User Guide for Project Leads

What are ‘connections’?

Connections are like tokens that enable users to connect with a service provider. Each project will receive 5 “connections”. If a service provider has chosen not to accept the connection, or does not respond within 10 days, it will automatically be returned to that project. You can see how many connections a project has left on the project card.

What does a highlighted service provider indicate?

Service providers on the OEX platform must be approved through the RFSQ (Request for Supplier Qualification) process. This means they have been internally evaluated by eCampusOntario.

Service providers that appear highlighted in green with a check mark symbol indicate a qualified service provider that has agreed to work on both Service Provider support (SPS) and Project Management and Service Provider support (PMSPS) projects.

Non-highlighted service providers are qualified service providers that have agreed to work on only SPS projects.

Non-highlighted service providers that are indicated by the ‘PMSPS exclusive’ label, are qualified service providers that have agreed to work on only PMSPS projects.

Project Application Guidelines

Below are some tips and tricks to keep in mind when submitting your project application to Ontario Exchange. Use the information below to help you submit the best project application possible.

A good project application is crucial for finding the right virtual learning service provider. It is essential that applicants provide sufficient detail to ensure their project stands out and that the goal and scope of your project is clearly outlined. Below are key elements that service providers look for in project applications:

Key Elements:

Good Description of the Project:
- Applicants should provide a clear and detailed description of their project. Reviewers should be able to visualize what the project aims to achieve.
Understanding of Project Importance:
- Applicants must articulate why their project is significant to their institution/organization or educational objectives, and why support is necessary.
Detailed Project Plans:
- Applicants must outline clear project plans, have a well-defined scope and indicate what contributions the applicant’s institution/organization will be making (e.g. subject matter expertise, learning tool, digital learning impact). This should include timelines, key milestones, and the responsibilities of all parties involved. Lack of detail in this area may result in further clarification requests from reviewers.

Good Practices:

Demonstrate Existing Institution/Organization Engagement:
- Showing that the institution/organization is already actively involved in the project can strengthen the project application.
Provide Detailed Service Provider Roles:
- Applicants should detail external roles to demonstrate a comprehensive understanding of project scope and requirements.
Emphasize OER Contribution:
- Clearly state how the project will result in an Open Educational Resource (OER) and its potential contribution to the Open Library.
- Note: OEX projects from eCampusOntario (eCO) member institutions are required to submit an OER to the Open Library, unless otherwise exempted by eCO.
Align with Strategic Plans:
- Explain how the project aligns with the institution/organization’s larger strategic plans to add credibility to the project application.
Highlight Collaboration Opportunities:
- Mention potential collaboration opportunities with other institutions to enhance the project’s appeal, if applicable
When drafting your project application, consider the following:
- Minimum word count for these sections
- Can a lay person understand what your project is about?
- Are all acronyms and technical terms clearly defined?
- Is it clear what work has already been done and what work remains to be done?

Common Mistakes:

Missing Key Roles:
- Include essential roles such as project management, AR/VR development, or user testing to strengthen the application.
Lack of Detail in Timelines:
- Provide specific dates and enough detail in timelines and milestones to demonstrate proper project planning.
Failure to Explain OER Potential:
- Articulate how the project can result in an OER to strengthen the application.

By adhering to these guidelines, applicants can improve the quality of their project applications and increase their chances of finding the right service provider.