Attention - Changes in Payment processing starting in S17

Changes in Payment Processing! The University of Waterloo has instituted a new account system. This has changed the payment functions, processing procedures, and information needed to purchase or distribute funding within the University. There are two major ways to receive funding through WEEF.

1) You purchase the item and WEEF reimburses you. WEEF is currently using the University's reimbursement form which can be downloaded here

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You can ignore all travel related entry areas. WEEF will fill in the account, activity, and group values and sign off on the funding.

2) You submit an order through UNIT 4 (the new accounting system) and WEEF will approve the appropriate funding amounts.

Faculty with access to unit 4 can place a note in Unit 4. In the note please include the following information

  • Proposal number ex (S17-1118 , W17- 985
  • Total approval funding
  • Items purchasing

WEEF does not have access to UNIT 4 because the of the high administration costs as determined by the University. If you do not have access to UNIT 4 and view it as the optimal way to receiving the funding, please email weef@uwaterloo.ca and Anca Constantinescu anca.constantinescu@uwaterloo.ca and set up an appointment.

Getting Funding

Proposals for WEEF funding are accepted from Engineering (including the School of Architecture) students, staff, and faculty. All proposals are considered, provided they benefit undergraduate engineering education at UW. Funding is allocated once every term by the Funding Council, which consists entirely of students.

With our new website, we are using online proposal submission. All proposals should be created and submitted using the online proposal guide. Once submitted online, the proposal will be reviewed by the WEEF Director, approved and be posted on the website under the Proposals tab above. You will receive a confirmation email once your proposal has been submitted.

WEEF funding is mainly used for lab equipment or supplies rather than services or expenses. While there are a few exceptions to this we suggest you have a look at our Funding Guidelines.

For more information see:

Important Dates

Spring 2017

  • Proposals Due Online - Oct 31st, 2017 by 11:59 pm
  • Funding Council 1 Faculty - Tues. Nov 7th, 2017 5:30 PM - 8:30 PM - RCH 306
  • Funding Council 2 Students - Wed. Nov 8th, 2017 5:30 PM - 8:30 PM - DWE 2402
  • Funding Decisions Council - Tues. Nov 14th, 2017 5:30 PM - 8:30 PM - RCH 306
  • Board of Director's Meeting - Tues. Dec 5th, 2017 5:30 PM - 7:30 PM - CPH 2371

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Funding Guidelines

For the purposes of longevity and impact, WEEF purchases equipment or hardware and occasionally software that is used by engineering undergraduate students (the more the better), and has a proven educational benefit. Services and expenses are generally not covered.

WEEF typically does not fund the following:

  • Shirts and uniforms
  • Travel costs for individuals
  • Advertising and promotional expenses
  • Guest Speakers

Exceptions to this rule include:

  • Services or construction performed by the UW Machine Shop
  • Shipping and tax for WEEF-purchased items

When making a proposal it is important to provide detail of what you are requesting and the purpose. Specifics are preferred over a general blanket proposal where a single sum of money is requested for multiple items with little description.

In general, if there is a need, it's worth a proposal. But remember, it's up to you to convince the Funding Council of the worthiness of your proposal. See the presentations section for more.

Larger, more expensive items can also be allocated funds over multiple terms in order to be purchased. Note: you will have to re-apply each term, however you may reuse the older proposal with any necessary updates.

All allocated funds must be spent within 2 years of their allocation. Furethermore, Requests for Payment must be submitted (including original receipts) within 4 months of the date of purchase.

There are also certain proposals where it is not clear how the funding council will react to it. More information of these proposals in this gray area can be found below.

Competition Fees: The funding council prefers not to provide funding for competition fees. If you are a student team you would be better off asking for equipment or materials. If you have no need for anything else but competition fees then funding council will take this into account when reviewing your proposal.

Laptops: Desktops are preferred over laptops because laptops are more prone to become missing. If you put in a proposal for a laptop be sure to show the need of having a permanent portable computer rather then a desktop.

Furniture: Furniture used for academic purposes such as whiteboards etc. is acceptable to have in a proposal. The funding council does not typically fund recreational furniture such as couches.

4th Year Projects: For a 4th Year Project to receive funding they must show that their projects offer effective long-term use by undergraduates in engineering after their project is complete. This can be done in many ways such as merging your project with a student team.

Non-Engineering Specific Proposals: A non-engineering specific proposal can be from a university wide club or for something that benefits the entire university and not just engineering. A proposal of this type should also show that they are also seeking funding from other faculties. The amount of funding requested should be proportional to the impact on undergraduate engineering students.

If you still have questions regarding the WEEF funding guidelines, please contact us.

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Proposal Submission

There are three categories of WEEF Proposals. These categories are used to roughly divide proposals to be more effectively evaluated at Funding Council. These categories are:

  • Faculty (You are part of a department)
  • Student Team (You are part of a student run team)
  • Miscellaneous (Any other group)

If you are unsure as to which form to submit please contact the WEEF Director.

When submitting a proposal please keep the following points in mind:

  • A concise proposal is more effective and also more likely to be read in its entirety by the Funding Council.
  • It is greatly appreciated if you provide options for various levels of partial funding. This does not lessen your chances of obtaining full funding.
  • Padded proposals such as requesting an unrealistic or unnecessary amount are not well received by the Funding Council.
  • Please consult previous proposals for more guidance.

Here is how you can submit a proposal:

  • Consult the Funding Guidelines for information regarding what should and should not be requested from WEEF.
  • Fill in the online application using the guide.
  • After you submit your proposal online, you will receive a confirmation email in which you can select a presentation time. The presentation dates can be found above.
  • Give a 3 minute presentation / Q&A session for the Funding Council at the presentations meeting.

Thank you for your interest in submitting a WEEF Proposal!

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Presentation Guidelines

Presentations of WEEF funding proposals occur once a term and provide the Funding Council with a chance to hear about the advantages of each suggested proposal. Every proposal must be presented at this meeting, however a proposer may choose a proxy if they are unable to attend. Be aware that any presenter may be asked tough questions about their proposal.

Due to a steady increase in the number of proposals, all presentations will be kept to a 4 minute maximum. Because of this scheduling, we strongly encourage every proposer to use the following format:

  1. Briefly explain the proposal, and how it will benefit undergraduate engineering students. (1 min)
  2. Describe the following: (2 min)
    • How many students will be affected and which courses / teams / clubs could realistically benefit from this proposal.
    • Any other attempts to obtain funding for your proposal. It is strongly encouraged that proposers DO attempt to obtain funds from other sources (MEF, Faculty, corporate sponsorship) as well as from WEEF.
    • For a dept. proposal, please indicate why the Faculty has not provided funding to cover this item.
  3. In any time left over, please mention any medium or long term impacts of the proposal, significant achievements by your student team, WEEF promotion within your team or department, successful WEEF purchases in the past, etc. (1 min)
  4. Following the presentation, you may be asked questions by members of the Funding Council. Please keep your answers brief.

Please note, you will be stopped after 4 minutes, so please plan accordingly.

PowerPoint presentations are the preferred method of visual aids (however other media such as videos, flash presentations, overheads, or pure verbal presentations are acceptable.) Please email any PowerPoint files to the WEEF Director in advance to avoid unnecessary delays. The AV equipment in the room will be used (i.e. a Nexus Windows XP Computer).

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