Sustainability Action Fund

Based on the information received during the applications, the President’s Advisory Committee on Environmental Sustainability will utilize the following criteria to determine which projects will receive funding. Please note that projects do not need to meet all criteria to receive funding, but projects that meet a broad variety of criteria are more likely to be successful.

Feasibility & logistics

1. Does the project support effort in the focus areas listed above?
2. To what degree does the project have the potential to reduce environmental impact, directly or indirectly?
3. Is the project technically feasible in the identified timelines?
4. Is the project scalable and/or replicable?
5. Does the funding request reasonably match the project outcomes?
6. Does the project have the potential to reduce operational costs or create efficiencies?
7. Does the project have clear ownership and a long-term maintenance or business plan?
8. How will the project generate positive social impact on campus or in the community (i.e. procuring equipment from responsible vendors, or improvements on campus such as physical and mental wellbeing, inclusivity, and diversity)?
9. Have alternative options been identified that would generate similar impact?

Engagement

10. How many members of the campus community will the project engage?
11. Will the project encourage more sustainable behaviours on campus?
12. Will the project increase awareness of campus sustainability issues?
13. Will the project increase the University’s reputation or demonstrate community leadership?

Academics

14. Will information and statistics about the project be available to enable future evaluation, study, and research?

Other notes and considerations:

• Waste receptacles: As of Fall 2020, projects requesting funding for standardized waste receptacles will be required to demonstrate matching departmental funding. Plant Operations continues to implement roll-out of the standardized receptacles, and while departments are able to accellerate deployment in their spaces, PACES has indicated that this should be on a shared resources basis.
• Capstone projects: Capstone projects focused on objectives of the Sustainability Strategy may be eligible for funding. However, as the intent of the SAF is to support lasting change, the project must be standalone or have an identified partner to maintain the project outcome after the capstone is completed.
• Entrepreneurship projects: While Waterloo encourages innovative ways of thinking to solve broad sustainability challenges, the purpose of the SAF is intended to support on-campus efforts. Applicants looking to start a company/social venture may be better supported by other University of Waterloo programs, including GreenHouse, Velocity, and Waterloo Climate Institute's Climate Change Fund.
• Curriculum development: PACES is not in a position to consider the merits of curriculum, and will not fund projects on core curriculum development, for which there are already established programs through Center for Teaching Excellence and other channels. However, instructors or departments who have projects that integrate sustainability across Teaching and Learning (formal and informal), can apply for SAF funding.
• Research: PACES is not in a position to consider the merits of research, and will not fund broad research projects. Research focused specifically on campus sustainability, and that has costs focused specifically on campus application, may be eligible for SAF support based on how directly the research activities/findings would support the University's Environmental Sustainability Strategy objectives.

Eligible expenses can include:

• Staffing costs (i.e. co-op students, part-time staff, etc.)
• Capital expenses (i.e. renovations, equipment, site improvements)
• General supplies (i.e. workshop materials, paper)
• Marketing (i.e. printing, advertising)
• Incentives (i.e. prizes, giveaways)
• Information technology (i.e. computers, software)
• Event expenses (i.e. food, venue rental, audio-visual, speaker gifts)

Ineligible expenses include:

• Ongoing operational costs (i.e. staffing/wages for a pre-existing position)
• Alcohol
• Donations
• Hospitality for project staff and volunteers (i.e. food, drink, gifts other than for event expenses)
• Any project costs that would normally be covered by other University of Waterloo departmental budgets
• Consulting fees
• Conference attendance (i.e. airfaire, conference fees)

Please note that all expenses must comply with existing University of Waterloo policies and procedures, available on the websites of the Secretariat of the University and/or Finance. In particular:

• Policy 17 – Quotations and Tenders
• Policy 22 – Regulations Governing the Installation of Equipment in University Buildings
• Policy 31 – Travel
• Policy 53 – Environmental Sustainability
• Guideline re: Eligible Hospitality Expenses
• Guideline re: Travel Expenses
• Procedures re: University Contracts

Successful applicants will receive notice from the President’s Advisory Committee on Environmental Sustainability regarding approved funding for the project, as well as any considerations or exclusions for funding at the Committee’s discretion.

To submit project expenses:

• Whenever possible, please send all invoices for approved project expenses to the Sustainability Office.
• For any approved expenses paid personally, please retain all original itemized receipts from registered businesses.
  • For faculty and staff: Contact Sustainability Office for instructions on processing through Concur
  • For students: Contact the Sustainability Office to complete a digital expense claim form
• For any approved compensation expenses, please have the department leading the project submit appropriate forms to the Sustainability Office to add account information on appropriate hiring or reimbursement forms.
• For any internal payments between University of Waterloo departments (i.e. ordering from Catering Services), please retain proof of expenses and submit them to the Sustainability Office alongside a memo requesting the transfer of funds.
• For any expenses not covered by the above cases, please contact the Sustainability Office to discuss before making payments.

The President’s Advisory Committee on Environmental Sustainability will not reimburse costs above those outlined in the application. However, the Committee recognizes that projects can sometimes incur unexpected costs. If there are substantial changes in the project, please contact the Sustainability Office to discuss the reason for the changes prior to incurring additional expenses.

Applicants are responsible for any and all approvals from relevant University departments required for project implementation.