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University of Wisconsin–Madison

Research Core Revitalization Program (4)

Please read all the instructions and the FAQs before starting an online application.

About the Initiative:

The Research Core Revitalization Program (RCRP) is an initiative to strengthen campus research core capacities by supporting the upgrade, replacement or duplication of heavily used shared research resources. Shared instruments, equipment and other resources play a critical role in research across the university and typically have a limited lifespan.

Although essential and highly used, these critical resources may not be eligible or competitive for federal and other external grant programs targeting new capabilities and technologies. Researchers across campus depend on the shared resources managed by cores, and investment in renewing these capabilities ensures the continuity and productivity of our research enterprise.

The RCRP was first launched in fall 2019, and the most recent round was offered in fall 2023. Over 40 projects have been awarded to date. For more information on the projects that were funded, see: https://research.wisc.edu/funding/past-research-funding-initiatives/.

The Research Core Revitalization Program is supported by the Wisconsin Alumni Research Foundation (WARF) and will typically provide funding for one year. Proposals must be submitted by a lead Principal Investigator (PI) associated with a research core facility or program in any division. Academic staff and Clinical Health Science (CHS) faculty are invited as co-investigators, and collaborative proposals are encouraged. An investigator can be a lead PI on only one proposal, but co-PIs may participate in more than one proposal.

Funds may be requested for instruments, equipment, or other shared resources housed in a research core. Eligible costs include upgrading existing resources, replacing aging resources, or duplicating oversubscribed resources. Continuing or operating costs (including staff labor and laptops) are not allowable under this program. Requests for common, minor, or routine laboratory equipment (freezers, for example) are discouraged. Cost sharing by the core, unit, department or college is required. The cost share should be for direct project expenses and not for general operations or previously incurred expenditures.

The Research Core Revitalization Program is facilitated by the OVCR with support from the Wisconsin Alumni Research Foundation (WARF). Each award will be in the range of $100,000 to $500,000 for direct costs.

Deadlines and key dates:

Applications are due no later than Friday, February 20, 2026, at 4:30 PM. Award notifications will be sent in June 2026 with funding to begin on July 1, 2026. The standard duration of the grant is July 1, 2026–June 30, 2027. Award recipients will be asked to complete a brief report at the end of the grant period and for the first two years following the award period (2027-2028 and 2028-2029).

Eligibility:

  • A proposal must be initiated and submitted by a lead Principal Investigator (PI).
  • The lead PI must be a tenured or tenure-track UW–Madison faculty member, or a researcher with permanent PI status. The lead PI should be associated with the core as a user, leader, or subject expert. An investigator can be a lead PI on only one proposal.
  • Co-PIs can be a tenured or tenure-track UW–Madison faculty member, a Clinical Health Science faculty member, a researcher with permanent PI status, or an academic staff member. Co-PIs should have subject expertise and a leadership role in the core. A Co-PI may participate in more than one proposal.

 

Requirements:

  • Part of a core: The instrument, equipment, or resource must be housed and operated on the UW–Madison campus as part of a campus research core listed in the Research Core Directory online database (http://resources.research.wisc.edu/). Cores may request inclusion in the Research Core Directory by contacting Sarah Brodnick, Campus Cores Facilitator, Office of Campus Research Cores (skkorinek@wisc.edu).
  • High usage: Evidence of high usage over a meaningful time period through reservation records, service requests, or other appropriate logs must be provided.
  • Wide user base: Evidence of a wide and strong user base, representing multiple departments or colleges, must be included.
  • Integral to grants: The role of the resource in supporting ongoing grant-funded work must be highlighted. In addition, the importance of the resource in grant applications for recently hired faculty should be apparent.
  • Broad access: The research core should demonstrate broad accessibility to campus researchers.
  • Strong investment: A record of strong and continuing investment in the core and resources should be provided.
  • Sustainable plan: The core should provide a plan to ensure the sustainable, efficient operation of the resource within a fiscally sound framework that includes appropriate user fees.
  • Statements of support: The application should be supported by statements from key researchers, with a commitment for matching funds from the core director, department chair, college or school dean, and/or other stakeholders.

 

Application Instructions:

Please apply electronically through the online application hosted by the Office of the Vice Chancellor for Research at https://vcr-uwmadison.smapply.io/. Log in using your UW–Madison NET-ID and password. Select the “Research Core Revitalization Program 4” program tile. Click “Apply” to start a new application.

Some Key Tips:

  • The lead PI must initiate the application in the on-line process. To give the submission a name, please indicate the PI’s last name and the PI’s first name (e.g. Smith Jane).
  • The PI can invite additional collaborators (writers/editors) to fill out the application form. However, the lead PI who initiates the application must also be the person that ultimately submits the application.
  • The online form will ask the writer to supply information on the items outlined below as “Key Tasks.”
  • Remember to scroll down to select “mark as complete” at the bottom of each completed page.
  • The list of tasks to be completed will be located on the left-hand portion of the screen. You may need to scroll down to see all of them. To edit each page, go to the three dots at the top right-hand portion of your screen.
  • When creating and uploading documents, use Arial 11 pt. font wherever possible.
  • The PI will be able to select “review” and download a copy of the proposal before final submission.
  • The PI will also have the option of downloading the entire application document after submission via “My Applications” at https://vcr-uwmadison.smapply.io/.

 

Key Tasks:

1. Descriptive Title

Provide a short title that includes the shared resource and purpose (e.g., Replacement for Workhorse Scanning Electron Microscope for Nanoscale Imaging).

2. Provide Information on Lead Principal Investigator (PI) and Co-Principal Investigator

Describe the skills, knowledge, and expertise of the applicants to support the shared resource and users. Upload one PDF that contains a short biosketch or CV for the principal investigator and Co-PI. Biosketches and CVs must not exceed 5 pages each.

  • Lead PI: A tenured or tenure-track UW–Madison faculty member or a researcher with permanent PI status. The lead PI should be associated with the core as a user, leader, or subject expert. An investigator can be a lead PI on only one proposal. The PI must be the one to initiate and submit the proposal.
  • Co-PI: (Optional) A tenured or tenure-track UW-Madison faculty member, a Clinical Health Science faculty member, a researcher with permanent PI status, or an academic staff member (including research professors). The Co-PI should have subject expertise and a leadership role in the core. A Co-PI may participate in more than one proposal.

 

3. Provide a List of Co-Investigators (optional)

List up to four additional faculty members or academic staff who will participate in the project (a maximum total of six team members).

4. Provide Information about the Core for which the Funding is Requested

  1. List the Core’s name
  2. Identify the school/college/division the Core is associated with
  3. Provide the unit and/or department the Core is associated with
  4. State the Core’s research mission
  5. Summarize the Core’s capabilities and services
  6. Provide any additional relevant information about the Core
  7. Have you (or has someone affiliated with the Core) previously submitted a proposal to the RCRP? (Yes/No)
  8. If yes, what was the funding outcome? (Awarded/Not Awarded)
  9. What was the title of the previously submitted proposal?

 

5. Provide Funding Request Details

Please provide details about the requested resource, the type of support requested (upgrade, replacement, or duplication) and total funding request.

Allowability Notes:

  • The request can be for a small number of related instrumentation or shared resources and is not limited to a single item.
  • Requests for several unrelated instruments are discouraged.
  • Building infrastructure improvements, including remodeling or renovation of physical structures, are not allowable under this program. These costs cannot be counted as cost share, but the resources committed to preparing a space for the equipment should be acknowledged to demonstrate the full package of support for the equipment.
  • Continuing or operating costs (examples include staff labor and laptops) are not allowable under this program.
  • Requests for common, minor, or routine laboratory equipment (freezers, for example) are discouraged.
  • “Upgrade” pertains to upgrading a specific piece of existing equipment. “Upgrading” a core by adding a new piece of equipment is not allowed.

 

Cost sharing by the core, unit, department or college is required. The cost share should be for direct project expenses, not for general operations, and not from previously incurred expenses. Do not include site preparation (electrical upgrades, remodeling, etc.) in cost share amounts. Site preparation and in-kind contributions do not count toward the cost sharing requirement but may be documented to demonstrate the overall support for sustaining the core/resource.

Finally, indicate the total request for RCRP funding. Each award will be in the range of $100,000 – $500,000 for direct costs. Total costs may exceed $500,000 but any amount over $500,000 must be secured from other sources. Only necessary costs should be included. Attempts to maximize the award amount with costs that are not integral to the project may receive unfavorable reviews.

6. Provide a Justification

Respond to the following questions in the application form:

  1. Are similar resources available on campus? If yes, identify the resource(s) and location(s).
  2. If similar resources exist, why are they unable to meet researchers’ needs?
  3. What other funding mechanisms exist for obtaining these resources? Have those mechanisms been explored, and have proposals been submitted?
  4. How will the core proceed if this proposal is not funded?

 

Please upload as one PDF a justification for the requested resource(s) that is no more than 2 pages in length and written for a general audience, incorporating accessible and non-technical language whenever possible. Expenses that are not well-justified may result in proposals that are unfunded or partially funded.

7. Upload Usage and User Data for the Relevant Resource

Please upload as one PDF a record of resource usage or utilization for a meaningful time frame (previous year or years). Address the following in the PDF:

  1. Explain historical usage and usage trends in terms of practical capacity or limits.
  2. Include a summary of current resource users, affiliation, and intensity of use for a meaningful period (previous months or year). User data should be current and annualized where possible to demonstrate trends and needs.
  3. Quantify projected usage of the requested resources, noting any anticipated changes (e.g. new faculty members, pending grant awards). Projections should be supported with evidence in the following sections (Support of Funded Projects, Letters of Support), especially if usage changes are forecasted.

 

8. Highlight Support of Funded Projects

Please upload a PDF of no more than 3 pages that describes how this shared resource will support major and minor users. Address the following in the PDF:

  1. In up to 5 examples, highlight the role of the resource in advancing the work of extramurally funded projects.
  2. Describe the importance of the resource to recently recruited faculty members.

 

9. Outline Core Administration

Please upload a PDF of no more than 2 pages that describes the administrative and operational structure of the core and the resource. Address the following in the PDF:

  1. Outline the staffing and major responsibilities of core personnel.
  2. Note what administrative support is provided at the unit, department, or college level.
  3. Describe the structure and membership of the local advisory committee.
  4. Identify the short-term (1–2 years) and long-term (3–5 years) goals or priorities for the core.

 

10. Upload a Financial Plan

Please upload a PDF of no more than 3 pages that describes the financial model to support this resource. Address the following in the PDF:

  1. Demonstrate the sustainability of the shared resource in a financial plan that accounts for costs including long-term operation, new user training, personnel, and maintenance.
  2. The financial plan must include a detailed calculation of expenses and income sufficient to support the resource. It may include separate calculations for short-term (1-2 years) and longer-term (3-5 years) sustainability.
  3. Explain how ongoing operational costs will be met.
  4. Explain any assumptions made in the financial plan.

 

11. Upload Letters of Support and Commitment

Upload Letters of Support:

Please upload a single PDF that contains no more than 5 letters of support from key researchers. The strongest letters will not contain boilerplate text, will demonstrate the researchers’ needs for the requested equipment, and will quantify demand when possible.

Upload Letters of Commitment:

Upload a single PDF that contains letters of commitment for matching funds from the core director, center director, department chair, college or school dean and/or any other funding contributor. Letters of Commitment may contain supporting language but do not count toward the limit for letters of support from key researchers. Letters must be present to document each match commitment and confirm the amounts committed. Emails documenting financial commitments are acceptable.

 

Submitting the application:

The PI will be able to select “review” before making the final submission. Please make sure to review the entire document before you select “submit.” The PI will also have the option to download the entire document and can return to download the application after submission via “My Applications” at https://vcr-uwmadison.smapply.io/.

 

General and technical questions should be sent to: competitions@research.wisc.edu

Questions concerning proposal development should be sent to: 

Cynthia Czajkowski, Senior Associate Vice Chancellor for Research – Biological Sciences: (cmczajko@wisc.edu)

Sarah Brodnick, Campus Cores Facilitator, Office of Campus Research Cores (skkorinek@wisc.edu)

 

Frequently Asked Questions:

1. How much match funding should be provided?

While cost share or match funding is required, we do not prescribe a specific dollar amount or proportion of the purchase that must be funded by matching dollars. Matching commitments do help demonstrate the breadth and strength of support for a given proposal. Most successful proposals to date have included matching commitments between 20% and 40% of the total project cost.

2. What kind of match funding is accepted?

The cost share should be for direct project expenses (i.e., a portion of the purchase price), not for general operations, and not from previously incurred expenses.

Do not include site preparation (electrical upgrades, remodeling, etc.) in cost share amounts. Site preparation and in-kind contributions do not count toward the cost sharing requirement but may be documented to demonstrate the overall support for sustaining the core/resource.

3. Can a proposal be submitted for a facility that supports instruction and research?

Yes, but it will be important to demonstrate the impact of the proposed equipment on externally funded research. The proposal should quantify research usage for existing equipment and project research usage for the proposed equipment. Help reviewers understand the balance between research and instructional use.

4. What are some best practices for a successful proposal?

  • Explicitly address each point in the proposal instructions.
  • Justification is important, but all sections of the proposal contribute to review scoring.
  • Use data to demonstrate wide and heavy usage. Provide current data and annualize usage to demonstrate trends where possible. Provide evidence for usage projections.
  • The financial plan should be clear and sustainable.
  • Limit requests to necessary, well-justified equipment.
  • Provide strong letters of support. Avoid boilerplate text reused across multiple letters.
  • Secure match commitments that demonstrate broad support for the requested equipment.
  • Contact us with specific questions about your proposal.

 

5. Why does the lead PI have to create and submit the application?

This helps in managing the online application and review process and aids in our ability to track the information. Once the lead PI has started an application, they may add collaborators to help with the preparation of the materials. However, the lead PI must be the person that ultimately submits the application.

6. Can I purchase equipment costing more than $500,000?

Yes. $500,000 is the maximum RCRP funding available for a single proposal, but matching funds can be used to support a purchase exceeding $500,000.

7. Our Center/Department has multiple core facilities. Can we submit multiple proposals?

Units with multiple core facilities are encouraged to limit their number of submissions to focus on top priorities and put together the best possible proposals.