CEGE Faculty Salary Effort Policy (google doc)

DEPARTMENT OF CIVIL, ENVIRONMENTAL, AND GEO- ENGINEERING

 Faculty Salary and Effort on Sponsored Projects

Revised July 22, 2024 

Policy Summary. University policy dictates that sponsored projects be charged the full cost of the  project, including the cost of faculty effort. CEGE requires faculty to budget for and charge the  academic year effort needed to complete research projects as part of research grants except when  sponsors specifically disallow such charges. To assist faculty in developing their research programs,  CEGE also returns a part of the charged academic-year salary to faculty discretionary accounts.  

Rationale. The department relies on Facilities & Administrative (F&A) cost recovery and academic year  salary contributions to provide necessary support for departmental operations, including staff support  for critical departmental functions. This is consistent with the University’s cost-share policy:  https://policy.umn.edu/research/costsharing.  

Policy. The department expects that all faculty members sustain a research program that funds the full  costs of the research conducted, including faculty effort. Such a program will provide funds to the  department through faculty academic year salary charges and through F&A (“overhead” on grants),  permitting the department to support research operations. CEGE will return part of these funds to  faculty discretionary accounts to support faculty development of their research programs.  

When a faculty member submits a research proposal, the amount of effort that they put toward the  project, including academic year effort, should be realistically reflected in the budget. An exception is  permitted only for agencies that do not limit or disallow academic year effort on grants (e.g., NSF).  

The amount of effort budgeted will depend on the scale and nature of the research proposed. For  example, it is typical for a proposal with one RA or postdoc per year to warrant two weeks of academic  year salary per year for the PI (or advisor) to reflect reporting effort, student supervision effort, and  project management effort. Proposals with multiple PIs and co-PIs should reflect the anticipated effort  of each participant. Actual salary charged to the grant must reflect the effort expended and certified.  

ICR return. To support the research of faculty working on sponsored projects, 10% of the ICR that comes  to CEGE will be returned to the CEGE PIs and co-PIs. If multiple PIs are involved, the Accountant in  charge will reach out to understand the split of the F&A credit. This is a change from past policies in  which no ICR was returned to faculty. 

Salary return. To support the research of faculty working on sponsored projects, 25% of academic year  salary charged to grants will also be returned to faculty discretionary accounts. This is a change from our  previous policy in which a sliding scale of 10-75% of the salary was returned depending on the amount of  AY effort charged combined with any ICR that may have been reflected.

Civil, Environmental and Geo- Engineering Effort Cap Policy 

Currently it’s the departmental policy to teach 2.5 courses per year (5 courses every two years). To  appropriately allocate time and commitment to the university’s mission regarding research, teaching and  service, the cap for charging effort during the academic year will be 35%. When a faculty member gets  close to this cap, they will meet with the Department Head to discuss their current plan regarding their  allocation split and discuss potential changes that need to be made. 

Fixed Price Award Effort and Closeout 

Fixed price awards are not considered a revenue stream and PIs are expected to budget appropriately  for the work to be conducted on such projects. If a balance remains at the end of a fixed price project,  100% of the funds will be returned to the PI. This is not expected to be a routine occurrence, given appropriate budgeting.

CEGE PE Recognition Program (google doc)

DEPARTMENT OF CIVIL, ENVIRONMENTAL, AND GEO- ENGINEERING

Faculty recognition program for obtaining one’s Professional Engineer’s License 

Effective July 24, 2024 

Rationale. The department benefits from faculty obtaining their Professional Engineers (PE) license, as  being professionally registered is an expectation of ABET and an area that we are evaluated on during  accreditation. The department would like to recognize the effort that it takes to register, take, and pass  the PE exam, as well as the effort that it takes to file the paperwork to obtain one’s PE license. 

Process. Once a faculty member passes their first PE exam and obtains their license in one state (or joins  the faculty, if they already have their PE license from work prior to joining CEGE), the faculty member  will scan and send a copy of their initial PE certificate to the Department Head within a year of joining  the faculty or obtaining their PE license. A one-time financial recognition of $3,000 will be deposited to  the faculty member’s discretionary account. 

Eligibility. All tenured/tenure track CEGE faculty and all other CEGE faculty that teach undergraduate  students (teaching or research faculty) are eligible for the program. Faculty members are expected to  pay to take their own PE exam.

Faculty sabbatical policy  

Date effective: December 4, 2020  

Rationale. The department would like to support faculty sabbatical leaves to the extent possible  while also covering needed teaching responsibilities. A two-semester (full year) sabbatical will be  supported at 50% salary for 2 consecutive semesters. A single semester sabbatical is supported at 75% salary for one semester. If requesting a single semester sabbatical, faculty are expected to  teach 2 courses the other semester that they are here. Single-semester leaves are only granted to assistant professors and are supported at 100% salary.  

Process. When a faculty member decides to take a sabbatical leave, they should let the Department  Head and Department Administrator know. They will fill out the request for sabbatical leave and submit it to CEGE by April 15th. They can apply for supplemental funding from the University if  they apply by the deadline set by the department and college. Faculty are expected to talk with the  Department Head and others in their research group area to make arrangements to cover their  typical teaching load. Faculty are expected to continue to advise their graduate students while on  sabbatical. The Department Head first approves sabbaticals and then approved by CSE.  Department Head approval is based on: (a) the strength of applicant's record previous 6 yr, (b) overall teaching needs within a degree program, (c) length of time since previous sabbatical, (d) merit and prestige of plan outlined in sabbatical proposal.  

Supplemental Funding. The Faculty Supplement Program provides a total salary supplement of  up to 30% (not to exceed $30,000) of the 9-month salary for the year in which the sabbatical is  taken. Based on funds provided by the Office of the Executive Vice President and Provost (EVPP),  the amount of supplement that the college provides changes each year. The combination of  University Faculty Development leave salary (50%), the Faculty Supplement Program, and any  other salary support may not exceed full-time salary (100%). The supplement for 9-month faculty  is provided during the academic year only; summer support is excluded. The departmental  supplement must be at least 1/2 of the college supplement in order to receive the college  supplement (e.g., if the college provides $20,000, the department must cover $10,000). The  department is responsible for the fringe benefits on the Total Supplement allotted. In the year  2025-26, the department will provide a supplement of $10,000, and the college will provide a  maximum supplement of $11,000 if applied for on time.  

Eligibility. All tenured CEGE faculty are eligible for a sabbatical leave every 7 years, see the CSE policy and Faculty and Academic Affairs policy information.

DEPARTMENT OF CIVIL, ENVIRONMENTAL, AND GEO- ENGINEERING (Updated 10/31/2024)

Graduate Studies Committee

Fellowship Policy and Decision Process

Version 2.1

-Final DRAFT-

1. The Graduate Studies Committee (GSC) only evaluates Fall applicants for fellowship consideration. The annual fellowship evaluation period is December 3rd (application deadline) to April 15th (National Signing Day).
2. Fellowship will cover one full academic year (2 semesters) and financial support for one summer (incl. tuition for 1 credit)
   *A fellowship constitutes financial support (tuition, benefits, salary) for one student for two semesters and one summer (1 credit summer tuition included).
3. Starting Fall 2024 fellowship offers will not include signing bonuses for students anymore.
4. Faculty are encouraged to select their graduate students independently of the GSC fellowship decision process and should feel free to make RA offers anytime throughout the year. Applicants are eligible for fellowship consideration:
   • When their application documents are complete (according to graduate school application requirements) in SLATE by December 3rd and once again at the beginning of the spring semester (mid of January). Certificates, statements (DOVE nominees need to have a diversity statement), three letters of recommendation. The GSC does not guarantee that applications entered into SLATE after the official December 3rd deadline can be given full consideration. However, late applicants who qualify for fellowship consideration will be considered and reviewed when funds are still available at the beginning of the spring semester.
   • When applicants GPA is 3.5 or higher
   • When they are “outstanding, excellent” in at least two other evaluation criteria: research experience, publication(s), service, DEIJ activities, multiple languages, travel (outside) US, lived experiences
5. MSc applicants as well as PhD applicants (with a BSc or MSc degree) will be considered for fellowship awards. However, PhD applicants will be given preference.
6. CEGE undergrads, students in the Integrated Degree Program, and current CEGE MSc students who apply to our PhD program qualify for fellowship consideration. However, PhD applicants from outside our program will be given preference.
7. Fellowships are meant to serve as a recruiting tool for the department to attract or retain excellent students for our graduate programs. Fellowships are awarded for academic excellence to graduate program applicants (not faculty).
8. It is the sole responsibility of the faculty advisor to financially support their students towards their degree. Departmental fellowship funds will not be used to support individual students/faculty who are experiencing situations of financial hardship (towards the end or anytime during the student’s time in the program). Departmental fellowship funds will not be reserved to provide “rescue” fellowships.
9. Fall applicants who have already signed a GRA offer prior to the annual evaluation period can still be nominated by faculty for fellowship consideration? The annual fellowship evaluation period is December 3rd (application deadline) to April 15th (National Signing Day).
10. Faculty need to be committed and willing to support a fellowship awardee beyond the fellowship funding period. Faculty need to have RA funds available (or at least with strong guarantees to become available) to support a student for at least the first year beyond a CEGE fellowship, at the time fellowship offer letters are sent out. In addition, faculty also must express commitment to provide sustained support for the entirety of the student's graduate program (pending of course continued and satisfactory academic progress). Hiring a student solely on fellowship funds is not permitted.
11. In case of competing faculty interest in a fellowship ‘worthy’ applicant, any expressed preference by the applicant should determine the selection of the designated advisor. In the absence of such expressed preference, the more junior faculty should be given preference but only if they can prove that they have funds to support the applicant beyond the fellowship period.
12. CEGE fellowships can be deferred for up to one year (12 months) from the date the offer has been made. When an awarded fellowship cannot be taken within one year of the award date, the fellowship offer will automatically expire. Students can request fellowship deferrals before or after their official start in our graduate program. Reasons for deferring a fellowship might be, e.g. extended time for students to obtain a visa to enter the United States and/or a faculty advisor needing to use up grant funds.
13. Fellowship funds will remain fixed at the current rate in the year the fellowship is awarded. This means, should rates change after fellowships have been awarded, faculty advisors are responsible to cover the difference. This also applies to fellowships that have been deferred before or after a student's official start in the program.
14. Fellowships must be taken for a full semester. Placing students on a departmental fellowship for a couple months only is not permitted. A one-year fellowship can be split into two semesters. Please inform the Graduate Program Coordinator and the DGS about fellowship deferrals immediately so financial records can be updated. This applies to students deferring a fellowship before or after their official start in our graduate program.

Fellowship selection process

GSC representatives of our department’s five research areas review all MSc and PhD applicants in their respective research emphasis area (as indicated by the student’s first choice) in SLATE. GSC reps consult with faculty in their area to come up with a short list of not more than 6 applicants. All faculty in the respective research area need to be informed and agree on the shortlist of applicants nominated for departmental fellowship consideration in their respective research area. Faculty nominating an applicant for fellowship consideration are responsible to update their graduate studies committee representative about any change in their support of an applicant's fellowship nomination. Research groups don’t have to nominate 6 applicants. Groups can decide on nominating less applicants. The focus should be on academic excellence of the applicant.

The GSC area representative of each area shares the names of the nominated applicants with the DGS and the program coordinator. The GSC area representatives introduce each applicant from their area to all GSC committee members in a committee meeting, highlighting the applicant’s strength and reason for nomination.

The DGS compiles a short list of all nominated applicants (max 30 students). 

Each fellowship nominee’s application package will then be reviewed and evaluated by at least two other GSC members (faculty incl. DGS) who belong to a different research area than the nominating research area.

The applicant evaluation process should consider 8 components as outlined in Table 1. Faculty reviewers evaluate all 8 application components and give each one a rating and score as outlined in Table 2.

Reviewers provide their average score for each candidate to the DGS and the program coordinator.

The DGS calculates reviewers’ average ratings, STDEV, and uses these values to calculate an average Z-score and Z-score discrepancy for every fellowship nominee following practices outlined by the National Science Foundation in their Graduate Research Fellowship Review process. 

Fellowship nominees will then be ranked from highest to lowest according to their average Z-Scores. 

The ranked list of fellowship nominees will be shared with all members of the GSC. 

GSC members will then discuss the ranking in a meeting and assign fellowships starting with the highest ranked candidate, going down the list until all available fellowships* for the year have been distributed (plus an extra 2–3 fellowships depending on available funds each year to account for the situation that likely not all fellowship offers will be accepted, on average every year 30–50% of all fellowship offers made by the GSC will be declined by the applicants).

Applicants with high Z-scores discrepancies (indicating varying reviewer opinions) will be discussed by the committee and their rating and ranking will be reviewed to try to find consensus.

Late applicants identified and agreed on by all GSC members to qualify for fellowship consideration at the beginning of the spring semester will be reviewed as outlined above by at least two GSC members from other than the applicants research area. The applicant(s) will be placed according to their Z-score on the existing list of ranked fellowship candidates.

GSC members will then discuss the ranking in a meeting and assign available fellowships starting with the highest ranked candidate (now incl. the newly ranked candidates), until all available fellowships* for the year have been distributed.

Faculty are encouraged to inform applicants about departmental fellowship offers and follow up with applicants until they make their decision on or before April 15. Any information on an applicant's decision to accept or decline a department fellowship offer should be immediately communicated to the graduate program coordinator, the DGS, and the respective graduate studies committee representative so that additional fellowship offers can be made if necessary.

Following “CEGE Welcome Weekend”, GSC representatives will ask faculty in their respective research area to review the shortlist of their nominated applicants for fellowship consideration. Applicants who have continued faculty interest stay on the ranked list. Applicants with no further faculty interest will be removed from further fellowship consideration.

Applicants (prospective graduate students have until April 15 to accept or decline their fellowship offer. Applicants are under no obligation to respond to offers of financial aid prior to April 15. Once applicants have informed our program that they are withdrawing their acceptance of our offer, the GSC may decide to extend fellowship offers to other fellowship candidates on the ranked list according to their position in the ranking. After April 15 all outstanding fellowship offers expire unless applicants are informed in writing that the deadline for their decision has been extended.