For assistance with Academic Senate related issues
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No, travel costs charged by UCLA Travel Center must be charged to your department and a TOE (Transfer of Expense) must be prepared by your department and sent to the Academic Senate for approval.
If you are an Academic Senate member (Professor, Acting Professor, Lecturer with Security of Employment (LSOE), Lecturer PSOE, Emeritus Professor) you are eligible to apply for grants. Visiting professors, post doctorate scholars and other non-Senate titles are not eligible to apply for UCSB Academic Senate grants.
Faculty are eligible for only one conference travel grant per fiscal year, whether it is a domestic grant or an overseas grant. Every other years you may apply for an overseas award, and it counts as the one award per fiscal year. The fiscal year is July 1 to June 30.
No, we do not make exceptions to the grant deadlines. The 21-day requirement in the current policy was implemented because conferences are scheduled well in advance of the 21-day requirement, and the three week lead is the minimum needed by our office to manage the funds and the program. We must be able to make financial commitments to faculty who apply in advance, and not risk running out of funds due to exceptions.
Organized conferences or creative venues (for artistic presentations that are the research equivalent in the arts) that are, at least, broadly publicized, draw attendees from a national or international group of researchers or artists in the field, and are significant in terms of scholarly exposure for the UC. The grants are not intended for guest lectures or similar events that primarily benefit the faculty and students of another university.
Examples of conferences that qualify for conference grants are those held by the Institute of Electrical and Electronics Engineers, Association for Computing Machinery, American Educational Research Association, American Sociological Association, and the International Conference on Theatre, Literature and Arts.
Examples of the types of creative events that are supported are initial presentations of creative works at international film festivals, performances by dance faculty, and initial exhibitions of a collection of works by a faculty artist at a major art venue.
Examples are guest lectures, funding agency meetings, workshops for the students and faculty of another institution, and visiting fellowships.
The two trips will occur in different fiscal years so you can apply for both.
No, this program will not fund travel for purposes of delivering a guest lecture, nor does it cover the cost of travel for a summer teaching position at another institution.
Yes, you can apply anytime as long as you apply at least 21 days in advance of travel. We encourage you to apply as early as possible, even if you might need to cancel the award later.
No. It is typical for extramurally funded projects to entail project meetings, and these are not the type of meetings that the Senate grants are intended to support. The grant program is intended to support organized conferences that are, at least, broadly publicized and open to national or international attendees. Examples of conferences that qualify for conference grants are those held by the Institute of Electrical and Electronics Engineers, Association for Computing Machinery, American Educational Research Association, American Sociological Association, and the International Conference on Theatre, Literature and Arts. Faculty need to fund extramural project meetings with appropriate project grant funding or other sources.
Send an email to email@example.com and ask to have the award cancelled in order to apply for a different grant. We will change the award amount to $0 in our system. You can then log on to mySenate and apply for a grant for the different conference.
If your dean’s office requires it then you must obtain approval in the form of your dean’s signature (or his or her delegate) on the foreign travel worksheet. The Academic Senate does not sign this form – the signed form is a programmatic approval from your dean for the trip.
This is not an acceptable practice and your travel voucher will not be approved nor processed by the Academic Senate when it is received. You will then be responsible for finding your own source for funding the travel expenses.
Your conference schedule showing your research presentation will provide the needed documentation for us to approve payment on your travel voucher. While the travel receipts are also necessary, the need to submit a copy of the conference schedule is a requirement of the grant program. To expedite the processing of the awards with minimal delay, we make the travel awards based on the information provided in the grant application and contingent upon receipt of the conference schedule, rather than review the conference schedule in advance of making a decision on the grant. We have not allowed payment on any grant for conference presentation travel without the conference schedule or equivalent, and have made no exceptions.
If the event on the application is unclear, we will ask for additional information in order to make a decision. It is better that we ask before an award is made rather than looking over the conference schedule after the event and realizing that it does not qualify for funding. Since travel costs are charged to our office account, our office takes the lead in ensuring that all travel that we pay for will be approved by auditors, and we look at transaction from an auditor’s perspective.
The grant period follows the fiscal year of July 1 to June 30. Projects that are not completed in this time period may receive a one year extension. To request an extension please ask your department financial staff to include your project on its list of projects that need an extension. Your department should provide one list of all the projects that need an extension, including account numbers, name of grant holder, and amount of time needed for an extension, by the end of the fiscal year.
The Academic Senate office has two programs for research funding: The Individual Faculty Research Grant Program for Senate faculty only, and the Pearl Chase Grants for local community development, conservation, or historic preservation research. The Pearl Chase grants are available to Academic Senate faculty and researchers in the professional researcher title series. Information on these two programs can be found on the Academic Senate web site. The Academic Senate also has a travel grant program for assistance with travel to conferences to present a paper. Applications for the travel grants are submitted on-line through the Academic Senate mySenate web site.
Exceptions can not be made to the research grant program policy, which is that late proposals can not be accepted. The deadline is posted almost a year in advance, giving faculty enough time for proposal preparation. The awards are made on a competitive basis and not all proposals are funded. In fairness to the applicants, we can’t allow additional time for the application process.
The committee will not consider requests for funds to cover expenses retroactively. Project proposals need to be for new research efforts that will be undertaken during the grant period in order to be considered for funding.
No, the grants are not intended to fully support graduate student researchers. It is expected that faculty will leverage the Senate grants and apply for extramural funding for additional support once they have some preliminary research results. Fees and gship can not be charged to Academic Senate grants. If a grad student works at UCSB for more than 24% time (all appointments combined) or 140 hours or more in a quarter during the fall, winter, or spring quarters, then it is required that they have their fees and gship paid, and those costs must be paid from the same funding source that pays for their wages. The Senate grants are relatively small, and the grad fees and gship usually amount to more than the grants are given for. A grad student can be hired up to 100% during the summer if not enrolled in a course (no fees and gship are paid in the summer). Info on payment of fees and gship can be found under the topic Graduate Student Tuition, Fees, and Health Insurance on this page: http://www.research.ucsb.edu/spo/budget-preparation/#GSHIP
When a research assistant becomes an academic in his/her own right and it is in his/her interest to get his/her name on publications, they can participate in the project but they can not charge the project.
The cost of publication subvention may be considered up to $2,000. Please review the Faculty Research Grants Program Policy for guidelines and requirements.
No, the individual grant history for Academic Senate members is available to individual faculty only with their use of their UCSBnetID and password. Academic Senate faculty use the Senate web site to conduct Senate business so the site is password protected. We are not set up to maintain a site for staff access.