Grant Proposal Guidelines
The Douglass Cater Society of Junior Fellows offers students an opportunity to pursue independent research projects or internships that will enrich and deepen their educational experience at Washington College.
As members of the Cater Society, students may request funding to help support the specific project or internship they wish to undertake. The purpose of the funding proposal is to help the Advisory Council evaluate and prioritize requests for financial support so that the Society can support as many worthy projects as possible. In making your proposal, please estimate your financial needs conservatively, asking for no more than you really need so that your classmates may also have an opportunity to have their projects funded.
Proposals must include the signature of a Washington College faculty member who endorses your project.
Submit one signed and complete copy of your proposal to the Curator on, or before, the deadline.
Guidelines for Writing Proposal
Your proposal must be made using the standard application form. Your application must include the following items:
A. Background Information
Provide the Advisory Council with a general understanding of the nature of the project you are proposing.
Explain whether you will be undertaking research, working on a creative project in the fine arts, undertaking an internship, participating in a community service project, etc. Indicate how you became interested in doing the project, any preliminary work you have already completed, and how the proposed project will contribute to your knowledge of your field of inquiry.
Your explanation should be sufficiently detailed so as to enable the Council to understand exactly what you will be doing. You should also explain the educational value of doing the project, not only for yourself, but also for the Society and the broader community of which it is part. Your goal is to persuade the Council that your project is intrinsically important.
B. The Scope of the Project
Define the extent of your inquiry. If you will be doing an internship, indicate whether it will be part- or full-time and how long it will last. If you will be undertaking research, what will be the limits of your study? If your project is a creative one, indicate whether you hope to complete it or whether your goal is a first draft, a performance, an exhibit, etc. Indicate and justify any limitations on your project due to time, money, available information, government restrictions, etc.
C. Procedure and Time Frame
Describe how you will carry out your project. If you will be setting up a scientific experiment, explain what additional equipment you will need, how you will proceed with your experiment, etc. If you will be doing an internship, explain exactly what you will be working on, whether it will be part- or full-time and its duration. You must also indicate what Washington College faculty member will be overseeing your work and who at the work site will be supervising you. If your project is a creative one, explain what you will be working on, what materials you plan to use, etc. If you will be doing research, describe your process, indicate whether you will be doing interviews, using primary documents, etc. In all cases, indicate the steps and time frame for the project: when will you begin, how long will it take, and when you expect to complete it.
Please provide an itemized budget for your project, breaking it down into separate cost areas. Make sure you take into account all of the expenses involved: lost wages, materials, equipment, transportation, printing, etc. The Society funds “consumables” rather than hardware, e.g., film, rather than cameras. If your funding request is primarily to replace lost summer earnings, you should calculate this figure according to the formula on the grant application. Indicate the total estimated cost for the project you propose as well as the specific amount of support you are requesting. If the costs go beyond the amount of your request, indicate how you plan to fund the balance.
E. Relationship to Senior Thesis
Research proposed can provide background for senior theses and projects, but may not be used for the purpose of writing your senior thesis.
The Douglass Cater Society of Junior Fellows publishes in the Washington College Review (WCR) certain outstanding papers based on Fellows’ research projects. You may want to keep this opportunity in mind when describing the final product of your research efforts.
G. Eligibility for Funding
Membership in the Douglass Cater Society of Junior Fellows is required. However, funding is available only for projects to be carried out before graduation. Accordingly, second-semester seniors ordinarily are not eligible to receive grants. Further, priority will be given to members who have not already received a grant.
Due Date for Reports
Research and internship reports are due no later than seven days after one’s oral report. Meeting this deadline is essential for consideration of reports for the WCR. For tax purposes, Form 1099 will be sent to each grantee and to the Internal Revenue Service, reporting the grant as income; therefore, receipts, vouchers, boarding passes, and all pertinent receipts should be maintained by the grant recipient as proof of expenditure.
Commitment on Acceptance of a Grant
The Society holds regular meetings throughout the academic year at which all members who received grants make brief oral reports on their research or internships. In accepting a grant, a Fellow agrees that participation in these meetings has absolute priority over other activities that happen to fall on the same date, e.g. athletic events, other student meetings, social events, etc.
Criteria for Grant Approval
- Do the project’s goals and approach make sense?
- Is the project clearly focused? What is the issue being addressed?
- Is it worth doing? Will it result in increased general knowledge of significant value?
- Does the applicant have sufficient academic background and skills to carry out the project effectively? For example, if interviews and sampling are involved, has the applicant studied statistics and sampling theory?
- Is the project feasible? For example, will the applicant be able to gain access to necessary information?
- Is the project physically realistic? For instance, can the applicant obtain a visa for a foreign country, if needed?
- Can the project be completed in the time available?
- Is the available grant money sufficient to meet expenses?
If you wish to submit a grant proposal, use the following guidelines:
All research projects or internships must be completed before graduation, so that the beneficiaries of grants may report on their experiences to the other Cater Fellows and the College community as a whole. Hence, second-semester seniors are generally not eligible to receive grants.
Budgets submitted with grant requests must be based on actual projected costs. Applicants must be prepared to find supplemental sources of financing if the Cater Society is unable to grant the total amount requested. Students should identify potential supplemental sources of financing and discuss the likelihood of obtaining such funding.