IS - 2084 Professional Development	Human Resources Release Date: 7/12/01
Policy

CNM Board Policy

Employee Handbook 6.01,  Educational Benefits
Employee Handbook 6.02,  Professional Development
Employee Handbook 8.13,  Professional Leave
Employee Handbook 8.14,  Professional Development Leave
Employee Handbook 8.17,  Leave without Pay 

Governing Board Policy Handbook 5.05,  Professional Development

Administrative Directive

Introduction

In accordance with Governing Board policy, Central New Mexico Community College (CNM) offers a program of professional development for employees.  The program is designed to help employees continually develop and improve their competencies in order to improve service to students, the community and the college.  CNM employees are given the opportunity to attend conferences, seminars, workshops, and degree programs, or to take professional leave to work with outside organizations.  CNM supports this program by paying, in part or in full, certain expenses as outlined in this policy.  In making decisions regarding professional development, the operational and departmental needs of CNM will be considered.

This document supercedes all previously published materials relating to Professional Development guidelines and procedures.

1. Types of Professional Development Activities

Professional development activities at CNM are available at the institutional, departmental, and individual levels.  New Employee Orientation, provided by the Human Resources Department, offers an overview of the educational benefits and professional development activities available to CNM employees. 

1.1 Activities and educational benefits include possible release time and reimbursement for attending conferences, workshops, seminars, individual courses, and degree programs.

1.2 Professional Development Leave is available to full-time employees with three or more consecutive years of full-time employment at CNM who wish to participate in outside employment opportunities for up to one year.

1.3 The Tools for Teaching: Constructing Knowledge Course and other appropriate instructional technique courses at CNM or the University of New Mexico are required of full-time instructors and instructional technicians with limited or no teaching experience and should be completed during the first year of employment.

2. Individual One-Year Plan for Professional Development

As part of the annual Performance Evaluation, CNM employees develop a One-Year Plan for professional development that includes, but is not limited to, coursework, workshops, conferences, independent study, research projects, training sessions, job exchange programs, wellness programs and personal growth activities. 

2.1 The employee and supervisor discuss and agree on a plan, which indicates the supervisor's approval upon reaching such agreement.  

2.2 The plan may include goals and activities that promote the mission of CNM and improve the employee’s job performance.

2.3 Parts III and IV of the Staff Performance Appraisal are completed at the time of the evaluation and reviewed throughout the year to assess the employee's progress toward professional development goals.

3. Tools for Teaching: Constructing Knowledge Course

The Tools for Teaching: Constructing Knowledge course is offered to all full and part-time CNM instructional personnel.  Instructional methodologies for enhancing adult learning are emphasized, including goals and objectives, learning theories, learning styles, assessment tools, instructional techniques and classroom communication.  The course also offers an orientation to CNM's history, mission, and organization as well as the teaching and learning resources available within the institution.

New instructors with limited or no teaching experience are required to take the course and should complete it during the first year of employment.  The department dean may waive this requirement for those employees who have completed suitable college coursework or who have substantial teaching experience.

The Organizational Learning Technology Education Center website provides an overview of the program in addition to course descriptions and requirements.

4. CNM Coursework

CNM employees are eligible for waivers of tuition, registration, and lab fees to attend CNM courses.  Tuition and fees may be waived only once for any individual course.  An employee who withdraws or does not successfully complete a course may not receive additional tuition and fee waivers for the same course.  Each employee is responsible for initiating and submitting the required Tuition Waiver for approval prior to class registration.  The Table of Eligibility, Expenses, and Leave Benefits provides an at-a-glance reference.

4.1 Approval of the Tuition Waiver by the direct supervisor/dean and division vice president is required prior to class registration.

4.2 The approved Tuition Waiver is presented to Student Registration Services at the time of registration.

4.3 Regular full-time employees are eligible for waivers for up to 12 credit hours per year (June 1 – May 31).

4.4 Regular part-time employees are eligible for waivers for up to 4 credit hours per year (June 1 – May 31).

4.5  Successful completion of a course is defined as one of the following grades: 

• C or better for A, B, C, D, F courses

• P for Pass/Fail courses

• CR for Credit/No-Credit courses

• PR for Graduate Thesis/Dissertation work

5. Coursework Outside CNM

Regular full-time employees are eligible for reimbursement of tuition only for courses taken outside of CNM.  Fees for course registration, graduate student associations, books, labs, and supplies are not reimbursable.  Each employee is responsible for initiating, submitting, and obtaining approval on the required Application and Approval for Professional Development Tuition Reimbursement form prior to beginning coursework. 

Reimbursement of course tuition is allowed for a maximum of 12 credit hours per year (June 1 – May 31) and may not exceed the graduate credit rate at the University of New Mexico.  Proof of course completion (a grade report) and receipts must be provided at the end of the term.  The Table of Eligibility, Expenses, and Leave Benefits provides an at-a-glance reference.

5.1 Credit or non-credit classes taken at the University of New Mexico or any accredited institution of higher education other than CNM are eligible for reimbursement if they relate directly to the employee's professional development and are approved by the employee's supervisor.

5.2 Approval of the Application and Approval for Professional Development Tuition Reimbursement form by the direct supervisor or dean is required prior to class registration.

5.3 Application and Approval for Professional Development Tuition Reimbursement forms are processed three times annually (July, October, and February).

5.3.1 Proof of course completion (a grade report) and tuition receipts must be submitted prior to reimbursement dates.

5.4 The maximum reimbursable credit hours for graduate program activities, which are based on the University of New Mexico’s minimum credit-hour requirements, are: 

• 6 credits for a master’s thesis

• 15 credits for an MFA project

• 18 credits for a doctoral dissertation

5.5 Successful completion of a course is defined as one of the following grades:

• C or better for A, B, C, D, F courses

• P for Pass/Fail courses

• CR for Credit/No-Credit courses

• PR for Graduate Thesis/Dissertation work

5.6 Reimbursement may not exceed the graduate credit rate at the University of New Mexico.

5.7 Tuition reimbursements may be taxable.  Additional information may be obtained from the Business Office (224-4436).

5.7.1 Employees are encouraged to obtain the advice of their personal tax advisor regarding application of tax law to their specific circumstances.

6. Conferences, Seminars and Workshops

Regular full-time employees may request to attend professional development activities such as conferences, seminars, and workshops as they become available throughout the year.  With the approval of the designated supervisor, employees will be paid at their regular rate during the time spent at College-related professional development activities.

CNM financially supports professional development to the extent permitted by the budget and operational needs.  Requests for financial support of an activity must be submitted and approved in advance.  When employees are required to participate in a specific activity, costs are typically covered by CNM.  The Table of Eligibility, Expenses, and Leave Benefits provides an at-a-glance reference.

6.1 The employee is responsible for initiating the request to attend a conference, seminar or workshop.  The request is made through the immediate supervisor and must include a description of how the employee will benefit from the experience and how the information will be shared with peers.

6.2 Prior approval and signatures of the dean/supervisor or department head and the division Vice President are required to initiate pre-payment using a Department Purchase Order (DPO) or Purchase Requisition (PR).

6.2.1 If expenses are less than $500, the supervisor or administrative assistant completes a Department Purchase Order.  Refer to IS-1810 Department Purchase Order for details.

 6.2.2 If expenses are more than $500, the supervisor or administrative assistant completes a Purchase Requisition.  Refer to IS-1808 Purchase Requisitions for details.

6.3 Proper documentation, including receipts, must accompany requests for reimbursement of any expenses not pre-paid through a DPO or PR.

6.4 Part-time employees are not eligible for payment for activities attended on a voluntary basis.

7. Travel Expenses for Conferences, Seminars and Workshops

Regular full-time and part-time employees may request partial or total pre-payment of travel expenses in conjunction with professional development activities.  Allowable travel expenses (as defined by CNM’s travel policy and procedure IS-2512) may be paid or shared by CNM or the employee’s department in accordance with CNM policy and the state’s Mileage and Per Diem Act.  The Table of Eligibility, Expenses, and Leave Benefits provides an at-a-glance reference.

7.1 A Travel Request must be submitted for the supervisor's and appropriate Vice President's approval before travel arrangements are made or expenses incurred. 

7.2 All travel is coordinated through CNM's travel management system.  Each College division designates employees to serve as travel coordinators for designated areas. 

7.3 Requests for out-of-state travel should be submitted at least 30 working days prior to departure. 

7.4 For travel expenses that have not been pre-paid or billed, a Travel Voucher detailing these expenses is submitted with receipts to the department travel coordinator for reimbursement.

8. Release Time / Flex Time for Professional Development

Employees may be granted release time or flex time for professional development activities that cannot be accomplished outside duty hours.  Release or flex time may be available for CNM classes and other professional development activities, but must not interfere with the normal operation of the employee's department.  Decisions about release or flex time rest with the supervisor.  The Table of Eligibility, Expenses, and Leave Benefits provides an at-a-glance reference.

8.1 Regular full-time employees may receive a maximum of three hours per week in release time to take CNM courses.

 8.1.1 Release time is not available for non-CNM coursework.

 8.2 Regular full-time employees may work an adjusted flex-time schedule to accommodate college courses leading to a long-term educational goal with the approval of the supervisor.

9. Professional Development Leave

Professional Development Leave is an extended period of time away from work at CNM, not to exceed one fiscal year, to allow employees a means of updating their professional experience by working for an outside industry.  For the purpose of this policy, industry is defined as a private business or industrial organization, a government or public agency or an academic setting regularly employing five or more persons.

Regular full-time employees who have completed three years of continuous full-time service are eligible to apply for Professional Development Leave.

9.1 The employee on Professional Development Leave is paid up to one-half of the daily rate of pay for which the employee would have qualified as an employee of the College provided:

• The employee is hired in a position commensurate with and appropriate to the duties assigned at the College;

• The pay from the industrial employment does not equal the employee’s daily pay rate and the employee is not paid below the prevailing rate of pay for such employment;

•  The leave is full time.

9.2 Professional Development Leave is granted only upon agreement by the employee to return to the College for at least two terms for each term on leave (or eight months for each four months on leave for non-instructional employees), or to repay to the College the salary received from the College during the period of leave.  

9.3 Employees interested in taking Professional Development Leave must complete an Occupational or Academic Upgrading Application form and submit the form to the dean or department head for approval.  Employees must also complete an Occupational or Academic Upgrading Agreement form, obtain the appropriate signatures, and submit it to the dean or department head prior to starting outside employment.

9.4 The College continues to pay its share of premiums for insurance in which the employee is enrolled when Professional Development Leave is approved, provided the employee returns to the College for at least two terms for each term on leave (or eight months for each four months on leave for non-instructional employees).  An employee who fails to fulfill this requirement is liable for all payments made by the College on the employee’s behalf.

9.5 The employee is guaranteed reinstatement in the previous position upon return to the College.

9.6 If regular salary increments for length of service are contained in the pay plan, the period of leave is counted as a period of service in the computation of future length-of-service increments.

9.7 The employee may continue participating in the educational retirement plan by making appropriate contributions as agreed by the College and the Educational Retirement Board.

9.8 Sick, annual and personal leave benefits accrues as though the employee were working full time for the College.

10. Leave without Pay for Professional Development

Leave without pay may be granted for professional development activities for up to one year outside the Family and Medical Leave Act when the President determines it is in the best interest of the College.  Employees who are not eligible for Professional Development Leave may use this option for long-term (up to one year) professional development activities. 

The College reserves the right to assign the employee returning from leave to an alternate position of the same grade if the position must be filled during the employee's absence and is not vacant at the conclusion of the leave.

10.1 An employee may request leave without pay outside the Family and Medical Leave Act for up to one year. 

10.1.1 If the request is granted and the employee does not have more than three years of service, the employee pays l00 percent of the cost of his or her insurance premiums while in this status.

10.2 An employee with more than three years of service may be granted leave without pay outside the Family and Medical Leave Act for professional development and keep benefits current for up to 105 calendar days by paying, in advance, the employee cost of the insurance premiums.  

10.2.1 The employee pays 100 percent of the cost of insurance premiums for any leave without pay extending beyond 105 calendar days. 

10.3 An employee does not accrue sick or annual leave while on leave without pay outside the Family and Medical Leave Act for professional development. 

10.4 An employee is not eligible for paid holidays while on leave without pay. 

11. Definitions   

Forms:	Application and Approval for Professional Development Tuition Reimbursement Department Purchase Order Occupational or Academic Upgrading Agreement Occupational or Academic Upgrading Application Staff Performance Appraisal Form Purchase Requisition Request for Leave Form Timesheet/Leave Register Tuition Waiver
Support Materials:	IS-1802, Time Sheet/Leave Register IS-2512, Travel IS-1810, Department Purchase Order IS-1808, Purchase Requisitions IS-2028, Performance Evaluation
Reference Materials:	Employee Handbook 6.01,  Educational Benefits Employee Handbook 6.02,  Professional Development Employee Handbook 8.13,  Professional Leave Employee Handbook 8.14,  Professional Development Leave Employee Handbook 8.17,  Leave without Pay Family and Medical Leave Act Governing Board Policy Handbook 5.05,  Professional Development Tools for Teaching Workshop