Administrative Professional Development

Administrative Procedure 5.206

Introduction

This procedure is applicable to persons who are classified as full or part-time administrative employees, who are not classified as Temporary, Contingent, Seasonal, or Student Worker and who are not part of a collective bargaining unit.

Elgin Community College recognizes the benefits of professional development and the institution’s role in providing opportunities for lifelong learning. This is evident not only in the services the College provides to the community, but also in its efforts to develop and maintain the capabilities and competencies of its employees.

This procedure is intended to provide continued education and professional development opportunities to administrative employees as a way of equipping individuals to better perform their current job duties and preparing them to assume additional responsibilities in the future.

Occasionally, the College may be impacted by critical employment shortages in hard-to-fill positions. To address these institutional needs, in addition to offering tuition reimbursement for employees who take classes at ECC, eligible employees may request tuition reimbursement for baccalaureate or graduate-level courses from a regionally accredited institution of higher education or for specialized training leading to professional certification relevant to educational administration or operational support services.    

A. Definition  

Professional development may include activities and related expenses associated with conferences and workshops, tuition, membership dues for approved professional organizations, books, professional publications, hardware, software, and other activities and materials that are directly related to the performance of an employee’s job. Expenses related to job-specific requirements may be funded by the employee’s departmental budget [e.g., sanitation certification, immunization and/or vaccination, CPR/AED, etc.].

Subsequent course reimbursement approval for an employee does not constitute approval of release time to attend a course offered during normal work hours. If relevant, the employee is responsible for securing written approval from his or her supervisor to do this through a flexible work schedule or utilization of vacation or compensatory leave, if applicable.

The following are examples of items that are not considered to be professional development activities or reimbursable expenses:  party costs, snacks, candies for students or colleagues, gifts for students or staff, fitness center memberships, personal enrichment classes, watches, cell phones or phone contracts, subscriptions to music download companies or movie providers, dues for professional associations not related to an employee’s job at the college, furniture, desks, chairs, and equipment not directly utilized in the performance of an employee’s job.  

B. Employee Eligibility  

  1. Active Administrative employee who has successfully completed their introductory period in their current Administrator position, working half-time or more on a regular basis, and
  2. A current “Satisfactory” performance rating.    

C. Benefit Amount  

Eligible employees will be reimbursed for professional development activities and other approved costs at the maximum fiscal year amounts listed below:

  • Full-time            $2,600
  • Part-time           $1,300  

This benefit is available on a fiscal year basis. Reimbursements may be dictated by IRS guidelines and may be changed at the discretion of the college.  

D. Reimbursement Procedures  

  1. To be reimbursed under this program, an employee must submit a completed Reimbursement Request for Administrative Development Funds form to their supervisor for approval with the attached original receipts and completion certificates. Once approved by their supervisor, the packet must be sent to HR- Benefits for final approval and processing within 30 business days of purchase or activity/course completion related to professional development. Reimbursements will be charged to the fiscal year in which the employee purchased the professional development item or completed the professional development activity.

    Reimbursement requests for a course must include:    

    1. Course name and number
    2. Course information, including starting and ending dates
    3. Institution through which the course is being offered
    4. Copy of the course description.
    5. An official transcript or grade report showing satisfactory completion of the course with a grade of C or higher, “pass” on a pass/fail basis, or proof of credit granted (dissertation course), and A receipt itemizing payments for tuition, fees, books, etc.

    Reimbursement requests including travel/meal expenses will be subject to the requirements as set forth in Administrative Procedure 2.601 – Travel and Business-Related Expenses and will be reimbursed in accordance with said Administrative Procedure.  

    Reimbursements requests for all other items/activities must include itemized receipts, foreign currency exchange rates (when applicable) and proof of attendance/completion (when applicable). 

  2. An employee who resigns before an approved course or activity has been completed and/or has announced his or her planned retirement scheduled within six [6] months of the request, is not eligible for reimbursement.
  3. Reimbursements will be made after receipt of all required documents.
  4. IRS regulations may affect the tax treatment of the reimbursement.
  5. Failure to comply fully with Administrative Procedure 5.206 and Administrative Procedure 2.601 (if applicable) will disqualify an employee for reimbursement.
  6. If a Professional Development reimbursement request is denied, the employee may appeal the decision to the Chief Human Resources Officer.  

This policy was last reviewed on 08/31/2023.

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