for further information. All completed proposals must be received by 4:45 p.m. on the designated deadline date in the Office of the Vice Provost, Marquette, Room 301. LATE OR INCOMPLETE PROPOSALS WILL NOT BE CONSIDERED.
Proposal Evaluation and Award Selection:
All proposals to the University Committee on Grants and Leaves should be complete and specific, including a description of the methods and techniques to be used (appropriate for the field of research or topic). Proposals should be written for a general, but educated, audience.
In addition to completeness and clarity, the Committee considers the following in evaluating grant applications for potential funding:
- The scholarly project and its contribution to scholarship in the applicant’s field,
- Enhancement of an individual’s scholarly development and Loyola University’s academic reputation,
- The applicant’s ability to complete the research project as evidenced by his/her curriculum vitae and the record of final reports on projects previously funded by the University Committee on Grants and Leaves.
Projects eligible for funding include, but are not limited to,
- Pilot projects which will result in grant applications to public or private granting agencies for continued support,
- Projects which have little prospect for extra-mural support due to the nature of the project; applicants should indicate public or private funding sources to which an unsuccessful application has been submitted,
- Proposals to cover the costs associated with the final stages of a research project, such as duplication, page charges, or other publication costs.
With the intent of funding as many individuals as possible, normally only one application will be considered per applicant per grant period, and the applicant’s receipt of research grants in the recent past will be considered.
All grant applications and budgets are evaluated by the committee. The committee may reduce grant budgets in order to fund as many proposals as possible, so budget items should be listed as a prioritized list. The applicant should make it clear to the committee where a budget cut would not allow the project to be undertaken. Each committee member evaluates and rates each proposal based on the considerations given above. Proposals by junior faculty will be given priority in funding. Individual ratings of the committee members are combined, and recommendations for funding are submitted to the Office of the Provost based on the composite ratings. Due to limited availability of funds, it is possible that not all proposals will be funded.
Downloadable Forms
Download the forms. Open them in Word version 6.0/95 or later. Fill out the grey fields. Then print out and obtain appropriate signatures.
