Hartman Endowment Fund (Funding for Student Projects)

The Hartman Endowed Fund, also known as the Hartman Fund, was established in partnership with Bill Hartman ’62 and the Alumni Association Board of Governors (AABOG), with strong support from current and past members of AABOG. The intent of this fund is to provide an ongoing way to offer funding that supports projects of benefit to the student body. This can include activities that promote student wellness or academic and professional development, as well as supporting the mission of the College. Activities involving or affecting a significant number of students are given priority.

The endowment provides approximately $1,500 per academic year, and students must submit a proposal to request funding. Proposals will be considered monthly during the academic year (September – May). The amounts awarded will reflect the availability of funds, the number and quality of proposals submitted, and the relevance of the proposed project or activity to the intent of the Fund. Full or partial funding of proposals may be offered.

Previous proposals supported by the Hartman Endowment include:

  • contributing funds for a Mudders of Color barbeque
  • purchasing supplies for a fruit salad tree project at East Dorm
  • speakers and a media play station for North and East Dorm, respectively
  • contributing toward travel for hackathons, competitions, and professional development conferences
  • purchasing supplies for MuddSub to compete in RoboSub competition

Policies

Eligibility/Criteria

  • The submission window for proposals will open two weeks prior to the start of each academic school year. All proposals will be accepted on a rolling basis. Proposals submitted after May 31 and prior to the opening of submissions for the next academic year will not be considered.
  • The Hartman Fund is intended for use by members of the Harvey Mudd College community.
  • Proposals for retroactive funding will not be considered. 
  • Funding for approved proposals should be utilized within the same academic year.
  • The Hartman Fund cannot be used for funding start-ups or product development. Funding will not be approved for projects creating intellectual property.
  • The Hartman Fund is not intended for solely personal use or individual benefit. Proposed projects or activities should impact a group of students or the broader Mudd community.
  • Hartman Fund awards are not considered taxable income.
  • The Hartman Fund prioritizes projects that promote student wellness, build community among all or a significant portion of the student body, or support academic and professional development with the mission of the College in mind.

Expectations

  • Awardees will receive funds in the form of reimbursement for the specific item(s) or use(s) stipulated in the approved proposal. Funds are to be awarded and used during the same academic year and will not be rolled over into proceeding academic years. 
  • Awardees must submit a short written summary about the completed endeavor and the role that funds provided by the Hartman Endowment played in support (e.g. 1-2 paragraphs/300 words) along with photos whenever possible. This summary may be shared with donors who have supported the Hartman Fund, as well as all or part of the greater HMC community.
  • Reimbursements are processed upon completion of the proposed project or activity, submission of the required summary, and provision of any necessary receipts.
  • Awardees may use the funds only as outlined in the approval notice and may not spend all or any part of the awarded funds on anything not specifically approved. Any questions about how an allocated award can be spent should be directed to Office of Alumni and Parent Relations (alumni@hmc.edu) prior to spending. If at any point, the project or activity is not able to be completed as it was detailed in the approved proposal, awardees must immediately contact the Office of Alumni and Parent Relations (alumni@hmc.edu) to discuss reallocation of the awarded funds. 
  • Funded projects and activities should display acknowledgement of awards from the Hartman Fund that reads “Funded [in part] by the Alumni Association Board of Governors” or “Sponsored [in part] by the Alumni Association Board of Governors.” Tangible items should include a sign or plaque on or near the item whenever possible. Advertisements for a funded project to others in the HMC community should include a written or printed acknowledgement. Funded events or activities should display an acknowledgement in an obvious place. Inclusion in a larger list of sponsors or contributors acknowledged in any of these ways may also fulfill this requirement.  
  • Failure to comply with any of the expectations outlined above will result in loss of eligibility for future funding or other actions at the discretion of the committee.

Fund Disbursement and Deadline

  • All approved proposals will be funded through reimbursements. Awardees must email Office of Alumni and Parent Relations (alumni@hmc.edu) with a digital copy of their receipt(s) and include their full name and HMC mailbox number. If reimbursement is submitted in May, include your summer mailing address instead of HMC mailbox number. 
  • Reimbursements will be delivered in the form of a check.
  • Students will have until May 31st of each academic year to submit reimbursement for the allocated funds. Failure to submit reimbursement requests prior to this deadline will result in forfeiting any unused allocated funds.

Timeline

  • Decisions on awards typically require 2-6 weeks, so it’s helpful to submit proposals as far in advance as possible.
  • The AABOG Outreach Committee meets monthly (typically during the second week of each month) and will evaluate proposals ready for committee review at these meetings.
  • After a proposal is submitted, the student(s) listed on the form may receive a follow-up email asking for further details or clarification. Students must reply prior to the next meeting of the committee, or evaluation of their proposal will be delayed until the following committee meeting. If the requested information is not provided by then, the submitted proposal will be voided and a new proposal must be submitted for further consideration.
  • Proposals recommended for approval by the Outreach Committee will be forwarded to the AABOG Executive Committee for final approval. Students will be notified as soon as a final decision to approve or deny their proposal is made.

Submit your proposal materials online to apply for funding.

Questions? Please contact Office of Alumni and Parent Relations (alumni@hmc.edu) for more information.