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Project Proposal Format

Proposal Checklist

  • Cover page
  • Proposal Narrative
  • Budget Breakout (use spreadsheet template)
  • Timeline / Outcome Table (use spreadsheet template)
  • Appendix with index
  • Signed Agreement to Grant Terms

This page is still under construction.  Links to these documents will be added later.  Thank you for your patience.

Proposal Narrative

The proposal narrative needs to address as many of the following nine sections as applicable.  The questions in each section are meant to be a guide.  Adapt as necessary in order to best indicate how the proposed project directly addresses the mission of HEIF and at least one of the HEIF goals.  Use the underlined section headings within the narrative so that reviewers can easily find the information.  If one section is not applicable to the specific project being proposed briefly indicate so rather than excluding the section.

Narrative Guidelines: 3-5 pages (12pt font, 1” margins, single spaced, numbered pages)

  1. Project Description: Provide a summary of the project and budget request.
  2. Need Statement: How does the project address HEIF’s mission? Which of HEIF’s goals does the project meet and how? (Minimum of one goal must be fulfilled by the proposed project.)  
  3. Outcome: What are the tangible results and benefits of the project? What are the student learning outcomes? How will the project’s effort to reduce the environmental impact of energy be ascertained? If applicable, how much energy will be saved and/or generated?
  4. Note: Proposals for projects that would result in energy generation or savings should include an estimate of the associated quantities of energy over the projected life of the project (e.g. kWh of electricity saved or generated; MJ of heat energy saved; gallons of gasoline use avoided).  Where applicable, environmental benefits associated with the project should also be quantified. Examples of metrics may include kilograms of carbon dioxide emissions avoided per year or kilograms of nitrogen oxide (NOx) emissions avoided per year. Calculations, assumptions, and evidence in support of claims about energy saved or generated, as well as the associated environmental benefits, should be included in the support materials.  
  5. Student Involvement:  How will students be involved? What students will be involved and in what capacity? How will the project integrate with the university’s curriculum?  What curricular and/or faculty support is needed to realize the project?
  6. Implementation: What is the process for implementing the project and who will be involved?  As applicable, what part of the project will be implemented by the awardee and what part by HSU?  What key challenges does the project present?  What, if any, aspects of the implementation process still need to be addressed?  What potential does the project have for being funded at a lower level or in phases? Does the project potentially involve multiple phases? If so, define the subsequent phases of the project.
  7. Partners: Identify HSU students, faculty and/or staff who are partners in the process.  Student collaboration with faculty and/or staff is highly encouraged to ensure continuity with the project. What role will people fulfill? What are the partner’s qualifications and level of experience?  What community partners are involved in the project if any? What parties have been consulted with or still need to be consulted with (e.g. Building Coordinator, Administrator, Dean)? Where applicable, who will oversee any long-term implementation processes?
  8. Timeline:  What activities will happen when? Who is responsible for the successful implementation of each activity?
  9. Sustainability: What is the long-range sustainability plan? How will the project be maintained over a 5-, 10-, 20-, or 30-year period? If the project involves equipment what are the plans for ultimate removal and scrapping/recycling of the equipment. After consulting with HSU’s Plant Operations, indicate if you anticipate any reoccurring expenses with maintaining and sustaining the project? (See “For Further Information” section for a contact person.) 
  10. Assessment:  How will the project be evaluated specifically in regards to reducing the environmental impact of energy use?  How will student’s experiences and learning be assessed? How will the energy generation and/or reduction be measured and monitored?

Budget, Energy Savings, & Timeline

The HEIF BET Template contains worksheets for providing a project budget, description of annual energy/CO2 savings, and project timeline/outcomes. All proposals need to complete each of these worksheets as a summary of what is described in the narrative.

Please email heif@humboldt.edu to access this spreadsheet.

Note: The budget for all projects must include an additional 10% contingency fee and large projects that may involve an outside contractor must also consider a 15% Job-Order-Contract (JOC) fee.

Appendix with Index

The appendix contains all support material needed dependent upon the project.  Appendix should include an index and be neat, well organized and easy to follow.  Supporting material may potentially include:

  • Materials that directly assist the reviewing committee in understanding the project
  • Product information, specifications and pictures…
  • Schematic diagrams, placement renderings…
  • Pertinent statistics, data
  • Relevant internet links and resources
  • Calculations and spreadsheets
  • Environmental benefit qualification
  • Relevant software for project analysis and design
  • Justification of energy quantification
  • Biographies of key personnel

Evaluation Criteria

  • Applicability to HEIF’s mission and goals
  • Potential to succeed
  • Energy saving potential
  • Proposal thoroughness
  • Budget Accuracy
  • Stakeholder investment