Reduced Responsibility Policy and Process Lynne Chronister, Ass’t Vice Provost for Research Michael Anthony, Executive Director, MAA Dave Eaton, Interim Vice Provost for Research Susan Camber, Assoc Vice President, Financial Mgt MRAM January 13, 2011

What problems are we addressing? There are circumstances when faculty lose a source of funding (e.g., grant support) with the intent of returning to full salary when alternate sources of funding are identified. In order to establish the initial full-time equivalent salary it is necessary to document when changes from 100% FTE occur (“reduced responsibility”).

The Solution The requirements of federal cost principles in regards to faculty compensation necessitated the creation of a policy and process that includes a ‘paper trail’ of the ‘full time’ salary base.

RR Implementation Plan Assembled a team of faculty, staff, and legal counsel Developed, reviewed and approved GIM Vetted with academic and staff groups across campus

RR Implementation Plan Created a communication and training plan Communication to faculty and staff Roll-out spring 2011

Does the Reduced Responsibility (RR) policy apply regardless of a faculty member’s funding sources? No. This policy applies where external funding is involved - it applies to faculty members who are in part supported by external funding, and go on RR status as a result of a loss of external funding. It also applies to faculty members who do not have, but intend to seek, external funding to return their ‘reduced responsibility’ to its original level. FAQ’s

If a faculty member experiences a reduction in regular pay as a result of a loss of external funding from a source other than a sponsored project, does he/she have to complete the GIM Reduced Responsibility Notification (RRN) form? Yes-- Although the reduced salary situation described in the new GIM 38 will arise most frequently when a person loses funding from a sponsored project, the completion of the GIM RRN form is required when there is a temporary loss of other external sources of salary (e.g., gift accounts). FAQ’s

Will a faculty member in RR status be eligible for a merit increase? Yes. Faculty members in RR status are afforded the same consideration as any other faculty member for merit increases, following established university, college, school and department policies. Do I need to complete a change in RR Status if the source of funding changes, but the total level of responsibility under the RRN does NOT change? No. An additional entry on the RRN form is needed only when the total level of appointment responsibility is changed from the previous entry. FAQ’s

How should funding for non-grant activities such as proposal writing and administrative activities be handled when a faculty member is in a GIM 38 RR status? The support provided from non-federal funds for scholarly responsibilities (e.g., grant proposal writing, administrative activities) should not be reduced by virtue of entering GIM 38 RR status. Should a faculty member enter GIM 38 RR status during a time in which none of those activities are occurring and therefore no funding is currently provided, some salary should be provided for those responsibilities while the faculty member is in GIM 38 RR status consistent with the policy described in GIM 35. FAQ’s

Must all activity be incorporated in the appointment effort while a faculty member is in GIM RR status? No. Where the University has reduced a faculty member’s salary based on GIM 38 RR status, it is recognized that the faculty member’s University responsibilities will be reduced accordingly, giving the faculty member the opportunity to engage in uncompensated activities that are outside his or her GIM RR appointment level. For example, a 1.0 FTE faculty member loses 25% funding and moves into a 75% GIM 38 RR status. 65% of the GIM RR is funded from other grant sources; 10% is funded from internal sources for scholarly activities. The remaining 25% unfunded time of the full-appointment level may be used as uncompensated time on additional scholarly activities while in GIM RR status of 75%. FAQ’s

A Related Policy on Grants Submission The Office of Sponsored Programs will require that the following statement be included in all budget justifications for sponsored projects: “Full-FTE, full-appointment base salary amounts are used in all salary calculations, including for any researchers who may have a part-time or reduced responsibility appointment and correspondingly reduced compensation. Proposed effort is also expressed in relation to full-appointment effort, so the requested salary is consistent with proposed effort."

If you have questions, or suggestions for the GIM 38 FAQ’s please contact (Pending)