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REP Guidelines

Research Enhancement Program Guidelines

I.  General Guidelines


A.     All full-time Texas State faculty members with continuing nine-month academic appointments are eligible to apply. Tenured or tenure-track faculty may apply as principal investigators (PIs) or co-investigators, (CIs).  Non-tenure track faculty must hold the rank of Senior Lecturer and may only apply as co-investigators with tenured or tenure track faculty.  Department Chairs, School Directors, Program Directors and Deans are not eligible to apply. The principal investigator and all other co-investigators must be employees of Texas State. Outside consultants are allowed, but must be paid for professional services as vendors.


B.     Faculty may submit only one proposal whether working alone or as part of a group. Proposals will be reviewed in the PI’s academic college.


C.     An individual serving as either PI or CI may not be awarded REP funds in consecutive years. In addition, any prior REP grantees with delinquent final reports are not eligible to apply. 


D.     The maximum award level for individuals applying for grants is $8,000. Collaborative projects involving two or more eligible faculty may be awarded a maximum of $16,000. In collaborative proposals, the applicants must designate only one PI, as this will determine which College Research Enhancement Committee (CREC) will review the proposal.


E.     Salary stipends may not exceed $8,000 and may be requested only for summer months.  The combined summer teaching salary (if any) and REP salary stipend may not exceed one-third of the applicant’s nine-month salary.  Faculty on developmental leave may be funded, but a salary stipend can only be paid during the summer months.  Lump-sum payments are allowed as long as they do not constitute pay-above-base.


F.     The total available REP funds will be divided proportionately among the seven academic colleges so that each CREC will have a specific amount allocated to it for distribution to its faculty as a single pool of funds.  The amount of funds allocated to each college for distribution to its successful applicants in a given fiscal year is defined as the actual requested amount to each college.  The funding rate will be determined by dividing the total available REP funds by the summation of the actual requested amounts for all colleges.


G. The following activities are not fundable: 

  • Research associated with the completion of the applicant's master's thesis or doctoral dissertation
  • Faculty education or training not directly relevant to the research project
  • Course or curriculum development projects
  • Travel to conferences


H.     Recipients of REP awards must submit a written final report by June 1 following the grant termination date (see section IV). The report is a summary of the project’s accomplishments highlighting any publications, presentations, and external grant proposals that result from the REP award.  Faculty may not submit new REP proposals unless reports from past grants have been submitted.


II.  The Application Process


The Research Enhancement Program application consists of the following items.  You may direct questions to: research@txstate.edu or mb29@txstate.edu


A.  Application 

Faculty must use the online submission process provided on the REP webpage, www.osp.txstate.edu/REP. Click on the menu bar tab titled "Research Enhancement Program Application" to begin the process. Complete the section for each tab at the top of the page (PI information, Previous REP Grants, Docs/Travel, Wages/Salaries and Expenses/Purchase).


B.  Abstract

On the application page, provide a 150-250 word abstract that summarizes the project.


C.  Proposal narrative

A narrative description of the proposed study, up to five pages in length, double-spaced in 12-point Times font with one inch margins.  Any references should be included in the five-page limit, but may be single-spaced.


The narrative must include:

  • An introduction including literature citations (if appropriate) and statement of hypothesis or purpose
  • A specific explanation of the project's methodology detailing project design, data collection/analysis procedures (if appropriate), etc.
  • A description of the project that emphasizes its creativity, importance to the applicant’s field and personal scholarly/creative development, and that states the qualifications of the applicant(s) to conduct the project, including having access to necessary resources (e.g. library archives, instrumentation). The presentation of ideas should be effectively organized, professionally presented, written in a manner that reviewers from outside the field will understand. 
  • A detailed budget justification (separate from the budget page), especially important for equipment and travel
  • An explanation of the explicit roles of each applicant if there are multiple investigators


The narrative must be combined with the vita described below as a single PDF and be uploaded by clicking the "Narrative/Vita Upload" link on the menu bar.


D.   A two-page maximum vita, single-spaced in 12 pt. Times font with one-inch margins, for each applicant that summarizes the applicant’s research, and scholarly/creative activities. 


     The PI vita must indicate specific outcomes (publications, creative works, presentations, proposals, awards, etc.) from REP grants received in the past (up to five years if applicable). An extra page for the vita is acceptable for this purpose. The vita(s) must be added to the end of the narrative so that both comprise a single PDF.  For individual applications, the maximum number of pages in the narrative/vita is eight.  For collaborative projects, up to two additional vita pages per applicant are added to this total. 


E.   The complete application may be viewed by clicking on the View Application tab at the top of the screen on the far right.  The cache on the web browser should be cleared in order to see the most recent document. 


F.   The application must be completed using the online application system and submitted by the due date posted on the REP homepage and specified in the annual fall program announcement.   


III.   Review Process


Proposals are peer-reviewed by each College’s Research Enhancement Committee (CREC), made up of elected department/school representatives.  In instances where the department does not provide an elected representative, the chair of the URC, in consultation with the department’s senator or senate liaison and CREC chair, will recruit a suitable representative.  Departments must also designate an alternate representative to the college review panel. The CREC application reviews guide the University Research Committee (URC), comprised of a tenured representative appointed by the Faculty Senate from each college, in recommending applications to the Faculty Senate for funding.


A.  Each CREC will examine proposals to determine whether or not the guidelines have been observed.  Incomplete applications or applications that do not conform to these guidelines, including formatting specifications, will not be reviewed. 


B.   Five bonus points will be added to the evaluation scores for first-time tenure track assistant professor applicants who are principal investigators. 


C.   Collaborative proposals from faculty in different colleges will be reviewed by the CREC in the principal investigator’s college. A principal investigator must be designated.


D.  Four essential aspects of all proposals will be evaluated and given a numerical score.

The evaluation areas and their maximum point values are as follows:

1.   Introduction (statement of objectives and/or research questions) (10 pts.)

2.   Methodology (project design) (25 pts.)

3.   Quality of proposed project (creativity, organization and presentation of ideas, importance to field, access to resources) (55 pts.)

4.   Budget request detail and justification (10 pts.)

Refer to the evaluation instrument for your college for more specific requirements.  


E.   After all proposals from a college are discussed and numerically scored, the CREC will rank the proposals in descending numerical order and fund individual proposals until the college allocation of funds is depleted.  In general, the highest rated proposals within a college should be fully funded.  At the discretion of the CREC, budgets may be adjusted in the lower-ranked proposals that are deemed worthy of funding, resulting in partial funding of those projects.  The CREC will resolve any tied scores at the funding cut-off point. 
After decisions are made at the college level, each CREC chair will submit the numerical evaluation forms, proposal rankings within the college, and recommendations for funding to the URC chair and REP Director. The URC will oversee each college’s recommendations and will resolve any conflicts.


F.  The URC may examine proposal budgets and amend them according to the recommendations of the CREC. After the URC has approved each CREC’s funding recommendations, it will submit its recommendations to the Faculty Senate for final approval.


G.  The roster of successful applicants will be posted by OSP on the REP website. Unsuccessful applicants are encouraged to contact their CREC chair to discuss their proposal review scores and ways to improve their proposals for future submission. 


H.   Department chairs/school directors will be notified of the Research Enhancement Grants awarded to faculty in their units.  PIs should meet with their chairs/directors to apprise them of the impact the grant will have on equipment or other unit resources and/or summer teaching schedules.


IV.   Post Award Guidelines


A.   Where appropriate, applicants are expected to consult their college dean to ensure that proposed projects will conform to university intellectual property policies. [Refer to the Faculty Handbook, General University Policies, "Faculty Earned Royalties" and to Regents' Rules and Regulations, Chapter III, Section 10 (3).]


B.   Any research involving human or animal subjects must be approved by the Internal Review Board (IRB) and the Institutional Animal Care and Use Committees (IACUC), respectively, before a grant account can be set up.


C.  If faculty PIs or CIs wish to monitor grant activity (viewing budget to actual reports or approving requisitions) they must submit an SAP Financial Security Authorization form. Those seeking this authorization will be contacted by the SAP Training Team and may be required to attend specific training sessions.




Department chairs/school directors will be assigned the purchase/requisition approver role on grants in their departments so that they can assist faculty in administering the grants.


Departmental administrative assistants will perform other functions such as payroll approval, budget transfers and purchase requests. Therefore, the PI must sign a Security Authorization form delegating those duties to the administrative assistant.


All of the funds will be initially posted into M&O, but may be transferred to other budgetary lines such as faculty salaries, graduate student stipends, etc.


All Personnel Change Request forms (PCR’s) for designating summer salary for faculty, graduate student stipends and hourly wages must be forwarded to the REP Director, JCK 489, for approval.  The REP Director must also approve requests for payments to human subjects, but travel reimbursement requests do not require REP Director approval.


Faculty members will provide typed and signed memos to their chairs and administrative assistants that indicate specific purchase requisitions, budget transfers, or performance of other types of allowable transactions. 


D.   The budget period for Research Enhancement Program grants is 12 months from the date that the grant account becomes active. If exceptional circumstances arise, an extension may be requested from the REP Director and approved by the Associate Vice President for Research.


E.  All equipment purchased with REP funds is the property of the university. Equipment is not to be considered for the grantee's exclusive use once the grant research is completed.


F.  Faculty members receiving a Research Enhancement Program grant are expected to serve as continuing faculty members at Texas State University for the duration of the grant period.  If the employment status of the faculty member changes during the grant period, the faculty member should immediately notify the REP Director of the change.  The grant account will be inactivated on the last day of employment and any unexpended funds will be returned to the Research Enhancement Program for future allocation.


G.  Recipients of awards must submit a written final report to the REP Director by June 1 following the termination date.  The final report is a summary of the project accomplishments highlighting any publications, presentations and external grant proposals that result from the REP. Faculty are not eligible to apply for REP grants until reports from past grants have been submitted. The terminal report template can be found on line at: https://www.osp.txstate.edu/REP/terminalRpt.php


Office of Sponsored Programs

JC Kellam, Room 489; Phone: 512-245-2314; Fax: 512-245-3847