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Campus Sustainability Grants
Frequently Asked Questions

Application Process

Post-Award

APPLICATION PROCESS

What is the deal with ‘permissions’?  And what are ‘collaborators’?

Proposals that include any new structure, or adaptation to an existing structure, change in grounds use, installation of technology on university property, etc. must be reviewed and approved by the appropriate department(s) prior to submission of the grant proposal and a contact person from the appropriate department should be listed as a project collaborator in the proposal.

If the project has long-term maintenance issues you need to make those appropriate contacts too and list them as collaborators.

Matthew Guilfoil, mguilfoil@ucdavis.edu, from the UC Davis Office of Administration, is available to help you find the right person.

Can you provide an ‘advisor’?

In addition to the list above you might inquire of members of the Campus Sustainability Advisory Committee or its Education and Outreach Subcommittee, or ask Matthew Guilfoil, mguilfoil@ucdavis.edu if you are looking for someone who might be able to serve as an advisor for your project.

Why don’t you support ‘entertainment’ expenses? We need food, and fun, to bring people in to get the message out!

Although we realize that food, fun, entertainment and other rewards are important to motivating participation in grant-funded projects, Campus Sustainability Grants are intended to support projects that lead to lasting changes in the campus’s approach to sustainability. Therefore, we ask that you use your grant funds for the less ephemeral aspects of your project and seek other funding sources to supplement your sustainability grant.

I don’t have a sponsoring department or club to transfer the money to. Is there anyone available to manage the funds?

Sponsors need not have any involvement beyond administering grant funds and can benefit from your participation in this program.  Try asking the department that offers your major, a student club (SPAC registered) or the department where you work.  You may even find a department that is willing to match some of the grant funds, or fund additional components of the project!

I don’t have time to do the background research for all these details on top of all my studies! Will you fund my time to research and develop a proposal?

Proposals for feasibility studies for projects will be considered, but the proposal must reflect thoughtful research, planning and anticipation of costs and show high promise of follow though. This is only available for student led projects, at this time.

POST-AWARD

Can you help me understand how my project was ranked? I’ve received my feedback and I disagree with the assessment of my project.

All award decisions are at the discretion of the Campus Sustainability Committee and its Education and Outreach Subcommittee. If you have questions or concerns about the assessment of your proposal after reviewing your evaluation form, you may discuss these with Sharon Ruth, seruth@ucdavis.edu, Grant Review Committee Chair, to obtain advice and feedback that will help you create a proposal for the next funding cycle.

My project is less than three months in duration. Do I still need to submit a progress report half-way through the project?

Projects of less than three months duration are not required to submit a progress report, only a final report. Progress reports are brief (less than 1 page) and informal. The purpose of the progress report is to assure the grant review committee and university administrators that the funds are being put to good use while we wait on the results.  The progress report also gives the project team an opportunity to formally document any changes to the scope or timeline of the project.

What should the final report be?

The final report is generally longer, 1-3 pages, and may be used publicly.  Pictures are highly encouraged.  Final reports may also be in the form of (a) a Web page/site, (b) a video or (c) a project poster.  Please review other alternative forms of final reports with Matthew Guilfoil (mguilfoil@ucdavis.edu) and Sharon Ruth (seruth@ucdavis.edu).

My project scope has changed – I can’t do what I had originally planned.  Can I use the funds for something else?

Depending on how much the scope has changed, and at what point during the funding cycle it changes, you may be able to proceed with the project or you may be asked to return the funds and submit a new proposal during the next competition. Your Memorandum of Understanding outlines what the grant funds should be spent on, and at the time of your progress report you have an opportunity to let the grant reviewers know of minor changes to the scope.  Significant changes, especially changes made late in the timeline, need to be documented with a revised proposal sent to Matthew Guilfoil (mguilfoil@ucdavis.edu) and Sharon Ruth (seruth@ucdavis.edu) as soon as possible. You will be notified within a week of whether or not you can proceed with the new proposal and fund use.

My project timeline has changed and it is going to last longer than what I originally told you.  Is this ok?

Please submit all changes to Matthew Guilfoil (mguilfoil@ucdavis.edu) and Sharon Ruth (seruth@ucdavis.edu) with your progress report or as a supplemental request.  Changes to the project duration within the funding period (for the Spring 2008 competition that means June 23, 2008 through June 23, 2009) are highly likely to be approved. Changes that will mean the duration lasts longer than the funding cycle need to be reviewed by a larger body before approval.

I completed the project for less than the funds awarded. Can I keep the savings?

Lol, sorry, no. Any unused funds that have already been disbursed should be returned to the Campus Sustainability Grant fund.  (That’s why there is an MOU outlining what the funds can be spent on.)  Feel free to apply for another grant though!

I ran over budget and had to pay out-of-pocket! Can you reimburse me?

The Campus Sustainability Committee cannot be responsible for cost overruns. We do not make grants to cover budget deficits after the fact. If you anticipate a cost overrun in the course of a project and can report it on your project progress report by the established deadline or earlier, the committee may consider providing supplemental funding, subject to funding availability.