UBC Funding Opportunities

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Professional Activities Fund (PAF)
EUS Engineering Design Teams Referendum Fund
Student Team Safety Fund
Walter Gage Memorial Fund
AMS Student Initiative Fund
EGBC Student Team Fund
Department Specific Funding

The following are UBC-supported funding opportunities, along with relevant details. Applications may be point-based or otherwise. Point-based funding applications award points on the merit of the funding application and generally have more stringent requirements that must be followed.

Professional Activities Fund (PAF)
1. Allocating body: PAF Committee
2. Website: http://paf.engineering.ubc.ca/
3. Contact: paf@apsc.ubc.ca
4. Application Requirements: Team has to be predominantly composed of engineers and a registered Applied Science Engineering Design Team.
5. Criteria:
  1. Team has over 15 people
    - Over $35k budget, cap is $9,000
    - Under $35k budget, cap is $6,000
  2. Team has less than 15 people: $3,000 cap
  3. Additional funding for competition: up to $3,000 or 50% of competition
    budget
  4. Go to the website for the latest information and updated numbers
EUS Engineering Design Teams Referendum Fund
1. Allocating body: EUS
2. Contact: eus.ubc.president@gmail.com
3. Application requirements: The proposed project must provide design teams with improved facilities/capital, benefit multiple design teams, and be beneficial for more than one year.
4. The fund policies and rubric can be found on the EUS website.
5. Application Process:
  1. Students from multiple design teams agree on a funding request
  2. One student fills out the application
  3. The fund request is voted on at the next EUS executive meeting
6. Fund Applications: 2014 -2018
Student Team Safety Fund
1. Allocating body: Applied Science
2. Contact: Richard.colwell@ubc.ca
3. Application requirement: Funding must support safety initiatives and training, and to enhance the overall safety of engineering student teams
4. Criteria: this funding supports both fixed and one-time costs associated with enhancing safety equipment, training and environment for student teams. However, depending on resources, some funding may be available to individual teams in order to reimburse specific safety-related expenses that they incur.
Walter Gage Memorial Fund
1. Allocating body: UBC Vice-Presidents Student Office
2. Website: https://vpstudents.ubc.ca/walter-gage
3. Contact: vpassist@mail.ubc.ca
4. Application Requirements: Application must be made by a student. It is an ongoing monthly application, but submit the application 4 weeks before it is needed. Submit this form https://vpstudents.ubc.ca/files/Walter-GageApplication.pdf along with a checklist of items in person or by email to the contact on the form.
5. Criteria: Must support individual or group projects that interest students and enhance the reputation of UBC. Other funding sources should be secured before applying. Up to $2,000 per project. Will not fund trips/travel.
AMS Student Initiative Fund
1. Allocating body: AMS
2. Website:https://www.ams.ubc.ca/leadership/commissions/financedepartment/students/student-funding/
3. Contact: AMS Funds and Grants administrator – fundsandgrants@ams.ubc.ca
4. Requirements: A detailed budget should be submitted and only one application per project will be approved per year. The application is found here https://goo.gl/5XMz8B. Apply at least 3 weeks before need.
5. Criteria: The fund can only provide up to half of the expense for a maximum of $500. Must promote student learning and AMS benefit.
EGBC Student Team Fund
1. Allocating body: EGBC
2. Website: https://www.egbc.ca/Member-Programs/Students/Student-TeamFunding
3. Contact: Andrea Michaud amichaud@egbc.ca
4. Requirement: at least one student must be an APEG-BC student member. Funding available for both fall and spring terms.
5. Criteria Q & A
  1. What is the maximum funding cap per project/group?
    No maximum, but we usually give teams around $750. If teams request less it’s unlikely we will give more. However, requesting a smaller amount is more likely to be successful.
  2. How many team/groups in total will be funding per year? And are there limitations from institutions?We don’t have a team maximum but rather a dollar maximum. Last year in 2016 we funded 21 teams. We don’t have limitations from institutions, but we strive for diversity in the schools and programs we fund.
  3. Are there restrictions to use, like having to apply it towards project only and no travel?No restrictions, but we do take into account what the requested funding will be used for. Teams are more likely to get funding if they plan to put the money towards something specific.
  4. Will a detailed budget of entire team plans be required or is a summary of where specifically the provided fund will go towards be sufficient?Detailed budget is not required but more information is better than less. For example, “motor costs: $500; tires: $90” is sufficient, I don’t need to see things like “4 AA batteries: $2.50.” However, this information should be available in case we ask. The most helpful thing is a well laid out spreadsheet.
  5. How does claiming of the fund work?We send cheques to the design team c/o the school. Usually UBC is pretty good at this (sometimes via the Development Office, APSC Finance Department, Department of Mechanical Engineering…). I think cheques usually get where they’re supposed to go, but feel free to advise your teams if there are specific instructions for the cheque that they can include on their application. We cannot send cheques to individual students or send them to residential addresses.
  6. Is there a requirement to submit a final report or summary of the project after the funding has been approved and used?Not required but photos or follow up are appreciated (this may be factored in next time the team applies for funding, so keeping a good relationship is appreciated).
Department Specific Funding
1. Allocating body: The Department
2. Other departmental funding, MECH department, CIVL department, ECE department etc. To find out more about the availability and requirement for your host or other departmental funding opportunities, reach out to their undergraduate offices.
3. External Industry Sponsorship: Each individual team is responsible for seeking out external sponsorship opportunities for their team. Either monetary, material, mentorship or in-kind donations.

There are other available sources of funding, like the Innovative Projects Funds managed by the AMS, Sustainability Projects Fund managed by AMS, Special Grants by IEEE Canadian Foundation, and the Teaching and Learning Enhancement Fund by UBC but those are not included as they do not immediately fall under the purview of student teams funding. But, if you are able to justify how your projects fall under these, then feel free to apply to them or any others that you are able to find. For questions regarding student team sponsorship and how to contact and relate with sponsors, reach out to the Development Coordinator (team.sponsorship@apsc.ubc.ca). They are able to provide professional guidance to the design teams and is an excellent resource.

Tips for Better Funding Applications

Minor factors in funding applications may end up critically impacting the funding provided to a team. A few tips may be of help in getting the funding you need:

Ensure that the team and Principal Applicant meet the requirements listed on the specific fund’s website.
Develop an accurate and accountable budget with enough detail before applying.
Read the application very carefully. Answer any questions concisely and logically.
Pay attention to professionalism – grammar, required font, word count etc.
Discuss the application with the Engineering Teams Coordinator and your faculty advisor at least a week prior to deadline – they may have helpful feedback for you.
Submit the application before the deadline. Late applications are not accepted and may jeopardize the team’s financial situation.

Examples of high scoring PAF applications from 2014 have been made available in Appendix B

Student Resources

Tips for Better Funding Applications