Community Engagement Funding

Deadline: At least two months prior to the student’s intended start date of the project:
 

1. Complete the OSE funding application. 
2. Submit a project proposal following the outline below to scholarsinmedicine@hms.harvard.edu. 
3. If you are preparing a community engagement proposal through the Office of Community Centered Medical Education (OCCME), you may submit that proposal instead of the format below.
4. Submit CVs or biosketches of both your on-site mentor and Harvard faculty mentor to scholarsinmedicine@hms.harvard.edu
5. Have your on-site mentor complete the mentor agreement. 

Your Project Proposal should be about four pages and include:
 

• Needs assessment: Describe the needs within the community you will be engaged with and how you identified them. Include relevant background information. Explain who will benefit from your project and how. Be specific about the population you will be partnering with.
• Project description: What is the overall purpose of this project? Is it a new project or a continuation? If it is a continuing project, how long has it been in operation? What are the main goals (main intent) and objectives (measurable or quantifiable activities) of your project? Describe how you will evaluate (measure the success of) your community engagement project. What kind of outcomes might you expect and how will you evaluate whether or not you achieved your goals?
• Project sustainability (at least one-half page): Will you leave the agency with a final product? Is someone taking over this project? Please be specific about how you will “hand off” your project. 
• Personal statement (<1 page): Why do you want to do this community engagement project? What impact do you think it will have on your education and your future career? Describe any past experience you have with the issue, population or agency you are working with that may affect your work there. 
• Mentor’s role: Describe your site mentor’s role in this project and their qualifications.
• Timeline: Provide specific details describing the dates/time you will spend on this project.
• IRB: If your project involves human subjects research, such as focus groups, surveys, etc., ask the Office of Regulatory Affairs and Research Compliance (ORARC) if your project requires IRB approval: Contact Elizabeth Ehrlich, 617-432-8382 for next steps even if you are obtaining IRB approval through your mentor's institution.

 Your proposal will be reviewed by OSE faculty. The OSE will notify you if you need to make revisions to your proposal. It may take at least one month (or more) from submission to approval of your funding request. 

After Approval

Once approved, an award letter will be sent to you with a payment schedule for your funding. Funding for yearlong projects is disbursed in two installments, one at the beginning of your project and the second midway through your project.

If the focus of your project changes, you should notify OSE immediately and the office will advise you on next steps.

Project Report

 Within 30 days of concluding your project, submit a summary Project Report (about four pages) by email to scholarsinmedicine@hms.harvard.edu that includes:

• Your name, society, class year, start and end dates of project and type of project
• Summary of project & benefits: Summarize what you personally accomplished during the course of the project. If there are collaborators on your project, be specific and explain the role of your collaborators. Explain whether you worked on your project as described in your project proposal or if you did anything different or in addition to what you set out to do. How did the agency benefit from your project?
• Data, evaluation and achievement of prior goals and objectives: A summary of your completed goals and objectives (or any question that you hoped to answer). Explain whether or not you reached your objectives and why or why not.
• Critical assessment of project’s strengths and weaknesses.
• Self-reflection: A personal reflection on your participation in the project and what it meant to you.
• Faculty mentor and site mentor: Comment on the value of your interactions with your on-site mentor and Harvard faculty mentor.
• Suggestions for improvement.

If you publish your work, cite your HMS funding with this wording: “Supported in part by the Office of Scholarly Engagement, Program in Medical Education, Harvard Medical School.”

Luz Anjelica Chavez Community Service Memorial Fund

Luz Anjelica Chavez was a Latina woman who lost her life in her first year at HMS in 2000. Anjelica was faithfully invested to community service, especially working in the Latino community. After her death, a fund was set up in her name to help advance some of the causes that were dear to her. The Memorial Fund supports community service mini-grants for special community activities that assist underserved populations.

Eligibility

The fund supports one-time or novel activities that come up in the course of carrying out service projects.

Examples of expenses eligible for reimbursement:

• Skincare products supplied to a sub-population of Boston elderly in an effort to improve knowledge and self-efficacy on skin cancer/self-skin checks and feet care
• Dental kits to educate at-risk Boston community members about oral hygiene
• Food for a community health event

The fund does not support:

• Regular and/or annual budgetary costs to run the project
• HMS events, unless a significant number of community members are in attendance
• Expenses used for the benefit of HMS students

Application & Deadlines

Deadline: At least one month prior to purchasing materials submit a one-page document with the following information to ose@hms.harvard.edu:

• Your name, society, class year, start and end dates of project and type of project
• The purpose of the activity
• Whom it serves
• A description of the community partner and their participation in planning the proposed special activity
• A justification of why the funds are needed
• Details on how the money will be used and a brief budget
• Date of activity

After Approval

Purchase the materials up front and in your name. Request reimbursement by submitting to ose@hms.harvard.edu:

1. All original and/or electronic receipts for your expenses. Receipts should show date of purchase, what was purchased, amount paid and method of payment.
2. The Harvard Reimbursement Form https://travel.harvard.edu/resources (use HarvardKey)