Student Life Staff Professional Development Funding Application Process
1. Purpose
The Division of Student Life provides limited annual funding for staff professional development, including conferences, workshops, training, and related opportunities. Four application cycles support equitable access throughout the year.
2. Application Cycles and Budget
Application deadlines: June 1, September 1, December 1, and March 1.
Funding distribution: The annual budget will be split into four award cycles. Unused cycle allocations roll forward for future awards. All awards depend on available funding.
Out-of-cycle requests: Requests may be considered between deadlines when an unforeseen opportunity requires a decision before the next cycle. Applicants must explain the urgency and relevant registration or decision deadline. Core will review these requests case by case.
Fiscal Year 2026: Since we’re implementing the process later in the fiscal year, the year will be split into three cycles.
Application deadlines for FY26: November 1, January 15, and March 1.
3. How to apply
Staff complete the Division of Student Life Professional Development Funding Request Google Form by the applicable deadline.
4. Review and Selection
After each deadline, completed applications go to the Core team for review using the separate Professional Development Travel & Conference Request Approval Rubric. Each of five criteria is scored from 1 to 4 (maximum 20 points): job-role alignment; benefit to the Division and students; cost reasonableness; timing and workload impact; and Jesuit values and mission.
Priority considerations: First priority will be given to professional development opportunities that fulfill compliance requirements, maintain professional licensure or certifications, or otherwise require staff attendance. Additional priority will be given to staff who hold leadership roles in the proposed activity, such as serving as a presenter, panelist, or board member. To promote equitable access to professional development funding across the Division, Core will also consider applicants’ history of department-funded professional development and seek to distribute opportunities among staff who have had varying levels of prior support.
Core may award full or partial funding, or decline a request, based on the rubric, priority considerations, and available resources.
5. Notification and Approval
Applicants will be notified by email within three weeks of each regular application deadline. Award emails will state the approved amount, the approved opportunity, expense-processing instructions, and the contact for assistance. Approval of funding does not replace any required supervisor approval for travel or time away from work.
6. Accessing Approved Funds
- Pay for approved expenses. Use normal University methods: a PCard where permitted, or personal payment followed by reimbursement through Concur, consistent with University policy.
- Prepare a dedicated expense report. Create a Concur expense report containing only expenses related to the approved professional development opportunity; attach required receipts and documentation.
- Request the FOAP override. Once the report has been prepared, contact Sonia with the expense report details and approved award amount to arrange the FOAP override in Concur.
- Complete processing. Follow standard Concur submission and approval procedures.
- Expenses exceeding the award amount. If a staff member’s professional development expenses exceed the approved award amount, the staff member’s department is responsible for covering the difference. The professional development fund will cover only the approved award amount.
7. Award Expiration and Unused Funds
Funding is approved only for the opportunity identified in the application and cannot be transferred to another activity without further approval. Any unspent portion returns to the professional development funding pool for future allocation.
8. Administration and Tracking
Application submissions will be collected through a Google Form and made available in a Google Sheet accessible to Core team members. This sheet will also serve as the central tracking document for the application cycle, applicant, requested and awarded amounts, Core decision, notification date, expense status, and remaining funds.
Division of Student Life
2130 Fulton Street University Center 5th Floor San Francisco, CA 94117
Hours:
8:30 a.m. - 5:00 p.m. Weekdays