OUR Conference Special Requests

Certainly! Every award is excellent recognition for the students but there are special considerations with creating and disseminating awards. Deadlines are:

• Fall Undergraduate Research Expo: July 1
• Spring Undergraduate Research Conference: November 15
• Summer Undergraduate Research Symposium: March 15 

Please contact the OUR and plan to discuss the following information: 

• How is the award funded? 
• Who is eligible for the award? (By discipline? By topic? By student characteristics?) 
• How will eligibility be determined? 
• How will recipients be determined? 
• If the OUR is collecting formal judging feedback, will you use these responses to determine awards? If yes:
  • Will the formal judging rubric suffice? 
  • Will you need additional data collection to determine award recipients? If yes:
    • Will your needs fit within the OUR’s data collection if a different process is required? 
    • Will you provide a pool of judges specific to this award?
  • Also note these expectations for use of formal judge feedback collected by the OUR:
    • Research programs seeking access to results need to identify their students (see accommodation at #3).
    • If the OUR is coordinating awards for academic units (typically fall and spring only) you must align the announcement of your award with the OUR's announcement of all other awards. 
    • You may not disseminate formal judge feedback or reporting to students or mentors (the OUR manages this process).

Of course! Instructors for these courses often have follow-up requests for lists of submissions or for judging results. To best accommodate these cases: 

DEADLINES: Fill out this form by:

• Fall Undergraduate Research Expo: July 1
• Spring Undergraduate Research Conference: November 15
• Summer Undergraduate Research Symposium: March 15

• The course listed in the presentation application: The OUR will list your course in the application.
• Access to submitted applications for review/approval: Every person identified as either a “mentor” or “other acknowledgment” can view each proposal in OURConnect. Only the primary mentor can approve an application.
• A list of the presentation schedule: If at least five presentations are identified as part of your course, then the OUR will provide a list to you approximately 3-10 days before the conference.
• Results of feedback from the judges: This feedback is shared only with presenters and their mentors. For presentations listing you as the mentor, the OUR will give you access to the feedback approximately 2-3 weeks after the conference.
  

ADDITIONAL TASKS FOR THE INSTRUCTOR:

• If presenting is a course requirement, integrate the presentation into the syllabus as a course assignment.
• Require the students who are completing the conference application to:
  • Select your course. 
  • Identify the instructor as either a “mentor” or “other acknowledgment.” People with these roles get access to review presentation proposals in OURConnect as they are submitted. 
• Submit a request for an OUR presentation (see topics), if desired, or refer your students to the OUR Seminars. 

MISSED THE DEADLINE? Instructors can still expect students to present at a conference; however, since the course will not appear in the application, the OUR cannot provide any reporting about your course.

Yes! If you expect five or more proposals from the program, then we can offer accommodations: 

DEADLINES: Fill out this form by:

• Fall Undergraduate Research Expo: July 1
• Spring Undergraduate Research Conference: November 15
• Summer Undergraduate Research Symposium: March 15

IF YOU MEET THE DEADLINE AND WANT:

• The program listed in the presentation application: The OUR will list your research program in the application.
• Access to submitted applications for review/approval: Every person identified as either a “mentor” or “other acknowledgment” can view each proposal in OURConnect. Only the primary mentor can approve an application.
• A list of the presentation schedule: If at least five presentations are identified as from your research program, then the OUR will provide a list to you approximately 3-10 days before the conference.
• Results of feedback from the judges: This feedback is shared only with presenters and their mentors. For presentations listing you as the mentor, the OUR will give you access to the feedback approximately 2-3 weeks after the conference.

• If presenting is a program requirement, integrate the presentation into your expectations as soon as possible.  
• Require the students who are completing the conference application to: 
  • Select your research program. 
  • Identify the program coordinator as either a “mentor” or “other acknowledgment.” People with these roles get access to review presentation proposals in OURConnect as they are submitted. 
• Submit a request for an OUR presentation (see topics), if desired, or refer your students to the OUR Seminars. 

MISSED THE DEADLINE? You can certainly still expect students to present at a conference; however, since the research program will not appear in the application, the OUR cannot provide any reporting specific to the research program. 

Yes! In general, any student can complete a peer evaluation of any presentation; however, if you will want any of the requests listed below, then you must provide the required information by the deadline. 

DEADLINES: Fill out this form by: 

• Fall Undergraduate Research Expo: September 1 
• Spring Undergraduate Research Conference: February 1 
• Summer Undergraduate Research Symposium: June 1 

IF YOU MEET THE DEADLINE AND WANT:

• Your course listed in the peer judge evaluation form: The OUR will list your course.
• A list of students from your course who completed the peer judge form: The OUR will compare your course roster to the list of peer judges and provide this list to you approximately 1-2 weeks after the conference.
• A list of students from your program who completed the peer judge form: The OUR will compare the identified list (Use this list template) you provide to the list of peer judges. Then, return to you a list who were peer judges approximately 1-2 weeks after the conference.
• Results of feedback from these peer judges: This request cannot be met. Feedback is shared only with presenters and their mentors. If you happen to be a mentor, you will receive feedback to your student presenter, but the peer judges’ identities are not provided.

• If providing peer feedback is a course requirement, integrate the presentation into the syllabus. 
• Consider adding a reflective assignment incorporating what students learned about conducting research, presenting research, and (if related) the research topics. 
• The OUR will send you an email with peer judging information for you to share with your students. Please plan to share this information approximately 1 week before the conference. 
• Please attend or register to judge! Your students’ experience will make more sense to you if you know what they experienced. 

MISSED THE DEADLINE? You can certainly still expect students to be a peer judge; however, we will be unable to let you know which students submitted the peer judging forms. We recommend you expect students to “self-report” their participation via a reflective assignment. 

Yes! Graduate students are considered “formal judges” (not peer judges) and they should fill out the formal judge application (for fall or spring; not currently applicable to summer.) If you want a report of your graduate students who participated, that requires a few steps:

DEADLINE: Fill out this form by:

• Fall Undergraduate Research Expo: August 5
• Spring Undergraduate Research Conference: January 5

• Your course/program listed in the formal judge application: The OUR will list your course or research program.
• A list of graduate students from your course/program who completed the judge evaluation: The OUR will return to you a list who judged approximately 1-2 weeks after the conference based on:
  • If a course, the OUR will compare your course roster to the list of formal judges, or
  • If a research program, the OUR will compare the identified list you provide (use this template) to the list of formal judges.
• Your graduate students to be recognized: The OUR provides formal judges with the option to download a personalized certificate approximately 3 weeks after the conference.
• Results of feedback from by your graduate students: This request cannot be met. Feedback is shared only with presenters and their mentors. If you happen to be a mentor, you will receive feedback to your student presenter, but the judges’ identities are not provided.

ADDITIONAL TASKS FOR THE INSTRUCTOR OR PROGRAM COORDINATOR:

• If judging is a course requirement, integrate the presentation into the syllabus or program expectations.
• The OUR will send information directly to judges approximately one week before the conference. Please remind students to review this information.
• Please also attend or register to judge! Your students’ experience will make more sense to you if you know what they experienced.

No. The OUR and the planning committee have several tasks to complete between the application deadline and the conference. We set the application deadline as late as we can accommodate, so the application deadline is firm. However, we can still work with you for limited application editing if:

• The application draft is submitted by the application deadline.
• Edits are made before the mentor approval deadline.
• The mentor still submits final approval by their deadline.

MISSED THE FALL OR SPRING APPLICATION DEADLINE? After the deadline passes, the OUR will open a "Final Call" application. For these submissions: 

• The full application and mentor approval is still required before presenting. 
• Only includes posters or virtual presentations.  
• Posters will be presented in a room adjacent to the research talks. These will not be judged.
• Virtual presentations will be available during the Spring Conference. These will be judged.
• Deadlines are: 
  • For virtual presentations: Determined each event, but before the YouTube link submission deadline. 
  • For posters: Either the date of the event or once the space is filled, whichever comes first. 
• They will not: 
  • Appear in printed programs nor in the online abstract booklet before the event. 
  • Be eligible for awards coordinated by the OUR.

Spring Final Call Session | Fall Final Call Session (to be created)

Yes! If you expect students to attend, then we recommend they serve as peer judges. (See the Special Request #4 above.) If you only want attendance tracked, then please do the following:

DEADLINES: Fill out this form by:

• Fall Undergraduate Research Expo: November 1
• Spring Undergraduate Research Conference: March 15
• Summer Undergraduate Research Symposium: July 15

IF YOU MEET THE DEADLINE AND WANT:

• A list of students from your course who attended: The OUR will compare your course roster to the list of attendees. Then, return to you a list from your course who attended approximately 1-2 weeks after the conference.
• A list of students from your program who attended: The OUR will compare the identified list you provide (use this template) to the list of attendees. Then, return to you a list from your course who attended approximately 1-2 weeks after the conference.

Note: The OUR cannot track attendance for virtual presentations.

ADDITIONAL TASKS FOR THE INSTRUCTOR OR PROGRAM COORDINATOR:

• Integrate the presentation into the syllabus if attendance affects course grade (e.g., as a course requirement or extra credit).
• Promote the conference and your attendance expectations to students.
• Remind students to bring their Purdue Mobile ID to the conference for check-in. Scanning their ID is the only way we will track attendance.

MISSED THE DEADLINE? You can still expect students to attend; however, you need a different way for students to “report” their attendance. For example, have students submit a selfie from the conference as part of a reflective assignment.

For each conference, the OUR always provides lists:

• “by Division” such as “College of X” or “John Martinson Honors College.”
• “by Program” for research programs that met the deadline to be listed in the application (see Special Request #3 above).

• We cannot accommodate requests for lists with fewer than ten people.
• All names used by the OUR will be based on names submitted to the OUR within the presentation application system.
• Fulfilling these requests are a lower priority than other pre- and post-conference tasks. These reports are not likely to be available until after the term ends; we appreciate your patience.

If you have a reasonable request for the day of a conference that is not mentioned elsewhere on this site, please fill out this form by the posted application deadline of each conference. The OUR will review each request and accommodate wherever possible within the framework of the conference space and time limitations.

Please note the following:

• Conference dates are scheduled up to five years in advance; these dates cannot be changed.
• The specific date and time for each presentation are determined by the OUR based on presenters’ availability within the application and space availability.
• Posters are sorted within each conference session based on last name of the first presenting author.
• If your request results in additional costs, such as space rental, you may be expected to pay for the additional costs.