Engineering Equipment Fund

Summary of Deadlines

FY 2016-2017 purchase deadline: Friday, 10 March, 2017
Application submission deadline: Friday, 17 March, 2017
Tentative Meeting Date: Week of March 27. Doodle will be sent out.

The Engineering Undergraduate Equipment Fund is now accepting proposals for equipment purchases in the fiscal year 2017-2018. This fund is an accumulation of donations and student fees (50$/semester full time, 25$/semester part time), and is distributed proportionally to each of the seven departments within Engineering.

Purpose

The purpose of the Equipment Fund is to purchase laboratory equipment that directly benefits undergraduate engineering students, in addition to what is normally supplied by the Faculty.

Procedure


The Equipment Fund Committee (EFC) is a committee of the Engineering Undergraduate Society (EUS) that administers the Equipment Fund. It is comprised of the dean of engineering and all the department chairs (or their representatives), as well as two student representatives from each department (the president and VP Academic). It is chaired by the EUS VP Academic.

A general description of equipment purchased should fit the following criteria: "Only equipment that benefits the undergraduate students of the Faculty of Engineering in their academic environment shall be purchased through the Equipment Fund. This equipment shall be of primary benefit to only those undergraduate students."  Any proposed equipment must be accessible to undergraduate students and should not primarily benefit other independent projects.

The deadline for receiving proposals will be Friday, 17 March, 2017.

All purchases from the previous year must be made by Friday, 10 March, 2017 to ensure accurate assessment of the amounts available. In case you need more time to process a transaction, please inform the EUS VP Academic. Any pending purchases for which no explanation has been produced in writing will be disapproved and the unspent funds will be returned to the main account for redistribution the following year.

The preparation of proposals should be a consultative process between the student representatives and the department/faculty representatives selected to sit on the committee. In the case that a department's proposed purchases cannot be covered by that department's allotment, a department may allocate money from its own accounts towards that proposal.  A letter covering the agreement and signed by the department's chair must be presented to the EFC before that proposal can be voted on.  The same goes for general faculty proposals (signed by the dean).

For each distinct piece of equipment that you wish to purchase, an EFC proposal form must be submitted. The application form is attached as “EFC Proposal”.  

  1. Please name the proposal forms in the format “EFC – NUM – DEPT – COURSE – EQUIPMENT”
    (ex. EFC – 1 – CHEE – CHEE 351 – Distillation Column).
  2. Please fully complete the proposal, and save it as a PDF file. All electronic copies should be collected by the departmental student representative, and will be reviewed by the departmental student council. Following that, proposals should be submitted all at once (with quotes) to vpacademic@mcgilleus.ca by March 17. Also required is the completed Excel file containing the summary of each proposal and the amounts requested.
  3. Please include a sales quote for each piece of equipment, associated with each proposal. It is optimal to send all the proposals at the same time before/on the deadline to avoid confusion.

Application Here

Price Discrepancies

If the discrepancy between the approved amount and the purchase price is larger than 5%, the VP Academic has to be informed in order to update the EUS records and re-approve the item via e-mail. This is not meant to slow down the process, or to ignore the fact that prices will change between the time of approval and the time of purchase, but merely to tighten the accounting practices.

Surplus

Any surplus funds in your department’s allotment will be carried forward to next year if they amount to less than 10% of the total allotment to your department. Otherwise the surplus amount will be redistributed among all departments.

Logistics

Provided the EFC approves your proposal in the meeting at the end of March, you may purchase the equipment requested in your proposal starting 1 May, 2016. The funds are held in the dean’s secretariat and all processing of invoices must be made through the dean’s secretariat. For any inquiries please contact faculty finance manager Mai Nguyen at mai.nguyen2@mcgill.ca.

Carry-forward Purchases

If you have not yet invoiced a purchase approved by last year’s EFC, it is imperative that you notify the EUS VP Academic as soon as possible, so that the funds can be carried forward. The deadline to notify the EUS VP Academic of your carry-forward purchase is 10 March. Otherwise after 1 May, the purchase will not be approved by the faculty finance manager.

Kindly fill in the attached proposal form, checking off if it is a proposal for a purchase to be made next fiscal year (FY 2017-2018) or a forwarding request for a purchase to be made in FY 2018-2019. Attach a quote and signed departmental contribution letter if applicable. Applications are due 17 March, and are to be submitted via e-mail to the EUS VP Academic. If you have any more questions about specifics of the fund, you may reference the EFC bylaws which are also attached to this document, or ask your departmental VP Academic (this is the student you should be working with to choose relevant proposals). Contact information and estimated allotments can be found on the next page.

Note: Please note that with the renewal of the fund, the fixed allocation for Faculty purchases was increased from $25,000 to $35,000.

Katherine Duff
Vice President Academic
Engineering Undergraduate Society
O: 514-398-4396 | M: 514-589-5671

Departmental Allocated Funds

These numbers will change, but serve as an initial estimate. They are the sum of the carry-over from FY 2016-2017 (assuming all items are purchased) and the fees collected based on Fall 2016 and Winter 2017 enrollment.

DepartmentApproximate Funds Available
Architecture$16,734.62
Chemical$35,417.33
Civil$33,895.00
Electrical, Computer, Software$84.811.21
Materials$22,173.81
Mechanical$62,632.24
Mining$17,616.38
Faculty$35,196.75


Voting Representatives

DepartmentStudent Representative EUS Email Address
ArchitectureLinsen Chaiasa.vpacademic@mcgilleus.ca
Zachary Mathurinasa.president@mcgilleus.ca
Martin Bressanimartin.bressani@mcgill.ca
ChemicalMd Mahdi Ferozechess.vpacademic@mcgilleus.ca
Kerry Lawlesschess.president@mcgilleus.ca
Jan Kopyscinskijan.kopyscinski@mcgill.ca
CivilMajed Karamceus.vpacademic@mcgilleus.ca
Jonathan Chanceus.president@mcgilleus.ca
Dominic Frigondominic.frigon@mcgill.ca
Electrical,
Computer & Software
Marco Manglavitiecsess.vpacademic@mcgilleus.ca
Maana Javadiecsess.president@mcgilleus.ca
Andrew Kirkandrew.kirk@mcgill.ca
MaterialsAndrei Romascanumeus.vpacademic@mcgilleus.ca
Hillary Williamsmeus.president@mcgilleus.ca
Richard Chromikrichard.chromik@mcgill.ca
MechanicalRaphael Zonismame.vpacademic@mcgilleus.ca
Dimitri Calomirismame.president@mcgilleus.ca
Amar Sabihamar.sabih@mcgill.ca
MiningXavier Chagnoncmeus.vpacademic@mcgilleus.ca
Iyngaran Panchacharamcmeus.president@mcgilleus.ca
Hani Mitrihani.mitri@mcgill.ca
FacultyJean-Louis Shi president@mcgilleus.ca
Nigel Ayoung-Cheenigel.ayoung-chee@mcgill.ca
ChairKatherine Duffvpacademic@mcgilleus.ca
$223,666.13
Annually
March 17, 2017
(next)Due Date