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.

The 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 $100 on top of the $3,000 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.

Due to recent increased costs associated with travel, the IPD increased its 2022-23 fiscal year allowance to $3,000! (Funding is issued on a first-come first-served basis and determined based on available funds and subject to change each fiscal year).

A single conference/meeting/class can be funded up to 100% of actual permissible expenses ( e.g. registration, lodging, mileage, and parking), up to the $3,000 limit. If the maximum is not used on the first conference and as funds permit, multiple applications can be submitted to request funds up to the $3,000 max. 

Applicant is responsible for all costs and will be reimbursed for approved expenses with appropriate ITEMIZED receipts.  Refer to AP 7400 to determine covered expenses. 

Supplemental CFE Funding – CFE will provide an additional $300 supplement to members who have exceeded their campus professional development funds for a single conference. Refer to the CFE Newsletter for further information or contact the CFE office to request this funding.

If you are full-time faculty on Columns 1-IV of the salary schedule and wish to earn SALARY ADVANCEMENT CREDIT instead of requesting funding for attending a conference/meeting/class, it is recommended that you complete a Salary Advancement Application.  You may receive funding only if you are not already receiving salary advancement credit for stated conference/meeting/class. You may not receive IPD funding for a conference paid for from District funding. 

The IPD provides a separate funding source that supports faculty attendance of non-discipline related General Education and Teaching Conferences. This funding is in addition to the $3,000 annual allowance to attend discipline-related conferences!!

IPD Recommended General Education and 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 conferences on 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) [website]

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 six weeks in advance and the IPD Office will assist with prepayment of the registration fee. 

• Spring Virtual Part-Time Faculty Regional Meeting: February 24, 2023
• Curriculum Institute: July 12-15, 2023
• Faculty Leadership Institute: June 15 - 17, 2023
• Fall Plenary: held in November
• Spring Plenary: held in April (additional information is forthcoming)
• Career & Noncredit Education Institute (additiona information is forthcoming)

APPLICATION - CAR form [fillable PDF]  = Download to access the fillable features. (The IPD office will add the sequence # after the application has been approved by the IPD).

** 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
CAR Form Example

HELPFUL LINKS:
CCCD AP 7400 Travel [PDF]  (a great resource that defines covered expenses)
Coast Navigator_Travel/Conference Procedures
2023 IRS Standard Mileage Reimbursement Rate = (0.655)

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 SIX (6) 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 appliation 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)
2. Application must include a screen shot of the event description details, registration fee, dates and location). 
3. Obtain the signature of your department dean.(The dean's signature does not guarantee funding).
4. Create a single PDF file and submit all paperwork to the IPD office at GWCIPD@gwc.cccd.edu in accordance with 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. IPD will meet as scheduled to review applications and determine funding approval. Notification of committee decision and copies of documents will be sent to the applicant's GWC email.
6. Once approved for IPD funding, your paperwork will be forwarded for administrative processing and is pending Board approval.  Once final approval is received, an Administrative Approval Letter and a Claim for Reimbursement of Expenses Form will be provided to you by District Travel.  It is the responsibility of the employee to confirm the status of their board approval letter prior to attending the conference.  You may track the status of your CAR approval by visiting the President’s Office SharePoint site by clicking here.

** 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 so please 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.  

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.

Reimbursement Claim Form

Reimbursement Information sheet

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. 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).

In August 2017, CCCD joined in support of AB 1887’s travel restrictions https://www.oag.ca.gov/ab1887.

States subject to travel prohibition:
Alabama, Arizona, Arkansas, Florida, Georgia, Idaho, Indiana, Iowa, Kansas, Kentucky, Lousiana, Mississippi, Montana, North Carolina, North Dakota, Ohio, Oklahoma, South Carolina, South Dakota, Tennessee, Texas, Utah, and West Virginia.

Faculty have the option to forgo travel to these states or sign a statement with the IPD Office acknowledging your decision to continue with the application process.