New York State and Communications Workers of America, Local 1104/Graduate Student Employees Union Professional Development Program Guidelines

New York State and Communications Workers of America, Local 1104/Graduate Student Employees Union Professional Development Program Guidelines
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Overview

The Professional Development Program is funded under Article 30 Professional Development Committee of the 2016-2019 Agreement negotiated between New York State (State) and the Communications Workers of America, Local 1104/Graduate Student Employees Union (GSEU). Funds are awarded for a variety of professional development projects or activities to assist eligible teaching assistants and graduate assistants represented by GSEU to develop their full professional potential or prepare for advancement.

 

The Professional Development Program funds:

  • Cover one project or activity for the period July 2, 2019 to March 31, 2020. 
  • Provide an individual award of up to $1,000 for the period, subject to the Professional Development Program Guidelines and the New York State Comptroller’s Rules and Regulations and limitations contained therein. 
  • May be used to support job related projects or activities such as:
    • research (basic, applied, or historical)
    • curriculum or instructional material development
    • conference, workshop, or seminar attendance
    • conference participation (e.g. presiding, presenting)
    • course work or internship not part of earning a degree
    • grant proposal development
    • preparation of material for publication
    • artistic or creative endeavor
    • other job related professional development projects or activities

Within these general categories of support, allowable expenses include:

  • Tuition for course work at the SUNY rate for the course level, provided the course work is not part of the employee’s degree program.
  • Registration fees for conference, workshop or seminar attendance. 
  • Travel and related expenses (transportation, lodging, meals, etc., subject to New York State Comptroller’s Rules and Regulations regarding travel). 

Expenses that may not be funded include:

  • Salaries, stipends, or income to compensate the employee or any other person. 
  • Expenses related to a course, internship or a project or activity that are part of an employee’s degree program. 
  • Purchasing equipment, software, consumable, or non-consumable supplies.

Eligibility

To be considered for Professional Development Program funds, teaching assistants and graduate assistants must: 

  • Be employed full-time or part-time as a teaching assistant or graduate assistant at the time of submitting an application.
  • Be employed full-time or part-time as a teaching assistant or graduate assistant 
  • for the duration of the project or activity. 
  • Complete a project or activity during the period July 2, 2019 to March 31, 2020.
  • Submit a completed application to the Professional Development Committee no later than the designated deadline in the Professional Development Program Guidelines.

Application Process

The Application must include the following:

  • The type of event, event site and sponsor. 
  • A description of the project or activity. 
  • How the project or activity will enhance the employee’s professional development.
  • Itemized expenditures related to the project or activity that conform to the New York State Comptroller's Rules and Regulations and limitations. 
  • Employee’s role, such as presenting a paper, proposal or formally participating. If presenting a paper or proposal, the title of the paper or proposal and nature of the presentation must be provided. 
  • A letter of acceptance of the paper or proposal. If acceptance is pending, notification of acceptance must be provided no later than 14 days prior to the proposed starting date of the project or activity. 
  • A brochure, announcement or other relevant documentation describing the project or activity and related costs. If documentation is not yet available, it must be provided no later than 14 days prior to the proposed starting date of the project or activity. 
  • A current curriculum vitae (resume). 

Additional supporting documentation or information as requested by the Campus Professional Development Committee. 

A copy of the Application may be accessed below.
 
To be considered for funding, a completed application and all required documents must be submitted to the office designated by the campus president or designee pursuant to section IV. Application Deadline. For information regarding the designated office for submitting the application, contact the local GSEU representative or the campus human resources office.

In reviewing applications, the Campus Professional Development Committee considers the nature of the professional development project or activity and how the project or activity will assist employees in developing their full professional potential or preparing for advancement pursuant to the Professional Development Program Guidelines and availability of labor-management funds.

Professional Development Program Application

Application Deadline

  • An application should be submitted 30 days prior of the start of the project or activity or on or before January 31, 2020, whichever is sooner. 
  • If a project or activity was completed prior to submitting an application, the application must be submitted to the Campus Professional Development Committee within 30 days of completing the project or activity or on or before January 31, 2020, whichever is sooner. 
  • Employees are to be notified of the award on or before February 24, 2020.

Reimbursement Procedures

Applications for Professional Development Program funds must be processed and approved by the Campus Professional Development Committee, and funds must be awarded prior to the employee being reimbursement by a department, program or unit for expenses. Employees who have not received an award by the Campus Professional Development Committee should not be reimbursed for their expenses. 

All expenditures related to a project or activity funded by the Professional Development Program must be in accordance with the Professional Development Program Guidelines and the New York State Comptroller’s Rules and Regulations and limitations contained therein. To be reimbursed for approved expenses, employees must:

  • Be employed full-time or part-time as a teaching assistant or assistant at the time of payment.
  • Have been awarded funds by the Professional Development Committee.
  • Submit a voucher with original receipts for expenses that were approved and incurred for a project or activity, to the campus fiscal office as follows:
    • within 30 days after completing the project or activity, or 
    • if funding was awarded for a project or activity that was completed at an earlier date, no later than 30 days after the date of notification of the award. 

Employees who do not submit a voucher with original receipts in a timely manner may forfeit entitlement to reimbursement. 

Questions regarding reimbursement should be directed to the campus fiscal office. 
 

Program Evaluation

The Program Evaluation must be submitted by mail, fax or email as indicated on the form.

  • Within 30 days after completing the project or activity, or
  • If a project or activity was completed prior to receiving an award, the Program Evaluation must be submitted within 30 days of receiving the award notification. 

Failure to submit the Program Evaluation may result in postponement of action on an employee’s subsequent application for funding until the Program Evaluation is received. 

A copy of the Program Evaluation may be accessed below.

Professional Development Program Evaluation

Acknowledgement of Funds

Award recipients are required to acknowledge the support of the New York State and Graduate Student Employees Union Professional Development Program as the funding source on all publicity, publications and handout materials.

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