Hampden-Sydney College works as a community to secure grants support from public resources and private foundations for academic programs and College priorities.

This month, the Grants Connection revisits proposal budgets. The grant numbers and the budget narrative tell the full story of the work you intend to undertake when you send a proposal to a grantor. Proposal Tips of the Month (below) will help you approach some of the budget details. Your Grants Office and the Business Office will also help you consider full costs of your project and show you how to account for direct (grant-funded) expenses and everything else - indirect, in-kind, volunteer - both as a part of your budget and as a record-keeping task on implementation. Using our new Grants Proposal Review Form will facilitate internal review and communication about budgets and projects.

Before we break for the year, here's a shout-out to recent grants-seekers and awardees: Student Affairs for its Gunst award to support Beyond the Hill, Rupak Dua and Kristian Hargadon for awards from VAS on behalf of student scientists, Angie Way for asking the Cole Trust to continue its support of the Museum, Glenn Culley and John Prengaman for working toward improved energy efficiency with a proposal to the duPont Fund, and the full faculty/staff team (11 members!) seeking support through the AV Davis Foundations for planning/recommendations regarding Environmental Science/Studies. You've done great grants work this semester and we can look forward in the new year to the benefits of that work and to growing our roster of creative (and funded) projects.

Enjoy winter break and Best Wishes for a happy, prosperous New Year,

PJ. Townsend, Director of College Grants

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Proposal Tips of the Month

  1. In Survive and Thrive: Three Steps to Securing Your Program's Sustainability, author Kylie Hutchinson states, "Many organizations and programs operate at a deficit unknowingly because they do not fully understand their program expenses. Programs that are starved from the beginning can be challenged to meet the threshold for success." This thought is key when developing your proposal budget - are you considering all expenses? Think not just about what the grant will cover, or even what you intend to cover plus what the grant may support. Consider:
    • what will it take to fully implement the program you are proposing, for the full term you propose, and then,
    • who may pay for what (grant, in-kind, cash needs, etc.)
    If you find gaps, make a plan to fill those by amending your grants request or mapping resources for additional support.
  2.  When you receive an award, it is important to balance spending as you move through the award period. For research projects, Science Magazine offers tips on building and using the proposal budget: "Agencies will not provide more money than they funded to start with, so if a principal investigator (PI) spends more than is provided in a grant, they will literally be in debt to their institution. If you don't have the funds to do what the project takes - because the initial budget was wrong, or because expenses have changed, or the nature of the project has evolved - then you need to contact the program director about changing the scope of the project." Your first contact should be with the Grants Office for guidance on requesting a budget amendment or other course of action before you run out of project implementation time.
  3. In this very short review, Grant Advisor offers a snapshot of the "Who, What, When, Where and How of Grants Budgets." Two important takeways:
    • Your budget will tell the funder instantly if you know what you are doing, and
    • The budget narrative provides an opportunity to put expenses into context - your largest expenses will most often need explanation, especially if their role in the project is not clear.
  4. 2 CFR 200.333 (federal budget guidance) requires that recipients of federal funds retain records in order to:
    • Provide historical evidence and proof of accomplishments
    • Verify matching share requirements are met and document the exact sources of match
    • Track and review information for future reference and program evaluation
    • Prepare for an audit and other accountability measure. 
  5. And, finally, the GuideStar Blog this month succinctly sums grants work: Ask, Thank, Report.

This Month's Most Interesting Reading



Academic Year to Date Awards (as of December 13, 2017) = $4,140,485
KUDOS Awards Ticker for AY 2016-17 = $737,777


Faculty Research

Scholarship and teaching are intimately related. Here are highlights of faculty research interests.

Faculty Research

Director of College Grants

PJ. Townsend
(424) 223-6144
Estcourt Annex | Box 637
Hampden-Sydney College

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