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Guidelines
for Sponsors
Applying for a
project grant
Expenses incurred while completing
a Winter Term project normally are the responsibility of the
student or students working on that project. However, the
Winter Term Committee awards a limited number of grants each
year in support of both individual and group projects (see
Winter Term Calendar
for deadlines). The Winter Term Committee evaluates applications
and awards grants on the basis of the educational value of
the proposed projects.
Group Project Grants. Grants for group projects
require a budget and are to be prepared by the project sponsor.
Faculty members may find these forms online or request them
from the Winter Term Office. Group Project Grants also require
a final accounting of actual expenses (see Final Report),
accompanied by original receipts, which should be turned in
to the Winter Term Office. Please do not
submit receipts to the Controller’s Office.
Grant Proposal Guidelines for Sponsors(Group Projects)
Itemize the budget for your project using the Budget Proposal
form. Include all anticipated expenses, not only items for
which support is requested. Keep the following points in mind:
1. Criteria for evaluating projects include:
• educational soundness
• the number of students who benefit
• the potential for enrichment of the on-campus Winter
Term experience in general, through symposia, speakers, performances,
etc.
• attention to guidelines 2, 3, and 4 below.
2. In order to distribute funds equitably, the committee will
generally follow a guideline of $60 per student participant.
3. Expensive projects cannot be supported over the guideline
amount and must include a student fee (typically ranging from
$10 to $40 or more) to defray extra costs.
4. For more costly projects, applicants are encouraged to
seek additional funding from other Oberlin College sources
or from external grants.
5. Be as specific as possible with budget items and make careful
estimates; additional aid is not usually available after funding
decisions have been made.
6. Equipment or materials purchased with Winter Term funds
remain the property of Oberlin College, in the appropriate
department.
7. Students are expected to purchase instructional materials
needed for a project (books, photocopied materials, expendable
supplies).
8. When describing your project, please use non-specialist
language, to the extent possible, to enable committee members
unfamiliar with your field to make informed decisions.
9. The Final Report for funds awarded must
be submitted on the form used at the time of application for
the award. Please note that amounts in the budget must be
documented with original receipts; otherwise those amounts
will be regarded as part of an honorarium and therefore subject
to tax reporting. The Controller’s Office must report
honoraria to the IRS. Consideration of funding is contingent
upon timely receipt of reports from previously funded Winter
Term projects.
10. All materials submitted as part of a Winter Term Grant
proposal must be typed. Ten copies are to be turned into the
Winter Term Office by the deadline listed on the Winter Term
calendar.
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