Budget guidelines

Funds are distributed through Research Services, and grant funds must be used as indicated in the project’s approved budget. The application requires a brief rationale for every expenditure, explaining how it supports the project’s goals and inquiry. Applicants should consult the recommendations and guidelines below.

Some common uses of Teaching and Learning Grant funds include the following:

• hiring a student research assistant (see below for recommendation),
• traveling to a conference to present the results of a project or paying publication fees (see below for stipulations),
• paying software licenses,
• hiring a transcriptionist (ie. Rev Transcription Services)
• supplying hospitality for a relevant gathering or event. 

Requests for course releases must have the explicit approval of the relevant Head.

We recommend (but don't require) hiring a student research assistant to assist with the project. To support students’ development as teachers and researchers, and to inform how we conduct research into teaching and learning, we encourage treating student research assistants (RAs) not just as support but as co-inquirers or fellow members of the research team (i.e., more fully understanding the teaching and learning context, providing a student's perspective throughout the project, planning and designing the project, gathering and analyzing evidence, disseminating findings by co-authoring and/or co-presenting). On the budget form, please specify the RA’s types of activities, wages, and number of hours.

Funds may cover travel, but these are not travel grants, so a maximum of 30% of the budget may be allocated for travel. Portions may cover travel to learn about teaching and learning or to present a project's findings. Similarly, a maximum of 20% of the budget may be allocated for other dissemination costs, such as publication fees or page charges. Requests for budget items related to travel should be accompanied by a strong rationale for their relevance to the project. 

The following are ineligible for funding through the Teaching and Learning Grants:

• Costs normally budgeted by University of Calgary units
• Costs associated with student course fees (e.g., student costs with field trips, tuition reimbursement, etc.)
• Wages for faculty, regularly assigned teaching assistants, or staff members who would normally be employed by the University
• Expendable items or equipment
• Principal Grant Holders and co-applicants may not pay themselves

For additional university policies, applicants should consult their appropriate department administrator, HR advisor, the university’s Travel & Expense Reimbursement Handbook, and other applicable UCalgary policy documents.