start up funds...

Recently, (although not really that recently...it's been a busy summer) I sat down with Dr. Jim Rankin, Vice Provost of Research and Development to talk about start up funds. When I went through the process of applying for faculty positions, and wanted information on start-up funds, the well was dry. Google let me down. I didn't know what I needed to prepare. How much should I ask for? How could the funds be spent? Over how long? Did I need to be able to answer these questions before I interviewed? So, dear readers, I wanted to try to save you from some of the pain I went through...maybe not all, but some. Because the answer to all of these questions, as it seems is the answer to most questions we pose to the universe, is "it depends."

What are start up funds? 

Your start-up fund for a faculty position is just what it sounds like. Money paid by the institution and/or the department to help you get started. When you start working at a school, especially a research-focused institution, you're expected to hit the ground running, so-to-speak. So you need to start thinking of start-up funds as the money you'd need to start your research on day 1. Depending on the institution and their policies, this can be for anything from your computer/printer in your office, to a specialized piece of equipment that measures the average thickness of a drosophila wing in situ while it is in flight... It can include funding for organizing/equipping your lab. This can also include funding for joining professional organizations, conference attendance, ordering datasets, subscriptions for survey data, library resources. The list goes on. There can also be funding provided to hire a graduate assistant or two, or for summer salary, but that may come from the department, not officially included in your start up funds. This also varies based on your area of study and the type/size of institution you are hoping to work for...I'll get into more detail below. Please note: this does not include money for moving expenses or parking passes.

Are start up funds always a part of your hiring package?

No. In general, the size of start up funds is going to be the largest for faculty at large, research-focused institutions who work in the sciences (i.e. engineering, physics, biology, chemistry, nanotechnology, etc.) where some start-up packages can run into the millions of dollars. At a small liberal art college (SLAC) in the humanities or fine arts, you may not get offered any money for start up. Most positions will fall somewhere in the middle. For example, at the University of Arkansas, Dr. Rankin says that start up funds are provided for faculty in the fine arts and humanities areas. This includes funds for office computers/printers, specialized equipment (think high definition speakers/headphones for someone in music), specialized software, access to survey data, access to marketing databases, etc. Some small schools offer a package of a few thousand dollars annually for their faculty to join professional societies and to attend at least one professional conference per year. In that case, the department may provide a basic computer/printer for each new faculty member.

What do students going into an interview need to know about their start-up fund needs?

Dr. Rankin says that he expects candidates to bring a list of equipment/other needs with them to the interview. Prepare a list of everything that you think you would need to purchase to get started somewhere new. What equipment would you need to continue your research? Software needs? Computing/data processing/storage needs? Keep in mind that the institution where you're interviewing may already have some of the equipment available for your use so ask what they have and if you could have access to it. If you're asking for something the institution doesn't have, but it's a purchase that you can "share" with other departments/researchers, it's a better investment for the institution and you're more likely to get it. You may also be able to "rent" time on an expensive piece of equipment (think giant telescope) and put those funds into your start-up estimate. If you don't have a list, you're not going to look prepared. And don't be afraid to ask questions on how the money can be spent and over what time period. 

When does the conversation about start up funds happen?

Again, this depends. Are the start up funds coming from the institution? This conversation might be happening with someone like Dr. Rankin. The department head may start this conversation with you. Dr. Rankin likes to see a list of things the candidate needs to start their research during the interview so he can discuss it with the candidate. At a larger institution like the University of Arkansas, your potential department head may be negotiating on your behalf for your start-up package. 

In some cases, the department head may just ask you to be ready to discuss your start-up funds if they contact you to offer you the job. 

Other tips regarding start up funds:

1. Be sure to include maintenance into the purchase price of any piece of equipment. If you want to purchase a $300,000 laser detection system (I'm totally making that up), but haven't thought about what would happen if it broke, you're not thinking ahead. Usually the company you buy the equipment from will have some kind of maintenance plan you can purchase for repairs, cleaning, etc. You may also need to justify purchasing equipment vs. equipment rental. 

2. The start-up funds can be spent over a range of time: one year, two years or three years. Usually about 40-50% is/should be spent in the first year with the rest spread out over the next one to two years. 

3. The institution that is providing you with start up funds expects a return on its investment. An example: If you are given $100,000 in start up funds, the university may expect you to bring in at least five times that amount by the time you receive tenure. Start up funds are used to get the ball rolling, not keep pushing it for you. They want to give you what you need to get started on research on day 1. Dr. Rankin asks for a report at the end of the first year to see how the money is being/has been spent. 

4. Ask questions because it works differently everywhere. At dinner your first night, you might be able to get an idea of who you need to speak with about start up funds. In general, asking questions shows you've done your research and care about your work. However, keep your questions general. "I've been working on the list of equipment I'll need for my research. I'm currently using a Maximillian proton disturbance detector that really does the job well and gives me good results. Does anyone else work with one of those on campus?" Be prepared to discuss start-up, what you need, and how much it is going to cost. If they make you an offer, your start-up will be part of the job offer. Once you find out who negotiates this part of the package, it will make it easier to get the answers you need. This person will need the specifics. It never hurts to prepare a spreadsheet with the equipment/materials/space, etc. you need with an estimated cost. Again, it shows you're prepared.

5. GET IT IN WRITING. If you're offered a position, and negotiate terms of your start up package, make sure everything is in writing. It will protect you and the institution down the road. Make sure everything is clear and well documented, and don't sign until you have all your questions answered. Everything from lab space to graduate assistants to summer salary needs to number of courses you'll be expected to teach to start date to benefits.

6. This really is not an "us" against "them" scenario. If you interview somewhere and feel that way, maybe it's not the right position for you. When you are hired by a University, it is because they think you will thrive and be successful...and that's what they want for you. This is not a case of "put in a low bid to get the job." If you ask for less than you really need to successfully start your program, and they give it to you, and then you fail, it's a lose-lose (a lose-lose-lose if you have graduate students working for you as well). If you need it, ask for it, and be realistic about the costs. This will help to ensure your long term success as a faculty member and researcher at your new position.

Best of luck putting together application materials. Questions about start-up funds? Email me (dfarver(at)uark(dot)edu).