Projects directed by a single student are eligible for Shanahan funds, but those involving groups of students working together will be favored in the allocation of funding. Preference will be given to projects that do not require ongoing financial support from the college.
Decisions about the funding of projects will be made by the “Shanahan Fund committee,” composed of HMC's president, vice president and dean of student affairs, vice president of academic affairs and vice president of advancement, in consultation with students, members of the faculty and other college administrators.
Drawing on recommendations from the committee, a call for proposals will be issued by Academic Affairs during the fall semester and again in spring, if funds remain available. Calls for Proposals may set forth additional criteria and preferences for applicants. The committee will ordinarily attempt to allocate all of the funds available in a given year by the spring semester, although some funds may be spent during the following summer (and therefore after the end of the fiscal year).
- A call for proposals will be issued by Academic Affairs, ordinarily during the first week of the fall semester with a normal deadline of October 1 for written proposals from students. The committee will work quickly to review the proposals and meet with applicants, if necessary, so that decisions can be made by October 15 and projects can begin before the end of the term. The committee may modify the proposed budgets of projects it approves.
- The committee may recommend that a proposal be revised and re-submitted in the spring semester, when another call for proposals will be issued. The spring semester deadline will be Feb 15 for decisions by March 1.
- Projects may be one-time events or may require a period of time for planning and execution. It is expected, however, that projects will ordinarily be completed by the end of the summer research period following the year in which they are funded.
- The committee may elect under special circumstances (e.g. a major natural disaster such as Hurricane Katrina) to modify the normal schedules and issue a special RFP or allow exemplary projects to extend across multiple years.
- Each project must have a faculty advisor, in whose name a project account will be established and who will be responsible for managing the expenditure of funds. All college policies that would normally apply to the financial administration of faculty-directed projects will also apply to student projects funded by the Shanahan Fund.
- The individual student or project team will report on the project and its outcomes to the campus community following completion of the project. The timing and format of this report will be determined by the Shanahan Fund committee and the student(s). However, interim reports are, at minimum, always required 30 days before the end of each fiscal year.
- The Office of College Advancement will be responsible for reporting to the Shanahans at the end of the fall and spring semesters on allocations from the fund. The college will also report on project outcomes as this information is available.