Projects

There are 3 types of PAF Projects:

Design Projects (reserved for registered Engineering Design Teams)
PD Opportunities (open to all, but commonly used by clubs)
Other Projects (includes personal projects)

Applications for Projects are reviewed twice per year: once in September and once in January. The PAF Funding Committee will adjudicate these applications and recommend funding allocations to the PAF Governance Committee.

Funding for Projects is awarded by a student-faculty committee (PAF Funding Committee), based on the restrictions outlined in the PAF Guidelines. The committee may modify requests as they see fit. The committee may also request additional information as required.

Groups can only receive funding for a combined total of 5 Projects and/or PD Opportunities. The definition of separate projects is explained below. Decisions will be communicated to applicants no later than 30 business days following the application deadlines.

The PAF Projects Term 1 applications were closed on Sunday, October 1, 2023 at 11:59pm PDT

Submission Procedures for PAF 2023-24

PAF Projects Applications are administered twice in the year - in Term 1 and Term 2.

Most PAF Projects applicants use the same application template throughout both the terms - known as the PAF Projects - General Application. This includes but is not limited to E-IDEAS (EDI Affinity) Groups, Program and Departmental Clubs as well as Industry and Professional Chapters.
Design Teams (EDTs) have a separate application in Term 1 - combined with the Super Application. This helps ensure that EDTs do not submit redundant information. However, EDTs applying for PAF Projects in Term 2 will also use the General Application.

PAF Projects Categories

The Project category encompasses everything that falls outside of Travel and Conferences. Please read through each sub-section to determine which type of project you are conducting. All Projects must meet the funding criteria outlined below. Design Projects have additional funding criteria.

Design Projects

Design Project PAF funding is intended for registered Engineering Design Teams. Official Design Teams must be approved by the Engineering Design Team Advisory Council.

Eligibility criteria:

All of the general PAF eligibility criteria
Applicants must be registered as an Applied Science Engineering Design Team.
It is preferred that there are overarching goals from an external party such as a competition.
- If there is no external organization imposing requirements, it must be clear how the success of the project will be measured and how the team intends to hold itself accountable for the completion of the project.
A team may not apply to both Travel and Conference Funding and Design Project Funding.
Design Teams may apply for multiple Design Projects; however, each Design Project must be demonstrably separate. Separate projects aim to create distinct physical items. The items cannot be part of a final larger piece. For example:

Separate Projects:

Two separate cars
Respiratory rate monitor and a phototherapy monitor

Not Separate Projects:

A brake system and a chassis
Subsystems of the same vehicle

Faculty Advisor Approvals:

PAF requires faculty advisors to review and approve all Design Project applications. Applicants will need to submit a PDF document or screenshot that indicates their Faculty Advisor’s written approval of their Project application(s). The submission should also include the Faculty Advisor’s email, send date of the email, as well as the Project application’s name/high-level information.

Faculty Advisors will review each Project application to ensure that the Design Project is connected to core missions of the Engineering Design Team, project goals/outcomes are robust and that Project budgets are fiscally responsible.

PAF only requires one Faculty Advisor approval per year per project. In the event of resubmission, the PAF Committee has the discretion to request a resubmission of Faculty Advisor approval.

Provide at least 10 business days for Faculty Advisors to review, discuss (if necessary) and approve completed Project applications.

Funding calculation:

A team cannot receive more than $23,000 from PAF in one fiscal cycle and cannot receive funding for more than 5 projects.
A contingency of up to 10% is automatically included in your application. The 10% contingency will only take into consideration PAF-eligible expenses. Non-PAF expenses such as Capital Purchases will not be considered.
PAF Funding shall not exceed the lesser of 50% of the project’s budget or the total cap listed below.
The Project and Competition cap amounts are based off their respective budgets, not the overall expense amount.
- It is required that at least 50% of funding comes from sources other than PAF.

	< 15 members	≥ 15 members
		< $35,000 budget	≥ $35,000 budget
Project	$2,850	$5,700	$8,000
Competition	$2,850	$2,850	$2,850
Total Cap	$5,700	$8,550	$10,850

Additional notes:

Please ensure that clickable links are included under “Reference” in “Detailed Expenses” to provide clarity and detail.
PAF will not cover per diems during travel or alcohol-related expenses. These costs will be removed from your budget when considering the application.
Project Expenses Categories:
- Prototype: Prototype-related expenses (e.g. buying M3 screws for Project 1 Component)
- Competition: Competition-specific expenses (Prototype shipping fees, accommodation, transportation, competition fee, insurance)
Administrative or Marketing costs:
- Applicants should use their non-PAF funding to cover these costs as PAF will not cover these fees. Applicants can put these costs under the “Administrative” expense category in their budgets.
- Administrative expenses are any costs associated with Design Team management and processes (e.g., website domains, team uniforms/shirts, marketing materials).
Capital Purchases vs. Consumables
- PAF will generally not fund capital purchases such as investments in equipment. Exceptions require a specific description and plan.

Submission Procedures for PAF 2023-24

Design Teams Application - PAF Term 1

General Application (NOT FOR DESIGN TEAMS) - PAF Projects

PAF Projects Categories

Design Projects

Eligibility criteria:

Faculty Advisor Approvals:

Funding calculation:

Additional notes:

Professional Development Opportunities

Eligibility criteria:

Funding calculation:

Other notes:

Other Projects

Eligibility criteria:

Faculty Advisor Approvals – Project Other:

Funding calculation:

Other notes:

About UBC

UBC Campuses

UBC Sites