Conference Leave

Conference Leave Fund Application Instructions

In the approved WVMFT, AFT 6554 Contract for 2019, Article 35 establishes a fund for all full-time and associate faculty members to attend conferences, professional meetings, and other activities designed to improve the professional competencies of the members. The goal of the fund is to provide opportunities for West Valley College faculty to update teaching techniques/methods, gain innovative ideas, and obtain professional learning and growth in their subject area or area of service to the campus community.

For academic year 2020-2021, the Conference Leave Fund can apply to:

  • Class fees for projects associated with column advancement, PG&D, or sabbatical
  • Conferences (e.g. webinars, virtual trainings, classes, online workshops, etc.)
  • Professional meetings
  • Activities designed to improve the professional competencies of the members
  • Activities shall be pertinent to the educational objectives of the department and college

Activities shall be related to the specific professional area of the member; provide innovative ideas, update teaching techniques/ methods, and present new areas for growth in the faculty’s professional area; or other related professional activities.

  • Activities shall be pertinent to the educational objectives of the department and the college.
  • Activities shall not require the faculty member to be absent from scheduled duties more than 5 days during an academic year. An extension may be granted with approval of the appropriate college president.
  • As of the publication of this document, Assembly Bill 1887 prohibits travel to the following states as of this writing: Alabama, Iowa, Kansas, Kentucky, Mississippi, North Carolina, Oklahoma, South Carolina, South Dakota, Tennessee, and Texas. Please confirm this prior to applying if your conference is at one of the listed states.

Please review the Conference Leave Application (CLA) and Scoring Rubric (listed below) to ensure that your proposal meets the requirements and priorities established by the College.

  1. Review the Conference Leave Scoring Rubric to ensure that your proposal meets the requirements and priorities established by the College.
  2. Activities shall be related to the specific professional area of the member; provide innovative ideas, update teaching techniques/ methods, and present new areas for growth in the faculty’s professional area; or other related professional activities. They can also include virtual conferences and class fees for projects associated with column advancement, PG&D, or sabbatical.
    1. Activities shall be pertinent to the educational objectives of the department and the college.
    2. Activities shall not require the faculty member to be absent from scheduled duties more than 5 days during an academic year. An extension may be granted with approval of the appropriate college president.
    3. As of the publication of this document, Assembly Bill 1887 prohibits travel to the following states as of this writing: Alabama, Iowa, Kansas, Kentucky, Mississippi, North Carolina, Oklahoma, South Carolina, South Dakota, Tennessee, and Texas. Please confirm this prior to applying if your conference is at one of the listed states.
  3. Submit the online Conference Leave Application (CLA).
  4. Fill out the Part 1 of the Conference Attendance Reimbursement Form found on the district site. Be sure to set out a specific budget for the endeavor and follow all travel and conference district procedures. No online application (CLA) will be reviewed by the Conference Leave Committee without the Dean’s and Chair’s signatures. If legacy funds are being used to support your proposal, the account numbers and amount of funding MUST appear at the bottom of Part 1 of the form.
  5. Upload your Conference Attendance Reimbursement Form (CARF) to the Docusign site on the Portal. Please send an envelope for signature in the following order:
    1. Your Dean: Deans have the authority to request more information regarding your proposal and may deny your attendance (with written legitimate justification) before it reaches the Conference Leave Committee.
    2. Forward the completed and signed CARF to Conference Leave Committee at: conference.leaveFREEWEST_VALLEY
  6. The Conference Leave Committee reviews applications once per week. You will receive quick notice of approval, disapproval, or request for additional information
  7. If the Conference Leave committee does not fully fund your request, or denies funding, you may also seek other sources for your proposal through your Dean or Chair.
  8. Upon return, promptly submit all receipts and your Part 2 of the Conference Attendance Reimbursement Form to your Dean in your Division or School. As per District policy, reimbursement requests must be submitted within 45 CALENDAR days of the last day of official activities of the official event. Without exception, no reimbursement requests will be honored if submitted after this 45-day requirement has passed.

It may be possible to process a district check request for prepayment of lodging and/or registration expense, per the following guidelines.

  1. You must be 100% certain that your travel plans are final and confirmed. You will be responsible for retrieving or reimbursing the disbursed funds in the event that your travel plans change after pre-payment has been sent by the district.
  2. It is the responsibility of the applicant to ensure that the lodging property will, in fact, accept prepayment in the form of a district check, and to secure an official and formal lodging invoice/bill from the property. The applicant must also ensure that the per night charge does not exceed allowable guidelines. It is expected that if the travel takes place in California, the faculty member will submit an Occupancy Tax Waiver form to the hotel as they are traveling as an employee of the State of California.
  3. In the case of a requested pre-payment of registration, a formal registration form, along with an official registration bill or invoice must accompany the check request.
  4. The applicant is responsible for ensuring all prepayment request contain complete and official documentation, and also that the documentation and check request form are submitted to the appropriate budget administrator in a timely manner.
Last Updated 2/8/21