4.4.2 Seminars or Conferences

General

It is the policy of the Alexandria Technical and Community College (ATCC) to actively encourage and support the professional development of all staff. This policy specifically addresses the professional development of ATCC support staff (classified and unclassified) for seminar or conference attendance. Employees working 0.5 FTE or greater shall be eligible to receive the professional development allocation.

Definition

Professional Development is defined in this policy statement as being continuing education for self-improvement or job enhancement. Examples may include attendance at a workshop or seminar on a specific topic or a conference.

Scope

This policy applies to all support staff (classified and unclassified) employed on a full-time or part-time (working at 0.5 FTE or greater) unlimited or seasonal basis at ATCC.

Guidelines Specific to Alexandria Technical and Community College Only

The Alexandria Technical and Community College will provide reimbursement up to $100 per fiscal year, (to be deducted from the respective employee's professional development budget) for the costs of upgrade training for support staff provided that the training meets the following criteria and administrative procedures:

  1. Employee(s) applying for reimbursement of registration costs or conference fees for professional development activities must submit an application for approval prior to attending the seminar or conference. Paid work time (release time) may be used for attendance.
  2. The application for approval must detail the specific and related nature of the upgrade training to their current job duties and explain how this training will enhance their performance and benefit the college.
  3. Approval of the request will be required from the employee's immediate supervisor and the Appointing Authority (President).
  4. Upon approval, the staff member will complete a College-related Activity Form, located in Mission Control, under "Forms" on the ATCC website. Approved travel and meals will be submitted for reimbursement through the employee expense reimbursement procedure and will be charged to the employee's respective professional development and/or supply budget(s). The employee will be liable for reimbursement of expenses paid for unsatisfactory completion of training.
  5. The Appointing Authority (President) will designate the costs eligible for reimbursement on a situational basis. These costs may include registration fees, books, mileage, meals, parking, hotel costs, or other sundry items related to the employee's participation in the seminar or conference.

    (Note: The expectation is that all self-supporting or grant-funded positions use their own operational funds to pay for professional development.

  6. Any seminar or conference attended must work toward the goals written into the employee's professional development plan and must have the immediate supervisor's approval. At the completion of the seminar or conference, a brief report should be submitted to the supervisor and college President describing what was learned and how it will benefit them in their job.

Procedures for Taking Seminars or Conferences

  1. After the Professional Development Approval Form for Support Staff has been completed and signatures obtained, complete a requisition form to obtain a purchase order prior to registering for the seminar or conference.
  2. Complete a College-related Activity Form, located in Mission Control, under "Forms" on the ATCC website, by estimating reimbursement costs.
  3. Register for the seminar or conference.
  4. Make hotel reservations for overnight stay, if needed.
  5. Reserve a car, if traveling outside of Alexandria
  6. Submit a copy of the seminar or conference completion certificate to the Human Resources Office to be placed in your respective personnel file.
  7. At the completion of the seminar or conference, a brief report should be submitted to your supervisor and to the College President describing what was learned and how it will benefit your job.
Approved by: ATCC Leadership Council
Effective Date: 3/16/06
Last Date Revised: 8/01/11