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Research Equipment Reserve Fund (RERF)
**Guidelines and Evaluation Criteria Updated November 2015
Current Solicitation: 2016
Award Announcement: Approximately April 2016
Research Equipment Reserve Funds (RERF) may be used to acquire, repair, renovate, or improve equipment directly used for research. The equipment may be inventoried capital equipment (technically defined as =>$5,000 per unit), or fabricated capitalized equipment.
Faculty are allowed to be the PI or Co-I on only one submission per solicitation.
Faculty members with the rank of instructor and above are eligible to serve as Principal Investigator (PI). Faculty with courtesy appointments may serve as Co-Investigator (Co-I) only. Research Associates, Postdoctoral Scholars and Postdoctoral Fellows are not eligible to serve as PI or Co-I.
The Research Council is interested in supporting new faculty. However, faculty with uncommitted Research Office start-up funds are not eligible for consideration as PI or Co-I.
For proposals listing multiple users who are not Co-Is, the PI must obtain a letter of endorsement (limit one page) which consists of a signed acknowledgement from each of the individuals listed stating that they have agreed to be so recognized and certifying that they have a legitimate need for the equipment being sought in the proposal.
The Research Office will now accept a maximum of three proposals from any college, provided that at least one of the three proposals lists Co-Is from multiple colleges. Individual colleges can select their own criteria for how they vet their proposals. However, if more than two (or three if one or more are multi-college) proposals are received, they will be returned to the Associate Dean of Research for further vetting. Proposals returned for further vetting will be given only a very narrow window for that process, so it is strongly recommended that applicants work with and through their Associate Deans to obtain prior approval for their submissions.
PIs and Co-Is may receive an award from the RERF program only one time in a 24-month period as the PI. PIs and Co-Is that have received RERF funding as the PI in Fall 2013, Spring 2014, Fall 2014 or Spring 2015 are NOT eligible to apply. PIs and Co-Is who apply after the 24-month period are only eligible if the required final report(s) from the previous Research Office Incentive Programs (GRF, RERF, or FRT) award(s) has been submitted (see "Other Requirements").
The Research Office will host only one RERF competition in AY2015-2016
Anticipated Funding for 2016: $400,000
Award amounts vary, but cannot exceed $100,000 (matching requirements vary).
Applicants will be notified via email of award decisions.
The Research Council will generally not recommend proposals for funding for equipment if the total acquisition costs are less than $10,000. For equipment costing more than $10,000, matching funds must be provided according to the rate table outlined below. Matching funds must be used for equipment acquisition. Note that funds originating from the Research Office (e.g. capital equipment start-up funding) cannot be used as a source of the required match. In addition, the program now caps Research Office RERF awards at $100,000. If total acquisition costs for equipment (including any shipping and installation costs IF those items are listed on the original invoice) exceeds $140,000, the investigator(s) will be responsible for identifying the source of those funds. Also note that any maintenance costs beyond the warranty period identified in the purchase agreement, building modifications, and training are not eligible for support from the RERF fund nor should the matching funds be designated as supporting these activities.
Total Acquisition Cost of Equipment
Required Minimum Percentage of Total from Departmental, College or External Sponsor Matching Funds
$10,000 to $40,000
$40,001 to $75,000
$75,001 to $100,000
Grant funds contracted through DOE National Laboratories and some types of EPA Cooperative Agreements may not be used as matching funds. These organizations retain ownership of equipment purchased with their funds, even if their investment is only a minor contribution to the overall purchase price.
The Research Office will accept one resubmittal of a denied proposal. The proposal will be deemed a resubmittal if the PI or Co-I requests a comparable piece of equipment, or if the request for a comparable piece of equipment comes from the same academic units (i.e., changing the listed PI on an RERF proposal will not, in and of itself, be sufficient to have it deemed as a new proposal). Resubmitted proposals must be accompanied by a letter, not to exceed one (1) page, explaining how the reviewers’ comments from the previous submission have been addressed. For resubmittals not accepted for funding, the proposers may submit, as a new application, a request for the equipment one year after the last rejection.
Use of Funds
The following provides common examples of eligible and ineligible items based on recent proposals submitted to this program:
Budget items ELIGIBLE for support
Budget items NOT ELIGIBLE for support
The Research Office Incentive Programs reviews all proposals for eligibility. Those requests that qualify are reviewed by two non-Research Council reviewers (possibly including individuals suggested by the PI) and one Faculty Senate Research Council member. The Research Council will provide a prioritized list of recommendations for funding to the Vice President for Research, based on the quality of the proposals as reflected in the evaluation criteria. The Vice President for Research will make all final award decisions based on the recommendations and available funds.
Proposals will be reviewed both by knowledgeable colleagues and by members of the Research Council. Reviewers will be asked to provide a summary recommendation for each proposal consisting of:
In addition, reviewers will be asked to evaluate proposals based on the following criteria:
The RERF application form is available in MS Word format (updated November 2015). If you are unable to access this form, contact the Research Office Incentive Programs at (541) 737-8390 or email Incentive.Programs@oregonstate.edu to request a hard copy. Please allow one week for delivery.
Complete all sections of the application form and follow submission instructions on the application form.
Incomplete proposals or proposals NOT following the guidelines (including spacing, font size, margins, and page limits) will not be considered for funding.
Award recipients (PIs and Co-Is) are required to submit a final report within six months of equipment procurement / repair / construction.
This final report will be posted on the Research Office website and will be archived such that future applicants and awardees will be able to access it as a source of reference. If there is a valid reason for not wanting the final report posted on the website, submit the justification (limit one page).
Award recipients (PIs and Co-Is) who fail to submit the required final report will be ineligible to receive future funding from the Research Office Incentive Programs.
The final report should contain the following information:
Submit the final report electronically to Debbie Delmore, Research Office Incentive Programs at Incentive.Programs@oregonstate.edu.
For More Information
Contact Research Office Incentive Programs at: | Incentive.Programs@oregonstate.edu| (541) 737-8390