LAUC-D Professional Activities Committee (PAC) Annual Report 1996/1997

PAC Members: Michael Colby (chair), Susan Llano, Mary Helen Moreno, Jerrel Thompson (vice-chair)

Total PAC funding allocated for 1996/1996 was $15,200. The breakdown was as follows:

Represented: $11,155.00 Unrepresented: 4,045.00

The initial allocation for each librarian for the year was $325. Since all librarians did not fully expend their individual allocation, a total of $4174.28 was available for redistribution.

Represented: $ 3,379.28 Unrepresented: 792.00

From a total of forty-seven eligible librarians, PAC approved requests for financial assistance to support professional development for thirty-five librarians, twenty-six represented and nine unrepresented. At the end of the fiscal year, the unexpended funds were distributed to cover unreimbursed expenses, using the formula which has been in effect for several years; this formula takes into account the level of participation in professional activities. This year, the Library Professional Activity Form was updated; it now more accurately reflects the level of the librarian^Òs participation, making the PAC^Òs year-end task a bit easier.

This year PAC was also charged with examining the way in which professional activities funding is allocated at the Davis campus. In doing so, PAC surveyed other UC campuses to see if they utilized other methods which we might wish to adopt here. The results of that survey are attached to this report as a supplement. PAC concluded that at this time our current procedure works well: it provides a base funding so that every librarian has an opportunity to get involved in some professional activities, and the allocation of unexpended year-end funds takes into account level of participation, so librarians who are more heavily involved can be rewarded for their activity level. There is, however, some concern that librarians in the early years of their careers are often in need of extra financial support to help them to become involved in professional activities.

Respectfully submitted,

Michael Colby Chair, PAC 1996/1997 July 10, 1997

LAUC-D Professional Activities Committee (PAC) Annual Report 1996/1997: Supplement


Summary of results LAUC divisions at all campuses were queried as to their allocation and disbursement of professional activities funding. Replies were received from all campuses; San Francisco declined to answer all of the questions, deferring to the University Librarian, from whom a response has not been received.

Following is a summary of the information received.

At all campuses which responded, all LAUC members (not including visiting librarians and VERIP recalls) are entitled to funding for professional activities on an annual basis. At one campus (Riverside), librarians who do not apply for funds by December may be limited to only $100 for the year.

Annual base allocations ranged from a low of $275 (at UCLA for conference attendance, those participating are funded at $550) to a high of $1075 (at UCSD). Other allocations were: $291 (UCI, with possibility of supplementation to $650, based on participation), $300-500 (UCSB, with up to an additional $300 per diem--the higher amount was for this year and is unusual), $325 (UCD), $519 (UCSF), $544 (UCB), $630 (UCR) and $650 (UCSC).

While the base amount of professional activities funding is stated in the MOU, all seven campuses who answered this question reported that this is supplemented with funds coming from the University Librarian, the LAUC division, Library Operating Funds, or from endowments from retired librarians.

At four campuses, all librarians received the same amount. At four other campuses, there were two funding levels, determined by level of participation. At another, ^Ómini-grants^Ô were possible for funding above the base allocation.

As to whether funding had changed in the past years, two campuses reported that it had not, four reported that it had been up and down, one that it had increased by about a third over the past ten years, one was unable to answer and one declined to answer.

The questions and responses are recorded on the following pages.

PROFESSIONAL ACTIVITIES QUESTIONNAIRE 1. Do all LAUC members at your campus receive an annual allotment for professional activities? SB: Yes I: Yes; each member (both unit and non-unit) receives at minimum the "base" amount mandated by the MOU.

B: Only those who apply receive an allotment. This year 84 (I think) out of 102 applied.

LA: All LAUC-LA members are eligible to apply for professional development funds, with the exception of visiting librarians and librarians on VERIP recall.

R: LAUC-R members who apply for funds for travel and conference registrations receive funds up to a (moving) cap set by the Professional Development Committee.. Funds are allocated for those professional development activities meeting LAUC-R guidelines. Those who do not apply for funds by December, may not later receive funds beyond $100. If travel plans are canceled, allocated funds are moved back into the budget and the cap is adjusted upwards.

SD: Yes.

SF: Yes, each LAUC member at UCSF is entitled to receive an annual allotment for professional activities.

SC: Yes.

D: Yes

1a. If so, what was the dollar amount per person for 1996-97? SB: For 1996/97, the amount was $500 plus up to 3 days per diem at $100 per day for individuals attending committee meetings or presenting papers or posters. However, this is unusual -- the normal amount is $300 plus the three per diem -- our UL decided to supplement the allocation by $200 this year in recognition of 2 ALA summer meetings, plus ACRL, in the same fiscal year.

I: $291 "base" funding, plus the possibility of a supplement (see no. 3 below).

B: $544.00

LA: 1st priority participating in a meeting or conference is $550, simply attending is $275. 2nd priority has not yet been assessed. Research mini grants are $500.

R: $630. This is the first year we've reimbursed for lodging and meals. Because of this almost every eligible LAUC-Riverside member will expend at least $630 in reimbursable expenses. Last year the cap at the end of the fiscal year was $850.

SD: $1075.

SF: Each of us can have $519 at least for FY 96/97.

SC: $650

D: $325

2. Does all of the funding for professional activities come from the amounts stated in Article III.C. of the Memorandum of Understanding? SB: Yes, except as noted above.

I: No.

B: No, the local LAUC division adds some money depending on the state of its finances.

LA: No.

R: No.

SD: $1,000 meets (and exceeds) the MOU.

SF: Deferred answer to University Librarian (no response.)

SC: No.

D: No.

2a. If funding comes from additional sources, what are they?

SB: UL's discretionary funds.

I: For the past 3 years, the UL has allocated funds to bring the total prof. dev. fund to $30,000.

B: See above.

LA: Library administration, and couple of endowments from retired Librarians

R: The University Librarian allocates additional monies to LAUC. The LAUC budget is spent on Professional Development and on Research grants; only $400 to $800 each year does not go to these two activities.

SD: $75 from local LAUC R&PD funds.

SF: Deferred answer to University Librarian (no response.)

SC: Library Operating Funds.

D: Library Operating Budget.

3. Is allotment of funds competitive in any way? SB: No.

I: "Competitive" isn't exactly accurate, but here's the system: Two "tiers" of funding exist for supplementing the "base" funding mentioned above. Members participating in "tier 1" activities receive a supplement of up to $650; those participating in "tier 2" activities receive a supplement of up to $400. Tier 1 applicants have priority, however, so Tier 2 applicants may receive considerably less than the maximum of $400.

B: No.

LA: No.

R: Only those activities meeting written LAUC-R guidelines are funded. Until the cap was instituted (we are in our third year with this process) there were three categories (showing level of participation from attendance to officer/presenter). Category 2 received an additional 5 to 10% reimbursement; Category 3 received yet another 5 to 10% All travel meeting guidelines was funded at a percentage; this percentage was determined by the amount of the professional development budget and the amount of the combined anticipated travel/registration expenses. This percentage system was exceedingly complicated, requiring constant attention to what was being expended, new requests for travel expenditures, etc. It also quite often meant that people who traveled at the end of the fiscal year received a greater percentage of reimbursement than those who traveled at the beginning of the year.

SD: No.

SF: No, everyone has the same share.

SC: Each librarian can receive $650 on a non-competitive basis; further mini-grants are available on a competitive basis.

D: While each librarian is entitled to the base amount, these funds are not always expended. At the end of the year, the remaining funds are distributed among the librarians whose expenses exceeded the base amount. This amount is determined by level of participation.

4. Has the allotment increased in the past ten years? SB: No, except for one-time special allotments as above. Years ago, the allotment was higher.

I: It has been up and down. The present system has been in effect for 3 years. During the early 1990's, the only allotment was that mandated by the MOU. In earlier years, there was no specific prof. dev. allocation, but librarians submitted requests and generally received funding if their activities fit within criteria for level of participation as specified by the UL.

B: I don't know. I think the amount is determined by the MOU and I don't think that item has been reopened for negotiation since the amount was set.

LA: Grants have been approximately the same for several years, I have no idea of what the allotment has been in previous years.

R: The amount of money allotted has gone up and down in the past ten years. Each year's professional development budget is usually a few thousand dollars more or less than the year before. Our practice of moving unallocated research grant money into the professional development budget also means there are additional differences of up to $2500 between years.

SD: Yes. But it may decrease in the 97-98 fiscal year.

SF: Deferred answer to University Librarian (no response.)

SC: In the past ten years, the allotment has increased by about a third, from $450 to $650.

D: Amount has been up and down.

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