1/18/16
REU (Research Experience for
Undergraduate Students)
Proposed New Process
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What is a REU Student?
§  Student participating in a REU (Research Experience
for Undergraduate Students) program during the
summer.
§  Specific REU program defines a REU student and
type of payment.
§  True REU programs are funded by NSF or other
Federal Agencies.
§  The stipend paid to REU students is not a salary or
wage for work performed.
§  Closely mentored independent research setting.
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REU Student Types at Mines
Mines’
REU
Students
Students
External
Students
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REU Student Types at Mines
•  Mines’ Students
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REU Student Types at Mines
•  External Students (Old Process)
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REU Student Types at Mines
•  External Students (New Process)
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REU Process
•  Mines’ areas involved:
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Actual REU Process Challenges
§  External REU Students had to be set up in Banner as
vendors for payment.
§ External REU Students would not get the access
needed in a timely manner.
§ External REU Students would not be in the system to
get building access.
§ CCIT would have to invest a lot of time to figure out
who these students were and what access to give.
§ Lack of information to get students in the system.

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Actual REU Process Challenges
§ Difficult for Research Centers and
Departments to track steps in the process.
§ Not one point of contact.
§ No easy way to know how many REU
Students on campus at any time.

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Actual REU Process for Mines’ Students
Paid Students:

(Grants, Fellowships, Faculty Research Development Accounts, or
Departmental Accounts)
§  Fellowship:
§  Fellowship Implementation Form. Paid through Financial Aid.
§  HR Form submitted at Student Forms and Routed through ORA.
§  System Access: Granted when HR Form is processed.

§  Research Hourly:
§  HR Research Hourly Form.
§  Paid Through time sheet.
§  System Access: Granted when HR Form is processed.

Process remains the same for Mines’ paid students.
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Actual REU Process for Mines’ Students
Non-Paid Students:
§ Non-remunerated
§  Non-remunerated Research HR Form.
§  System Access: Granted when HR Form is
processed.



Process remains the same for Mines’ non-paid students.
REU Proposed Process for External Visiting
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Students
(Changes in the Admissions and Registration Processes)

Paid Students:
(Grants, Fellowships, Faculty Research Development Accounts, or
Departmental Accounts)
§  Fellowship:
§  REU Fellowship Implementation Form.
§  Paid through financial aid with a direct deposit to the student
trailhead account.
§  1098-T Form will be issued as any other fellowship.
§  List of appropriate INDEXES will be provided to the office of
Financial Aid for external REU students.
§  Fellowship Implementation Form submitted at
REUforms@mines.edu and Routed through AA and ORA.
§  System Access: Granted when Form is processed.
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REU Proposed Process for External Visiting
Students
§  Research Hourly:
§ HR Research Hourly Form.
§ Paid Through time sheet.
§ System Access: Granted when HR Form is processed.
§  High School Students:
§  HR Research Hourly Form.
§  Paid Through time sheet.
§  System Access: Granted when HR Form is processed.


Process remains the same for external visiting Research Hourly and
High school students.
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REU Proposed Process for External Students
(Changes in the Admissions and Registration Processes)
Non-Paid Students:
§  Non-Remunerated
§  Non-remunerated Research HR Form.
§  System Access: Granted when HR Form is processed.







Process remains the same for external Research Hourly and High
school students.
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Step by Step REU New Process
1. Identify type of REU.
2. If it is not a Visiting Student “true” REU, then follow
process as usual.
§  HR Research Forms
§  HR Non-remuneration Forms.
§  Mines’ Fellowship or HR Research Forms.
3. Go through the specific application-selection
process depending on Center, Department or
Faculty Member inviting students.
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Step by Step REU New Process
4.  When REU students are identified and accepted the
following steps should be followed.
5. Send the filled and signed Research Education for
Undergraduate Students Fellowship Acceptance
Form to REUforms@mines.edu (Academic Affairs).


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REU Fellowship Acceptance Form
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REU Fellowship Acceptance Form
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Step by Step REU New Process
6. When prospect student signs this form, he/she will
be asked to fill out the REU Registration Request
Form at https://mines-uga.edu.185r.net/survey/?
id=141
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Admission’s REU Registration Request Form
Form’s locaBon:
hEps://mines-uga.edu.
185r.net/survey/?id=141

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Admission’s REU Registration Request Form
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Step by Step REU New Process
7. Students and Academic Affairs (AA) will get a
notification of completion of the REU Registration
Request Form.
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Confirmation Message from Admissions
Student and AA wil
receive a confirmaBon
email from admissions
aRer compleBng the REU
RegistraBon Request
Form.
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Step by Step REU New Process
8.  AA will notify Admissions to enter the student
information in Banner if the Signed REU Fellowship
Acceptance Form is already on file.
9.  A CWID number will be assigned to the student and
Admissions will enter the student information in
Banner.
10.  AA will provide the CWID number to the Department/
Center/Faculty member and REU Fellowship
implementation form should be created and sent to
REUforms@mines.edu.
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REU Fellowship Implementation Form
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Step by Step REU New Process
8.  AA will notify Admissions to enter the student
information in Banner if the Signed REU Fellowship
Acceptance Form is already on file. REU student will
be registered in a 0 credit no tuition course.
9.  A CWID number will be assigned to the student and
Admissions will enter the student information in
Banner.
10.  AA will provide the CWID number to the Department/
Center/Faculty member and REU Fellowship
implementation form should be created and sent to
REUforms@mines.edu.
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Step by Step REU New Process
11.  AA will receive the the REU Fellowship
Implementation Form and will route it to ORA
for Approval.
12.  When returned to AA with ORA approval, AA
will route it to Financial Aid to add funds to
student’s trailhead account.
13.  A letter will be sent out to REU Visiting
Students with instructions for account setup
before their arrival.
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Step by Step REU New Process
14.  CCIT will give access to REU Visiting Students.
§ Trailhead
§ Library
§ Rec Center (not paid for)
§ Housing (amount discounted from acount)
§ Blastercard
§ Building Access
§ Internet Access


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Thank You!
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