Frequently Asked Questions

Eligibility

An undergraduate or a graduate student may submit an application as a principal applicant for a Small TLEF Innovation proposal as long as there is a UBC-V faculty member who is a co-applicant on the proposal.  Students cannot be principal applicants on Large TLEF Transformation proposals.

UBC staff are eligible to be the Principal Applicants on TLEF proposals.

Principal Applicants to the TLEF cannot hold more than one TLEF grant concurrently. Grant holders can be co-applicants on more than one TLEF project at a time.

All project documentation (including final reports on previously funded and completed TLEF projects) must be submitted before an applicant can receive a new TLEF project grant.

Cross-Faculty proposals can be submitted to the TLEF but the Principal Applicant must be a faculty member and their Dean will evaluate and rank the submission. The TLEF Adjudication Committee will look for indications of support from other Faculties involved in the proposal and potentially seek additional evaluation and feedback from Deans of other participating Faculties or units.

Proposals with a focus on professional programs (Extended Learning) are full cost recovery programs and therefore ineligible for TLEF funding. The TLEF focuses instead on supporting the enhancement of student learning and innovation in teaching in direct entry, graduate and entry to practice programs.

For projects focused on Faculty-led enhancements to cost-recovery programs, proponents should  contact Andrea Han, Associate Director, Curriculum and Course Services in CTLT, to explore the potential of non-financial support.  For projects focused on online Graduate Certificates or professional or supplemental education areas, proponents should consider submitting a proposal to the Online Learning Advancement Fund, or contact Anne-Rae Vasquez, Director, Academic Services, Extended Learning for more details.  Proponents seeking support for new programs should contact the appropriate Dean's Office as well as UBC's New Programs Hub, new.programs@ubc.ca.

The TLEF does not fund student co-curricular activities, teams and competitions without a demonstrable classroom (pedagogical) component and a faculty member as a co-applicant.

A UBC-O faculty member can be a co-applicant on a TLEF project, but not the Principal Applicant because TLEF funding comes from UBC-V student tuition and the call is directed primarily at UBC-V campus.  Applicants interested in system-wide, cross-campus proposals should contact Jeff Miller, Senior Associate Director, CTLT at jeff.miller@ubc.ca to discuss their project before submitting a TLEF proposal.

Developing a proposal

Requirements for all TLEF projects

  • The proposals recommended for funding will significantly contribute to the enhancement of teaching and learning
  • The projects will result in sustainable benefits to students
  • Outcomes-based criteria will be used to evaluate the project’s success
  • The proposed budget is reasonable and in line with the objectives of the project
  • Students have been/will be involved in development and/or implementation of the proposal
  • Continued funding is contingent upon satisfactory progress for multi-year projects (up to three years)

The CTLT, Faculty Support Units (FSUs), the Library and UBC Studios staff can provide consultation support for TLEF applicants; support will be provided on topics such as pedagogy, assessment, media, technology integration, evaluation planning, project scope, and budget development.

Please refer to the TLEF Support page for more information about support options available to applicants.

You can request support for research assistants (RAs), teaching and learning fellows (TLFs) and, depending upon whether your proposal is for a Large TLEF Transformation project or Small TLEF Innovation project, you can request course release or teaching assistants (TAs), to support the development work in the project.

You can also request pedagogical and other kinds of support, including:

      • Instructional, learning and curriculum design support
      • Project management/project coordination
      • Evaluation support
      • Media design and production and post-production: web-programming, graphic design, videography, animation, emerging media
      • Learning resource discovery/development (including open resources) – learning support materials
      • Learning technology development and support
      • Library consultation – resources, copyright, licensing, digitization
      • Professional development for instructors and Teaching Assistants

This support will be provided from central funding with support from CTLT, UBC IT, UBC Library, and in collaboration with Faculty-based learning centres.

TLEF funding will not support the cost of faculty or staff travel or conference expenses or other dissemination costs.

The TLEF is not an equipment fund, and applicants will not generally receive funding to buy equipment. If there is a request for equipment it must be justified in relation to the project goals, not exceed 30% of the overall project budget, and also include significant in-kind funding from the Faculty.

UBC IT and CTLT will loan media equipment out to projects to support media development: this equipment is centrally provisioned and must be returned to the central pool once it is no longer needed by the project team.

Catering requests should be proportionate and reasonable and the proposal must clearly show how such support will maximize the benefit of the overall project goals. The adjudication committee will cut catering costs if they are deemed excessive.

There is a rate-list for typical costs associated with TLEF projects under the Application Process tab on the TLEF website. The Adjudication Committee will not typically approve funding for services above these rates. It is essential that you consult with any central- or Faculty-based support units if your project depends upon their support.

You can also work with CTLT to develop the budget for your project either at drop-in sessions or by contacting Jeff Miller, Senior Associate Director, CTLT at jeff.miller@ubc.ca to arrange a time for consultation.

Please note: Consultation with CTLT is required for Large TLEF Transformation projects and recommended for Small TLEF Innovation projects that span multiple years.

TLEF funds cannot be used to purchase external consulting or other types of services where support and expertise is available within UBC at a reasonable cost and in a timely manner.

Faculty course buyouts (for time release from teaching) can only be requested in the context of Large TLEF Transformation Projects. The cost of Faculty course buyouts is split 50/50 between the Office of the Provost and VP Academic and the Faculty, so you will need to ensure that you have your Faculty’s support and commitment for matching funds for course release before you ask for a course release in your proposal.

Submitting a proposal

All proposals must be submitted through the TLEF online application system: apply.tlef.ubc.ca

If you are returning for 2nd- or 3rd-year funding, an Interim Report must accompany your proposal. Please see the "Reporting on multi-year proposals" section below.

You can find more information on the steps involved in submitting your proposal on the Application Process page.

No. You need the approval of your Department Head before you can submit a proposal to the TLEF. If your TLEF proposal involves multiple departments, the Department Heads of all departments where there are funding commitments made on behalf of that department must also be consulted about the project.

It is important that you give your Department Head ample time to review your proposal. You should seek their input and feedback on your proposal well ahead of the University deadline for submission of your proposal.

Managing funded proposals

A letter from the Associate Provost, Teaching and Learning is sent out to applicants, regardless of whether or not the proposal was successful, in December (for Large TLEF Transformation projects) and February (for Small TLEF Innovation projects).

For Large TLEF Transformation and Small TLEF Innovation projects, departments will need to set up an individual project grant (P/G) account under the name of the project’s principal signatory (principle applicant) and any expenses for the project will be billable to that P/G account. The same P/G can be used throughout the life of projects that are funded for multiple years.  In April of the funding year, the Office of the Provost and VP Academic will transfer funding into the P/G identified by the department for the TLEF project.  For Large TLEF Transformation projects, funding for central resource support (i.e. CTLT, UBC IT) will be retained in the TLEF fund and forwarded on a cost recovery basis.

All TLEF projects, whether single- or multi-year, are funded for one year at a time. Multi-year projects need to return to the TLEF each year to apply for 2nd- or 3rd-year funding, and this funding is contingent upon sufficient progress in the project. When requested by the grant holder, the project grant (P/G) eligibility period can be extended up to two years maximum. Grant holders are encouraged to complete all activities set out in their proposed work plan within the funding year. If the one-time funds are not used up within the original project duration, an extension request and rationale will need to be submitted to tlef.info@ubc.ca.

At the end of the project, any surplus funds remaining must be returned to the general TLEF account, to be used for future TLEF-funded projects.

It may take a few months for the funds to be transferred to the account.  However, you may expend funds in the meantime, creating a deficit that will be corrected later when the funds are deposited. A zero balance will also show up at the end of the first fiscal year due to automatic unit budget consolidations at year-end. The funds will be transferred back into the project grant (P/G) account by your department's financial administrator.

Reporting on multi-year proposals

Grant holders need to submit an Interim Report along with an updated proposal and budget when applying for 2nd- or 3rd-year TLEF funding. After logging into the online application system and completing the Proposal Form, you will be able to access and complete the Interim Report Form.

Please use the Interim Report reference template, available on the Evaluation & Reporting page, to see the questions you'll be asked to respond to when you submit your application for year 2 or year 3 funding.

Final Reports for funded projects

The most important components are:

  • A summary of the work accomplished, including products and achievements
  • A summary of the project benefits for students and/or instructors, and the evaluation strategy used to assess such impact
  • A list of the courses (with course sections) impacted by project (where appropriate), with enrolment data
  • Examples of student involvement (where appropriate)
  • A final financial summary of expenditures

Final Reports must be submitted to the TLEF Project Office 30 days after the completion of a TLEF project.

Please use the Final Report template, available on the Evaluating & Reporting page, to complete your report and email the completed document to tlef.info@ubc.ca , indicating the Principal Investigator’s surname along with “Final Report” in the email subject line.

TLEF Final Reports will be published on the TLEF website so as to provide information about the outcome and impact of the funded projects.