How We Work

From Application to Impact: Our Grant-Making Process

ARCHIE Lab operates as a lean, volunteer-powered nonprofit organization. As a startup, we review applications quarterly using external expert reviewers, award grants based on merit and impact potential, and support youth-mentor teams throughout their project journey. We're keeping our processes manageable and efficient as we grow.

Our Approach

Youth-Mentor Partnership Model

You Must Apply as a Team

ARCHIE Lab does not provide or match mentors. Youth applicants are responsible for identifying and securing a qualified mentor before applying. Both the youth and mentor must commit to the project together.

Why This Model?
  • Ensures genuine mentorship relationships
  • Demonstrates applicant initiative and commitment
  • Creates accountability from the start
  • Builds professional networking skills
  • Reflects real-world collaboration
We Provide
  • Guidance on identifying potential mentors
  • Tips for approaching and securing mentors
  • Template materials for mentor recruitment
  • Application support for the youth-mentor team
  • Resources throughout the project
We Do Not Provide
  • Mentor matching services
  • Mentor recruitment
  • Intervention if mentor relationship fails

Three-Tier Microgrant Model

Capstone Grants ($1,000)
  • Focused, achievable projects
  • 3-6 month timeline
  • Clear deliverables
  • Ideal for first-time applicants
Innovation Grants ($5,000)
  • More complex research or creative work
  • 6-12 month timeline
  • Substantial data collection or materials
  • Moderate rigor and scope
Impact Grants ($10,000)
  • Ambitious, rigorous projects
  • Up to 18 months
  • Significant community impact or scholarly contribution
  • High complexity and innovation

Our Grant-Making Cycle

Open Rolling Applications
  • Applications accepted year-round
  • Quarterly review deadlines: Jan 15, Apr 15, Jul 15, Oct 15
  • Online application portal with technical support
  • Resources for finding and approaching mentors
Application Support We Provide:
  • Downloadable guidelines and sample proposals
  • Tips for identifying potential mentors
  • Email templates for approaching mentors
  • Guidance on developing youth-mentor partnerships
  • FAQ resources and video tutorials
  • Email support for application questions
We Do Not Provide:
  • Mentor matching services
  • Lists of available mentors
  • Direct introductions to potential mentors
Initial Screening

Our volunteer team reviews applications for:

  • Age and enrollment eligibility
  • Completeness of materials (including mentor commitment)
  • Confirmed youth-mentor partnership
  • Alignment with mission
  • Appropriate grant tier

Ineligible Applications:

  • No committed mentor
  • Unqualified mentor
  • Incomplete materials
  • Outside eligibility criteria
External Expert Review

Qualified applications are reviewed by independent experts in:

  • Research methodology
  • Youth development
  • Relevant disciplines
  • Grant evaluation

Reviewers evaluate based on:

  • Project quality & methodology (35%)
  • Youth-mentor partnership (25%)
  • Applicant readiness (20%)
  • Impact & significance (20%)
Final Selection
  • Applications scored by multiple reviewers
  • Funding recommendations prepared
  • Board of Directors approves final funding slate
  • Decisions communicated within 6-8 weeks

As a startup organization, we're maintaining a manageable quarterly review cycle and may adjust timelines as we grow.

Grant Agreement
  • Award letter sent to successful youth-mentor teams
  • Grant agreement specifies deliverables, timeline, and reporting requirements
  • Budget finalized and approved
  • Both youth and mentor must sign the agreement
Onboarding
  • Welcome email with key information and expectations
  • Introduction to reporting requirements and timelines
  • Connection to other grantees through a peer network
  • Access to shared resources and learning materials
Initial Funding
  • 50% of grant disbursed upon signed agreement
  • Funds transferred directly to youth or institutional account
  • Mentor stipend paid upfront or per agreed schedule
Progress Monitoring
  • Capstone Grants: One mid-point email check-in
  • Innovation Grants: Two brief progress updates (3 & 9 months)
  • Impact Grants: Three updates (4, 8 & 12 months)
Youth–Mentor Accountability
  • Regular communication between youth and mentor expected
  • Mentor verifies progress in reports
  • ARCHIE Lab available for questions via email
  • If mentor relationship fails, project may be discontinued
Support Available
  • Email support for questions
  • Connection to resources as needed
  • Troubleshooting guidance
  • Peer connections with other grantees
We Do Not Provide
  • Replacement mentors if original mentor leaves
  • Mediation of youth-mentor conflicts
  • Intensive project supervision
Timeline Adjustments
  • Extensions considered on case-by-case basis (submit via email)
  • Project modifications require approval
  • Communicate early if challenges arise
Final Deliverables (Required from Youth & Mentor)
  • Completed project outputs (research paper, prototype, creative work, etc.)
  • Final financial report showing expenditures
  • Youth reflective essay on learning and growth (2-3 pages)
  • Mentor evaluation of project and youth development (1-2 pages)
  • Photos/documentation for ARCHIE Lab communications (with permission)
Final Funding
  • Remaining 50% disbursed upon satisfactory completion of deliverables
  • Final mentor stipend paid (if structured that way)
Celebration & Sharing
  • Virtual showcase opportunity (as we grow)
  • Feature on website and social media
  • Recognition in annual update
  • Connection to alumni network