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 proposal through the provided google forms. You can find the application here: Spring 2020 Pre-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. 

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 that 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 measurable 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 the Institutional Review Board (IRB). Please read their policies and procedures, and determine whether or not your project must be approved by the IRB. If you have any questions, please email Dr. Katie Grooms (

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 you 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. Facilities Management Protocols

If your project may include involving members of Southwestern’s Facilities Management, 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 Application Process

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.

Your application should include information pertinent to your project, including an estimated budget and a brief abstract detailing the project and its expected outcomes. Below are steps that should be helpful as you prepare your application.z

You are strongly encouraged to contact members of the Sustainability Committee for advice and suggestions as you prepare your application (see emails in the application form). You must also 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.

  1. If your project involves changes to campus spaces, has a direct impact on maintenance/upkeep, or requires special permitting, you are expected to contact Facilities Management to discuss your project and to address this contact in your proposal. Successful proposals will have the approval of Facilities Management (or progress towards approval) before submission.
  2. The application form will provide question prompts regarding your proposal. You should answer all questions thoroughly within the prescribed word limit, describing the objective of the project, its feasibility, and how it addresses sustainability need on campus. In describing your project, including why you think it deserves funding. You should also consider the long-term management of your project (if applicable) and how it will be implemented on campus. 
  3. Your proposal will include a detailed budget narrative describing all costs/expenses. This should include the cost of each item/service being purchased and may be provided as either a list or a linked spreadsheet. Make sure to consider taxes and shipping fees. 
  4. Complete and submit the Pre-application Form by the deadline of Nov 1 by noon. 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.
  5. Once submitted, the Sustainability Committee will consider and evaluate all funding requests and a decision will be on Nov 1. Approved pre-applicants will be invited to submit a full-proposal by Nov 15. 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:

You will be contacted by a member of the Sustainability Committee if your project is selected. 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 take several forms, including, but not limited to: campus presentation, journal entry, written report, etc. Reports should be sent to Veronica Johnson, - Pictures are 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 ($0.58/mile for 2019). 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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