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Office of Research (OR)

Startup Funds Request

The Provost's Office is committed to assisting educational units recruit outstanding faculty members with research agendas that are both multiplicative and interdisciplinary. Research and education are carried out largely at the department, school, and college level and it is, in general, the role of those units to support these efforts. The Provost's Office will assist in special cases, as noted below.

Purpose

The following guidelines are intended to assist academic units, schools, and colleges in making requests for institutional support for faculty startup funds.

Persons Affected

  • Hiring officials and their respective Chair's and Dean's office requesting startup funds.
  • Vice Provost for Research and the Office of Research administrative staff

Policy

The Provost's Office dedicates startup resources for recruitment of especially outstanding faculty who will add value to the broad vision of the University, particularly to those involved in multidisciplinary research agendas of particular strategic importance for the University as a whole.

  • Requests should be sent from the dean's office of the primary appointment. If multiple deans are involved, concurrence of the other dean's offices should be noted.
  • Startup funds requests to the Provost's Office should consider the following characteristics of the new faculty member:
    • The candidate's standing in the field and potential to be transformational at the UW. Evidence should be presented that this is a special recruitment opportunity for both research and education.
    • The candidate's ability to create or strengthen ties to other units or leverage existing strengths across units. Cluster hires across colleges and schools are of special interest as well as hires that build on trans-college/school initiatives in which the Provost has already invested.
    • How the candidate's diversity, in terms of ethnicity and/or other parameters, will enrich the UW.
    • The candidate's potential return on investment, specifically focusing on the funding prospects for their research agenda.
  • The Provost will provide 50% of the startup package for recruitments that are approved for support.

Definitions

Provost Startup Fund Request Form(pdf)
PDF form available on the Office of Research Startup Fund webpage that must be completed and emailed to the Vice Provost for Research and Office of Research Fiscal Specialist for approval and processing.
Commitment Letter
This letter provides the details of the startup commitment and acts as an official reference number to be used by the Dean's office when claiming funds. Electronic copies of this commitment letter will be sent to the Dean.
Electronic Journal Voucher (EJV)
An EJV is an electronic document used to transfer funds.
Transpasu (TPU)
A Transpasu is a form use to set-up sub-budget and transfer funds from a parent budget

Responsibilities

  • The Vice Provost for Research is responsible for approving requests for startup funds and issuing a formal commitment letter.
  • The Dean's Office of the candidate's primary academic department is responsible for completing and submitting a Provost Startup Fund Request form.
  • The School/College Administrator is responsible for preparing a Budget Revision Request (BRR) for sending the BRR numbertoORfunds@uw.edu for merging.
  • The Office of Research is responsible for completing the transfer of money upon receiving a Budget Revision Request (BRR) from a School/College Administrator.

Procedures

Requesting the funds:

  • Hiring official and department chair discuss startup request with their Dean's Office. Typically, requests are for direct costs that will help the new faculty member fund his or her research program.
  • Department and Dean's Office finalize request. If multiple Dean's Offices are involved, the Dean's Office of the faculty member's primary appointment will take the lead in coordinating the request.
  • Dean's Office makes the formal request by completing the Provost Startup Fund Request form and submitting it via email to ORfunds@uw.edu. Please include the candidate's CV when submitting your request. Requests must be made through the Dean's office. Requests coming directly from the department will not be considered. In the case of interdisciplinary appointments/requests, the Dean's Office of the faculty member's primary appointment will make the request, but note approvals of additional Deans' Offices in the email.
  • The Vice Provost for Research will review the request. Turnaround time will be kept to 24 hours whenever possible.
  • Approval of requests will be officially documented through an Office of Research commitment letter signed by the Vice Provost for Research. This letter provides the details of the match commitment, as well as an official reference number to be used by the Dean's office when claiming the funds through BGT. A signed hard copy and an electronic copy will be mailed to the School/College Dean(s). This will serve as the formal notification of the commitment.
  • Receipt of Startup Funds is contingent upon the faculty member accepting the job offer.

Claiming the Funds:

  • When the faculty member joins UW, the Dean's Office will claim the funds by sending an email to orfunds@uw.edu by submitting the following:
    • Copy of the commitment letter from the Vice Provost Office
    • Copy of the job offer letter signed by the candidate
    • Budget name and budget number of a Royalty Income budget that will receive the funds (Budget type class 05-57, prefix 65-xxxx), if available.
  • If the department does not have a Royalty Income budget, the Office of Research will set up a sub-budget to deposit the funds using the TPU process.
  • If there is an existing Royalty Income budget, the Office of Research will transfer the funds using the journal voucher (JV) process.