• 2017 Instructions to Start, Edit & Save an Online Proposal for the Learning Spaces Student Computing Fee Awards

For Spring 2017, 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=ec0c710a-2bc4-405a-9ee8-cfb5064d51a8

 

 LOGIN TO ACCESS THE PROPOSAL FORM 

The online proposal form is actually created in an Equella database that requires you to login with your University of Utah uNID and its associated password. The University's Two-Factor Authentication procedures apply for successful login.

  

 WHO CAN VIEW YOUR PROPOSAL FORM?

You and the other lead applicants you identified in your original "Intent to Apply"  are automatically considered the owners of a new Proposal Form after logging in. It is “private” to you and your designated co-authors.

If you wish to add additional lead applicants who can view and edit your proposal, please send an email request to the contacts listed at the bottom of this document.

After you have completely finished editing 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.

 

PART 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 within your organization.

ATTACHMENTS: The last section of the Proposal Abstract has a feature where you can attach supporting documents as well as a RECONCILIATION of how you actually spent awards from the previous year. This reconciliation can be in a spreadsheet or document of your choosing.

Do not submit your proposal's projects and line items as an attached document or spreadsheet. This data must be entered via the online form (on the "Projects" page) in order for us to process your information and create derivative documents used during interview and award deliberation sessions. The Task Force will not copy and paste any spreadsheet data into the online form.

A proposal may include multiple projects.

 

PART 2. Projects
PROJECTS AND LINE ITEMS: 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 within a proposal. 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 a project.

It is entirely up to you how you parse your projects and their associated line items.

 


A new project can be added by using the button labeled "+ Add Project" located beneath the last project created. 

 


A Project Number is automatically assigned by the system for each new project. Project Numbers are simply a shorthand method to refer to each project.  Project Numbers do not imply any priority.

 


You must manually assign a Priority to each project using the picklist of priority numbers (1-40). The Priority you assign is carefully weighed in the award deliberations, since it is very likely that the lowest priority items in a long list of projects may not be able to be funded.

SORT ORDER: While you are editing your projects, they display on the editing page according to the order in which they were created. However, when you "Save as Draft" (see below) and return to edit your proposal, the "Summary Page" you initially see for your proposal DOES SORT EACH PROJECT ACCORDING TO THE PRIORITY NUMBER YOU PREVIOUSLY ASSIGNED.


If you wish to delete a project from your proposal, you can use the "X" circular button to the right of a project's name.

COMMENTS OR CLARIFICATIONS FOR A PROJECT: For a project, you can add any comments or clarifications in the text box included beneath the line items for a project.

 

PART 3. Line Items
A single project likely includes multiple items for purchase, each with their own prices.

 


The online form allows you to add additional line items as needed for a project. Use the button labeled "+Add Item" located directly beneath the last item you created. 

 


If you wish to delete a line item from a project, you can used the "X" circular button located to the right of a line item's information.

 

Specifying line items for a project in the online form is most like a spreadsheet in appearance and function.

We ask you to include:

  • brief description of an item
  • quantity
  • unit cost of an item (do not include a $ sign or commas)
  • a gross cost (quantity * unit cost) is auto-calculated in the background
  • what percentage for 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; a number between 0 and 100 must be entered)
  • any matching funds applied to the gross costs (do not include a $ sign or commas; an amount or 0 must be entered)
  • the net cost of a line item is auto-calculated as...
    (((quantity * unit cost) * percent attributed to student benefit) – matching funds applied)

 

CALCULATIONS: 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 and Project Net Costs are auto-calculated.

To refresh calculation, click the button labeled "Calculate Project Total" that is located below the line items for each project. Last year you had to scroll to the very bottom of all the projects to find the "Calculate" button; this year, there's a redundant "Calculate Project Total" almost everywhere you look. The new button refreshes the calculation for all data on the page.

NOTE: Tabbing in and out of data fields does not trigger any auto-calculations. Use the Calculate button.

 

 

 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 a quick, 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. By clicking this 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 (you may have to scroll-up completely on the page in order to see the LOGOUT feature).

 

 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 URL below (different than URL #1 that starts a brand new proposal).

EDIT AN EXISTING PROPOSAL

FYI: the full length URL is actually:

https://utah.equella.ecollege.com/access/myresources.do?type=draft

After logging into the database system with your uNID and associated password, a list of your works-in-progress appears. This list is called “My Resources.” It automatically filters for your “DRAFTS” and shows the “RESULTS.” In the RESULTS section, find your proposal in the list (probably only one or two items), click on the title.

You are returned to your proposal in a SUMMARY view where all of your projects and line items are displayed and sorted according to the PRIORITY NUMBER you have assigned to each project.

To begin editing the proposal, 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. Use the various Save options (Save and Continue; Save as Draft) 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 under the section heading ACTIONS. Notably, you can DELETE THIS VERSION or CLONE ITEM. If you have any questions about these functions (which you will likely not need to worry about) email the contacts listed at the end of this document.

 

 PRINT A PDF OF YOUR PROPOSAL

When you are not actively editing your proposal and are instead viewing the SUMMARY page for your work (e.g., when you clicked your proposal title from your MY RESOURCES list), you can print a PDF of the summary pages. Although the "page breaks" are not always clean, you at least can save an electronic or paper-based version of a proposal. Our testing appears to work for most browsers. If you cannot successfully print to a PDF, let us know and we'll do it for you (see the email contacts at the end of this document).

 

 SAVE & SUBMIT YOUR FINISHED PROPOSAL

When a proposal is fully 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.

After submitting/publishing your proposal, you can no longer edit the proposal on your own. If you find there are revisions or updates that must be made to an already submitted/published proposal, 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: Paul E Burrows, TLT  paul.burrows@utah.edu

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

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