Frequently Asked Questions
An undergraduate or a graduate student may submit an application as a principal applicant 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 (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. There are no restrictions on co-applicants being 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 her/his 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 more information on the possibility of central support for Faculty-led enhancements in Extended Learning, please contact Simon Bates, Associate Provost, Teaching and Learning.
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. Funding for TLEF projects comes from UBC-V student tuition, and TLEF proposals and funded activities should focus on UBC-V contexts.
Applicants interested in system-wide, cross-campus proposals should contact Jeff Miller, Senior Associate Director, CTLT at firstname.lastname@example.org 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 will 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 Proposal Development page for more information about support options.
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 cannot be used to support faculty or staff travel or conference expenses or other dissemination costs.
The TLEF is not an equipment fund. You 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 email@example.com 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 the 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.
No. All applications need to be submitted via the TLEF online application system: apply.tlef.ubc.ca
No. We regret that late applications will not be accepted.
Managing funded proposals
Applicants will be contacted about the outcome of the TLEF adjudication process in December (for Large TLEF Transformation projects) or February (for Small TLEF Innovation projects). A letter from the Associate Provost, Teaching and Learning goes out to each applicant, regardless of whether or not the proposal was successful.
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. 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 firstname.lastname@example.org.
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 withdraw 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 financial administrator.
Reporting on multi-year proposals
You will need to submit an Interim Report along with your proposal 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. You will not see the option to complete the Interim Report Form until the Proposal Form is submitted by clicking the "Save & Exit" button.
The most important components are:
- An indication of what has been accomplished
- Measures of impact on teaching and learning (with data)
- Examples of student involvement (where appropriate)
- Student evaluation and feedback (as appropriate)
- Summary of expenditures incurred to date
- Description of planned activities for the remaining period of the project
Please use the Interim Report reference template, available on the Evaluation & Reporting page, to see the questions that are included in the report.
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 within 30 days of the conclusion of a TLEF project.
Please use the Final Report template, available on the Evaluating & Reporting page, to complete your report.
Please email the completed document to email@example.com and indicate 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.