Appendix E: Academic and Professional Development Fund

The Academic and Professional Development Fund is created by the Collective Agreement between APTPUO and the University of Ottawa. It is administered by a selection committee which operates within guidelines agreed to by the parties.

The purpose of the Academic and Professional Development Fund is to promote research and participation in scholarly activities on the part of part-time academic staff.

Scholarly activities are those that contribute:

  1. through research, to the advancement of knowledge in a discipline;
  2. through artistic or literary creation, to the advancement of the Arts and the Humanities;
  3. through various professional activities, to the advancement of a profession.

The fund provides two types of grants:

  1. Travel grants for participation in conferences
  2. Research and publication grants

Grants under points 1 and 2 above may include stipends with the provision that the guidelines for payment of stipends have been adhered to (Appendix "F").

Presented below is information on each type of grant: it covers the elements to be contained in the application, the guidelines used by the Academic and Professional Development Fund Committee in the attribution of grants, and the types of expenses funded.

Members of the APTPUO bargaining unit, and those persons still maintaining seniority under the collective agreement, are eligible to apply to the Academic and Professional Development Fund.

GENERAL:

  1. All applications shall be treated as confidential by the Committee.
  2. Applications must be submitted electronically via the APTPUO website (www.apdf.aptpuo.ca). Members who cannot submit an application electronically may submit a printed copy to the APTPUO and to Faculty Affairs.
  3. Committee decisions are final. The Committee may respond, on request, to an appeal of a decision rendered and/or provide advice to unsuccessful applicants with a view to improving the quality of their future applications. The Committee may send a decision for review to the Labour/Management Committee in the case of an appeal on which the members do not agree.
  4. The Selection Committee may meet, but is not required to meet, to reach a decision in a particular case. In the event of a decision without a meeting (a) before a decision is finalized, each Committee member will be made aware of the views of the other two members, and (b) decision shall be by majority vote. If a meeting takes place, a quorum shall be all three members.
  5. The fund will not be used to fund thesis research directly but may be used to fund presentations of thesis findings at a conference, publication in scholarly journals, or travel essential to the research (as verified by the thesis supervisor) provided that funds were not obtained from other funding sources leading to a refund greater than the expenses incurred. If a member is writing a thesis and applies for a grant for a research project that he/she believes is not related
    to the thesis and therefore is not affected by the foregoing, he/she must provide, with the application, a statement from the thesis supervisor stating that the research project is not related to the thesis or has only tenuous links to it.
  6. Deadlines: Under no circumstances will retroactive funding be approved except under exceptional circumstances. The grant application must be submitted no later than:
    1. August 1 for the Fall session
    2. November 1 for the Winter session
    3. March 1 for the Spring-Summer session
  7. In any given year, priority will be given to applicants who submitted their request by the due date and did not receive a grant the previous session.
  8. The University will issue a Canada Revenue Agency (CRA) T4A form for each amount granted from the Fund.

TRAVEL GRANTS

A member may not receive more than $2,500 per category for this purpose in one academic year.

Applications

Completed applications must include the following items:

  1. a description of the conference which the applicant wishes to attend (dates, place, conference organizers, type of conference and the program if possible);
  2. a description of the nature of participation in the conference (presenting a paper or similar activity);
  3. an abstract of the paper or description of the academic activity, including, if possible, confirmation of its acceptance by the conference organizers; if confirmation of acceptance is not immediately available, a conditional award may be granted;
  4. an itemized budget covering transportation costs, hotel costs, and per diem costs for food as specified in the university travel regulations;
  5. an up-to-date copy of the applicant’s C.V.;
  6. proof of having taught at the University of Ottawa in the last 24 months (a photocopy of the TP form is preferred).

Factors used in attributing travel grants:

  1. availability of session funds in the Academic and Professional Development Fund per session;
  2. previous scholarly activities of the applicant;
  3. nature of the conference;
  4. relevance of the conference to the applicant's teaching and research;
  5. nature of the applicant's participation, as revealed by the abstract of the paper or the description of the activity to be presented, correspondence from the conference organizers, program, etc.;
  6. other funding available to, or received by, the applicant for the same conference e.g. GSA, Learned Society.

Note: Evidence of partial support from another body is considered a positive factor when evaluating the application.

Funding granted

Applicants who are recommended for funding will normally receive a refund for:

  1. transportation costs - (i) APEX fare or equivalent for a conference abroad, (ii) excursion fare or equivalent for a conference in Canada and
  2. registration fees

The Committee may also grant refunds for hotel costs and/or per diem if these can be granted without unduly restricting the success rate of applications. The Committee may also grant a stipend subject to the rules for payment of stipends (Appendix “F”).

The Committee may also grant an allocation for participation in a conference for reasons other than to present a paper. Applicants for such funding must clearly show how their participation in the conference will improve their teaching. However, applications for these reasons will only be considered if funds are available in the session during which the conference takes place. The director or vice dean must recommend the application and certify that in their opinion, the professor’s attendance at the conference will effectively improve their teaching skills.

2 * RESEARCH AND PUBLICATION GRANT

A member may not receive more than $2,500 per category for this purpose in one academic year

APPLICATIONS

Applications must include the following items:

  1. a two-page description of the research project (objectives, methodology, research schedule, importance, link to the applicant's current teaching and/or research activities or dissertation); OR a) a two-page description of the work to be
    published, importance, link to the applicant's current teaching and/or research activities or dissertation;
  2. an itemized budget for funds requested (with justification): the budget may include items such as research supplies, photocopying, postage, and research travel; if a research stipend is requested, either for the applicant or for a research assistant, the applicant must follow the rules for payment of stipends (Appendix "F");
  3. an up-to-date copy of the applicant’s C.V.;
  4. proof of having taught at the University of Ottawa in the last 24 months (with photocopies of the TP form preferred)
  5. other sources of funding to which application has been made and the results of such applications. When the grant includes funding for travel, the recipient must provide a copy of the plane, train, or bus ticket to the Chief Negotiator. At the completion of the research activity for which such a grant was awarded, the member will provide a brief report concerning that activity. It is understood that future applications for grants from the Fund will not be processed until members have complied with these provisions.

Applications for works already published will not be accepted unless the publication date falls within the academic year in which the application is made.

A Publication applications must include the following documents: plications for publications should also include the following items:

  1. information about publication grants requested from other agencies, as well as the reports of expert evaluators requested by such agencies, or where the texts of such expert evaluations are not transmitted to the person requesting the grant, at least the granting agency's decision on the application, together with its reasons for accepting or rejecting the application;
  2. where the work has been published, independent evaluations of the academic value and usefulness of the work; If a publication grant is awarded, the member will provide Faculty Affairs with a brief written report containing publication data concerning the work for which the publication grant was awarded.

Factors used in the attribution of research and publication grants:

  1. availability of funds in the Academic and Professional Development Fund;
  2. scholarly merit of the research project, or value to scholars of the proposed publication;
  3. the applicant’s previous scholarly activities;
  4. link between the research project or proposed publication and the applicant's current teaching and/or research activities or dissertation;
  5. availability of other sources of funding.