Staff Development & Training

Statement of Commitment

MESABI RANGE COMMUNITY AND TECHNICAL COLLEGE encourages all employees in life-long learning and career development. It is the College's obligation to balance this philosophy with the expectation that students are our highest priority and the responsibility to maintain a financially-sound institution.

Staff development and training activities are varied and opportunities include, but are not limited to: faculty sabbaticals, technology training and development, tuition waivers, project release time, staff duty days, conferences, individual career planning, and health promotion. The College expends money and other resources to assist funding activities for the professional and personal development of its employees.

Definition of Staff Development

Staff development is a term referring to a myriad of formal or informal efforts and activities that colleges undertake to enhance individual or institutional capacities to teach and serve student. Staff development programs are an economically viable way to improve institutional outcomes and institutional integrity.

The Purpose of Staff Development

The purpose of staff development is to improve job performance, enhance the quality of the work environment and foster personal growth and development.

Through involvement in staff development activities, faculty and staff acquire knowledge about educational issues, develop and utilize new or improved skills or work methods, clarify work-related attitudes or values, derive greater satisfaction from working with students and develop more stimulation and supportive relationships with colleagues.

Types of Faculty and Staff Training Programs

• Workshops to encourage professional growth and to develop new teaching or working methods
• Lecture programs
• Informal and recreational offerings
• Sabbatical / retraining
• Enhanced technical skills
• Conferences
• Career planning

Staff development training requests may be:

1. Employee-initiated
2. Supervisor-initiated
3. Employer/supervisor assigned

Employees may initiate a request for staff development or training by sending a written request to the supervisor. The College Business Absence Form is used to request staff development or training . It would be helpful to also include a copy of the information you have regarding the activity, workshop, course, etc. for the supervisor. On this form the employee will estimate the cost of the activity and indicate whether or not they are going to request staff development funds via the appropriate committee.

Upon the supervisor's approval, the form will be reviewed by the appropriate staff development committee and approved or denied. If the request is denied, there may be other sources for funding of the activity.

SOURCES OF FUNDING

1. Staff Development Funds allocated
2. Departmental Funds (budget item)
3. Institutional Funds (general college funds)

If the activity is required, departmental or institution funds would be appropriate.

If the activity is suggested by the employee, staff development funds or other sources may be used.

ALL RELEASE TIME FROM WORK OR REQUESTS FOR FULL OR PARTIAL PAYMENT OF ACTIVITIES IS AT THE DISCRETION OF THE SUPERVISOR. Services to students, office coverage, and funds available all have to be taken into consideration prior to approval. The supervisor may suggest a better time due to scheduling considerations. The request may be postponed until funding is available.

These forms will be used. They can be obtained in the Office of the Provost.

• Campus Business Absence Form - TO BE SUBMITTED TO THE SUPERVISOR ONE WEEK IN ADVANCE FOR INSTITUTIONAL REPRESENTATION AND TEN DAYS IN ADVANCE FOR STAFF DEVELOPMENT -- LAST MINUTE REQUESTS WILL BE CONSIDERED WHEN CIRCUMSTANCES ARE APPROPRIATE.
• OUT-OF-STATE TRAVEL REQUEST - THIS FORM MUST BE COMPLETED AT LEAST TEN DAYS IN ADVANCE AND IS REQUIRED FOR ALL OUT-OF-STATE TRAVEL, ALONG WITH THE COLLEGE BUSINESS ABSENCE FORM.

The following guidelines have been developed to implement the training and development plans for classified and administrative employees of the Mesabi Range Community and Technical College. Please note that TRAINING refers to employer-assigned, job required activities which provide participants with the knowledge and skills necessary to better perform specific components of their job or prepare for changes in job responsibilities. STAFF DEVELOPMENT is employee-initiated and covers general professional development and further education.

1. Job-required, assigned training - is considered to be a normal work assignment made by the employee's supervisor.
   
   • Staff development funds should not be used. Assigned courses should be paid by some other means, such as institutional funds or department budgets.
   • Includes payment of 100% of all costs (registration, supplies, books, travel)
   • Release time must be granted for this during working hours.
     
2. Job Related, non-assigned, employee-initiated activities - training is related to the job, but not necessarily required by the supervisor.
   
   • Employee may initiate.
   • Employee can receive up to100% reimbursement for the cost of the conference/workshop or up to 100% of tuition, at the discretion of the staff development committee.
   • The cost of books and supplies will not be reimbursed.
   • Employee cannot be reimbursed for books, other materials, or fees.
   • Reimbursement is always dependent on the availability of funds and upon successful completion of the course or program.
   • Supervisors approve the release time.
   • Part-time employees are eligible for reimbursement only if their assignment is at or exceeds 75%. If eligible, reimbursement will be pro-rata up to 75% of registration or course cost.
     
3. Non-job related, employee initiated, non-assigned activities (career development) - includes workshops, courses, seminars, academic coursework at the associate, bachelor's or advanced degree level
   
   • Reimbursement up to 75% of registration for workshops, courses, seminars. No reimbursement for supplies or travel expenses. (Employees should be encouraged to explore participation in available continuing education or personal enrichment programs offered by the community college.)
   • Academic coursework at the associate, bachelor's or advanced degree level can be reimbursed at 75% of the applicable tuition rate, not to exceed 75% of the current UMD upper division, academic year tuition rate.
   • Priority should be given to first time requests.
   • Approval is always contingent upon availability of funds for this purpose.
   • Supervisors may recommend requests that include reimbursement, release time, or a combination of both as individual circumstances warrant.

College-wide classified staff development activities should be funded from the college allocation for staff development.

General Considerations

Individuals pursuing academic degrees for which employer assistance (tuition reimbursement) is sought must prepare a CAREER PLAN. This plan must be approved by the employee's supervisor and the Director of Human Resources (President's designee) and it should specifically identify those courses which are job-related and job-required.

• Reimbursement is possible for coursework at the associate, bachelor's or advanced degree level if funding is available.
• Individuals must provide proof of course completion with a grade of  "C" or better prior to receiving reimbursement.

Procedure for approval of individual classified staff development includes the following:

• Review and approval by the individual employee's supervisor.
• Review and approval by a classified staff development committee which is representative of the various departments and bargaining units of the college.
• Specific instructions for completing required forms and timing of requests to the committee.

Priority in funding requests should be as follows:

• First to job-required, assigned training
• Second, to job-related, employee-initiated activities (non-assigned)
• Third, to non-job related, employee initiated activities (non-assigned)
• Priority should also be given to first time requests in the fiscal year and allocation of remaining funds at the end of the fiscal year, as appropriate

ANOTHER REMINDER: APPROVAL IS ALWAYS DEPENDENT ON THE AVAILABILITY OF FUNDS.

• There will be no reimbursement for supplies, travel expenses, or miscellaneous costs for non-assigned activities.
• Staff development funds should not be used to fund activities which are primarily personal or social in nature. Examples of this include memberships, on-going health-related programs, subscriptions, church-related activities, or individual recreational travel.
• Seasonal employees are eligible to participate in college staff development and training programs and may also seek reimbursement pursuant to these guidelines if their appointment is at or exceeds 75%.

The employee expense report is used to obtain reimbursement for expenses while travelling or training on approved leave. Expenses include mileage (if appropriate), lodging, meals, and miscellaneous expenses as described in employment contracts. Receipts are needed for most expenses, with the exception of meals. Receipts are to be attached to this form, when it has been completed and signed by both employee and supervisor. The Business Office will assign a cost code to the expense report and complete processing. The reimbursement is paid on the biweekly paycheck.

• See specific bargaining unit agreements for reimbursement amounts.
• Questions on completing the form should be addressed to the Business Office.

Affidavit for Expenses

Expenses that are incurred for which a receipt was lost or could not be obtained can be reimbursed if the Affidavit is completed. It requires information about the expense(s) and must be notarized by a Notary Public.

A notary is located on the Virginia Campus in the Human Resources Office On the Eveleth Campus, the Business Office has a notary and one is in Student Services. The Affidavit is to be attached to the Employee Expense Report, along with any receipts.

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