Sheri,

To give credit to your humanities faculty, as well as any others, you
might consider a grant tracking system in addition to your post award
system.  The tracking system should contain information from every
grant.

As you have discovered, most post award systems are not well suited for
this problem. A grant tracking system combines pre-award and post award
information for all projects (those that go through grants.gov and
others).  Grant tracking systems monitor grant information from a macro
level perspective with information such as project title, total direct
and indirect cost, start and end dates, agency numbers, status ( active,
pending, rejected, terminated), etc.  The key to a grant tracking system
is the assignment of additional codes to each grant.  Standard codes
would include the investigators involved, the funding agency, the
department where the grant is housed, etc.  The solution to your problem
would be to use additional internal coding systems.  These internal
codes are used to put grants in different categories such as in this
case fellowships or check-in-hand.

A grant tracking system is usually controlled by pre-award
administration and can be as simple as an Access database or a more
sophisticated application developed by experienced programmers.  A good
grant tracking system can easily handle this problem as well as others
such as tracking, current and pending support, communication history
with the funding agencies, compliance issues and others.

Jim Wrenn
IT Works Raleigh NC.
316 W. Millbrook Rd., Ste 213
Raleigh, NC  27609
(919) 232-5332 ext. 222
xxxxxx@itworks-inc.com

-----Original Message-----
From: Research Administration List [mailto:xxxxxx@hrinet.org] On
Behalf Of Sheri Walls
Sent: Tuesday, April 08, 2008 9:29 AM
To: xxxxxx@hrinet.org
Subject: [RESADM-L] rewarding humanities faculty

Do any of you have a way of tracking non-sponsored projects for
humanities faculty? Explanation: We have faculty who do work on their
own and receive compensation in the form of fellowships, check-in-hand,
etc.. Some of these actually go through grants.gov but the award goes to
the individual instead of the university. The problem then comes from
the fact that the awards don't show up in the reports we get from the
post-award office because the money didn't go through the university
system. It seems unfair that these faculty don't get to share in the
benefits that are given to faculty who do bring in sponsored projects,
say biology faculty, like indirect cost distribution.

So, any suggestions on ways to track these awards so that the humanities
faculty will be recognized for their work?

Hope that's clear :)

Sheri Walls
Grants & Compliance Coordinator
Office of Research & Technology Transfer
Arkansas State University
Phone: 870-972-3032
Fax: 870-972-2336
University cell: 870-897-3256

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