Apply for funding

Applicants must meet one of the following criteria:

• UW Seattle registered student with a fiscal administrator. 
• UW Seattle Registered Student Organization (student groups of five or more may register as an RSO) with a fiscal administrator.
• UW Seattle faculty or staff working with students and with fiscal administrative support. Please note that faculty and staff cannot serve as their own fiscal administrators.

*A “Fiscal Administrator” is an individual at the University who is authorized to manage a Cost Center, Project, or Program Worktag in Workday and administer funding. Typically affiliated with specific departments, fiscal administrators can be contacted through your departmental connections. They are required by the CSF to manage the funding allocated for your project.

For RSOs that are unable to secure a fiscal admin, they may request the HUB Student Activities Office (SAO) Advisors to serve in this capacity. However, SAO can only support internal University purchases (HFS catering, campus space rentals, departmental goods and services, waste management for events, etc.) and contracted off-campus services of more than $500.*

All projects will be evaluated by the CSF Committee based on how well they address the following*: 

1. Sustainable impact: Projects must improve the overall sustainability of UW's campus. While some projects may focus more on contributing to the physical environment and others on cultural ideology that foster sustainability on the UW Seattle Campus, all projects must center equity and expected impacts (i.e., burdens and benefits) on the UW community. 
   • Physical environment (think things that make up our campus) includes changes to campus infrastructure, biodiversity, food systems, energy usage, carbon emissions, waste management, living systems, and technological advancements for sustainability. 
   • Cultural ideology (think philosophy and people who make up our campus) includes alternate/non-western approaches to sustainability, education, celebration of alternate ways of knowing, cultivating resilience, cultural preservation, pushing the boundaries of “sustainability”, challenging traditional narratives and status quo solutions, and promoting access for historically underrepresented groups.
   • Please note these categories may (and hopefully will) overlap. 
     • For example, the creation of the Burke Meadow (through two projects: Camas Meadows Monitoring [2020] and Cross-Cultural Collaboration at the Burke Meadow [2022]) leads a collaboration between students, staff, and faculty with the Burke Museum of Natural History + Culture, the Department of Landscape Architecture, and UW Grounds + Facilities.
     • As part of the new Burke Museum design, the meadow is an integral aspect of the education the Burke provides for weaving conversations between Traditional Ecological Knowledge and systems of western science in the region. The meadow is designed to be representative of meadow environments in the Pacific Northwest and contains many plant species that offer nourishment and medicinal properties that have been used by indigenous individuals and communities for millennia.
     • The Burke team works closely to monitor how the plant community in the meadow changes from season to season and year to year. They organize volunteer events to maintain the meadow. They further develop and support educational opportunities in the meadow for the UW community and the public including creative based workshops in weaving, and to protect emerging plants from herbivory. They have also begun harvesting and processing plants for uses and recently a design build project to construct and install a ‘pollinator village’.
     • This project is exemplary in connecting physical environment and cultural ideology to further sustainability on our campus.
        
2. Leadership & student involvement: Project member roles must be clearly outlined and reflected in the proposal and project budget, demonstrating a substantial degree of student leadership or student involvement throughout the application and implementation process. Projects submitted by faculty and staff are accepted, however, projects initiated and led by students will be prioritized. If submitted by a non-student please consider the following to increase the strength of application: 
   • Ratio of funded student positions to non-student positions;
   • Involvement of targeted student groups and organizations; and
   • Involvement of the broader student body throughout the project’s lifecycle (e.g., volunteer opportunities, capstone projects, studio classes, educational opportunities, etc.).
      
3. Education, outreach, & behavior change: Project must include educational and outreach components that help cultivate an aware and engaged campus community. Projects should strive for substantial impacts on the UW Seattle campus, and consider efforts that extend impact to broader communities (i.e., the University District, Seattle, the Pacific Northwest, and beyond).
    
4. Feasibility & accountability: Applicants must demonstrate they hold or can attain the technical knowledge, necessary approvals, and project management skills to complete projects successfully. 
   • CSF encourages compensating labor for: 
     • Project management to ensure dedicated personnel and capacity for successful project implementation. This includes funding student time, faculty time (beyond expected work responsibilities), and honorariums for advisorship or consultation.
     • Community contributions and collaborations that enrich project feasibility and reach. 
   • Projects requiring ongoing maintenance or staffing must either include these expenses in the budget or demonstrate other funds with an articulated plan to meet the project’s long-term maintenance and staffing needs.
   • For large-scale projects with vast stakeholders please indicate any contributing funds from other sources.
   • In considering projects undertaken by campus departments (whether in close partnership with students or led primarily by staff), CSF prefers to award funds strategically, investing in one-time transformational interventions in a campus operation, rather than funding routine operations or planned near-term innovations. Preference will be given to projects that demonstrate they are not likely to be undertaken in the near future without the catalyst of CSF funding, and offer long-term plans to ensure financial and operational sustainability.
5. Budget:
   • The project must present a well-researched and feasible budget that effectively accomplishes tasks and compensates team members appropriately.
   • Additionally, it should include a timeline for implementing the budget.

*Please note that certain special grants have additional or slightly different criteria, which are detailed in their respective sections below.

Please review this carefully before submitting your budget. The CSF will not approve or allocate funds for the following items:

• Time and labor expended by UW faculty working unless it is outside the scope of regular faculty duties.
• Purchase of gift cards or other forms of compensation to research subjects. While we encourage compensating research subjects for their time, this must come from another funding source. 
• Food, drinks, or salable merchandise. 
• Research projects unless such projects include an actionable component.
• Project expenses that solely benefit an individual and not the community, group, or project.
• Retroactive funding (i.e., project completion is expected to precede grant award date).
• Items that would be otherwise funded by the University or another funding source. 
• Materials with limited use and high environmental burden (e.g., t-shirts, decorations, tote bags, excessive paper advertising materials, etc.). The CSF is open to fund sustainable production and procurement of items that already exist in the consumption cycle (e.g., compostable serviceware, thrifted t-shirts and screen printing, rentable project items, etc.). 
• Stipends or salary for work done towards achieving academic credit. This includes work required for graduation requirements (e.g., honors thesis, master's thesis or PhD dissertation).
• Unnecessary travel or gas usage.

How can I get started with my project?

Begin by reviewing past projects to gather inspiration and ideas. Identify and develop your project team to ensure you have the support needed to complete your project.

What should I focus on when building my project?

Build on the current ecosystem and tailor your application to align with the CSF project criteria and any specific grant type considerations.

How do I ensure my project is a good fit for CSF funding?

Be clear on the feasibility of your project and why it is a strong contender for student funds.

Who can serve as a budget/fiscal administrator for my project?

Identify a staff budget/fiscal administrator within your department or another department/unit. If you are part of an RSO without a departmental fiscal admin, you can request the HUB Student Activities Office (SAO) Advisors to serve in this capacity. Note that SAO can only support internal University purchases and contracted off-campus services of more than $500.

How should I approach a potential budget/fiscal administrator? 

Reach out to potential budget/fiscal admins with a summary of your project, a draft budget, and a link to the Fiscal Admin Responsibilities FAQ. This will help them understand the responsibilities associated with a CSF grant and decide if they are willing to administer your grant funds.

Should I discuss my budget with my fiscal admin before submitting it?

Yes, discuss your project budget spreadsheet in detail with your budget/fiscal admin and seek their feedback before submission.

Can CSF staff help if my fiscal admin has questions?

Yes, CSF staff is always available to speak with potential budget/fiscal admins if they have specific questions.

What if my project involves changes to campus infrastructure or landscape?

• Projects that aim to modify campus infrastructure or landscape may need approval from the Design Review Board. Familiarize yourself with this process early to ensure your team is prepared to take it on.
• Project teams must also contact UW Facilities (Karla Kross, Assistant Director of Account & Portfolio Management) who will connect them with college or unit facilities leads. These leads must complete the Project Approval and Support form, which the project team must upload to the CSF application portal.

Will CSF request additional information after I submit my application?

Yes, CSF may request more information after you apply. They reserve the right to ask for revisions, additions, or removals in your project budget and may approve only a portion of your project scope.

How will I be informed of decisions and updates?

All decisions and updates will be communicated via email from CSF.

What is a Large Grant?

Large grants are for projects over $5,000 that typically require a longer implementation timeline, significant stakeholder engagement, collaboration across units, or aim to have an extended impact on the UW campus. Explore past large grant projects (toggle type filter to "Large" and click apply).

What are the deadlines for Large Grant applications?

Funding Cycle 1:

• Opens: 10/01/24
• LOIs Due: 11/15/24
• LOI Decisions: Week of 12/2/24
• Full Proposal Due (if LOI approved): 1/17/25
• Committee Presentation: 1/24-1/31/25
• Final Decisions: Week of 2/3/25

Funding Cycle 2:

• Opens: 01/20/25
• LOIs Due: 03/03/25 at 5:00pm
• LOI Decisions: Week of 3/17/25
• Full Proposal Due (if LOI approved): 4/25/25
• Committee Presentation: 5/7-5/14/25
• Final Decisions: Week of 5/19/25

What if I want to do a feasibility study?

• CSF requires large, multi-year infrastructure projects to conduct a feasibility study or submit a previously completed feasibility study with their application. 
• Feasibility studies typically are completed to vet stakeholder buy-in, project viability, location, design, complicated logistics, and long-term sustainability. 
• The cost of the feasibility study should not exceed 30% of the expected full project costs. 

What is a Letter of Intent (LOI)?

The LOI is the first step in applying for a large grant. It includes:

• Summary of the project proposal and a brief explanation of how it meets the CSF project criteria. In addition, please include a description of steps your project team plans to take to increase project feasibility by the Full Proposal Stage if your LOI is approved (e.g., stakeholder engagement and facilitating project buy-in, development of roles and responsibilities for student leadership positions, research to develop accurate budget line items, etc.).
• Contact info on the core project team.
• Basic estimated budget to explain the requested amount.
• Completion of the Acceptance of Administrative Responsibility (AAR) section in the application portal.
• Basic timeline for project milestones and completion.

What happens after I submit my LOI?

The LOI is reviewed by the CSF core team for completeness before being passed to the CSF Committee. If approved, you'll be invited to submit a Full Proposal. Please note that the CSF Committee may request a feasibility study for large multi-year projects if deemed necessary.

What is required for the Full Proposal?

• Integrate feedback from the CSF Committee into your Full Proposal.
• Submit a comprehensive, detailed Full Proposal, it includes:
  • An executive summary
  • Information on key stakeholders
  • Implementation plan and impact
  • Detailed timeline and budget
  • Approval from fiscal admin on in-depth budget
  • Description of project longevity
  • Exploration of sustainability and community impact

What stakeholder engagement is required for a Full Proposal?

• Fiscal Admin Review of Full Budget: Your fiscal admin will be asked to confirm that they have reviewed and agree to administer your final, updated budget.
• Project Approval and Support Form (PASF): Gains explicit support from relevant stakeholders for approval of space, site, finances, or departmental endorsement. Multiple PASFs may be submitted, but at least one written endorsement is required.
• Design Review Board (DRB) and Departmental Liaisons in UW Facilities: Required for projects aiming to change campus infrastructure. Refer to the general section above for additional details and links.

CSF staff are available to assist with any questions or concerns related to these forms.

What happens after I submit my Full Proposal?

• Presentation: You'll present your proposal to the CSF Committee and participate in a Q&A session. The CSF Grant and Project Coordinator will assist with scheduling.
• Review & Deliberation: The CSF Committee may request additional information via email. Once all details are provided, the committee will vote on approval and funding.

What happens if my project is approved?

You'll meet with CSF staff for an orientation meeting to review funding conditions and fiscal admin responsibilities. After that, you'll receive your funding and can begin your project! (Refer to the "Managing your Grant" page for more info).

What is a Mini Grant?

Mini grants are for projects up to $5,000, designed for ideas with a narrow scope that can be achieved on a shorter timeline. Explore past mini grant projects (toggle type filter to "Small" and click apply).

What is the deadline for a Mini Grant application?

Mini-grants are evaluated on a rolling basis usually from October through May. Our Committee does not meet during University holidays and breaks. If you are submitting a mini-grant at the end of one quarter or the beginning of the next, there may be a delay in reviewing your application. It’s a good practice to submit your application several months in advance of when you’ll need funding.

What are the steps to apply for a Mini Grant?

• Review Application Details / Collect Information
• Submit Proposal
• The mini-grant proposal includes:
  • Project description
  • Information on team members and key stakeholders
  • Description of project longevity
  • Implementation plan, impact, and project timeline
  • Budget details
  • Exploration of sustainability and community impact

What stakeholder engagement is required for a Mini Grant?

• Acceptance of Administrative Responsibility: Demonstrates needed support from a budget or fiscal administrator at the University. Please note that this is a required section in the application portal.
• Project Approval and Support Form (PASF): Gains explicit support from relevant stakeholders for approval of space, site, finances, or departmental endorsement. Multiple PASFs may be submitted.
• Design Review Board (DRB) and UW Facilities Departmental Liaisons: Required for projects aiming to change campus infrastructure. Refer to the general section above for additional details and links.

CSF staff are available to assist with questions or concerns related to these forms. They are intended to ensure adequate stakeholder engagement, not to pose significant barriers.

What happens after I submit my proposal?

• Review & Preliminary Deliberation: The CSF Committee may request additional information or have further questions via email. Project teams should provide details as soon as possible.
• Final Deliberation: The Committee will vote on approval and funding. During the academic term, the committee will respond with a decision at their earliest convenience. If your project has an urgent timeline and would need the funding before a certain date, please contact us.

What happens if my project is approved?

You'll meet with CSF staff for an orientation meeting to review funding conditions and fiscal admin responsibilities. After that, you'll receive your funding and can begin your project! (Refer to the "Managing your Grant" page for more info).

Project lead, please review this information and share this link with your prospective fiscal admin (they will be taken directly to this accordion to review this information):

How should I inform students about departmental procedures for budget administration?

Provide clear guidance on specific departmental procedures related to budget administration. CSF strongly encourages setting up a communication channel (email, Teams, Slack) between you and the project team.

Who is responsible for hiring actions, procurement, or payment processing for this project?

You, the fiscal admin, are responsible for hiring actions, procurement, and payment processing, following all applicable University and departmental policies and procedures.

How do I manage expenses in UW fiscal systems?

Work with the project lead to add, transfer, and reconcile expenses in UW fiscal systems.

What should I do to prevent overspending on the project?

CSF does not allow any form of overspending. Monitor expenses closely to ensure the project does not overspend. Be aware that projects and departments are responsible for any overages.

If the project requires more money than requested to complete, what should I do? (e.g., increase in wage rates, inflation, increase in unit price, etc.)

The CSF may be able to fund more! Learn more about the budget amendment process.

If my project team is asking to diverge from their original budget line items, what are my next steps?

You are required to communicate with the CSF. Learn more about the budget reallocation process.

How can I ensure smooth transfer of funds to the project?

Provide the required cost center information and if you desire a program ID. CSF will create and share a project ID when transferring funds.

How long does transfer of funds typically take?

Transfer of funds can take up to three weeks. 

Once we are set up, where should expenses be charged?

All expenses can then be made directly to this cost center/program.

What should I do if the project I am administering becomes inactive and still has a remaining balance?

Please contact the CSF team to arrange the transfer of remaining funds back to our Cost Center.