A special Staff Development Fund is assigned by the Chancellor to make possible a number of staff development activities not otherwise provided for. The Staff Development Committee oversees the Fund. Three signatures are required for all requisitions: the Chancellor, the respective unit supervisor (Vice Chancellor of Academic Affairs, Vice Chancellor of Student Services, etc.), and the Fiscal Officer.
Additional funds are raised by the Staff Development Committee and kept in a UH Foundation account. Whenever possible, it is preferable to use SD funds.
Types of Grants Funded
There are two type of grants for which SD monies are allocated:
- Grant for an Event/Activity (max. $500) - a discreet program, event, or activity for the college or a major faculty/staff constituency of the college (the primary beneficiaries must be faculty/staff rather than students)
- Grant for an Individual (max. $1000) - a discreet program, event, or activity such as a professional conference attended by an individual faculty/staff member
Projects considered fundable include staff development activities such as conference participation, special projects by faculty, professional publications, and specialized resource materials. Any funded activity must be intended for an audience of WCC academic staff representing multiple units across the campus.
Criteria for Grant Proposals
A proposed project must satisfy the following criteria:
- It is not included in the regular college budget or is a project that should be general-funded but is not due to fiscal restraints.
If another entity of the College can fund the activity (e.g., Department), it is best funded by that entity. When a Dean or supervisor signs off on a grant application, s/he approves the activity. The Dean’s signature also implies that there are no other funds for that particular activity (e.g., department budget)
- It provides a benefit to the institution and its education mission.
The activity must benefit the College (for an activity) or one’s effectiveness in one’s position at the College (for an individual).
Applicants must provide a conference flyer/program along with the application, if appropriate. If the program is very large, one might provide a flyer and link to a complete online program. Conference presenters are expected to attend other sessions to enhance their professional development. One’s grant proposal is enhanced with the inclusion of these sessions in the application.
- It is not likely to be renewable.
Generally, SD grants are for one-time only activities that do not occur on a yearly basis. If an exception to this criterion is requested, an explanation should be provided as an attachment to the application.
Eligibility for Individual Grants
Any faculty (including lecturers) or staff member may submit proposals totaling a maximum of $1000 within a fiscal year. An applicant receiving any grant during the current fiscal year is not eligible for funds the following year. However, if funds are available after March 31, an applicant who received funding in the previous year may be considered. Also, an individual who received $300 or less in the previous year or an individual who received monies for an activity grant (not an individual grant) in the previous year will not be precluded from applying for a grant in the current year.
Faculty/staff members submitting proposals that bring recognition to the campus, such as professional presentations, may request consideration for additional funding through the Chancellor’s Advancement fund complete the appropriate section on the proposal form. The Staff Development Awards Subcommittee will forward requests that would benefit from additional funds beyond the $1000 limit to the Chancellor who will make the final determination of eligibility and availability of extra funds.
Eligibility for Event/Activity Grants
Any faculty (including lecturers) or staff member may submit a proposal for an event/activity requesting a maximum of $500. An event/activity funded during a fiscal year is normally not eligible for funds the following year. However, if an exception to this criterion is requested, an explanation should be provided as an attachment to the application.
Grant Application Process
- Applicant completes a University of Hawaii - Windward Community College Staff Development Fund Individual (pdf) or Event/Activity (pdf) Grant form.
- Applicant obtains the signature of his/her Dean or unit supervisor.
- Applicant submits the form and accompanying documentation (e.g., conference announcement, program, tentative flight and cost printout, hotel information) to the Staff Development Chair.
- The SD Chair forwards the application and supporting materials to the Grants Subcommittee. The applicant must be prepared to appear before the Grants Committee if requested.
- The SD Grants Subcommittee reviews the proposal and either returns the proposal for additional information, makes a recommendation for it not being supportable by the college, or makes a recommendation for approval.
- The SD Grants Subcommittee recommends (or not) funding of the proposal to the full SD Committee at the next scheduled meeting.
- The SD Chair forwards committee-approved projects to the appropriate Dean or director for disbursing actions, including the completion of all necessary paperwork. The grant applicant is notified of the decision in writing.
- The grantee coordinates with the appropriate Dean or Director to assure timely financial management action and completion of all travel work if appropriate.
- The grantee submits a SD Grantee’s Report (pdf) to the SD Chair within 30 days of the project completion date. This report requires the grantee to describe the information/skills learned and how they will be applied to further higher education and shared within the office/department and/or the faculty or staff at large.
- The SD Committee or Grants Subcommittee ensures quality content of the grantee’s completion report.