Award Manual

Current students should consult this page to review their grant manual and keep track of their grant requirements.

Student Requirements

You, as a student grant recipient, are responsible for the following:

  • Complete the required number hours of work on the proposed research project, noting that no more than 40 hours per week can be submitted for payment;
  • Complete and submit of the Student Employment Form by the posted date, with the understanding that if it is not completed, the grant will be forfeited in full;
  • Complete the Responsible Conduct in Research and Scholarship Training prior to beginning the research project with the understanding that if it is not completed, the grant will be forfeited in full;
  • Complete an Institutional Review Board application, if working with human subjects; submit of an active Institutional Animal Care and Use Committee protocol number, if working with animal subjects; 
  • Participate in the Inquiry poster session following the semester of research;
  • Complete a final paper/project and submission of the paper to the Undergraduate Research Opportunities Program by the posted deadline; and
  • Complete a program exit survey which will be received at the end of the semester period.

Mentor Requirements

Faculty mentors of student grant recipients are asked to:

  • Set aside adequate time to meet with their scholar regularly throughout the term of the grant and be available on a regular basis to assist their scholar;
  • Monitor and guide their scholar’s work and teach, provide critical feedback, and direct in a timely way the research being conducted by their scholar;
  • Assist the scholar in the preparation of an application to the Institutional Review Board if working with human subjects; maintain and train the scholar in the active Institutional Animal Care and Use Committee protocol if working with animal subjects;
  • Assist his or her scholar in constructing his or her final paper/project that he or she will submit to UROP at the end of the grant term; review and approve the final version of the project submitted to UROP;
  • Guide the scholar in the development of a poster for presentation at Inquiry; and,
  • Alert UROP of any difficulties which the scholar encounters that may hinder the progress of the scholar’s work.

Failure to carry out these responsibilities can result in the termination of the grant at the discretion of UROP. Students who do not complete all requirements will be out of compliance and will be ineligible to apply for future UROP funding. Faculty who do not complete requirements will be ineligible to receive the associated stipend.

1. Set up your grant

In order to accept your grant, you must complete the grant contract and photo release, which is provided to awardees as a link with their award materials and on Canvas.

As part of the terms of your award, you will be expected to work a set number of hours on your research project.  This must be done over the course of the term at $11.25 per hour; your original award letter will tell you when you can begin work and when you must end work on your grant project.  Every two weeks, you will receive a paycheck.  Please be aware that the Internal Revenue Service considers your award to be taxable income, and taxes will be withheld from your paycheck every two weeks.

In order to submit hours and be paid, you must submit a Student Employment Form prior to the start of your research project. You must:

  1. Have a W-4 and Form I-9 on file with Human Resources (AQU 217).  If you do not have these forms on file in connection with a prior employment position at the University of St. Thomas, then you must visit Human Resources at your earliest convenience and bring certain identification with you (see the Human Resources Site for more details);
  2. Submit your Student Employment Form (see "Submitting A Student Employment Form"): this employment form is your employment contract and needs to be filled out as soon as it is available.  Once Laura Bru, Coordinator of Student Research Grants, approves your Student Employment Form, you will be set up with a timesheet on your first day of work.  The student employment form you fill out must be set up with Laura Bru as your supervisor, NOT your faculty mentor.  Use the following when filling out the form:
    • Term: [term for which your grant has been awarded]
    • Department: ‘Undergraduate Research’
    • Supervisor: ‘Laura Bru’ 

Non-Compliance: Your original award letter will tell you the deadline for completing the Student Employment Form.  Your grant cannot be activated until you fill out your Student Employment Form, and if you turn it in after the deadline that appears in your award email, two hours (equivalent of $22.50) will be deducted from your grant for each business day that it is submitted late.

The University of St. Thomas believes that the ethical conduct of research is extremely important.  Accordingly, the Undergraduate Research Opportunities Program requires students receiving a research grant complete training on the Responsible Conduct of Research and Scholarship (“CITI Training”) prior to starting their research. You will need to complete this training only once; after you have completed this training, you will not need to do so again if you win subsequent research grants from the Undergraduate Research Opportunities Program. Instructions for completing this training are included at the link above.

Non-Compliance: You MUST complete this training prior to the start of your research project.  You may not report hours or be paid until this training has been done!  If you complete the training after the deadline posted in your award email, two hours (the equivalent of $22.50) will be deducted from your research grant for each business day that the training is delayed.

If you are using human subjects for your research project, you will be required to work with the director of the Institutional Review Board (IRB) in order to have your research approved. Prior to starting your research, you are required to complete the Institutional Grant Awardee 45 CFR 46.118 Designation Request, which will be sent to you, and apply for IRB approval.

Students applying to conduct research using animal subjects are required to work with a faculty mentor who has obtained approval for use of those animal subjects through the Institutional Animal Care and Use Committee (IACUC) at St. Thomas. Students who propose to use animal subjects must confirm that the faculty mentor’s protocol has been approved and will be active throughout the entirety of the research project. The student must obtain the IACUC protocol number from their faculty mentor and provide it at the time of application to a UROP grant to submit an eligible proposal. For questions about IACUC and animal subjects, please contact the Chair of UST’s IACUC, regardless of the field in which you are conducting your research.

2. Pursue your research

As soon as your student timesheet has been set up, you have completed CITI/RCRS training, and received clearance from the IRB or IACUC (where appropriate), you may begin working on your research!  You are expected to work closely with your faculty mentor over the course of your grant period and are expected to submit accurate hours over the life of your project. Check your award letter for the dates during which you may submit hours for payment. 

Non-Compliance: If you do not begin your research project by the deadline cited in your award letter, your grant will be forfeited in full, unless you inform your mentor and request from the Undergraduate Research Opportunities Program permission to start later in advance of that deadline.

3. Complete your requirements

As your project winds down, you will receive periodic emails from theUndergraduate Research Opportunities Program, letting you know how many hours are left in your grant.  You may not submit more than the maximum hours allowed (100 for the academic semester, 400 for the summer), though you may choose to continue to work on your grant project after completing those hours (without pay).  To wrap up the grant, you must complete the following steps.

After the hours of your grant have been completed, you have participated in the “Inquiry” poster session, submitted your final paper or project to us, and completed the exit survey, your grant will be complete.  It is an accomplishment for which you should be very proud! 

Please note that failure to complete all components of your grant may put you in non-compliance.  Students who are in non-compliance will not be eligible to apply for any additional funding from the Undergraduate Research Opportunities Program.

Submit to both your mentor and the Undergraduate Research Opportunities Program a paper or final project reflecting your semester research project and the findings and conclusions of your project. You are encouraged to determine the format, length, and style of your paper with your faculty mentor. 

Once your mentor has reviewed your project, you may upload it a digital version of it here. When you have submitted your file, your mentor will automatically receive an email to approve your project. The Undergraduate Research Opportunities Program must receive both the uploaded file and your mentor's approval for this requirement to be complete.

Participate in the Inquiry poster session. This will be held during the semester following your grant term and will give you an opportunity share the results of your research with faculty and peers.

Note: Spring grant recipients are expected to present at Inquiry in May before the end of their grant term. Students who are not graduating may request permission to present at the session in the semester following. Email requests to Laura Bru at

Please visit the Inquiry website to register for an upcoming session.

4. Look to the future!

We encourage you to build on the research you began or strike out in new directions. Here are just a few ideas.

  • Consider other undergraduate grant opportunities offered by the Undergraduate Research Opportunities Program. Continue to explore this website to determine which you can pursue next!
  • Consult with your faculty mentor about further opportunities to present or publish your research results, and check out opportunities on and off campus advertised through the UROP.
  • Let us brag about you! If you continue to present your results, share your successes with us on Facebook or by email.
  • Explore paths where research can lead you - and where you can conduct more research - through careers in applied research, public policy, academia, and beyond.