Policy No.   AA-6312.1A

   POLICY & PROCEDURES MEMORANDUM

TITLE:   PROFESSIONAL

   DEVELOPMENT

   PRESENTER GRANTS

     EFFECTIVE DATE:   July 20, 2004

      CANCELLATION:   AA-6312.1 (12/19/00)

  OFFICE:   Academic Affairs (AA)

POLICY STATEMENT  

       Delgado Community College is committed to supporting activities that enhance the professional development of faculty and staff and the effectiveness of the college experience. The Presenter Grant program is designed to encourage the campuses, divisions, and departments to bring in guest presenters (speakers, workshop facilitators, performers, etc.) who they believe can contribute to those goals. Although these presentations may deal with subject matter from a specific discipline, they must be open and announced to the entire faculty and staff, and, where appropriate, to the student body. Presenter grants may not be used for presentations by employees of Delgado Community College. Specific information on the Presenter Grant application procedures and evaluation methods are outlined in this memorandum.

PROCEDURES & SPECIFIC INFORMATION

1.   Purpose

To establish the procedures involved in applying for, evaluating, and awarding Professional Development Presenter Grants.

  2. Scope and Applicability

This policies and procedures memorandum applies to all regular faculty and unclassified administrators/staff of the College as defined by their Human Resources System Codes: 9-Month Regular Faculty (HRS Code 01); 12-Month Regular Faculty (HRS Code 04); 9-Month Academic Support (HRS Code 05); 12-Month Academic Support (HRS Code 06); Unclassified Staff (HRS Code 07); 9-Month Grant Employees (HRS Code 12); 12-Month Grant Employees (HRS Code 13); and Administrators with Rank (HRS Code 19).

3. Application Guidelines & Procedures   

The Professional Development Committee has the responsibility of advertising application guidelines. To apply for a presenter grant, an applicant must complete a Professional Development Presenter Grant Application , Form 6312/001 (Attachment A), which requires the applicant to provide the presenter’s name and a brief resume, a proposed date for the presentation, a needs statement, objectives, a clear description of how the arrangements for the presentation are to be handled, proposed expenses, and a method of evaluation for the presentation.

Faculty members must submit their applications to the appropriate department heads/supervisors and staff members must submit their applications to their supervisors for approval. Each application must then be approved by the division dean or the campus Dean of Student Affairs (as appropriate) and the campus provost/ vice chancellor (as appropriate). Once these approvals are secured the presenter grant application must be forwarded to the Office of the Vice Chancellor for Student Learning and Development with a copy to the Chair of the Professional Development Committee. Applications are accepted at any time during the academic year; however, applicants should be aware that processing may take up to two (2) months.

4.   Evaluation of Presenter Grant Applications

Presenter Grant applications are reviewed by a subcommittee of the Professional Development Committee. Only complete applications will be considered. Applications will be evaluated using the Presenter Grant Proposal Evaluation Form , Form 6312/002 (Attachment B). Each subcommittee member will complete an evaluation form and the applications will be ranked based on the total points received. The subcommittee will present its evaluation results to the entire Professional Development Committee who in turn will submit final recommendations to the Vice Chancellor for Student Learning and Development.

5.    Award Notification and Announcement   

    The Office of the Vice Chancellor for Student Learning and Development will mail  an award letter with the presenter’s contract to the applicant, with copies to the department  head/ supervisor, division dean or campus Dean of Student Affairs (as appropriate) and  campus provost/ vice chancellor, and the Chair of the Professional Development Committee.

   Upon receipt the applicant is responsible for arranging the completion of all  necessary forms including the presenter’s paperwork. A Contract for Professional, Personal,   Consulting or Social Services (Form 3311/001) must be signed by the presenter and  returned to the Office of the Vice Chancellor for Student Learning and Development at least  30 days prior to the event. Contracts not officially approved by all necessary areas of the  College prior to the event will not be  honored by the College. Attachment C, Guidelines for   Using Contract for Professional, Personal, Consulting or Social Services – Form 3311/001 ,  outlines the process involved in the College’s Contracts for Professional, Personal,   Consulting or Social Services policy.

6.        Presentation   

The applicant is responsible for verifying that the presenter fulfills his/her contractual obligation. Note that the presentation may be scheduled for the Fall or Spring semesters of the following school year. A report on the presentation, including a summary of the evaluation of the presentation by those in attendance, must be submitted to the Office of the Vice Chancellor for Student Learning and Development within one (1) week following the presentation.

7.   Cancellation

This policy and procedures memorandum cancels policy and procedures memorandum AA-6312.1, Professional Presenter Grants, dated December 19, 2000.

                 SIGNATURE      

                 Alex Johnson

                 Chancellor

Attachments:

 Attachment A-   Professional Development Presenter Grant Application

  (Form 6312/001)  

 Attachment B-   Presenter Grant Proposal Evaluation Form (Form 6312/002)

 Attachment C-   Guidelines for Using Contracts for Professional, Personal,         Consulting or Social Services

Policy Reference:

Principles of Accreditation, Southern Association of Colleges and Schools, Commission on    Colleges

Review Process:

Professional Development Committee 2/19/04

Academic Affairs Council 6/24/04

Executive Council 7/20/04

Distribution:

Distributed Electronically Via College's Intranet and E-Mail System

                  Attachment A

Professional Development Presenter Grant Application

Brief abstract of proposal:

Amount Requested: $

Faculty/staff member requesting presenter:

Division/Dept:

Campus/Unit:            Phone:

Office location:

Topic of presentation:

Presenter’s name:

address:

phone:              e-mail:

Brief summary of presenter’s credentials that pertain to this presentation:

Needs/ Impact Statement:

Form 6312/001 (7/04) (front)

Attachment A (continued)

Objective of presentation:

Proposed date of presentation*:

Proposed location of presentation*:

*Note: The applicant may give a range of dates and a general idea of the location if necessary.

However, it is the applicant’s responsibility to finalize the date and reserve a location through the appropriate office as soon as possible and to inform the Office of the Vice Chancellor for Student Learning and Development and the Chair of the Professional Development Committee of the finalized date and location.

Arrangements for presentation:

(Identify parties responsible for each part of the arrangements and describe how the arrangements will be handled.)

Plans for evaluating the presentation and reporting the results:

_________________________  ______  ____________________________  ______

Signature of Applicant    date    Signature of Department Head/  date

             Supervisor

_______________________________________________________  ________

Signature of Division Dean/              date

Campus Dean of Student Affairs (as appropriate)    

________________________________________________________  ________

Signature of Campus Provost/ Vice Chancellor        date

(as appropriate)

Form 6312/001 (7/04) (back)

 Attachment B

Presenter Grant Proposal Evaluation Form

Proposal Title:

Applicant’s Name:

Other comments:

Evaluator’s Name:

Evaluator’s Signature: __________________________________________  Date: ________________

Form 6312/002 (7/04)

Attachment C

Guidelines for Using

Contracts for Professional, Personal, Consulting or Social Services (Form 3311/001)

Connected with Professional Development Presenter Grants

1.  In accordance with the College’s Professional Development Presenter Grants policy, the Committee on Professional Development determines which proposals will be funded for the following academic year and submits its recommendations to the Vice Chancellor for Student Learning and Development.

2.  The amount for the Contract for Professional, Personal, Consulting or Social Services  

(Form 3311/001) is approved by the Vice Chancellor for Student Learning and Development. The Office of the Vice Chancellor for Student Learning and Development mails an award letter with the presenter’s contract to the applicant, with copies to the department head/supervisor, division dean or campus Dean of Student Affairs, campus provost / vice chancellor (as appropriate and the Chair of the Professional Development Committee. It is the applicant’s responsibility to secure the signature of the presenter on the contract. Generally, presenter contracts are awarded as a one-time payment for the total cost of the presentation. Therefore, the contractor should consider all expenses (such as travel and miscellaneous expenses) before agreeing to the amount of the contract.

3.  The signed contract is returned to the Office of the Vice Chancellor for Student Learning and Development.

4.  The sponsoring unit or division is responsible for arranging the event and completing function request forms (if appropriate) after discussion of where and when the event is to be presented with the Chair of the Professional Development Committee or designee.

5.  Invoices for payment of professional services must be submitted to the College by the contractor and approved by the Professional Development Committee Chair, or designee, and the Vice Chancellor for Student Learning and Development. In accordance with the College’s Contracts for Professional, Personal, Consulting or Social Services policy, contractors are paid after the completion of the service and generally within  thirty (30) days of the submission of the invoice. Exceptions to the above timeline may be made only on request of the contractor and provided that the contractor’s invoice is signed by the contractor and has the signatures required by the College. Ordinarily it is very difficult to meet requests for early payment, since all signatures and the presentation itself must have been completed before the contractor can be paid.

(7/04)

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