FY26 C-ShaRP Proposal FAQs

What is the total funding available and how many awards are likely to be made?

$10.8M was approved for C-ShaRP in FY25. Though the funding amount for FY26 is not yet determined, previous C-ShaRP calls have demonstrated that we can work across departments and Schools to prioritize Shared Facilities enhancements. This amount of funding will only be sustainable to the degree we are successful in fostering a collaborative, community mindset.

Which facilities are eligible?

The C-ShaRP website lists current member shared facilities that are eligible. Other shared facilities not listed here or perhaps even not yet established are also eligible. The evaluation criteria of Impact and Operations apply, so we would advise that proposals from facilities not currently listed on the C-ShaRP website devoting extra effort to describing Operations.

How important is the operational justification?

Acquiring new equipment or setting up a new program is only the first step; these resources need to be supported throughout their life cycles in order to impact research and education. Please consult with the appropriate shared facilities manager (who will presumably be a co-PI) to develop a business plan for the proposed acquisition or program.  This plan should include realistic considerations for execution, startup, and sustainability for the lifetime of the acquisition or program.

My shared facility has a long list of needs.  Is this an appropriate forum for making our broad needs known? Or should I focus proposal efforts on a few key priorities?

This proposal cycle is an exciting fifth cycle for C-ShaRP and will hopefully address some immediate needs. That said, C-ShaRP is shifting to a strategic and holistic focus, with a long view to strengthening shared facilities by supporting not just new equipment, but also operations, programs, and infrastructure. Since this is still a young program for Stanford, we suggest prioritizing your efforts for fewer, stronger proposals, so that our reviewers can give all the proposals their full attention. You will have ample opportunity to make your needs known and to be heard through a variety of additional venues. 

Can non-capital expenses be included in my proposal request?

For proposals which may include ongoing expenses (such as labor, consumables, service contracts, etc.), make sure to include the timeline and amount which is expected to be expended over this period. For example, an operational budget plan for purchase of a new tool may include support for labor and consumables, in order to keep equipment fees low while allowing for the user base to grow during the first year of operation.

How should the budget be prepared?

Please be as thorough and thoughtful as possible in your budget; the actual expenses should come within 10% of the proposed budget. Supporting information goes a long way in demonstrating due diligence in project planning. Examples might include price quotes with itemized features for equipment acquisitions, budgetary quotes for installation, or a projected timeline for expenses.

Where appropriate, make sure to include tax (CA exemption for research tools), shipping, and other associated expenses that may not appear in a quote. If labor (staff or student, for example) is budgeted, make sure to include the appropriate fringe benefit rate,  per the DoR F&A site.

Download and prepare your budget table using this C-ShaRP Instrumentation Program Budget Template.

How should I calculate tax rate for instrumentation purchase?

For qualifying equipment, 3.9375% of the regular sales and use tax rate is exempt. Effective 10/01/2024, the regular rate in Santa Clara County is 9.125%, therefore the applicable rate for partially exempt equipment delivered to Stanford main campus is 5.1875% (which is the 9.125% SC County rate minus 3.9375%).

Additional details and required forms can be found at the CDTFA website here:
https://www.cdtfa.ca.gov/industry/manufacturing-and-research-and-development-equipment-exemption/

What kind of supporting information would be useful to include?

Please include whatever details are needed to support your case.  For example, a proposal for a tool providing additional capacity for an existing capability might be supported by a list of current users, current utilization numbers, and equipment rate calculations.  For a new capability, individual letters of support would present a stronger case than a list of individuals with related research interests.  Tangible sources of support, in the form of funding commitments, pledges toward equipment use fees, or departmental resources, are also very strong demonstrations.  Other information might include benchmarking at peer institutions, comparison with commercial resources, a list of references or publications, etc.  

Is there a timeline by which funds must be expended?

For this round of our proposal call, it is expected that facilities should begin executing proposal tasks within 4-8 weeks of funding. If there are extenuating circumstances that prevent the full amount of funding to be spent within the award fiscal year, contact Claudius Mundoma, Director of Shared Research Platforms.

How should I communicate and report on the progress of my funded Instrumentation & Enhancement proposal? 

For a proposal acquiring a new capability or replacing a workhorse instrument, please use this template to track progress milestones on delivery, installation, commissioning, user experience and research discoveries, and share your project's impact on capability and accessibility: C-ShaRP-EI Reporting Example & Template.

Who should I contact if I encounter problems during application at the Seed Funding website? 

If you receive an error message stating "you are not eligible to apply," you are probably a program officer on the Seed Funding site for another opportunity. The current Seed Funding account privileges do not allow program officers to apply for any other opportunities. If you encounter this issue, contact seedfunding@stanford.edu to request the Applicant PO role.

Please contact  Claudius Mundoma, Director of Shared Research Platforms, if you have any other problems accessing the site or uploading your files.