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RTE PI Eligibility by Exception

Guidelines for Allowing Ongoing PI Eligibility by Exception in the Units Designation for Research Associates and Extension Associates in CALS

Updated 8/2026

This document describes the process through which research associates and extension associates can be designated as PI Eligible in the Units in the College of Agriculture and Life Sciences. These guidelines do not establish a new title or position, and individuals cannot be directly hired into this ‘PI eligible’ designation. Approval for this designation does not extend appointment dates or change position renewal processes. 

The research associate and extension associate titles are considered PI Eligible by Exception by Cornell University. When an associate’s project proposal is uploaded in RASS, this exception is approved via signature by the unit lead and then by the CALS Senior Associate Dean, who together attest that eligibility criteria have been met. Each proposals from associates with this designation will require approval by their supervisor and unit lead, but do not require additional approval by the CALS Senior Associate Dean.

The University Research Services website discussing PI eligibility is found here: https://researchservices.cornell.edu/policies/pi-eligibility. 

CALS Details

Packages requesting SrAD approval for research associate and extension associate designation as PI eligible by exception in the unit must include the following elements for each candidate and be sent to the SrAD office by the department chair/director by October 15 of each year:

  • Support letter from the department chair or unit lead, with a strong justification for why this designation is necessary. The letter should include a statement about why the individual cannot be ‘key personnel’ under an already PI-eligible tenure track or senior associate within their organizational team. The support letter should provide specifics of the candidate’s work performance that illustrate professional activity and mastery of grants acquisition and management at the level required for this designation.
  • New position description, updating job duties and including a statement on PI eligibility by exception to be allowed in the unit and any additional expectations, rights, and responsibilities of the position. The college’s template language for position descriptions including the PI eligibility wording is available here.
  • Updated CV showing time-in-title equivalent to or surpassing
    • 3 years with Ph.D. or 4 years if extension associate with master's degree. This time in title requirement is time at Cornell.
    • Note: Supervisors and department or unit heads should not rely exclusively on time-in-title to make decisions about associates’ readiness for this designation. 
    • All associates nominated for this designation should have demonstrated experience working at Cornell, using Cornell systems and processes, on all aspects of grants acquisition and management, such that there are no questions about their ability to function successfully in the PI role.
  • Funding attestation. It is expected that research associates and extension associates with this designation will be writing or managing sponsored projects on an ongoing basis, so the following levels of support from non-sponsored sources are continuously required. Incumbents will not be allowed to enter and exit this designation based on funding availability or active PI status. Requests must include:
    • The account number that will be used to cover at least 5% salary on non-sponsored funds for the duration of the current appointment. If the incumbent is writing multiple grants in a year and/or spending more time on non-sponsored activities (guest lectures, advising, serving on committees) this proportion must be adjusted upward accordingly.
    • The account number that will be used for the annual $7,500 add-on on non-sponsored funds. All associates receiving this designation must be paid the add-on annually.
    • Statement/attestation that at least 5% of the annual salary and the $7,500 annual add-on will be continued as long as the individual is employed in this position.
  • Position Justification form to allow HR to process change in funding.
  • Optional: Department/unit vote. Some departments or units may want to organize a review of research and extension associates proposed for this designation and vote on their candidacy. This is because PI eligible designations entail a higher level of department/unit resources which are a collective good. Choices may need to be made about how many such designations to extend in a department or unit. 

The administrative manager should check availability of funds and must demonstrate that resources will be available for the remainder of the individual’s current appointment with this new designation, with at least 5% on non-sponsored funds and a $7,500 annual add-on as required. It is expected that if this designation is determined by the supervisor and unit lead to be needed, that need will not go away. 

Nominations for this designation will be solicited annually and must be submitted to the SrAD Office by October 15. Nominations received after October 15 will not be considered. Once nominations are received and reviewed, the SrAD Office will confirm the associates' eligibility with the unit lead. Upon approval for the designation, associates must complete the mandatory training course offered by the CALS finance and administration team on December (Date to be determined). Following successful completion of the training, CALS SrAD will notify OPAS that the associates are eligible for PI status. Associates may begin submitting applications effective January 1.

Proposed Timeline for Initial Implementation

Updated 8/2026

Proposed timeline for initial implementation of new ‘PI eligible with exception in the unit’s designation for research and extension associates

  • August 2026: SrAD office will distribute call for nominations for designation
  • October 15, 2026: Nominations due to the SrAD office
  • November 2026: Nominations vetted, new PDs issued
  • December 2026: Training provided for associates with the designation approval
  • January 1, 2027: Designation in effect

 

FAQs

Updated 5/2026

How do I request the designation of ‘PI eligible by exception in the unit’ for a research or extension associate?  

Nominations will be solicited by the SrAD’s office annually, but research groups and departments are encouraged to prepare nominations ahead of the deadline. Some departments may want to undertake a department-wide selection process given the additional resource requirements that may be involved. All nominations must be reviewed and approved by the CALS SrAD Office.

Why do RA/EA positions with the designation of ‘PI eligible by exception in the unit’ have to be paid a minimum of 5% on non-sponsored accounts at all times?  

It is expected that RA/EA with the PI eligible designation and SRA/SEA roles will be writing grant proposals and/or leading sponsored research or extension activities while in these titles. These activities are integral to these positions as they are defined. 

Please see Cornell’s PI eligibility policy here. The federal government requires those who write and/or lead sponsored projects to be supported from non-sponsored sources for time used in 1) writing proposals and 2) performing non-sponsored activities (guest lecturing, advising, serving on committees, etc.). Each associate’s time will be allocated differently but all are required to have a minimum of 5% time on non-sponsored funds.

Do I need a minimum of 5% on non-sponsored accounts even if I have less than 100% effort? 

Yes. Time on non-sponsored accounts is required regardless of percent effort.

Are there any exceptions to the requirement to have a minimum of 5% time on non-sponsored accounts?

Yes, but they are very rare.

Some NYS contracts allow associates to write grant proposals to leverage additional funds while serving as PI on state contracts. This language must be explicitly articulated in the contract, and, in addition, associates must be conducting exclusively grant-funded work to be exempted from the requirement. If any service is required of those in the role, the minimum of 5% applies.

Some existing SRA and SEA positions may be purely administrative and/or involve working exclusively as key personnel on faculty-led research projects. Going forward, the RA and SRA titles should not be used for positions that are primarily administrative (see here), even if research is involved. Exceptions to the non-sponsored funding policy for SRA/SEA should be discussed with your SrAD but are expected to be exceedingly rare.

Can associates with the designation pay themselves the $7,500 salary add-on through grants?

No. Salary add-ons cannot be paid on sponsored accounts. The add-on must be paid from non-sponsored funds.

Is the $7,500 salary add-on required for associates with the designation?

Yes. The salary add-on is required for all associates with the designation. It must be budgeted and paid each year.

Can associates move between a ‘PI-eligible by exception in the unit’ designation and an RA/EA position without that designation?  

No. The designation is designed to form a promotional pathway for research and extension associates. Nominations of RA and EA for this designation should be carefully planned. There should be an explicit need for the associate to serve in the PI role. Associates should have the skills and knowledge needed to function as a PI prior to being nominated for the designation, and there should be careful financial planning to ensure resources are available to support the designation into the future. Moving back and forth (designation/no designation) cannot be accommodated.

Are associate positions still term positions?

Yes. Associate positions are term positions. They may be renewed, at the discretion of the supervisor, based on funding, need, and successful performance.

Are there time-in-title criteria or other requirements for the designation? 

Yes. Research associates must have three years in the role at Cornell and a PhD. Extension associates must have the same or four years in the role at Cornell and a master’s degree. 

There must be a clear and well justified need for the associate to serve as PI rather than working in a PI’s lab or working group as key personnel.
Associates should have acquired grants acquisition and management experience under the supervision of a PI as an RA or EA prior to being nominated for the designation. 

Upon approval for the designation, associates are required to complete a training course offered by the CALS finance and administration team prior to applying for grants as PI.

Can I hire a new RA/EA with the designation? 

No. In order to acquire the designation, associates must work with PIs at Cornell to ensure they are well prepared to succeed in the PI role. Please see the requirements above.

Are approvals needed for associates with the designation to apply for grants as PI?

Yes. Associates with the approved designation need approvals from their immediate supervisor and the department or unit head for each proposal. Approval from the SrAD’s office is not required. In addition, associates must name a designated faculty sponsor who agrees to be responsible for completing the project if the associate leaves Cornell.