In addition to the Project Proposal, applicants must prepare and submit a Project Supplement. In the Project Supplement, applicants must submit a budget with justification, personal statement, research conduct statement, and references cited.

Again, UROP highly recommends applicants utilize the Project Rubric when preparing the Project Supplement. Following directions, paying attention to detail, and ensuring high quality of the content are important components of a competitive application. Furthermore, the Project Supplement should be reviewed and approved by the faculty mentor prior to application submission.

Applicants should adhere to the following guidelines when preparing the Project Supplement. Please note that applicants applying as a group must follow the additional guidelines marked as “GROUP”. Failure to follow all directions will result in application 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].SUPP” (e.g., Smith.John.SUPP.pdf)
    GROUP: “Gx.[first alphabetically occurring last name of a group member].[corresponding first name].SUPP” (e.g., Gx.Acosta.Maile.SUPP.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 Project:    [Full title of the project]

    Mentor Name:     [Full mentor name, including their title]

  5. Include the following labeled sections in the same order:
    Itemized Budget with Justification    (No page limit; ~10 items per page)
    Biographical Sketch                            (250-word limit; GROUP: 250-word limit per member)
    Research Conduct                               (250-word limit)
    References/Bibliography                    (1/2 page limit)

Applicants may request up to $5,000 per individual project and up to $10,000 per group project. 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 semester of funding disbursement (i.e., no funding charges will be allowed that were incurred prior to funding disbursement).

UROP encourages applicants to request all justified, project-related expenses, including but not limited to:

  1. Items necessary for the project, including materials and supplies, reference materials, software, etc.
  2. Service/outsourcing necessary for the project, including copying/printing (e.g., printing charges for poster presentations), facilities rental, lab testing, etc. 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, fellow students, lab, department, or UROP staff.
  3. Travel expenses necessary for the project, 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 project 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 project and request the full 225 stipend hours.
    • CLICK HERE TO USE THE STIPEND ELIGIBILITY CALCULATOR
  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 applicants must submit one Group Budget and each group member’s Individual Budget. The latter includes a breakdown of funding distributed to each group member. UROP recommends the following in regards to the preparation of individual budgets:

  1. Be sure to 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.
  3. Consider allocating all items (except for stipend) to one group member’s individual budget.
    • This will simplify budget preparation, future budget change requests, and the Receipt Report at the end of the project.
    • 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.
  1. Add rows below the six header columns to detail the specifics of the item requested for the project. 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 project. 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 items over $500 for materials/supplies and $1,500 for equipment, applicants must include an explanation in the Justification column why the item is necessary in relation to the methodology and a confirmation that the item/equipment is not readily available on campus for use.
      – 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 and supplies. Indicate the subtotal in the Total Cost column.
    • Serv/Out Subtotal: Sum of all costs on services and outsourcing fees. 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 project 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.
    • Note: IDeA Networks of Biomedical Research Excellence (INBRE) funding recipients most likely cannot receive funding from both INBRE and UROP for the same project. If funded from both INBRE and UROP, the recipient most likely would choose one source of funding. Please contact INBRE for further information.
  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 project. 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

Provide a brief statement of your academic background (including any degrees or certificates previously earned), professional experience, academic awards, interests, and why the proposed project is important to you. Also, explain how the proposed project 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.

As a member of the University of Hawai’i at Mānoa, you are expected to adhere to all accepted research protocols. If your project involves human or animal subjects or hazardous materials, you must seek compliance with the university-determined ethical compliance for such research/creative work.  If your project does not involve human or animal subjects or hazardous materials, please indicate such in this section. Otherwise,

  • Include a statement indicating that you understand the importance of compliance with university standards, and describe your progress to meet those standards (e.g., IRB application submitted on X date, waiting for approval, already met, etc.).
  • You are not required to have final approval at the time of application, but UROP will not disburse funding until all compliance has been met and relevant documentation has been received.
  • UROP may rescind funding if all necessary compliances are not met within one month of the funding decision.

List books, journal articles, websites, and other sources relevant to the background and significance of the project and cited within the application. Cited sources should demonstrate that the applicant has completed the background research necessary for the proposed project. Citation format should adhere to conventions for your specific field.

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