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Policy on Teaching Development Fund (TDF) - Effective from AY2324

To Take Effect from AY2023/24


XJTLU’s ambition is to provide a unique international learning environment, drawing on the strengths of the Chinese and Western traditions and best practices in global higher education. It embraces a learning and teaching philosophy aimed at inculcating the need for active learning, critical thinking, research-led learning and teaching, first-class curricula and broad disciplinary coverage.

In order to enable continuous enhancement of learning and teaching on campus and also in alignment with the University Education Strategy, the University has established a Teaching Development Fund (TDF) operating under the auspices of the University Learning and Teaching Committee (ULTC), and managed by the Education and Quality Assurance Office (EQA)

• The Chair of the panel will be the Associate Vice-President of Education (AVP- Education) or nominee.
• The panel should comprise at least one member from each school.
• The panel members will be nominated by each Dean of School/Academy and approved by the Chair.
• Approved members of the panel may not serve for more than two consecutive years.



1. All staff members with teaching roles and responsibilities may apply for funding under the terms of this policy, as deemed appropriate by the relevant Head of academic unit. An applicant may appeal against such a decision by writing to the AVP-Education

2. The Principal Investigator (PI) must hold a contract that covers the period of the fund applied for.

3. The fund will support projects which have the prospect of improvement to pedagogical practices and the enhancement of the learning process.

4. Funding can be requested for either disciplinary pedagogical research projects that reflect and evaluate current practice or development projects that propose educational innovations aimed at enhancing teaching, learning or assessment practices within XJTLU. Please note that this fund is not intended for students’ activities or curriculum development outside of classroom teaching, which are normally budgeted by the academic units.

5. Priority may be given to applications that involve collaboration with colleagues across departments within XJTLU.

6. A Principal Investigator (PI) must be identified when there is more than one applicant on a project.



7. Funds may be used to buy necessary resources required for the project, such as software needed for data analysis; or to pay for incidental assistance with the project, such as transcription or translation of materials, research assistants, and etc.

8. TDF funds cannot be used only as travel budget.

9. The funding is not to be used for tuition/professional development fees.


10. The panel will assess proposals against criteria including the quality of the proposed project and the relevance to the XJTLU student body, provision for project evaluation, justification of budget, potential for wider-scale implementation on campus and conformity with the University’s ethics policy.

11. The panel will seek guidance from MITS, Learning Mall (LM), Educational Development Unit (EDU) and EQA on each application as to whether it is possible from a technological perspective and to establish if the proposal replicates previously funded projects.

12. The assessment panel will normally meet twice a year to discuss and assess any proposals received. Additional meetings may be scheduled if it is necessary.

13. The outcome of applications will normally be communicated to each applicant within two weeks after the assessment panel meeting.


14. All applications should be submitted to EQA at by around Week 7 of each semester. The closing date will be announced by EQA at an appropriate time. Unless there is a scheduling conflict, the final results will be released around Week 14 of each semester.

15. Each application should contain:

(i) A TDF application form
(ii) A short appraisal letter from the Head of Department or Dean of School/Academy on the academic value of the project and the relevance to departmental and/or university learning and teaching strategies. If the HoD is the Principal Investigator or Co-Investigator of a TDF project, the school dean’s appraisal letter should be provided to avoid conflict of interests.
(iii) EQA will collect comments on the TDF application form from MITS, Learning Mall (LM) and and Educational Development Unit (EDU). The revision will be needed if necessary.

16. There is no limit on the amount of any individual application for funding, although applications for more than RMB 50,000 will be regarded as exceptional.

17. Academic staff can participate in no more than three ongoing TDF projects as a Co- Investigator.

18. The Principal Investigator is not allowed to apply for another TDF as Principal Investigator within five years from the funding date. However, the Principal Investigator on teaching-only contract should wait at least one academic year after completion of a TDF project before being eligible to submit a new application as principal investigator.


19. Successful applicants will be expected to submit an interim report to EQA half-way through the project.

20. Successful applicants will also be expected to produce the TDF completion report, endorsed by the Head of Department or Dean of School, and submit to EQA within three months of the conclusion of the project.

21. This report should outline the outcomes achieved, and the benefits to the Department and/or the University. Failure to submit this report by the agreed deadline will preclude any future applications for TDF.

22. Successful applicants will also be expected and invited to present the funded projects in the XJTLU Annual Transforming Education Conference for internal dissemination and peer feedback during or after the project. Completion of this presentation will be one of the evaluation criteria for TDF projects.

23. Successful applicants will also be expected to complete the TDF Impact Review Form, introducing how the department and the University have benefited from the impact of the project after its completion within 12 months.

24. Successful projects will be managed and monitored based on the approved timeline and budget plan.

25. EQA will prepare a summary annual report on the activities related to the TDF to the University’s Learning and Teaching Committee at the beginning of each academic year.



26. If the Principal Investigator (PI) terminates employment at XJTLU before the approved project is fully completed, the PI must notify EQA at least two months in advance. Expenditure associated with the project is expected to cease as soon as the PI formally indicates that he or she is leaving XJTLU.

27. The PI should make every reasonable effort to complete the Project, meeting the targets and accomplishing the deliverables as specified in the Proposal before the official last day of employment.

28. Upon completion of the Project, the PI should present a formal Report to the EQA outlining what has been achieved and delivered as compared with the original proposal.

29. Should the PI be unable to complete the Project within the timeframe available, the following options should be considered:

1. If the PI has co-applicant(s)

a) The PI should consult other members of the project team and nominate one team member as the PI to lead the project to its completion.

b) The newly nominated PI should work out a detailed plan to ensure a successful completion of the project, and submit the plan to EQA for TDF Panel approval. No changes will be allowed in the scale, scope and budget of the Project. Once approved, expenditure on the project may recommence.

c) The Project terminates should the plan fail to pass through the review by the TDF Panel, and no further expenditure will be allowed.

d) The Project terminates should other member(s) of the team be unable to carry on the Project to a successful completion; meet the targets and accomplish the deliverables as specified in the proposal.

2. If the PI is the sole applicant:

a) The project terminates and no further expenditure is allowed as soon as EQA receives formal notification that the PI intends to leave the University.

b) The PI must return any resources purchased with the funds to EQA.


Appendices (are available on e-Bridge)

1. TDF Application Form
2. TDF Budget Guideline
3. TDF Workflow
4. TDF Approved Budget Form
5. TDF Interim Report
6. TDF Completion Report
7. TDF Impact Review Form

(Last Review Date: Mar 2023)


  • Attached Files
  • Teaching Development Fund (TDF) Policy.pdf (390.64 KB) 224
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