Initiatives For Women How to
Prepare a Competitive Application:
Frequently Asked Questions
This web page is intended for potential applicants
for Initiatives For Women awards. For the past several years Initiatives
For Women (IFW) has offered face-to-face workshops on how to prepare
competitive applications. This web page summarizes the information
offered in those workshops. Each section is formatted in the form
of questions and answers. If you have a question not answered here,
please send e-mail to Carol Anne Germain at cg219@albany.edu.
This document consists of several sections. You may
scroll through the entire document, or access the specific sections
you need by following these links:
Introduction: Questions You May Have About IFW
Q: What is Initiatives For Women (IFW)?
A: Initiatives For Women is an all-volunteer organization
dedicated to supporting the educational and professional goals of
women at the University at Albany. To that end, IFW participates
in a variety of activities each year to raise money to support recipients
chosen through an annual round of applications. Most of the award
money comes from individuals who have made donations to support
campus women.
Q: What are all these named funds? It seems like
there are a lot of different awards and each one of them has different
qualifications.
A: IFW grants awards from its general funds and also
grants special awards from specific named (or, endowed)
funds, such as the Karen R. Hitchcock New Frontier Fund for doctoral-level
female students who show great promise of making a positive, transformational
difference in our society. An endowed fund means that a donor or
group of donors has contributed a significant amount of money to
IFW and named the specific IFW award they established. The gift
money is invested and the interest proceeds fund an award every
year. So, it is not a one-time award. Generally, when donors do
this, they have very specific ideas about who should qualify for
their awards. IFW must honor these qualifications. Out of our entire
pool of applicants, we find those who best match the intentions
of the donor of these funds.
Q: What is IFW's goal in giving away these funds?
A: IFW wants to make a difference in your life. We
realize that there are key times in a woman's life when she just
needs a little "boost" to get to the next step-whatever that step
might be. The IFW motto is "Support Her Dream." This is a key concept
to keep in mind as you prepare your application. You need to show
how IFW can make a difference for you. Remember that most of our
award funds come from individuals who wanted to make a difference
for women. Show how we can do that for you.
Q: Who is eligible to apply for an award?
A: Any woman who is a University employee (faculty
or staff) or registered student (undergraduate or graduate) at the
University is eligible to apply. In addition, University at Albany
campus groups may apply for funds for programs that support women's
concerns or the needs of women on campus.
Q: What do you mean by "How to Prepare a Competitive
Application"?
A: Essentially this means "Learning to Write a Good
Application." Certain key elements are found in ideal application:
- compelling cover letter
- excellent project description
- clearly demonstrated need
- appropriate and strong references
- solid budget
- strong academics (GPA, transcript)
- general benefit to women
A strong application with no general benefit to women is fundable,
as is one with some weakness in one of the above elements. However,
weakness in two or more elements likely will not be fundable. In
addition, you can avoid certain few fatal flaws if you pay attention
to the hints on this web site.
Q: Is there any place I can see who IFW has funded
in the past and what they were funded for?
A: Yes, all the previous
recipients are listed in the IFW web pages.
Q: How often does IFW accept applications and
give out awards?
A: Once a year in our annual application process.
Q: When is the next round of applications due?
A: March 6, 2008.
Q: When do I find out if I received an award?
A: Early May 2008, before the end of the semester.
Q: If successful when would I get the award money?
A: Checks will be issued in July 2008. There is a
summer celebration in mid-July at which the recipients who
can be present receive their checks in person.
Q: If I can't attend the summer celebration, how
will I receive my award?
A: IFW can mail your award after the ceremony if
you provide a written request in a letter or via email to cg219@albany.edu.
The IFW Selection Process
Q: How does IFW make its selections? How many
people actually read my application?
A: Essentially, we select by committee consensus.
At least five committee members will read your application. It is
initially rated by three individuals who compare their ratings and
come to agreement on a "team rating" for your application. The team
ratings from all four teams are compared and collated. At least
two other individuals read all the applications to make sure that
each group is fairly represented in the overall selection process.
Q: Could you fund everyone who applies?
A: IFW never has enough award money to fund all applications.
Hence, the strong applications compete for a finite amount of money.
Since we can't fund every request, we fund the strongest and most
distinct.
Q: What percentage do you usually fund?
A: Usually we can fund only about 25-30% of the incoming
applications. The percentage varies from year to year.
Your Application Process
For the purposes of these hints, the reason you are
applying is your "project." Your "project" could be professional
travel, dissertation expenses, conference attendance, tuition to
complete courses, or any of hundreds of other things. Identify your
project.
Remember that IFW wants to make a difference for
you, and you need to show us how an award will make a difference
for you no matter what your project is or how much it costs.
Q: What is required to apply?
A: You must submit BOTH an Online IFW Award Eligibility Form and SEVEN (7) copies
of your application packet (the original and six copies).
Q: What's the most important first step in applying?
A: First, think about why you are applying. (We know
you want some money, but why?) What will you use the money for?
What is your "project"? Remember that IFW wants to help you further
your educational or professional goals. Do you have a special goal
that the money will help you achieve? Think about this carefully
before putting the time and effort into your application.
Q: How do I get started?
A: You can read about the application process in
other parts of the IFW web site, but the way to get started is to
download the application packet. The application packet is available
in MS Word. To download the application packet click here.
Q: What if I have difficulty downloading the file?
A: (1) Ask someone to assist you downloading the
file (2) Information Technology Services has a Help Desk where you can get help. If they are unable
to assist (3) Send e-mail to cg219@albany.edu.
Q: Once I have the packet, then what?
A: We recommend that applicants read through the
entire packet before they start writing anything.
Q: How much are the awards?
A: Awards generally range from $500 to $2500.
Q: May I apply for less than $500?
A: Yes, if that's what you need.
Q: May I apply for more than $2,500? If my project
is more than $2,500 should I bother to apply?
A: The IFW award limit is $2,500. Be realistic in
your expectations. No matter how deserving you are or how much you
need more, don't ask for more than what IFW is likely to fund. However,
it is perfectly reasonable to ask IFW to fund one piece of your
project and show how other parts of your project will be funded
from other sources. Your project budget is an important piece of your application.
Q: Okay. I know how much money I want to apply
for, and I have the application packet, what should I do first?
A: Immediately start thinking about the various components
you need for your application including your goals and plan letter, your budget, your résumé, and most immediately, who you will ask to
write your letters of recommendation. Remember
that you need to give your letter writers time to compose a good
reference for you. Ask early.
What's Needed to Apply
Q: So what exactly will I be submitting for my
application?
A: You need to submit a (1) full application and
an online eligibility form. (2) Fill out the online eligibility
form at http://www.albany.edu/ifw/eligibility_form.html.
Read your application packet carefully and you will
see that you need six collated copies of your application. Each
copy will contain your cover sheet, goals and plan letter, project
statement (optional), two letters of recommendation, a budget, and
your vita or résumé. Follow the directions exactly. Put everything
in exactly the order requested. Start gathering materials and writing
early! Ask for your letters of recommendation as soon as you can.
Make sure your application is complete! Don't
be late! Thursday, March 6, 2008.
Criteria For a Good Application
Q: What does Initiatives For Women look for when
judging an application?
A: IFW is interested in who you are, what your goal
is, and how IFW can help you reach your goal. In addition, IFW applies
its standards for a good application (not just an application which
is "better than" the others). Criteria may include:
- Academic merit and outstanding scholarship.
- Need. How will the award make a difference
or help overcome obstacles?
- Advancement of women in general. Examples
of this include applicants:
- in a non-traditional field
- who are non-traditional (students, faculty, or group)
- doing interesting research on or for women
- creating/entering training programs for women.
- Final selections represent the diversity of our applicants
and the University.
Letters of Recommendation
Q: Are some people better to ask than others for
my letters of recommendation? I know lots of people who could write
me good letters of support.
A: Pick someone very appropriate for your project.
You do not want just friends or relatives to write these letters;
you want professional people who know about you, your goals, and,
most importantly, your project. UAlbany faculty are the preferred
letter writers for student applicants. For dissertation assistance,
you'd want to pick your dissertation chair or at least someone on
your committee. For an art project, you'd want an art teacher. Professionals
would choose colleagues or supervisors familiar with their work
and project. Faculty might pick their department chair or colleagues
familiar with their project. Everyone can find two people who will
say nice things about them, but you want people who can speak about
your project and its importance for you.
Q: Are these confidential letters? What if my
letter writer insists he/she only submits confidential letters?
A: The letters are not confidential: You will get
the original letter and make six additional copies of it to submit
in your applications packet. We realize some faculty write only
confidential letters of recommendation. Ask if he/she is willing
to put seven copies of the letter in an envelope for you. If yes,
submit the sealed envelop with your application. If not, have the
letter writer send the letter directly to Carol Anne Germain in LE G-54
in the University Library before the deadline.
Q: The perfect person for me to ask to write a
letter is out of the country! Can she send a letter via e-mail?
A: With special permission from 2008 IFW Award Selection
Committee Co-Chair Carol Anne Germain, an emailed letter of recommendation
will be accepted. If, indeed, this is the perfect letter writer
(e.g., your dissertation advisor or project director) who is out
of the area, you may have them send the letter via e-mail to Carol Anne Germain at: cg219@albany.edu.
(Please note: IFW will not accept local e-mail letters sent just
to make the time deadline.)
Q: How do I make sure my letter writers really
do write me good letters?
A: Do everything you can to make sure the writer
knows about you, your project, and IFW. Don't just ask them to write
a letter blindly. Put in writing for them what you are applying
for and why. You might even offer (depending on who you ask) what
types of things you'd like in your letter.
Q: I don't really know any of my professors that
well. How do I get good letters?
A: Reread the preceding question and answer because
it would be really helpful in your situation! When you ask a teacher,
try to make a connection to that faculty member. Remind them that
you were the one in the front row of a certain course last semester
or the one who received an excellent grade or wrote a particular
paper. Follow up in writing with information to make it easier for
the faculty member. Attaching your résumé (presuming it is up-to-date!)
is another way for the faculty member to know who you are.
Q: What if my application is complete, but my
letter writer hasn't submitted the recommendation in a timely manner?
A: This is not the best situation to be in, but sometimes
it happens despite your best efforts. If you have your entire application
ready and the deadline is approaching without your receiving one
of your letters of recommendation, contact the 2008 IFW Award Selection
Committee Co-Chair Carol Anne Germain. Be prepared to turn the rest of your packet in on time.
Q: To whom should the letters be addressed?
A: Address letters to the Members of the IFW Award
Selection Committee.
Q: Anything more about letters I should remember?
A: Ask early! Give your letter writers enough time
to write you a thoughtful letter.
Q: What is the purpose of the Online Eligibility
Form?
A: The online eligibility form will register your intention to
submit an application for an award. It will register you in the
applicant database and will provide the selection committee information
on your eligibility for awards. The form will collect demographic
data from you (contact information, status information), as well
as eligibility criteria used for specific awards.
Q: Why does the eligibility form ask me for information such
as if I am African-American or a mother?
A: Certain awards have specific criteria that restrict who is
eligible or specify that "special consideration" may
be given to certain classes of people. For example, the "Honoring
Our Mothers" award is restricted to women who are mothers
and are currently balancing the demands of motherhood, and school
or work.
Q: The eligibility form asks if I'm a U.S. citizen. Am I eligible
for an award if I am not a citizen?
A: Yes, you are eligible for an award even if you are not a citizen.
Most awards are available to citizens and non-citizens alike.
Certain endowed awards are restricted to U.S. citizens.
Q: The eligibility form asks for my GPA. Are awards given
only to people with very high GPA's?
A: Not all awards require academic excellence as a criteria.
Some explicitly state that academic record will not be used to
determine the recipient.
Q: What if my GPA isn't very good because of
a bad semester or because I got off to a bad start before settling
down?
A: Briefly describe the circumstances in your goals
and plans letter if there are special circumstances you would
like taken into consideration. Not all awards use academic excellence
as a criterion.
Q: It asks about "financial need." Are awards available
only to the "needy"?
A: No. Most awards are not specifically targeted at financial
need as the overriding qualification.
The Cover Sheet
Q: What is the Project Title/Description?
A: It is a short (15-word maximum) description of
your Project (e.g., "dissertation research on the decision-making
processes of abused women", "returning to school to obtain a bachelor's
degree in Journalism", "master's level of study in Special Education",
"attendance at training seminar", "travel to deliver a conference
paper")
Q: What is the "funding requested for"?
A: A short (15-word maximum) summary of your spending
list for the funds requested, i.e., tell us what the money will
be used for, e.g., "defray the costs of tuition", "fund research
and travel costs associated with my doctoral dissertation", "cover
partial cost of MCAT test preparation, text books, and fees").
Goals and Plan Letter
Q: From the applications packet, I see I need
a "goals and plan" letter. What advice do you have for this?
A: Take this entire application process (and yourself)
seriously! IFW awards are not a give-away. You need to convince
the IFW Selection Committee that you have a dream (goal) and that
IFW can help you reach that dream (goal). The goals and plan letter
is critical because it is your introduction to the Selection Committee.
This is your opportunity to impress the readers of your application.
What is important for you to remember is that these
people cared enough to donate significant amounts of money. You
need to take great care in your application.
Make sure you proof read your letter carefully and
eliminate any grammatical or spelling errors. Have someone else
read your letter to make sure it makes sense.
Stick to the page limit. Use reasonably-sized margins
and no less then 12 point type. Don't ramble. Concisely tell us
who you are, what your project is and why IFW funding makes a difference.
This is not the place to describe details of your research. A separate
project statement should be used if your project is complex or cannot
be described in a few sentences.
Certain awards have limiting eligibility requirements
If you meet any of the special eligibility requirements this will
be picked up in your online eligibility form. You may want to elaborate
on these criteria in your letter. See the
list of awards for details.
Be reasonable in what you include. For example, if
you are asking for funding to support your dissertation research,
describing the possible impact of your research is good, but trying
to describe the statistical methodology you plan to employ is likely
too much.
When a selection reader finishes your cover letter,
she should have a good idea of who you are, what you want supported,
why, and what difference an IFW award can make.
Remember, above all, IFW wants to make a difference!
Q: Whew! Is that it?
A: One more thing, make sure you represent yourself
accurately. Don't say you are a "business student" if you have not
yet been accepted into the School of Business or say you are a "Ph.D.
candidate" if you have not completed your coursework and exams and
been admitted to "candidacy."
Q: What is a project statement?
A: A project statement is a one-page elaboration on
the project presented in your goals and plans letter. You may use
this to describe specifics of the project or justify and explain
budget items that are not clear from the budget sheet.
Q: Why is a project statement optional?
A: Some projects are easily described in the goals
and plans letter, and their associated budget plans are simple and
fully described on the budget sheet.
The project statement is only needed if you need to
describe the details of your project so that the selection committee
understands what is being requested. The project statement is the
place to tell of any extraordinary circumstances or describe unusual
budget items. For example, one women was requesting funding for
very expensive books needed for her dissertation. The budget sheet
only said "books $300." Her project statement explained
that these were beyond normal book expenses and the books could
not be borrowed through interlibrary loan. This explanation will
not fit on the budget sheet but it is important to getting her request
accepted.
Q: From the applications packet, I also see I
need a project budget. Can I just say I need $500 for expenses?
A: Unfortunately, gross dollars figures are not sufficient.
Your project budget should show a line-by-line itemization of your
project expenses as well as when you will use the money.
Q: Do I need to provide exact amounts or can I
approximate?
A: You may estimate, but be as realistic and accurate
as you can be.
Q: Are there time limits for when I can use the
money?
A: Yes, the money must be used for expenses during
2008 (spring, summer or fall semesters) or spring 2009. Further,
you must be affiliated with the University both at the time you
apply (spring 2008) and when the activities you are funding take
place.
Q: Wait a minute. I thought I didn't even find
out until May whether I received an award. I can apply for spring
2008 expenses?
A: Yes, you can apply for expenses for spring 2008.
This means you need to pay for these expenses yourself somehow and
then hope you will get an award to allow you to retroactively cover
the expenses. There is no guarantee you will get such an award.
Q: Can I apply for expenses for fall 2008 if I
am graduating in May?
A: Only if you will have some other continuing association
with the University (perhaps as a graduate student or employee)
in the fall.
Q: What is most important about the budget?
A: Be serious and realistic about the numbers. Take
care to neither over- nor under-estimate your expenses. Provide
justification in your optional project statement for items that
are not self-evident.
Q: What is the selection committee looking for
in the budget?
A: A complete and reasonable budget. Get the best
cost estimates you can, especially for "big ticket" items such as
travel, conference registration, tuition, transcription expenses,
or equipment.
Q: What should I list?
A: List all expenses you are covering yourself and
those being covered by other funding sources. You can group like
items such as "supplies" on one line.
List where else have you applied for support. IFW
considers it very positive if you are seeking other sources of funding.
If you are faculty, have you considered FRAP, if appropriate? If
you are a grad student, have you looked at GSO grant applications?
Résumé or Vita
Q: This seems pretty self-explanatory. Does my
résumé need to be just one page?
A: No, it can be longer if necessary to include your
relevant background and experience. Clearly, IFW would expect a
résumé from an undergraduate student to be quite different from
that of a professional or the curriculum vita of a faculty member.
A transcript for student's is recommended but not required.
Q: Is a transcript required?
A: No, it is not required. The Selection committee,
however, does looks favorably on seeing transcripts when appropriate
to provide a more complete picture of the applicant's academic history.
Q: Do the student transcripts need to be official?
A: No, a photocopy copy of a recent transcript is
acceptable or a print-out of your unofficial transcript from MyUAlbany
is acceptable. Attach your résumé.
Don't Let this Happen to You!
Q: What are the "fatal mistakes" that hurt an
application?
A: Here are a few mistakes and why they are perceived
so negatively by IFW:
- Assuming financial need alone is sufficient criteria for an
award. (It's not enough; you also need a strong application.)
- Handwritten applications. (It makes it seem as if you don't
care enough to make the effort to put your best forward.)
- Incomplete applications. (This indicates a lack of preparation
or that the applicant didn't take the application seriously
with one possible exception) or too long (didn't follow the
instructions.)
- No connection to the University at the time of application
or when award money is spent. (To be eligible, you must be connected
to the University when you apply and when the expenses occur.
Don't apply for funds to be spent after you graduate or leave
the University.)
- Incorrectly describing yourself and your connection to the
University. (Whether done accidentally or on purpose, inaccurate
attribution is received very negatively. Don't make false claims!)
- Asking for a "wish list." (A "wish list" is a list of items
you'd like IFW to pay for but the items are either random or
unrelated to each other showing a lack of focus or project relevance.
Alternatively, the "wish list" items may all be relevant but
the total is unreasonably high and no priority is provided.
IFW won't guess your priorities.)
- Having a large budget and asking IFW for partial funding for
the project with no indication of where the rest of the money
will come from. (IFW wants to make a difference, and it can't
do that if your project is never completed.)
- Forgetting to fill out the online eligibility form and/or
forgetting to complete the application packet.
Where Do I Send My Application?
Q: Once I have completed my application packet,
where do I turn it in?
A: Mail or turn in your application to:
Ms. Donna LaHue
Academic Advisement - LI 36
University at Albany
1400 Washington Avenue
Albany, NY 12222
Q: Where is LI 36?
A: The Academic Advisement office can be accessed by going down the staircase in front of the main library (Uptown Campus). At the bottom of the stairs go right to access the main entrance.
Q: How late is the office open?
A: 5 p.m.
Further Questions?
Q: What if I have a question that is not answered
on this page?
A: Send your question to Carol Anne Germain at cg219@albany.edu,
and if the question is of general interest, we will add the answer
to this page!
For more information, please
contact Carol
Anne Germain.
Webmaster Joy D. Ewing.
