DRAFT

Submission Process for Course Buyout and Course Releases

1. Applicant. PI completes the Course Buyout Agreement Form (add link) or the Course Release Application (add link). *
2. Department. PI or department business office obtains chair's signature and submits the signed form to the NSM Business Office Course Buyout portal.
3. College. NSM Business Office processes the request as follows:
   1. Submit to the Executive Director for review and verification of funding.
   2. Obtain dean's signature.
   3. Distribute the signed copies as follows:
      1. to the PI, Department Chair, DBA, and the Associate Dean for Research
      2. retain a copy on file in the college business office share drive.

*Note: as of 11/1/17, the application is pending development. If you have course buyouts that were approved prior to the implementation of this new process, upload the memo/documentation to the Course Buyout portal.

Notification and Tracking Process: Course Buyouts

NOTIFICATION

• When the grant is funded or appropriate funds are identified, the applicant will notify the department chair, who will then inform the Dean of the need for an adjunct position to cover the investigator's course.
• The department chair should also notify the DBA, who can in turn notify and communication with the College Business Office.

TRACKING AND PROCESSING REALLOCATIONS

• Reductions in effort (FTE) on based funded central funds cannot be processed via an ePRF. Therefore, reallocations (eRAFs) must be processed to fund the % effort on the grant.
• The College Business Office will work with the Department Business Administrator to manage the funding reductions (payroll reallocations) and budget transfers.
• The College will set up a spreadsheet for departments to track the processing of the monthly reallocations.

TRACKING AND PROCESSING THE LAPSE SALARY (Budget Transfers)

• The lapse salary saved as a result of the PI funding on the grant will be transferred to the college's centrally allocated cost center. A budget journal will be processed by the college to transfers these funds. Departments may request the funds as needed to pay for adjuncts needed for courses.

Notification and Tracking Process: Course Release Time

• Once approved, the relevant department chair and DBA will be notified by the College Business Office as soon as possible so any changes in course scheduling can be handled prior to the opening of enrollment.
• The college will allocate funding for any adjuncts needed to cover the course.
• The applicant submits the grant application through the NSM Office of Research by the targeted deadline. Course releases will not be granted for grants that are not submitted through the NSM Office of Research.

Process for Leave Request Course Releases

1. Applicant. Discuss the leave with Department Chair and DBA. Complete and sign the Request for Leave of Absence Form and submit to the DBA.
2. Department.
   1. DBA obtains chair's signature and submits the signed form to the NSM Business Office.
   2. Once all college signatures are obtained, DBA submits the signed copy to the Course Buyout portal.
   3. Once the final Provost approved copy is returned, the department must prepare the following if an FTE reduction is involved:
      1. Submit an ePRF to reduce the FTE if an FTE reduction is involved.
      2. Submit an ePAR, after the ePRF has been executed, to reduce the comp rate.
3. College.
   1. Once the department has submitted the request to the portal, the college business office will consult with the Executive Director for instructions on how to handle the the budget transfers of the lapse salary.