Student Affairs  /  Funding  /  Moore-Hufstedler Fund (MHF)  /  MHF Proposal Information

Proposal Information

Selection criteria and guidelines for use of funds:

  • Proposals should demonstrate a significant effort to “increase the quality of student life” and promote interaction between large groups of students. Collaboration among students, faculty, and staff should be encouraged and the results of these efforts should be included in the proposal.
  • Equipment funded by the Moore-Hufstedler Fund is Caltech property and must be treated as such by users/borrowers.
  • Awards generally will not be recommended to cover items that are typically funded from Caltech's administrative or division budgets.
  • All awards must be in accordance with Caltech regulations and in accordance with Caltech's non-profit status.
  • Successful applicants will be required to submit progress reports (due every 30 days until the event), an impact statement (due 30 days after the event) and if requested, an additional detailed financial report/review.
  • Requests for major events should be submitted in the fall cycle.

Proposal Guidelines

This is a brief guide for submitting proposals to the Moore-Hufstedler Fund. Some requested information may not apply. For detailed information on how to outline a proposal, please refer to the following:

MHF Proposal Guidelines PDF
MHF Proposal Cover Sheet PDF

You may include any supplemental information you feel would strengthen or clarify your application but limit the total number of pages to fifteen (15) pages. The committee will contact the requestor if further information is needed to make a decision on a submitted proposal.

Only electronic proposals in PDF format will be accepted. Please do not submit reports in other formats (Word, Excel, PowerPoint), by a link to a cloud service for downloading (SharePoint, Google Drive, Box), or in the body of an e-mail, etc. No hard copies will be accepted.

In the top left-hand corner of your proposal, please be sure to include the MHF Proposal Cycle you're applying to, and the Club Name and MHF Proposal Title in the header of your proposal, along with the page number.

Proposals should be sent via email to mhf@caltech.edu by 5:00 p.m. on the appropriate proposal deadline date. See the Proposal Deadlines tab for dates.

Proposal Coversheet: Use the provided MHF Proposal Cover Sheet for items 1-9 below.

  1. MHF Proposal Cycle
  2. Club Name and MHF Proposal Title
  3. Brief Proposal Description
  4. Impact to the Caltech Student Community
  5. Total Amount Requested
  6. Event Date(s)
  7. Progress Report Deadline(s) – Progress reports are due every 30 days until the proposal event occurs
  8. Impact Statement Deadline – due within 30 days after the proposal event
  9. Primary Contact Information

Proposal Detailed Information: Proposals should also include the following information, following the coversheet, addressing in detail items 10 – 14, in this order:

  • Club/Organization Purpose, Website Address, and Membership Information
  • Detailed Project Information and Description
  • Implementation Plan
  • Other Funding Sources Requested
  • Detailed Budget

Please review the MHF Proposal Guidelines to help address any questions about the proposal information requested.

Proposal Deadline

The following table lists the dates by which proposals must be received to be considered by the committee for funding. Requests for major events should be submitted in the summer/fall cycle.

MHF Proposal Deadlines for 2019-2020

Proposals should be sent via email to mhf@caltech.edu by 5:00 p.m. on the appropriate proposal deadline date.

All funded proposals require progress reports and/or impact statements to be submitted to the MHF Advisory Committee. Acceptance of MHF funding means that one also accepts all the conditions set forth in the award letter from the MHF committee, including following advertising guidelines and submission of progress reports and impact statements. Failure to submit reports on time may disqualify applicants and the organizations they represent from receiving future MHF funding and may incur additional consequences. Those who do not adhere to the conditions of the award may be considered in violation of the Caltech Honor Code.

Report Formatting and Guidelines
Reports should be submitted using the following format:

  • Reports should be in PDF format only. Please do not submit reports in other formats (Word, Excel), by link to a cloud service for downloading (SharePoint, Google Drive, Box), or in the body of an e-mail. Only reports received in PDF format will be accepted.
  • Please consider using a font like Arial, Calibri, Georgia, Times New Roman or Verdana and a font size of 11pt or 12pt. Using other font types and font sizes can make some reports difficult to read.

All reports should include the following information (as applicable):

  • Participation/usage statistics, broken down by status (graduate students, undergraduates, etc.).
  • Names and roles of those who assisted in implementing the project.
  • Detailed project financial statement including all sources of income and all expenses. This document should compare the projected budget with actual spending and income.
  • Summary of the project's implementation: major steps and milestones, unexpected occurrences or difficulties.
  • Copies of all flyers or other advertisements, details on how the project was/is advertised.
  • Description of how the project will be maintained if it is a long-term project.
  • If the project is a recurring event or requires future funding, a description of plans to secure alternative sources of funding in the future.
  • Additional information you think the Committee will find useful in evaluating the impact of your project (statements by participants, etc.).

Impact Statements
Impact statements are due either one month after MHF funding is received or on the next due date for MHF proposals (regardless of whether you've received the funds or not), whichever comes first.

Progress Reports
If the above data are not yet known because your project has been delayed or is not fully implemented, you must still submit a progress report by the appropriate deadline, within one month of receipt of funding. In such a report, you should detail the current status of your project along with as much information about the above listed items. The MHF committee will then provide you with a deadline for submission of your next progress report. (Typically a progress report will be due each month until your project is complete or your event has taken place). A final impact statement will be due within 30 days of completion of the project or event date.