Frequently Asked Questions
about the TxDOT Research Program
Q. Who
is the University Liaison and what is their role?
A. The Contracts Manager at CTR is the designated university liaison between the university and TxDOT’s research program. Each university involved in TxDOT’s research program names an individual to serve as a liaison between TxDOT and the university for research-related correspondence. This individual is referred to as the University Liaison and RTI directs all routine program-level communications to that person including requests for proposals, executed project agreements, requests for modifications, lists of overdue project reports, notification of approval or disapproval of travel and equipment purchases. Further information regarding the role of the university liaison can be found in the RTI Manual on pages 2-17 to 2-18.
Q. Does
RTI accept unsolicited proposals?
A. No, RTI does not accept unsolicited proposals. The University must submit proposals to RTI in response to a Request for Proposal (RFP) through the University Liaison.
Q. Why
are pre-proposal meetings important?
A. Pre-proposal meetings are scheduled by the TxDOT PDs and PCs to give researchers an opportunity to discuss specific elements of the project statement and to find out what TxDOT is really looking for, which may not be clearly defined in the project statement. It also gives researchers an opportunity to get to know the PDs and PCs who will make final decisions on the competitive proposals.
Q. Can
funds be moved within a project budget from one cost item to another?
A. Yes, as long on the bottom line of the budget does not change
Q. If
equipment or out-of-state travel are included on an approved project
budget, do I still have to get specific approval from TxDOT prior to
expenditure of funds?
A. Yes. Out –of-state travel requests need to be sent through CTR to RTI for approval. RTI requires that out-of-state travel requests be received no less than 10 full working days prior to travel. RTI makes no exceptions to this rule. The current TxDOT Out-of-State Travel Request form can be found on the CTR website under the Contracts section.
1. The item(s) is listed specifically on the approved Itemized Budget for the project, or
2. The university receives written approval from RTI, upon the Project Director’s recommendation, prior to the purchase. Please refer to the RTI Manual, 10-4 through 6 for additional information regarding equipment.
Q. Can
I go to TRB (or any other conference) and charge it to my research project?
A. Possibly, and then only if a paper is being presented that is based on the work conducted on the project to which the travel costs will be charged. RTI pays close attention to the number of days of travel a researcher requests to attend any conference. If a paper is being presented on Wednesday, don’t ask TxDOT to pay for a trip that will begin on Saturday and end the next Friday.
Q. Can
I get an extension of my termination date on an already-terminated project?
A. No. Once the project is terminated, it is too late to request an extension.
Q. Can
I get an extension on my deliverables due dates?
A. A researcher can request a due date extension for any deliverable that is not currently overdue. All requests for due date changes must be coordinated through the CTR Contracts Office.
Q. When
are semi-annual reports due for my research project?
A. Semi-annual reports are due March 1 and August 1 and must be coordinated through the CTR Contracts office.
Q. Who
is responsible for submitting the semi-annual report for a joint project?
A. In the case of a joint project, the project’s Research Supervisor, typically from the lead university, is responsible for submitting a semi-annual report that covers activities at all institutions involved in the project.
Q. If
I request a modification to my project on my semi-annual review, will
it get done?
A. Not necessarily. You need to follow up with a conversation with your PD. If your PD agrees to the modification request, then he/she will send justifications for those modifications they support to RTI by April 1, either as part of their comments on semi-annual reports or separately. RTI will issue a formal modification request to the CTR Contracts office who will contact you regarding changes to your project agreement.
Q. If
my research project is more than one year, will the funds carry over
from one fiscal year to the next?
A. No. Funds do not carry over from one fiscal year to the next on a TxDOT research project. Project budgets are established from separate funding available for work performed in each fiscal year.
Q. What
happens if a project loses its Research Supervisor (RS)?
A. A change in the project’s Research Supervisor must be formally submitted to RTI through the CTR Contracts Office to approval in the form of a project modification. The modification should identify the recommended replacement and be accompanied by the replacement’s biographical data. RTI will seek approval for the replacement from the project’s PD and PC and respond to the research agency.
Q. Who
serves as the Research Supervisor (RS) for Joint Projects?
A. On projects where multiple universities are involved, one university will serve as the lead university and that university’s PI (Principal Investigator) will be the RS for the entire project. This RS has overall project authority and primary responsibility to TxDOT for ensuring that the project is well coordinated and is conducted in accordance with the project agreement.
Q. Do
I need TxDOT’s approval to use a questionnaire or survey in the field?
A. A preliminary copy of all questionnaires and surveys prepared as part of a research project must be submitted to RTI, before being used in the field. RTI coordinates review and approval by the Project Director, and responds to the university.
Implementation Projects
Q. What
is an Implementation Project?
A. Implementation projects stem from products delivered from TX Dot’s research program. They become eligible for implementation funding when they are complete and ready for integration in the department operations.
Q. Can
an Implementation Project be modified?
A. Yes. The RTI Director is authorized to approve modifications not exceeding 25% of the approved budget or $100,000, providing that the additional funding is needed to complete the project objectives approved by the ROC.
Subcontracts
Q. Can I
have a subcontractor on my Research Project?
A. Yes, the University must receive prior written concurrence from the Research Office for any subcontracts. Usually this is due through approval of the project budget with the subcontractor listed in the appropriate area.
Ownership of Data
Q. Who
owns the information developed under any Project Agreement?
A. The ownership of all information developed under any Project Agreement under the CRIA is vested jointly in the University and TxDOT. To the extent authorized by the Texas Public Information Act, neither oral nor written releases containing the information developed will be made prior to acceptance and approval of the report due under the PA without approval of the information by the University, the Research Office and other project sponsors.
Copyrights
Q. Can
I copyright my material?
A. The university is free to copyright all materials (including software) which are developed in the course or pursuant to the agreement. The University grants TxDOT an irrevocable, non-exclusive, nontransferable and royalty-free license to use, reproduce, publish, review, make deposition of, prepare derivative works, distribute to the public and to perform and publicly display and authorize others to do likewise for or on behalf TxDOT according to law, any material (including software) that may be developed as part of the work under this agreement.
TAP Members and RMC
Meetings
Q. If
I am an approved TAP member, can I charge my travel to attend RMC meetings
to the TAP Project Agreement?
A. Yes, if you are an approved TAP member, or a university selected alternate researcher, attending functions relating to TAP and Research Management Committee (RMC) meetings, you can charge your travel to the TAP Project Agreement. Funding is made available by TxDOT under this agreement to reimburse the university for costs associated with TAP member or alternate researcher travel. The funding is available to the university on a reimbursement basis and is not intended as separate funds to be provided directly to the participant. Please contact John Ermis at 2-3112 for TAP agreement account number for RTA.