Life Cycle Stages and Forms
Project Lifecycle Forms are your roadmap from concept to completion. Every project involving prototyping or funding goes through four key stages:
- Stage 1: Project Overview Package (POP)
- Stage 2: Project Development & Build Package (PDBP)
- Stage 3: Project Progress Package (PPP)
- Stage 4: Project Evaluation Package (PEP)
These forms help teams outline goals, anticipate risks, meet safety and funding requirements, and track progress. By following this process, design teams can improve project completion rates, achieve stronger learning outcomes, and maintain eligibility for future funding. You will be required to upload completed templates by the outlined submission window. The following templates are listed below for you to complete.
NOTE: THESE FORMS ARE ONLY REQUIRED FOR ENGINEERING DESIGN TEAMS
Please do not use or submit the old versions of the forms at this time. All submissions must use the new form template linked below, old forms will not be accepted or reviewed.
Templates, Deadlines and Submission Forms for All Project Stages:
Stages | Templates | Submission Timeline and Windows | Upcoming Submission Deadlines | Link to Submission |
|---|---|---|---|---|
Stage 1 | Project Overview Form V2.0 (POF) | All required templates must be submitted together with the Project Overview Form (POF) at least one full term before the project start date.
| July 19th, 2026 at 11:59 PM
| |
| Preliminary Timeline Form (PTF) | ||||
| EDT Project Validation Form (External) V1.0 | ||||
| EDT Project Validation Form (Internal, Team Defined) V1.0 | ||||
| EDT Project Validation Form (Internal, Team Defined) V1.0 - RUBRIC | ||||
| Faculty Advisor Project Sign-Off Form (POF) | ||||
Stage 2 | Project Development and Build Package (PDBP) V2.0 (Budget and Expenses Spreadsheet and Formal Project Timeline) | For each project, faculty advisors must: Complete the Faculty Advisor Project Verification Form. Both documents must be submitted at the same time. | On a rolling basis.
PDBP can still be approved, but will not go to PAF until the next cycle in September. | |
| Faculty Advisor Project Verification Form | ||||
Stage 3 | EDT Project Progress Form V2.0 | Submitted every term for the duration of the project, commencing the immediate term once the PDBP has been approved. | July 19th, 2026 at 11:59 PM | |
| Faculty Advisor Project Verification Form | ||||
| Team Internal Budget Sheet (Optional) | ||||
Stage 4 | EDT Project Evaluation Form (PEF) V1.0 | Within 60 days after your project's last final validation event. No new project overview forms will be approved if this isn't submitted on time. | 60 days after project's last final validation event. | |
| Faculty Advisor Project Sign-Off (inside PEF) | ||||
| Team Roster | Submitted three times throughout the year - September 30th, January 31st and May 31st. Refer to this page for more information regarding access. | September 30, 2026 at 11:59 PM | Submit roster by emailing team.engineering@ubc.ca with "2026 Fall Term Roster submission - [EDT NAME]" in the subject line. |
Detailed Overview and Purpose of Each Lifecycle Form:
Stage 2: Development and Build Package - (Budget and Expenses Spreadsheet and Formal Project Timeline)
Purpose: Ensures your team has adequate funding for the coming year and can deliver the proposed projects. The package provides a detailed breakdown of the project's budget and timeline, including anticipated expenses, income and resource needs.
Action Required: You should only fill out one Development and Build Package per final deliverable (e.g. competition, conference etc.). If a final deliverable requires multiple projects, include all of them within the same Development and Build Package.
Stage 3: Project Progress Form (PPF)
Purpose: Ensures your team has adequate funding for the coming year and can deliver the proposed projects.
Stage 4: Project Evaluation Form (PEF)
Purpose: Documents changes to scope, timeline, or budget, and marks the completion of APSC approved projects.