Policy and Procedure to Request Institutional Compensation on Faculty Fellowships (awards)

Faculty Award Recipient Application (Microsoft Word)

Policy

The University of Oregon’s Policy Statement 3.130, titled “Payment of Uncompensated Salary and Other Personnel Expenses (OPE) on Major Fellowships,” became effective June 30, 1993. This policy allows for augmentation of 9-month faculty salary and benefits during the academic year for recipients of major fellowships from extramural funding sources. Many prestigious faculty fellowships provide, in whole or in part, for the fellow’s direct salary only but not for OPE (also referred to as fringe benefits). To mitigate a potential financial hardship and provide uninterrupted health insurance coverage for the faculty member who accepts the fellowship to pursue full-time research, the UO will provide uncompensated salary and OPE under the following terms:

1. During a sabbatical year, the fellowship is expected to cover the portion of a faculty member’s salary not provided by the UO. The UO will provide of 100% OPE for the faculty member’s designated annual salary. The faculty member is eligible for this support every sabbatical year.
2. During a non-sabbatical year the UO will provide up to 30% of the faculty member’s designated annual salary for the period of the fellowship during the academic year (summer is not included), to cover the difference between the salary support awarded by the fellowship and the regular salary, as well as between sabbatical years. With approval of the dean and department head, this support may be received immediately before or after a sabbatical leave.
3. Eligible faculty must hold a tenure-related appointment of at least .50 FTE. The fellowship award period must be for at least a full academic term. The fellowship leave must be approved the dean and department head. The faculty member’s salary during the award period cannot exceed the usual UO salary amount for that period, and the fellowship must be paid through the regular UO payroll system. The fellowship must be in support of appropriate activities for the faculty member and in the best interests of the UO. Examples of fellowships that may be eligible under this policy are the Fulbright Scholar Award, John Simon Guggenheim Memorial Foundation Fellowship, Kellogg Foundation Fellowship, National Endowment for the Humanities or Arts Fellowships.

Procedure

The faculty member who is offered an eligible fellowship award and requests institutional compensation must sign and obtain the signatures of the department head, dean, and vice president on this form. Attach a copy of the award notice. Indicate the next eligible sabbatical year and any other years this policy was invoked by the faculty member for support. Submit the completed form with attachments to the Office of Academic Affairs for final signature. The Academic Affairs office will forward the completed form and award notice to the office of Research Services and Administration (ORSA) for processing.

If a check was received with the award notice, forward the check to ORSA, Suite 106 Riverfront Research Park, for holding until this form is finalized. Checks should be made payable to the University of Oregon. For checks made payable to the individual fellow, the check must be signed over to the university; or the individual may issue a personal check in the same amount, for deposit to a restricted fund account. Once this form is received in ORSA, a restricted fund account will be established for the award. Administrative support staff in the fellow’s department must process the necessary payroll forms to pay out the award as salary from the restricted fund account during the award period.