Effective May 1, 2025

Purpose

The purpose of this policy is to provide guidelines for Enrollment Management staff to request funding for professional development activities, ensuring alignment of departmental and institutional goals and promoting efficient use of resources.

Scope

This policy applies to all Enrollment Management staff members seeking approval for funding related to professional development opportunities such as conferences, workshops, seminars, registration fees and training sessions. Tuition is not covered under this policy. Please refer to the University of Iowa Employee Tuition Assistance Program for tuition assistance.

Policy Statement

Enrollment Management supports professional development activities that enhance the skills, knowledge, and competencies of its employees. This policy focuses on

  1. Alignment with Departmental Goals: The professional development activity must align with the strategic goals and objectives of the department.
  2. Relevance to Job Responsibilities: The activity should be directly related to the employee’s current job responsibilities or future career development within the department.
  3. Budget Considerations: Expenses must be reasonable and within the allocated budget for professional development. Limited opportunities will be available for national conferences due to the high costs often associated with these opportunities. Additional opportunities may be available for regional conferences, which often have lower costs.
  4. Multiple Attendees: To promote efficient use of resources and ensure the knowledge gained from these professional development opportunities is effectively disseminated within the department, only a limited number of employees may be selected to attend each opportunity. These attendees will be responsible for sharing the information and insights they gained with their colleagues.
  5. Conferences Necessitated by Role: Some roles necessitate attending conferences due to specific requirements that are integral to the role. These conferences provide a platform for staying updated with the latest advancements and regulatory changes that are crucial for maintaining compliance and ensuring best practices. Priority may be given to ensure we have representation at these conferences.
  6. Participation with Committee/Role with Organization: Priority may be given to individuals who serve on a committee or in another role with the organization presenting the professional development opportunity. As a committee member, members of our team represent the University of Iowa Office of Enrollment Management and its interests, making their presence at the conference crucial for maintaining and strengthening relationships.
  7. Presentations: Priority may be given to individuals who plan to submit a presentation proposal at a conference. By presenting, employees not only gain valuable experience in public speaking and leadership but also position themselves as thought leaders in their field. This engagement promotes continuous learning, encourages innovation, and strengthens our network within the industry, ultimately driving our collective success.
  8. Late Requests: Consideration will be given to late requests on a case-by-case basis and at the discretion of the unit director.

Procedure

Funding requests must be submitted before the beginning of the fiscal year in which the opportunity is planned.

  1. Discuss with Supervisor
    • Before submitting a request for professional development funding, please discuss the opportunity with your supervisor.
  2. Funding Request
  3. Approval Process
    • Submit the request form to your immediate supervisor for initial review.
    • The supervisor will forward the request to the Unit director (or designee) for final approval.
    • Approval will be based on the relevance of the activity, budget availability, and alignment with departmental goals.
  4. Funding
    • Approved expenses should be charged to a Procurement Card (PCard) or be reimbursed according to the university’s travel expense and reimbursement policy.
    • Employees are encouraged to seek external funding or grants to support their professional development activities. Some national conferences offer scholarship opportunities.
  5. Reporting Outcomes
    • Upon return, the employee must summarize the key takeaways, insights, and actionable items.
    • This information may be shared in an all-staff meeting, via a written report, through an email summary, or in another way approved by the supervisor.

Responsibilities

  • Employee: Ensure that funding requests are submitted before the start of the fiscal year and provide accurate information regarding the professional development opportunity. Ensure registration, if approved, is completed during the early bird registration period when available. Ensure approval by supervisor is received prior to accepting a committee position.
  • Supervisors: Review and endorse travel requests, ensuring they meet the criteria outlined in this policy.
  • Unit director (or designee): Approve travel requests based on departmental priorities and allocated budget.

Resources

Review and Revision

This policy is designed to remain flexible to adapt to the evolving needs of Enrollment Management and the University of Iowa. It will be reviewed annually to ensure it remains relevant and effective in supporting the professional development of Enrollment Management's employees.