Professional Activities (Short-Term, Leave) Main

Professional Activities (Short-Term, Leave)

PROFESSIONAL DEVELOPMENT & SHORT-TERM ACTIVITIES GUIDELINES

Short-Term Leave Application Procedures

Faculty are required to use the online professional activities request application form. After filling out the form, press "submit" button at the bottom of the screen. If you are having technical problems, please call:

Adrienne Mitchell, ext. 5871 or Roxanne Young, ext. 3655

1. Note that although each instructor has a theoretical FPD "balance" of $2400 to be spent over a rolling period of three fiscal years, FPD money is given out on a "first come, first serve" basis each term. You may check this "balance" online from the Professional Activities page of the FPD website. If you have difficulty, contact Roxanne Young (extension x3655; email youngr@lanecc.edu).
2. To clarify, even though you may have a "balance" of FPD money that should be available to you at the time your application is submitted, keep in mind that the FPD funds for that particular term may have already been allocated and thus extinguished.
3. Fill out the online application on the Professional Activities page of the FPD website.
4. Hit "submit" after filling in online form. You should receive a confirmation on your screen after your application has been submitted.
5. Send in your filled-in travel and expenses form and a hardcopy of your brochure or conference information printed from online to Roxanne Young.
6. Read all guidelines before filling out the online application, completed and submitted:

To be considered, the following should be submitted in addition to the online form:

1. Brochure describing the event. (1 copy only.)
2. A signed travel form with Part 1 filled out. (original, no copies)
3. Please note: It is important that you answer the questions in Section 6 with specific details. Answer these questions by stating specific sessions you will attend and specific results you hope to achieve. For example, "I will attend session 1.2.1 "Use of Technology in Instruction" and will learn how to utilize web search engines for educational research...as opposed to "I will attend sessions on technology and will learn about technology." If the sessions have not yet been published online or in the hardcopy materials about the event, explain what types of sessions you expect to attend, what you believe you will learn, and how it applies to your position.

Proposal Due Dates

1. Decisions will be announced approximately one week after the committee meeting.
2. The meetings may be the same week as the deadline or may be conducted sometime during the week following the deadline.
3. The FPD Faculty Coordinator will send you an email on the Committee decision regarding your application after the Committee meets, but your official notice via inter-campus mail will take approximately one week from the date of the meeting. It may take longer if you have requested an advance.

Note: Proposals must be submitted and approved by the committee before the date of the activity.

General Guidelines

1. Requests for professional activities of less than one term, if approved by the Committee, shall be granted with full pay and fringe benefits.
2. Professional Activities funds may be used for transportation costs, expenses, tuition, and fees where relevancy is documented (see Article 23.9.5).
3. Recreational activities are generally not covered.
4. However, books and materials are now covered, including online courses and materials. Food expenses will not be covered beyond a two week period.
5. In addition, other items not covered in College policies will not be funded.
6. Professional Activities funds will not pay for curriculum development. (That is a different fund.)
7. Employees granted Professional Activities funding shall not be required to return to employment at LCC.
8. Part-time employees will be eligible for Professional Activities funds after one (1) year of employment at LCC and .20 annual FTE.
9. Short-term leave (professional development) grants can be used to cover conference fees, books, and materials needed for professional development activities including travel and expenses incidental to such activities subject to application review and approval by the Professional Development Committee.
10. Distance and online course fees, books, and materials are included in this coverage. Faculty may use FPD grants to attend conferences where they are presenting and/or receiving leadership awards. Faculty may attend classes leading to certifications.
11. Restrictions on Professional Activities Requests
    Professional Activities funds cannot be used for business interests outside of college employment.
12. Funds cannot be used for public relations or fundraising. Professional Activities leave may not be used for immediate, direct, or indirect financial gain.
13. Any non-LCC compensation received by the employee as a result of the activity will be deducted from the amount of the Professional Activities grant.
14. Faculty Professional Development (FPD) funds are designed to be the principal funds for professional development but departmental funds may be used to supplement the FPD funds.
    The minimum amount to be funded will generally be limited to amounts over $100. The maximum amount to be funded will be limited to $2400 over a three year period.
    Applications must be submitted in time for committee meetings and approved before the date of the activity. Late applications are not accepted.
15. Professional Activity funds will not be used to pay for curriculum development.

Priorities for Funding:

Priority 1:  No funds used in last three fiscal years (including current fiscal year.)

Priority 2:  Greater than $0 but less than or equal to $800 spent in last three fiscal years

Priority 3:  Greater than $800 but less than or equal to $1600 spent in last three fiscal years

Priority 4:  Greater than $1600 but less than or equal to $2400 spent in last three fiscal years

Expense Guidelines

Please read the College COPPS policy on Travel/Expense Reimbursement.

Transportation:

1. If the airfare cost seems exceptionally expensive, please explain why.
2. If you wish to drive, but driving costs exceed airfare, please provide justification for driving.
3. If local transportation is needed, especially to/from the Eugene airport, please explain why.
4. If you need use of a rental car, please explain why.

Meals:

1. Please use government per diem rates for meals as established by the JFTR (Joint Federal Travel Regulation). See the COPPS Travel and Expense Reimbursement policy to look up per diem meal rates for the city where the conference is held .
2. If meals are provided, for example, in flight or are included with registration fees, the cost of these meals should be deducted from expenses.
3. If meals outside of conference days are required, provide justification.

Hotel:

1. Faculty are strongly encouraged to secure lodging at or below the government per diem rate for lodging in the conference city.  See the COPPS Travel and Expense Reimbursement policy to look up per diem lodging rates.
2. You may be able to secure the best hotel rate by requesting a government rate for a room. Explain that you are a public employee, and ask if a government rate is available. Hotels may request that you show a Lane ID for the government rate.
3. Please try to keep hotel expenses down (e.g. double-up, use less expensive rooms, use less expensive hotels).
4. Be sure to include taxes in hotel costs.