Student Technology Fee Committee

2000-2001 Proposal Worksheet




Welcome to the Student Technology Fee Committee (STFC) proposal worksheet.  This worksheet will help you through preparing your STF proposal and entering it into our database system.  This document is designed to be interactive, so as you read along, follow the directions.


Before you begin, you will need to have a good idea about exactly what you want to propose.  Information about the committee’s funding policies can be found on the proposals page of the committee’s website at  We recommend that you read the Request for Proposals (RFP) and the “Really Great Proposals” documents carefully.  You may also want to scroll forward and take a look at what questions you will be asked on this worksheet.


The proposal process includes a series of five steps:



After the five steps, this document discusses other options and functions included in the web database system as well as frequently asked questions.  If you have a question at any time, contact the committee at  Remember to save this document frequently as you type in your proposal details.



Step 1 – Proposal Overview


Let’s begin!  First, you will need to have a password ready to use for your proposal.  This is the password that you will need to edit your proposal in case you don’t finish everything in one sitting.


Password (this will show up on the screen): cartah_01


Next, choose a title for your proposal.  This should be short, no more than one line.


Title: CARTAH Macintosh Workstation Refresh


Now, you will want to write a short abstract of your proposal.  This should be a short paragraph of 6-7 sentences, that describes the proposal concisely and cleanly.  The committee will use your abstract to identify and remember your proposal.  The committee usually considers over 50 proposals each year, so a good abstract can keep the goals of your proposal fresh in the committee members’ minds.


Enter your proposal abstract below.  This should be about one paragraph with six to seven sentences.


This proposal has two goals; to replace four aging STF purchased Macintosh ‘Beige’ G3 workstations, and to replace two scanners used for digital imaging.  Macintoshes remain the standard for digital imaging and desktop publishing, and the current workstations are no longer capable of effectively running the latest digital imaging software.  They will also not be able to effectively run OS X, the new Macintosh operating system that will be available within the year.  The Macintosh workstations are three years old, and the scanners are four and five years old.


Next you will need to provide some basic data about your proposal.  First, we need to know what department you are from.


Department or Unit Name: CARTAH


Now we need to know if this is your first application for funding for your department or unit.  If you aren’t sure if your department or unit has applied before, contact the committee at and we can find out for you.


Is this your first application for funding?  No


The next question is about student access to the resources you are about to propose.  Your choices are:



Don’t worry if your proposal doesn’t fit directly into one of these categories.  You’ll have a chance later to explain everything in detail.  For now, just choose the “best” answer.


How will students access this resource if funded: By Appointment


Next, you need to say which building and rooms your proposed resource will be located.  This is important because your department or unit will be committing this space, which represents a major contribution to your proposal.


In what buildings and rooms will the resource be located? 35A Thomson Hall


Your next question is if this proposal is a result of student requests.  In other words, whether this proposal is driven or initiated by students.


Is this proposal the result of student requests? No


Last, you will need to provide some contact information.  You will need to identify four people:



The primary contact will probably be you.  The dean / vice president is the dean or vice president of your department or unit.  This person must sign off on your proposal to confirm the commitment of space and other resources before the committee will consider your proposal.  No substitutions (e.g. directors, department chairs) are allowed.  The budget coordinator is the person who is in charge of maintaining the budgets for your department or unit.  Concurrence is one additional approval of your choice.  For most proposals, this is a department chair or person in charge of your unit.


For each of these people, you will need a name, title, box number (mailstop), email, and phone number.  Enter the information in the table below:


Primary Contact



Richard Karpen












Dean / Vice President



Julie Stein










Budget Coordinator



Michael Furr


Program Assistant











Paul Berger










Step 2 – Proposal Discussion


The next six questions allow you to describe your proposal in depth.  Provide enough information to communicate your proposal effectively to the committee.  You will only be able to provide text in your discussion.  If you have other relevant data (e.g. graphs, charts, survey results), make it available on the web and include the address in your discussion.




Discuss the context for the proposed project. Describe the population of students in your department/unit and how they currently use technology to achieve their educational, teaching, and research goals.


CARTAH is a project-based lab open to all students at the University of Washington, with preference given to students in the arts and humanities.  CARTAH is a unique resource on campus, and provides an extensive array of computer, imaging, audio, and video equipment to students who wish to work on individual and group projects or research.  Projects range from simple scanning and imaging work completed in a few days to extensive video and audio projects spanning several quarters.


Benefits to Students


Discuss how students will benefit from this proposal. This might include how this proposal will increase students' marketability for future careers; how this proposal will meet computing needs not currently met by existing resources; how this proposal will enhance students' education, teaching, and research activities.


Students have initiated over three quarters of CARTAH projects, and over half of these projects are imaging or multimedia based.  Most of these projects are conducted on Macintosh workstations, and require scanning equipment.  The intent of this proposal is to replace aging equipment used for digital imaging and desktop publishing.  We wish to replace four 3-year old STF purchased ‘Beige’ G3 300MHz workstations with four Duel Processor G4 500MHz workstations.  The current G3 Macintosh workstations are reaching the end of their useful lifespan as digital imaging stations, and will not be capable of effectively running the next generation Macintosh operating system OS X, which is due sometime in the next year.  We also hope to replace one four year old flatbed scanner and one five year old slide scanner with current scanners of much higher resolution and image quality. 


All STF purchased workstations that are replaced will be made available to other groups or departments as per the agreement made between the STF committee and the College of Arts and Sciences.




Describe who will be using or will have access to the resources being proposed. If this is not a general access resource (i.e. available to any registered student), discuss what restrictions will be placed on resource use. Include hours of availability. Note that the Tech Fee Committee strongly encourages proposals to include a mechanism to allow all student access.


Access to CARTAH is available to all students, faculty and staff of the University of Washington who submit a structured research proposal.  This can be done simply from CARTAH's web site.  Students are offered help in constructing cogent research proposals, and virtually all student research proposals are accepted.  CARTAH is open from 8:30 to 4:30 every weekday.




Discuss currently available financial, personnel, and space resources devoted to technology and level of support. Include dollar amounts if possible. Describe how these resources will leverage this proposal if funded.


CARTAH consists of two working labs in two buildings, suites 9 and 35 Thomson Hall, and 12 Music Building.  CARTAH provides three permanent technical support staff, a permanent office support person, four Graduate Student Assistants, and a number of workstudy students, all available to advise students and support the labs.  These labs already have extensive video, graphics, audio, and animation facilities funded through industry grants, CARTAH and univeristy funds, as well as previous STF grants. New equipment would be integrated into these labs, and would enhance an already successful program of independent student research.  CARTAH also has an annual supplies budget of $35,000 used to support these labs.




Provide a time-line showing how the proposed project can be completed during the support period. Note that the STFC is flexible regarding implementation delays due to issues such as space renovation.


CARTAH will purchase and install new equipment as soon as funds become available.


Departmental Endorsements


List all participating units and include the endorsements of the supporting deans, vice presidents, chairs, faculty, and staff.  The STFC supports efforts to provide partial funding or external support for projects.  Please describe any efforts in this area.


CARTAH is an independent computing center within the College of Arts and Humanities.  This proposal is endorsed by CARTAH’s director, Professor Richard Karpen.


Student Endorsements


Add student-derived data supporting student need.  This might include testimonials, polls, data regarding current use of services or student preferences.


CARTAH has over 100 current, ongoing projects being conducted by graduate or undergraduate students, nearly 50 of them added this academic year.  Of these projects, over half are graphics or multimedia based projects.  Below is a sampling of current student based projects that would benefit from the proposed equipment.  The project descriptions are taken from the original project proposals.  A complete listing of approved CARTAH projects can be found on our web site at:


Nancy Froehlich, CHID Undergraduate


pretty people in their spaces.circles of confusion

I wish to break down the myths of models being flawless and untouchable which leads so many women to feel insecure.  A fashion shoot is the contributions of many talented people working to make these girls look in a certain way.  I want people to see the transformation of these girls that I do.  Through photographing models both in their home, how they wish to be shot and on a 'fashion shoot', I believe I can present a more accurate idea of what goes on in the fashion scene.


Danielle Henderson, Political Science Undergraduate

Scrapbook/Portfolio: Alone in Japan

In January and February of this year I took my first solo trip to Japan.


I took pictures on slide film of my trip, and kept the little scraps and bits that are the detritus of travel - ticket stubs, receipts, that kind of thing. My project is to convert my slides and scraps into digital information, and then create a booklet that will be both travel scrapbook

and photography portfolio.


Some of the best work I have ever done since I began taking pictures was done on that strange and wonderful trip.


Matt Hamon, Art/Photo Graduate

MFA thesis

Through the use of digital and traditional means I plan to create collages of imagery. I will be exploring the genres of portraiture and contemplative imagery. Scanning large format negatives at CARTAH will aid in my transfer of this imagery to lithographic plates. The final pieces will be mixed media collages on paper.


Brian Sharp, Art Graduate

mail art website

I am collaborating with Carrie Scanga, a graduate in the printmaking department. we plan on hosting a website to document various and unusual items sent to us through the us postal service. this project is a comment on the tangibility and limits of traditional mail versus the impersonal

and 2d aspects of email and the World Wide Web. if at all possible we would like to work with Peter Bill for he is familiar with the project and is also a colleague of ours.


Matt Truitt, Photography Graduate

Digital Created Art of Movement and Motion

The project consists taking photographs of various scenes.  The idea is to capture the narrative of a scene through photographs, and then digitally combine the images into one work of art.  This project is to be a part of my Master of Fine Art degree.


Step 3 – Budget


Now that you’ve finished the proposal discussion, you’ll need to prepare a budget for your proposal.  For each item you want to purchase, you will need to provide the following information.



It’s easiest to compile this information on a separate sheet of paper or in a spreadsheet.  Also figure the total shipping charge and sales tax.  Note that the UW must pay sales tax on all items, even if they come from out-of-state.



Cost Per


Macintosh Dual G4 500MHz 512MB RAM 40GB HD 20" Monitor

Macintoshes remain the standard for digital imaging and desktop

publishing.  These will replace existing G3 workstations.




UMAX PowerLook 2100XL Tabloid Flatbed Scanner

This will replace an existing lower resolution ‘letter’ sized flatbed





Polaroid SprintsScan 4000 35mm Slide Scanner

This will replace an existing lower resolution 35mm scanner

nearing the end of its useful lifespan.


























Step 4 – Entering Information into the STFC Proposal Database


Now you’re ready to enter your proposal into the committee’s web database system.


Leaving this document open, start your web browser, go to, and select the link for proposals.  Then, select the link for the proposal database.


You should see the “STFC Proposal Database” screen.  Choose “New Proposal” from the menu on the left side of the screen.  You’ll be presented with a screen that asks each of the questions from Step 1.  Scroll up to Step 1 now and copy your answers into the web form.


After you have entered the Step 1 information, click “Next”.  The database will give you a proposal number.  Keep this number handy and reference it whenever you write to the committee.


Proposal Number: 2001-289


Click “Next” again to move ahead.  This screen allows you to enter all of the discussion from Step 2 into the database.  Copy the information from this document, and paste it into the appropriate boxes.  When you are finished, click “Next”.


Now you will need to enter your budget data from Step 3.  Click the “Add Item” link to add the first item to your budget.  Fill out the form and click the “Add Item” button when you are finished.  Only enter numbers into the spaces for “Cost per Item” and “Quantity”.  Adding anything else into these fields will keep our database from computing your total correctly.  Also, round your prices to the nearest dollar.  After you have finished entering your first item, the database asks if you would like to enter another item.  Continue entering items until your budget is complete.


After you have entered all of your items, you’ll see a list of everything in your budget.  To remove an item, click the “Delete” link.


Once you have your budget finalized, enter your total tax and shipping charges.  After you have everything in, click “Next”.


Now, the database will offer you a choice.  You can submit your completed proposal to the committee, or save it and exit. 




Step 5 – Gather Signatures


If you choose to submit your proposal, you will be presented with a signature page.  This page contains your proposal number, title, total funds requested, and abstract.  You must print this page out and gather the signatures of your primary contact (i.e. you), your dean or vice president, budget coordinator, and the person you selected as concurrence.  Once you have gathered the signatures, send the page to the committee via campus mail to the address printed at the top of the signature page.


The committee must receive the completed signature page before the proposal deadline.  The committee will not consider any proposal without a completed signature page.  Therefore, it is imperative that you submit your proposal into the database far enough in advance that you can collect the required signatures.


Congratulations!  You’ve submitted your proposal to the committee.  Save this document as a record of your proposal.



Using the STFC Proposal Database System


This section of the worksheet includes “How To” instructions for using different parts of the STFC Proposal Database.  Topics include:




How to edit a proposal that hasn’t been submitted to the committee


To edit a proposal that has not yet been submitted to the committee, first go to the database through the proposal page of the STF website at  Next, find your proposal using either the “Search” or “Browse” buttons on the left side of the main database screen.  Once you have your proposal selected, choose “Log in to edit your proposal…” from the choices at the top of the screen.  You will be prompted for your proposal password (which should be listed under “Step 1” of this worksheet).


You should now see some choices about what to do with your proposal. Choose “Edit Your Proposal”.  You will be presented with a form to update the data from Step 1 of this worksheet.  Update any details that have changed and click the submit button at the bottom of the page.  Now you will see the revision history for your proposal.  New proposals will only have one version. When you have found the version you wish to edit, click the “EDIT” link on the right side.  Do not choose to start a new revision.  You will now see the form to edit your proposal discussion from Step 2.  Make any changes and click the “Next” button at the bottom of the form.  You can now see a screen where you can edit your budget.  Again, make any changes and click “Next”.


You are now presented the opportunity to submit the proposal to the committee or save and exit without submitting. 


·        If you click to save your proposal and exit without submitting, you will be able to come back later and change your proposal.  Your proposal details (except for the budget total) will not be visible to the public.  Your proposal is not complete until it has been submitted and you have completed Step 5.  See the instructions below labeled “How to edit a proposal that hasn’t been submitted to the committee” to continue your proposal later.


How to print out a complete copy of your proposal or signature page


You can print out a complete copy of your proposal at any time.  You can print out a duplicate of the signature page for your proposal after you have submitted the proposal to the committee. 


First, go to the database through the proposal page of the STF website at  Next, find your proposal using either the “Search” or “Browse” buttons on the left side of the main database screen.  Once you have your proposal selected, choose “Log in to edit your proposal …” from the choices at the top of the screen.  You will be prompted for your proposal password (which should be listed under “Step 1” of this worksheet).


After entering your proposal password, select “See the signature page or a printable version of your proposal” from the menu.  You can then select which revision of your proposal you would like to see by clicking the number in the first column.  If you have submitted your proposal to the committee, you will also be able to click the revision number in the second column to see a duplicate of your signature page.



How to submit comments about a proposal


You may encourage students, faculty, and staff to submit comments about your proposal through the database system.  To submit a comment about a proposal, first go to the database through the proposal page of the STF website at  Next, find the proposal using either the “Search” or “Browse” buttons on the left side of the main database screen.  From there, choose “Submit a Comment about this Proposal”.  Fill out the form and click the submit button.



Frequently Asked Questions (FAQ)


Q:     I’ve forgotten my proposal password.  How do I access my proposal?


A:      Email to get a new password.  Please specify the proposal number in your email.


Q:     In the database, I see an option to start a new revision.  What is that?


A:      Proposals that aren’t fully funded during the first round are eligible to be revised and resubmitted to the committee.  When you choose to start a new revision, your original proposal is retained as-is.  You can then post new information into the revised proposal and submit the revised proposal to the committee for the second funding cycle.  More information about submitting a revised proposal will be made available after the first round funding decisions are made.


Q:     I began the proposal process, but have decided I no longer want to submit a proposal.  Can I delete my proposal from your database?


A:      To delete your proposal, send an email to including your department name, the proposal title, and the proposal number.


Q:     Why do I need the approval of a Dean or Vice President for my proposal?  Isn’t approval by the Chair of my department enough?


A:      Although approval of your department is important for the success of your proposal, the committee does require approval at the Dean or Vice President level.  If your proposal is approved, your department will be expected to provide facilities and staff to operate the funded equipment for at least three years.  Approval by a Dean or Vice President will help ensure that adequate facilities to support the proposed equipment are and will continue to be available.


Q:     I’m not sure if what I’m asking for is something that the committee will fund.  Can I meet with a committee member to discuss my proposal before I submit it?


A:      Yes.  Committee members do their best to try to meet with people and discuss proposals before the proposal deadline.  Although one committee member cannot say for certain if the committee will fund all or part of a proposal, they can provide tips about what has been funded frequently in the past and what definitely cannot be funded.  Email to request that a committee member contact you.