External Fellowship Subsidy (EFS)
Long-term external fellowships provide salary (with or without benefits and research funds) that is typically capped at a flat amount. When that amount is less than the faculty member’s nine-month salary at Ohio State, the college provides additional funds (the subsidy) to allow the faculty member to accept the fellowship and maintain their full salary and benefits. A subsidy can be for one semester or for an entire year, and the fellowship can be carried out at Ohio State or off site. There are no formal teaching or service responsibilities during the fellowship period, so that the faculty member can focus on the fellowship project.
Tenure-track faculty in the College of Arts and Sciences are eligible to receive the subsidy. The fellowship amount must generally be equivalent to at least 40% of the faculty member’s salary and benefits over the period of the fellowship. Fellowships at lesser amounts may be taken during off duty (summer) periods; used to supplement salary during a full-year Faculty Professional Leave; used to buy out courses as specified in the college’s “Course Release Rates” guidelines (requires log-in); or taken as unpaid leave. Faculty who receive the subsidy must commit to continuing their faculty appointment in the college for at least one year after the conclusion of the fellowship, except in cases where there is an agreement that they will retire at the end of the fellowship period. Subsidies may not be used for visiting professorships at other institutions, and any publications resulting from the fellowship period should list Ohio State as the faculty member’s institutional affiliation.
The department chair and the divisional dean will consider granting a subsidy when a research and/or teaching fellowship from an external entity funding has been received. A subsidy is not guaranteed and approval will be influenced by at least the following factors:
- the prestige of the award (is it at the level, for example, of a Guggenheim, NEH, ACLS, or similarly prestigious award?);
- the extent of the salary recovery level (generally expected to be at least 40%).
- the likely impact of the released time on the faculty member’s career;
- the amount of similar support previously received by the faculty member from the College of Arts and Sciences;
- the number of special assignments or leaves recently provided to the faculty member;
- the differential amount between the cost of teaching replacement and the amount of the award;
- the impact of the released time on the teaching responsibilities, course offerings, and distribution of faculty duties in the faculty member’s Department or School; and
- the eligibility of the faculty member for a Faculty Professional Leave.
Procedure for Requesting External Fellowship Subsidy
Applications will only be accepted through DocuSign, using the External Fellowship Subsidy Application [DocuSign]. Once the application has been submitted, your chair/director will be asked to upload a letter of support and sign the application. Applications will not be accepted in hard copy or email. Applications must be submitted at least three months before the requested leave period. Late applications will not be accepted. For more information on how to submit a proposal using DocuSign, please see DocuSign instructions [PDF].
Dr. Stephen Petrill, the Associate Dean for Research will review the application for completeness, adherence to established guidelines, and appropriateness. He will discuss the proposed leave with the appropriate Divisional Dean and the Chief Administrative Officer. The Vice Dean will be consulted as needed.
The College’s decision will be delivered to the applicant via Docusign. The Chief Administrative Officer will coordinate the funding process with the appropriate Finance Manager.
Procedure for Handling External Funds
The preferred method of bringing external fellowship funds into the university is through the Office of Sponsored Programs (OSP). Receiving and disbursing funds through OSP relieves the College of the burden of collecting funds, making deposits and financial reporting. Locating funds in an OSP project also provides the simplest method of reimbursing a department for faculty time and effort through HR system release-time appointments. The College will consider alternate routes of accepting funds into the college on a case-by-case basis only when the OSP option has been explored and found to be impossible to implement.
Unless otherwise specified in the requirements of the Fellowship Award, the fellowship funds will be applied to faculty salary and benefits. Funds for other uses (e.g., faculty travel; equipment, housing) will be considered on a case by case basis as long as the funds for salary and benefits meet the 40% threshold. The released faculty salary will be first provided to the department or School in part or in whole to replace the instructional commitment which results from the faculty member’s absence. If funding remains after satisfying the unit’s instructional commitment, the funding will be utilized at the discretion of the Divisional Dean.
Please contact Dr. Stephen Petrill (firstname.lastname@example.org), the Associate Dean for Research, with questions.