Staff Excellence Fund Guidelines

All streams will operate through three application deadlines per fiscal year. A minimum of $5,000 will normally be reserved for each application deadline in Streams 2 and 3. Stream 1 programs must submit an updated proposal for review every two years for continued funding.

Application deadline	Decision target
February 1	March 1
June 1	July 1
October 1	November 1

Applications may support activities taking place at any point during the applicable fiscal year.

To allow time for any required clarification and follow-up with Stream 2 applicants, the Committee will review Stream 2 applications before Stream 3 applications.

Approved expenses must be claimed within 45 days of completion of the initiative.

Allocation management and review

Following the October application deadline, the SEF Committee will review applicant demand and available funds for all three streams, and may reallocate remaining funding to maximize overall benefit to staff.

As per the 2026 UWSA-UW Memorandum of Settlement, any unspent SEF allocations at the end of a fiscal year will roll forward to the following fiscal year and will be available in addition to the annual allocation.

The SEF Committee will review funding allocations and streams regularly and may recommend adjustments based on demand, outcomes, and emerging staff needs.

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Eligibility and funding requirements

Eligible applicants

Unless otherwise specified within a funding stream, applications may be submitted by:

• Any individual USG staff member, including regular and temporary/contract employees (1)
• Groups primarily composed of eligible USG staff (2)

 Employees with an Executive salary classification, faculty, students, unionized employees, and employees of affiliated and federated institutions of Waterloo are not eligible to apply.

(1) UWSA membership status, dues, or representation are not requirements for eligibility. Staff in departments or groups not represented by the UWSA remain eligible to apply and participate in funded initiatives.

(2) Groups may include individuals who would not otherwise be eligible applicants, provided the group is primarily composed of eligible staff and the initiative primarily benefits eligible staff.

Eligibility to apply does not guarantee eligibility for funding.

Eligible initiatives

Funded initiatives must:

• Primarily benefit University of Waterloo staff (1)
• Align with one or more SEF objectives
• Provide value beyond a single individual, team, or department (2)
• Be reasonably accessible to the intended staff audience
• Take place on a University of Waterloo campus, virtually, or in a hybrid format, unless otherwise approved (3)

(1) Indirect benefits to faculty, students, executive employees, or the broader university community may occur, provided the primary purpose and benefit remain staff focused.

(2) There is no minimum number of participants required. While priority may be given to initiatives with broad reach across staff groups, proposals serving a defined staff community (e.g., a satellite campus) or addressing a specific staff need may also be eligible when there is strong alignment with the fund objectives and a clear rationale provided.

(3) Off-campus activities may be considered on a case-by-case basis. For clarity, AFIW campuses are considered off campus.

Eligible expenses

Procurement

Projects involving expenditures that meet University procurement thresholds must comply with applicable Procurement Services requirements and review processes.

Catering

Catering expenses, when applicable, will generally be limited to light refreshments where reasonable and proportionate to support participation in the funded activity. Applicants must demonstrate that the proposal represents the most cost-effective option (e.g., campus catering versus external alternatives). Alcohol is not eligible.

Ineligible expenses

Funding may not be used for:

• Activities that would create a taxable employment benefit under applicable CRA rules: Funding may not be used to provide goods, services, gift cards, cash-equivalent benefits, personal expenses, or other benefits that would normally be considered a taxable employment benefit under applicable Canada Revenue Agency (CRA) rules. Where uncertainty exists, the SEF Committee may consult Human Resources and/or Finance to determine whether a proposed expense could create a taxable benefit for participants.
• Construction, major renovations, structural modifications, or other capital infrastructure projects: Non-permanent furnishings, equipment, or materials that directly support an eligible initiative will be considered on a case-by-case basis.
• Activities already funded as part of normal University operations, or activities intended to supplement or offset existing departmental operating budgets: Proposals that provide a distinct enhancement or staff benefit beyond existing offerings may be eligible.
• Additional compensation, consulting fees, or other remuneration for University employees: This restriction does not prevent staff from participating in or supporting an initiative as part of their normal employment duties.
• Activities or expenses incurred prior to funding approval: Funding cannot be applied retroactively to completed activities or existing expenses.

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Applications and assessment: Streams 1 and 2

Applications will first be reviewed for eligibility.

The SEF Committee will determine:

• Whether the applicant is eligible
• Whether the proposal fits the intended funding stream
• Whether the proposal complies with SEF requirements and restrictions
• Whether sufficient information has been provided to support assessment

Eligible applications will then be assessed using the following considerations.

Alignment with SEF objectives

The Committee will consider:

• Which SEF objectives are supported
• How clearly the proposal advances those objectives
• How the anticipated benefits align with the purpose of the fund

Applicants should identify the objective or objectives their proposal supports and describe the anticipated outcomes for staff. Proposals supporting multiple objectives may be prioritized; however, strong alignment with a single objective may be sufficient where anticipated impact is substantial.

Alignment with SEF objectives alone does not guarantee funding.

The Committee may also consider how the proposal complements existing SEF-funded initiatives and responds to identified staff needs or emerging opportunities.

Staff benefit and impact

The Committee will consider:

• What benefit staff will receive
• The significance and potential impact of those benefits
• Evidence of demand, need, or interest

Reach and accessibility

The Committee will consider:

• The intended audience
• The number of staff expected to benefit
• Opportunities for participation
• How the event will be promoted to staff
• Accessibility considerations and potential barriers

Budget and value

The Committee will consider:

• Whether proposed expenses are eligible and reasonable
• Whether the proposal represents good value relative to anticipated impact
• Whether cost-effective approaches have been considered

Feasibility

The Committee will consider:

• Whether the proposal is realistic and achievable
• Whether applicants have the capacity to deliver the initiative
• Whether timelines are appropriate
• Whether significant implementation risks exist

Outcome measurement

Applicants in all streams should identify intended outcomes and explain how success will be assessed. Outcome measures should be appropriate to the size and nature of the initiative and may be quantitative, qualitative, or both.

Examples may include participation levels, satisfaction data, improvements in knowledge or skills, community-building outcomes, use of a resource or space, or improvements to staff wellbeing and engagement.

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Stream 1: Ongoing programs

Scope

Stream 1 supports established initiatives that provide broad and ongoing benefit to staff and align with one or more SEF objectives.

Current programs include Keeping Well @ Work, the Waterloo Staff Conference, Service Recognition, SEE Canada, and the CCCare and Ways to Play fitness programs.

Funding model

Stream 1 supports recurring programs through multi-year or ongoing funding arrangements.

Funding is reviewed every two years. Approved programs must provide annual reporting. Funding levels may be adjusted periodically based on participation, demand, outcomes, program costs, and available resources.

New programs will not normally enter Stream 1 immediately. Applicants submitting a Stream 2 project for renewal may request consideration of ongoing funding under Stream 1, which should demonstrate at least two years of successful implementation under Stream 2.

Additional assessment considerations

When reviewing Stream 1 programs, the Committee may also consider:

• Participation trends and evidence of continued demand
• Successful implementation and measurable outcomes
• Long-term sustainability
• Opportunities for improvement

Reporting requirements

Stream 1 recipients must provide annual reporting that includes:

• Activities delivered and participation levels
• Assessment of whether project objectives were achieved
• Key outcomes, successes, and lessons learned
• Participant feedback, testimonials, photos, or other evidence of impact, where available
• Budget utilization and significant variances
• Emerging demand, trends, funding needs, or recommendations
• How the initiative was promoted and which communication approaches were most effective

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Stream 2: Staff-led initiatives

Scope

Stream 2 supports one-time, pilot, and time-limited initiatives proposed by staff that align with the purpose and objectives of the Staff Excellence Fund. Initiatives should not create ongoing operational funding commitments.

Examples include:

• Wellbeing initiatives
• Community-building activities
• Workshops, seminars, and speaker series
• Networking initiatives
• Communities of practice
• Workplace improvement projects
• Shared resources, tools, or spaces that benefit staff
• Accessibility, inclusion, or staff experience initiatives

Funding model

Funding is allocated through a competitive application process with fixed intake periods.

Applications may be submitted by individuals or groups. A single applicant or applicant group may submit more than one proposal during a funding cycle. However, the SEF Committee may consider overall distribution of funding across applicants when making decisions. Applicants may reapply for the same or different initiatives in future funding cycles.

Reporting requirements

Recipients must provide a brief written report within 45 days of completion of the initiative, along with receipts or invoices for eligible expenses.

Reporting should include:

• Activities delivered and participation levels
• Assessment of whether project objectives were achieved
• Key outcomes, successes, and lessons learned
• Participant feedback, testimonials, photos, or other evidence of impact, where available
• Budget utilization and significant variances
• Whether future phases or additional funding are anticipated
• How the initiative was promoted; which communication approaches were most effective

Reports should normally not exceed 500 words and should be proportionate to the size and complexity of the initiative.

Projects demonstrating sustained demand, successful outcomes, and ongoing feasibility may be considered by the SEF Committee for future Stream 1 funding.

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Promotion of SEF-funded projects

Applicant and project lead responsibilities

Project leads in streams 1 and 2 are responsible for promoting participation in funded initiatives and will be asked to include a brief promotion plan in their application.

Successful applicants are expected to:

• Develop event descriptions and other promotional content as required
• Set up registration or other participation processes where applicable
• Promote the initiative to intended audiences
• Ensure information about participation is clear and accessible
• Recognize SEF funding in promotional and project materials
• Complete required reporting following project completion

Information gathered through project reporting may be used to support future promotion of the fund, demonstrate the impact of funded initiatives, and help future applicants develop stronger proposals.

Project communication support

While project leads are primarily responsible for implementation and promotion, support may be available from UWSA and UW communications staff to help funded initiatives reach broader staff audiences.

Support may include:

• Promotion through UWSA and University communication channels
• Access to SEF branding assets and templates
• Connections to relevant University departments or partners that may support implementation
• Communications planning advice
• Guidance on writing audience-focused promotional content
• Guidance on accessibility and inclusive communications

This support is intended to enhance, not replace, applicant-led promotion and implementation.

SEF funding recognition

To increase awareness of the Staff Excellence Fund and demonstrate the impact of funded initiatives, project leads are expected to recognize SEF support in communications, materials, and activities where appropriate and practical.

How you might recognize SEF support

• Including approved SEF branding and/or recognition of SEF support on promotional materials, websites, registration pages, presentations, or event materials.
• Recognizing SEF support in event openings, presentations, or participant communications.
• Identifying SEF support in reports, resources, or other deliverables produced through the funding.

Sample language you can use

• Funding for this initiative is provided through the Staff Excellence Fund.
• This initiative/event is supported by the Staff Excellence Fund.
• This initiative is offered free of charge to staff through support from the Staff Excellence Fund.
• This initiative was made possible through support from the Staff Excellence Fund, which funds projects that support the wellbeing and professional growth of Waterloo staff.

The words “Staff Excellence Fund” should link to the SEF webpage wherever possible. You can use the URL uwaterloo.ca/uwsa/sef.