DLC Coordinator UROP System Help
The UROP application and approval process is handled online and requires MIT Touchstone and DUO authentication in order to access the site. Students must initiate their online applications no later than 5 PM on the posted UROP deadline for the given term/mode of participation. NOTE: the system is NOT available between the hours of 1 a.m. and 5 a.m. EDT due to regularly scheduled server maintenance. Details to help you navigate the online system and UROP application review process are provided below.
Your UROP homepage is available at: https://eduapps.mit.edu/uropweb/departmentHome.mit
From this URL you have options to:
- View proposals awaiting your review,
- Search for UROP projects (various options are provided so that you can find current/past projects in your UROP department, with a particular faculty member, etc.)
- Produce reports on your department’s UROP participation rates, and
- View the list of faculty authorized in your department.
Reviewing Online Proposals
When applications await review, you will see a message with application count below the link labeled Proposals in Department review.
- Clicking the link will provide you with the list of students with submitted applications
- Simply click the link on a student’s name to review the application and the View Proposal link to read a PDF version of the student’s proposal.
- If any required fields are missing, then you will see an error message at the top of the page.
- To correct errors/omissions, click the Edit Application button and the Save Application button once edits are complete.
- To approve the application and submit it to UROP staff for final review and approval, select the Submit to UROP Staff button
- If you feel the student needs to expand/revise proposal or otherwise alter the submission, you may return the application to the student with a comment about what’s required. Note: when applications are returned to the student, s/he must initiate a new application and resubmit it to correct errors/omissions. Students will not be able to initiate a new application after the UROP deadline for the given term has passed. Contact UROP staff at: firstname.lastname@example.org with any questions or concerns.
Searching UROP Projects
To look up current/past projects supervised by faculty in your department, select the Search UROP records link. The search page allows you to find projects by year or year range, student and/or faculty member name, student ID, UROP type, application status, and a number of other options. If you are unsure about the spelling of a given name, partial search is possible using the % symbol after a few letters (e.g. smit%) as this will retrieve all records that begin with the given letter combination. You can customize query results by project detail, student or faculty contact information, or extract student or faculty email lists. Results can also be exported in Excel format.
Note: Only those UROPs supervised from Fall 1995 to present are available for online viewing.
Running UROP Reports
You may need various reports that detail UROP participation in your area. To obtain such reports and summary statistics for your department, simply click on the Request UROP Reports link.
From the Reports page, you may either:
- Select a term-specific funding type report by term and UROP department, or
- Select a statistical UROP summary by term, academic year (fall-spring only), or full UROP year (e.g. fall-summer).
Note: Once the given report is produced, you may choose to download it in Excel or PDF format. Reports can only be run on data from Fall 2003 to present.
Verifying Faculty Authorizations for Your Department
We ask that you periodically review the list of individuals currently authorized to serve as faculty supervisors in your area.
- To access the authorized faculty list, simply click on the Faculty Authorizations link on your homepage .
- From this Faculty Search and Authorization Form, you may search authorizations by faculty name, email, address, or phone or view a complete authorized list.
- Please contact UROP staff at email@example.com to notify us of any authorization updates.
Understanding UROP Status Codes
Below you will find a list of the common status codes used in the UROP system, along with their equivalent meaning.
- Faculty Review: Student has submitted an online proposal for the faculty member to review, but the faculty member still needs to approve & submit it to the department for coordinator review.
- Department Review: Student has submitted an online proposal, and the faculty member has approved it, but it awaits your review as department coordinator & submission to UROP staff for final review/approval.
- Admin Review: Student’s application is being reviewed by UROP staff. There are a number of sub-statuses that may appear for application that are under UROP admin review; examples include:
- Review: approval missing: Student re-submitted an application that was previously returned for corrects or submitted a late application that is missing a required faculty and/or department approvals.
- Review: info missing: Application is missing required information (e.g. proposal detail, payroll/credit information, etc. – thus the application cannot be approved until this information is supplied).
- Review: travel forms missing: Student indicated travel within the US or abroad for this UROP project and the required travel registry forms must be completed.
- Review: evaluation missing: Student has yet to submit a required end of term UROP evaluation from a prior UROP.
- Review: holding: In the case of UROP direct funding applications – this status indicates that UROP staff have reviewed the application, but since funding decisions are not made until after the funding deadline for the term, the application is be held pending decision release. In cases of other UROP types – holding would be used to indicate that there is an issue with the application (other than those listed above) that needs to be addressed before an approval can be issued.
NOTE: UROP staff email students with details about what they must clarify for full application consideration/approval.
- Approved: The student’s application has been formally approved by UROP staff for the given term.
- Returned/Rejected: Reasons for returning projects can vary, thus a number of sub-statuses will appear to explain the return in more detail.
- Returned by Faculty: Student’s application was returned by the faculty supervisor requesting a clarification or revision.
- Returned by Department: Student’s application was returned by the departmental UROP coordinator requesting a clarification or revision.
- Returned: No Funds Available: Student’s request for UROP Direct Funding was not approved.
- Returned: info missing: Student never responded to requests to clarify missing information required for approval.
- Returned: evaluation missing: Student never responded to requests to submit a required end of term UROP evaluation.
- Rejected: inappropriate: Student’s application was rejected because the proposed research was deemed inappropriate for a UROP and/or the student applied for a UROP type for which they are not eligible.
NOTE: Messaging appears in the system to clarify the reasons for any return and this is included in an email to the student.
- Cancelled: Student submitted a UROP application for the term, but cancelled for some reason (e.g. lack of time to complete the UROP, decided to switch to another UROP type, etc.). If a project is cancelled a sub-status will appear in parentheses to indicate the status of the application prior to cancellation.
- Cancelled (Approved): Application was cancelled after UROP staff had already approved it.
- Cancelled (Admin Review): Application was cancelled while still under review by UROP staff.
- Cancelled (Dept Review): Application was cancelled while still under review by the departmental UROP coordinator.
- Cancelled (Faculty Review): Application was cancelled while still under review by the faculty supervisor.
- Cancelled (Draft): Application was cancelled by the student before submission for faculty and department review.
- Expired: The student had created an application that never reached a final status (e.g. approved or cancelled).
NOTE: When applications are returned to the student, they are no longer editable, so a new application must be created to correct the funding type or correct other errors/omissions. Students will not be able to initiate a new application after the UROP deadline for the given term has passed. But, UROP staff can assist with changes to applications in lieu of returns, so please feel free to email us at firstname.lastname@example.org to ask for our help with the update.