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Winter 2023 Call for Proposals

Now Accepting Proposals

[Priority Deadline: January 31, 2023]

Read the full, PDF-version of the Call for Proposals here.

ABOUT THE STUDENT TECHNOLOGY FEE

Since 1996. The UW Student Technology Fee (STF) was created by the Washington State Legislature [RCW 28B.15.051] and the UW Board of Regents in 1996 to provide for and enhance technology resources for students beyond the classroom environment. The STF is student-levied and student-distributed, generating over $4 million in annual revenue which is paid out to over 100 student groups and departments each year.

The STF is used to fund a variety of technology needs, some being one-off proposals and others being regular and renewable “Block” requests. Recent requests have included a Smart Board for the Department of Economics, automated sanitization stations for the Department of Chemical Engineering, and equipment for a Mars Rover built by Husky Robotics. Other departments, including UW Libraries, STLP, The Daily, and UW-IT receive Block Funding totaling over $1 million annually.

The STF Committee is composed of representatives selected by the Associated Students of the University of Washington (ASUW) and the Graduate and Professional Student Senate (GPSS). These representatives, or Committee members, are responsible for reviewing proposals, debating their merits, and rendering a decision. The Committee is also supported by several student and professional staff members who conduct day-to-day operations, fiscal oversight, and auditing services.

Contact. For all proposal-related matters, please email stfproposalteam@uw.edu, or, if you have already submitted a proposal via Submittable, you can send a message through the Submittable platform. For all other matters, please email stfexec@uw.edu or schedule a meeting with us using our self-service booking tool here.
 

 

WHAT’S NEW

Submittable. New this year, we are now using Submittable, an online grant management platform, to process, track, and provide support to proposals and awards – all in one easy-to-use spot. As an applicant, you can log and submit new proposals, continue working on draft proposals, track your proposal through the review stage, and manage your award afterward. Submittable allows you to communicate with STF staff all in one spot so there’s no more worries about misplaced emails or having to search through inbox looking for information about your award.

> You’ll first be asked to create a Submittable account or login with Google. Then, we recommend you check out this quick start guide to orient yourself to using the platform. If you have questions or need support using Submittable, let us know or visit the Submittable Help Forum.

> Proposals submitted in previous years will not be transitioned to using Submittable (except for Block Awards). Continue to use our Legacy Amendment process to submit any changes to your award.

Application. With the transition to using Submittable, we’ve made substantive changes to the application. For those familiar with our old application, this will be an entirely new experience. An overview of the new application and what to expect is provided later in this document and on our website. Additionally, Submittable allows you to invite other members of your project team to collaborate with you on filling out the application and saves as you go so you don’t lose progress.

Support. The STF is dedicated to providing you and your team with support from idea to implementation and beyond. Whether you are just starting your journey to refine your potential project or are ready to implement your project, the STF staff team is available to assist you, answer questions, provide feedback, and work with you to troubleshoot obstacles you face. We want you to be successful and have the best chance to receive funding from the STF, so we’ll work with you during the initial application phase to provide feedback and recommendations on how to revise your application before it reaches the Committee. Furthermore, if you are denied funding, we’ll work closely with you to provide feedback and suggestions on how to change your proposal should you wish to re-apply in the future. You can rest easy knowing that we are here to support you through this process, any time you need.

TIMELINE

Priority Deadline. The priority deadline to submit an STF proposal is January 31, 2023. Consideration of proposals submitted after this deadline may be delayed to the following quarter based on the volume of proposals received.

Internal Review. Once submitted, expect internal review by STF staff to take 7 – 14 business days. We’ll be in touch if there are any issues regarding your proposal at this stage.

Committee Review. Once cleared through internal review, applicants may be invited to briefly present their proposal to the Committee. If you are unable to attend a proposal hearing, you may be asked to submit written responses to Committee questions. Proposal hearings will occur on the following days (subject to change):

> Monday, February 6, 2023, from 3:30 to 5:30 p.m. in HUB 303 or via Zoom

> Monday, February 13, 2023, from 3:30 to 5:30 p.m. in HUB 303 or via Zoom

> Monday, February 27, 2023, from 3:30 to 5:30 p.m. in HUB 303 or via Zoom

Notification of Decision. After all hearings are completed and the Committee has deliberated and voted, applicants can expect a notification of a decision on their proposal by Friday, March 10, 2023 (subject to change)

Budget Creation. If approved, your STF award budget will typically be created within 7 – 14 business days.

Annual Report. If approved during Winter 2023, your first annual report will likely be due on June 30, 2024.

WHO CAN APPLY FOR STF FUNDS?

A UW department, unit, or other organization or Registered Student Organization with departmental affiliation may apply for STF funding. No other group is eligible for funding. RSOs without departmental affiliation will be denied.

AWARD TYPES

Single Award. Single awards are the most common award type and are sufficient for most project needs. Single awards are non-renewable and non-recurring and are best suited for projects that have a defined one-time purchase of equipment or services.

Block Award. Block awards are renewable and recurring allocations of funds best suited for well-established departments and units with annual, recurring expenses such as subscriptions, regular device replacement, or similar needs. Block awards do not roll-over year-to-year and unspent funds are returned to the STF at the end of the year.

PROPOSAL WORKSHOPS

Learn about the proposal process from our staff and get your questions answered live at one of our Proposal Workshops. You’ll have an opportunity to work with staff to improve and develop your idea into a full proposal. Proposal Workshops will be hosted on the following days:

> Friday, January 20, 2023, from 2 to 4 p.m. in HUB 340

> Thursday, January 27, 2023, from 4 to 6 p.m. in HUB 340

POLICIES

Read and review all of our policies here before submitting your proposal.
 

Committee Meeting Schedule

Regular Meeting

Nov. 21, 2022
HUB 303.
3:30 p.m.
Zoom Link

View Packet

Regular Meeting

Nov. 28, 2022
HUB 303.
3:30 p.m.
Zoom Link

View Packet

Regular Meeting

Dec. 5, 2022
HUB 303.
3:30 p.m.
Zoom Link

View Packet

Regular Meeting

Jan. 9, 2023
HUB 303.
3:30 p.m.
Zoom Link

View Packet

Regular Meeting

Jan. 23, 2023
HUB 303.
3:30 p.m.
Zoom Link

View Packet

Regular Meeting

Jan. 30, 2023
HUB 303.
3:30 p.m.
Zoom Link

View Packet

Regular Meeting

Feb. 6, 2023
HUB 303.
*4:30 p.m.
Zoom Link

Regular Meeting

Feb. 13, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

Feb. 27, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

Mar. 6, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

Mar. 27, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

Apr. 3, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

Apr. 10, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

Apr. 17, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

Apr. 24, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

May 1, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

May 8, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

May 15, 2023
HUB 303.
3:30 p.m.
Zoom Link

Regular Meeting

May 22, 2023
HUB 303.
3:30 p.m.
Zoom Link

January Update

Here’s What You Need to Know

[Last Updated December 29, 2022]

New Submission Platform

New this year, we are now using Submittable, an online grant management platform, to process, track, and provide support to proposals and awards – all in one easy-to-use spot. As an applicant, you can log in with your UW NetID and submit new proposals, continue working on draft proposals, track your proposal through the review stage, and manage your award afterward. Submittable allows you to communicate with STF staff all in one spot so there’s no more worries about misplaced emails or having to search through your inbox looking for information about your award.

Submittable will go live when we launch the Call for Proposals in early January 2023.

  • Check out this quick start guide from Submittable to orient yourself to using the platform. If you have questions or need support using Submittable, let us know or visit the Submittable Help Forum.

Proposals submitted in previous years will not be transitioned to using Submittable (except for Block Awards). Continue to use our Legacy Amendment process to submit any changes to your award.

Updated and Refined Process

As part of STF’s restructuring, we’ve refined and updated our proposal process from application to reporting and auditing. We’ve boiled the entire process down into three easy steps: Write, Review, and Spend. Read about each step and learn more about the process here.

New Application

Also part of our restructuring and with the launch of Submittable, we’ve developed a new application designed to make it more straight-forward for you to provide the information we need to know. The application is divided into 7 parts asking you to tackle specific aspects of your proposal from the idea to its implementation to its lasting impact. Review a description of each section and a briefer on what will be asked of you in each here. Overall, we don’t expect you to write more than a few pages worth of content by the time you’re done.

New Policies

The STF Committee was hard at work during Fall Quarter designing and approving new policies as part of our ongoing governance improvements. We’ve approved new Bylaws, Proposal Criteria, and expect to adopt a revised Equipment Use and Purchasing Policy and Proposal and Award Process Policy in January. Once approved, all our policies will be available online here and relevant portions will be included in the application as well.

Proposals submitted prior to January 2023 will continue to follow old policies unless otherwise stated.

New Proposal Database

After our old website reached its end-of-life, we’ve been able to migrate most of the old proposal data here. Check out old proposals that have been submitted to the STF since 2015 here.

Some general highlights of projects awarded funding in the past include:

  • General computing equipment for department computer labs.  
  • Specialized research equipment, including saw blades for an Earth Sciences lab and Hyak, a super computing cluster used by several departments. 
  • RSO projects, including robotic equipment, basic tools, and airplane parts.  
  • Accessibility resources, including CART captioning and virtual conferencing equipment. 

 

December Update

Greetings,

As we wrap up Fall Quarter, we wanted to make an announcement sharing our progress on our internal restructuring and outline some next steps that will help you prepare to submit new proposals this Winter Quarter.

New Proposal Process + Form

The STF will be migrating the entire proposal submission process to a third-party vendor called Submittable. Submittable will allow you to easily login with your UW NetID and fill out a proposal application, collaborate on it with others, and keep track of all your draft, submitted, and approved awards – all in one spot. You’ll also be able to submit amendment requests, annual reports, and receive support from our staff, all through the Submittable platform. We are still developing the form and workflow but we look forward to sharing the final process soon!

Similarly, we are changing the form. For those who have applied to the STF in the past, you may be familiar with our old form and the questions we ask. We have completely re-written the form from the ground up, so please, as you prepare to submit a proposal in Winter Quarter, do not use past proposals as a guidepost. More details about the new form will be made available in the coming weeks.

New Proposal Criteria

To help you craft a better proposal, the STF has developed and will soon make public a slate of criteria by which it will review and judge proposals. We hope this level of transparency will support proposal applicants as they prepare to write new proposals and provide a better picture of how the Committee will be making its decisions.

New Website

We are also hard at work developing a brand new website with UW Creative Communications and look forward to unveiling it later in January. We hope the new site will improve access to STF information and highlight the incredible work being done by award recipients.

Meeting Notice

Notice: A regular meeting of the Student Technology Fee Committee will take place on Monday, December 5, 2022, at 3:30 p.m. in HUB 303 or virtually via Zoom – invite information below.

Draft agenda can be viewed here.

Continue reading “Meeting Notice”

Meeting Notice

Notice: A regular meeting of the Student Technology Fee Committee will take place on Monday, November 28, 2023, at 3:30 p.m. in HUB 303 or virtually via Zoom – invite information below.

Draft agenda can be viewed here.

Continue reading “Meeting Notice”

Update: Legacy Proposals

We’ve moved sites and our old proposals moved with us!

Looking for a specific proposal? Use the search bar to type in the year and proposal number if you know it (2022-24 for example), or if you don’t, try searching for what the project is about (CART Captioning for example).

Just want to browse old proposals? Check them out here.


Please note that we are not able to provide all the original data associated with each proposal, including the line-item budget. If this is a concern, please contact us at stfproposalteam@uw.edu.

Additionally, recent proposals (dated 2021 and 2022) may not contain accurate statuses or award amounts. If you are a proposal author, please check your original award letter or amendment approval for the most accurate allocation. Thank you.

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