Professional Development

The PD Fund is to financially support staff activities that go beyond the normal scope of duties, including projects such as professional development, educational assistance and training to improve service and operations to the extent that a site budget may not, in full or in part be able to fund.

Capstone On-Campus Management intends that the professional development fund will not only provide professional enrichment for the individual employee but will also benefit the site staff, students and Capstone community.  Proposed professional development activities must accomplish one or more of the following:

• Prepare staff for increased or new responsibilities, including staff leadership responsibilities
• Provide staff opportunities to refine skills for career enhancement through programs in work-related areas such as supervision, writing, public speaking, computing, teambuilding, etc.
• Improve interpersonal skills through human relations training
• Support professional activity such as conference presentations, classes and leadership service

Committee:  the PD Fund Committee will consist of at least four voting members selected by the Capstone On-Campus Management staff.  The committee will be comprised of one Director, one Assistant Director for Residence Life, one Assistant Director for Operations and one Maintenance Supervisor. The appointed positions may be altered with the permission of the President of Capstone On-Campus.  A Chairperson will be appointed to the committee by the President of Capstone On-Campus Management and will only vote in the case of a tie.

Fund eligibility is extended to all Capstone Management site staff.  In an effort to promote structure, continuity, and encourage growth opportunities among Capstone employees, funding may be provided to new and seasoned staff members.

The PD Fund Committee encourages applicants to also seek alternative funding sources whenever reasonably practical in order to provide funding for employees whose site budget lack financial resources.

Capstone corporate staff will provide the approved annual PD Fund allocation at the beginning of the new fiscal year (January) and inform the PD Fund Committee. This will assist employees in making timely fund requests to the PD Fund Committee, as well as plan and budget for other available resources.

Fund applications will be reviewed and decided by the PD Fund Committee within 30 calendar days of payment for the request.  In an effort to foster proper planning, the PD Fund Chairperson will share a list of major and ongoing events/activities and dates via email at least twice a year.

In order to further promote equity and fund distribution amongst sites and individuals, the PD Fund Committee, in awarding funds, will consider the applicant’s previous attendance at major activities, contributions at conferences (presenting, volunteering, etc) and return of information / contribution to the site and Capstone organization.

In consideration for receiving funds, recipients may be asked to serve on Capstone committees and/or asked to share what they have learned with their site staff and Capstone community. Recipients may share that information through email or Capstone sponsored conferences/meetings.

The PD Fund Procedures and Application are available on the Capstone On-Campus Management website under the Careers link.  Employees may also obtain copies of the procedures and application from a Regional or Director.

Multiple fund applications from a site must be prioritized by the respective Regional Manager prior to being submitted to the PD Fund Committee for consideration.

Initial Fund Application:

1. Submit the Fund Application to the PD Fund Chairperson after approval from immediate supervisor along with supporting documentation.
2. Fund Applicationwill be rated/awarded based on the following considerations:
   1. PD Fund availability of funds;
   2. Relevance to applicant’s professional development and contribution to site and corporate success;
   3. Sites frequency of awards based on current/historical data;
   4. Regional Manager’s priority of funding for multiple applications;
   5. Site match and/or inability to pay;
3. You should receive a response from the PD Fund Committee Chairperson within 30 calendar days from the requested payment date.

Travel & Expense Reimbursement Form:

1. If your award is approved, the applicant must then follow reimbursement procedures identified in the Employee Information Guide. The following are considered allowable and reimbursable expenses:  (Employee Information Guide)
1. Airfare or train fare for travel in coach or economy class or the lowest available fare
2. Car rental fees, only for compact or mid-sized cars
3. Fares for shuttle or airport bus service, where available; costs of public transportation for other ground travel
4. Taxi fares, only when less expensive transportation is not available
5. Cost of standard accommodations in low to mid-priced hotels, motels, or similar lodgings
6. Cost of meals, no more lavish than would be eaten at the employee’s own expense
7. Tips not exceeding 18% of the total cost of a meal or 10% of a taxi fare
8. Charges for telephone calls, fax, and similar services required for business purposes
9. Reasonable amount spent on groceries when an employee is staying an extended period of time
10. Other reasonable charges may be considered
2. Employees are expected to take advantage of “amenities” provided through professional development fees (examples include meals at conferences, reduced transportation fees, etc).
3. While professional development events/activities may take on different meanings the following list of activities/events are considered allowable for reimbursement. Although in-state events/activities are considered the most cost effective, Capstone also recognizes the benefit for prudent out-of -state sponsored activities/events for professionals and support staff. Activities/events include but may not be limited to:
1. Attending professional development conferences, workshops, seminars, lectures and technical trainings related to the administration of housing and residential life
2. Attending interdisciplinary seminars and meetings such as personnel management, decision making, time management, customer service, administration and management, leadership training, and strategic planning
3. Making presentations at professional meetings
4. NHTI or other comparable intensive training institutes
5. Participation in special projects and committees as deemed allowable by the Executive Staff
6. Other functions authorized by the Regional Manager and Vice-President of Operations or authorized representative
4. The site Purchase Card can not be used for corporate funded expenses.  Award monies will be distributed via check to the vendor and/or reimbursed to the employee.  The terms of the payments will be discussed with the employee when the award is approved.

Appeals Process:  In the event that actual expenses exceed the amount detailed on the Fund Application, the applicant may submit a written appeal along with supporting documentation to the PD Fund Chairperson explaining the circumstances. Although not all appeals may be granted, all appeals will be considered.

Resources:  Southern Polytechnic State University/University of Davis — Maine Association of Financial Aid Administrators