New Application Platform:
Starting from Fall 2020, UROP’s student project and presentation funding application is moving to the online InfoReady platform. The new application design is in progress, but interested applicants can preview the InfoReady platform and application guidelines here. Please note that contents may change without notice.

The purpose of the Presentation Proposal is to describe the topic of the proposed presentation and its significance and to convince faculty reviewers that the applicant will have a substantial learning outcome from the presentation. Applicants also must explain how and when the presentation will proceed.
UROP highly recommends that applicants utilize the Presentation Rubric when preparing the Presentation Proposal. Following directions, paying attention-to-detail, and ensuring high quality of the content in the Presentation Proposal are important components of a competitive application. Furthermore, the Presentation Proposal should be reviewed and approved by the faculty mentor before submission of the application.
Applicants should adhere to the following guidelines when preparing the Presentation Proposal. Please note that applicants applying as a group must follow the additional guidelines marked as “GROUP.”

UROP will not accept or review applications that do not follow all directions as indicated. For example, applications with missing section(s), word count over the limit, budget request over the limit, etc. will result in an automatic disqualification.

  1. Use Times New Roman, 12-point font, 1-inch margins
  2. Insert a page number on the bottom center of each page
  3. Save as a PDF with the filename “[your last name].[your first name].PROP”
    (e.g., Smith.John.PROP.pdf)
    GROUP: “Gx.[first alphabetically occurring last name of a group member].[corresponding first name].PROP” (e.g., Gx.Acosta.Maile.PROP.pdf)
  4. Include a three-line header on the top left of each page in the following format:
    Applicant Name: [Last name, first name] GROUP: Include all group member names separated by commas alphabetically by last name
    Title of Presentation:    [Full title of the Presentation]Mentor Name:               [Full mentor name, including their title]
  5. Include the following labeled sections in the same order:
    Presentation Abstract                                 (250-word limit)
    Timetable                                                      (12-page limit)
    Rationale for Conference/Event                 (250-word limit)
    Applicant’s Role                                           (250-word limit; GROUP: 250-word limit per member)
    Biographical Sketch                                     (250-word limit; GROUP: 250-word limit per member)
    Research Conduct                                        (250-word limit)
    References/Bibliography (if applicable)    (12-page limit)
    Itemized Budget with Justification             (No page limit; ~10 items per page)

Presentation Abstract (250-word limit)

Describe the work you will be presenting, including its significance. Minimize specific discipline jargon/acronyms. Someone from outside of your discipline should be able to understand it.

Timetable (12-page limit)

Indicate your timetable for travel to the conference/event venue to show what you will do each day. You will need to show a clear and detailed timetable of tasks, especially if you are applying for an M&IE. Also, show how attending this conference/event will not interfere with your studies. This may include an explanation of how you will be making up missed classes or work and arrangements with professors.

Rationale for Conference/Event (250-word limit)

Explain how the conference/event is an appropriate venue for your work and/or discipline, and how participation in the conference/event benefits you, your research or creative work, and the University.

Applicant’s Role (250-word limit; GROUP: 250-word limit per member)

Explain your role in writing and carrying out the proposed presentation, and describe the personal, professional, and/or academic benefit(s) that you expect to gain from your role in this presentation.

Biographical Sketch (250-word limit; GROUP: 250-word limit per member)

Provide a brief statement of your academic background (including any degrees or certificates previously earned), professional experience, academic awards, interests, and why the proposed presentation is important to you. Also, explain how the proposed presentation relates to your academic or professional goals. The biographical sketch is your chance to describe to the reviewers who you are, and what special circumstances they should consider during application review.

Research Conduct (250-word limit)

As a member of the University of Hawai’i at Mānoa, you are expected to adhere to all accepted research protocols. If your research/creative work involved human or animal subjects or hazardous materials, you must submit documentation showing that you have complied with the university-determined ethical compliance for such research/creative work. If your research/creative work did not involve human or animal subjects or hazardous materials, please indicate such in this section.

References/Bibliography (if applicable) (12-page limit)

List books, articles, and other sources relevant to the background and significance of the presentation. Please cite sources central to the presentation showing completion of critical background research. Citation format should adhere to conventions for your specific field.

Itemized Budget with Justification (no page limit, ~10 items per page)

Applicants may request up to $2,000 per individual presentation, up to $4,000 per two-person presentation, and up to $5,000 per 3+ presentation. Please note that the final funding decision is based on the overall quality of the application and the awarded funding is based on an adequate justification of all requested items and availability of funds. Please note that UROP does not provide funding retroactively, such that applicants may only request funding for items starting from the beginning of the travel/presentation.
UROP encourages applicants to request all justified, presentation-related expenses, including but not limited to:

  1. Items necessary for the presentation, including materials and supplies, reference materials, hardware, etc.
  2. Service/outsourcing necessary for the presentation, including copying/printing (e.g., printing charges for poster presentations).
  3. Travel expenses necessary for the presentation, including transportation (air, ground, etc.), lodging, and Meals & Incidental Expenses (M&IE)
    • Please note that travel must take place in the semester of funding disbursement, including summer
    • For M&IE, use the GSA guideline to determine the allowable rate for the continental US, or use the DoD guideline to find the rate for Alaska, Hawai’i, US Territories, and foreign countries (use local meals and incidental amounts). You may request up to the maximum M&IE listed for a given local, or any amount below that. For lodging costs, see the GSA and DoD guidelines for allowable government rates for reference. As with M&IE, lodging costs requested should not exceed the GSA and DoD guidelines, but may be lower.
  4. Stipend funding at a standard rate of $11.65 per hour for up to 20 hours per week during the regular semester (Fall and Spring) and 40 hours per week during semester breaks
    • Students requesting an hourly stipend for time spent working towards any academic credit (i.e., coursework, undergraduate thesis, capstone, practicum, internship, etc.) should note that only the hours that exceed the expected 3 hours/week of coursework per credit are allowed. For example, if a student requests 225 stipend hours total (15 stipend hours for 15 weeks) and the presentation overlaps with a 3-credit course (e.g., 3 credits of 499 Directed Research):
      – 15 stipend hours x 15 weeks = 225 stipend hours
      – The expected coursework is 135 hours for the 3-credit Directed Research course (3 credit x 3 expected hours per credit x 15 weeks = 135 credit hours)
      – In this example, the student may: (a) request 90 stipend hours (225 total hours – 135 credit hours = 90 stipends hours); or (b) work a total of 360 hours on the presentation and request the full 225 stipend hours.
  5. The following items are not eligible for UROP funding:
    • Incentives such as gift cards, participant compensation, etc.
    • Items with ambiguous name/descriptions (“lab supplies,” “miscellaneous supplies,” etc.)
    • Items with insufficient justification
    • Tuition for course, training, workshop, etc.
    • Items already purchased or stipend for work that has already been completed

To request funding, prepare an Itemized Budget with Justification by creating a table with the following six header columns. The table must fit within the margins of one page unless it includes more than 10 line items (if you have multiple budget pages, include the same column headers on each page). For your reference, review the Budget Sample.
Item #Item NameUnit CostQuantityTotal CostJustification

GROUP: Group applications must submit:

  1. One (1) Group Budget
  2. One (1) Individual Budget per one (1) group member (the total amount in this table is the amount each individual member is requesting from UROP)

When preparing Individual Budgets, other rules groups must follow are: 

  1. Allocate all items listed in the Group Budget to one of the group member’s individual budgets (i.e., do not list anything in the Group Budget that is not also included in an Individual Budget)
  2. Do not split individual line items.
    • For example, if the group is requesting a tool that costs $600, allocate the item to one member’s Individual Budget rather than splitting the cost.

UROP suggests you to consider allocating all items (except for stipend)  to one (1) group member‘s individual budget. (Regardless of budget allocation, each group member must have an Individual Budget, even if the amount is $0.)

  1. This will simplify budget preparation, future budget change requests, and the Receipt Report at the end of the project.
  2. Note that UROP funding is disbursed as scholarship funds, and allocating all items to one group member will result in all of the scholarship funds being awarded to one member.
  3. For your reference, review the Group Presentation Budget Sample.
  1. Add rows below the six header columns to detail the specifics of the item requested for the presentation. One row should constitute one type of item.
    • Items should be grouped in the following order:
      – Materials/Supplies
      – Service/Outsourcing
      – Travel
      – Stipend
    • Item #: Start from 1 and add a consecutive number for each additional item.
    • Item Name: Indicate the name of the item. Be specific.
      – Example 1: “Flight” (vague) vs. “Flight: HNL-OGG, 8/6/2019 – 8/14/2019” (specific)
      – Example 2: “Tools” (vague) vs. “Milwaukee Electric Tools 2997-23 Fuel Combo Kit” (specific)
    • Unit Cost: Indicate the cost of the item per unit. The Unit Cost should be inclusive of all surcharges such as tax and shipping.
      – For stipend, the Unit Cost should always be $11.65/hour.
      – If multiple items are from one vendor and the vendor charges a single tax and/or shipping fee, then tax/shipping may be listed as a line item. Be sure to indicate the Item # where the tax/shipping fee is incurring from under Justification.
    • Quantity: Indicate the number/amount of item.
      – For stipend, indicate the number of hours.
    • Total Cost: Calculate and list the Unit Cost multiplied by Quantity. If Quantity is 1, Total Cost should be the same as the Unit Cost.
    • Justification: Indicate specific and detailed justification to convince the reviewers why the particular item/expense is necessary for the presentation. Items with insufficient justification will not be funded. Consider including relevant tasks, dates, and places, as applicable. Additionally, where possible show due diligence in wise and frugal spending. E.g., did you compare prices? Why did you choose that particular item or flight?
      – For all budget line items being outsourced, justify how standard this is within the given field and verify that the service is not available on campus by consulting your faculty mentor, fellow students, lab, department, or UROP staff.
  2. Once all items have been included, add the following applicable rows. Each subtotal row should immediately follow the group of items that fall under the pertinent category.
    • Mat/Sup Subtotal: Sum of all costs on materials, supplies, and outsourcing. Indicate the subtotal in the Total Cost column.
    • Travel Subtotal: Sum of all costs on travel. This includes transportation, lodging, conference/competition/event registration fees, abstract submission fees, M&IE, etc. Indicate the subtotal in the Total Cost column.
    • Non-Stipend Subtotal: Sum of all costs under Mat/Sup and Travel subtotals. Indicate the subtotal in the Total Cost column.
    • Stipend Subtotal: Sum of all costs under Stipend. Indicate the subtotal in the Total Cost column.
    • Total: Sum of all costs.
  3. Once all subtotal and total rows have been included, add additional rows to disclose all outside sources of funding, including planned, pending, and received funding, for the presentation other than UROP funding (if applicable):
    • Indicate items and/or stipend covered by outside sources under the Item Name column. Indicate the source of funding and the total amount in the Justification column.
    • Applicants planning to apply or waiting to hear back from non-UROP funding sources must describe how funds will be used if accepted for funding, and when funds would be received.
  4. All applicants requesting a stipend must submit a Stipend Table separate from the budget that indicates the general breakdown of dates, hours, cost, and tasks planned for the duration of the presentation. Prepare a Stipend Table by creating a table starting with the following four columns headers:
    Date RangeHoursCostDescription of Tasks
    • Date Range: Indicate the dates when a set of tasks will be accomplished. The range can be days, weeks, or months.
    • Hours: Indicate the total number of hours within the Date Range.
    • Cost: Indicate the Cost (Hours x $11.65/hour)
    • Description of Tasks: Indicate the set of tasks that will be worked on and accomplished within the Date Range indicated.
  5. Once all items have been included, add the following rows:
    • Stipend Total
    • Referencing the column headers, indicate the full date range, total hours, total cost, and a summary description of tasks.

Budget Samples for your reference

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