Guidelines for Proposals - Research Project and Travel Grants and Conference Travel Grants

This page may be viewed as a pdf file or as a Microsoft Word document. Before submitting a grant of any kind read this complete document. These guidelines also apply to the School of Science Research Project Grants

IUPUI UROP proposals currently have no deadlines. They may be submitted during business hours (from 8:00am to 5:00pm) any week day year-round, including semester breaks, except for IUPUI holidays and the week between Christmas and New Year's Day, when classes are in session during a regular semester or summer session. Grants will be made within two months of submission. The staff for the Center for Research and Learning makes every effort to process proposals efficiently and to communicate with applicants and mentors clearly. If you have any questions about the status of your proposal do not hesitate to call Carolyn Key, the UROP Program Asssistant at (317-278-0644, email )

NOTE that students need not meet all the requirements for transcript certification of research participation to qualify for a grant. Five credits of research are not required. Students need not be participants in the IUPUI Honors Program to participate in this grant program. The IUPUI Honors Program and UROP are independent programs and students may participate in both.

Research Project and Travel Grants

The funding limit is $1,000 for this award. The award may include a student stipend of up to $1,000. A student may apply once a year twice. A Research Project and Travel Grant may fund projects that require no travel of consequence and normally are carried out on campus, or it may fund projects that require extensive travel to collect data, to work in the field, or to travel to a research library (for example). Students who travel overseas in connection with other university programs may use this type of grant to fund independent projects undertaken coincident with the program. Travel funds for transportation to and from a student's home to campus will not be funded.

Conference Travel Grants

The funding limit is $1,000. These funds are reserved specifically for travel to a conference, usually to present a paper or poster. To qualify for a travel grant a student must be carrying out faculty-mentored independent research. It is not required to present a paper. Students are often permitted to travel to conferences without presenting if the benefit is still substantial.

Group Projects

UROP does entertain grant proposals for group projects. However, each student must still carry out a substantially independent project with the group and must submit a research description for the project. The group leader (i.e., faculty mentor) should contact the program before a student submits a proposal from within a group.

Required Application Forms and Other Materials

Research Project and Travel Grant Proposals: Cover Page, a Budget Form, a Budget Justification Form, three page proposal narrative, mentor's letter and one other letter of recommendation. If any travel is included a Travel Supplement Form must be included. AND SEE BELOW

Conference Travel Grant Proposals: Cover Page, Travel Supplement Form, Brief research description (one page) and travel justification, mentor's letter AND SEE BELOW

If any travel request is made consult the Travel Proposal Guidelines.

A complete Forms Packet may be downloaded here or obtained as hard copy from Carolyn Key, UROP Program Assistant, UL 1140, telephone (317) 278-0644 (email: )

Download Complete Forms Package (pdf) to fill out as hard copy or using the complete Adobe Acrobat Professional application.

Cover Page Form only
Budget and Budget Explanation Form only
Travel Application / Supplement Form only

It is highly recommended that you download a Grant Checklist ~ html ~ pdf

ELIGIBILITY AND REQUIREMENTS

• All undergraduate students doing independent research with a faculty member at IUPUI are eligible to apply for a grant. Students who are not enrolled as IUPUI students during the academic year do not qualify for funds. Note that a faculty member may mentor more than one student.
• Students may hold a Student Research Project and Travel Grant for up to two years from the start of the grant and may request additional project funds if they have not exceeded $1000. A student may do two different projects provided the $1000 limit is not exceeded. The limit for Conference Travel is a total of $1200 if presenting or $600 if not presenting at a conference.
• If the student leaves IUPUI or leaves the project with unspent funds, funds are returned to the Undergraduate Research Opportunities Program Fund. Unspent travel funds are returned to the program.
• The student normally must be registered for at least one independent research credit each semester during the entire research grant period including summer sessions. If a student receives a grant mid semester and is not signed up for a research credit he/she will be required to enroll for a research credit in the next semester or summer session in which the research is being carried out and every semester and summer session thereafter in which the student is engaging in UROP-supported research. If the student's unit or school does not offer such a course the student must register for Honors H399. Students are not required to be signed up for research credits to hold a Conference Travel Grant but students must be in good standing at IUPUI.
• Students may hold other scholarships or stipends and research support concurrently with a grant but these other funds must be declared under Other Support and in the budget of the application. In some cases the student research stipend will be reduced by the amount of research stipends from other sources. Work study funds will not be considered as stipends. UROP is indifferent to whether or not a student earns additional funds for working on a research project or whether or not a student supplements grant funds from other sources. UROP stipends are treated as income for tax purposes and may reduce financial aid in some cases.
• See other requirements below.

THE RESEARCH PROJECT AND TRAVEL GRANT APPLICATIONS

Authorship ~ The proposal for a Student Research and Travel Grant originates with and is to be written by the student under the mentorship of the faculty member who will be supervising the research. Students are not expected to and should not write proposals without the guidance and advice of the faculty mentor. All applications must be signed by a faculty mentor who has knowledge of the student's proposed work.

Type of Project ~ A project may or may not relate directly to a faculty research project. A project should be a substantially independent endeavor of the student even though closely related to an ongoing faculty project. Creative projects such as sculpture or other art or designs and performances are allowed. Research in the community and in industry and business is encouraged.

Cover Page ~ Fill out all information on the cover page .

Risk Management ~ The application cover page contains a check-off list for research involving animals, humans, and/or recombinant DNA (r-DNA). If the research study requires compliance approvals, you must indicate this by checking the appropriate space on the application cover page. Such approvals are obtained through the faculty mentor and are required by university policy. Note: All university policies with respect to research must be followed. Thus students must provide the usual risk management assurances where appropriate (animal use, radiation safety, DNA protocols, human subjects) in accordance with university policies. Proposals may be reviewed and approved while such assurances are being obtained or are pending. However, no funds will be released until all necessary assurances are in place. Further information on risk management is available from the IUPUI Office of Research and Sponsored.

Human Subjects Research: The University maintains an assurance with the Department of Health and Human Services (DHHS) which requires that all research projects involving human subjects conducted by an employee of Indiana University be reviewed and approved by an Institutional Review Board (IRB) prior to initiating any research. There are two IRBs; one which reviews protocols involving primarily biomedical research and one which reviews protocols involving social-behavioral research. To obtain instructions about IRB approval for research involving humans go to the IUPUI Research and Sponsored Programs Web Page to download instructions and forms through the IUPUI Research Compliance Page at http://www.iupui.edu/%7Eresgrad/spon/hrpp.htm . If your research involves various invasive or noninvasive procedures, removal of body tissues or fluids, administration of drugs, exposure to various forms of radiation, alteration of diet or environment, or if the research requires interviewing, observation of people, video or audio taping of human subjects, or reviewing data that was derived from such activities, it is required by university research policies and the UROP that the proper forms be filed for IRB approval of the research. These policies may be consulted on the above web page as well. If an investigator is uncertain about whether research requires IRB review, Research and Sponsored Programs should be contacted at 274-8289.

Signatures ~ The cover page and the budget page must be signed by the student and by the faculty mentor supervising the research. Some departments may require other signatures. Applicants should consult the chair or program director.

Abstract ~ The proposal title, investigator's name, and a 300 word abstract should be inserted on a single page before the proposal narrative. The abstract is not included in the three page narrative limit.

Proposal Narrative ~ The application narrative should be not more that three single spaced pages. It should contain a statement of the problem, the significance of the problem, and the plan of research. Include in the description of the plan of research any special conditions about equipment, data collection, and supplies, etc. In the case of creative projects a description of the project and resources required should be included.

Literature References ~ References follow the narrative and may be presented on as many pages as necessary.

Budget and Budget Justification ~ Up to $1,000 may be requested. A student stipend of up to $1,000 may be requested, to use the total limit. A one-page budget with justification follows the literature references. Note that travel may be applied for in a separate travel proposal as needed. Students may apply for travel funds simultaneously with research proposals but for a Research Project and Travel Grant the travel is included in the $1,000 limit. See the notes on travel below. The total amount of support a student may receive from UROP could be as much as $2,000 (a Research Project and Travel Grant plus a Conference Travel Grant) but such funding must be well-justified.

Overseas Travel ~ Students may request a total of $2,000 at once time for overseas research. This will exhaust the student's limit in one award.

Research and Travel Grant funds may be used for:

• materials and services directly related to the conduct of the research supported by the grant. Non-consumable materials will remain with the mentor when the grant is terminated.
• computer software
• student travel for research purposes
• equipment or other resources special to the student's project. These materials remain with the mentor at the conclusion of the project.
• A student stipend up to $1,200 (see below)
  

Research and Travel Grant funds may not be used for:

• books and journals
• office-type capital equipment such as computers
• senior thesis preparation/reproduction costs
• travel after the period of the award is over and/or all degree requirements are complete, except with the permission of the UROP Director

Travel notes ~ Students must conform to all university regulations concerning travel. A university travel request form must be submitted to the UROP Office well in advance of the travel. In many cases travel arrangements and meeting registration will be arranged in advance by the IUPUI UROP Office with concurrence of the student. Checks or cash will not be issued to students prior to travel.

Foreign travel by the student must have prior approval of the UROP Director in addition to the approval of the faculty mentor. The student traveling abroad must consult the IUPUI Office of International Affairs well in advance of finalizing travel plans.

Student Stipend ~ A student stipend of up to $1,200 is allowed but not required and normally will be paid in three equal installments over the time course of the grant. Other research support available to the student must be indicated.

Other Project Support ~ Other support for the proposed project must be identified. Overlapping funding amounts or matches dedicated to the student project must be indicated and should be included in the project budget. Other support should be included in a single extra page or on the budget page.

Two Letters of Recommendation ~ A letter of recommendation from the faculty mentor who will supervise the student is required. The letter must include a statement of the role of the mentor and of the student on the proposed project. The mentor should address the degree of independence of the student's project. A second letter of recommendation is required from another faculty member who knows the student. Letters may be submitted to the program by email to Marie Chastain (mchastai@iupui.edu). Letters may be submitted in sealed envelopes but this is not required.

Grant Assembly ~ Please pay attention to this. Documents should be arranged as follows:

1. Cover Page
2. Abstract Page
3. Project Narrative or Travel description and justification
4. Travel Supplement Page if required
5. Budget
6. Budget justification
7. Mentor 's letter
8. Additional faculty letter (if required)
9. Additional materials (this might include preliminary data, additional recommendation letters, etc. Note that this material may not be read by reviewers)

Submission Copies ~ One original and two copies of all materials are required. If letters of recommendation are submitted by email or are submitted in sealed envelopes copies are not required.

DEADLINE AND SUBMISSION
Proposals currently have no deadlines. They may be submitted during business hours ( 8-5 pm ) any week day when classes are in session during a regular semester or summer session. Proposals should be submitted to: Carolyn Key, IUPUI UROP Program Assistant, IUPUI Main Library, University Library, Room 1140, 755 West Michigan Street, Indianapolis , Indiana 46202.

EVALUATION
Proposals are reviewed by members of the faculty members on the IUPUI Board of Directors of the Center for Research and Learning or by their colleagues in the IUPUI academic community. This committee includes faculty from across the IUPUI campus. Two reviewers are assigned for each proposal. In some cases the committee or the Center Director may use outside readers to assist in proposal evaluation. The committee evaluation is based on scholarly merit. The committee or the Center Director may require budget revisions and/or reductions and other revisions before a grant is made. Grants are distributed on the basis of merit. The number of grants awarded depends on proposal budgets and the funds available to the IUPUI Undergraduate Research Opportunities Program in each year.

ACTIVATION AND START DATE OF GRANT
Grants are activated as soon after approval as feasible. Notification of approval is made immediately by email to the faculty mentor and student followed by a formal letter and budget. Students are provided with reviewers' comments as well.

If the research involves the use of animals, humans, and/or r-DNA, all appropriate approvals must be turned in to UROP before the grant can be activated and funds made available. Grants cannot be activated without the proper university approvals, nor can they be activated retroactive of the university approval dates. Proposals without appropriate approvals WILL be reviewed and may be approved, but not activated until approvals are received.

GRANT MANAGEMENT AND SUPERVISION
Awards will be made to the student. The faculty mentor will manage the grant through the program. The UROP/Center Director will supervise the grant account. Purchases and travel arrangements are often made through the program.

Students who hold project grants may be required to attend UROP workshops. These include:

Responsibilities of grant holders
Research ethics including discussion of faculty mentoring and student relationship
Preparing for a presentation
Writing a research report

FINAL REPORT GUIDELINES
Each student awardee of an IUPUI UROP Research Project Grant, with or without travel, must submit a three-page final report on the research accomplished during the award period.  This paper is due within 30 days of the conclusion of the project. Students have two years or until graduation, whichever comes first, to finish the project.  The report should include a brief description of how funds were used. In some cases, the UROP may require interim reports; if this is required in a specific case, our office will notify the student. A copy, each, of any abstracts and publications resulting from the award should be included with the report or forwarded to the program soon as possible. The final stipend payment will be withheld until the program receives a final report and, if funds for travel or materials were disbursed, an expense report as well.

IUPUI UROP Conference Travel Grant recipients must submit a one-page final report about the conference and its value within 30 days of the travel.

All reports should be single-spaced, 12-point font, with one-inch margins, submitted to:

• Mark Volpatti, Financial Manager
  Consortium for Learning and Scholarship
  University Library Room 1140
  755 West Michigan Street
  Indianapolis, Indiana 46202-5195
  

Reports may be e-mailed as Word documents to volpatti@iupui.edu

Funding Information (find out more)