Progress

Purchasing Items
Please keep in mind that UROP requires you to save all receipts for approved purchases made with UROP funds except for M&IE (see below). If your project includes travel, your enrollment (of at least one credit) and funding must also take place in the same semester.

The acquisition of required materials is up to the student and mentor with the funding UROP provides (i.e., UROP does not make purchases for students).  Sometimes research or creative works involves materials which students are not allowed to purchase directly. If you are conducting research involving industrial chemicals or other materials that you cannot buy on your own:

  • Please work closely with your faculty mentor to obtain these research materials, as UROP is not able to set up a lab account for you or purchase research materials for recipients
  • In the past, some students have arranged to repay departments or mentors
  • Any arrangements/agreements you enter into are your responsibility
  • Be sure to save a digital version of your payment to your department/mentor, and ask if they may be able to write out a receipt so you can show accountability for your funds

Scope & Budget Change
The Project and Presentation processes may involve unforeseen ‘bumps-in-the-road’ and recipients sometimes need to request changes to their project or presentation (e.g., timelines or itemized budgets). This is okay! If you find that your timeline has been delayed for a week, please work with your mentor to stay on track. You do not have to notify UROP. Additionally, if you find that the price of a particular item has shifted up or down a little (materials, supplies, plane ticket, etc.), you do not need to let UROP know prior to purchasing. However, you do need to note the actual amount you spent on a particular item when you submit your receipt report after you complete your Project (Receipt Report) or Presentation (Receipt Report).

On the other hand, if you find that you need to make significant adjustments to your original UROP application please email us (urop@hawaii.edu) with appropriate subject line, and tell us about your situation. “Significant” adjustments may include:

  • a change in your completion semester
  • a change in your travel plan (i.e. no longer traveling)
  • a new item in your budget (Budget increases are not granted in any circumstance.

If UROP approves a significant adjustment in your original application, you must submit an altered version of your previous application as a Word document with changes recorded with the Track Change function. For budget changes please submit original budget with two new columns on the right for “Adjusted Amount”, and “Justification” for change in amount. If an item amount is unchanged, please include the amount in “Adjusted Amount” and write “no change” in justification. Please be sure to indicate the total of the “Adjusted Amount” column in the “Total” row, as well as your latest approved total. When submitting your revisions, please cc your faculty mentor who should already have reviewed and approved the change. Your mentor will also need to respond to that email indicating that he/she approves the changes you have made. Any changes you make on your application may be subject to Council review and approval, which could cause a delay in funding, and significant changes could result in withdrawal of a project and possibly require reapplication as a new Project or Presentation.

Please be sure to ask UROP if you have any questions.

Group Member Change
Any changes in group member will result in withdrawal of UROP funding unless due to exacerbating circumstances.

Forfeit UROP Funding
You may forfeit your funding for any reason, please notify UROP in writing and state the reason.

Keep in contact with us!
We are here to help you through the research process. Please email us at urop@hawaii.edu with any questions or concerns that may come up or feel free to visit us at our office in Hawaii Hall 127.