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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 the following expenses directly related to a scholarly project: purchase of books and publications, musical scores, and other printed material; purchase of film or videos; supplies; rental of equipment; computer time; computerized literature searches; travel costs (transportation and a reasonable per diem); wages for a research assistant when justified, page charges and other publication costs; and other fees associated with research. The committee will not fund the following expenses: publication costs associated with publication by a "vanity press," typing, extensive travel, major capital equipment, released time, and summer salary support. If requesting partial funding for a project having other sources of funds, please identify other sources(s) of funding and provide amounts by budget item. Generally, the committee approves only one grant per project. The maximum Research Grant is $2,500 and the minimum request is $200.

Grant Policies and Conditions:

Grants are awarded with the following stipulations:

  1. If research costs exceed the grant award, the excess costs are the responsibility of the grant recipient.
  2. 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 property made possible by the grant.
  3. A final report is due at the conclusion of the grant period, except for grants which only fund publication costs (e.g. page charges, subvention costs). The final report has no standard format. However, it should reflect the final outcome of the project. 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 reduce an applicant’s prospect for future funding.)

Time of Application and Period of Funding:

Grant applications made in the first week of the Fall Semester will support research projects conducted during the Fall Semester and the following Spring Semester. Grant applications made in the first week of the Spring Semester will support research projects conducted during that semester and the following summer.

The committee will set a deadline for applications early enough each semester to provide time to consider and make recommendations on the proposals. Your dean will have a prior deadline for proposal review. Please contact your college dean’s office for further information. All completed proposals must be delivered to the Office of Grants and Research, Mercy Building, Room 106, (Box 71) by 4:45 p.m. on the designated deadline date. Late or incomplete proposals are not normally considered by the committees. Please allow enough time to obtain signatures and approval from your dean and department chair. We recommend that you deliver proposals by hand, rather than Campus Mail, if you are close to the deadline.

Application Procedures:

An application consists of the following:

  1. Ten (10) copies of the completed application, one (1) original signed by the Dean and Department Chair.
  2. One copy of a recent Curriculum Vitae.

Proposal Evaluation and Award Selection:

The University Committee on Grants and Leaves carefully considers each application and makes awards based upon the following priorities, ranked from highest to the lowest priorities.

  1. A pilot project which will result in a grant application to a government agency or a foundation for continued support.
  2. A pilot project submitted by a junior (untenured) faculty member.
  3. A project submitted by a faculty member who has never received support, irrespective of faculty rank.
  4. A project which has little or no prospect of extra-mural support. (The applicant should list agencies or foundations to which an unsuccessful application has been made.)
  5. Costs associated with the final stages of a research project, such as duplication, page charges or other publication costs.
  6. Research projects not within the above categories.

In addition to the above priorities, the committee considers the following in ranking grant applications for potential funding:

  1. the completeness and specificity of the grant application, including a description of research methods and techniques appropriate to the field of research or topic,
  2. the scholarly project and its contribution to scholarship in the applicant’s field,
  3. enhancement of an individual’s scholarly development and Loyola University’s academic reputation,
  4. 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 and,
  5. because of the desire to fund 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 grant budgets are evaluated by the committee. The committee may reduce grant budgets in order to fund as many proposals as possible. Each committee member assigns a priority score to each proposal based on the considerations listed above. The proposals are then ranked and funded accordingly. Due to limited funding it is usually not possible for all proposals to be funded.

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. If you do not have access to Microsoft Word, the forms are also available for the Adobe Acrobat Reader which is available as a FREE download from Adobe's web site. Download the latest version of the Adobe Acrobat Reader at http://www.adobe.com/.

Return to Faculty Grants

Updated June 30, 2004