Staff and Organizational Development

Staff and Organizational Development

Faculty Conference Funds Guidelines 2016 – 2017

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Conference funds provide opportunities for faculty to attend seminars, workshops, and conferences. Staff Revitalization and Professional Conference Funds are related to teaching and learning, job enhancement, and professional development. Examples of acceptable activities include:

  • attendance at off-campus professional conferences, workshops, and seminars.
  • attendance at on-campus workshops and seminars.
  • visiting other colleges or industry settings to review exemplary programs.

Funds may be requested by written application to the Staff Revitalization and Professional Conference Funds Committee. Interactive application forms may be downloaded and filled-in on your computer using Adobe Acrobat [other pdf viewing applications may not work properly]. Fill in the application using Acrobat Reader 8.0 or higher, as it will allow you to SAVE the form to your desktop, otherwise you will have to print your application before you close your document.
Do not use prior versions of this application as the information as the information requested changes.

Plan Far Ahead for International Travel Authorization!

Board Policy 4176 International Travel: The Board of Trustees recognizes that there is an occasional need for international travel to advance the purpose of the District. Except for the staff members employed within the Office of International Students and the Campus Abroad programs at FHDA, the college President and the Chancellor, in advance of the travel, must approve all international travel. The Chancellor shall submit a report to the Board of Trustees of all international travel approved under this policy.

Please allow several weeks to complete the approval process for international travel! To assist you with preparing your documents for the approval process please review the following:

Instructions for Completing International Travel Authorization
International Travel Authorization Form

Criteria for Application Approval

In reviewing applications, the committee considers criteria such as:

  • value to the college in furthering current and future directions in curriculum, instructional methodology, telecommunications and technology, student services and/or management.
  • value to the individual in updating an instructional, student services, or management discipline.
  • presenting or speaking at a conference.
  • an effective plan for disseminating/implementing information and skills acquired.
  • availability of augmenting funds and/or alternative activities.


2016 – 2017 Application Submission Deadlines

Conference funds must be approved prior to the date of activity.

Fall Quarter 2016
Application Packet due by: For the Meeting On:
Tue., October 4 Wed., October 12
Tue., October 18 Wed., October 26
Tue., November 8

Wed., November 16

Winter Applications Considered

Tue., November 29 Wed., December 7
Winter Quarter 2017
Application Packet due by: For the Meeting On:
Tue., January 10 Wed., January 18
Tue., January 31

Wed., February 8

Spring Applications considered

Tue., February 21

Wed., March 1

All NCORE Applications considered

Tue., March 14 Wed., March 22
Spring Quarter 2017
Application Packet due by: For the Meeting On:
Tue., April 11 Wed., April 19
Tue., May 2

Wed., May 10

Summer Applications considered

Tue., May 23 Wed., May 31
Tue., June 13 Wed., June 21


  1. Awards for full-time and part-time faculty are limited to a maximum of $1600.00 per person in any academic year. Part time faculty who teach at both De Anza and Foothill Colleges are allowed a maximum of $1600 total District-wide.
  2. Funds are allocated to defray in part costs associated with conference/workshop fees, airfare or driving mileage to the event (maximum reimbursed is 300 miles driving or the equivalent economy airfare), local mileage or public transportation to the event, parking fees, ground transportation (taxis and shuttles), and lodging (if 75 miles or more away, at $250 max per night); car rental, if applicable.
  3. In order to ensure equitable funding throughout the year, funds are divided among summer/fall, winter, and spring quarters. If funding is available, requests for summer activities will be considered at the last two spring quarter committee meetings.
Funds will not be allocated for:
  • Food, and other expenses not specified above.
  • One-year grant-funded faculty. [If the administrative supervisor verifies the length of position and that the grant will continue at least one year after the activity for which funds are requested, then grant-funded faculty are eligible for conference funds.]
  • Faculty on Article 19, or on leave without pay, retraining stipends, or fellowships.
  • Part-time faculty who have not yet achieved re-employment preference.
  • Enrollment in college or university credit courses. [Training/Retraining Stipends are available from the District. Refer to your union contract, Article 35 and Appendix R, or call District Human Resources for more information.]

Application Process

  1. Conference application forms may be downloaded and filled-out from the Staff Development website at: Call Mary Kay Englen at ext. 8322 if you have questions about completing the application.
  2. The original completed and signed application packet should be submitted to the Professional Development Office for forwarding to the Committee and should contain the following:
    • signature of the dean, supervisor, or manager, and indication that the application is approved or not (applications not approved by the dean will be sent to the VP of Instruction and the President for review).
    • one attached copy of the brochure, flyer, program agenda or relevant web pages showing the conference description; conference, transportation and hotel fees.
    • if requesting mileage reimbursement, a Google map showing the number of miles to the activity.
    • a completed and signed International Travel Authorization Form, if planning to travel outside of the United States.
  3. When an application has been approved for funding, the applicant will receive an award letter and a Trip Voucher, Out-of-State Authorization Form (where applicable), and instructions for reporting expenses.
  4. Employees are responsible for paying for all conference fees and travel expenses. To be reimbursed for these expenses, applicants must submit all three of the following to the Professional Development Office within 45 days of the date on which the activity occurred:
    • a completed and signed trip voucher (the Associate Vice President of Instruction's signature will be acquired by the Professional Development Office).
    • original receipts made out to the attendee for conference fees, lodging, and transportation (receipts issued in someone else's name will not be reimbursed).
    • a 1-2 page written summary of the conference.
    • a copy of the Board Approval for International Travel (if traveling out of country).

Process for Secondary Funding

If you have been approved for secondary funding for your activity, you should plan to turn in ALL receipts for reimbursement on the Professional Development trip voucher. The manager of the secondary funds should fill in the amount of reimbursement at the top of the trip voucher, and sign the bottom. The trip voucher and receipts then go to Professional Development to complete the processing and obtain the final signatures.

Receipts for Personal Reimbursement

The District external auditors require original receipts and proof of payment to be turned in with your Trip Voucher for reimbursement of your approved expenses. Please make a copy of your receipts for your own records before turning them in with your Trip Voucher.

  • Receipts for expenses paid by credit card must show your name, the completed transaction (showing a $0 balance), the credit card type, and for VISA credit card receipts, the first 4 or last 4 digits of the credit card number.
  • Receipts for expenses paid by personal check must show "paid by check" or you may record "paid by check" and the check number on it, and initial it.
  • Receipts for expenses paid with cash must show "paid in cash" or you may record "paid in cash" on the receipt and initial it.

Reimbursing your Department Budget for Approved Expenses

If your department has already paid for part or all of your approved conference expenses with a District purchasing card or Direct Pay request, then the Professional Development Office will process the necessary paperwork to transfer the expense to the appropriate conference budget. You must obtain a copy of the financial record showing that the expense has been charged to the department budget and turn that in at the Professional Development Office with the matching receipts for processing.

Building: Media and Learning Center, Room 246
Contact: Mary Kay Englen
Phone: 408.864.8322

Last Updated: 6/8/17