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Section 7: Submission, Review, and Publication

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Initial Submission of Reports

Universities submit all report deliverables to the Research and Technology Implementation Office (RTI) in draft form, edited to the best professional standards of the university or research agency. At a minimum, each report should be edited for spelling, punctuation, and grammar before submission.

RTI makes an initial evaluation of whether the draft appears to be complete and then coordinates the review and approval process within TxDOT. The contractual requirement for a report deliverable is not considered met until a complete submission is received in RTI.

If the research team and Project Director need to collaborate during the development of interim drafts, a copy of the interim draft is provided to RTI for information, but is not considered to be the formal submission of the draft report.

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Initial Submission of Products

Universities submit all draft product deliverables to RTI, unless specified otherwise on the deliverables table. RTI then coordinates the review and approval process within TxDOT.

In cases where equipment is specified for delivery to a location other than RTI, the university formally notifies RTI of the delivery, advises RTI where the equipment was delivered, and includes a picture of the equipment delivered. RTI then contacts the receiver of the equipment and coordinates the review and approval process.

When products are not tangible items to be physically delivered, such as when a university conducts a workshop, the university formally notifies RTI of the product delivery and includes with the notice any related tangible materials available.

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Deadline for Submission

Draft deliverables must be received in RTI by the due date on the Deliverables Table to not be considered overdue. For those products where the Deliverables Table specifies another location for delivery, the formal notice to RTI meets this submission requirement.

Due dates for deliverables will not be modified after the contracted due date has passed, or after the contract has terminated. Extension of project termination dates will not be considered for the sole purpose of extending due dates for deliverables.

Requests for modification of deliverable due dates received no earlier than one month before the contracted due date will be evaluated on a case-by-case basis, and processed only if circumstances beyond the university’s control affected the university’s ability to meet the due date.

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Number of Copies

Unless otherwise stated on the deliverables table, the university should submit one copy of each draft deliverable for the Project Director, Program Coordinator, and each Project Advisor and two copies for RTI. If the university believes that logistical or cost constraints may require a change to this requirement for a specific deliverable, the university should contact RTI prior to submission to request a waiver of this requirement.

On joint projects, the author(s) are responsible for providing copies of draft deliverables to all universities involved in the project.

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TxDOT Review Requirements

The Project Director (PD) is responsible for final acceptance or approval of each deliverable. Project Advisors and the RTI Research Engineer provide their comments to the PD for consideration. The RTI Research Engineer assumes responsibility for deliverable review and approval in cases where the PD is unable to review the deliverables by established deadlines.

Information Technology deliverables require a specific ISD approval, through the ISD Project Advisor.

The PD sends all review comments with which they agree, and any special distribution instructions, back to RTI for coordination with the university.

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Approval

Formal approval of a deliverable is provided to the university by RTI, in writing. Verbal approvals, or approvals from other TxDOT offices or the FHWA, do not constitute TxDOT approval and permission to publish. Along with the formal approval, RTI provides publication and distribution instructions.

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Publication Due Date

RTI provides the due date for publication to the university on the written notice of approval. This date is generally five weeks after the date of the notification.

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Publication / Reproduction Costs

For projects that are still active, publication costs for the deliverable should be charged to the project under which the deliverable was developed. For terminated projects, costs should be charged to a publication support project provided to the university by RTI.

If the university feels it does not have the resources to publish an approved deliverable in accordance with RTI’s instructions, the university should contact RTI to discuss potential options. TxDOT may opt to publish using TxDOT or other resources.

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Copies Retained by the University

A university may publish, for its use, up to fifty copies of any approved report, in black and white, at TxDOT’s expense. A university may publish, for its use, up to ten copies of an approved video product at TxDOT’s expense. Needs beyond these limits should be discussed with RTI in advance of publication, and will be evaluated on a case by case basis.

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Publication / Distribution Restrictions

Approved deliverables that TxDOT elects not to publish — The university may publish at its own expense.

Disapproved deliverables — If TxDOT does not require the university to revise and resubmit the report, the university may publish at its own expense, as long as any disclaimers provided by RTI for that deliverable appear in the front of the deliverable.

Deliverables containing classified or sensitive information — The university shall comply with any written request from TxDOT to restrict access and distribution of any deliverable containing information that TxDOT determines to be classified or sensitive. Such TxDOT requests will be signed by the chair of the Research Oversight Committee. Any disagreement on the part of the university should be submitted to RTI in writing.

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