Conferences (Includes Professional Meetings & Classes)

IPD provides opportunities for full-time and part-time faculty (7.5+ LHE) to attend Conferences, Professional Meetings, and Classes for improvement of teaching and learning, and for professional development.

Part-time faculty with assignments at more than one college in the District should apply for conference funding at the college with the highest LHE assignment. Those assigned to 7.49 or less LHE may apply through CoastCCA. Click this link for additional information on CoastCCA funding: "Conferences - Part-time faculty...". 

District encourages Faculty members to attend Professional Meetings, Conferences, and Classes related to the District's education program and the Faculty member's professional growth. Attendance at an IPD-approved conference/professional meeting/class must serve a professional development need which includes the expanding of one's knowledge in their field of concentration, the continual mastering of the teaching/learning process, and/or contributing to the improvement of the total instructional program of the college. *Be sure to indicate how the event/course meets this criteria in the Purpose of Trip section of the application. 

Full-time faculty Presenters: A presenter at a conference would qualify as long as it is judged that the person is developing professionally by preparing for and delivering the presentation. If you are an unpaid presenter at an off-campus or official, professional meeting you may qualify for an additional $150 on top of the $2,200 academic year maximum. *Must provide supportive documentation confirming you are listed as a presenter.

Items not approved:

Activities such as accompanying students to a convention, serving as an organization/association officer or advisor, participating in activities related to committee work, courses related to a doctorate program or for licensing, coaching or observing sports or professional events, or performing a political activity on behalf of the college. Funding will not be approved for conferences, meetings, classes which will be used by the faculty member for salary advancement credit, FLEX credit, Alternative Methods, or if prior funding was received by District. 

IPD Recommended Discipline & General Education/Teaching Conferences [LINK]

(You will be routed to a Library website, but please note that ALL FACULTY are eligible to apply for these  conferences). 

• Follow the same application process as noted below. 
• Unlike discipline conferences, you may submit an application for any of the General Education/Teaching conferences from the Recommended List during the winter break and summer. (Conferences not listed will require submission during the Fall and Spring semesters). 

ACADEMIC SENATE FOR CALIFORNIA COMMUNITY COLLEGES (ASCCC)

The Academic Senate and IPD encourages all faculty to attend conferences offered by the state Academic Senate for full reimbursement of approved eligible expenses. Apply at least 8 weeks in advance and the IPD Office will assist with prepayment of the registration fee. 

Conference Calendar & details

• Spring Virtual Part-Time Faculty Regional Meeting: February  
• Curriculum Institute: July  
• Faculty Leadership Institute: June  
• Fall Plenary: November
• Spring Plenary: April 
• CTE Regional Consortium: February
• Accreditation Institute: September
• ZTC Program: Sustainability, Updating Content, and Duplication
• Cal OER Conference

GWC CAR Form (Conference Application) = Download to access the fillable features.  

** Be sure to review the application process below to ensure you submit all the required material**

HOW TO COMPLETE THE APPLICATION (CAR):
CAR Form Instructions
GWC Travel Information & Information.pptx

How to combine CAR documents to a single PDF file (includes how to combine with a protected PDF)

HELPFUL LINKS:
CCCD AP 7400 Travel [PDF]  (a great resource that defines covered expenses)
Coast Navigator_Travel/Conference Procedures
 

A faculty member making a request to attend a conference, professional meeting, or class seeking IPD funding shall and submit a Conference Authorization Request (CAR) to the IPD Office no later than (4) WEEKS prior to the requested date of attendance and no later than May 1 of the spring semester and December 1 of the fall semester. 

Apply Early! Discipline conferences require review and approval by the IPD Committee during their Fall and Spring meeting sessions. Approval for IPD funds for conferences, meetings, and classes cannot be funded retroactively. However, if you are concerned about funding or timelines, the IPD accepts applications up to ten months in advance! You can also submit your application even if you do not have all the conference details.Submit your CAR with all the available information in order to reserve your funding. The IPD Office will assist you with this process. It’s encouraged that you apply early and if needed, cancel your application versus applying too late and running out of funds.

1. Complete a (CAR) Form. (this same form is used for conferences/meetings/classes) and sign under Originator. 
2. Attach screen shots of the conference description, dates, location, and registration information and combine with your CAR to create a single PDF.  
3. Route CAR packet to your Direct Supervisor and/or Dean for signatures. (The dean's signature does not guarantee IPD funding).
4. Email CAR packet to Patty Fonseca at pfonseca@gwc.cccd.edu in the IPD Office. A received receipt will be emailed to the faculty member. The CAR will be included on the next IPD meeting agenda contingent upon timely submission. Refer to IPD Application Deadlines. **We highly recommend that faculty submit their own application and not rely on support staff or their Dean to submit it to the IPD on their behalf. Late submissions will not be accepted. Incomplete items will be returned. Retro authorization is not provided. 
5. Once funding is approved, Patty Fonseca will route the CAR packet for electronic signature via Adobe Sign to the signs in the following order:  IPD Chair, Attendee's VP, and College President.
6. Once fully signed, Patty Fonseca will email the CAR packet to the GWC Travel mail inbox and cc the faculty member. 
7. GWC Travel will reply "Processed" once it is entered into the database and provide a copy of the database receipt. 
8. An approval letter will be forwarded to the attendee via email from the Board Office, once generated. 
9. Copies of the CAR packets, Board approval letters, and database receipts are in GWC Travel Teams. 

** Please contact Patty Fonseca in the IPD Office for additional support with the application process. We're happy to walk you through the process. If you are unable to create a single PDF file, simply email us the separate files and we'll take it from there. We are here to help! **

Funds are encumbered for your use. Notify the IPD Office immediately if you are no longer planning to attend the conference/meeting/class. This will allow the IPD to apply your cancelled funding towards new applications.  

Reimbursement Claim Form (save a copy to your computer to access fillable form)

Reimbursement Information sheet

How to Create a Single PDF file for Reimbursement Claims

Board Policy: Claims for Reimbursement Info, p. 6 [PDF]

Each person authorized to attend a conference using IPD funds would have received a hardcopy of their Administrative Approval letter and a Claim for Reimbursement form from District Travel. Applicant is responsible for all costs and will be reimbursed for approved expenses with appropriate ITEMIZED receipts.

Within ten days of returning from your approved conference or activity, please return your completed Claim for Reimbursement of Expenses Form to the Bursar's Office. A claim form is required for ALL conferences even if not claiming a reimbursement (i.e. attending a virtual conference and received District payment of the registration fee. Must submit the claim form and include District's copy of registration receipt for a $0 claim).

Reimbursement Claims must include:

1. ITEMIZED receipts that clearly show the payment transaction for all expenses.

2. Attach original Administrative Approval Letter. (To download a copy visit the Presidents Office SharePoint by clicking here.)

3. Google map for mileage claim. Starting point from GWC worksite for duty days and home address for non-duty days. Contact Bursar's Office for assistance.

4. Evidence of completion **

5. Sign and also have your dean sign. 

6. Submit a single PDF file to include all paperwork to Thomas Truong  at the Bursar's office. 

* Refer to AP 7400 Business Travel linked above for more detailed information on reimbursable items.

** Evidence of completion includes, but not limited to a certificate of completion with verified hours of training, attendance verification, original conference agenda, brochures, or name badge).

Donate your unused soap, shampoo, toothpaste and other hotel toiletries to help students on campus. A donation box has been placed in the IPD Office or you may deliver to The Stand located in Forum II, Rooms 103 and 104. Your donations will help keep the campus pantries stocked with much needed items for our students. Additional information is available at The Stand.