RESEARCH COMMITTEE MINUTES, 22 APRIL 2004

The meeting was called to order by Chair Suzanne Mabrouk at 11:10 AM.
Present: Adelman, Chen, Cretacci, Davis, DeRoma, Elksnin, Heisser, Kelley, Knapp, Mailloux, Toubiana.

Presentations.
Suzanne presented sweets and homemade soap to the members, an extra soap to the cluster chairs, and a pen to the secretary, in appreciation for their service during the academic year. The members in turn presented Suzanne a framed photograph, taken by Saul Adelman, of flowers at the base of a Lowcountry cypress tree in token of appreciation for her leadership and hard work.

Updates to Committee Forms and Documentation. Suzanne asked members to review the new FAQs Page and the materials (sample Presentation Grant, actual funded grants, and Research Grant abstracts) in the restricted access location on the Committee web site. She said that the latter materials can now be accessed from computers on campus, but should not be accessible off campus; she asked Committee members to check access both on- and off-campus and to let her know of any problems. Linda Elksnin provided the Chair with comments and a few additional questions for the FAQs page.

Prior to the Committee meeting, members were asked to review the revised Research Grant form and Budget Guidelines. Linda Elksnin noted that the budget pages had been moved to the third and fourth pages, as requested by the Committee. Linda asked if applicants would be required to submit sixteen paper copies of the first five pages of the grant (abstract and budget pages) in addition to the four complete paper copies, as discussed at the January 15 meeting. Virginia DeRoma recalled the earlier discussion (also January 15) of holding cluster meetings in multimedia rooms, where applications can be accessed online. Peter Mailloux mentioned that there are now several multimedia rooms in Capers where such meetings can take place. Following discussion it was agreed by consensus that sixteen paper copies of the first five pages of the grant was unnecessary. It was also agreed that multimedia rooms could be used easily for cluster meetings and perhaps committee meetings in general, if needed. No other changes were suggested for the Research Grant form. Suzanne stated that the New Faculty Research Grant form will be changed in accordance with the newly revised Research Grant form.

Committee members were asked to review the current Presentation of Research Grant and Page Charge forms and to provide corrections. No changes were offered. Suzanne asked if AY is necessary in question #10 on the Presentation of Research Grant form:

Previous CF Presentation of Research Grants awarded in current FY/AY

The Committee agreed that AY is unnecessary. Saul proposed that the term fiscal year be used along with the words "since July 1."

Prior to the meeting Suzanne provided members with the committee report over email. Suzanne asked for comments. Mei Chen said that the term options should be defined explicitly in the paragraph on research funds for sabbatical awardees.

On-Line Abstracts (restcricted access location)
Mei Chen said she had looked at the abstracts currently on the web page for 2004-05, and was surprised that many names were not listed. Suzanne said that the graduate assistant had contacted all 2004-5 research grant awardees for permission. She said that abstracts were posted for faculty who responded affirmatively. Mei suggested contacting faculty again. Virginia said it would be more efficient to request permission on the application form. Suzanne indicated that the revised form now includes questions about permissions.

Research Funding for Sabbatical Grantees.
With reference to an earlier proposal made to the Provost for providing additional research funds to Sabbatical awardees (see Research Committee minutes for 12 February 2004), Suzanne reported that the CF budget is smaller than anticipated. Therefore, General Carter must wait on making a decision. He has put the proposal into a folder for the next Provost.

Supporting Evidence for Travel Expenses in Grants.
The question was raised about attaching or including documentation for travel expenses in applications. Suzanne mentioned suggestions made by a committee member in a phone conversation. The Committee might (1) prompt departments to acquire a scanner, (2) urge departments to train administrative assistants in scanning documents, or (3) encourage the Development Committee to use an electronic application form. Saul suggested that we ask Rod Welch to equip every computer lab with a scanner, and he pointed out that a good scanner can be purchased for about $100.00. Peter suggested that most departments already have this equipment.

Virginia observed that the process of checking all applications to ascertain that supporting evidence is included is time-consuming and suggested that our graduate assistant could perform this function. However Suzanne said that there is no guarantee that the Research and Development Committees will have a GA next year; this will depend on the next Provost. Virginia suggested that committee members take turns checking the paper applications, in order to decrease the burden on the Chair.

Linda said that we should recognize that applicants obtain somewhat different quotes from different sources (e.g., AAA, Internet). She also noted that airfares are constantly changing. Peter recalled that, when the Committee had to work with a limited budget, it was necessary to check the accuracy of quotes; but these days this is not required.

Linda said we should not doubt the honesty of our colleagues. Joe Kelley concurred, adding that it ought not be suggested that people just want to get paid vacations. Virginia asked if we need to require documentation of acceptance of papers at conferences. Mei said we should continue requiring evidence for another year, and then evaluate the practice. Peter said he is inclined to believe proposals, so long as the applicant submits a budget, without requiring people to prove that they are telling the truth.

Saul observed that some Committee members always scrutinize budget figures closely, while others get a sense of the overall proposal. Peter agreed that, in any event, scrutiny does take place. Saul said it is sufficient if people just refer to where they have the documentation. Linda pointed out that Accounting staff members are closely checking receipts, conference agendas, etc., and that any anomalies will be questioned at the reimbursement stage.

Linda then moved, seconded by Guy, that applicants for presentation grants also should not be required to include documents that support the proposed budget; in other words, there is no need to submit documents that show registration costs, airfare, or hotel room prices. In discussion, Linda again stated, we were merely duplicating the efforts of the Accounting Office. The motion carried, with seven in favor, one opposed.

Virginia moved, seconded by Peter, that evidence of an acceptance letter be eliminated. In support of this motion, both Virginia and Linda stated that upon filing for reimbursement of expenses, the grant recipient must show proof to Accounting that s/he was on the program. The motion passed with six in favor, two opposed.

As a result of these motions, the Presentation Grant form will be changed to reflect these revisions.

Payment of Research Subjects.
The question of payment of the Research Committee’s view on the validity of paying research subjects was brought forward. Virginia states that it was very common in both Psychology and Education to pay money to the human subjects of experiments for the use of their time and effort. Saul said that perhaps it is a question of how much to pay them; in other words, perhaps there should be a limit. Moreover, he thought that the question could be resolved by looking at past precedents of what pay the Research Committee had deemed appropriate. Finally, it was decided that the issue was of sufficient complexity that it should be brought up for consideration next year.

First Meeting of 2004-5 Academic Year.
Peter Mailloux volunteered to send out the first call for Presentation Grants in the fall and to convene the first Research Committee meeting of the next academic year.

Adjournment.
There being no further business, the meeting was adjourned at 12:00 noon.

Respectfully submitted,

David Heisser, Secretary (with Keith Knapp)