HEO-CLT Professional Development Fund

Updated: September 24, 2019

The City University of New York/Professional Staff Congress

Professional Development Fund

for the Higher Education Officer and College Laboratory Technician Series

HEO-CLT PDF Committee Liaison: Patricia Young, pyoung@pscmail.org

GUIDELINES

A. Description The HEO-CLT Professional Development Fund was won as part of the 2000-02 PSC/CUNY collective bargaining agreement and was the first time CUNY HEOs and CLTs were granted support for academic and professional pursuits. In each academic year since 2003-04, approximately $500,000 total is distributed via small grants to applicants from campuses University-wide in the Higher Education Officer and College Laboratory Technician series, as well as CLIP and CUNY Start instructors, and EOC Lecturers.

B. Eligibility In order to be eligible to apply, you must:

  1. Be in one of these series titles: Higher Education Officer, College Laboratory Technician, CLIP Instructor, CUNY Start Instructor, EOC Lecturer.
  2. Be in your full-time title for more than six months by the start date of the proposed activity. (For Adjunct CLTs you must work at least 10 hours per week during the semester in which you apply, and you must have worked 10 hours per week for four consecutive, non-Summer semesters, immediately preceding the semester in which you apply.)
  3. NOT be in an excluded title.
  4. NOT be on Travia Leave when the application is submitted or when the proposed professional development activity will take place.

C. Use of Funds Your application is a proposal for a future event. 

YES - Acceptable proposals may include

  1. Conferences, workshops and trainings that require travel outside of the NY metro area
  2. Local or online conferences, workshops, trainings, and certificate programs
  3. A semester of schooling at an accredited college or university (CUNY or non-CUNY), which could include tuition, fees, and books listed on the relevant syllabi for the semester
  4. Research projects and field studies
  5. Upcoming membership dues for professional organizations 

NO - Funds will not be approved for 

  1. Personal vacation or travel not related to a documented event
  2. Salary, wages, or stipends for employees, research assistants, research participants, etc.
  3. Computers, tablets, cameras, or other technology, equipment, or materials.
  4. Certain travel expenses including taxis, shuttles, trams, buses, commuter rail or gas to/from airport, tolls, parking fees, entertainment tours, etc.
  5. Activities that the Committee deems not relevant to the development of skills, resources, or credentials necessary to complete the professional duties or career advancement of a person in their eligible CUNY title.

D. Application and Award Process

  1. Read these entire Guidelines about the Fund before applying.
  2. Check the Upcoming Due Dates and Application Link section at the bottom of the page. Due dates are relative to the documentable start date of a proposed event.
  3. Verify with the PSC Membership Department (212-354-1252) that you are in an eligible title, if you are not sure.
  4. Verify with the Committee Liaison that you have not exceeded your award limits (see Limitation on Awards section, below), if you are not sure.
  5. Use the Current Application Link to open an application. You can look through the application, draft and save your work, return to edit and review before making your final submission. 
  6. The last step of the application is uploading your supervisor’s signature of approval, but PLAN AHEAD. Download the Supervisor Approval Form here. Once you have fully drafted your application in the online system, print a copy to share with your supervisor and include a printed copy of the Supervisor Approval Form. Your supervisor must return the signed form to you within ten days and may keep a copy of your application for their records and send a copy to your college’s labor designee. Your supervisor’s signature indicates review of your application and approval of the time needed to participate in the activity, should it occur during regular work hours. Awardees are not required to charge the time spent at a professional development activity to their annual leave. Awardees may choose, however, to conduct the funded activity on their own time for which they will not receive remuneration.
  7. After your supervisor has returned the signed form, scan a copy of the completed and signed form and upload it to the Final Page of the online application.
  8. Once you have completed the full online application, click Submit in time to meet the deadline. Applications that are still under the status "incomplete" will not be reviewed by the committee. When you click Submit, you will receive an auto email to confirm receipt.
  9. Review your application after you click Submit. Applications that are "Submitted" will not be approved if any of the following occur: the uploaded documentation is irrelevant or incomplete (print-to-PDF the entire web page that includes the URL, and do not upload full conference brochures); supervisor forms are blank, inaccurate, or without signature; two or more fields contain the same copy/pasted answers in the details section or the same paragraph is copied multiple times to meet the word requirement; or if it appears that applicants have copied/pasted the same answers between different applications. The technology cannot prevent you from "submitting" an incomplete or inadequate application, so it is your responsibility to review your application, which you can edit any time before the deadline. After the deadline, the application is locked and you cannot make any additions or changes. Incomplete applications are no longer available to edit or use for future due dates, so do no apply early with the wrong application link.
  10. Shortly after the deadline, the HEO-CLT PDF Committee will begin reviewing the submitted applications. The Committee includes HEOs and CLTs from various CUNY campuses and departments. Each application is read by two committee members. If there is a disagreement in the decision between the first two readers, a third reader will determine the outcome. Decisions from the Committee are final.
  11. Approximately three weeks after the deadline, applicants will be notified of the Committee’s decision via the email used to register the application. See the Upcoming Due Dates schedule below to determine when you will receive a decision email. Make sure your email account is prepared to accept an email from pyoung@pscmail.org, so your decision email does not bounce back or go to spam. 

E. Reimbursement Process

  1. If awarded, all details regarding the reimbursement process and reimbursement policy will be made available with the decision email.
  2. The HEO-CLT PDF is a reimbursement grant, so awardees must pay for and complete the approved activity before requesting reimbursement.
  3. Any changes to the proposal—including non-attendance of the proposed activity—must be reported to the awardee’s supervisor and to the HEO-CLT PDF Committee Liaison.
  4. While preparing to participate in the approved activity, awardees should keep track of all original receipts, credit card statements, conference materials and other documents that will support their reimbursement request. 
  5. Awardees will be given access to a link to the online Reimbursement Request Form. Submitting an online request will notify the Committee Liaison that you will be mailing in your reimbursement materials. In the online Reimbursement Request Form, awardees will write their report (approximately 300-500 words) about the awarded activity, list their requested expenses, and report the address where a check can be mailed.
  6. Awardees must then print a copy of their completed Reimbursement Request Form from the online system and attach all printed itemized receipts and credit/bank statements for each requested expense. The printed request and supporting materials must then be mailed to the HEO-CLT PDF at 61 Broadway, 15th Floor, New York, NY 10006.
  7. Completed reimbursement requests that are received at the PSC office by the 15th of a given month will be reviewed that same month and a check will be mailed by the end of that month. Reimbursement requests received at the PSC office after the 15th of a given month will be processed by the end of the following month.

F. Limitations on Awards

  1. Preference is given to applicants who have not yet received awards from the HEO-CLT Professional Development Fund.
  2. To ensure broad access to grants, applicants who receive four grants over any length of time from the HEO-CLT Professional Development Fund, must wait a three-year break period after the year for which the fourth grant was paid before being eligible to receive another grant from the Fund. If you are unsure about your award history, please contact the Committee Liaison before submitting an application. After the three-year break period is completed, an eligible applicant can apply for four more grants before triggering the next three-year break period.
  3. An eligible applicant may apply for and be given multiple awards in one grant-year (which runs September 1 and August 31) but the total of those awards cannot not exceed $3,000. (It is best to use one grant each grant-year for an otherwise cost-prohibitive amount, rather than to use multiple grants on smaller expenses in one grant-year.)
  4. Multiple applications can be submitted at one time, but each professional development activity must be proposed in a separate application. For requests related to a semester of schooling, each semester must be applied for in a separate application. (For Fall or Spring semesters at CUNY, it is best to use the Tuition Waiver via your HR office, and use the PDF on Winter or Summer semesters when the Tuition Waiver does not apply.)
  5. If an eligible applicant proposes an activity that costs more than $3,000, and the Committee approves the request, the maximum possible award will not exceed $3,000.
  6. The amount of money available from the HEO-CLT Professional Development Fund to employees at any CUNY campus will be proportionate to the number of eligible employees at each campus.
  7. The Committee may limit the number of grants awarded to employees from the same campus requesting to attend the same conference or professional development activity.
  8. The PSC/CUNY HEO-CLT Professional Development Fund will consider and possibly award grants for activities that are receiving additional funding from other sources, but if specific expenses are waived or paid for by the college or another party, the Fund cannot reimburse for those specific expenses.
  9. Applications requesting awards for less than $250 will not be considered.

G. Upcoming Due Dates and Application Link

If your events starts in…

You must apply by 11:59pm on

You will receive a decision email by…

Use the Application Link below to apply:

Oct, Nov, Dec 2019

September 1, 2019

September 16, 2019

DEADLINE HAS PASSED

Jan, Feb 2020

November 1, 2019

November 22, 2019

CURRENT APPLICATION LINK

March, April 2020

January 1, 2020

January 22, 2020

Link will be posted

Nov 2, 2019

May, June, July, 2020

March 1, 2020

March 23, 2020

Link will be posted

Jan 2, 2019

Aug, Sep, Oct 2020

June 1, 2020

June 22, 2020

Link will be posted

Apr 2, 2019

Nov, Dec 2020

September 1, 2020

September 22, 2020

Link will be posted

Sep 2, 2020

NOTES:

  • To log in to your SmarterSelect account and view your *existing* applications or to edit your open applications use this login link. Do no go to the SmarterSelect login link looking to open a new application. The active application link is posted in the table above.
  • The deadline has already passed for events with a start date any time before January 1, 2020. No exceptions. This means it is too late to apply for Fall 2019 semester at CUNY, or events that start in Sep, Oct, Nov, or Dec 2019.