Project Completion

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Requirements

All of your obligations for successful completion of UROP requirements are listed below. These are the same requirements as those stipulated in the student Memorandum of Agreement signed by you and your faculty mentor.  Every recipient must fulfill each requirement individually; groups have two exceptions in that they must all fulfill the Showcase requirement together and must submit one comprehensive receipt report.

All requirements are due by 11:59pm one week before the last day of instruction of the semester you indicated as the completion semester in your timeline, keep us updated of any changes. Please check with the UH calendar about the date as it will change according to the semester.

❏  Receipt Report

This is a report of how you spent your funding in comparison to your approved budget (for groups this is your overall, not individualized budget).  You must save all receipts from all purchases made with UROP funds, and submit all as one PDF:

    • Cover Sheet
      • Includes the table of your approved budget (including stipend as last line item) with each item numbered
        • If a budget revision was approved, please use latest approved budget
      • Additional column to indicate all actual expenses made
      • Additional column to state any differences with explanations
      • Additional column to state receipt number if non-consecutive line items are on one receipt (if applicable)
    • Stipend table (if applicable)
      • Indicates hours worked
      • Summarizes assignments/accomplishments/obstacles
    • Electronic copies of each receipt following the cover sheet
      • Numbered and in order of table on cover sheet 

The report should be submitted exactly once by the culmination of your project, please do not submit as multiple documents. Please save this PDF as: lastname.firstname.REC  and email to urop@hawaii.edu. Groups save and submit this document once for the entire group as “Gx.[first alphabetically occurring last name of group members].[corresponding first name].REC”

If you are unable to provide documentation for partial funds, or have unspent funds, please email your acknowledgement to refund those specific unspent funds. We will process the reversal of the unused funds to your MyUH account. Your MyUH account will reflect a charge of that specific amount once processed (approximately 2 weeks); you will then be able to make payment through your MyUH account.  The UROP office does not accept any payments directly, all funding goes through the MyUH system. Please review the examples of receipt reports below for reference, although your report should be based on your approved budget.
❏  Photo Submission

If you originally applied in Fall 2014 or later, you are required to submit one photo of yourself (as a .jpg) conducting your project.  We will use the photos for our website and/or other promotional materials for UROP, so please select something interesting and have fun with this requirement.  Please send an email with the subject line “lastname – Photo Requirement” and in the email include where the photo was taken and what you are doing. Please sign and attach a scan of the Media Release  (please name the file “lastname.firstname.REL”) and the actual photo file named “lastname.firstname.PHO.jpg” to that email. If you applied before that point, we welcome your photos and appreciate you going above and beyond!

❏  Showcase 

As a UROP recipient you are required to share your completed research or creative work at the Undergraduate Showcase. At the event, which takes place each Fall and Spring semester, you will share an oral presentation (12 min) and can choose additionally to share a poster. These conferences are an excellent opportunity to showcase your undergraduate research. Registration is always during the first weeks of the semester. It is your responsibility to register for the event by the deadline pertinent to you. Email showcase@hawaii.edu for additional information about the Undergraduate Showcase. If you choose to create a poster for your completed research, you may utilize one of our logos.

The Showcase website linked above offers various resources to help you create successful oral and poster presentations, as well as meet all deadlines for the event.  While all UROP recipients are required to speak at this university-wide event, we are not affiliated with event organizers.  It is the recipientʻs responsibility to meet all event deadlines.

❏  Completion Report

The final requirement for your UROP project is a completion report. In the completion report you will summarize your research findings, accomplishments, and experiences according to your original approved proposal. Your completion report should follow the same format as the written proposal and must be no longer than three pages, single-spaced, 12-point-font. You must also include a final student evaluation section in the completion report briefly describing your experience with UROP as a program. Please save this PDF as: lastname.firstname.COMP
Since this is a report of your personal experiences you should not cc your mentor or any group members. Please note that group members must report and submit their experiences individually from their respective @hawaii.edu email accounts.

❏  Mentor Evaluation

At the culmination of your project, be sure to have your mentor fill out the online Mentor Evaluation Form.

UROP Recipient Receipt Report Examples
These are provided as examples, please use your best judgment and be as thorough as possible in accounting for every dollar spent.

Receipt Report

Receipt Report including faculty reimbursement

Receipt Report including stipend hours

Receipt Report including travel