Conversations in the Disciplines (CID) Guidelines 2012-2013

 For information: www.suny.edu/provost/academic_affairs/Conv_Disc_Pro.cfm

For information and uploading CID proposals: www.brockport.edu/cid

 Two Strategic Planning Awards Continue

The Program

The State University of New York, through the State University Faculty Senate’s University Programs and Awards Committee, sponsors intercampus faculty conferences within and across academic disciplines known as "Conversations in the Disciplines." These conferences bring together State University members and visiting scholars to examine new trends, review promising research findings, and become acquainted with professional developments in their fields and on other campuses.

The emphasis of the program is scholarly and creative development rather than administrative, curricular, or instructional matters. Through such interchange, both the professional and personal growth of individuals and the programs of instruction and research at participating campuses are enhanced.

The campus hosting the conference administers these intercampus gatherings. No formula is applied in determining the number of colleges that should participate in the "Conversation."

Amount to be Awarded

A sum not to exceed $5,000 may be made available to help support each approved conference. Since 1965, nearly 476 "Conversations" have been held on various campuses in numerous disciplines. Conversations normally occur between September 1 and June 30.

Awards 2011-12

• Knowledge-Sharing to Improve Health Outcomes for Children
  Binghamton University – Project Director – Allison Alden

• Inter-professional Programs to Assist Aging Families
  Binghamton University – Project Director – Paul R. Gould

• Memory, Emotions and the Disciplines
  Stony Brook University – Project Director – E. Ann Kaplan

• The International New Woman in Photography and Film
  University at Buffalo – Project Director – Elizabeth Otto

• Expanding the Documentary: New Media and Digital Documentary
  College at Purchase – Project Director – Michelle Stewart

• Exploring the Role of Higher Education in International Relations
  University at Albany – Project Director – Jason E. Lane

 Energy-Smart New York Conversation:

• A Conversation on Energy: Research, Industry and Education
  Stony Brook University – Project Director – Gary P. Halada

 Entrepreneurial Century Conversation:

• Simulation in Health Care
  Binghamton University – Project Director – Ann E. Fronczak

Guidelines Governing Selection

The worthiness of the actual project is and must be the major consideration in the selection of proposals for support. The University Faculty Senate Committee on Programs and Awards recognizes that projects in different disciplines are difficult to compare. However, there are attributes common to all proposals, and with respect to these, a funding priority can and is made. The Committee uses five criteria in ranking the proposals. Each major criterion is rated equally on a scale from "1" (low) to "7" (high). The Reviewer Evaluation Form used by the Committee to score each proposal is included on page ten of these guidelines.   Each evaluation criterion is described below.

• Facilitation of Scholarly Exchange: This is the major purpose of the "Conversation." A strong proposal demonstrates its scholarly relevance to the topic chosen, is innovative, timely and has clearly stated objectives. The emphasis of the program must be scholarly development rather than administrative, curricular or instructional matters.
  
  
• Feasibility: The plans of the proposal must show that the program is realistic in its objectives, scope and implementation. The clarity of the program structure is critical in evaluating the "Conversation" proposal. How practical is the proposal? Does it include clear and attainable goals as well as a carefully planned agenda? Evidence of administrative support of the proposal is important. "Conversations" should last at least one full day. It is not intended that the "Conversations" program help fund meetings of professional organizations that would be held even without this program’s support.

• Participants: The qualifications of the proposed speakers, panelists, discussants, moderators, or others are considered important. For this reason, a brief summary noting career and academic achievements of each proposed presenter should be included within the proposal. Tentative commitments from them will strengthen the proposal.

• Benefits:   The "Conversation" should be of substantive benefit to members of the entire SUNY community, not accrue primarily to a single campus. Proposals should describe the benefits of the "Conversation" to the University System and indicate specific participating SUNY campuses of the faculty involved as conference collaborators and/or presenters. Generally, proposals that include this information are judged more favorably. The more SUNY institutions included within the proposal, the higher the proposal is scored on this specific criterion. Proposals should explain clearly how the “Conversation” would benefit its audience and its speakers. For those conferences funded, it is expected that the project director will send an announcement of the "Conversation" to the academic dean and appropriate faculty chair of each SUNY campus including all statutory and community colleges. The proposal should include a sentence or two that indicates the proposal leader’s awareness of the responsibility to invite all SUNY faculty to the “Conversation” through their respective academic deans and chairs.
  

• Budget: The proposed budget should be specific about honoraria; travel expenses, including meals (breakfast and dinner); lodging; clerical support; publicity; and other costs, and must be submitted on the Budget Page (see page nine or a facsimile). Honoraria may not be requested from this program for faculty and staff of any SUNY campus. No single presenter may receive more than $500 as an honorarium from CID funds. However, honoraria may be supplemented from other funding sources.

• Continuation Proposals: Higher priority is given to new proposals than to those where a continuation proposal is being submitted (i.e., where a "Conversation" has been funded previously and a subsequent "Conversation" on the same topic is being submitted for funding). Continuation proposals should include a brief report of outcomes of the original "Conversation."

Applications

Any full-time, regular SUNY faculty member or academic department (or equivalent organizational unit, such as a center or library) on a campus may develop a proposal for planning and hosting a conference.   Proposals must be submitted through appropriate campus channels. Multidisciplinary and collaborative efforts are actively encouraged. Only one proposal may be submitted per department per year, whether submitted singly or jointly.

If a member of the University Faculty Senate Programs and Awards Committee submits a proposal as Project Director or as Collaborator, they may not review or rate/rank any of the CID proposals.

Use word processing software to develop all application materials in a PDF file suitable for uploading electronically. Save the PDF file with the last name of the project director. The document should be double-spaced, with a font size no smaller than 12 points. The application must state the purpose of the conference, outline the proposition, and set forth in some detail how grant monies, if awarded, will be used. There are no special application forms other than the Title and Budget pages. The application’s structure must adhere to the outline that follows.

I. Title Page: Use the Title Page provided on page eight of these guidelines. Please type all but the requested signatures. After obtaining the necessary signatures, scan the Title Page into a .PDF file along with the proposal, using Adobe Acrobat. Save the proposal file with the last name of the project director.

II. Description - Feasibility

A. Rationale, general description, purpose and goals - be specific and limit text to a maximum of eight double-spaced pages.
B. Format of program - be specific with times and topics.
C. Preliminary arrangements made, if any, with speakers, etc.
D. Any additional information that should be helpful to the Committee

III. Participants (Limit section to no more than 3 double-spaced pages.)

A. Anticipated total participation
B. Description and number of SUNY and other campuses represented
C. Description and number of SUNY faculty participants and nature of their participation
D. Description and number of non-SUNY faculty participants, speakers, panelists, persons reading papers, SUNY and non-SUNY students, public audience, etc.
E. Brief paragraph noting career and academic achievements of proposed speakers. (The vita of applicants and presenters should not be submitted with the proposal.)

IV. Benefits/Significance

A. Benefits to University System
B. Benefits to audience and others

V. Budget: Use the Budget Page provided on page nine or a facsimile to submit your budget data along with the CID proposal.

A. Enter anticipated source of funds, specifying sources and amounts, if any, from campus or from external sources in addition to the CID program.
B. Enter CID expenditures, identifying clearly how "Conversations" funds are to be expended. This is a Line Item Budget explanation.
C. Receipts such as, registration fees are to be included in the Budget. The Faculty Senate Committee on University Programs and Awards strongly recommends the use of registration fees to cover the costs of luncheons, coffee breaks, refreshments etc. Failure to include such fees may result in budget reductions by the Committee.

It is understood and agreed by the applicants: a) that the terms and conditions of this program, as stated in the Guidelines, have been read and accepted; b) that any funds awarded are to be expended for the sole purposes outlined in the application, and any funds not expended for these purposes shall revert to the sponsor upon completion of the project or termination date of the award, whichever is earlier; c) that any major change in the original theme or purpose of the Conversation requires prior written Committee approval, and d) that any budget cuts made by the Committee presupposes that the "Conversation" as proposed in the application will be completed for the awarded amount.

Participants

Campuses hosting a "Conversation" will invite faculty/students/administrators from all SUNY units including statutory and community colleges. The "Conversation" may be opened to other groups and/or interested individuals on a space available basis.

Screening Process

Academic departments wishing to sponsor a conference should first submit a proposal through appropriate campus channels. Faculty must have the proposal signed by the campus President or his/her designee. At State-operated campuses, the Research Foundation Endorsing Designee’s signature will be accepted in lieu of the President’s endorsement. The proposal and title and budget pages are to be submitted to the "Conversation" Website at Brockport: www.brockport.edu/cid for action by the Faculty Senate Committee on University Programs and Awards. The Committee will evaluate each proposal and recommend those conferences judged most worthy of approval by the University Provost.

 

Notification

As has generally been the tradition with the "Conversation" program, notification of selection will be done in a two-step process. Proposal review and award recommendation will be made to the University Provost by mid-May. Once the approval is received, all project directors will be notified of the status of their application. Those who are successful will be informed of the selection of his/her project for support, with the caveat that this support is contingent upon receipt of program funding from SUNY’s operating budget. When program funding is assured, project directors will be so notified and directed to proceed with planning for their Conversation.

To the extent possible, these communications will be done electronically. This includes notification of selection, confirmation of funding availability, approved budgets, terms and conditions, procedural confirmations, and instructions for the transfer of program funding to campuses.

Instructions for Directors of Conversations in the Disciplines

The following terms and conditions govern awards made under the auspices of the Conversations in the Disciplines program. The Faculty Senate Committee on University Programs and Awards includes these instructions for the guidance of project directors, administrators, and other staff involved in the submission of applications and the conduct of conferences funded under this program.

I. USING FUNDS

Expenditure of funds can be made solely for items or services directly related to the "Conversations" program.

All forms and correspondence authorizing disbursement of funds should be forwarded through the local business office (the State-side office, not the Research Foundation) for payment from the specific account established for the award. Expenditure of funds must be in accordance with State University of New York regulations.

Project directors should be aware of the amount of lead time necessary for securing payments, such as those for honoraria for speakers, and plan and inform concerned persons accordingly. No honoraria are to be paid to faculty or staff participants of any SUNY-affiliated campus. No compensation may be paid from grant funds to Conversation planners, e.g. project director or collaborators, for their efforts in preparing and conducting the "Conversation."

II. PUBLICITY AND PRINTED MATTER

The printed program of a Conversation should bear a sponsorship credit stating, "This conference is sponsored by the Conversations in the Disciplines Program of the State University of New York."

If any publications result from the Conversation, the Project Director will, in consideration of the award, abide by the copyright policy of the State University of New York.

III. CHANGES IN PROJECT:

Director: If local circumstances make it necessary to change the Director of the Conversation, authorization to do so must be sought in writing through appropriate campus channels to the Program Coordinator in the Office of the Provost and Vice Chancellor for Academic Affairs. The letter should be addressed/emailed to the Conversation in the Disciplines Program in care of the Program Coordinator. (See page 12 for contact information.)

Budget: Any questions about expenditures are to be cleared with the Program Coordinator.   Significant modifications to the budget as approved at the time of award must be authorized by the Committee. The cost of meals (except those for presenters and planners during the course of the Conversation) and alcoholic beverages may not be charged to funding from the "Conversations" program. No honoraria may be paid from this program for SUNY (state-operated, statutory or community college) faculty and staff. No single speaker may receive more than $500 as an honorarium from CID funding. However, honoraria may be supplemented from outside sources. Registration fees should be considered to cover costs of luncheons, refreshments, etc.

Dates: Changes of more than one month from the date specified in the proposal should be communicated directly to the System Administration Program Coordinator. (Refer to page 12.)

Presenters: It is understood that efforts to secure presenters are at the mercy of circumstances and that if a proposed speaker is unable to attend, the project director will seek the best available replacement. It is not necessary to communicate changes of speakers.

Organization: Changes in the organization or format of the Conversation may be done, without report, to the extent that they do not alter the original theme or purpose of the Conversation as approved.

Change in Theme or Purpose: Any change that would significantly affect the theme or purpose must be approved by the Chair of the Committee before the proposing unit commits itself to the change. The funding of the grant is made especially on the basis of theme and purpose, and if these change, the basis of commitment of the funding is destroyed, and funds may thus be jeopardized. Requests should be directed to the Program Coordinator. (Refer to page 12.)

Commitments: Confirmation of award acceptance and of the terms and conditions governing the Conversations Program must be forwarded to the Office of the Provost and Vice Chancellor for Academic Affairs. If external funding is expected, other than the Conversations monies, a copy of the commitment letter from each sponsor must accompany the award acceptance.

IV. EVALUATION REPORT

An Evaluation Report on the activities supported by this award is required within 60 days of the completion of the Conversation. The suggested format for this report is available on the Conversations website at Brockport: www.brockport.edu/cid. The Evaluation Report will be sent or emailed to the Program Coordinator, contact information is available on page eleven.

Uploading the Proposal and Use of Technology          

CID proposals are submitted directly to the CID website at Brockport. To submit a proposal go to www.brockport.edu/cid, click on “Submit Proposal” and fill-in the proposal submission form that is displayed. After obtaining the necessary signatures, scan the Title Page, the proposal and the budget page into a single PDF document and submit it. Please save the PDF file with the last name of the project director. A system-generated message will acknowledge the proposal submission. The system will accept a maximum file size of 10MB in PDF format only.

For technical support, please contact the CID webmaster Professor Kulathur Rajasethupathy, (known as Raj) at kraja@brockport.edu .

As technological capabilities advance and expand, such as Teleconferencing, Webinar, ChatRooms, planning and post-conference discussion websites, the potential for technology to bring Conversations to even greater numbers of participants increases. The University Programs and Awards Committee encourage the full utilization of these capabilities in Conversations proposals.

 

 

TITLE PAGE
Conversations in the Disciplines Program
Proposal Title

 
 

_____________________________________________________________________________
(Limit to 60 Characters)

Proposed Dates for Conducting Conversation        ____________________________________________________________________________
 

 

 

Project Director* (Please type name)

 

Name	________________________________	Department	__________________________________
Campus Name	________________________________	Campus Address	__________________________________
Phone/Fax Numbers	________________________________	E-Mail Address	__________________________________