This procedure outlines the application and implementation of the Professional Development policy at the UCLA campus, and is applicable for all non-represented Staff employees except those in Senior Management Group (SMG) positions.
The Professional Development policy enables the University to provide employees with opportunities for professional development through supervisor-employee professional development planning, modification of work schedules, and reimbursement of educational fees, as appropriate.
B. Professional Development Leave
- Professional development activities covered by this policy include:
- regular University courses [Refer to UC-PPSM 51.Reduced Fee Enrollment for additional provisions];
- educational courses at other institutions;
- on-campus programs and classes; and
- seminars, workshops, and developmental activities offered by work-oriented professional and technical associations.
The following is taken into consideration in determining whether the training or education contemplated is eligible for tuition reimbursement or time off with pay under the provisions of this policy:
- appropriateness of the activity to the employee's present state of development in her/his current position, and planned future positions; and
- the quality of the particular training activity, and the reliability of the institution providing this activity.
The CHR Staff and Organizational Development unit may be consulted for information regarding the quality of the courses offered, available alternatives, and experience with various educational institutions. In considering the appropriateness of activities for employee development, supervisors are encouraged to engage in formal professional development planning with the employee.
C. Professional Development Planning
Formal developmental planning is recommended as a valuable tool for assisting employees in reaching their career goals with the University.
D. Modifications of Work Schedules
Professional development activities shall require the prior approval from the Organization Head or designee who may approve adjusted work schedules, with or without a reduction in pay, or administrative leave with pay.
The Organization Head or designee may approve adjusted work schedules, or administrative leave with pay, for non-exempt employees if the professional development activity is work-related. If the employee is required to attend the developmental activity, the attendance should be at the department's expense and time spent participating will be considered as hours worked.
The reimbursement of tuition and related costs and/or paid time off for voluntary attendance at either position or work-related developmental activities is at the discretion of the Organization Head or designee. Voluntary attendance at training programs outside regularly scheduled working hours is not considered hours worked, even if the training is directly related to the job and paid for by the department.
The Organization Head or designee may approve adjusted work schedules, or administrative leave with pay, for exempt employees if the professional development activity is either position or career-related. If the employee is required to attend the developmental activity, the attendance should be at the department's expense and time spent participating will be considered as hours worked.
E. Reimbursement of Expenses Incurred
Classes and Programs (not at UCLA or UNEX)
(a) Departments may reimburse employees for all, or part of, expenses incurred for approved employee developmental activities. These expenses will be paid from appropriate departmental funds.
(b) The Reimbursement of Fee form available through CHR should be completed by the Organization Head or designee and the employee. The completed form should be forwarded to the Accounting Office for reimbursement together with the check request, evidence of satisfactory course completion, and the employee's receipt for fees paid. NOTE: The form is being redesigned.
University of California Classes (not UNEX)
The Regents of the University provides for payment of 2/3 of the Registration and Educational Fees for regular session University courses for eligible employees under UC-PPSM 51 (Reduced Fee Enrollment). Departments may reimburse employees for all, or part of the expenses remaining after the 2/3 reduction is applied. The employee must first apply for the reduction under UC-PPSM 51. Refer to UCLA PPSM Procedure 51-Reduced Fee Enrollment.
University Extension (UNEX) Classes
A career employee who is employed at least 50 percent time is eligible to take courses at a 25 percent discount, subject to the maximum discount and minimum course fee as provided by the Offices of University Extension and Summer Sessions.
University Extension provides for payment of 25 percent of the fees for employees who are appointed at least 50 percent time. Departments may reimburse employees for all, or part of the expenses remaining after the 25 percent is applied are eligible for a 25 percent reduction in fees (for eligible courses). Refer to UCLA PPSM Procedure 51-Reduced Fee Enrollment.