URC Policies and Guidelines


Thank you for looking to the University Research Committee to provide seed funding for your research.  Below you will find important information regarding the current award cycle.  Please be sure to note policy changes, as well as, mandatory submission guidelines. 

Application Window for the 2020-2021 Award Year

  • URC Online Grant Application Portal opens October 21, 2019  –  Closes January 7, 2020.
  • Late Submissions - Applications not submitted by closing on January 7, 2020 will not be accepted for review.
  • Grant applications selected to receive URC funding will be announced and awarded in late Spring, 2020.

Application Policies and Guidelines

Eligibility

Only full-time Emory faculty* are eligible to apply for a URC grant.

The URC grant is valid for a period of 12-months from the time of award notification. Awarded applicants may apply for subsequent URC funding no earlier than three years following the initial award, provided the REQUIRED End-of-Award (EOA) report has been submitted.

The End-of Award (EOA) report is mandatory. Failure to submit the Report within 30-days following the end date of the URC grant will deem the award recipient ineligible to apply for another URC grant until the EOA report is submitted and accepted by the URC.

The University is responsible for tracking and reporting the impact of the significant total funds provided annually by the institution to underwrite these awards.  Therefore, a short follow-up questionnaire will be sent to all awardees annually for three years following the completion of the project.  Please complete and return the questionnaire within 30 days of receipt. 

* Post-docs, Fellows, adjunct, and part-time faculty are not eligible to apply for a URC grant.

Budget and Policies

Budget is not criterion for assessing the merits of an application; however, please ensure that all requested funding is appropriate for and aligned with the proposed research.

URC awards, available on a competitive basis, are short-term (12-month), non-renewable grants, capped at the amount specified in each category.  All fees and expenses must fall within the total dollar amount awarded, and must be spent within the 12-month award period.

Of Note

  1. Nothing that binds the University to a future expense or commitment is permissible;
  2. Nothing that could be construed as part of a faculty member's usual operating expenses is permissible (e.g., the purchase of a pc/laptop/tablet/cell phone; conference travel and/or attendance, regular salary/benefits, or any other regular operating expense not listed herein)
Allowable expenses
  • Course release (Eligible to Emory College and Oxford College full-time faculty, only); URC COURSE RELEASE FORM Print/complete a hardcopy of the form and include in the URC application pdf.  NOTE: DO NOT submit an online course release form.
  • Direct expenses for the currently awarded project;
  • The purchase of hardware or materials specific to the proposed research may be requested, in writing, to the office of the URC.  A clear explanation and justification as it relates to the proposed research must support the request.
  • Subcontracts (with justification) are accepted only with the following Emory affiliated entities:
    • Children's Healthcare of Atlanta (CHOA)
    • Georgia Tech Department of Biomedical Engineering 
  • Student Assistance - The URC, in consultation with the Provosts' Office and the Faculty Council, has instituted the following policy: 
Applicants may request funding for student assistance (including undergraduates, graduate students, and post-docs).
This is an addition to allowable expenses directly related to the currently awarded URC research project.  Costs for student personnel must be included in the overall budget that is  submitted as part of the application package.  It is incumbent upon the applicant to ensure that alternate funding sources will cover student compensation beyond the period of URC funding (as needed).

All policies apply to currently awarded URC grants and are not retroactive.

Non-allowable expenses include, but are not limited to:
  • Purchasing equipment of a sort involving normal operations (e.g., personal computers, standard laboratory equipment in the field);
  • Purchasing books or computer software, subscribing to professional journals;
  • Publishing costs of any kind;
  • All costs for conference attendance;
  • first/business class airfare
If you are unsure of an expense, contact the URC Administrative Coordinator.

Interdisciplinary applications may occasionally exceed the $40,000 cap in cases of unusually interesting and promising projects. Detailed justification to exceed the cap is required and must be submitted at the time of application.

No-cost Extension (NCE)

It is not standard practice for the URC to grant No-cost Extensions.  URC awards are small, non-renewable grants, designed to be completed within one 12-month time period, beginning to end; however, on occasion, additional time is needed due to extenuating circumstances* that may have hindered the completion of the project within the standard 12-month time period.  Upon approval by the URC co-directors, only one NCE (up to 6 months, maximum) is permitted for a project during the original 12-month award cycle.

*Extenuating circumstances are defined by the URC co-directors on a case-by-case basis.

The URC co-directors will consider written requests for No-cost Extensions to include the following:

  • Requested NCE date range (up to 6 months, maximum).  Include the begin and end dates.
  • Research progress - An explicitly detailed timeline of progress made on the current awarded project. Include the date research actually began.
  • A brief narrative stating the reason(s) preventing completion of the current URC project.  Include the awarded end date.  
  • A detailed justification for No-cost Extension request that includes a list of planned steps leading to the completion of the project by the end date of the NCE
  • If the original budget is reallocated or adjusted, include the new budget and a detailed justification for the budget changes.

No-Cost Extension Application form (available upon request).  Send the request to the attention of the URC Research Coordinator at urcappl@emory.edu.

Questions or Concerns
URC Administrative Coordinator:

All URC grant applications and supporting documentation must be completed and submitted for review through the online application portal. No exceptions.