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Home College of Communication and Fine Arts Resources Faculty Recognition for Externally Funded Activity

Faculty Recognition for Externally Funded Activity

The information on this page is for faculty members who propose and conduct externally funded activity without assistance from the University of Memphis鈥� Division of Research and Innovation. In other words, this page is for those who engage in externally funded activity as part of their research, scholarship, or creative activity but who do not route their funds received through the UofM. These activities typically go unreported and therefore unrecognized by the University, despite the importance of these activities to faculty members鈥� annual evaluations and cases for tenure and promotion.

Examples of activities that pertain to this reporting opportunity include the following:

  • independent consulting contracts
  • commissions
  • honoraria
  • individual artist grants
  • publisher contracts

By reporting these activities, not only will our faculty鈥檚 work achieve greater visibility, but faculty will be able to build out the "external support" section of their CVs. Furthermore, applying for things like an individual artist grant or responding to an RFP will count as "award applications submitted"鈥攚ork that faculty can also list under "external support" on their CVs, even if their proposals are not funded. (If your proposal is turned down, place 鈥渘ot funded鈥� as the award amount on your CV).

Note: The steps described below are not intended for grants and contracts for which the University would reasonably expect payment of overhead (AKA facilities and administration costs). Such externally funded work involves research/scholarship/creative activity conducted with UofM resources, and it typically involves funding from a government agency, private organization, or corporate/industry partner or client that will pay at least some facilities and administration costs.

Getting Started

This is a two-step process. First, faculty will complete a short online training and two forms. Second, faculty will use Cayuse SP to submit a record for each project they intend to report. Instructions for Step 1 are on this page. Instructions for Step 2 are provided below in a downloadable PDF. If you encounter problems, contact Dr. Mike Schmidt at mschmidt@memphis.edu for help.

Step 1: Preparing to submit a report

  • Complete CITI certification training on conflicts of interest.
  • Access the CITI training by clicking this link:
  • If this is your first time using CITI, follow these instructions to register:
    • Click "Register" in the upper right corner.  
    • Click "Select your organization affiliation" and type/select "University of Memphis (SSO)" in the "Participating Institutions" drop down box.   
    • Next, create your own username and password and select the Learner group.  
    • Select the conflict of interest course.
    • Note: If you see 鈥淣o course,鈥� scroll down slightly and click 鈥淎dd courses鈥� and choose the conflict of interest course.
    • This training certificate is good for four years.

1.2 Next, complete the FCOI disclosure form
/research/researchers/compliance/conflict_of_interest.php

  • After you have filled out the form, click "submit" in the bottom left corner of the window.
  • The form will be routed to the Office of Research Compliance.
  • This form is good for four years.

1.3 Download the FCOI responsible personnel list from
/research/researchers/compliance/fcoi_resonsible_personnel_form.pdf

  • Click the checkbox at the top if the project was completely or almost entirely your vision and work. Then just fill out the top line and sign and date at the bottom. This also applies to projects in which others were hired or helped to execute your ideas.
  • If the project was collaboratively designed and developed, then enter the names of your collaborators after your own.
  • Save the completed form to your files. You will upload it with your report later.

1.4 For each project you intend to report

  • The form you completed in 1.3 (This PDF will be uploaded)
    • The personnel listed on this form are specific to each single project.
    • If you have projects with different personnel, then you will need to edit the form for each project you intend to report before uploading.
  • A project title
  • A short project description/narrative (Save as PDF for subsequent upload)

Step 2: Submitting a report
Whenever you submit a proposal for external funding, you can submit a report. If you have been invited (no proposal involved), then that is also the time to submit a report. Note: Do not report internal grants. Place internal grants under 鈥渋nternal support鈥� on your CV but do not report them here.

Cayuse SP is the system UofM faculty use to submit these reports. The steps will seem simple once you have completed your first report, but the interface can look overwhelming initially. Therefore, we suggest you download and print the instructions, found here: Cayuse SP Step-by-Step Guide.

If you experience difficulties completing your report, please contact Dr. Mike Schmidt at mschmidt@memphis.edu for an appointment. Mike is available for in-person and video conferences. You can share your screen, and he will tell you what to enter where. Also, please watch for email announcements each semester regarding appointment scheduling.

FAQs

What will now count as external support?
This is not an exhaustive list, but here are several examples:

  • Grants, i.e., local individual artist grants that you have not been previously reporting
  • Contracts for consulting, production services, trainings, etc. that you have not been previously reporting
  • Commissions
  • Honoraria
  • Fellowships and residencies, including those with no direct cash payment to the faculty member but that otherwise set an award amount for lodging, meals, supplies, etc.
  • Financial contracts with publishers

Where will my CITI training certificate and FCOI disclosure form be held?
These records go directly to the UofM Office of Research Compliance.

Since the CITI conflict of interest course focuses on health and medical research, do I still have to complete it?
Yes, the lessons are for everyone. The quizzes are pretty easy. If you get answers wrong, they give you the answers and most of the same questions pop back up on the retake.

Will the public now be able to see the amount of money I am making outside the university?
No. The amounts you disclose will be held in records that are not publicly accessible. While it's possible someone could request a Freedom of Information Act disclosure, it's not likely. Also, it's generally considered a good thing to show how much money you are earning through external support. Faculty typically list the amounts per project on their CVs.

Once the University sees what I'm making on, say, an external contract, will they ask for a piece of the pie?
No, they actually won't even have the ability to do so. This new process has been programmed to stop before your records would normally advance to what used to be called "grants accounting" and what is now called the Office of Post-Award Management.