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Library Administrative Manual

5.24 Procedures For Library Staff To Request Educational Leave And Funding To Support Professional Development Activities

I. Introduction

  1. Staff members have a goal to continue to develop themselves professionally in order to fulfill their roles as members of the academic community and to enhance their excellence as library staff. Rapidly changing information technologies and the continuing evolution of the respective roles of library faculty and staff require an ongoing commitment to continuing staff development and training. Professional development is fostered in many ways. Among these are:
    1. Membership and participation in the programs of professional societies, including those of the library profession, specific humanistic, educational and scientific associations.
    2. Active participation in conferences, meetings, and serving on committees as such activity promotes the mission of the Library, University, and/or library profession. Serving on committee task forces within the CSU system. Interaction with counterparts from other libraries.
    3. Advanced study and participation in workshops or seminars that offer opportunities for training and development.
  2. Four means are extended by the Library to support this wide range of professional endeavors for staff:
    1. Educational leave to attend meetings, institutes, etc.
    2. Provide in-house workshops, training seminars, speakers, etc.
    3. Administrative funding, as budget allows.
    4. Non-administrative funding, as budget allows.

II. Guidelines

  1. Approval of educational leave for library staff to attend meetings, institutes, workshops or other professional activities is contingent upon a variety of conditions including the following:
    1. The time off to attend a meeting does not unreasonably interfere with the functioning of the department and/or division or the accomplishment of its work objectives.
    2. The relationship or importance of the function to the person's job assignment and the benefits derived by the individual and the Library.
    3. The number of requests to attend a single meeting, the demonstrated record of achievement or professional development resulting from an individual's prior participation in professionally-related extracurricular activities and the number of educational leave requests previously approved for an individual.
  2. Types of requests for educational leave
    1. Administrative requests by the University Librarian or Team Leaders and Coordinators for:
      1. Attendance at professional meetings, institutes, workshops or other professional activities at the request of a library administrator.
      2. Training or personal development of library staff that is work-related or is part of the Library's approved development plans.
    2. Non-administrative requests by individuals wishing to attend meeting, workshops, institutes, etc. for professional development and/or training purposes.
  3. Expense funding

    Because of the variable annual Staff Training and Development budget and the number of library staff involved in a variety of professional activities, support beyond the leave with pay may be limited. All expenses not specifically authorized in advance are the responsibility of the library staff member. Staff Training and Development funds for an individual are available from two sources: 1) administrative funds; and 2) non-administrative funds.

    1. Budget allocations
      1. Administrative funds:
        1. The University Librarian will make decisions regarding the use of administrative funds.
      2. Non-administrative funds:
        1. Individual requests submitted to the Staff Training and Development Committee to attend professional functions may be charged against the non-administrative Staff Training and Development Committee budget.
        2. The amount allocated to individuals for approved leaves will be based on the recommendation of the Staff Training and Development Committee in accordance with established funding criteria and within funding limitations.
    2. Criteria for funding

      Because of budgetary limitations, the number of requests for funding of travel, registration and other required expenses to support these activities will necessarily be restricted. In order to provide a fair distribution of these limited funds, the following criteria provide the basis by which allocations are made.

      1. Administrative funds:
        1. When the Library Administration requests that an individual attend a meeting, training, or other event, the leave will be funded with administrative funds. Administrative funds may also be supplemented by non-administrative funds.
        2. Individuals who will actively participate as a speaker/panelist and/or committee member for a professional association meeting, at the state, national, or international level, may be funded if monies have been allocated by the University Librarian for such activities. Additional criteria may be based upon the perceived benefit to the Library and the individual by the library administrator, the amount of allocations already received by the individual during the current fiscal year, etc.
      2. Non-administrative funds:

        It is the primary responsibility of the Staff Training and Development Committee to judge comparatively between the various requests for funding which are submitted to it, and to prepare a recommendation on the amount to be awarded to individuals on the basis of the established criteria.

        The following criteria are considered by the Staff Training and Development Committee in their review of funding requests. Characteristics of employment will not be used as criteria (e.g., rank, seniority, full/part-time status, permanent/temporary, etc.) Individuals are not required to meet all criteria.

        1. Direct applicability of the event to the individual's role/responsibility in the Library.
        2. Role the requester will play at the meeting, e.g., speaker, committee chair, consultant, participant, etc.
        3. Value to the library of the activity either in terms of having the staff person represent library or in terms of them coming back and replicating an activity or presentation for other library staff.
        4. Amount of funds available; amount of the request vis a vis total funds available.
        5. Total amount of funding requested by the individual and allocated by the Library to the individual for the current fiscal year.
        6. Other compensation allocated for the same event, including administrative funds.
        7. Total amount granted during the previous year will be a consideration for current year's funding.
        8. Distance required to travel to the event.
        9. Benefits to the individual's professional development/benefits to the Library.
        10. Any other pertinent information that the library staff member wishes to submit.
    3. Guidelines for expending funds
      1. Administrative Funds:
        1. The amounts for administrative requests will be allocated on an individual basis.
        2. At the discretion of the University Librarian, funds available for individual requests to attend events as a speaker or committee member will be announced by the Library Administration.
      2. Non-administrative funds:
        1. The Staff Training and Development Committee may initially allocate up to 10% of their total annual allocation to one staff member for a single request. For example, if the allocation is $3,000 one year, then the Staff Training and Development Committee may initially fund up to $300 for a single request.
        2. The Staff Training and Development Committee reviews requests during their monthly meeting.
        3. The last deadline for submission of funding requests is May 1 of every year; by June 1, all pending requests will be reviewed and funds allocated for the fiscal year.
        4. Approval for funding will be in accordance with the University's regulations and policy governing travel. It may include the whole, part, or none of the cost of transportation, registration fees, and per diem.
    4. Procedures for requesting funding
      1. Administrative Funds:
        1. Requests for funds to participate as a speaker or committee member should be sent by the individual in a memorandum to their Unit Head for review and then forwarded to the Team Leader or Coordinator for endorsement. The memorandum should include information briefly describing the meeting/event, level/type of participation of the individual, dates, place, costs and justification as required. The University Librarian responds to the applicant informing them of the decision to fund or not fund from the administrative account. If the request is approved, the University Librarian will forward a copy of the memorandum to the Library Business Officer handling the library budget as notification to encumber the funds. The individual requester submits receipts to the Business Officer for reimbursement.
        2. For administrative requests to attend a meeting or training, the University Librarian forwards notification to the Business Officer and the individual submits receipts to the Business Officer for reimbursement.
        3. In either case, individuals must carefully submit the proper receipts and/or canceled checks for the event attended. University travel procedures, including using contract airlines, must be strictly followed.
      2. Non-administrative funds:
        1. If educational leave is requested, the requester completes and forwards the "Departmental Absence Request" form to the Unit Head, the appropriate Team Leader, Coordinator or the University Librarian for approval. The requester should keep a copy of the approved request for his/her own records.
        2. The individual submits a completed "Request for Travel Funds" application to the Chair of the Staff Training and Development Committee .
        3. The Staff Training and Development Committee determines to what extent, if any, the Professional Development request will be funded. If funding is granted, the Staff Training and Development Committee fills in the amount granted in the appropriate space on the form, at least 3 of the 5 members on the committee sign the form under "Authorized Committee Signatures," and forwards the request with any attached materials, to the Business Officer of the Library. If funding is not granted because a request does not meet needed criteria, then it will be returned to the requester with a brief explanation for non-funding. Other requests that meet the criteria but are not funded for various reasons during one of the monthly meetings, are held pending until the last review in June when requesters will be notified of decisions to fund.
    5. All University procedures, as stated in C.4.a.3. (above) must be followed.
  4. Reporting

    Library staff members who have had approved leaves, with or without additional funding, to attend professional functions or training are expected to report on the event in Libewire. A copy of the Libewire article must be sent to the Chair of the Staff Training and Development Committee.

    An important part of staff training and professional development is sharing what is learned with other staff members. Staff are expected to present a summary of their experience with their colleagues at a scheduled staff meeting, or for other individuals or groups, as appropriate.

Approved by LMT: 3/4/96

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