Impact Week

Sample Proposal

FALL IMPACT WEEK

FALL IMPACT WEEK 2018

On behalf of Students for University Advancement, we thank you for your interest in submitting an Impact Week proposal. We are excited to potentially partner with you and your organization to help our local Williamsburg and William & Mary community. Within this packet, you will find the following documents:

  • Sample Proposal – This includes a sample of how the proposal can be outlined, what information it can include, and a sample budget. Please know that the proposal should be submitted via the Tribe Form located on our Impact Week website.
  • Impact Week Rules and Regulations – Before submitting a proposal, please be sure to review the rules and regulations carefully.
  • Contract – If you are chosen as a finalist, we ask that the organizations’ executive members (and, if applicable, faculty/community advisor) sign the contract stating they will fully participate in Impact Week activities.
  • Tabling Sign-Up Sheet – It is very important that you have at least one representative for each tabling shift. For smaller student organizations, we understand this may be difficult. In these cases, please contact Lyda Phillips Stokes if there is a conflict with a particular time slot or date.
  • Impact Week Rubric – The Impact Week committee will select the final three proposals based on the criteria outlined in the Impact Week rubric.

Please submit your proposal by noon on Thursday, October 4th. Student organizations will be notified no later than Wednesday, October 24th, if they have been selected to participate in fall Impact Week. If selected, student representatives from each organization will have a one-on-one meeting with Lyda Phillips Stokes no later than Friday, October 26th.

Applications are to be emailed to Lyda Phillips Stokes, Students for University Advancement Advisor, lvphillips@wm.edu. If you have any questions, please contact Lyda at lvphillips@wm.edu, or call 757-897-8072.

Again, thank you for your interest in Impact Week!

 

 

SAMPLE PROPOSAL

Kappa Sigma Fraternity

Student Name

Phone Number / Email Address

Goals

The Nu chapter of Kappa Sigma was established in March 1890. The mission and goals of our Kappa Sigma chapter revolve around its brothers. Nu chapter hopes to instill in its brothers the values of fellowship, leadership, scholarship, and service. We hope to foster individual growth and development among brothers that will lead them to succeed in academics and throughout life. Finally, we hope to give back, to improve the College of William and Mary and the community of Williamsburg, both of which are significant parts of every brother’s college career.

Number of Members

80

Past Community Service Project / Activities

The Nu chapter of Kappa Sigma Fraternity is dedicated to completing philanthropy projects as often as possible. In the 2016 Spring semester, we put on an event called Kappa Sigma Clips. A group of brothers volunteered to raise money through donations, each having a donation goal and if they met that goal, they had to shave their head. At the end of the donation period, we held a small event on campus where donors could watch participating brothers shave their heads. In total, the fraternity raised $2,200. The money for that philanthropy event was donated to St. Jude Children’s Research Hospital. 

In the Spring 2017 semester, Kappa Sigma held a doubles tennis tournament called Kappa Sigma Rackets. All brothers were encouraged to find two participants and coach them throughout the tournament. Brothers were also able to play themselves. All those who participated played in at least three games and received a t-shirt after the event. The fraternity raised about $600 from this event. This year we donated the money to Shatterproof, a nonprofit organization dedicated to ending addiction.

Project

We hope to support St. Bede’s Outreach Center, which provides yearlong support to over 3,500 in need families (last year alone) in Williamsburg and its surrounding areas. The Center, though based with the Catholic Church on Ironbound Road, works impartial to religion, and strictly serves to serve those who are hungry or homeless. The service also works to alleviate copay burdens on participating members. They do all this effectively through donations and volunteers from a wide and caring range of Williamsburg residents. For years, the Outreach Center has been a staple in the community that at-risk single residents and families can rely on for a warm bed, food, or clothes in the trying winter months. It is important to note that the in need participants of Outreach are contributing members of society, many of which have a job. However, as the information video states: “one flat tire or one sick kid, can put them over the edge, defaulting on payments and losing housing or food to put on a table. 

For this reason, we are looking to involve dozens of fraternity members to help this noble cause. The timeline could not be more pressing, for the soon-to-set-in cold brings the biggest burden upon St. Bede’s program. 

Our kind community advisor, Outreach Director Shannon Woloszynowski, believes the timing could not have worked out better. At this point in the year, they are looking for as many willing volunteers and partnerships as possible. The latter word in that conjunction is the operative. We would like this Impact Week proposal to form a partnership between Kappa Sigma and the St. Bede’s Outreach Program for years to come. 

If granted this opportunity, we will work with Shannon to properly prepare Outreach participants for the upcoming winter. Our work will be multifaceted. We plan to use our funds to market a clothes drive on the William and Mary campus. This with both bring in unwanted, but warm clothes to the program, while also engaging the student body and reminding them to think of those less fortunate. While only using minor funds for marketing, this effort is paramount to our proposal. The William and Mary campus is an untapped mine of giving and caring people who enjoy helping those in need. However, in midterm/final season, it can be hard to remember much else besides exam dates. Our outreach strategy, of many posters and flyers, tabling, and a word of mouth campaign will help to cut through the exam noise and remind others about their struggling community neighbors.

Working in tandem with Outreach, we will hear their needs in October on clothing shortcomings and use the remainder, the majority, of our funds to purchase these items for the program. In an effort with dozens of brothers, we will donate these to Outreach and either help them organize for use soon after or pass them out to the needy day of. Ms. Woloszynowski said she will not know which is available until the week of our drop off, but that both options will foster a strong partnership between our two organizations and, of course, help the St. Bede program. 

 This effort is a way for us to come into contact with and meet those residents who are not as fortunate as us. All people are not created equal. Some are born into lives that are far harder than others. They face challenges that have not even crossed the minds of others. The homeless and at risk in Williamsburg are a kind and driven people. They fight through these far harder lifestyles for a better one, either for themselves or the families they have fighting with them. Organizations like St. Bede’s Outreach are some of our nation’s most noble and notable. They offer a helping, caring hand to these unfortunate people who are only trying to make it. They are only trying to not default on a payment or lose their housing or be unable to put food on a table. We at Kappa Sigma would like to both aid this effort in every way that we can and also meet these fighters. Not as distant William and Mary students, but as a friendly volunteers and friends, ones who can say “Happy Halloween,” and give a warm coat as they do so. 

Please grant us this opportunity so we can remind the student body, the Williamsburg community, and those who are less fortunate how great giving can be.

Budget

We intend to use the majority of our budget on the purchase of clothing to contribute to St. Bede’s efforts. Spending upwards of $2000 on warm clothing will help provide for some of the 3,500 families in need, just in time for the cold winter months to come. $100 will be dedicated towards marketing, with the creation of flyers and posters helping create a visual presence on campus that complements our planned social media efforts. We will also use part of the budget to buy several bins that can be strategically placed throughout campus, such as dorms, to provide an easy and accessible way for students to donate.

Timetable

  • Week of October 9th:
    • Begin coordinating with Outreach on which materials it needs
    • Create layout design of flyers and posters to raise Clothing Drive awareness
    • Begin Sadler tabling so multiple brothers can engage the public about our Clothing Drive, with material about homeless and at risk community members
  • Week of October 16th:
    • Distribute our flyers across campus regarding the Drive
    • Create drop off locations for clothes
    • Continue Sadler tabling with specific instructions about where to drop off clothes
    • Begin buying the foods and clothes Outreach needs most, donating them ourselves to the program or directly to program participants
  • Week of October 23rd:
    • Continue our food and/or clothes buying effort
    • Collect the Clothes Drives intermittently
    • Continue tabling, talking of how the Drive ends on the 31st
  • Week of October 30th:
    • Continue and finish our food/clothes buying effort, checking all the Outreach asked for off the list
    • Eventually ending the Clothes Drive, collecting what we have gotten and sorting it ourselves
  • Weekend of November 3rd:
    • Going into the Outreach location to donate both the asked for food and clothes on behalf of Kappa Sigma
    • Donating also the sorted clothing in the name of William and Mary students

Marketing

A word of mouth campaign through the Greek life community is not enough to win. While we will be pursuing this with vigor, other efforts will be put into gaining votes. To convince those who we do not know to vote for us, we would like to have testimonials and stories from Outreach participants at our Sadler tabling.

 Our tabling members will be educated on community-based stats, given to us by the Outreach program, on how many at risk people/families there are in the neighborhood and how donations like theirs can mean extra coats and extra cans of food. Enthusiasm will be our watchword. Tabling around campus is an art of not being pushy, while not being complacent. Our members will know what to say and when to say it. They will talk of all the amazing work Outreach has been doing for the community. They will talk of the thousands of families it helps every year. They will talk of how the dropping temperature creates serious problems for families living paycheck to paycheck.

 Flyers will also be created by our more design savvy members, in order to get the word out on campus. Our efforts are ones that every student can sympathize with, but not ones that all think about every day. It is easy to forget the plight of others in such a busy time of the year. Our flyers, tabling, and word of mouth efforts will remind others of the importance to give back this time of year. What has frequently been called the most wonderful time of the year can also be the worst for those who cannot predict where they will sleep every night in a month. 

 Our efforts, from all brothers in the fraternity, will be to let it be known on campus what are efforts are and why they are. William and Mary affects the surrounding community greatly already, let us continue this trend in the name of charitable giving.

 

 

 

IMPACT WEEK GUIDELINES

  • Project must take place within the Williamsburg community or William & Mary campus.
  • To receive Impact Week funding, each organization must receive a minimum of 100 votes during Impact Week.
    • If the organization does not reach the 100 vote qualifier, they will not be eligible for grant funding. The remaining funds will be divided between 1st and 2nd place.
    • Please note that if the organization does not reach the 100 vote qualifier, the gifts given on their behalf cannot be refunded. For example, if the organization gets 60 people to give a gift to vote for their project but does not reach the 100 vote qualifier, those 60 people will not be able to be refunded as they have already given their $5.00 gift to William & Mary. 
  • Each organization must have at least one representative during each tabling shift.
  • Once selected as a finalist, the executive members and faculty adviser must sign a contract that ensures they will participate in Impact Week and will follow Impact Week guidelines.
  • Projects are highly encouraged to have a faculty or community adviser.
  • Projects must serve a significant community need.
  • Participants are expected to outline an outreach plan that will help engage their student body.
  • Participants must be willing to record their journey and share progress of their project on the Impact Week website.
  • Participants must have their budget approved by Students for University Advancement prior to spending any and all funds.
  • Participants must use the funds in an appropriate manner and show receipts for all expenses.  If partnering with a community organization/partner, funds may not be directly transferred into a third party account. 
    • Example: Fall 2016 Impact Week second place winner, Pre-Vet Club, collaborated with Canine Companions for Independence. As CCI is a third party organization that is not associated with William & Mary, the money was not directly given to their organization. However, pre-vet club used the funds to purchase items on CCI’s wish list and donated the items to CCI on behalf of their organization.
  • Participants must be full-time undergraduate William & Mary students.
  • Once students have been notified their project has been selected as one of the final three projects, they must meet one-on-one with SUA Advisor Lyda Phillips Stokes to present their marketing outreach plan
  • Funds in no way, shape, or form may support, endorse, condone, or oppose any political or religious ideologies
  • If a project is not selected for Fall Impact Week, students may resubmit their proposal for Spring Impact Week.
  • Any conflicts with Impact Week regulations must be discussed and approved by Impact Week Committee 

 

 

IMPACT WEEK CONTRACT

Upon being selected to participate in Fall Impact Week 2018, I am fully aware of both the expectations and duties requested of my student organization. I pledge to abide by the Impact Week rules and regulations so that I may enhance the William & Mary and Williamsburg community. I understand that if I fail to uphold any of these expectations or duties, our student organization may risk being disqualified from Impact Week and forfeit any and all Impact Week funds. By signing this contract, I acknowledge that my student organization, (if applicable) faculty advisor, and community partner are aware of projectand are willing to fully participate in Fall Impact Week activities.

 

Name of Student Organization (Printed)

 

 

 

Signature Faculty Advisor or Community Sponsor                                                             Date              

 

 

 

Student Signature                                                    Position                                                                         Date

 

 

 

Secondary Student Signature                            Position                                                                         Date

 

IMPACT WEEK TABLING TIMES

Monday, October 29th– Friday, November 2nd

Sadler Lobby: 11:00 AM – 12:00 PM

Sadler Lobby: 12:00 PM – 1:30 PM

Sadler Lobby: 1:30 PM – 2:00 PM

Swem Library: 2:00 PM – 3:00 PM

Swem Library: 3:00 PM – 4:00 PM

BREAK: 4:00 PM – 5:00 PM

The Caf: 5:00 PM – 6:30 PM

 

When submitting your proposal, please include a tabling sign-up sheet indicating which members will be tabling during that shift. If there is a time where none of your organizations’ members are able to table, please contact Lyda Phillips Stokes.

 

 

 

 

GRADING RUBRIC

Scale

1

2

3

4

Positive Impact on Community

Ambitious project; however, time and/or financial constraints may hinder the success of the project

Impactful project; however, may not be sustainable in future years without the financial support of Impact Week and would require further student involvement outside of designated timeframe

Impacts the Williamsburg or William & Mary community and serves a well-deserving cause

Serves a crucial need in the Williamsburg or William & Mary community and will create a long-lasting impact on those affected by the project. If the project needs further support outside of the designated timeframe, a responsible community partner will assume both financial and managerial responsibilities.

Positive Impact on Student

Efforts required on behalf of students are minimal

Project does not allow for the majority of students within the organization to participate

Student are invested in the project and exhibit a genuine interest in bettering the community

Encourages personal growth for the student and provides a meaningful experience that will stay with the students well after the project is completed

Appropriateness of Funding Request & Explanation of Proposed Expenses

Cost of project may outweigh the impact it may have on the community

While a budget was presented, there was a lack of detail and/or the costs were estimated, not exact

Project was reasonablepriced and the budget details necessary expenses

Project details ALL foreseen expenses and goes into great detail explaining why these funds are needed and how they will directly impact the community

Scale

1

2

3

4

Student Preparedness

Proposal fails to address critical issues that may derail the project

Project may be too difficult for students to execute without the involvement of an experienced professional

Students are educated on the issue and have strong leadership to guide them through the process

Students are well educated on the issues facing the community, the project has strong leadership, and the proposal clearly outlines the project’s objectives while showing a natural progression of events

Outreach Plan

Outreach plan was not addressed within proposal

While there was mention of an outreach plan, no concrete details were given

Students propose a strong outreach plan that encourages student participation

Students clearly detail how they will encourage student participation and how they will educate their peers on the importance of the project