For Payroll Coordinators:
Using the Online UROP System
The UROP application process is online. Note: students must initiate online applications no later than 5 PM on the posted UROP deadline for the given term/mode of participation.
Comprehensive instructions to help you navigate the online UROP system, can be found below, including:
Your homepage displays options to:
- View recent approved or cancelled paid UROP projects
- Search paid UROP records for your department, and
- Run various reports on paid UROP participation
Students receive emails alerting them of the need to see you for payroll processing. You will also be able to view the required payroll information for your students from your UROP homepage.
- If any of your department's paid UROPs have been approved and/or cancelled in the last week. To access these proposals, click the Recently Approved/Cancelled paid UROP projects link, which will provide you with a list of students recently approved/cancelled. You will see a message that notes the number of proposals with changed statuses under this header as well.
- Click on the student's name to view their project detail, which lists their term pay information, including stipend amount, hourly rate, and account number(s) that will be fed to the SAP payroll system for you to process activations. You will activate approved students on the MIT payroll using the Hourly Student Appointment (HSA) application and enter/approve student time within the SAP Payroll system.
To look up current and past paid UROP projects supervised by faculty in your department, simply click on the Search UROP records link. This will bring you to a search page that will allow you to search for paid projects by student and/or faculty member name, student ID, term, application status, and a number of other options.
From this page, you can elect to view query results as a query list, as student or faculty contact information only, or as a student or faculty email list.
In addition, you may choose to export your results in either Excel or XML format.
You may have the need of various reports that detail paid UROP participation in your area. The UROP Reports section of the database provides you with online access to departmental status reports.
- To obtain up-to-date paid reports for your department, simply click on the Request UROP Reports link.
- From the Reports page, you may either select a term-specific Direct Funding (paid by UROP) or Sponsored Research (paid by faculty/dept. funds) report by selecting the term and UROP department form the available dropdown lists.
NOTE: Once the given report is produced on screen, you may choose to download the report in Excel or PDF format. These options appear at the bottom of the on screen list next to "Export Options."
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 is still reviewing the application and still needs to submit it to the department for coordinator review.
- Department Review: Student has submitted an online proposal, his/her faculty member has approved it, but the department coordinator is still reviewing it and needs to submit it to UROP staff for final review/approval.
- Admin Review :Student has submitted an online proposal, his/her faculty member and department coordinator have approved it, and it is now being reviewed by UROP staff. There are also a number of sub-statuses that may appear for application that are under UROP admin review; examples include:
- Review: signature missing: Student submitted a paper application or a combination of an online and paper application that is missing a required approval signature.
- 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: need off-campus form: Student indicated that s/he is working off-campus, so we require that they complete an off-campus form with our staff in Room 7-104.
- Review: travel forms missing: Student indicated that s/he is traveling within the US or abroad for this UROP project and the required travel forms are not yet on file. Students cannot be approved until all required travel forms are submitted.
- Review: evaluation missing: Student has yet to submit a required end of term UROP evaluation from a prior UROP, thus the application cannot be approved until it is received.
- Review: holding: Reasons for proposals being in 'holding' can vary (e.g. UROP staff read the Direct Funding proposal, but are making funding decisions and are not yet ready to issue a decision, etc.).
- Approved: The student's proposal has been approved for the term by faculty, department coordinator, and UROP staff.
- Returned/Rejected: Reasons for returning or rejecting projects can vary (e.g. denied UROP funding, student 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.
- Returned: denied funding: student's request for UROP Direct Funding was not approved.
- Returned: info missing: student never responded to requests to clarify missing required information, thus the application was returned.
- Returned: evaluation missing: student never responded to requests to submit a required end of term UROP evaluation, thus the application was returned.
- Rejected: Student's 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: Student submitted a UROP application for the term, but it has been cancelled for some reason (e.g. lack of time to complete the UROP, s/he 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.
- 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): 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, s/he must initiate a new application and resubmit it to change the funding type or correct errors/omissions. Students will not be able to initiate a new application after the UROP deadline for the given term has passed.
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 other error messages when using the online system, please copy and paste the text of the message into an email to UROP staff at: firstname.lastname@example.org, 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.