Grants & Contracts Policies
Sponsored grants and contracts that include CEAS faculty salaries and benefits must demonstrate an appropriate commitment to the activity over the entire calendar year. At a minimum, 20% of the faculty’s salary and benefits budgeted to the grant must be charged during the 9 month academic year. The remainder can be charged during intersession periods. This applies to all grants and contracts unless sponsor guidelines prohibit or an exception is approved by the Dean.
This policy goes into effect 1/1/11.
The policy applies to all awards and proposals, including those where the PI is from another college at UC or from another university.
The policy applies to all AAUP represented faculty with 9‐month appointments.
The amount charged during the academic year does not count towards the maximum extra compensation allowable (14/32nds of the faculty’s adjusted annual base salary).
As an example, a grant that runs from 10/1/10 – 9/30/11 includes $10,000 of salary for Dr Smith. A minimum of $2,000 of the salary for Dr. Smith would be applied to his academic year salary; the remainder would be charged during intersession periods as extra compensation.
We recognize that this policy represents a change from past practice. The rationale for this change is twofold. First, to accomplish the purposes of the grant, faculty time/effort is necessary throughout the year on most grants, not just during the recess periods. The college can no longer afford to fully subsidize grant activity during the academic year. Second, this budgeting change will allow CEAS to better meet its financial obligations now and into the future.
UC Research Policies
Research Proposal Development
The Office of Research and Sponsored Programs has a wealth of information available for College of Engineering and Applied Science researchers. Among these are:
List of office staff
Research policies and procedures
Steps needed to process your proposal
Budget calculation spreadsheets
Fringe Benefit/Indirect Cost Rates
Conflict of Interest Policy
This site can be found at:
All needed forms (i.e. Grant and Contract Checklist, Conflict of Interest Form, Off Campus Verification Form and research sponsor proposal forms) can be obtained from:
Information on internal UC funding opportunities, including deadlines and lists of support opportunities, can be found at:
Lists of Awards and Proposals
Lists of all proposals submitted by UC researchers and contracts/grants funded can also be obtained at:
This can be listed by researcher, department, college or funding source.
Graduate Tuition Policy for CEAS
As part of FY13 budget, the following graduate registration and scholarships will be applied:
- Funded graduate students who are on campus using our facilities and resources should be registered for 15 credit hours during Fall and Spring semesters. The exceptions can be granted to students who are close to the maximum permissible credit hours for receiving UGS (currently 260 quarter credits or about 170 semester credits) or those who are not receiving a tuition scholarship due to limitation in UGS budget. The exception can only by approved by Dean Lim.
- The tuition scholarships for full‐time students from UGS for next academic year 2012‐2013 are:
- Resident MS/PhD students will receive $4,543.50 in UGS per semester
- Non‐resident MS/PhD students will receive $10,105.50 in UGS per semester
- MEng students will receive half of the above UGS amount.
The remaining tuition and fees ($2,811 per semester for MS/PhD) will be paid by research grant (see below) and/or student out‐of‐pocket. Again, any exceptions must be granted by Dean Lim.
- The dean has approved allowing prorated tuition on grant application budgets when partial graduate assistant stipends are requested:
Budgeted tuition may be prorated as a percentage of full stipend support when full GA stipends are not requested. For example when only $10,000 stipend is requested, only 45.2% ($10,000/$22,100) of the $2,200 required tuition or $995 in tuition per semester may be budgeted.
- Effective immediately, unless prohibited by the funding agency, each proposal will have to budget $2,200 per semester per graduate student for tuition and fees, which is about 36% of the current in‐state instructional fee. Future
budget will be adjusted according to this percentage as tuition rises. Also, note that for each MS and PhD graduate students, UGS will still be covering about 75% of the in‐state tuition and 87% of the out‐of‐state tuition.
- Starting Fall 2012 semester, all grants will be charged $2,200 in tuition and fees per semester per graduate research assistant funded unless the research budget is unable to absorb the full amount. Once more, any exceptions must be
granted by the dean.
Note that the above measures are in part to address some (~36%) of the 7% budget cut next fiscal year, which will be expected to raise an additional $600,000 in net income for CEAS.
We understand that this proposal is not popular nor desirable but the continual budget cut being passed down to our college gives us very little choice. We were mindful when designing these changes to minimize (as much as possible) the
direct impact on graduate students and the scholarly production in our college.