MHF Proposal Information

Gordon and Betty Moore

Shirley Hufstedler

MHF Application Dates & Deadlines for 2023-2024

Funding Cycle	Proposal Application Deadline	Committee Review Meeting	Decision Letters
Cycle 1	October 9	October 18	November 1
Cycle 2	February 26	March 7	April 1

Proposals should be submitted by 5:00 p.m. on the appropriate proposal deadline date.

Funding criteria at a glance, see Selection Criteria & Guidelines below for additional information.

Demonstrate an effort to increase the quality of student life
Applicant must be a currently enrolled and in good standing.
No travel, alcohol, salaries, or fireworks.

MHF supports large-scale student-related projects that have not been sufficiently funded by other sources. Student groups seeking funding without first contacting the appropriate groups may have their proposals rejected or deferred until they have done so.

Other sources include, but are not limited to:

Academic Divisions
Alumni Association
Associated Students of the California Institute of Technology (ASCIT)
Graduate Student Council (GSC)
House Endowment funds
Housner Fund
Student Retreat & Activity Fund
Student Investment Fund
UG Student House Funds

The MHF Committee will review proposals and will make recommendations for each cycle. Final recommendations are approved by the MHF committee chair and are then reviewed by the Provost.

The amount of funding available will be determined by the chair at the beginning of each academic year. The chair may also decide to fund proposals at his or her discretion out of cycle. Funds will be divided among the terms and any remaining balance will roll over to the next funding cycle.

The committee typically does not fund repeat proposals. However, there are exceptions for specific events such as ASCIT Formal, Undergraduate Senior Trip, GSC Thanksgiving Dinner, and GSC Formal.

Selection criteria and guidelines for use of funds:

Applicant must be currently enrolled and in good standing at the institute.
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 policies, produces, and in accordance with Caltech's non-profit status.
Successful applicants will be required to complete an Impact Survey and if requested, an additional detailed financial report/review.
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 an impact survey.
Failure to adhere to these guidelines 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.
Requests for major events should be submitted in the fall cycle.

The MHF committee will not fund the following:

Travel expenses
Alcohol
Salaries
Fireworks
Items that are incongruent with Caltech initiatives

MHF Proposal Application Guidelines

Completed the MHF proposal form and detailed budget.

*Please used complete sentences and provide as much details as you can.

You do NOT need to submit a separate pdf document for your proposal. The above form will suffice as your proposal application. However, please include any supplemental information you feel would strengthen or clarify your application but limit the total number of pages to under 2 pages.

With in the form, please expect to address the following topics:

Proposal Cycle
Club or Organization Name
MHF Proposal Title
Primary Requestor's Information - name, caltech status, email address, and mail code
Proposal Description or Objective - provide information on who, what, where , when, and why.
Impact on the Caltech Community - Answer the question; how this proposal will impact and benefit Caltech as a whole. If this proposal, serves a smaller community, please provide a statement on why the committee should fund this smaller venture.
Provide a detailed budget - Attach this budget template to your application form. Additionally, you will also be expected to list additional funding sources and amounts, total budget for activity, and amount requesting from MHF.
If the proposal is for a particular event: Is the event registered with ORE?, dates of event, etc.

All funded proposals require an impact survey to be completed 30 days after the MHF funded event, activity, or purchase.

Please find the survey, here.

The survey collects the following information:

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.
Any additional information you think the Committee will find useful in evaluating the impact of your project (statements by participants, etc.).

What documentation is required to apply and receive MHF funding?

Applicant must be an enrolled student (UG or Grad) in good standing at the Institute.
Applicants must complete the application, which includes a detailed budget.
Must complete an Impact Survey at the end of the project (if awarded funding).

Are there any other expectations for for awarded proposals?

Yes, all funded groups are expected to follow all the Institute's procurement policies & procedures, Student Affairs policies, and MHF guidelines.If a student of a group is caught functioning outside of these policies, they will be addressed by of the conduct process. Groups in violation may loose recognition and funding privileges.

Are renewal applications allowed?

No. MHF funding is for new initiatives, new trainings/programs, or as seed money for new campus initiatives.

Can student groups get help with big purchases?

Yes, student groups can, and should, ask for help making larger purchases. This also includes securing any required contracts.To do this, it is best to schedule an appointment and have the needs identified and/or the items of choice selected in advance. The funds for the purchase will be directly deducted from the allotment for the funding distribution.

Please email MHF-Finances@caltech.edu to set up an appointment.

When will students get their money?

Student affairs has a goal of giving students/student groups access to the the money they have been awarded two weeks after the proposal has been reviewed and approved by the MHF Committee.
However, there are a number of factors that must happen before funding is disbursement can be finalized. As a result, funding could be delayed. Staff Administrators will try and keep you informed of such delays.

If you have questions about your disbursement, you can write to the MHF Finance Administrators at MHF-Finances@caltech.edu.

Can a student or student group ask for more money?

Students may reapply for more funding if they have a new project, but they may not ask for more money for the current project.

The MHF designation is a fixed amount based on the proposal, funding demands, and available money for a particular funding cycle.

Can a student or student group ask for a deadline extension?

Student groups will have 6 months to use the awarded funds. If funds are not used, they will go back into the pool for future MHF proposals.

An exception to this is if the purposed activity has a specific date that is outside the 6 month window or requires a longer time-frame. There are no extensions beyond these scenarios.

Does funding rollover?

No. Please see above.

MHF Purchasing and Reimbursement
Information & Guidelines

The MHF committee follows Caltech purchasing policies and procedures. Events must follow and adhere to Student Affairs, the Office of Residential Experience, and Caltech guidelines. Failure to follow the guidelines will result in purchase/reimbursement delays or declines.

Purchases and Purchasing Types

Payment Requests or Caltech Procurement purchases are processed through the MHF Administrator and particular payment options may be unique to a proposal's specific circumstances.

Purchase Requests are purchases made directly or online by the MHF Finance Administrator using a staff pcard. This is the fastest, most streamlined way to make a purchase.

Submit Purchase Requests here: Purchase Request Form
Combine as many individual purchases together as you can to reduce the amount of small purchase requests. Please submit items at least totaling to $100 at a time.
You will be informed via email when and where to pick up your items (if applicable).
Keep all receipts & packing slips and email a PDF copy to MHF-Finance@caltech.edu, with your proposal name in the subject line.

Caltech TechMart/Procurement is used for the acquisition of certain services or any activity that requires a contract to be signed.

The MHF Administrator will provide instruction specific instructions if this payment option is preferred.
Do not sign contracts or agreements for purchases, services, or event activities. Contact the MHF Administrator if your proposal requires this option.

PTA – Each funded proposal is provided with its own PTA, where certain purchases or charges can be applied directly. The MHF Administrator has the discretion to allow for direct use of this PTA.

Reimbursements - Purchases made with personal funds or out-of-pocket require a proper receipt and review before reimbursement approval. Out-of-pocket purchases are discouraged, as reimbursements are not always approved.

If circumstances arise and need to use personal funds, here's how to request a reimbursement:

Reimbursement totals must be $200 or more. Combine as many purchases as possible.
Itemized receipts are required for reimbursement. Receipts must have item(s) description, transaction information, and correct total to be considered for reimbursement.
Submit reimbursement requests here: MHF Reimbursement Form

Tips & Reminders

Funding cannot be used to purchase alcohol. Receipts including alcohol purchases may be declined, alcohol items removed, or take longer to process.
Unused funds will be returned to MHF within six months of your notification letter.
Purchases cannot exceed the approved funding amount noted in the award letter.
All purchases or reimbursements must be outlined in the proposed budget. Items not in the detailed proposed budget will not be approved.
Progress reports and impact statements are tracked and must be submitted on time. If not, allocated funds may be held back.