This page is intended for UROP recipients and their faculty mentors to use as a resource. Below you will find information regarding the necessary steps to successfully complete a UROP project, including:
- Requirements and information for UROP recipients following award approval
- Requirements and information for the disbursement of funds
- The research process, and
- Completion requirements
Following UROP Award Approval and Prior to Research
New Recipient Orientation
All recipients will be asked to attend the New Recipient Orientation. At this orientation we will discuss the funding process, the successful steps to completion, resources available to you, and how you can fulfill all of your requirements with UROP
Memorandum of Agreement (MOA)
All recipients and mentors must submit a Memorandum of Agreement that has been signed by the student and the faculty mentor. The MOA is a formal agreement between you and UROP that states that you are aware of and intend to complete all requirements.
You must submit an electronic copy of the MOA (in .pdf format) to UROP@hawaii.edu no later than two weeks after you have been notified of your award. No hard copies of the MOA will be accepted, as we are a paperless office.
If your research requires that you comply with UHM ethical standards for research (i.e. includes human/animal subjects, biological commodities, or hazardous materials), UROP will not disburse your funds until all formal documentation has been received. It is your responsibility to contact and appropriately seek compliance and show proof. Please consult with your mentor if you need assistance with the approval process.
Note: If you have already received a UROP award and still have outstanding requirements for that project, funding will not be disbursed for your new project.
Disbursement of Funds and the Research Process
Once all the above requirements have been fulfilled, then we will disburse your award funds, and you are ready to begin your research or creative project!
Disbursement of Funds
UROP will schedule your award through your MyUH account. Your account includes charges for tuition, fees, etc. and Payments through scholarships, awards and financial aid, etc.
** It is highly recommended to sign up for eRefund in order to expedite receiving your funds.** If you don’t sign up for eRefund, the cashier’s office will generate a paper check and mail it to you within approx. one month.
If you don’t have any outstanding charges, your disbursement will show up as a credit and the Cashier’s office will generate a refund. If there are outstanding fees on your account, your award will displace those charges and you may not receive a check/eRefund, so it is imperative to make payments as necessary.
There is a federally determined maximum amount any student may receive funding (in any combination of scholarships, awards, and financial aid). The Financial Aid office will confirm you meet this requirement before your award will be funded. Please check with the Financial Aid Office if you think you may be near the maximum amount. Your maximum may be increased for most expenses related to your approved research project not including stipend funds.
Once the Financial Aid office approves your funding, the funds will be disbursed into your MyUH account in the form of a refund (as long as you have made all necessary payments). If you have signed up for ‘eRefund’ (recommended!), the award will be deposited directly into your bank account. Otherwise, you will receive the award funds as a check in the mail, and it may be delayed by two weeks or more. You are now ready to use the funds for your research!
Unless more is required by your research proposal, your UROP award will be disbursed in two 50% increments.
If there is a delay in receiving your funds, please contact the Cashier’s Office at 808.956.7554.
Purchasing research materials
Please keep in mind that UROP requires you to save all receipts for purchases made with UROP funds (see below).
Sometimes research projects involve 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 students have arranged material acquisition and repaid departments or mentors. The acquisition of required materials is up to you with the funding we provide you. Any arrangements/agreements you enter into are your responsibility.
The research process may involve unforeseen ‘bumps-in-the-road’ and recipients sometimes need to make small changes to their proposals, like their timelines or itemized budgets. This is okay!
If you find that you need to make adjustments to your UROP proposal please email us (UROP@hawaii.edu) and tell us about your situation.
In the event that you wish to change an aspect of your proposal we will ask you to resubmit an altered version of your previous proposal, along with a memo of approval from your faculty mentor. This may be subject to Council review and approval, which could cause a delay in funding.
Budget increases are not granted in any circumstance. Please keep that in mind when creating your itemized budget and consider possible unforeseen costs.
Keep in contact with us! We are here to help you through the research process.
Completion of 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.
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 original budget with each item numbered
- Additional column to indicate all actual expenses made
- Additional column to state any differences with explanations
- Electronic copies of each receipt
- Numbered and in order of table on cover sheet
- Stipend table if necessary
- Indicates hours worked
- Summarizes assignments/accomplishments/obstacles
- This will complete the receipts requirement of your UROP award. This should be submitted 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 firstname.lastname@example.org
If you have any unspent funds, please include the following statement in the body of your email:
I acknowledge that my MyUH account will be charged for unspent funds in the amount of $_____
As a UROP recipient you are required to present your research or creative work at one of our academic conferences – either the Fall Forum or Spring Symposium. At the event, you will present an oral presentation (~15min) and can choose additionally to do a poster presentation. These conferences are an excellent opportunity to showcase your undergraduate research. Registration is always during the first weeks of the semester.
The UROP Staff offers online .ppt workshops to help you create successful oral and poster presentations. These workshops will help you focus on honing your visual and oral presentation skills.
The final requirement for your UROP project is a completion report. In the completion report you will summarize your research findings, accomplishments, and experiences. 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. Please save this PDF as: lastname.firstname.COMP
Note that group members have to report their experiences individually.
At the culmination of your project, be sure to have your mentor fill out the online Mentor Evaluation Form
The UROP Staff is here to help you! Please email us any questions or concerns you may have.
We are happy to meet with you, but in order to serve our UROP participants most efficiently and accurately we do not provide “walk-in” meetings. Our advising sessions are by appointment only and set as follows:
- Please email your request for a meeting including
- the specific matters that you would like to address (this allows us to prepare in advance, and possibly save you a trip!)
- three (3) possible dates and times that fit your schedule
- We will confirm the appointment with a specific date and time
- Please, only come to the UROP office for a confirmed appointment