PEA staff members contribute to fulfilling the University's research
and instructional mandate by engaging in professional development
activities. For the purposes of these Guidelines, professional development
includes those activities which enhance a staff member's work performance,
ability or effectiveness and contribute overall to the successful
achievement of the University's mandate.
The purpose of the Central Professional Development Fund (the Central
Fund) is to assist PEA staff members in funding professional development
opportunities that cannot otherwise be funded.
2. ADMINISTRATION OF THE FUND
A standing Joint Committee will be established comprising two representatives
from the University and two representatives designated by the PEA.
The Committee will:
a) allocate and adjudicate funds within the Central Fund
b) receive, review and approve applications to the Central Fund
in accordance with the criteria and procedures set out in these
3. ELIGIBLE EXPENSES
Applications for funding from the Central Fund may range from a minimum of
$250.00, and normally to a maximum of $1,000.00 per application In exceptional circumstances, the Committee may approve applications up to a maximum of $1500.00.
Consistent with the PDEA Administrative Guidelines, the following expenses
can be claimed for reimbursement:
- travel (including accommodation),
- course or registration fees and other expenses for conferences, workshops, seminars and other similar activities; and,
- meetings of professional and business organizations expenses directly associated with the staff member's professional development program (e.g. books, journals, materials, page charges, reprints, interlibrary loan charges).
As non-taxable benefits, any goods, books or equipment purchased from the
Central Fund will remain the property of the University.
4. APPLICATION AND REIMBURSEMENT PROCEDURES
The staff member applying to the Central Fund for reimbursement
of professional development expenses shall:
a) complete the application form demonstrating that the expenditure
will benefit the University in compliance with Revenue Canada guidelines
for non-taxable benefits
b) submit the application form to the staff member's supervisor
for evaluation of the benefit to the University and for pre-approval
of Department Head
c) submit the application form with Department Head pre-approval
to the Committee
c/o: Kate Fuller, Human Resouces (Sedgewick B Wing)
By May 31st or Sept. 30th or Jan. 31st as applicable.
After written notification from the Committee
that the application has been approved, the member may make purchases
and pay for the professional development expenses in accordance
with that approval.
d) submit the reimbursement claim, original receipts and the written
notice of the Committee's approval to the Central Fund administered
by Accounting Services.
5. CRITERIA AND PROCEDURES FOR DISTRIBUTION OF FUNDING:
a) The Committee will review applications for available funds designated
by the University twice a year during each year,
July 1 to June 30.
b) The Committee will publish its application deadlines
and meeting schedule at the beginning of each academic year.
c) Applications for reimbursement will be considered on a first-come-first-served
basis. In addition, priority will be given to applications where:
- the staff member's PDEA is first depleted or requires top-up
from the Central Fund to cover incurred pre-approved costs, and/or
- there is a contribution from the Department's staff development
budget funds, preferably matching the amount requested for reimbursement
from the Central Fund, and/or
- the staff member has not been granted funding from the Central
Fund during the 24 month period preceding the most recent date
d) The Committee will acknowledge all applications to the Central
Fund in writing, and applicants will be advised when the Committee
is meeting to consider applications. Applicants will be notified
in writing of the Committee's decisions.
e) The Committee will approve applications, based on the Guidelines,
until the funding available for a given period has been depleted.
An application that is not funded may be re-submitted for consideration
in the next period.
f) Any funds not allocated within a given period will be carried
forward to the period. Any surplus funds that have not been
allocated at the end of the academic year will be carried forward
to the next year.
Funds approved for reimbursement must be accessed from the Central
Fund and expended within six months of the Committee's written notification
that an application has been approved, unless any variance from
this timeline has been pre-approved in writing by the Committee.
7. REVIEW OF APPLICATION DECISION
A staff member whose application to the Central Fund is not approved
may request, in writing, that the Association/University Committee
review the application and Committee's decision and, if appropriate,
make a recommendation to the University. Reviews will be considered
only on grounds related to application of the Guidelines and will
not be subject to the grievance and arbitration procedures.
8. REVIEW OF GUIDELINES
These guidelines will be reviewed by the University in consultation
with the PEA following an initial trial period of twelve (12) months.