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Queen’s University and

Queen’s University Faculty Association

Fund for Scholarly RESEARCH AND CREATIVE WORK and Professional Development (AdjunctS)

Application FORM – 2016-2017

Preamble:

The Collective Agreement for Faculty, Librarians and Archivists (2015-2019) between Queen’s University and the Queen's University Faculty Association, Article 36.2 states:

36.2.1A fund of one hundred and eighty-five thousand dollars ($185,000) per annum, to be known as the ‘Fund for Scholarly Research and Creative Work and Professional Development (Adjuncts)’, shall be established. This fund will provide support for scholarly and/or creative work and/or professional development undertaken by eligible Adjunct Members in the form of

(a) a salary stipend,

(b) a grant (provided through a research/professional development account), or

(c) a combination of the two.

36.2.2The Fund shall be administered by a sub-committee of the JCAA.

36.2.3The sub-committee shall determine the frequency of competitions (which shall be held a maximum of three times per academic year) and the form and deadlines for application to the Fund.

36.2.4It is the intention of the Parties that the Fund be used to support as many deserving applications as possible.

36.2.5In making awards from the Fund, the sub-committee shall give consideration to the relative merits of proposed applications and projects and to other sources of funding available to the applicant.

36.2.6Adjunct Members may make more than one application in any year but no more than $2,500 per year shall be awarded to an Adjunct Member who is teaching one (1.0) or less full course equivalents per year and no more than $5,000 shall be awarded to an Adjunct Member who is teaching more than one (1.0) full course equivalents per year. [Please note that for the purposes of this fund, a year runs from May 1 - April 30.]

36.2.7Adjunct Members who receive awards from the Fund in the form of salary stipends shall submit a report to the sub-committee of the JCAA on the progress or completion of the scholarly or creative work, or professional development as set out in their applications to the Fund.

36.2.8Post-Doctoral Fellows are not eligible to apply to the Fund for Scholarly Research and Creative Work and Professional Development while holding an appointment as a Post-Doctoral Fellow at Queen’s University.

36.2.9Unspent money in the Fund in any fiscal year shall carry-forward in the Fund for disbursement in the subsequent fiscal year.

Funding Timelines and Application Submission

 The Parties have agreed that applications and receipts for grant funds received must be submitted according to the dates indicated in the table below.

Period / Application Deadline / Deadline for Submission of Receipts*
Spring/Summer Session / June 6, 2016 / April 30, 2017
Fall Term, Fall/Winter Session / October 7, 2016 / August 31, 2017
Winter Term, Fall/Winter Session / February 6, 2017 / December 31, 2017

*For support received in the form of a grant (through a research/professional development account), receipts must be submitted to Financial Services for reimbursement by the dates noted above. Money remaining in accounts after these dates will be returned to the Fund for Scholarly Research and Creative Work and Professional Development (Adjuncts) for re-distribution in subsequent competitions.

  • Applicants must use the attached cover sheet for their project submission. Please submit only one application, even if the request is for more than one project. If the project is a collaborative project and funding is sought for more than one Member, include a separate cover sheet for each applicant.
  • Applications should be submitted electronically to . It is preferable to have the entire application scanned to one pdf file. If you do not have access to a scanner, please e-mail the application as an attachment (in Word format) and fax only the signed cover sheet to 613-533-6263.
  • Applicants will be notified of the JCAA Sub-committee’s decision within one month of the application deadline. Names of successful applicants will be publicized (without reference to monetary amounts).
  • If you have any questions regarding the ‘Fund for Scholarly Research and Creative Work and Professional Development (Adjuncts)’ or your application, please contact Jackie Cleary at or at 613-533-3133.

Application Guidelines

Members are required to complete the forms provided and submit them together with an abbreviated curriculum vitae and other requested material as applicable. Do NOT include extra material such as CDs, DVDs, slides, etc. Applications will NOT be checked for completeness, so it is up to you to make sure you have submitted all the required information. Incomplete or unclear applications will not be considered. Members should note that applications will only be accepted from current QUFA Members who hold an adjunct appointment at Queen’s University during the current term.

In preparing an application, Members should ensure that the following points are addressed:

  • For collaborative proposals, include a completed cover sheet for each applicant and clearly outline the role each collaborator will have and ensure that the budget estimate is linked to this role.
  • Using the Proposal Form provided, and within the space provided, applicants should briefly describe the research, scholarship, creative work and/or professional development project(s) to be undertaken or planned, for which support is being requested. Clearly outline the objectives and methodology.

Describe the expected outcomes and link them to the objectives and methodology, bearing in mind that there may be no person on the Sub-committee with expertise in the applicant’s discipline. Include an estimate of the length of time needed to complete the proposed project or work.

  • Using the Budget Form provided (No.1 attached) members applying for a research grant must include an itemized estimate of the intended use of the funds following Queen’s University Travel and Subsistence Policy which can be found at:

Note that “Miscellaneous” is not an eligible expense. Books or membership fees for professional societies cannot generally be claimed as an expense.

  • Using the Budget Form provided (No.2 attached), Members applying for a stipend must include a brief description of anticipated hours of work and timelines involved.
  • Claims for transportation, accommodation, registration fees, meals, etc. (often associated with conferences and workshops) must be submitted as a research grant.
  • Members applying for a combined stipend and research grant should complete both Budget Forms, and indicate the proportion of funds requested for each purpose. For example, if a Member is eligible for a $2500 award and anticipates having receiptable travel expenditures for $600 and a stipend for research time of $1900, then the Member would apply for a $600 in a research account (and complete Budget Form 1 for $600) and a $1900 stipend (and complete Budget Form 2 for $1900).
  • Indicate whether you have other funding for the proposed research or work, and if so, how that funding relates to the amount requested in this application.
  • If money has been received from the Fund for Scholarly Research and Creative Work and Professional Development (Adjuncts) in the past, applicants must include with their current application, a summary of how the previously awarded funds were used (use form attached).
  • NOTE: any research involving human subjects must receive ethics approval of the appropriate Research Ethics Board prior to the start of the project. See . Applicants must confirm that such approval has been received or will be sought prior to the start of the project. No funds will be released before approval is received.
  • The Curriculum Vitae should include Education, Work Experience (including courses taught), and highlights of recent publications, especially those relevant to the project at hand. Ideally it should be no more than 2 or 3 pages.
  • This Fund does not support the pursuit of an academic qualification (e.g., a degree).
  • If for any reason a Member’s project cannot be completed as described in his/her application and the Member wishes to use the funds for a modified or a different project, the Member must submit a new proposal to request the Sub-committee’s authorization for the change. Failure to do so may result in disqualification from future applications.
  • An additional section has been added at the end of the Application Coversheet – “Departmental/Academic Unit Review”. This section contains a statement and a signature line for Head or Associate Dean or Dean (or designate) and is simply (i) confirmation of the Member’s status as a QUFA member and Adjunct Appointee during the current academic term and (ii) confirmation of the Member’s teaching responsibilities during this term. This must be completed.

COVERSHEET for APPLICATION to the

Fund for Scholarly RESEARCH AND CREATIVE WORK and Professional Development (AdjunctS)

Member Name: ______Dr. Mr. Miss Ms Mrs.____

SurnameFirst Name Title (Please circle one)

E-mail: ______Employee Number: ______

Academic Unit (Faculty/School/Department) (please list all Units in which you are teaching):

______

___

I am currently a QUFA member and have a Term Adjunct appointment at Queen’s University during this academic term.

___

I am currently a QUFA member and have a Continuing Adjunct appointment at Queen’s University during this academic term.

Teaching load in the current academic year (May 1, 2016 - April 30, 2017):

I am teaching more than one full-course (1.0) in total (maximum award $5,000)

I am teaching one full-course (1.0) or less in total (maximum award $2,500)

I hereby apply for an award from the 2016-2017 Fund for Scholarly Research and Creative Work and Professional Development (Adjuncts) under the terms and conditions of Article 36.2 of the Faculty, Librarians and Archivists Collective Agreement (August 21, 2015 – April 30, 2019).

Total Amount Requested: ______

  • I am requesting that this award be made in the form of a (Note: the award may consist of a stipend and/or research grant):

Salary stipend for $______ [Note: this amount is considered taxable income and a T4 slip will be issued] Application for a stipend is most appropriate if a Member intends to conduct research/scholarly work that requires the Member’s time rather than direct expenses supportable by receipts. Please specify how the money will be spent (i.e., number of hours, etc.) on the attached Budget template (Form 2).

AND/OR

Research grant for $______ [Note: a project budget must be provided on the attached Budget template – Form 1] For a grant, a detailed breakdown of the expected expenses having researched what they are expected to be must be provided. Eligible expenses will be reimbursed - receipts required - up to the amount awarded (see

for details on eligible expenses). It is usually more advantageous to a Member from a tax perspective to apply for a grant if it is anticipated that direct expenses can be supported by receipts (e.g., supplies, travel costs, conference fees).

  • I have attached the following:

A completed Proposal Form

A completed Budget Estimate Form (see attached templates)

A summary of how funds previously awarded were used (see attached template)

Research Ethics approval (if required)

An abbreviated current CV

Review signatures (from your Departmental Unit)

Any other pertinent information as listed in the Application Guidelines

______

Member’s signatureDate

Departmental Review

I confirm that the applicant is a QUFA member and has an adjunct appointment at Queen’s University during this academic term, and that the teaching load for this academic year is correct (may require more than one signature if teaching in multiple units).

Dept. Head/Assoc. Dean/Dean (or designate) signature Date

Dept. Head/Assoc. Dean/Dean (or designate) please print

PROPOSAL FORM

Fund for Scholarly Research and Creative Work and Professional Development (Adjuncts)

Provide a brief description of the research, scholarship, creative work and/or professional development project(s) to be undertaken or planned. Please limit your description to the space provided below. Clearly outline the objectives and methodology (as applicable). Describe the expected outcomes and link them to the objectives and methodology (as applicable). Include an estimate of the length of time needed to complete the proposed project or work. If using an RA, define what they will be doing and how this supports you.

BUDGET ESTIMATE and JUSTIFICATION (current application)

One or both of the following budget forms must be completed:

Budget Form 1. Application for a Grant (complete as applicable)

TYPE OF EXPENSE / ESTIMATED COST ($ CDN) / COMMENTS / EXPLANATIONS
TRAVEL/CONFERENCE/WORKSHOP EXPENSES (as per Queen’s policy)
Location: ______
Transportation (indicate mode of transport (air, train, etc.): ______
Accommodation (include # nights)
Conference/Workshop registration fees
Meals
Local transport (e.g., taxi)
OTHER EXPENSES:
Rental costs
Supplies (itemize)
Equipment purchases (itemize)
Printing costs
TOTAL

*

Notes: This is not an exhaustive list of expense categories; insert additional rows as needed. Reasonable detail is required. “Miscellaneous” is not an eligible expense. Books cannot generally be claimed as an expense. Original receipts must be submitted to claim reimbursement. Fees for membership in professional societies or associations are not eligible expenses. Alcoholic beverages are not eligible expenses. For support of RAs, please indicate number of hours and rate per hour – also note that RAs who are students at Queen’s MUST be paid through Queen’s payroll.

Budget Form 2. Application for a Stipend (complete as applicable)

Please provide the anticipated number of hours to complete your project, and a rationale for how the amount was arrived at. Please use $49.54 as the hourly rate.
Clearly state how your application supports your own scholarly research and creative work or professional development in the space below.

SUMMARY OF HOW PREVIOUS AWARD WAS USED

(complete as applicable)

Adjunct Members who receive awards from the Fund for Scholarly Research and Creative Work and Professional Development (Adjuncts) shall submit a report to the Sub-committee of the JCAA on the progress or completion of the scholarly or creative work, or professional development as set out in their applications to the Fund.

I have completed my scholarly or creative work, or professional development as described in my previous application.

OR

I am still working on my scholarly or creative work, or professional development as described in my previous application. Indicate what percentage of your work has been completed ______%

Provide a brief description of the research, scholarship, creative work and/or professional development project(s) that has been completed. If the project is not yet complete, indicate what remains to be done and the anticipated timelines to completion.