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EL PASO COMMUNITY COLLEGE
FACULTY PROFESSIONAL DEVELOPMENT LEAVE ELIGIBILITY REVIEW
Section I: To be completed by employee.
Name of Employee:
Type of leave requested:
Date(s) of leave requested:
List of prior approved staff professional development leaves:
Type:
Dates:
to
Type:
Dates:
to
List of prior leaves of absence without pay:
Type:
Dates:
to
Type:
Dates:
to
Section II:
1.
To be completed by Human Resources Department (Employee Benefits Office).
Short-term
Eligibility:
Professional Staff/Classified Staff
Faculty
Duration of Leave:
Less than one semester:
Minimum length of service:
(From hire date or date of last leave)
2.
3 years
Yes _______ No
Yes _______ No
Extended
Eligibility:
Duration of Leave:
______ Professional Staff/Classified Staff
______ Faculty
Entire Contract Year
½ Contract Year
Minimum length of service:
(From hire date or date of last leave)
5 years
Yes _______ No
Yes _______ No
Yes _______ No
Faculty Professional Development Leave Eligibility Review, page 2
3.
Externship
Eligibility:
_____ Professional Staff/Classified Staff
_____ Faculty
Duration of Leave:
One semester or less
Minimum length of service:
(From hire date or date of last leave)
5 years
Yes _______ No
Yes _______ No
Name of Organization outside the College District: ______________________________________
4.
Employee Exchange
Eligibility:
_____ Professional Staff/Classified Staff
_____ Faculty
Duration of Leave:
Up to one year
Yes _______ No
Minimum length of service:
(From hire date or date of last leave)
5 years
Yes _______ No
Name of Academic Institution:
5.
________________________________________________
Internship
Eligibility:
_____ Professional Staff/Classified Staff
_____ Faculty
Duration of Leave:
Up to one year
Yes _______ No
Minimum length of service:
(From hire date or date of last leave)
3 years
Yes _______ No
Name of EPCC Department:
________________________________________________
______________________________________________
(Human Resources Authorization)
_____________________________________________
(Date)
APPLICATION FOR PROFESSIONAL DEVELOPMENT LEAVE
APPLICANT’S NAME:
DATE OF LEAVE REQUESTED:
RECOMMENDED BY IMMEDIATE SUPERVISOR:
Supervisor Signature:
Print Name:
LENGTH OF LEAVE:
TYPE OF LEAVE:
Yes
No
Short Term
Educational Leave
Externship
RECOMMENDED BY SECOND-LINE SUPERVISOR
Long term
Special Project
Internship
Yes
No
Supervisor Signature:
Print Name:
APPLICANT’S PROPOSAL:
(Attach documents as required in the procedure/use additional sheets if necessary)
1. State the objective(s) of the proposed professional development leave activity(s):
2. Describe the specific task on how you will accomplish the stated objective(s)
COMMENTS
Instructional Dean or
Dean or Second Line Supervisor
Immediate Supervisor
APPLICANT’S PROPOSAL:
3. Outline the potential of this proposal to contribute to the following:
(specify the division department goal(s) addressed by this Professional
Development activity)
a.) Educational Development of EPCC students
b.) Professional and personal renewal
Instructional Dean or
Immediate Supervisor
COMMENTS
Dean or Second Line Supervisor
COMMENTS
APPLICANT’S PROPOSAL:
c.) Educational programs(s) of the division/department of the college
d.) Community
Instructional Dean or
Immediate Supervisor
Dean or Second Line Supervisor
APPLICANT’S PROPOSAL:
4. Specify plans for application and dissemination of knowledge and skills
through this professional development leave activity:
5. Describe the institutional resources required to carry out this activity:
(i.e., expenses to college; substitute)
6. List other professional development leave request and/or approvals and
the date of each activity:
COMMENTS
Instructional Dean or
Dean or Second Line Supervisor
Immediate Supervisor
COMMENTS
APPLICANT’S PROPOSAL:
Instructional Dean or
Immediate Supervisor
SUMMARY
I have reviewed the college procedure on professional development leave
and understand that a follow-up report is due for any approval professional
development.
Applicant’s Signature
Proposal Approved:
Date
Yes
No
Pending
Comments:
Have you attached the following documents:
A. Educational Leave:
1. Letter of acceptance
2. Proposed course of study
3. Transcripts of work in progress
B. Special Projects:
1. Appropriate documentation for activity
C. Externship/Internship:
1. Externship/Internship Agreement
2. Job description/outline of duties
D. Documentation maybe added up until committee review
E. Check List
Dean or Second Line Supervisor
SUMMARY
EL PASO COMMUNITY COLLEGE
PROFESSIONAL DEVELOPMENT LEAVE REQUEST
I _________________________ agree to serve the El Paso Community College
District for at least one academic year following my professional development
leave. I understand that if I do not return to the service of the College, the entire
compensation of the leave period must be returned to the College except in the
case of permanent disability or death.
____________________________________
Faculty Member
_________________
Date
PROFESSIONAL DEVELOPMENT LEAVE – CHECKLIST
Documentation
Submitted to
Instructional Dean
Application
[ ]
Will be forwarded later to
Chair of Professional
Development Committee
[ ]
Not applicable
Letter to the President
Requesting leave
[ ]
[ ]
[ ]
Externship/Internship Form
[ ]
[ ]
[ ]
Educational Plan
(Proposed course of study)
[ ]
[ ]
[ ]
Letter of acceptance to
Educational institution
[ ]
[ ]
[ ]
Transcripts of course-work
Completed
[ ]
[ ]
[ ]
Other appropriate
documentation (please print)
[ ]
[ ]
[ ]
[ ]
PROFESSIONAL DEVELOPMENT LEAVE
FOLLOW-UP REPORT
NAME __________________________DISCIPLINE/DEPARTMENT ______________________
TYPE OF PROFESSIONAL DEVELOPMENT ________________________________________
LOCATION _________________________________ DATE ____________________________
OUTCOMES OF PROFESSIONAL DEVELOPMENT EXPERIENCE
1.
List objectives from your professional development leave experience and provide
information as to level of achievement of each objective. (Attach additional sheets if
necessary.)
2.
Briefly describe what you did during the professional development leave.
3. What specific information and experience will be incorporated in your course content and
instructional approaches?
4. What follow-up activities have been generated by your leave?
Follow-up Report
Page 2
5. What was the single most important benefit to you from your professional development
leave?
6. What aspect of the professional development leave was not helpful, if any?
7. What suggestions do you have for improving professional development leave experiences for
EPCC faculty in the future.
Reports are due within 30 days after completion of leave.
Distribution:
1 copy to Instructional Dean/Supervisor
1 copy to Faculty Development Coordinator
PROFESSIONAL DEVELOPMENT LEAVE
FOLLOW-UP ASSESSMENT
Faculty Member _________________________Disc./Dept ______________________________
Type/Dates of Professional Development ___________________________________________
Evaluator Completing Assessment _______________________Title ______________________
Date of Assessment ____________________________________
DIRECTIONS: The immediate supervisor is to complete the following form within 60 days of the
faculty member’s return to work from their leave. The supervisor should use the follow-up report
and a meeting with the faculty member as the basis for completing this form. One copy of the
completed form should be given to the faculty member and another should be forwarded to the
Office of Faculty Development.
1. Did the faculty member meet all of the objectives of the leave as stated in the original
request? Briefly, explain the basis for your answer.
2. What do you consider to be the strengths of this leave in regard to benefit to the individual
and to the College?
3. Were follow-up activities as described on the professional development leave effectively
fulfilled? Would you recommend additional follow-up activities?
Faculty Member’s Comments:
Signature of faculty member __________________________________
Signature of evaluator _______________________________________
EL PASO COMMUNITY COLLEGE DISTRICT
BOARD POLICY
3.22.03
PROFESSIONAL DEVELOPMENT LEAVES
A.
Professional Development Leave for work experience, study, research, writing, field observations, or other suitable
purposes may be granted by the Board of Trustees subject to available funds. Full-time probationary or tenured faculty,
professional support, Classified Staff, and/or Administrative staff who have completed a minimum number of years of
service with the College, as specified, are eligible for such leave upon the recommendation of the President of the
College.
B.
Applications for Professional Development Leave is normally initiated during the academic/fiscal year preceding the year
in which the employee is eligible for such leave. Professional Development Leave shall be granted for the purpose of
encouraging scholarly achievement and/or the professional development of the staff member, and the value of the
employee’s subsequent services to the College.
C.
There are five categories of Professional Development leave: 1) short term, 2) extended, 3) externship, 4) employee
exchange, and 5) El Paso Community College Internships.
1.
Short Term Leave. Short term professional development leave is a paid leave of less than one semester during
an academic or fiscal year. All full time regular staff (Administrative/Professional Support/Faculty and
Classified Staff), upon the completion of a minimum of three years of continuous full-time service, shall be
eligible for short term leave.
2.
Extended Leave. An extended professional development leave may be granted for an academic of fiscal
contractual period during which time the staff member shall receive one-half of his/her regular salary or it may
be
granted for one-half of the academic or fiscal contractual period with full salary. A tenured faculty member,
or a
regular administrator, professional support, or classified staff member who has completed a minimum of five years of
continuous full-time service, shall be eligible for an extended professional development leave.
D.
3.
Externship. An externship is a paid leave for up to one semester for working experience in the teaching/working
field as a means of updating one’s professional expertise. A probationary or tenured faculty or a regular
administrator, professional support, or classified staff member who has completed a minimum of (5) five years
of continuous full-time service shall be eligible for an externship.
4.
Employee Exchange. An employee exchange is an exchange of tenured faculty for one semester of one academic
year, or an exchange of administrative, professional support, or classified staff for a period up to one year,
between two academic institutions or organizations which is designed to expand the participants’ knowledge of
the community college, specific discipline, department, student needs, and/or teaching approaches. All tenured
faculty and full-time regular administrative, professional support, and classified staff with a minimum of five (5)
years of continuous full-time service are eligible for the staff exchange program.
5.
Internship Leave. An internship leave involves assignment for up to one (1) year to another El Paso County
Community College District department to increase knowledge in specific operations as well as relationships to
overall college operations. Probationary and tenured faculty and other full-time, regular staff (Administration
Professional Support, and Classified Staff with a minimum of three (3) years of continuous full-time service are
eligible for the internship program.
An employee who is granted professional development leave for one full semester or longer is expected to return to
duties in the College for at least one contractual year. If the employee does not return to the service of the College, the
entire compensation of the Professional Development Leave period must be returned to the College except in the case of
permanent disability or death. The employee on professional development leave shall not render service for
compensation in another institution or enterprise; however, this does not preclude the acceptance of fellowship or other
assistance in research, but in each case the source of additional funds, and the fact that their use materially aids
the
planned program of the recipient, shall be fully set forth in the request for professional development leave.
E.
Application for professional leaves shall be made in writing prior to the date of the desired leave according to established
time lines. Application for Professional Development Leave must be accompanied by a statement of a well-considered
plan. Upon returning to the College after a Professional Development Leave, the employee shall present a full report
regarding the use of the Professional Development Leave to his/her, who shall forward the report to the President through
channels for transmission to the Board of Trustees.
F.
After a Professional Development Leave, another leave shall not be granted to the employee until another eligibility
period of service has been worked.
G.
The time on a Professional Development Leave shall count as experience for salary, tenure, and/or promotion.
H.
An employee on Professional Development Leave shall continue to be a member of a Teacher Retirement System of
Texas or of the Optional Retirement program of the District, just as any other employee on full-time duty. The District
shall cause to be deducted from the compensation paid to an employee on Professional Development Leave the deposit
and membership dues required to be paid from his or her salary to the Teacher Retirement System or the Optional
Retirement Program, or both, and any amounts required or authorized to be deducted from the compensation paid any
employee.
I.
An employee on Professional Development Leave is an employee for purposes of participating in the programs and
receiving the benefits made available by or through the District or the State to employees.
Section 51.1 01 et seq.. Texas Education Code
Adopted: Aug.28, 1978
Amended: September18, 1991
EL PASO COMMUNITY COLLEGE PROCEDURE
3.22.02
3.22.03.10
Professional Development
Leave
APPROVED: February 22, 1979 REVISED: September 1, 1995
AUTHORIZING BOARD POLICY: 3.22.03
OBJECTIVE:
The procedure provides guidelines for processing and implementation of professional development leave
requests. A Professional Development Leave is for work experience, study, research, writing, field
observations or other suitable purposes. The District is committed to provide the opportunity to explore
different approaches to strengthen knowledge and enhance the employee’s service to the District.
PROCEDURE:
I.
Categories and Eligibility for Professional Development Leave – After a Professional Development Leave has
been granted, a second leave may not be granted until another eligibility period has elapsed. There are five
categories of professional development leaves:
A.
Short-term Professional Development Leave – a leave with full pay for less than one semester.
1.
2.
B.
Extended Professional Development Leave – a leave with half pay for one academic or fiscal year.
1.
2.
C.
Full-time regular staff, tenured and probationary faculty are eligible to apply.
The service eligibility period is five years of continuous full-time service.
Employee Exchange Professional Development Leave – a leave constituting an exchange between two
academic institutions or organizations for one semester or one academic year, between two educational or
academic institutions and is designed to expand their knowledge of one or more of the following areas:
the community college environment; specific discipline; students needs; and teaching approaches.
1.
2.
3.
E.
Full-time regular staff and tenured faculty are eligible to apply.
The service eligibility period is five years of continuous full-time service
Externship Professional Development Leave – a leave with full pay up to one semester and/or help pay
for one year. An externship is an assignment to an organization outside the District. The purpose of an
externship is to update one’s professional expertise by spending time on the field in an on-the-job mode.
1.
2.
D.
Full-time regular staff, tenured and probationary faculty are eligible to apply.
The service eligibility period is three years of continuous full-time service.
Full-time regular staff and tenured faculty are eligible to apply.
The service eligibility period is five years of continuous full-time service.
General Considerations:
a.
Each institution/organization shall directly pay its employee the normal salary for the
period of the exchange.
b.
Each employee shall retain personnel status and all such privileges and benefits as may
be provided by the Policies of the home institution except for holidays and overload
contracts.
c.
Each employee shall abide by the Policies, procedures, and college academic calendar
of the host institution, including attendance at appropriate division/discipline meetings
and activities.
d.
Unless otherwise specified, the scope of services to be performed by each individual
will be the same as those of the person replaced under the exchange agreement.
e.
Each participant member will be evaluated according to the host institution’s Policy.
Copies will each be returned to the home institution and faculty member.
f.
Each exchange participant is to complete an exit questionnaire. Copiers of the exit
questionnaire are to be presented to the chief instructional officer at each institution,
with copies sent to respective Deans, exchange counterpart, and Deans. Reports are due
within thirty days of the employee’s return to work.
Internship Professional Development Leave – a leave with full pay up to one semester and/or half pay for
one year. An internship is an assignment to another District department to gain knowledge and experience
in the District’s operations.
1.
2.
II.
Full-time regular staff, tenured and probationary faculty are eligible to apply.
The service eligibility period is five years of continuous full-time service.
Application Process
A.
Applications for professional development are normally accepted during the academic/fiscal year
preceding the year in which the employee is eligible for such leave. Emergency Clause: Timelines may
be extended within reason to review applications for unique leave opportunities that develop after the
deadline date for submission of leave applications. Documentation verifying why the leave application
is being submitted late must accompany the application form.
B.
Application for professional development leave is made in writing addressed to the President and
submitted to the employee’s immediate supervisor (i.e., Dean) and forwarded to the chair of the
appropriate Professional Development Committee. The application must be submitted according to
timelines which are distributed by the appropriate Professional Development Committee.
C.
The Faculty Development Office or the Staff Development Office is available for consultation in the
completion of the application. The application form may be picked up in the appropriate Development
Office and must include:
1.
2.
3.
4.
5.
The detailed statement describing the activity/program to be followed while on leave and
indicating its significance as a contribution to the professional development of the applicant, the
best interest/service of the students, discipline/division, District, and the community.
Dates of the leave requested.
Institutional resources required.
Prior professional development leave(s).
Appropriate documents as per the nature of the request.
D.
The applicant will discuss the proposed professional development exchange with his/her immediate
supervisor. The employee’s immediate supervisor will formulate a written recommendation regarding
the request. The recommendation should include specific comments on relevance to division goals,
benefits to the District as well as to the requestor’s professional development. The recommendation
will then be forwarded, through administrative channels with a recommendation made by each
administrator to the chair of the Professional Development Committee. Professional development
applications of faculty members will then be reviewed by the appropriate Vice President regarding the
request. The Vice President will review the faculty committee recommendations and forward a
recommendation to the President.
E.
The appropriate Vice President shall notify each applicant regarding the approval/non-approval of the
application for professional development leave. Upon administrative approval, the supervisor will
forward a Personnel Action Record form through administrative channels to the Human Resources
Department for final approval by the Board of Trustees.
F.
The employee approved for an extended professional development leave will agree in writing to serve
the District for at least one contractual year immediately after completion of the leave. If this agreement
is not fulfilled, the employee will be required to repay the District all the money paid to the employee
while on leave. This obligation will be cancelled in case of permanent disability or death.
G.
The professional development leave is considered as time in service with the District for salary,
retirement, leave accrual, and other benefits purposes. The District will not pay any costs for
transportation, living, educational, personal expenses or related expenses incurred while in a
Professional Development status.
H.
Within 30 days of the employee’s return to work, the faculty member will submit a written follow-up
report and supporting documentation regarding the achievement of the objective(s) of the professional
development activity and their report of their experiences described in item C above to his/her
immediate supervisor for forwarding to the appropriate Vice President.
I.
Professional Development Leave’s granted on the basis of a formal proposal, may be cancelled if the
reason for which the leave was granted is cancelled or basically altered before the leave becomes
effective. In the event of emergency termination of a professional development activity already entered
upon, or in the event circumstances prevent pursuit of the objectives for which the leave was granted,
the employee will immediately inform (in writing) his/her supervisor. The supervisor will there upon
immediately inform (in writing) the Vice President (and other appropriate administrators within the
division) and the Human Resources Department. If the proposed leave is altered or not completed
without proper notice, the college may seek reimbursement. In the event that the employee us unable
to complete the activity, the college may reassign the individual to another position without loss of pay
or at the employee’s option that balance of the leave may be converted to leave without pay.