• 2016 Instructions to Start, Edit & Save an Online Proposal for the Learning Spaces Student Computing Fee Awards

For 2016, submitting a proposal to request funds from the Learning Spaces-Student Computing Fees Awards is done entirely online.

 

 TWO URLs: ONE TO START AND ONE TO EDIT A PROPOSAL

We have configured the Online Proposal Form so that one URL links to the start of creating a new proposal. A second URL links directly to the proposal drafts you have saved so you can continue to fill out project and item data before submitting your proposal.

START A NEW PROPOSAL

EDIT AN EXISTING PROPOSAL

 

 URL #1: START A NEW PROPOSAL 

Use the following link to gain access to a new Online Proposal Form:

START A NEW PROPOSAL

FYI: the full length URL is actually:
https://utah.equella.ecollege.com/access/runwizard.do?method=newitem&itemdefUuid=177df66d-c9e3-433e-a11f-9acb47926e72

 

 LOGIN TO ACCESS THE PROPOSAL FORM 

The form is actually created in an Equella database that requires you to login with your University of Utah uNID and its associated password.

  

 WHO CAN VIEW YOUR PROPOSAL FORM?

You are automatically considered the owner of a new Proposal Form after logging in. It is “private” to you, unless you use the feature to SHARE WITH OTHERS (see the illustration at the end of this document).

After you are completely finished with your proposal, you will SAVE the form and use the “PUBLISH” option. That is really a SUBMIT option that allows the Teaching & Learning Portfolio and its working Task Force to review your proposal. Other applicants and organizations cannot access your proposal.

  

 THREE PARTS IN A PROPOSAL 

There are three parts in a proposal.

1. Proposal Abstract
Provide a summary overview and narrative of your requests (projects) as well as any rationales. The Abstract also asks for contact personnel and who has approved your requests.

The last section of the Proposal Abstract has a feature where you can attach a RECONCILIATION of how you actually spent awards from the previous year. This reconciliation can be in a spreadsheet of your own choosing.

Do not submit your proposal projects and line items as an attached document or spreadsheet. This data must be entered via the online form in order for us to process your information and create derivative documents used during the review and decision-making sessions. The Task Force will not copy and paste spreadsheet data into the online form.

A proposal may include multiple projects.

2. Projects
There are usually multiple requests made under one proposal. A request is a “Project.” For example, two different learning spaces or classrooms would be considered as two separate projects. Software purchases or renewals could be considered as one project, but with multiple line item entries. If software requests are for different purposes, you may want to divide the requests into separate projects. Hardware purchases can also be divided into different projects, with different items listed under an umbrella project.

It is entirely up to you how you parse up your projects and their associated line items. The online form allows you to add or delete projects for your proposal. A number is automatically assigned to each project for tracking purposes. NOTE: A text field is available on a project by project basis to add additional comments or clarifications for your requests.

3. Line Items
A single project likely includes multiple items for purchase, each with their own prices. The online form allows you to add or delete line items as needed for a project. Specifying line items in the online form is most like a spreadsheet in appearance and function. We ask you to include:

  • description of an item
  • quantity
  • unit cost of an item (do not include a $ sign)
  • the gross cost (quantity * unit cost) is auto-calculated in the background
  • what percentage of a line item is of benefit to students (as opposed to faculty use, administrative use, or research) (100 percent is the default; do not include a % sign)
  • any matching funds applied to the gross costs
  • the net cost of a line item is auto-calculated as ((quantity * unit cost) * percent attributed to student benefit) – matching funds applied.

FYI: Any data field with a gray background is an auto-entry or auto-calculation field.  For example, a Project Number is auto-assigned each time you add a new project to your proposal. The line item net costs are auto-calculated.

 

 

auto-calculate-6

 

Be aware that you must click the CALCULATE button located below the last project you have entered in order for all auto-calculations to occur. Tabbing in and out of fields does not trigger the auto-calculation.

 

 SAVE A DRAFT OF YOUR PROPOSAL 

You have the ability to “save-as-you-work” or “save-as-a-draft” so you can exit and return for later editing.

  • SAVE AND CONTINUE
    Use the “SAVE AND CONTINUE” option in the upper right of the screen to do an interim save and continuing working on your proposal.


  • SAVE DRAFT
    Use the “SAVE” button in the upper right to save your proposal as an editable draft. Clicking the SAVE button provides a “SAVE DRAFT” option. You can return later to continue working on your proposal.

 

 

 EXIT YOUR WORK AND RETURN TO YOUR PROPOSAL FOR LATER EDITING

If you need to exit your work and return later to continue editing your proposal, be sure to use the SAVE DRAFT feature mentioned above. Then LOGOUT of the online form using the option in the far upper right.

 

 URL #2: RETURN TO EDIT AN EXISTING PROPOSAL

How do you return to an existing proposal form after you’ve saved a draft and logged out of the system? Use the following URL (different than URL #1 that starts a brand new proposal) to see a list of your works in progress. This list is called “My Resources.” It automatically filters for your “DRAFTS” and shows the “RESULTS.”

EDIT AN EXISTING PROPOSAL

FYI: the full length URL is actually:
https://utah.equella.ecollege.com/access/myresources.do?type=draft

In the RESULTS section, find your proposal in the list (probably only one or two items), click on it.

You are returned to your proposal in a summary view. To begin editing, look in the right-hand navigation options under the ACTIONS heading and click EDIT THIS VERSION.

You are in edit mode. Continue working on the proposal. Save as needed.

 

 A FEW OTHER FEATURES OF THIS ONLINE FORM

There are a handful of other features you can use when completing your online proposal. These features are all located along the right-hand side of the web pages you are using when working with the online form.

 

 

 SAVE & SUBMIT YOUR FINISHED PROPOSAL

When a proposal is proofed and ready to be submitted, click the SAVE button in the upper right of the screen.

  • SAVE AS PUBLISHED
    “Publishing” your proposal means you are “Submitting” the form to the Teaching & Learning Portfolio for review. Your work is not viewable in any public fashion for others to read.

If you find there are revisions or updates that must be made to an already submitted form, contact us and we will make the editorial changes for you. Or if you need additional help, use the following email options.

EMAIL: spaces-proposals@utah.edu

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

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

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