GENERAL OVERVIEW
What is the Research Excellence Fund (REF)?
The Research Excellence Fund (REF) is a Texas A&M University System–wide, competitive, merit‑based funding program designed to strengthen research capacity, foster collaboration among System members, and enhance competitiveness for major external funding.
How much funding is available through the REF?
The Texas A&M University System has committed $35 million annually (FY26), subject to annual approval by the Board of Regents.
Who administers the REF?
The REF is administered by the Office of the Vice Chancellor for Research with guidance from a System‑level advisory committee. Proposals are reviewed competitively and in alignment with System, state, and national research priorities.
ELIGIBILITY AND SYSTEM MEMBERSHIP
What is the definition of an “A&M System member institution”?
System members are defined by System Policy 02.04 and include 12 universities, 8 state agencies, and the System Offices. Colleges, departments, centers, and branch campuses are not separate System members.
Are Texas A&M System agencies (e.g., AgriLife Research, AgriLife Extension, TEES, TTI) eligible?
Yes. All System agencies are eligible System members and may serve as lead or collaborators, consistent with the applicable RFP.
Is Texas A&M Health (TAMU‑HSC) a System member?
No. TAMU‑HSC is part of Texas A&M University and is not a separate System member. Submissions must be routed through Texas A&M University.
Can external (non‑System) collaborators participate?
Yes. External collaborators may participate, but REF funds are intended to benefit A&M System members and generally may not be allocated directly to external institutions unless explicitly permitted by the RFP.
Who may serve as a Principal Investigator (PI)?
PI eligibility is determined by each institution’s internal policies. All proposals must be submitted through the appropriate Vice President for Research (VPR) or Chief Research Officer (CRO).
submission and limited submission process
How are proposals submitted?
All proposals must be submitted as a single PDF to ref@tamus.edu, following the formatting and content requirements in the relevant RFP.
How can programs be both “limited submission” and have rolling deadlines?
For the Faculty Hiring and Retention Program, Proposal Cost Share Program, and Faculty Fellowship Program, submissions are limited at the CRO level, not at the faculty level. The university CRO may submit proposals on a rolling basis, subject to any caps specified in the RFP.
Does “limited submission” mean unlimited proposals from a university CRO?
No. Each RFP specifies its own limits. For example, the Faculty Fellowship Program limits three lead proposals per university, approved by the CRO.
How does the limited submission process work for agencies (e.g., TTI, TEES)?
Agencies are included under Texas A&M University submissions and must coordinate through TAMU’s REF limited submission process.
COLLABORATION REQUIREMENTS
How many System members are required for collaborative programs?
For programs such as Collaborative Discovery Grants, proposals must include at least two System member institutions as substantive partners to the lead institution—that is, Lead + two additional System members (minimum of three total).
Can a PI participate in multiple REF proposals or tracks?
Yes. There is no limit on the number of proposals a PI may submit, lead, or participate in across REF tracks.
Can agencies count toward the minimum number of collaborators?
Yes. Each System agency counts as a separate System member for collaboration requirements.
BUDGET, ALLOWABLE COSTS, AND COST SHARE
Are indirect costs (IDC/F&A) allowed?
No. REF awards are direct‑cost only. Indirect costs are not permitted.
Is cost share required?
Cost share is not required for most REF programs but is strongly encouraged when it strengthens competitiveness. In‑kind cost share (e.g., tuition, salaries, facilities, equipment access) is acceptable.
Can REF funds be used as cost share for external proposals?
Yes. The Proposal Cost Share Program is specifically designed to support external proposals (e.g., DOE, ARPA‑E) that require cost sharing. REF cost‑share funds are released only if the external award is secured.
What happens if the external proposal is not funded?
If the external proposal is not awarded, REF cost‑share funds are not released. Institutions may reapply in future cycles.
GRADUATE FELLOWSHIPS PROGRAM
Must students already be doctoral candidates at the time of application?
No. Awards may be used to recruit and attract doctoral candidates, as well as to support current doctoral students.
Are U.S. citizenship or residency requirements required?
No. Citizenship is not a requirement.
Are Master’s students eligible?
No. Only doctoral students are eligible.
Are multiple universities required for Graduate Fellowships?
No. Collaboration is encouraged but not required.
How many years of support may be requested?
Fellowships are funded on a one‑year basis with options for renewal for up to four years, subject to continued funding and approval. Coordination with the VPR is required.
Do students need to be named in the proposal?
No. Students may be recruited after the award is made.
Are travel and stipends for external faculty mentors allowable?
These costs are not listed as allowable and should be considered as cost share if they benefit the program
FACULTY HIRING AND RETENTION PROGRAM
Are tenure‑track (but not yet tenured) faculty eligible for retention support?
No. Retention support applies only to current tenured faculty with external offers or significant risk of departure.
Must proposals be submitted by the VPR?
Yes. Submissions must be routed through the VPR/CRO. The PI on the account will be the faculty member being hired or retained.
Can proposals include multiple faculty hires or retention cases?
Yes, provided that specific faculty candidates are identified and can be hired or retained in unison.
What costs are allowable for hiring and retention?
Allowable costs include start‑up or retention packages (equipment, personnel, materials, travel), laboratory or studio renovations, salary supplements, graduate or postdoctoral support, and limited relocation or infrastructure costs. Cost share is strongly encouraged.
RESEARCH EQUIPMENT GRANTS
Are personnel salaries allowable?
No. Salaries for faculty, graduate students, postdoctoral staff, or administrative staff are not allowable.
Are service contracts, warranties, or required software allowable?
Yes. These costs are allowable if associated with the acquisition and operation of the equipment.
Are matching funds required?
No. Matching funds are not required but are encouraged.
EARLY‑STAGE RESEARCH DEVELOPMENT GRANTS
Can funds be used for preliminary or pilot data collection?
Yes. Collection of pilot data or preliminary experiments is an allowable cost.
Are graduate students or postdoctoral salaries allowable?
No. Personnel salaries are not allowable under this program.
Are external consultants or proposal development support allowable?
Yes. Technical writing, editing, and grant development support are allowable.
STRATEGIC RESEARCH INITIATIVES
Are international partnerships allowable?
Yes, if aligned with strategic priorities; however, partnerships within the A&M System are preferred.
Must funds be spent within a specific time frame?
Yes. All funds must be expended within 12 months of award, unless an extension is approved.
FACULTY FELLOWSHIP PROGRAM
What costs are allowable during cross‑campus visits?
Allowable costs include travel and lodging, research supplies, limited summer salary support (subject to institutional policy), facility access fees, and data acquisition costs.
Can funds be used for teaching buyouts or replacement instructors?
These costs are not listed as allowable and should be considered as cost share.
How long may a fellowship last?
The RFP does not specify duration. All funds must be expended within 12 months. Fellowships are non‑renewable, but faculty may reapply in future cycles.
REPORTING, COMPLIANCE, AND OTHER QUESTIONS
Are reports required?
Yes. Each RFP specifies reporting requirements and timelines.
Are there policies regarding use of artificial intelligence (AI) in proposals?
Yes. Investigators must comply with System and institutional policies governing ethical and responsible use of AI.
How can additional questions be submitted?
Questions may be submitted at any time to ref@tamus.edu. The FAQ will be updated periodically as additional guidance is issued.
This FAQ is intended to provide consistent, System‑wide guidance. In the event of any discrepancy, the applicable REF RFP governs.