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Following Up on a Proposal Decision
After the UAR office informs you of its decision, you will need to complete further steps to receive your funds and start your project. Approval does not guarantee reimbursement and your proposal may go unfunded if you fail to take these further steps.
If your proposal was denied, you should consider making an appointment later in the quarter to speak with UAR staff about your project. Start working with your mentor to rewrite your proposal for a future deadline.
If your proposal was placed on hold, we invite you to submit your revisions as soon as possible for potential approval. We will include some suggestions in our notice that your project is on hold. If you still have questions about our concerns, you may set up an appointment with us as well.
If your proposal was approved, you must, at a minimum, sign a Student Grant Contract and Waiver (available at the Sweet Hall 1st Floor front desk), and bring us a letter thanking the donor that made your grant possible (please review our guidelines before writing this letter). If your approved project uses human subjects, present the UAR office with evidence that your Human Subjects Protocol is approved by the Stanford Institutional Review Board (forwarding your protocol approval notice to vpue-research@stanford.edu is generally sufficient). If your project takes place off campus, you must demonstrate that you have fulfilled UAR pre-field preparation requirements. Specific pre-field preparations will be included in your grant approval email.
Getting Your Money
UAR funds successful grants through the Financial Aid Office. UAR does not print checks directly! Your check will be processed and mailed through Student Financial Services.
Checks are mailed to the address you have entered into Axess; it is your responsibility to make sure that this address is current. If you have direct deposit arranged with the University, your grant will be disbursed accordingly.
If there is a hold or balance on your University account, you will need to correspond with SFS to resolve the issue.
Spending Your Money
We require you to spend your grant funds in accordance with your approved budget. We ask that you track your expenses and save receipts for all project-related expenses. In some circumstances, UAR may ask for your receipts and/or expense records at the conclusion of your project.
As your project progresses, you may find it necessary to change your plans. Please inform UAR staff of these changes to avoid subsequent confusion!
Closing Your Grant
When your project is finished, you are required to close your grant with the UAR office by submitting a project abstract for presentation at SURPS. Space is limited, and not all abstracts can be accepted for poster presentation.
Please Note: If you fail to close your grant, UAR may place a hold on your University registration, graduation and official transcripts.