Proposal and Budget

Carefully read the Application Do's and Don'ts website to ensure that your submission adheres to the guidelines.

General guidelines:

• Proposal should be double-spaced with standard font size (no larger than 12 point) and 1 inch margins (top, bottom and sides).
  • Do not include a cover page or your abstract in the proposal document
  • You may include a title on the 1st page of your proposal document, but it should be no more than one line and no larger than 14 point font
  • Do not duplicate information from your application form in the proposal (or vice versa).
  • The written proposal should be focused on the project. Do not include include your preparation (coursework, etc.) or what you expect to learn. That information belongs in the application form.
• Submit the proposal and the budget in one PDF attached to the online application. Be sure your file has the .pdf extension.
• If you use the track changes feature to get feedback on the word version of your proposal, be sure to accept or reject the changes and turn off reviewing AND turn off comments before you save the document as a PDF. Close the document and reopen it to be sure that all tracking and comments have actually been removed.
• Your application will not be considered for funding unless your research mentor confirms that he/she has seen the final version of your proposal.  It is your responsibility to consult with your research mentor about your proposal and to ensure that he/she has seen the final version before the application deadline.

Content:

Your proposal must be divided into sections as described below (be sure to clearly label the sections):

1.  Project description (4-6 pages, double-spaced with standard font and margins)

• state what the goal of project is
• explain why the project is important
• discuss relevant literature, including previous work in the area (cite your sources)
• describe the project: what is the methodology and why are you approaching the project in that way
• include a list of references at the end of this section (this should be a separate page, single-spaced, and is not included in your page count)
  • This should NOT be a list of all of the references that are relevant to your project or that you plan to read. Include only items that you actually reference in your proposal.
  • You may use any established citation style for the reference list and in-text citations, but be consistent and use the same style throughout your proposal.
• Your proposal must be focused on the project. DO NOT repeat information that is in the app form (e.g. courses you have taken, your preparation for the project, your other commitments during the term).

2.  Timeline for the project (1 page)

• this is your expected timeline for the term of research. List what you expect to be doing each week during your project and include dates. It is fine to use labels like "week 1," "week 2," etc., but also include the dates of those weeks.
• the timeline must be in list format (not in paragraph/prose)
• the timeline should be for the period of time for which you are requesting funding (NOT including the current term or subsequent terms)
• if you plan to travel off campus for your research, provide an itinerary for where you plan to be and when you will be there

3.  Budget for the project (if required)

• If your leave term research will take place on campus, DO NOT submit a budget
  • You are automatically eligible for the maximum award which is intended to cover the cost of Dartmouth housing and meal plan.
  • Students who remain in Hanover during their leave term project and choose to live off campus rather than in campus housing are eligible for the maximum award even if their estimated housing and meal expenses are less than the cost of living on campus.
  • Leave term housing on campus may not be available every term (e.g. fall and spring)
• If your research will NOT be conducted at Dartmouth, you will need to submit an itemized budget with explanation/justification (see below).

What to include in your budget document

• Itemized budget:
  • List of expenses including each item and its associated cost.
    • Carefully review the general budget guidelines which includes:
      • List of expenses that are and are not eligible for funding
      • Resources and for estimating costs.
    • If you are not certain of an exact cost, provide your best estimate using the resources on estimating expenses.
    • Work with your faculty research mentor to ensure that your itemized budget is accurate and that the items are justified.
    • Do not include a line item for "miscellaneous" or unexpected expenses.
    • List the TOTAL cost of the project in the itemized budget
  • Include ALL anticipated expenses even if you are applying for funding from other sources in addition to SURFD.
    • If you anticipate that your project will include expenses in more than one academic term, include those expenses in your itemized budget, but CLEARLY separate the expenses by term (label the sections by term and/or by date when you anticipate incurring those expenses).
    • Funding is awarded ONLY for expenses that will be incurred in the funded term, not for expenses incurred in subsequent terms, previous terms, or in the term in which you are submitting your application.
• Budget justification
  • Begin with an overall explanation for your budget request. This is generally one paragraph but not more than one page.
  • Next, include an explanation of each item in your budget and provide a clear and compelling justification for why each item is necessary. It is important to provide sufficient information as this is the basis of grant award amounts. 

• Human subjects:  research projects involving human subjects will likely require IRB review. Examples of human subjects research include surveys, interviews, and collection or use of information collected from people. 
  • If you are not sure if your project requires review, consult with your faculty research mentor and with the following:
    • Contact CPHS (Committee for the Protection of Human Subjects) if your project is associated with the College (cphs@dartmouth.edu). Check with them even if you expect that your project will fall in the "exempt" category.
    • If your faculty mentor is associated with Dartmouth Health, consult your faculty mentor as the project may require approval by the Dartmouth Health IRB rather than CPHS.
  • The approval process can be lengthy, so it is strongly recommended that you start the process as soon as possible.  You will not be able to start your project until it has been reviewed and approved by the relevant IRB.
• Travel exceptions:  if your project involves travel, read the College's travel policy carefully (and the associated webpages linked to the policy) to determine whether you will need to apply for a travel exception. If so, submit your application for a Travel Exception as soon as possible (on or before the grant application deadline).
  • Applications will not be considered until the travel exception has been approved.
  • The list of locations requiring a travel exception is updated on a regular basis so check the list frequently.