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GSEU Professional Development Awards Program

The NYS/GSEU Professional Development Program is established under Article 30 Professional Development Committee of the 2019-2023 Agreement between New York State (State) and Communications Workers of America, Local 1104/Graduate Student Employees Union (GSEU). Funding is awarded to graduate assistants and teaching assistants represented by GSEU for eligible job-related projects or activities to acquire skills and knowledge to develop professionally.

If you are a member of the Graduate Student Employees Union (GSEU) who has participated in a professional development activity and would like to learn more, please refer to the complete program description below, including information on eligibility and application procedures.

Please direct all questions to GSEU representative John Klecker at john.klecker.gseu@gmail.com as the Graduate School staff is unable to field procedural questions. Applications must be submitted no later than May 1, 2021 to gseuaward@stonybrook.edu.

Note: Graduate Students on the Research Foundation payroll are ineligible for this Program. However, regardless of employment status, graduate students might also consider some of the funding opportunities available through the Graduate Student Organization (GSO). The Resource Access Project (RAP) provides travel grants (up to $600/fiscal year) and the Distinguished Travel Award is another funding possibility. More information can be found here

The Professional Development Program funds:

  • Cover one project or activity for the period July 2, 2020 to July 1, 2021.
  • Provide an individual award of up to $1,000* for the period, subject to the Professional Development Program Guidelines and the New York State Comptroller’s Rules and Regulations and limitations contained therein.

*Funds are limited. The award amount may be pro-rated based on funding.

Expenses for projects or activities that are job related and are not required for an employee’s thesis, dissertation, or degree program are eligible for reimbursement.

a. ) Allowable expenses that are eligible for reimbursement include:

  • Travel related expenses including transportation, lodging and meals, subject to New York State Comptroller’s Rules and Regulations
  • Registration fees for conference, workshop, or seminar attendance.
  • Membership fees when required to present at a conference and documentation is provided from the organization indicating this as a requirement.
  • Tuition for course work (excluding fees) at the SUNY-rate for the course level or internship (not required for an employee’s thesis, dissertation, or degree program).

Within these allowable expenses, the categories for projects or activities that may be supported are:

  • research (basic, applied, or historical)
  • curriculum or instructional material development
  • conference, workshop, or seminar attendance
  • conference participation (e.g. presiding, presenting)
  • course work or internship not part of earning a degree
  • grant proposal development
  • preparation of material for publication
  • artistic or creative endeavor
  • other job-related professional development projects or activities

b.) Expenses that may not be reimbursed include:

  • Compensation to employees (e.g. salaries, stipends).
  • Donations, gift cards, or other forms of compensation to research subjects, vendors,contractors, editors, or any other person, entity or third party.
  • Expenses related to a project or activity, or a course or internship, that is a requirement for an employee’s thesis, dissertation, or degree program.
  • Purchasing equipment, software, consumable, or non-consumable supplies such as paint and other art supplies, printing, postage.
  • Other fees including, but not limited to, membership to organizations (except as noted in section a. above), incurred for travel (such as fees incurred due a trip cancellation or change of plans), or late payments (such as for conference registration or courses).
  • Vouchers or credit provided as reimbursement by an organization or business.
  • Rental fees including e-books, textbooks, equipment, or space on or off-campus.

 

Eligibility

To be considered for Professional Development Program funds, teaching assistants and graduate assistants represented by GSEU must: 

  • Be employed full-time or part-time as a graduate assistant or teaching assistant at the time of submitting a completed application.
  • Be employed full-time or part-time as a graduate assistant or teaching assistant for the duration of the project or activity.
  • Be employed full-time or part-time as a graduate assistant or teaching assistant at the time of payment.
  • Complete a project or activity during the period July 2, 2020 to July 1, 2021.
  • Submit a completed application to gseuaward@stonybrook.edu no  later than May 1, 2021.


Application Process

To be considered for funding an application must be completed and include the following:

  • The dates of the project or activity and a description of the project or activity including the type of event, event site and sponsor.
  • How the project or activity will enhance the employee’s professional development as a graduate assistant or teaching assistant and its job-relatedness to the employee’s position as a graduate assistant or teaching assistant.
  • Itemized expenditures related to the project or activity that are in accordance with the NYS/GSEU Professional Development Program Guidelines, the New York StateComptroller's Rules and Regulations, and the limitations therein.
  • Employee’s role, such as presenting a paper, proposal, or formally participating. If presenting a paper or proposal, the title of the paper or proposal, nature of the presentation and a letter of acceptance of the paper or proposal must be provided. If acceptance is pending, notification of acceptance must be submitted no later than 14 days prior to the proposed starting date of the project or activity.
  • A brochure, announcement, or other relevant documentation published by the sponsoring organization that describes the project or activity and related costs. If documentation is not yet available, it must be provided no later than 14 days prior to the proposed starting date of the project or activity.
  • A current curriculum vitae (resume).
  • Additional supporting documentation or information as requested by the campus committee.

A copy of the Application may be accessed at: 

https://goer.ny.gov/system/files/documents/2021/01/nys-gseu-pdp-application.pdf

A completed Application and all required documentation must be submitted to  gseuaward@stonybrook.edu.* Please combine the application and supporting documents into one PDF file. This is a requirement for submission. The GSEU representative has noted that there are free resources available for combining documents such as the one here

*Applications will be rejected if not fully completed (i.e. the totals are not calculated or required information is not filled out). 

The review process considers the nature of the professional development project or activity, how the project or activity will assist the employee in developing their full professional potential, and its relatedness to the applicant’sposition as a graduate assistant or teaching assistance, pursuant to the NYS/GSEU ProfessionalDevelopment Program Guidelines and availability of labor-management funds.

Application Deadlines

A completed application and all required documentation must be submitted via email to gseuaward@stonybrook.edu.  Hard copies will not be accepted. 

For the Period July 2, 2020 to July 1, 2021:
Applications must be submitted on or before May 1, 2021

Reimbursement Procedures

Employees are to be notified of the award on or before June 15, 2021. 

All expenditures related to a project or activity funded by the Professional Development Program must be in accordance with the Professional Development Program Guidelines and the New York State Comptroller’s Rules and Regulations and limitations contained therein. To be reimbursed for approved expenses, employees must:

  • Be employed full-time or part-time as a graduate assistant or teaching assistant at the time of payment.
  • Have been notified by the Campus Professional Development Committee that their application has been approved.
  • Submit a voucher with original receipts for expenses that were approved and incurred for a project or activity, to their campus fiscal office as follows:
    • Within 30 days after completing the project or activity, or
    • If funding was awarded for a project or activity that was completed at an earlier date, no later than 30 days after the date of notification of the award.

Employees who do not submit a voucher with original receipts in a timely manner may forfeit entitlement to reimbursement.

Questions regarding reimbursement should be directed to the campus fiscal office.

NOTE: Employees who do not submit a voucher with original receipts in a timely manner may forfeit entitlement to reimbursement.

Program Evaluation

The Program Evaluation must be submitted by mail, fax or email as indicated on the form.

  • Within 30 days after completing the project or activity, or
  • If a project or activity was completed prior to receiving an award, the Program Evaluation must be submitted within 30 days of receiving the award notification

Failure to submit the Program Evaluation may result in postponement of action on an applicant’s subsequent application for funding until the Program Evaluation is received.  A copy of the Evaluation may be accessed at:

https://goer.ny.gov/system/files/documents/2019/12/pdp-program-evaluation_1.pdf

Acknowledgement of Funds

Award recipients are required to acknowledge the support of the NYS/GSEU Professional Development Program as the funding source on all publicity, publications, and materials to be printed, shared, or archived.

 Useful Links:

GSEU Professional Development Guide for Members

Governor's Office of Employee Relations- GSEU

Guidelines

Application

Program Evaluation

OSC Travel Manual

Stony Brook Procurement Office