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º«¹úÂãÎè.CA / Academic Personnel Office / Professorships and Research Chairs / Internal Awards

Administration Guidelines

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Research fund guidelines

An important privilege of the Distinguished James º«¹úÂãÎè Professor, James º«¹úÂãÎè Professor, and William Dawson Scholar awards is the allocation of an annual stipend to support research. This annual stipend should be fully deployed within the relevant fiscal year (FY). It is incumbent on the award holder to monitor the balance of this research fund and make every effort to spend down any balance on eligible expenses and disbursements before the end of each fiscal year.

We are advised by Internal Audit to retain a signed copy of the Research Fund Guidelines associated with the Distinguished James º«¹úÂãÎè Professor, James º«¹úÂãÎè Professor and William Dawson Scholar awards for each award holder. These guidelines will be sent directly to award holders who are newly appointed, or whose award has been renewed for a second term. Research funds will not be released until a signed copy of the guidelines has been returned to crc.provost [at] mcgill.ca.Ìý

Notes:

  1. The duration of the award and associated funds are specified in the letter of appointment or renewalÌýas an Internal Award holder.
  2. The research fund associated with the award is to be used exclusively for purposes of research and scholarship. It is not a supplement to the award holder’s income.
  3. Use of the research fund is subject to all applicableÌýUniversity policies and regulationsÌýon research, especially those related to ethics and conflict of interest.
  4. The funding of teaching release time is not an eligible expenditure for award holders who are on leave, regardless of the type of leave.
  5. Travel expenses and personal expense reimbursements for the award holder must adhere to the University’sÌýReimbursement of Travel and Other Expenses Policy, and must be approved by the award holder’s Department Chair/Director.
  6. All software, books, equipment, or other property acquired by the award holder with funds from this award are the property of the University. The award holder is expected to make such acquisitions available to their Department or Faculty insofar as this is compatible with the award holder’s research program, and in accordance with relevant University policies.
  7. Administrative and office equipment, including cellular phones, tablets, and furnitureÌýare not eligible research fund expenditures without adequate justification and approval by the Acting Associate Provost (Academic Policies and Faculty Affairs).
  8. The Office of the Provost and Executive Vice-President (Academic) monitors expenditures quarterly. If any of the above mentioned ineligible expenses are charged to an internal award holder’s research fund, the award holder will be asked to provide another fund for these charges or reimburse the University.
  9. The award holder agrees to adhere to theÌýÌýandÌý.
  10. Unspent research funds for the fiscal year may not be carried forward save for exceptional circumstances that require detailed justification andÌýapproval. See End of fiscal year balances and Top-Up Policy for details.

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End of fiscal year balances and Top-Up Policy

Award holders are expected to deplete their research allowance each fiscal year. In exceptional circumstances, an award holder will be permitted to carry forward unspent funding with permission from the Acting Associate Provost (Academic Policies and Faculty Affairs). Requests must be emailed to crc.provost [at] mcgill.ca before March 15th in a given year and must include a detailed explanation as to why the funds were not used and a spending plan for the unused funds in the next fiscal year.

In all other instances, an award holder who does not deplete their research fund will be topped-up with a research allocation, which takes into account the unspent amount as follows:

Annual Research Allocation Amount Spent in FY Balance at FY End Top-up Amount Balance at New FY Start Carry-Forward of Unspent Amounts
$15,000 $3,000 $12,000 $3,000 $15,000 $0

Leaves

Award holders taking leave from the University should refer to the below table in order to make appropriate arrangements. Leaves from the University must be taken in accordance with the relevant University policies.

Leave Type Action
Sabbatic leave No change to terms of the award.
Maternity/parental leave OR Disability leave
  • Award holders may request an extension to the current award term in time only. The original amount of the award funding will remain unchanged.
  • Salary stipend may be suspended for the duration of the leave, based on the type of leave. Payment of the salary stipend resumes upon return from leave for the period necessary to disburse the expected value of the salary stipend documented in the award letter (i.e. if a WDS receives $10,000 per year for 5 years as salary stipend, they will receive a total of $50,000 by the end of the term of their award).
  • Research stipend continues to be disbursed annually for the first term of the award (5 years for WDS; 7 years for JMP). Research funds may be used for commitments made prior to the leave (i.e. student salary) during the leave. Funds may not be used for research activities undertaken by the award holder during the period of the leave (i.e. attending conferences etc.).
  • Any residual research funds following the period of leave may be carried forward for use during the extension of the term of the award, with the approval of the Acting Associate Provost (Academic Policies and Faculty Affairs).
Leave of absence In general, the award holder may only keep the award title and none of the related funds during unpaid leaves of absence from the University. These leaves do not lead to an extension of the award, nor can the funds be accumulated during the period of the leave. Please contact crc.provost [at] mcgill.ca if you have questions.

Phase-out period

William Dawson Scholars and James º«¹úÂãÎè Professors must deplete any remaining balance in their research fund by 31 December in the last year of their award.

James º«¹úÂãÎè Professors who are immediately awarded Distinguished James º«¹úÂãÎè Professors will have until 31 December in the last year of their James º«¹úÂãÎè Professor award to process expenses or commitments incurred ­²ú±ð´Ú´Ç°ù±ð the end of their award. An unspent JMP balance will not carry forward to the DJMP.

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