College of San Mateo

Project Proposal Guidelines

The College of San Mateo supports creativity and innovative programs that promote the
college’s Mission, Diversity statement, and Institutional Priorities. The Institutional Planning
Committee will do a preliminary evaluation of each proposal based on the stated goals,
activities, outcomes, and resources requested. Proposals are initially funded through college
innovation funds and any additional revenues the proposal can generate.

Proposals include four parts: Overview, Project Narrative, Budget Summary, and Work Plan. A
Summative Evaluation Report will be required once year. Each part is described below.

• Project proposals due date: January - March for Fall implementation

• Summative evaluation reports will be due once a year

For technical assistance: In developing a project proposal, consult with your division dean(s),
the appropriate vice president, the Chief Business Officer, and the Office of Planning, Research,
and Institutional Effectiveness. Also, if there is a similar initiative on a sister campus or in the
state, please review and incorporate those efforts as well.

Requirement for Evaluation

Part One: Overview

Type of project: Indicate all that apply:

Exploratory project/pilot “Scale up” of existing project sense
“Adopt/adapt” project based on if the proposal is referring to an
established model program existing project
Collaboration or partnership
Other

Anticipated timeline or project duration: (Projects are evaluated and funded annually.)

One-year
Two-year
Three-year
One time monies only

Abstract. Provide a one-paragraph summary that serves as an introductory overview. What is

the scope of the project and how does it benefit the CSM community? What is the mode of
delivery to meet the student and community needs including program, courses, or services? Is
there a plan to build outside partnerships? Has the proposal been included in any department’s
program review?
 Part Two: Project Narrative
The project narrative should address the components outlined below which are also contained
in the WorkPlan. These should be included in the Workplan and must include budget
information.

Target Population: Who will the project benefit? What is the forecasted amount of active
students specific to this initiative in the first year of the project and beyond.

Description: What does the project propose to do? Describe the project’s goals and their
expected measurable outcomes. Please refer to specific metrics such as LOAD, Retention rates,
successful completion, and any other applicable metrics.

Rationale: Why do this? What need does it meet or problem does it help solve? How does this
project support the CSM community and Institutional Priorities? (Refer to Educational Master
Plan, Update 2012; Student Equity Plan; SSSP Plan, College Index as needed).
Partnerships/Sustainability: Who are the departments, services, and programs as well as lead
faculty, staff, administrators, and students who will collaborate to implement the project? If
applicable, how will this initiative tie to the community beyond the college? In addition, how do
you envision the project becoming a permanent part of the college community?

Project Lead/Coordinator Qualifications: Please describe the duties and responsibilities of

faculty or staff expected to support this project and their qualifications needed to participate in
this project? Is there expected release time or staff salaries tied to participation? If yes, please
include in the budget. Any identified personnel time must be reviewed and approved by the
appropriate administrator/supervisor.

Facilities: Where will the project be established? Describe, as appropriate, facilities’ use and
needs and/or use of off-campus or community sites.

When will activities be conducted? Include the timeline for the activities in the workplan.

Part Three: Budget Forecast

Provide a detailed line-item budget and a rationale to illustrate how budget items are explicitly
linked to the strategies you propose.

• Have you sought other funding? Will this request require matching funds or serve to
match other funding sources? If the project is successful, how do you anticipate it can
be financially sustained?

• Complete the Budget Worksheet)

• Project Evaluation: (See Part 5) Summative Evaluation Reports for approved projects
will be due to IPC annually in the Spring semester and project updates are expected
annually. Projects are funded annually, per the Summative Evaluation Reports and IPC
evaluation. In anticipation of your evaluation, you should begin to Identify unique
assessment tools or methodologies you plan to employ. Assessment tools or
methodologies could include, as appropriate, questionnaires, surveys, interviews,
observations, testing, and focus groups.

Technical Assistance: The Office of Planning, Research, and Institutional Effectiveness can
provide technical assistance in developing an evaluation plan for your proposal, designing
data collection instruments, and/or reporting on student outcomes.
 Part Four: Work Plan
2015-2016

Note: Attach additional Work Plan sheets for additional goals. The Work Plan helps organize project activities. It will also inform the
Summative Evaluation Report. For multi-year projects, submit draft 2nd and 3rd year Work Plans for IPC consideration.

Project Proposal Title: ____________________________

Goal #1:
Objective (What will you do Activities (What Person Resources
to meet this goal?) will you do to Timeline Responsible (Who Measurable Needed
meet the (What is your is the responsible Outcomes (What do you
objective?) target date for person for (How will you need to make
completion?) completing this know you have this possible?)
objective?) reached this
goal?)What
assessment tools
will you use?
 Budget Narrative
2015-2016

For multi-year projects, please include yearly Budget Narratives. Please review this
proposed budget with the CBO. (These may be revised as necessary, per the annual
Summative Evaluation Report and IPC evaluation and recommendations.)

Description Amount

1000’s (Faculty
and
Administrative
Salary)

2000’s
(Classified
Salary)

3000’s
(Benefits)

4000’s (Supplies
& Materials)

5000’s (Other
Operating
Expenses and
Services)

6000’s
(Capital Outlay)
 Budget Worksheet
2015-2016

Title of Project:
Requested by:
Amount Requested:

The Budget for this project must be designated in the following appropriate categories:

1251 Counseling Salaries (FT – counseling) $

1310 Teaching Salaries (Hourly) $
1329 Substitute Teaching Salaries (Hourly) $
1429 Prof Dev Counselor (FT-non-counseling $
1451 Counseling Salaries (PT-counseling) $
1495 Other Certificated Salaries (Faculty at $
2392 Student Assistant Salaries (Hourly) $
2394 Short-Term Hourly-Classified (Hourly) $
3801 Permanent Employees Benefits $
3802 Hourly Employees/Adjunct Faculty Benefits $
4510 Supplies ($500 or less) $
4511 Non-Inventoried Equipment (at least $500 $
4580 Central Duplicating $
5101 Honorarium for Students $
5102 Honorarium for Non-students $
5120 Lecturer Services (Independent $
5130 Contract Personnel (Independent $
5211 Conference Expense - In State $
5212 Conference Expense – Out of State $
5220 Mileage $
5621 Software and Software License $
5690 Other Contracted Services $
5694 Contracted Printing Services $
5820 Postage $
6450 Inventoried Equipment (Over $5,000) $
TOTAL $
 Part Five: Summative Evaluation Report

Summative Evaluation Reports for approved projects are due to IPC annually in the Spring
semester and projects updates are expected annually. Projects are funded annually, per the
Summative Evaluation Reports and IPC evaluation and final cabinet approval. The report must
include quantitative data such as the numbers of students and/or faculty and staff served and
any measurable impact on student success (retention, persistence, completion, transfer, and
certificate/degree rates.

Refer to the project proposal, Work Plan, and budget in completing the report. Briefly
summarize the project’s goals for this year, the primary activities associated with those goals,
and their measurable outcomes.

Goals and Measurable Outcomes

• Did you successfully complete the goals and activities proposed in your Work Plan?
Summarize their status here, referring to the project Work Plan(s).

• Who participated in implementing the project? Identify successful or challenging

collaborations and partnerships.

• Who benefited from the proposed activities? The target population(s) might include
faculty, staff, students, members of the community, etc. Address whether you met your
proposed measurable outcomes for your goals.

Evaluation Methods
• What assessment tools, methodologies, or types of evidence did you employ to evaluate
the project’s success? How effective are these in measuring the success of the proposed
goals and activities

Lessons Learned/Next Steps

• Did the activities, methodologies, or strategies you initially proposed lead to the
measurable outcomes you expected? Describe effective strategies, challenges, or
unintended consequences.

• Was your project’s proposed timeline realistic and attainable?

• For multi-year projects, do you anticipate changes to the project’s goals, Work Plan’s
activities and timeline, or measurable outcomes? If so, indicate proposed changes and
provide a rationale, which may inform your next Work Plan.

Resources
• Evaluate the adequacy or appropriateness of the resources dedicated to this project.
(Resources may include personnel, facilities, equipment and supplies etc.)

• Provide a summary of the year’s budget expenditures. Please detail any budget
overages or unspent monies and provide reasoning. For multi-year projects, do you
anticipate changes to the project’s budget? If so, indicate proposed changes and provide
a rationale, which may inform your next Budget Narrative.