RTE PI Eligibility by Exception Guidelines - Timeline - FAQs

GUIDELINES - Allowing Ongoing PI Eligibility by Exception in the Units for Research Associates and Extension Associates in CALS [PDF]

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 are not establishing 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. In contrast, proposals from associates with this designation require approval by their supervisor and unit lead, but do not require additional approval by the CALS Senior Associate Dean, as the criteria that the SrAD is attesting to have been previously determined by this designation. 

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 SrAD in a batch from the department chair/director in October 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.
  • 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 required. This funding will be expected for the length of the individual’s career, as multiple movements between designations (non-PI eligible by exception in the unit to PI eligible by exception in the unit and visa-versa) will not be allowed. It is expected that if this designation is determined by the supervisor and unit lead to be needed, that need will not go away. For all actions, the administrative manager must confirm that sufficient funds are available to cover any notification of non-renewal costs such as a paid notice period of up to one year, depending on the title and years of service. 

Nominations for this designation will be solicited annually and due in the month of October. Off-cycle nominations will not be accepted. Once all documentation above has been received, SrAD approval must be obtained for this designation. Once approved 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. SrAD will maintain a Smartsheet document and send the names of all PI designated individuals (who have been approved and completed the training) to OPAS on an annual basis.

Proposed Timeline for Initial Implementation

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

• May 2026: Completion of Department Memo and FAQs
• June 2026: Distribution of nomination materials to departments
• July-August 2026: SrAD office finalizes language for new PDs, processes
• October 2026: Nominations due to the SrAD office
• November 2026: Nominations vetted, new PDs issued
• December 2026: Training provided for associates with the designation
• January 2027: Designation in effect

FAQs