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General Application Guidelines

General Application Guidelines

Application materials may vary by funding award. Please read OUR Funding Application Guidelines to figure out exactly what you need to submit with your application. 

  • You must apply for OUR funding online. E-mailed applications will not be accepted.
  • We will notify you of the review result via e-mail within three weeks after the application deadline. 
  • You cannot edit your application after you submit it; please make sure to proofread everything BEFORE submitting. 
  • You need approval from the Human Subjects Review Council (HSRC) and/or the Institutional Animal Care of Use Committee (IACUC), or a completed Standard Operating Procedure (SOP) for hazardous materials if applicable.
    You can apply for funding even if you are still in the process of HSRC or IACUC approval. However, you MUST have appropriate approvals and certifications BEFORE you interact with humans or animals. Funds will not be released until approvals are granted.

Funding Proposal

The main component of the application will be your funding proposal. Faculty and students are encouraged to work closely together on the application. All funding proposals should adhere to the following guidelines.
  • Maximum 4 pages (Title page, references (if applicable for your discipline), and attachments are not included in the total page count)
  • Font size no smaller than 11 pt
  • Double-spaced

Not all the following attachments are required for every award; please refer to the specific award criteria for which attachments are required. Attachments are NOT included in the total page count.

  • Detailed line-item budget with budget justification
  • Curriculum vitae (CV) for each participant (including faculty mentor) in a single file
  • Mentor Letter of Support 
  • HSRC and/or IACUC approval letter(s), or documentation/emails proving exemption from review
  • Standard Operating Procedure (SOP) for dangerous/hazardous materials

Writing Guidelines

These guidelines are designed to help undergraduate students effectively articulate their project ideas, demonstrate their preparedness, and convey the potential impact of their research or creative work. A strong proposal clearly shows the project's significance, the applicant’s readiness, and the value of the work to the broader community or field of study.
  • Title Page

    Title page is NOT included in the total page count of the proposal.

    Goal: To introduce your project properly.

    What to Include:

    • Project title
    • Department(s)
    • Names of all student and mentor collaborators
  • Abstract

    Summary of Research & Creative Expression

    Goal: To establish your readiness and ability to complete the project successfully.
    Word Limit: 250 words

    What to Include:

    • Purpose of the Project:
      Provide a concise overview of the project and its importance, including the problem or research question you're addressing.
    • Significance:
      Discuss the courses, skills, or prior experiences that have equipped you to undertake this project. Highlight relevant coursework, internships, workshops, or independent projects that demonstrate your ability to carry out the proposed work.
    • Methodology:
      Describe your research techniques, methodologies, or creative tools.
    • Check out some more tips on how to prepare an abstract here.
  • Project Description

    Understanding of Research & Creative Expression
    This should be different from your abstract!

    Goal: To show that you thoroughly understand your project’s context, purpose, and process.

    What to Include

    (each of the below criteria must be addressed in the project description and be presented as a separate heading on its own line):
    • Background & Rationale:
      Explain the question, problem, or theme your project addresses. Discuss existing scholarships, creative dialogues, or community conversations that inform your work. Why does this topic matter?
    • Objectives and Methods:
      Provide a clear, step-by-step plan for what you will do and how.
      • For research projects, outline your methodology (e.g., data collection, planned analysis, theoretical framework).
      • For creative projects, describe your process (concept development, materials, techniques, performance or production plan).
    • Mentorship and Support:
      Identify your faculty mentor or advisor and describe how they will guide you. Mention any additional collaborators (mentors, community partners, or research teams) and specify their roles.
    • Feasibility and Timeline:
      Lay out a realistic timeframe, noting major milestones and deliverables. This helps reviewers see that you understand the scope of your project and can manage your time effectively.
    • Plans for Dissemination/Presentation:
      Describe how you will share your project/findings with the appropriate audience(s). Include how/where you will share your findings. Who is your intended audience(s)? What is your dissemination timeline? (e.g. Plans to present findings to the CWU campus community at SOURCE in May is an acceptable plan.)
  • Professional Development Statement

    Impact of Research & Creative Expression

    Goal: To show how your work contributes meaningfully beyond yourself.

    What to Include

    (each of the below criteria must be addressed in the project description and be presented as a separate heading on its own line):
    • Academic or Disciplinary Impact:
      Describe how your work advances knowledge or practice in your field. Does it fill a gap, challenge assumptions, or bring a new perspective?
    • Personal and Professional Impact:
      Explain how this project contributes to your academic and career goals. Reflect on how it will develop your skills, confidence, or readiness for graduate study, artistic practice, or professional work.
    • Community, Cultural, or Societal Impact:
      Consider how your work engages with audiences or communities outside of academia. Does it address social issues, contribute to cultural understanding, or inspire dialogue and creativity?
  • OUR Advice

    • Clarity and Accessibility:
      Write clearly and concisely. Remember that reviewers may come from different disciplines. Use simple and plain language/layman’s terms. Avoid using confusing jargon. If you need to use a technical term, define or explain it at its first mention.
    • Proof of Passion and Purpose:
      Let your enthusiasm and intellectual curiosity show through but ground it in evidence and planning.
    • Review and Revise:
      Have your mentor, peers, or writing center review your proposal for clarity, coherence, and polish.
      Use precise, discipline-appropriate language but explain technical terms for a broader audience.
    • Demonstrate critical thinking:
      Acknowledge challenges or limitations and propose solutions.
      Connect your impact statement to the broader goals of the funding institution or grant program.
    • Be specific about dissemination:
      How will you share your findings or creations (e.g., conference presentation, exhibition, publication, campus event)?
    • Start early:
      High-quality applications are the result of deliberate, well-organized work. Reviewers can easily tell when an application is rushed versus thoughtfully prepared.

Budget & Budget Justification

Budget

A well-considered budget is a very important part of your proposal. Please show as close to the real, total costs as possible in your budget. Although the amount of funding you can receive from the OUR is limited, the budget should accurately reflect all your expenses. 

Your budget should include: 

  • An itemized list of supplies/equipment/materials
  • Include travel costs if you are traveling to conduct research
  • Other sources of funding received and/or requested 
  • Please use our budget template for your detailed line-item budget with budget justification. 

Budget Justification

Your budget justification helps us interpret your budget. It describes why you need what you have asked for and how you calculated the costs. The budget justification should be written in paragraph or bullet list form, or a combination of the two, and include: 

  • The purpose of the itemized expenses should be explained and prioritized by project needs.
  • If you are purchasing equipment, describe where it will reside once your work is complete (All equipment/supplies/materials purchased with OUR or foundry10 funds belongs to the university, not to the funding recipient). 
  • For all expenses, provide the basis for the cost estimated (online catalog links are fine, vendor quote, etc.) 
  • If your expenses total more than the amount you are requesting from the OUR, describe how you plan to cover those additional expenses. 
  • If you have applied for other funding, describe what you have applied for and when you expect to hear about your funding status. 

CWU Travel Guidelines

If you are traveling for part of your research, project, or presentation and receive CWU funding, you must obtain approval before traveling. You are required to submit a Travel Authorization. It is the travelers’ responsibility to be familiar with CWU travel guidelines and policies and follow them throughout their travel.

Please note that all funds are reimbursement-based. OUR does NOT provide advance funds. Departments will often make the purchases on students’ behalf. If yours does not, you are personally responsible for the costs and then you will be reimbursed after submitting your expense report (ER). Please note that the Travel Desk requires the cardholder’s name to match the name on the ER.

You will also need to submit an Expense Report (ER) within two weeks after your final purchase, but no later than 6 months after travel and before June 1 to receive your reimbursement. The Travel Desk will deny any ERs submitted after the 6-month mark.

For more information visit the CWU travel website or contact the travel desk at traveldesk@cwu.edu. 

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