The Sustainability Committee has issued general working guidelines for those interested in obtaining funding. Each request is considered on its own merits in a competitive process. There are no quotas, and there are currently no limits on the number of times you may submit funding requests.

1. Proposals are expected to be neatly typed and error free. You must submit your application through the provided google forms. Click here for the pre-application form: Pre-Application and here for the full application: Full Application.

2. Lengthy proposals are not encouraged or required. Successful proposals provide sufficient detail to allow a thorough understanding and review of the proposal, without being so long as to be cumbersome or tedious. In most cases, two to four pages is a recommended length for your final proposal.

3. Shared housing on campus for students engaged in summer projects at Southwestern are eligible for funding. For any student who lives off-campus at the time that funding is requested and has a continuing and unbreakable lease already in place, Southwestern will reimburse an amount equivalent to the cost of shared on campus summer housing. Evidence of the lease must be provided. Students who do not have existing housing commitments will be expected to live on campus. Please include housing in the budget submitted with your funding request. Attach a copy of your lease if appropriate.

4. Funding will not be awarded for: tuition at other colleges or universities; paid internships or professional field experiences; or projects by seniors which take place predominantly or exclusively after their graduation.

5. Generally, funding will not be approved for activities that take place primarily off campus and have little or no benefit to Southwestern University. Applications should explain the merits of their project (why it deserves funding) if it takes place off campus. All proposals should have a measureable and direct impact on the Southwestern community (includes academic benefit).

6. Please note: Students who are applying during their final semester at Southwestern must co-author their grant application with a 1st, 2nd, or 3rd year Southwestern student in order to ensure continuity of their project post-graduation. 

Notice, Special Situations

1. Projects Involving the Use of Human Subjects

If your project involves interacting with human or animal subjects, it may require approval from either the Human  Subjects Review Committee (Dr. Maria Lowe,  or from the Institutional Animal Care and Use Committee (Dr. Fay Guarraci,  Visit the Institutional Review Board’s webpage, read the policies and procedures, and determine whether or not your project must be approved by the IRB.

2. Internships

If you are proposing an internship experience you are strongly advised to consult with Dana Luna,, in the Office of Career Services before your submit your proposal.

3. Nonprofit & Community Agencies

If you are proposing to do community-engaged work  set up for you by a nonprofit or community agency, you must provide contact information for that agency in your narrative. You are strongly advised to consult with Dr. Sarah Brackmann,, in the Office of Civic Engagement before you submit your proposal.  

4. Safety Protocols

If your project may raise concerns about your personal safety, you must outline the protocols you will put in place to ensure your well-being. If this is the case, it is strongly advised that you contact Michael Delance,, Southwestern’s safety officer, before submitting your proposal.

5. Physical Plant Protocols

If your project may include involving members of Southwestern’s physical plant, please describe these issues in your narrative. It is strongly advised that you contact the Physical Plant Managers, either grounds & custodial, or facility & maintenance operations before submitting your proposal.

Steps in the Pre-Application Process

You are required to submit a pre-application for green fee funding. This pre-application should include pertinent information to your project including an estimated budget and a brief abstract detailing the project(s) and expected outcomes. Below are steps that should be helpful as you prepare the pre-application.

1. You are strongly encouraged to contact members of the Sustainability Committee for advice and suggestions as you prepare your proposal. You should select an on-campus sponsor (faculty or staff) to assist with your project. Allow plenty of time to make revisions and to consult with your sponsor. Current Southwestern faculty and staff do not need an on-campus sponsor for their project. If you project involves changes to campus spaces or has a direct impact on maintenance/upkeep, you are expected to discuss the matter with  physical plant. You should address your contact with Physical Plant in your pre-proposal and final application. Successful proposals will have the approval of Physical Plant (or progress towards approval) before submitting the final proposal.

Physical Plant Contact: the Physical Plant Managers, either grounds & custodial or facility & maintenance operations, at ext. 1914

2. Complete the Pre-Application Form by the deadline on Nov. 30 at Midnight. Your pre-application should include a short abstract that outlines your project, its goals, and expected outcomes. Your abstract should also include a brief budget narrative that outlays estimated costs/expenses. Include why you think this project deserves green fee funding. Be sure to include physical plant approval (or progress towards approval) in the abstract.

3. You will be contacted by the Sustainability Committee if your project is selected.

Steps in the Final Proposal Process

The final proposal process is your opportunity to detail all aspects of your project. The Sustainability Committee reviews each project based on its own merits in a competitive process. Currently, there are no limits on how many times you may submit funding requests.

1. Complete the Full Proposal Form and submit it to the Sustainability Committee by the deadline April 13. All sections of the form must be completed to be considered. Give yourself ample time to complete the application. You are strongly encouraged to work with your on campus sponsor throughout this process. Members of the Sustainability Committee are available to assist you and you are encouraged to consult with them.

2. Once submitted, the Sustainability Committee will consider and evaluate all funding requests and a decision will be made on April 13. The committee will determine which requests are to be funded and the dollar amount of each grant.

If you are selected to receive green fee funding:

Sign the acceptance form that was emailed to you and return that to Niki Bertrand, You will then work with Jennifer Martinka, to arrange the disbursal of your funds. Please note the following policies: 

The Committee will prepay as many items on your budget as possible.  For most items that cannot be prepaid you must bring receipts for reimbursement. Mileage is an exception to this policy; no receipts are required. Instead you must submit the total number of miles driven. 

You will be required to submit a summary report at the conclusion of your project. This report could be in several forms including: campus presentation, journal entry, written report, etc. Reports must be sent to Niki Bertrand, - Pictures encouraged!

Budget Request Instructions (for detailed budget narrative)

When submitting your budget narrative in the Final Application, you should compile a list of all expenses for your project and include the total amount of funding requested from the Green Fund. Below are general notes/regulations on budget requests.


Most funding requests include either a stipend or itemized expenses, but some projects include both. Stipends are most appropriate for projects involving unpaid experiences or on-campus research and are intended to cover expenses. Decide whether your project will require a stipend, funds to cover expenses, or both.   


Please provide all expenses related to your project in an itemized list.

Vehicle Expense

If you will use your personal vehicle, calculate your vehicle expense by multiplying the total number of miles you will drive by the IRS standard mileage rate ($0.54/mile for 2018). If you do not own the vehicle, estimate your fuel expense and enter that amount. Regardless of who owns the vehicle, include any parking expenses. You will need to work with Niki Bertrand (  to be reimbursed for this expense.

Summer Lodging on Campus

You will need to contact the Office of Residence Life for information on expenses related to summer lodging on campus.


You can request up to $20/day for food.


Supplies are items that will be used up in the project. Include your total cost for supplies.

NOTE: Be sure to provide a total dollar amount of funding requested in your budget narrative.

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