Equal Opportunity Planning Committee Alternative Proposal Process

In response to input from EOPC proposal writers, EOPC has developed an alternative proposal process to help simplify proposals and program evaluations. For programs that occur during the current funding cycle, EOPC will accept proposals that use the traditional or alternative process. If you prefer to use the traditional process, go to the EOPC home page and follow the traditional process outlined there. If you choose to use the alternative process, please follow the directions below carefully. Please contact Mike Blanco (mhb4@psu.edu; 814-863-7890) if you have any questions about the directions below.

EOPC home page: http://www.equity.psu.edu/eopc/

Directions for Using the Alternative EOPC Proposal and Program Evaluation Process
For further information on many of the points mentioned below, go to the Proposal Guidelines section of the EOPC website <http://www.equity.psu.edu/eopc/proposal.asp>. Most components of the alternative process (e.g., Title Page, Budget and Budget Notes) are the same for both the alternative and traditional process. The only points that are different between the two processes are the Proposal Narrative and the Program Evaluation (and the Program Evaluation is not submitted in the proposal phase of the process but is submitted only after a proposal has been approved and the program is completed).

Overview

The overall funding approach and philosophy of EOPC does not change for the alternative proposal process. Proposal writers should carefully read the Overview section of the EOPC website so that they thoroughly understand what can be funded and what cannot be funded, along with the need to provide matching unit or external funds. The one area of the Overview section that does not apply to the alternative process is the need for proposal writers to link the proposal to the University’s strategic goals, their unit’s strategic plans, or A Framework to Foster Diversity at Penn State.

EOPC Website Overview section: http://www.equity.psu.edu/eopc/overview.asp

Title Page

The alternative proposal format will still employ a title page. Please go to the link below, fill out the title page, and attach it to the beginning of the proposal. The form is in PDF format and has been configured so that you can either fill it out directly from your computer or, if you prefer, print out the form and fill it out on a typewriter.

Title Page: http://www.equity.psu.edu/eopc/forms/titlepage.pdf

Proposal Narrative

The proposal narrative will not follow an explicit template as the traditional proposal narrative does. Instead, in not more than three pages, proposal writers should describe in as clear and concise manner as possible:

1. the need for the program at your campus or within your unit
2. the major components and activities of the program
3. measurable outcomes that will be used to define success

Summary Budget and Budget Notes

The alternative proposal process uses the same Proposed Summary Budget and Budget Notes forms as the traditional process does. The proposal budget must summarize the budget request using the Proposed Summary Budget PDF file indicated below. In addition to this form, each proposal must provide explanatory Budget Notes for each line item using the Budget Notes RTF file below. See the Budget Notes Example to better understand how to fill out the Budget Notes. Proposals that clearly explain each line item in the Budget Notes will be more competitive than those with vague descriptions. Unit support and external funding sources must comprise at least 50 percent of the total funding, and this support must involve direct dollar support. In-kind support cannot be applied to unit support or other funding. Please see the link below for a further description of In-kind support.

Proposed Summary Budget PDF file: http://www.equity.psu.edu/eopc/forms/budget.pdf

Budget Notes RTF file: http://www.equity.psu.edu/eopc/forms/budgnotestemp.rtf

Budget Notes Example: http://www.equity.psu.edu/eopc/forms/budgetnotesex.pdf

Further description of In-kind support: http://www.equity.psu.edu/eopc/inkind.asp

Due Dates: http://www.equity.psu.edu/eopc/deadlines.asp

Submission

Please send the original along with six (6) copies of the proposal to Mike Blanco; 214 Grange Building; University Park, PA 16802.

Award Acceptance

Awards must be accepted in writing by the program director. When accepting funds, the program director must agree to three conditions:

• to spend the awarded money as indicated in the proposed budget

• to submit a written evaluation of the program by the required deadline

• to return any unused funds to the EOPC along with the evaluation report

If there is a change in program director(s), it is the unit's responsibility to notify EOPC. The committee reserves the right to continue or discontinue the program upon change of the program director(s). The new director must accept the terms and conditions as set forth by EOPC. Also, if the program director(s) believes it is necessary or desirable to change some component of the proposal (i.e., one of the goals or objectives) after the proposal has been approved, this change must be approved by the chair of EOPC prior to implementing the change.

Program Evaluation

An evaluation of the program that includes a report on program activities and specific outcomes must be submitted by no later than the typical due dates for program evaluations (see link above under "Due Dates"). Please send an original and six (6) copies of the program evaluation to Mike Blanco at the address indicated above. Outcomes should be evaluated against the thresholds for success outlined in the proposal.

Attach a summary of expenditures using the Actual Expenditures Summary Budget form, signed by the project director (type in the name of the financial officer). Also attach any other supporting documents (e.g., assessment instruments, tables, charts, historical/longitudinal data, etc.). Funds in the appropriate amount must be returned to EOPC if: 1) some portion of EOPC funds were unexpended; 2) expenditures of unit/external funds does not at least equal the expenditures of EOPC funds; or 3) EOPC or unit/external funds were not spent according to the allocated line items.

Actual Expenditures Summary Budget form: http://www.equity.psu.edu/eopc/forms/expend.pdf

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