Applying for Project Funding

GSEF exists for the purpose of funding an on-going commitment to enhance the learning, research, and overall experience of graduate students at the University of Waterloo and to promote graduate studies and graduate research at the University. [from the GSEF Constitution]

The deadline for Spring 2012 applications is June 8.

GSEF solicits funding applications from graduate students for projects that meet the general goals mentioned above. Here are some samples of appropriate projects:

• improvements to graduate student common space
• organizing symposia, workshops, conferences, and journals of graduate student interest
• hosting guest speakers for areas of graduate student interest
• improvement of physical and electronic resources for graduate students

However, funding is not restricted to these areas and all applications will be considered. Note: you cannot apply for individual travel funding to attend a conference using this form. See the GSO/GSEF Travel Assistantship instead. Also note that the GSA gives a donation to every department each term for small events.

Your application will compete against other applications and be ranked on factors outlined below; applying does not guarantee success. Apply early enough to meet the spending deadlines:

Term	Deadline to Apply	Applicants Notified of Results	Spending Period
Winter	mid-February	late March	April 1* – Aug 31
Spring	mid-June	late July	Aug 1* – Dec 31
Fall	mid-October	late November	Dec 1* – April 30

Special/large events requiring more advance planning may apply earlier; they should clearly state when funds will be spent. Spending deadline extensions require advance permission from the GSEF Board of Directors. Awarded funds must be used for the purpose originally indicated in the application.

*: In the unlikely event that GSEF is late in notifying applicants (e.g. after the end of March for Winter applications) the spending period for winners starts as soon as they are notified.

Important Factors

The following factors affect whether your application is accepted. Successful applications do not have to have merit in all categories. The factors are listed most important first and the first three factors (quality, value, equity/diversity) are especially important. Note, the procurement information below can help you improve the quality and value of your application, and help implement the award later on. (Plan Early! Contacting procurement services incurs some delay.)

Quality: Proposal should be well-written with accurate, clear cost estimates and clear logistics. Formal estimate(s) of cost are given, from more than one source if possible.

Value: Projects are preferred that provide high quality benefits to graduate students, benefit many graduate students, and have small cost in comparison. Give several funding options if appropriate (e.g. specify both how a $1000 GSEF contribution could help your project, and how $500 could instead). We award at most $15000 in total per term, so few awards can obtain a significant fraction of this total.

Priority	Group	Project
#1	New	New
#2	New	Old
#3	Old	New
#4	Old	Old

Equity and Diversity: If many proposals similar to yours are received, or if GSEF funding has recently granted to your group/a similar proposal, you will be less likely to receive funding. (See table at right for details.) In particular, GSEF should not be relied on as a regular source of funding, e.g. for annual conferences.

Departmental Support: Part of the GSEF application asks you to approach your department (e.g. the grad officer or chair) for their financial support and/or a statement of general support saying that the project is worthwhile. If there are a lot of applications, the departmental financial support makes it more likely that we can fund your project. Even if GSEF has room to provide full funding, this statement by a faculty member makes it more evident to the Project Application Review Committee that the project is valuable.

Urgency: Projects whose funds will be spent by the end of the following term are preferred.

Exposure: Should provide good exposure for GSEF and Graduate Studies in general. GSEF logos are available online for this purpose. You can provide photos of your project (e.g. before/after) for our website.

Other: Projects which demonstrate that other funding sources have been approached, if suitable ones exist, are preferred. If graduate students are not the only participants, it is expected that other sources will contribute proportionately to GSEF. Applicants who do not refund their GSEF contribution are preferred.

Confidentiality

Applications are treated as confidential and private, subject to the following conditions: applications will be discussed internally within the GSEF Review Committee/Board of Directors for the purposes of determining the winning applications; GSEF reserves the right to fact-check application details with third parties when necessary, e.g. confirming quotes with a supplier; and for winning awards GSEF will publicize the project descriptions and award values (see top-right links such as “Winter 2008″ for examples). Submitting photos of how you use your award is optional, but encouraged.

Procurement Information

You may contact UW Procurement and Contract Services for assistance in planning your purchases. Procurement helps with all tangible items, as well as helping find consultants for different services. You may ask for help getting sources and/or quotes. One appropriate contact from their group is Terry Taylor. See UW’s Policy 17.

Application Instructions

The application should be submitted electronically (including attachments – paper copies delay our processing of applications), preferably with everything in a .PDF file. Free scanners can be found on-campus in the CHIP office (MC 1052), PAS 1099, EV1 136, EV2 1011, E2 1308A (for engineering students), and RCH 108. You can convert most files to .PDF format & combine them online by using the US National Library of Medicine’s DocMorph service.

Download the application form here. This is an electronic application; once complete, it should be emailed to the GSEF Coordinator, Dan McRoberts, at gsef @ uwaterloo.ca.

You may not purchase alcohol with GSEF funds.

Applicants may receive follow-up questions from the GSEF Project Application Review Committee. If your project is approved, you must follow accounting guidelines (e.g. providing receipts for expenditures) and instructions posted here.