ࡱ> M Nbjbj== WWF6l        111824P2 T34"444666 T"T"T"T"T"T"T$U WFTE 66666FT6  44;T6666 4 4 T66 T669RAF  4I43 T  .16H4I T0TIX6X4I6      Proposal Procedures Introduction The Program Development Grant Fund was established in 1998. The program provides the Society of Women Engineers with a funding vehicle to financially support the activities of the Sections, Members-at-Large, and National Committees. The proposed programs should be new and oriented towards women and girls. It is preferred that the proposal address one of the current years fiscal priorities and be replicable by other Sections, Student Sections or Members. The program is funded through designated corporate donations. It is not endowed, therefore funds are only awarded when available. Program requirements may be subject to specific donor criteria, however, in general the programs should be dedicated to: Encouraging women and girls of all ages to pursue engineering studies Engaging practicing women engineers in professional development activities Providing a positive forum for Diversity Issues and Training, or Improving the effectiveness of the Society of Women Engineers If you are a section or MAL, you must send a copy of your proposal to your Region Director, for information purposes. She may also be able to provide you assistance and guidance. National committees must not only contact the person to whom they report on the Board of Directors, but have approval of the Board of Directors for the project. Although your project may require the purchase of capital equipment or salaried labor and benefits, the Program Development Grant Fund will not cover either of these costs. Also not covered by the grant funds is reimbursement for SWE member/volunteer time. Recipients of funds are required to provide quarterly and final reports to the Program Development Grants Committee. Of the funds awarded, 90% are released upon acceptance of the proposal, and 10% are released upon receipt of the final report and any agreed upon deliverables. This proposal and reporting process is not intended to over-constrain or add unnecessary delay. If you have any questions regarding this procedure, please contact the Program Development Committee Chair or any member of Board for clarification. There are probably areas where the proposal process can be improved, so don't hesitate to pass your suggestion to the Program Development Grant Committee. Eligibility The proposal must be sponsored by a legitimate SWE organization, such as a Section, Student Section, Region, MALs, or National Committee. The proposal must be submitted by a currently paid member of SWE. The project must be managed by a currently paid member of SWE. Sections or Student Sections requesting funds must be in good standing with the Society. The President and Treasurer must be paid members of SWE. The Section must have submitted their annual financial report to SWE Headquarters at the close of the last fiscal year. Proposals from National Committees must include evidence of prior approval by the Board of Directors. SWE Organizations requesting funds must have no outstanding reports, deliverables, or unreturned unused money from projects previously funded by the Program Development Grants Committee. Proposal Requirements Proposals must be for NEW innovative programs that are oriented toward women or girls and have not been conducted by the requesting section previously (unless significant enhancements are being proposed.) The project must be able to be completed, and reported on in 12 months. The proposal must be submitted by the deadline date. The proposal must be in the approved Program Development Proposal Format. The proposal must be complete. Proposed projects must be oriented towards women or girls, have significant SWE involvement and address one of the following: Encouraging women and girls of all ages to pursue engineering studies Engaging practicing women engineers in professional development activities Providing a positive forum for Diversity Issues and Training, or Improving the effectiveness of the Society of Women Engineers Preference is given to proposals that address SWEs Strategic Priorities for the current fiscal year A cost/benefit assessment is addressed through a pre-defined Proposal format. This allows the same questions to be asked of all proposals and provides the originators an objective check for completeness. It provides valuable information on any side effects to other parts of the Society, and gives a head start on any potential publicity that may be warranted. It also establishes monitoring criteria so the Society can understand whether or not the project or program is still worthwhile. The questions in the template are intended to uncover areas that may not have been considered. If the question does not apply, just make a notation. Be succinct, most proposals can be completed in 3 pages. Evaluation Criteria The proposal will be evaluated by a committee made up of: The committee chair A Region Director A Headquarters fund development designee A member of the career guidance committee A member of the professional development committee A member of the membership committee The proposal selection criteria and weights are: PRIVATE1. 25% Potential impact measured by availability of project deliverables that will enable other Sections/ MALs, committees to replicate the projects success2. 20% Uniqueness of the proposed program3. 20% Alignment of proposed program with current strategic priorities4. 10% Member involvement, commitment of the proposing SWE organization5. 10% Potential of proposed program to meet its success measures6. 10% Monetary need7. 5% Completeness of the proposal Submittal of Proposal The proposal must be received by the committee chair by the deadline date. The preferred method of proposal submittal is by email to the committee chair whose contact information is on the Call for Proposals. In addition to email, proposals can also be sent to the committee chair through the mail (US or Express), or by FAX. FAX numbers and addresses can be obtained by emailing the committee chair. You will receive a telephone or email acknowledgement upon receipt. If after initial review there are deficiencies in eligibility, format, or completeness, the project manager named in the proposal will be contacted. The project manager must initiate remedial action and respond back to their contact immediately. Notification Those selected and not selected will be notified. Typically the notification date is 45 days from the deadline for proposal submittal. The notification will be by email and/or US Mail. The notification for proposals that have been selected will contain a DR# which is the tracking number for your project. All further correspondence regarding your proposal must contain the DR#. The letter of notification will document any conditions, or changes to the proposal that have been discussed with you. It will also list the expected deliverables not included in your proposal. You will be required to sign the letter of notification and return it to SWE HQ via FAX or US Mail to receive your funds. Fund Disbursement The first check will be issued to you by Headquarters approximately 30 days from the date you return your award acceptance letter to SWE HQ. The first check is for 90% of the monies you were awarded. Upon receipt and acceptance of the final report and deliverables, Headquarters will issue a check for the remaining 10% of the grant. Funds will not be disbursed in excess of the actual costs reported in the final report submitted by the recipient. Checks will be mailed to the treasurer listed on your cover sheet or acceptance letter. Proposal Format (a.k.a. PIP) PRIVATERecommended length is 2 to 3 pages + HYPERLINK "cover.html"cover sheet, HYPERLINK "budget.html"budget, and financial report Submit completed proposals to person named on HYPERLINK "Call_for_Proposals.html"Call For Proposals no later than the announced date I. Cover Sheet II. Executive Summary Project Name: Proposal Author: SWE Organization: A. Summarize the objective of the project: B. Which SWE strategic priority does the project address? C. Summarize the need for the project: D. How does this project differ from or significantly enhance similar SWE projects? E. Who is the audience or benefactor of the project? F. What is the expected completion date of the project? III. Project Description A. What are the detailed objectives of the project? B. How does your project focus on girls or women? C. How is this project innovative? D. What are the activities planned to meet the objectives? E. What/where is the project venue? F. What is the project length and timeframe? G. If all details are not yet known, or need more work then please say what is needed and why the information is not provided at this time. IV. Project Benefits A. What are the tangible and intangible benefits of the project to the participants? B. What are the tangible and intangible benefits of the project to the your SWE organization or SWE national? C. Are there other benefits? V. Project Costs A. What is the total dollar cost? B. How much are you requesting from Program Development Grants? C. What are your other sources of funding? D. Are there expected in-kind contributions? E. What SWE HQ resources are needed? F. What Section resources are needed, including volunteer time? VI. Deliverables A. What will you provide to SWE to facilitate replication of your project? for example: Curriculum Videos Kit Supply/Equipment Lists Web pages Scripts Manuals VII. Metrics A. Did you meet your objectives? B. How will you measure the success of this project?for example: Number of participants Number of volunteers Requests for information or follow-up Publicity Received Before and after surveys C. How will you measure the impact this project has on girls or women?for example: Was it successful in encouraging women and girls to pursue engineering? Did you raise awareness of diversity? Have you improved the effectiveness of SWE? VIII. Project Life A. What is the date of this event, or timeframe during which it will take place? B. What are the project milestone dates? C. Do you anticipate repeating or extending this project past the 12 months covered by Program Development Grants? IX. HYPERLINK "budget.html"Budget X. Section or Student Section Financial Report from most recent fiscal year end. Program Development Grants Proposal Cover Sheet  INCLUDEPICTURE "thintitle.bmp" \* MERGEFORMAT \d PRIVATEINCLUDEPICTURE \d "thintitle.bmp" Proposal Name DateDR# (Completed By SWE HQ)PRIVATE DR# (Completed by SWE HQ) SWE OrganizationAmount Requested $ Who Is Your Board Sponsor?  PRIVATEProject Manager Official Position in SWE Day Phone Evening Phone FAX email Address Best Way To Reach Project Manager  PRIVATESection, Student Section, MAL Treasurer Day Phone Evening Phone FAX email Address Best Way To Reach Treasurer  PRIVATEProposal Completion Checklist  INCLUDEPICTURE "check.gif" \* MERGEFORMAT \d  Proposal Cover Sheet INCLUDEPICTURE "check.gif" \* MERGEFORMAT \d  Proposal Document INCLUDEPICTURE "check.gif" \* MERGEFORMAT \d  Budget INCLUDEPICTURE "check.gif" \* MERGEFORMAT \d Financial report from the Sections/ MALs previous fiscal year (waived for new Sections & Committees) INCLUDEPICTURE "check.gif" \* MERGEFORMAT \d  For National Committees: Evidence of prior Board Approval INCLUDEPICTURE "check.gif" \* MERGEFORMAT \d  For Sections, Student Sections, MALs: Did you send a copy to your Region Director? PRIVATEProposal Budget Format The following separate expense and income line items are suggestions. Please add and delete line items as appropriate for your project. If your expenses are offset by in-kind donations please note in the Income Column. Note: Budget should not include monies for capital equipment, salaries, regular section meetings, local scholarship awards, travel to national SWE conference, or routine section activities. PRIVATELine ItemExpenseIncomeCommentsEXPENSESContracted ServicesProfessionalClericalConsulting (specify area)TravelBus RentalMileageLodgingFoodMealsSnacksSuppliesConsumable SuppliesT-ShirtsGive AwaysPublicationsPrintingGraphics/ LayoutDistributionFacilitiesRoom RentalAudio Visual EquipmentInsuranceSecurityPublicityPhotographyAdvertisementsDocumentation/ SWE Grant DeliverableINCOMECorporate DonationsAdmission/ Participation FeeProgram Development GrantTOTALS Reporting Requirements Quarterly and final reports are required. The final report is due 12 months after your grant proposal is accepted. Ten percent of the project's funding is held until the final report and project deliverable's are received and accepted. Email to the committee chair is the preferred method for submitting a report. Quarterly Reports Quarterly Reports are to be submitted to the committee chair by the deadline dates. The preferred method of reporting is email, however US Mail and FAX are also acceptable methods of submission. The deadlines for the Quarterly Reports are: August 15th, November 15th, February 15th, and May 15th. Quarterly Report Format: Please be succinct. The Quarterly Report is typically less than 2 pages in length. The Quarterly Report should contain the following information: Submittal Date Name of Project and DR# Author of Quarterly Report Authors contact information including telephone number and email address. Progress towards completion of the project. Report against each milestone in the Project Proposal. Discussion of any changes to project that differ from the proposal , e.g. :(a) Date of event; (b) Change in people managing or supporting the project; (c) Change in scope of Project; (d) Change in financial assumptions due to change in scope of project Budget Update: (a) Changes to the original budget; (b) Spending against original budget, amount spent by budget category. Risks and/or problems, and Action taken to mitigate situation, e.g.:(a) Delays in project; (b) Difficulty in getting volunteers. Final Report Final reports are to be submitted to the committee chair at the completion of the project or within 12 months of the date you were notified that you received a grant, whichever is shorter. The preferred method of reporting is an attachment to email, name the attached file "DRxxx Final Report.doc". US or Express Mail and FAX are also acceptable methods of submission. The final Report must include the DR#. Deliverables can be sent by mail to the committee chair separately, but must be clearly marked "DR# XXX ATTACHMENT ABC". It is preferred that deliverables be presented in a format that is "web ready" to facilitate sharing of the information with other SWE sections who may want to replicate the projects. However, electronic WORD or Text files are also acceptable. The final report MUST recognize SWE and the donor from whom you received the funds. The final 10% of your funding will be held until the final report and deliverables are received and accepted. The final reports will be posted on the SWE web site to promote replication of your project. HYPERLINK "FinalFmt.html"Final Report Format: Final Report Cover Sheet Recognition of SWE and the Donor Narrative Description, including program goals, schedule, program conduct and content. Measured results (number and mix of attendees, surveys, other measures of impact, etc.) including comparisons to prior data or prior expectations, what constitutes success, use charts where appropriate. Publicity or other public attention. (Attach copies of press clippings, list of dates and stations of TV radio publicity with short description.) Description of deliverables. If not included in this file, describe format, title, etc. (i.e. a video titled "xyz" or a series of web pages at http://www. ) Lessons learned, problems encountered and future plans (what you would do differently if you did this again.) If the project design you followed differed significantly from the original plan describe the nature of and the reasons for the changes. Budget and Actuals, include all funding sources for income and expenses and show amount paid by the Grant and the balance due. Appendices Deliverables Press Releases Publicity Received, e.g. newspaper articles, newsletter announcements. Final Report Cover Sheet DR# Project Title: Date: Project Manager: Section: Email: Phone: Deliverables: Indicate type (i.e. document, web page, brochure, etc.), title, and media (hard copy, email file, disk, etc.) Select the one primary Strategic Priorty this project addressed: q Leadership q Education q Diversity q Visibility q Vitality SWE Committees to which this report and deliverables would be of interest:q Career Guidanceq Public Relationsq MultiCultural Committeeq Professional Developmentq Publicationsq Membershipq Other: Project Audience (age, sex, diversity)Female: Male: Age GroupNo. Actual/ProposedDiversityNo. Actual/Proposedq Elementary / q Caucasian / q Middle School / q African American / q High School / q Hispanic / q College / q American Indian / q Professional / q Pacific Islander / q Other / q Asian /  / q Other / Contact Hrs per attendee: Amount of Grant: Total Final Expenses: Amount SWE Owes You: -or- Amount You Owe SWE: SWE Volunteers (No.) _ Estimated Total Hours: Non-SWE Volunteers (No.) Estimated Total Hours: Executive Summary: A short summary of what the Project was and what it accomplished. 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