Expenses incurred while completing a winter-term project normally are the responsibility of the student or students working on that project. However, the Winter Term Committee awards a limited number of grants each year in support of both individual and group projects. The Winter Term Committee evaluates applications and awards grants on the basis of the educational value of the proposed projects.

Calendar and Deadlines

Group Project Grants

Grant applications for group projects require a preliminary budget and project proposal, and should be prepared by the project sponsor. There are two separate application deadlines each year for Group Project grants; the first is in early spring and the second in the fall. Faculty or approved staff sponsors may choose to apply for an Early Funded Group Project Grant. For winter term 2018; the submission deadline for early funded grants was Friday, March 31, 2017. The fall application deadline for a Group Project Grant is Friday, September 29, 2017.

Upon completion of the Group Project, the sponsor must also furnish a final report and budget, accompanied by original itemized receipts, and turned in to the winter term office. Please do not submit receipts to the Office of the Controller.

Itemize the budget for your project on the Group Project Grant application as completely as possible. Include all anticipated expenses, not only items for which support is requested. Keep the following points in mind:

  1. Criteria for evaluating projects include:
    • educational soundness
    • the number of students who benefit
    • the potential for enrichment of the on-campus winter term experience in general, through symposia, speakers, performances, etc.
    • attention to guidelines 2, 3, and 4 below.In order to distribute funds equitably, the committee will generally follow a guideline of $60 per student participant.
  2. Expensive projects cannot be supported over the guideline amount and must include a student fee (typically ranging from $10 to $40 or more) to defray extra costs.
  3. For more costly projects, applicants are encouraged to seek additional funding from other Oberlin College sources or from external grants.
  4. Be as specific as possible with budget items and make careful estimates; additional aid is not usually available after funding decisions have been made.
  5. Equipment or materials purchased with winter term funds remain the property of Oberlin College, in the appropriate department.
  6. Students are expected to purchase instructional materials needed for a project (books, photocopied materials, expendable supplies).
  7. When describing your project, please use non-specialist language, to the extent possible, to enable committee members unfamiliar with your field to make informed decisions.
  8. The Final Narrative and Budget Report for funds awarded must be submitted on the form used at the time of application for the award. Amounts in the budget must be documented with original, itemized receipts; otherwise those amounts will be regarded as part of an honorarium and therefore subject to tax reporting. The Office of the Controller must report honoraria to the IRS. Consideration of funding is contingent upon timely receipt of reports from previously funded winter term projects.
  9. All materials submitted as part of a Winter Term Grant proposal must be typed. Please send your grant application, budget proposal and project publicity form by email to Rochelle.Travis@oberlin.edu or bring one original hard copy of each form to the Office of Winter Term.