Spring 2018 Funding Form Guidelines & Instructions

For Spring 2018, completing and submitting a proposal to request funds from the Learning Spaces-Student Computing Fees Awards is done through a specially designed Excel worksheet. Your proposal worksheet works in parallel with other decision-making worksheets and documents that are part of the behind-the-scenes work to supply the Teaching & Learning Portfolio with the data and information they need during the award deliberation sessions that take place at the end of February 2018.

The funding priorities for the Spring 2018 award process are found in the following knowledge article:

Spring 2018 Funding Priorities for Learning Spaces Proposals


Additional links to articles are as follows:

Spring 2018: Guidelines & Proposals



Access your Funding Form

Your blank, personalized, Excel-based application form has been uploaded to a specific folder in the University's box.utah.edu file storage and sharing platform. Your folder is named after your organization and can only be viewed by you and by the Teaching & Learning Portfolio who manages the entire LS-SCF awards process.

The URL to access your blank form is forwarded to you and your "lead contacts" in an EMAIL sent through a "Customer Support Ticket" for your college, library or center. The email uses the Teaching & Learning Technologies "Zendesk Customer Support" platform (you already have been receiving communications about the Spring 2018 Learning Spaces-Student Computing Fees award process through this system).

By "personalized" we mean that certain identifier fields are pre-populated for you, such as your organization,  your organization type, and the lead contacts you identified earlier for us.

With the URL, you can DOWNLOAD the Excel file to work with it locally on your computer.



Submit your Completed Funding Form

When your LS-SCF proposal is complete, return it to us as an email attachment (do not attempt to upload into your box.utah.edu folder where you originally downloaded the file). 

The simplest way to attach and send the completed form is to REPLY ALL to the latest email communication sent by us to you (through our Zendesk platform). Otherwise, send the email and attachment directly to spaces-proposals@utah.edu where you are sure to include your organization's name in the email Subject Line so it is easy for us to spot.

The reason we ask you to submit your completed form as an email attachment is to ensure there is a submission date that is time-stamped and directly associated with your proposal. No proposals are accepted after January 19, 2018.



Submit Attachments & Supporting Documents

Any attachments, supporting documents, and a report of last year's award spending should also be submitted to us as email attachments (do not attempt to upload into your box.utah.edu folder we've created).

The simplest way to attach and send supporting documents is to REPLY ALL to the latest email communication sent by us to you (through our Zendesk platform). The Subject Line always includes your organization name. Otherwise, send the email and attachments directly to spaces-proposals@utah.edu where you are sure to include your organization's name in the email Subject Line so it is easy for us to spot.



How to Complete the Funding Form


The Excel-based Funding Form has multiple worksheets in the file, identified by the tabs located horizontally along the bottom of the workbook file.



  1. Proposal Info (start here)


    The first tab (far left) is named "PROPOSAL INFO" and is where you start.
    • SECTION A: Proposal Information
      Your organization, organization type, and lead contacts are pre-populated for you. Please provide a Proposal Abstract in the large white field (if your abstract exceeds the cell's text capacity, consider sending the abstract as another of your proposal's attachments and supporting documents).
    • SECTION B: Resources & Links
      A handful of links are provided to knowledge articles about the Spring 2018 LS-SCF Award Process.
    • SECTION C: Final Tally
      Once you have itemized and priced all of your projects, Section C will show a final tally of data, including the total number of projects and the total proposal funding request. Potential TLT A/V Installation Contracts are also tallied.

  2. Projects, Priorities & Line Items


    The remaining tabs are where you identify your projects and specify items, pricing, matching funds, and potential TLT A/V Installation Contracts. The look and feel is quite similar to the online proposal form used the last two years (but which was retired this year because the Equella database platform is no longer  supported).

    Use one tab for each project: We've supplied 40 tabs for a potential of 40 projects, which historically should be more than sufficient for any proposal.

    Note: The tabs are not named as "Project 1", "Project 2", "Project 3", and so on. Project numbers are merely used as a short-hand way to refer to projects whose names may be similar in nature. What is most important is the PRIORITY you assign to a project, so the tabs are named for the priority you assign to an individual project.

    Note: In editing your projects, your priority for that project may change.  No worries.  Simply rename the tab with the new priority number.  Also, be sure to update the "priority data cell" in that project's worksheet so it matches the tab name.

    Note: All projects should have a unique priority number, meaning do not have multiple "Priority 2's" or "Priority 3's."

    Note: Need to display your projects in priority order?  Simply drag-and-drop your tabs into numerical sequence.

    Why the "lock icon" on a tab's name? We have protected certain auto-calculation cells in the project & priority worksheets. When we do that, Excel automatically places a "lock icon" next to a tab's name. All other cells are available for you to select and enter text, numbers, percentages or dollar figures.

    Pop-up helpful tips: For many fields, we've added pop-up helpful tips, which in most cases sufficiently explain what a cell's data should contain.

    About unused tabs: No need to delete any unused tabs in your proposal. Just leave the unused worksheets as is.

    Caution: The newest versions of Excel sometimes don't respond immediately when you click in a cell. It feels like the spreadsheet is hanging.  In actuality, Excel is doing an auto-backup and also refreshing calculations. Be patient.  Get a cup of coffee or refill your water bottle.  Check your email.  Then return to the spreadsheet and it should be responsive again.



Project Line Items & Pricing


  • Provide a priority number, project number, name and description for each project requesting funding.
  • Indicate the number of students benefitted by this project and from where these students originate.
  • Identify each item being purchased and supply quantity and unit costs.
  • Indicate the % benefit of the gross costs for students.
  • Enter any matching funds applied against the gross costs.
  • For each line item, indicate what type of request this is.
  • For either the project as a whole or for individual line items (depending on how you structure your request information), indicate if a line item is a potential TLT Installation Contract and if you need TLT to Work Up an Installation Estimate.
  • Supply Clarification about a project, if needed.

In many cells, a pull-down picklist of values reveals itself when you click on a cell.

The most important information that the Teaching & Learning Portfolio uses in its deliberations is to look at what items are being requested in projects and if the costs are similar across applicants.  This is why we ask for line-item detail within a project.

  • For each line item the Gross Cost is auto-calculated after you enter a Quantity and Unit Cost.

  • If a line item is completely used for Student Benefit (100%) or only partially attributed to Student Benefit (anything less than 100%), the percentage you enter is then auto-calculated against the Gross Cost and a Adjusted Gross Cost is presented.

  • Finally, if you are matching the Adjusted Gross Cost with college or library funds, enter that dollar figure (which the T&L Portfolio positively appreciates when it is possible). A Net Cost is auto-calculated, which then represents your Actual Request from the Learning Spaces-Student Computing Fees.

  • All line items are tallied and a final project dollar figure request is displayed at the top of a project's worksheet.  All of the project requests are then tallied into a proposal grand total, which is calculated and displayed in Section C of the PROPOSAL INFO tab in the spreadsheet.

About unused line item rows: We provide 25 rows in which to enter your line items for a project.  You likely won't use that many rows. You may also be deleting the contents of row cells as you enter your line items. This is all fine. Blank rows are fine. Do not delete unused line item rows as this may disrupt auto-calculations and make data transfers to other spreadsheets and deliberation documents problematic.



Access your Completed Funding Form after the Submission Deadline

After you have submitted your completed funding form to us (see the section above "Submit your Completed Funding Form"), the form is uploaded to a file folder in box.utah.edu named for your individual organization. Only your lead contacts and the Teaching & Learning Portfolio can access your funding form (and the attachments and supporting documents you have supplied).

The URL for your organization's folder will be emailed to you and your lead contacts. Use this to review or download your documents. You and your lead contacts do not have "upload" privileges to your folder; we will update any files for you (and that way ensure we know when changes have been requested and made).



Print your Funding Form | Convert to PDF

Since your funding form is an Excel-based file, printing and/or converting to a PDF should not be troublesome.

All tab worksheets in your funding form have been pre-configured in terms of print area and page orientation.  To print the entire set of tab worksheets, command Excel to print, and in the print settings dialog box, change the selection from "Active Sheets" to "Entire Workbook." Be sure to change the "Pages From" numbers to encompass only the  number of tabs in which you entered project data. You don't want to print all 40 tabs, especially if two-thirds of them are unused.

If you want to print only a single worksheet, go to that sheet, and in the print dialog, leave the configuration to print only "Active Sheets."



Need more Help?

EMAIL: spaces-proposals@utah.edu

EMAIL: Paul Burrows, TLT at paul.burrows@utah.edu

EMAIL: Jon Thomas, TLT at jon.thomas@utah.edu




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