HUMAN
RESOURCES
POLICY 40160:
STAFF PROFESSIONAL DEVELOPMENT
1. PURPOSE
This policy is
applicable to classified full-time and part-time staff ONLY. Faculty have a
separate policy which may be referenced in the Faculty Handbook.
This document
provides guidance for the Advocacy Board in assessing requests for funds, and
it provides the College staff the information they need to determine
appropriate professional development goals and access the funds needed to reach
those goals.
2. POLICY
2.1
Advocacy Board Role
and Responsibilities
2.1.1 Meet on a monthly basis.
2.1.2.
Act on all submitted applications at each meeting.
2.1.3.
Encourage and support the career development of all staff by
participating in professional development opportunities.
2.1.4.
Provide appropriate forms and information regarding the
process for requesting professional development funds.
2.1.5.
Evaluate each application for professional development
fairly and equitably.
2.1.6.
Set deadlines for Board funds to be spent per guidelines
from the Vice President for Administrative Services.
2.1.7.
Notify staff members of all deadlines.
2.1.8.
Assure that the employee has indicated how the request for
2.1.9.
Explore and coordinate Career Development group opportunities
(e.g. outside speaker, in-house training).
2.2
Advocacy Board
Representation
2.2.1. The Board will have representation from the
following departments: Business and
Finance, Student Services, Instructional Services, Information Technology, Human
Resources and the Office of the President.
2.2.2. Once the Advocacy Board is selected, the
following positions will be filled:
·
Chairperson – conducts meeting and confers with Advisor.
·
Secretary/Record Keeper – keeps minutes of all Advocacy Board Meetings and
files copies of all requests for funds.
·
Treasurer – keeps the budget for the Advocacy Board.
2.2.3.
The Human Resource Manager will serve as Advisor and
non-voting member of the Board.
2.2.4.
Representatives to the Advocacy Board will serve a
three-year term.
2.2.5.
Advocacy Board representatives must wait one year before
being reinstated to the Board.
3. FUNDING
3.1.
Determination of Funding
3.1.1.
The Advocacy Board chairperson will make a budget
recommendation to the Human Resources Manager during the annual budget
development process.
3.1.2.
The Vice President for Administrative Services will present
the budget recommendation to the President’s Council.
3.1.1.
The Human Resource Manager will notify the Board of the
approved budgeted amount.
3.1.2.
Individual distribution of funds may vary year to year. An equitable cap will be determined by the
Board members at the first meeting of the Fiscal Year (July).
3.1.3.
Initially, the budgeted fund will be available to all staff
members on a first come, first serve basis.
3.1.4.
Funds that have not been used by the January meeting will be
made available again to all staff members, including previous requestors.
3.2.
Use of Awarded Funds and Resources
3.2.1.
In order for
3.2.2.
Travel: The President
of the College and Supervisor must approve any out-of-state travel prior to
submission of an application. In-state
travel, parking, and meal expenses will not be covered.
3.2.3.
Textbooks and materials will be considered based on their
value as a professional and occupational reference source. Textbooks and material purchased with
3.2.4.
An inventory of items purchased with professional
development funds will be maintained by the Board, and posted on the website
for use by all employees.
3.2.5.
Requests for funds to pay the tuition for a credit course
will not be considered, as Educational Aid is available for that expense.
3.3.
To Request Funds:
3.3.1.
Eligible full and part-time staff should complete an
“Application for
3.3.2.
The employee’s application must be submitted before the
second Wednesday of every month allowing enough time for the committee to meet
to approve/disapprove the application.
3.3.3.
No books, supplies, equipment, or other Professional
Development opportunity expenses will be allowed to be purchased prior to
receiving an approval letter.
3.3.4.
The application may be submitted to any Board member.
3.3.5.
The “Application for
3.3.6.
Applications will be reviewed by the Board as a group. Discussion of the request among requestor and
Board members will not be permitted or the request will be denied. If the Board has questions or needs
clarification concerning the submitted application, the requestor may be
questioned by a Board member. If the requestor is on the Board, they should
remove themselves from the meeting while their application is reviewed.
3.3.7.
The
3.4.
Obtaining Funds
3.4.1.
The preferred method of payment is a Germanna American
Express Card (AMEX). The approval letter
and a copy of the application are then attached to the AMEX statement.
3.4.2.
If a class is taken through
3.4.3.
A purchase requisition can be completed and submitted to the
Purchasing Technician in the Business Office.
3.4.4.
If an employee pays for the session, they may submit the
approval letter, application, a petty cash request, and a copy of their payment
receipt to the Business Office for reimbursement.
4.
APPEALS PROCESS
4.1. A staff member may appeal the decision of the
5.
DEFINITIONS
6.
REFERENCES
7.
POINT OF CONTACT
Victoria Waldron
Human Resources Officer
540-727-3101
8.
REVISION and APPROVAL DATES
Human Resources Officer
June, 2002
August 2003
September, 2002
September, 2003
President’s Council
October 6, 2003
APPLICATION
FOR PROFESSIONAL DEVELOPMENT FUNDS
Activity for which funds are being requested:
Date of
Activity:
Amount Requested:
1. Have you completed Part III of the Employee
Work Profile-Employee Development Plan section? Has
your supervisor approved your plan?
2.
Describe the benefit of this activity to
Disclaimer: It is my responsibility to notify a member
of the
I confirm,
by signature below, that the activity I am requesting
_________________________________________________________________
Signature of Requestor Date
_________________________________________________________________
Signature of Requestor’s
Supervisor Date
_________________________________________________________________
Chair – Professional Advocacy Development Board Date
_________________________________________________________________
Treasurer Date
_________________________________________________________________
Business Manager Date
Approved: Yes No
If disapproved, reason(s) why:
**.. Please
submit a certificate of completion for your professional activity to the
Secretary**
**Please
attach copy of advertisement or brochure**
PART III – Employee Development
Plan
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23.
Personal Learning Goals:
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24.
Learning Steps/Resource Needs: |
Part IV - Review of Work
Description/Performance Plan
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Employee’s
Comments:
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Employee’s Name Signature |
Date |
Supervisor’s
Comments:
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Supervisor’s Name Signature |
Date |
Reviewer’s
Comments:
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Reviewer’s Name Signature |
Date |