Proposal Submittal Procedures

Download Procedures & Forms (Word Document)

INTRODUCTION	ELIGIBILITY	PROPOSAL REQUIREMENTS	EVALUATION CRITERIA	SUBMITTAL
NOTIFICATION	FUND DISBURSEMENT	PROPOSAL COVER SHEET & CHECK LIST	PROPOSAL FORMAT (PIP)	BUDGET FORMAT

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 year’s 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

1. The proposal must be sponsored by a legitimate SWE organization, such as a Section, Student Section, Region, MALs, or National Committee.
2. The proposal must be submitted by a currently paid member of SWE.
3. The project must be managed by a currently paid member of SWE.
4. 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.

5. Proposals from National Committees must include evidence of prior approval by the Board of Directors.
6. 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

1. 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.)
2. The project must be able to be completed, and reported on in 12 months.
3. The proposal must be submitted by the deadline date.
4. The proposal must be in the approved Program Development Proposal Format.
5. The proposal must be complete.
6. 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

7. 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:

1. The committee chair
2. A Region Director
3. A Headquarters fund development designee
4. A member of the career guidance committee
5. A member of the professional development committee
6. A member of the membership committee

The proposal selection criteria and weights are:

1.	25%	Potential impact measured by availability of project deliverables that will enable other   Sections/ MALs, committees to replicate the project’s success
2.	20%	Uniqueness of the proposed program
3.	20%	Alignment of proposed program with current strategic priorities
4.	10%	Member involvement, commitment of the proposing SWE organization
5.	10%	Potential of proposed program to meet its success measures
6.	10%	Monetary need
7.	5%	Completeness of the proposal

Submittal of Proposal

1. The proposal must be received by the committee chair by the deadline date.
2. 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.
3. You will receive a telephone or email acknowledgement upon receipt.
4. 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

1. Those selected and not selected will be notified.
2. Typically the notification date is 45 days from the deadline for proposal submittal.
3. The notification will be by email and/or US Mail.
4. 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#.”
5. 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.
6. 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

1. 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. 
2. The first check is for 90% of the monies you were awarded.
3. Upon receipt and acceptance of the final report and deliverables, Headquarters will issue a check for the remaining 10% of the grant.
4. Funds will not be disbursed in excess of the actual costs reported in the final report submitted by the recipient.
5. Checks will be mailed to the treasurer listed on your cover sheet or acceptance letter.

Updated on ... July 03, 2001