Skip to Content

AA/PPS 04.01.32 - Management and Funding of Faculty Fellowships

Management and Funding of Faculty Fellowships

AA/PPS No. 04.01.32 (7.17)
Issue No. 2
Effective Date: 5/31/2017
Next Review Date: 3/01/2020 (E3Y)
Sr. Reviewer: Associate Provost


    1. Texas State University encourages the participation of faculty in distinguished national and international fellowship programs, such as the Fulbright Scholar Program, Guggenheim Fellowships, Sloan Research Fellowships, MacArthur Foundation Fellowships, National Endowment for Humanities and Arts Fellowships, and others. In particular, faculty members are encouraged to seek awards and fellowships that are recognized by the Texas Higher Education Coordinating Board (THECB) for National Research University Fund (NRUF) eligibility.

    2. The purpose of this policy is to provide guidelines to deans and chairs or directors, as well as to faculty who are interested in applying for fellowships and other prestigious awards, including those that may require leave from Texas State and other forms of support.

    3. To ensure widespread participation in fellowship programs, the university will seek to hold the faculty harmless from any benefits and salary loss during the period of the leave. That is, Texas State will provide sufficient salary (50 percent minimum) or another arrangement so that benefits are maintained and so that the remuneration to the faculty is, as feasible, equivalent to the faculty member’s normal rate of pay.


    1. Because it is the goal of Texas State to support faculty who obtain fellowships that bring recognition and prestige to the university, chairs or directors and deans are encouraged to 1) cover classes while such faculty are away on fellowships, including identifying the source of funds needed to do so; 2) ascertain that the full professional responsibility of the faculty members are maintained; and 3) verify that the rules and regulations of the funding agency and the university are followed. This includes addressing any intellectual property issues as outlined in AA/PPS No. 04.02.02, Faculty Development Leave.

    2. Proposals for fellowships should be processed through the Office of Research and Sponsored Programs in accordance with the proposal submission process as outlined in UPPS No. 02.02.01, Applying for Sponsored Programs.


    1. This policy will cover leaves only during the regular academic year (those nine months during which the faculty member is under contract) or leaves that occur mostly during the academic year. Any leaves intended for the summer are not covered by this policy and are the responsibility of the faculty; Texas State will not cover costs, salary, or benefits during this non-contractual period.

    2. Award recipients must provide a copy of the award letter or contract to the Office of Faculty Records prior to the start date of the award.

      1. The preferred method of compensation that should be used whenever possible is for the funding agency to send the amount of the award to the university as partial or full reimbursement for the faculty member’s salary. Funding agencies should be asked if this arrangement is possible. If the funding agency will agree to send the stipend to the university, the faculty salary will be paid at 100 percent of the normal rate of pay during the nine-month contract period.

      2. If this arrangement is impossible, the faculty member may be paid directly by the agency and Texas State will provide additional salary above 50 percent, as needed, to supplement any agency-funded salary or stipend to make the total salary received equal to 100 percent of the normal salary for the academic year.

    3. An additional amount will be paid separately to compensate for the loss of the employer’s contribution to the retirement plan.

    4. The amount paid by the funding agency for subsistence, travel, or other expense funding will not be considered a part of the salary compensation. The faculty otherwise will assume all costs of the fellowship.


    1. By the end of the first full semester of return from the fellowship, the faculty member will prepare a brief report on activities performed during the period of the appointment, and append any papers, creative works, agency reports, or other documentation generated as a result of the fellowship. The report will be submitted to the Office of the Provost via the faculty member’s chair or director and dean, and retained in the faculty member’s personnel file in his or her home department.

    2. Returning faculty members are expected to provide assistance and guidance to other faculty members interested in applying for the same or similar awards. They are also encouraged to offer a seminar for faculty and students describing the fellowship experience.


    1. Reviewers of this PPS include the following:

      Position Date
      Associate Provost March 1 E3Y

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Academic Affairs policy and procedure from the date of this document until superseded.

    Associate Provost; senior reviewer of this PPS

    Provost and Vice President for Academic Affairs