How to Apply
Faculty Development Fund applications are submitted through Gnosis. FDF has two regular funding cycles each year:
- Fall cycle: October deadline
- Spring cycle: February deadline
Faculty should review the relevant application guidelines before submitting. Incomplete applications may delay review or result in denial.
Before You Apply
Before submitting an application, make sure you have:
- Confirmed that your expenses are eligible.
- Prepared a clear statement of purpose.
- Created an itemized budget with explanations as needed.
- Gathered required documentation, including airfare comparisons when applicable.
- Checked whether your travel or purchase falls within the appropriate fiscal year.
- Ranked your applications if submitting more than one request.
- Completed a Request to Be Absent form if your travel affects scheduled classes.
The University’s fiscal year ends on May 31. Reimbursement requests must be processed within the same fiscal year as the travel or purchase, unless you are applying in advance for expenses that will occur in the next fiscal year.
Application Timing
Should I apply before my trip or after it is completed?
Either is allowed, as long as the reimbursement request is made within the same fiscal year as the travel. Because FDF awards are not guaranteed, faculty are encouraged to apply before the trip whenever possible.
My summer conference takes place after May 31. Do I have to wait until the next academic year to apply?
No. For travel after May 31, you may apply during the Spring cycle before the trip. If awarded, the funds will be available in the next fiscal year.
You may also apply retroactively during the following Fall cycle.
In general:
- Activities occurring on or before May 31 should be submitted during that year’s Spring FDF cycle.
- Activities occurring after May 31 may be submitted during that year’s Spring cycle or retroactively during the following Fall cycle.
Can I apply retroactively?
Yes, but only for travel or equipment expenses incurred during the same fiscal year as the current FDF cycle. Retroactive applications for expenses from a prior fiscal year will not be considered.
Submitting an Application
How do faculty apply?
All applications are submitted through Gnosis. Hard-copy applications and award letters are not used.
What do applicants need to submit?
Required materials vary by application type. In general, applicants should provide:
- A clear explanation of the activity and its professional significance.
- An itemized budget.
- Required documentation, such as receipts, quotes, or conference information.
- Any additional information requested in the application guidelines.
How many applications can I submit?
Faculty may submit more than one application in a cycle. Applicants submitting multiple requests must rank them from most to least professionally significant.
If funds are limited, not all applications may be funded, even if they are worthy of support.
Is the deadline flexible?
No. Deadlines are firm except in rare circumstances, such as first-year faculty becoming familiar with the system. Faculty should submit applications well before the online system closes.
Can I apply outside the regular FDF cycles?
Out-of-cycle requests are considered only in true emergencies, such as an unanticipated research opportunity, an unexpected deadline, or a clear accounting error by the FDF Committee.
Faculty may contact the FDF Committee Co-chairs to request emergency consideration. The co-chairs cannot overturn a denial by the full Committee. Denied applications may be revised and resubmitted in a future cycle.
Budgets and Documentation
Why do I enter the budget in both Gnosis and the proposal narrative?
The two budget entries serve different purposes.
The Gnosis budget is used to generate award letters and support reimbursement processing.
The proposal narrative budget is used by the FDF Committee during review and allows applicants to explain or annotate expenses.
If I already purchased airfare, do I still need multiple price quotes?
Yes, if you are requesting more than:
- $250 for West Coast travel
- $500 for other domestic travel
- $750 for international travel
The Committee needs evidence that faculty are selecting economical fares. If the fare appears unusually high, the Committee may fund only part of the airfare.
Faculty should save multiple quotes when booking. If quotes were not saved, provide Fare Detective information showing average airfare for the purchase period.
Complex Travel Plans
I am going to multiple conferences or research sites on the same trip. How should I apply?
If the full trip is less than 10 days, submit one application with the complete itinerary.
The application should explain:
- Each part of the trip.
- The professional significance of each activity.
- The relative priority of each activity.
- Relevant budget details.
Include a contingency plan in case the Committee denies part of the request or has concerns about specific costs. The plan should show the cost of each portion of the trip if taken individually.
If the trip is more than 10 days, submit separate applications for each leg of the itinerary.
Conference Travel and Teaching Responsibilities
I will miss class to attend a conference. What should I do?
Faculty must report the total number of regularly scheduled class sessions that will occur during their absence, including sessions covered through alternative instruction, such as asynchronous work, a substitute instructor, or a rescheduled class.
Faculty must comply with the University’s class modification and absence policy. Faculty may modify up to 10% of a course’s instruction. For absences exceeding 10%, faculty should consult their Associate Dean before submitting an FDF application.
As a general guide:
- A two-day-per-week course allows approximately 3 modified class sessions.
- A three-day-per-week course allows approximately 4 modified class sessions.
Faculty must complete a Request to Be Absent form before travel. The form must be signed by the department chair and the appropriate Associate Dean. Failure to complete the form for FDF-related travel may affect future FDF travel applications.
Teaching assistants may not serve as classroom substitutes. Faculty are responsible for required instruction. Student workers may substitute only in rare circumstances and only with approval from an Associate Dean.
Conference Acceptance
I will not know whether my conference paper was accepted until after the FDF deadline. What should I do?
You may wait and apply retroactively, if the timing allows, or apply by the deadline and indicate when you expect a decision.
Applications may receive conditional approval pending acceptance of the paper. Faculty should update the FDF Committee once they hear from the conference organizers.
Applicants should also explain any professional reasons for attending the conference beyond presenting the paper.
Sabbaticals and Leaves
Can I apply for FDF funds while on sabbatical?
Yes. Faculty may apply for FDF funds during a sabbatical and for expenses that will occur during a sabbatical.
If you have applied or plan to apply for the USFFA Sabbatical Support Fund, include that information in your narrative. Note the amount received or requested and identify which expenses the Sabbatical Support Fund will cover.
FDF does not cover travel expenses related to sabbatical relocation.
What if I am on leave?
Faculty who are active USFFA members and on approved research, family, or medical leave remain eligible for FDF funding, provided they are not employed elsewhere during the leave period.
Questions
Faculty with questions about eligibility, timing, documentation, or unusual circumstances should review the FDF guidelines and contact the FDF Committee Co-chairs before submitting an application.
This version is structured for an FAQ or accordion webpage, with shorter answers and fewer repeated explanations about fiscal-year timing, retroactive applications, and reimbursement.