Students must submit UROP applications by each term’s applicable deadline–even if continuing a UROP project. Helpful information about the online UROP application process can be found below.

Accessing the Online Proposal System

Your UROP Home Page (MIT certificate authentication required) displays options to view your current and past UROP applications or to initiate a new UROP application.

Viewing Current and Past Records

• If you have one or more applications on file, you will see a message below the “View your UROP applications ” link indicating the number of UROP application(s) that you have in the system along with a count of any evaluations that you have yet to submit for completed UROPs.
• If you are not eligible to register for the given term, but have projects from earlier terms, you may view your old projects, but you will not be able to enter new UROP applications.

Providing UROP Evaluations

• Evaluations are due at the end of each term of UROP participation.
• Click the Provide Evaluation link in the Evaluation Needed column to access the evaluation form. You will not be able to submit any new applications until outstanding evaluations are submitted.

Beginning a new UROP application

To start a new application select the type of UROP application that you wish to enter from the list in the left navigation bar. Use the “New Application” button to begin your application.

Step 1:

• Select the term of your UROP, then identify your faculty supervisor by typing their last name OR email address into the applicable fields and use the Lookup button to find their information. Your search will return a list of your faculty member’s authorized UROP departments for you to select. Pick the correct button for your UROP department, then click the Lookup button again to be directed to the rest of the application.

Step 2:

• Provide the following: the location of UROP (e.g. Bldg & Room #), the name and email address for your direct supervisor, if other than your faculty supervisor, your pay and or credit information (if known) and your project title. NOTE: all required fields are marked with an *.
• Upload a PDF version of your proposal or copy and paste the text of your proposal into the text box provided. See UROP Proposals for more information.

Step 3:

• Be sure to note whether you plan to travel beyond the local area for this UROP (present at a conference, conduct fieldwork, etc.).

• Review and save your application as a draft application, if needed. 
  NOTE: If you are unsure about your pay or credit information, it may be left blank, but your faculty member will need to provide it before it is submitted to UROP staff.

Step 4:

• Click Submit to Faculty. If your application is now under Faculty Review you have successfully submitted your application. If you are unable to Submit to Faculty you may need to submit an evaluation from a prior UROP.

To Withdraw/Cancel an Application

• If you have to cancel an application click on the “View your UROP applications. ” Then, select the application that you wish to cancel, by clicking the link on your faculty supervisor’s name.

• At the bottom of your application detail, you will see a Withdraw Application section complete with a text box in which you can supply the reason for canceling the UROP. Clicking the Withdraw Application button will cancel the UROP. If you have not already informed your faculty supervisor about the withdrawal please do so and submit any remaining timesheets or drop your credit UROP via Websis by Drop Date.

Understanding UROP Status Codes

Below you will find a list of the common status codes that you will encounter in the UROP system along with their equivalent meaning.

• Draft: You have created an online application, however, only you can see this application. In order to submit your application you must click Submit to Faculty.

• Faculty Review: You have submitted an online application for your faculty supervisor to review, but they still need to approve and submit it to the UROP Department Coordinator for review.

• Department Review: Your faculty supervisor has approved your application, but the UROP Department Coordinator still needs to approve and submit it to UROP staff for final review/approval.

• Admin Review: Your application is under review in the UROP office. There are also a number of sub-statuses that may appear for applications that are under UROP admin review; examples include:

• Review: info missing: Your application is missing required information (e.g. proposal detail, pay/credit information, etc.). Your application cannot be approved until this information is supplied. A member of the UROP staff will reach out to you for required application information.

• Review: travel forms missing: You indicated that you are traveling within the US or abroad for this UROP project and the required travel forms are not yet on file. A member of the UROP staff will reach out to you for required travel information.

• Review: evaluation missing: You have yet to submit a prior term UROP evaluation. Your application cannot be approved your evaluation has been submitted.

• Review: holding: Reasons for your proposal being in ‘holding’ can vary (e.g. UROP staff read your Direct Funding proposal, but are making funding decisions and are not yet ready to issue a decision, etc.).

• Approved: Your application has been approved for the term by your faculty supervisor, Department UROP Coordinator, and UROP staff.

• Returned/Rejected: Reasons for returning or rejecting projects can vary (e.g. denied UROP funding, you failed to correct required missing or incomplete application information, etc.), thus a number of sub-statuses will appear to explain the return/rejection in more detail. Example sub-statuses include:

• Returned: denied funding: Your request for UROP Direct Funding was not approved (an explanation is also provided to clarify on your application).

• Returned: info missing: You failed to respond to email requests to provide missing required information, thus the application was returned.

• Returned: evaluation missing: You failed to respond to requests to submit a required end of term UROP evaluation, thus the application was returned.

NOTE: When applications are returned, you must initiate a new application and resubmit it to change the funding type or correct errors/omissions. You can email UROP staff with any questions about returned applications.

• Rejected: Your application was rejected for one of two reasons; it was received late or the proposed research was deemed inappropriate for a UROP. The rejection reason will appear as a sub-status (e.g. Rejected: received late or Rejected: inappropriate, etc.).

• Cancelled: You submitted a UROP application for the term, but it has been cancelled for some reason (e.g. you notified UROP staff that you lack the time to complete the UROP, you have decided to switch to pay or credit, etc.). If a project is cancelled a sub-status will appear in parentheses to indicate the status of the application prior to cancellation; these will include:

• 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 (Draft): You cancelled your application before submission for faculty and department review.

• Expired: You created an application that never reached a final status (e.g. approved or cancelled) by the end of the term.

How to Report System Issues, Concerns, and/or Suggestions

• Please note: the system is NOT available between the hours of 1 a.m. and 5 a.m. EDT due to regularly scheduled server maintenance.

• Should you encounter any error messages when using the online system, please copy and paste the text of the message into an email to UROP staff at: urop@mit.edu, so that we can troubleshoot the issue and get you back online as quickly as possible.

• In addition, should you have any other system concerns or usability suggestions that you wish to share with our staff, do let us know.

Access your MIT Student UROP Homepage