Supporting Teaching Fellows and Learning Technologists in pursuing development opportunities.
What is the Teaching Fellow and Learning Technologist Development Fund (TFDF)?
The TFDF is a fund owned and administered by the Education Office which encourages staff to attend conferences, workshops and training sessions to:
- actively contribute to discussion on areas of curricula related to their pedagogic expertise
- engage in scholarly activities related to best practices in teaching and learning
- promote and contribute to educational research
Who is the fund for?
The TFDF is for Teaching Fellows and Learning Technologists who are a part of the Learning and Teaching job family. Our administrators check applicants' eligibility to the fund based on this information.
How do I apply?
Firstly, you need to ensure that you meet the criteria. If you are unsure whether you meet this, please contact education.office@imperial.ac.uk
Please complete the TFDF application form. Submissions should be made 3 months in advance of the activity taking place. Applications are open all year round but will be reviewed on the last Friday of every month (unless this falls on a closure day or bank holiday) after which you can expect to hear back within 15 working days on the status of your application.
Why have we changed the criteria and process of the fund?
This fund has been hugely successful and to ensure it continues to grow in a way that is appropriate for our users and administrators we have updated our criteria and process to allow for refinement and clearer guidelines.
To ensure that opportunities to access this fund remain equal and meaningful, we are moving to a more defined model, with greater lead in times for requests to access the fund.
What is expected of me if I am successful?
If you receive funding for your activity, you need to familiarise yourself with the standard university policy on expenses. As with all other university-funded events and activities, it is expected that the policy is adhered to, including using approved suppliers for travel and reimbursement of costs within policy limits. We have compiled the guidance into this document to help you. If the policies aren’t followed correctly, there is a chance you will incur costs not supported by this fund. You are also required to submit all expense claims before the end of financial year, please do this by 17th July, funds can’t be transferred across years.
As part of the application process, you will be asked what the expected success/value/impact of your activity is. You may also wish to provide a 250-word testimonial after the activity has taken place for distribution across the Education Office’s community development initiatives. If you are interested in this, please submit your testimonial here.
Frequently Asked Questions
- I have been approved to access the TFDF. How do I use my funds?
- I don’t have access to Egencia, how do I set this up?
- Can my departmental finance representative raise a Purchase Order on the Teaching Fellow and Learning Technologist Development Fund cost code?
- What happens if I can’t complete my expenses before the end of the financial year?
- I have seen accommodation that is more affordable than that provided through Egencia, how can I book through other means?
- I need travel insurance for my trip funded by the TFDF. Where can I get this?
- I want to expense for subsistence meals, what are my allowances?
The most common requests we see are for conferences and associated costs. Accommodation and transportation must be booked using Egencia. To gain access to Egencia, please ensure you've created a traveller profile with Imperial here: Travel Registration for access to Egencia - ASK Imperial. All purchases on Egencia must be made using a Purchase Order. Awardees of the fund should have their departmental finance representative raise a Purchase Order on their departmental cost codes to purchase the travel/accommodation. Once the PO has been raised, the awardee and their finance rep will notify the Education Office via education.office@imperial.ac.uk and the funds will be journaled to the relevant departmental cost code.
Alternatively,
Teaching Fellows and Learning Technologists can submit an expense claim.
When claiming your expenses on My Expenses, you’ll find the “Non-Project (GL Accounts)” tab during step 3. Please use the following information to code your expenses to the Teaching Fellow Development Fund:
Company: IC
Cost Centre: EQLTS
Activity: G74004
You may also be asked for an Analysis Code. The staff expenses policy can be accessed here: https://www.imperial.ac.uk/staff-travel-and-expenses/claims-and-post-trip-activities/expenses/
To set up an account for Egencia, please submit a ticket to ASK here: Travel Registration for access to Egencia - ASK Imperial (service-now.com). Please be aware that if you haven’t used Egencia before, you will have to set up an account which may take 3-4 business days to be authorised.
No, Purchase Orders must be raised using departmental finance codes. Once this is completed, funds will be journaled from the Teaching Fellow and Learning Technologist Development Fund account to the relevant cost code.
Expenses that aren’t submitted before the end of financial year will come from next year’s fund.
If the price of accommodation can be sourced at a better rate you can liaise directly with the provider and claim through the expenses system. Please see this page for more information: Hotels | Administration and support services | Imperial College London
You will need to register for travel insurance via the College website. Please fill in this form: Travel Insurance Registration | Finance Division (qualtrics.com)
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