STF Proposal Form Instructions

 

New for 2009-10:
The Student Technology Fee Committee will no longer accept proposals for computer lab upgrades, althought the fee will continue to fund these upgrades. Computer labs will now be upgraded on a rolling schedule. (Schedule will be posted on STF website when confirmed.)

 

Tools/Links to help you complete your proposal:

 

• STF Proposal Form (in MS Word)

• Project Summary Sheet (to submit with proposal)

• WWU Computer Standards (link to Purchasing webpage)

• Costs and Configurations

  To assist you in determing specs for the items needed for your proposed project, the following WWU staff are available to help determine costs and configurations:

• Academic Technology & User Services (ATUS) -
  Rob Galbraith, 650-3368
  
• Purchasing -
  

  Computers
  - Rita Sinclair, 650-3559
  
  Scientific instruments / lab equipment
  - Dolapo Akinrinade, 650-2065
  
  Procurement & Supply Supervisor
  - Susan Banton, 650-2430

• Space Administration -
  Francis Halle, 650-3230

1. Make sure your proposed project relates to the STF mission and objectives.

• The STF Committee will use as their primary assessment criteria the three objectives—access, quality, and integration—defined in the STF Mission Statement.
• Please read the STF Mission Statement and Program Description on this website for complete information concerning the types of projects supported, financial considerations, and other details.

 

2. Open the STF Proposal Form, then save onto your computer.

Important:
When completing the Proposal Form in Word, to run spell check or add an attachment—such as a budget spreadsheet or photo—the Proposal Form must be unlocked. (It is locked to maintain specific formatting.)

Old Word Version

To unlock form:

• In Word, go to Tools menu.
• Select Unprotect Document. Password (lowercase) is: stf . This enables the attachment of documents and photos, and allows spell check to run.

To lock form:

• When done editing or attaching items, go back to Tools menu, then select Protect Document. This locks the document and protects the formatting.

New Word Version

To unlock form:

• In Word, go to Review menu.
• Select Restrict Formatting and Editing.
• Click Stop Protection key at bottom of screen.
• Enter password (lower case): stf , then click OK.
  
  This enables the attachment of documents and photos, and allows spell check to run.

To lock form:

When done editing or attaching items:

• Go back to Review menu.
• At #2, Editing Restrictions:
  • Ensure that box is checked.
  • Ensure that choice is Filling in Forms.
• At #3, click Yes, Start Enforcing Protection key.
• Enter/re-enter password (lowercase): stf

 

3. Enter information into the Proposal Form.

• The STF Proposal Form is a regular MS Word document. Use Word to open the document and enter information. The grey boxes on the forms are response areas. Click in a gray field and enter the information requested; the grey box automatically expands to accommodate your response.
• Use the TAB key or MOUSE to navigate to these response fields.
• If you believe that a question does not apply to your project, please write "Not Applicable"; do not leave blank.
• Limit proposal to 14 pages (single sided).
• IF proposed project might require site preparation of site alterations, incorporate step 4 into your proposal process.

 

4. For proposals requiring site preparation and Space Administration:

For projects needing any amount of site preparation or space alterations:

1. Submit one draft of your proposal to Francis Halle in Space Administration by 12 noon on the site preparation due date (see proposal timeline on STF home page for due dates). The draft proposal is preferred in e-mailed form; send to space.administration@wwu.edu.
2. Staff from Space Administration and Facilities Management will visit the site, confer with the proposal writer, and prepare a site impact statement and associated cost.
3. Space Administration/Facilities Management will send their report for your proposed project to you at least one week before the final proposal due date.

 

5. Complete the Project Summary Sheet.

• The Project Summary Sheet must be submitted with the printed copies. This shows the appropriate signatures for your unique proposal (see item 6 below), depending on whether you're a student, faculty member, or staff.
• For proposals originating from a college, the dean must review, sign, and strategically prioritize that batch of proposals.

 

6. All about Signatures of Approval:

Signatures on the Project Summary Sheet show departmental and college approval of your proposed STF project, signifying that the proposals have been reviewed and can be supported by the appropriate organizational departments.

Signatures of approval will vary based on the proposal applicant:

• AS President:
  Required for all proposals submitted by Associated Students. Signifies that all resource and program issues have been addressed.
• College Dean or Unit Head:
  Signifies that the College or organizational unit can support the program as described.
• Department Chair:
  Required for all proposals from a specific department. Signifies that the department can support the project as submitted.
• Space Administration:
  Required for all proposals that require additional facilities or changes to existing facilities. Signifies that all space-related issues have been accounted for.
• Vice Provost for Information Technology:
  Required for all proposals that relate to all-university services and all proposals not related to a specific discipline. Signifies that the technology support organizations and the technical infrastructure can support the project as submitted.

IMPORTANT:
Proposals from faculty must be submitted first to the respective Department Chair, who will then send STF proposals to the College Dean for signature and prioritization.
Each Dean then submits all STF proposals from that college together in one bundle.

7. Follow these submission specifications:

Proposals must be submitted by 12 noon on the due date as follows:

• 14 pages maximum
• Single-sided copies
• Eight (8) paper copies of proposal and summary sheet delivered to
  
  Diane Bateman
  Provost's Office
  Old Main 460, MS 9033
  
  
• Fastened with clips or bands—not staples (to go into binders)
• One (1) e-mailed version (PDF preferred, or Word) to
  diane.bateman@wwu.edu (for posting on this website)

 

8. Web Availability

Applicants should be aware that all proposals will be posted on Western's Student Technology Fee website, with an invitation for comments from the campus community.