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Submitting Proposals to the MHF

Proposal Information

MHF supports large-scale student related projects that have not been sufficiently funded by other sources. Student groups seeking funding without first contacting the appropriate groups may have their proposals rejected or deferred until they have done so. Other sources include, but are not limited to:

  • The Associated Student of the California Institute of Technolgy (ASCIT)
  • Graduate Student Council (GSC)
  • Alumni Association
  • Marsh Fund
  • Housner Fund
  • Student Investment Fund
  • Student House funds
  • House Endowment funds
  • Office of Residential Experience (ORE) Funds (Shepard, Veysey, Capra)
  • Industry sponsorships
  • Academic Divisions
The MHF Committee will review proposals and will make recommendations for each cycle. Final recommendations are approved by the MHF committee chair and are then reviewed by the Provost. The amount of total funds to be dispersed is determined by the chair and will be determined at the beginning of each academic year. The chair may also decide to fund proposals at his or her discretion out of cycle. Funds will be divided among the terms and any remaining balance will roll over to the next funding cycle.

The committee typically does not fund repeat proposals. However, there are exceptions for specific events such as:

  • ASCIT Formal
  • Undergraduate Senior Trip
  • GSC Thanksgiving Dinner
  • GSC Formal

Selection criteria and guidelines for use of funds:

  • Proposals should demonstrate a significant effort to “increase the quality of student life” and promote interaction between large groups of students. Collaboration among students, faculty, and staff should be encouraged and the results of these efforts should be included in the proposal.
  • Equipment purchased with the Moore-Hufstedler Funds is Caltech property and must be treated as such by users/borrowers.
  • Awards generally will not be recommended to cover items that are typically funded from Caltech's administrative or division budgets.
  • All awards must be in accordance with Caltech regulations and in accordance with Caltech's non-profit status.
  • Successful applicants will be required to submit progress reports (due every 30 days until the event), an impact statement (due 30 days after the event) and if requested, an additional detailed financial report/review.
  • Requests for major events should be submitted in the fall cycle.

Proposal Guidelines

This is a brief guide for submitting proposals to the Moore-Hufstedler Fund. Some requested information may not apply. For detailed information on how to outline a proposal, please refer to the following:

MHF Proposal Guidelines Worksheet

MHF Proposal Coversheet

You may include any supplemental information you feel would strengthen or clarify your application but limit the total number of pages to fifteen (15) pages. The committee will contact the requestor if further information is needed to make a decision on a submitted proposal.

Only electronic proposals in PDF format will be accepted. Please do not submit reports in other formats (Word, Excel, PowerPoint), by a link to a cloud service for downloading (SharePoint, Google Drive, Box), or in the body of an e-mail, etc. No hard copies will be accepted.

In the top left-hand corner of your proposal, please be sure to include the MHF Proposal Cycle you're applying to, and the Club Name and MHF Proposal Title in the header of your proposal, along with the page number.

All proposals should be sent by email to by the appropriate 5pm deadline. 

Proposal Coversheet: Use the provided MHF Proposal Coversheet for items 1-9 below.

1.    MHF Proposal Cycle

2.    Club Name and MHF Proposal Title

3.    Brief Proposal Description

4.    Impact to the Caltech Student Community

5.    Total Amount Requested

6.    Event Date(s)

7.    Progress Report Deadline(s) – Progress reports are due every 30 days until the proposal event occurs

8.    Impact Statement Deadline – due within 30 days after the proposal event

9.    Primary Contact Information

Proposal Detailed Information: Proposals should also include the following information, following the coversheet, addressing in detail items 10 – 14, in this order:

10.  Club/Organization Purpose, Website Address, and Membership Information

11.  Detailed Project Information and Description

12.  Implementation Plan

13.  Other Funding Sources Requested

14.  Detailed Budget

Please review the MHF Proposal Guidelines Worksheet to help address any questions about the proposal information requested.

Proposal Deadline

The following table lists the dates by which proposals must be received to be considered by the committee for funding. Requests for major events should be submitted in the summer/fall cycle.

Proposals should be sent via email to by 5:00 p.m. on the appropriate proposal deadline date.

Moore-Hufstedler Fund Proposal Deadlines

Quarter for Consideration

Proposal Deadline

MHF Committee Meeting

Review Proposals

Spring 2019

January 18, 2019

January 24, 2019

Summer/Fall 2019

April 12, 2019

April 19, 2019

Winter 2019/2020

October 11, 2019

October 17, 2019

Spring 2020

January 16, 2020

January 23, 2020