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Criteria for Proposal Evaluation

Notice of Award

Principal Investigators will be notified in writing of an ORG award on or before the 20th class day of a new academic year. Notification will include the award budget and new account number. The PI will be responsible for completing final account setup processes with Business Services. A copy of the award notice also will be sent to the PI’s department.

ORG Accounts

Individual ORG project accounts are restricted for use toward the URC approved project and cannot be used to support other activities.

All funds allocated to a project by the URC must be spent or encumbered by the end of the fiscal year in which the award was made. Accounts will be closed to new expenses on August 15 and remaining balances will not carry forward.

Principal Investigators are required to notify the URC Chairperson if and when it is determined by the PI that all or part of the grant will not be used.  Funds not spent or committed by July 1 of any fiscal year are subject to recapture by the URC.  Recaptured funding may either be reallocated to other current awardees or utilized to cover other research infrastructure needs. Approximately three months prior to the end of the funding period, the URC Chairperson will audit ORG accounts and poll awardees regarding the disposition of unencumbered funds.

PI Salary

For those proposals that include PI salary, the salary will be paid following standard payroll practices. The URC Chairperson, in consultation with the PI’s department, Academic Affairs, and Business Services, will arrange for payment of salaries allocated from ORG funds. Awarded salary will automatically become a portion of summer payroll and will not post to the PI’s project account.

Other Personnel

Others authorized for employment under the grant must be hired using procedures defined by Employee Services. No one will receive pay from an ORG account until all required documentation is complete and permission to hire has been approved by Employee Services.

Supplies and Equipment

For equipment and supplies that cannot be provided by the PI’s department, proposals may include descriptions and appropriate amounts. The purchase of these items must follow standard purchasing guidelines provided by Business Services.


Where travel is involved, the PI must submit travel requests through normal university channels and project travel must be billed to the PI’s ORG account number.

Required Reports

Progress reports for work completed are due by December 15 and May 15. A final project report is due on or before September 15 following the period of the grant award. Progress and Final Report forms can be requested from the URC Chairperson. If work on the project has not been completed by the Final Report due date, PIs must submit a progress report at that time and one every three months thereafter until a Final Report is submitted. Additionally, PIs must submit copies of resulting publications, presentations, or other scholarly works to the URC when they become available. The URC reserves the right to disregard future grant applications until all required reports are submitted.

Project/Budget Modifications

Deviations from the proposed project methodology or awarded budget allocations must be requested through and approved by the URC Chairperson. Work on the project must be suspended until the modification request is either approved or denied. The URC Chairperson will notify Business Services of approved budget modifications.


All publications and professional presentations resulting from research or scholarly activity and supported by ORG funds must acknowledge that the effort was supported by a Tarleton State University Organized Research Grant.

Copyrights, Patents and Intellectual Property

Research or other scholarly work potentially resulting in commercialized products or for-profit intellectual property are governed by Texas A&M University System Policy 17.01.