SEIU Conference Funds Guidelines 2008-2009

Conference funds, negotiated by SEIU and the Foothill-De Anza Community College District, provide opportunities for permanent classified and classified hourly staff to attend seminars, workshops, and conferences. [SEIU Current Contract: Article 14.7 Travel and Conference Fund.] Staff Revitalization and Professional Conference Funds are related to teaching and learning, job enhancement, and professional development. Examples of acceptable activities include:

• attendance at off-campus professional conferences, workshops, and seminars.
• attendance at on-campus workshops and seminars.
• visiting other colleges or industry settings to review exemplary programs.

Funds may be requested by written application to the Staff Revitalization and Professional Conference Funds Committee. Application forms may be filled-in on your computer using Adobe Acrobat [other pdf viewing applications may not work]. If you are using Acrobat Reader, be sure to fill in the form and then print it as you will be unable to save the form to your desktop. http://www.deanza.edu/staffdev/pdf/seiu_app.pdf
Do not use prior applications as the information has changed. Please use the downloaded version on our website.

In reviewing applications, the committee considers criteria such as:

• value to the individual in updating job skills relating to instruction, student services, or technology.
• value to the college in furthering current and future directions in curriculum, instructional methodology, telecommunications and technology, and student services.
• presenting or speaking at a conference.
• an effective plan for disseminating/implementing information and skills acquired.

2008-2009 Application Submission Deadlines

Conference funds must be approved at least 2 weeks prior to the date of activity.

Fall Quarter 2008
Submit Application Packet By:

• Tue., September 17 for the meeting on: Tue., September 23
• Tue., September 23 for the meeting on: Tue., September 30
  
• Tue., October 7 for the meeting on: Tue., October 14
• Tue., October 21 for the meeting on: Tue., October 28
• Tue., November 4 for the meeting on: Tue., November 11
• Tue., November 18 for the meeting on: Tue., November 25

Winter Quarter 2009
Submit Application Packet By:

• Tue., January 6 for the meeting on: Tue., January 13
• Tue., January 20 for the meeting on: Tue., January 27
• Tue., February 3 for the meeting on: Tue., February 10
• Tue., February 17 for the meeting on: Tue., February 24
• Tue., March 3 for the meeting on: Tue., March 10

Spring Quarter 2009
Submit Application Packet By:

• Tue., April 7 for the meeting on: Tue., April 14
• Tue., April 21 for the meeting on: Tue., April 28
• Tue., May 5 for the meeting on: Tue., May 12
• Tue., May 19 for the meeting on: Tue., May 26
• Tue., June 2 for the meeting on: Tue., June
  

Summer applications are reviewed/awarded on an as-needed basis.

Policies

1. Awards for SEIU classified staff are limited per person for this conference fund in any academic year to (the total for one or more events):
   A MAXIMUM OF $500 FOR:

   one-day activities less than 150 miles away from the campus, or

   multiple-day activities less than 75 miles away.

   one-day activities more than 150 miles away from the campus, or

   multiple-day activities over than 75 miles away.

OR A MAXIMUM OF $1000 FOR:

You may be eligible to apply for more than one award but you may not exceed the maximum in either category above or $1000 of combined awards. For example: if you are awarded $200 for a local event you would still be eligible to apply for $300 more for another local event or $800 more for a more distant event.

2. Funds are allocated to defray in part costs associated with conference or workshop fees, transportation to the activity, parking fees, meals or per diem, and lodging.
3. In order to ensure equitable funding throughout the year, funds are divided among summer/fall, winter, and spring quarters.
4. Multiple applications to the same conference will be considered as a group and whenever possible should be submitted together.

Funds will be allocated for:

• The conference, workshop, or seminar fee.
• Airfare or driving mileage to the event.
• Ground transportation, such as taxi or shuttle from airport to hotel, car rental.
• Meals/per diem. Estimate actual meal costs for your application, not to exceed the maximums of per diem: Breakfast - $10 per day, Lunch = $15 per day, Dinner = $25 per day. Maximum per diem allowable per day is $55.
• Lodging expenses if event is further than 75 miles away from the campus.

Funds will NOT be allocated for:

• Staff on Professional Development Leave.
• Probationary Staff.
• Enrollment in college or university credit courses. [Educational Assistance Funds are available from the District. See Appendix A in your SEIU contract for an Education Assistance Form, or call District Human Resources for more information.]

Application Process

1. Conference application forms may be downloaded and filled-out from the Staff Development website at: www.deanza.edu/staffdev/pdf/seiu_app.pdf. Call Mary Kay Englen at ext. 8322 if you have questions about completing the application.
2. The original completed and signed application and six (6) copies should be submitted to the Staff Development Office for forwarding to the Committee and should contain the following: all information clearly explained; one copy of the brochure, flyer, or program agenda showing conference and hotel fees; signature of the division dean, manager, or supervisor.
3. When an application has been approved, the applicant is notified by memo and receives a trip voucher, Out-of-State Authorization Form (where applicable), and instructions for reporting expenses.
4. Employees are responsible for paying for all conference fees and travel expenses. To be reimbursed for these expenses, applicants must submit all three of the following to the Staff Development Office within 45 days of the date on which the activity occurred:

a completed and signed trip voucher (the Dean of Academic Services signature will be acquired by the Staff Development Office).
original receipts made out to the attendee for conference fees, lodging, and transportation (receipts issued in someone else's name will not be reimbursed).
a 1-2 page written summary of the conference.

Receipts for Personal Reimbursement

The District external auditors require original receipts and proof of payment to be turned in with your Trip Voucher for reimbursement of your approved expenses. Please make a copy of your receipts for your own records before turning them in with your Trip Voucher.

• Receipts for expenses paid by credit card must show your name, the completed transaction (showing a $0 balance), the credit card type, and for VISA credit card receipts, the first 4 digits of the credit card number.
• Receipts for expenses paid by personal check must show "paid by check" or you may record "paid by check" and the check number on it, and initial it.
• Receipts for expenses paid with cash must show "paid in cash" or you may record "paid in cash" on the receipt and initial it.

Reimbursing your Department Budget for Approved Expenses

If your department has already paid for part or all of your approved conference expenses with a District purchasing card or check request, then the Staff Development Office will process the necessary paperwork to transfer the expense to the appropriate conference budget. You must obtain a copy of the 023 FRS screen showing that the expense has been charged to the department budget and turn that in at the Staff Development Office with the matching receipts for processing.