UBC FARM PROJECT PROPOSAL PROTOCOL
The UBC Farm Project Proposal Protocol applies to project proposals that involve the UBC Farm or occur in those areas found within the UBC Farm, located in UBC’s South Campus precinct, and currently encompassed by Wesbrook Mall, South Campus Road, 16th Avenue, and Southwest Marine Drive. PURPOSE OF PROTOCOL The purpose of this protocol is to provide current and potential user groups with a clear and understandable procedure that describes the requirements for proposal submissions, the manner in which they are reviewed and evaluated and the type of activities currently supported by the UBC Farm. UBC Farm is interested in supporting projects that support the mission, goals, and objectives described in the UBC Farm Working Vision Document. To provide academic and practical leadership in the areas of agro-ecological design, community planning and development in a manner that benefits past, present and future community members, be they citizens, planners, designers, developers, managers, leaders, foresters or farmers. Consequently, UBC Farm is required to provide guidelines that encourage the development, approval, management, and assessment of supportive and exemplary projects that involve or occur on the UBC Farm. APPLICATION PROCEDURE The UBC Farm Project Proposal Protocol applies to all proposals that: Emanate from outside of the UBC Farm operation; and May have a significant impact on the Farm. For the purposes of this document “significant impact” is defined as those projects that either: Require a commitment of Farm resources (staff, land, facilities, equipment); Involve the alteration or development of the farm landscape; Involve a budget over $1000 dollars; and/or Occur over a period of more than 4 months (longer than 1 term). Project proposals initiated by the UBC Farm are subject to a substantive internal review process administered by the UBC Farm Council. The UBC Farm Project Proposal Protocol has been approved by the UBC Farm Council and will be reviewed on an annual basis. A summary of all project proposals that includes those approved and those denied will be published in UBC Farm’s Annual Report. PROPOSAL ASSESSMENT CRITERIAL Project proposals are assessed by their ability to meet or exceed the following criteria: Supports the mission, goals and objectives of the UBC Farm; Supports currently identified UBC Farm priorities (available on request);
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Requires minimal Farm resources and supports or adds to current Farm resources; and Improves public awareness of and participation in the UBC Farm.
DEADLINES There are three proposal review periods, which occur approximately 2.5 months prior to each of UBC’s class terms. The intention is to allow proponents and UBC Farm staff the time necessary to incorporate the resulting decisions into the next term of study, and work plans respectively. Project proposal submission deadlines are as follows: Fall Term (September - December) Winter Term (January - April) Summer Term (May - August) June 15th October 15th March 1st
Proposal proponents will be informed of decisions no later than 1 month from the submission deadline. PROPOSAL SUBMISSION, REVIEW, AND MANAGEMENT PROCESS There are four stages to this process. They include Pre-screening, Submission and Review, Project Management, and Project Assessment and Completion. 1. Pre-screening The Pre-screening Stage, which is not required but highly recommended, is in place to assist proponents with the development of their proposals. Applicants are encouraged to submit draft proposals to the UBC Farm staff members of the Project Management Committee at least 1 month prior to the submission deadline. Proposals submitted for prescreening are given a thorough review. Applicants are then provided with the results of this review, which may include comments and suggestions intended to assist them in the development of a proposals that meet the requirements of the UBC Farm Council. 2. Submission and Review Members of the Project Management Committee will review submitted project proposals within two weeks of the submission deadline. The results of the project review will be presented to the UBC Farm Council for discussion and approval. A preliminary list of approved projects is then developed. The proponents of those preliminary agreed to projects then meet with members of the Project Management Committee to establish a Project Management Agreement that formally establishes the expected outcomes, resource and management requirements, assessment procedure and final products associated with their project. Projects receive formal approval once the agreement is developed to the satisfaction of all the participants – and within one month of the submission deadline. Preapproved projects that cannot achieve agreement will be denied formal approval. Unsuccessful applicants will be provided with a brief explanation as to why their proposal was denied. Depending on the quality of these proposals, applicants may or may not be encouraged to reapply. Those that are, will be asked to participate in the pre-screening process. 3. Project Management Once a project is formally approved management of the project is done in accordance with the Project Management Agreement. The terms and conditions of these agreements are project specific and involve the participation of both the proponent and UBC Farm staff.
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Given the limited resources available to the Farm agreements will place most of the responsibility for management on the project proponent. A project is considered complete once the terms and conditions of the Project Management Agreement are met with the exception of the final report that is submitted after the review and appraisal of the project. 4. Project Assessment and Completion Once completed projects are subject to a formal review and appraisal process that we believe is essential for the development of high quality projects that support and enhance the vision of the UBC Farm. This feedback mechanism ensures that the terms and conditions of project management agreements are met. This process allows for a discussion of the value of these experiences from the perspective of the Farm and the proponent, and provides an opportunity to provide recommendations for improvement. These comments and recommendations are recorded, summarized and included in the final report. FUNDING Preference is given to fully funded project proposals. Exceptions may be made for projects that support current UBC Farm priorities and/or where supporting funding can only be acquired through institutional support such as that which the Farm is able to provide. PROJECT DELIVERABLES AND ASSESSMENT Project deliverables will differ between projects. The Project Management Committee and the project proponent will collectively determine project deliverables. This determination will be made during the development of the Project Management Agreement, which must be completed before a project is formally approved. Project deliverables will vary depending on the nature of the project but all project proponents will be required to submit a final report. Depending on the length of the project, assessments will be made at the conclusion of the project. Projects that extend beyond a one-year will be assessed biannually. At their conclusion these projects will be subject to the more formal final assessment. Projects that last less than one year are formally assessed at their completion. All projects are required to submit a final report. RECORD KEEPING Depending on the duration of the project, brief progress reports may be requested to keep UBC Farm Staff and Council Members informed. Project proponents are encouraged to keep detailed records of the activities associated with their projects not only to better support their learning process but to assist them in the development of the final project report (mandatory requirement) which will remain on the Farm and be used to inform Farm Staff and future students, researchers and community members. Final project reports will be made available to the public through the UBC Farm Centre Resource Room. RESPONSIBILITIES UBC Farm Council Members UBC Farm Council members are responsible for determining the projects occur on or involve the UBC Farm. To meet this responsibility they govern the selection of the Proposal Management Committee that is made up of members of the Farm Council and UBC Farm staff. With the help of this committee, project proposals are screened and reviewed with recommendations made for approval or denial. Once projects are approved, the UBC Farm
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Council is provided with regular status reports. Council is provided with a final report at the conclusion of a project, which includes an assessment of the completed project. UFC Project Management Committee The UFC Project Management Committee ensures the efficient processing, management and assessment of project proposals and completed projects. The Committee, which reports directly to the Farm Council, consists of up to four members, 2 Council members (1 student and 1 faculty or staff), and 1-2 UBC Farm staff. The Committee is responsible for the review of submitted project proposals and for the provision of the list of recommended project approvals to the UBC Farm Council. Once Council has reviewed and approved the list of selected projects Committee members must meet with the successful proponents to draw up a project management agreement that clearly states project deliverables, deadlines, and the involvement of UBC Farm staff and resources. The Committee is ultimately responsible for monitoring all approved projects, ensuring that all completed projects provide their required deliverables, including a final report, and complete the review and appraisal process. UBC Farm Staff UBC Farm employees help the UBC Farm Council and Project Management Committee review, select, manage, and assess project proposals and approved projects. Farm employees are responsible for the day-to-day management of approved projects. Farm staff are responsible for meeting with unsuccessful project proponents to review and discuss their failed submissions. Given their involvement in the management of the Farm, staffs are- included in the project review process. Proposal Proponents Proposal proponents are responsible for the development project proposals and for the completion of these projects if they are approved. Proponents work with directly with UBC Farm staff and the UBC Project Management Committee to ensure the development of quality proposals and if approved the management and completion quality projects and products. Project Sponsor Project proponents are paired with sponsors to ensure projects receive the necessary guidance, and to encourage the development of mentor based relationships that extend the educational experience of the proponent and bring more “experts” in contact with the UBC Farm. Sponsors assist project proponents with the creation and management of projects that maximize knowledge and experiential learning opportunities while ensuring the development of a quality experience or product. Project sponsors can be faculty members, UBC staff or professionals who can provide the expertise necessary to support the development and management of the proposed project.
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UBC FARM PROPOSAL SUBMISSION, REVIEW & MANAGEMENT PROCESS
Submission Preparation
STAGE I
PRESCREENING (recommended but not required)
Pre-submission Review
Formal Submission
STAGE II
SUBMISSION & REVIEW
Formal Review Process
Committee Review & Selection Process Presentation Before UBC Farm Council
Development of Project Management Agreement
APPROVED
DENIED
Application of Project Management Agreement
STAGE III
PROJECT MANAGEMENT
Completion of Project
Project Review & Appraisal
STAGE IV
PROJECT ASSESSMENT & COMPLETION
Submission of Final Report
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