New York State/United University Professions Joint Labor-Management Committees Frequently Asked Questions

The New York State/United University Professions Joint Labor-Management Committees (NYS/UUP JLMC) provide funding for professional development projects and activities that benefit employees represented by United University Professions (UUP) and the State University of New York campuses. The NYS/UUP JLMC are established through the collective bargaining agreement negotiated between New York State and United University Professions.

BACKGROUND INFORMATION

What are the NYS/UUP JLMC?

The NYS/UUP JLMC are comprised of six committees: Affirmative Action/Diversity (Article 10), Employment (Article 35), Professional Development (Article 42), Safety and Health (Article 43), Technology (Article 44) and Campus Grants (Article 45). The committees have established a total of 14 programs. Each committee is comprised of an equal number of members appointed by the director of the Governor’s Office of Employee Relations or designee and UUP President or designee and each party designates a co-chair for each committee. In addition, each campus has established a campus professional development committee that administers the Individual Development Awards Program for the specific campus at the local level. The NYS/UUP Joint Labor-Management Executive Committee comprised of representatives of the State and UUP, determines the funding allocation for each program and oversees all of the committees, including reviewing their activities, resolving issues of mutual concern that are referred by the other committees, and providing overall policy direction.

What is the function of the NYS/UUP JLMC?

The NYS/UUP JLMC provide a forum to discuss, consider and attempt to resolve matters of interest to either or both parties, identify and implement new initiatives and to benefit the State, the State University of New York, and UUP represented members. NYS/UUP JLMC have developed 14 programs that serve the needs and interests of employees and the State University of New York and the guidelines for each program. The committees also review applications for all programs that are submitted for funding a project or activity, except for the Individual Development Awards Program which is administered by the campus professional development committee.

Who oversees the NYS/UUP JLMC?

A NYS/UUP Joint Labor-Management Executive Committee comprised of representatives of the State and UUP oversees the committees and determines the funding allocation for each program, including reviewing their activities, resolving issues of mutual concern that are referred by the other committees, and providing overall policy direction.

How are the NYS/UUP JLMC funded?

Funding for the NYS/UUP JLMC is provided through the collective bargaining agreement negotiated between the State and UUP. Funds for each committee are provided in Article 21 Statewide Joint Labor-Management Committees of the Agreement between the State and UUP.

ELIGIBILITY FOR NYS/UUP JLMC PROGRAM FUNDS

Who is eligible for NYS/UUP JLMC programs?

Employees in the Professional Services Negotiating Unit represented by UUP are eligible to participate in NYS/UUP JLMC programs. Eligibility for funding is outlined in each of the program guidelines. As stated in the program guidelines, some programs are targeted to specific categories of employees.

Are part-time employees eligible to apply for NYS/UUP JLMC funds?

Part-time employees are eligible to participate in NYS/UUP JLMC programs except for: Dr. Nuala McGann Drescher Leave Program, Retraining Fellowship Program and Calendar Year Employee Leave Program. The Individual Development Awards Program requires that the campus professional development committee dedicates a minimum of 15 percent of the funds under this program to part-time employees.

APPLICATION PROCESS

How do I apply for NYS/UUP JLMC funds?

An application for NYS/UUP JLMC funds and instructions for completing the application may be accessed on the NYS/UUP JLMC website.

What are the application deadlines for NYS/UUP JLMC programs?

With the exception of the Dr. Nuala McGann Drescher Leave Program, Calendar Leave Program and the Individual Development Awards Program, there are no set application deadlines. Programs without application deadlines request that applications be submitted at least 45 days prior to the start date of the project or activity.

Both the Dr. Nuala McGann Drescher Leave Program and Calendar Leave Program have specific deadlines for submitting applications which are listed under each of the program guidelines on the NYS/UUP JLMC website.

Deadlines for the Individual Development Awards Program are determined by each campus professional development committee and vary from campus to campus. Contact the campus professional development committee, the UUP chapter president or campus human resources office for specific details and dates.

Does the campus need to contribute 40% for each item?

The campus contribution for the total cost project or activity must be a minimum of 40% as required for each program except for the Individual Development Awards Program and Retraining Fellowship Program if an employee is retrenched. The campus can determine how best to allocate the 40% campus contribution for the each of the categories under Expenditures of Part C: Budget Summary provided the campus contributes 40% for the total cost of the project or activity.

What expenses are not reimbursable?

Expenditures that are eligible for reimbursement are included under each of the program guidelines. In general, NYS/UUP JLMC funds may not be used for overhead payments to third parties for administering the project or activity; to support the cost of fringe benefits; for extra-service payments, payments to reimburse a campus for employees' time, or payment to employees to assist with or to attend a project or activity; to purchase food for conferences, seminars, workshops, or any other events; to purchase equipment, consumable, or non-consumable supplies; and to purchase furniture or to rent office space on or off campus. For questions regarding the reimbursement of a specific expense, contact the campus fiscal office or NYS/UUP JLMC staff prior to incurring the expense.

What is the time frame for the application review process?

In general, a decision will be made within 30-45 days of an application deadline or submission of an application for a program which does not have an application deadline. The timeframe for decisions for Individual Development Awards are set by each campus professional development committee.

What happens if an incomplete application is submitted?

NYS/UUP JLMC staff reviews all applications for completeness and will email an applicant regarding missing information and the date by which the missing information must be received. Only complete applications are sent to the appropriate committee for consideration.

Who reviews the applications?

All applications except for the Individual Development Awards Program are reviewed by the committees established by the State and UUP. The Individual Development Awards Program applications are reviewed by each campus professional development committee.

How are applicants notified if their application for NYS/JLMC funds has been approved?

Applicants are notified by email of the committee’s decision to approve or deny their application for funding.

Does the Acknowledgement of Award form need to be returned?

The notification letter includes an Acknowledgement of Award form that must be completed and returned to the NYS/JLMC staff. NYS/JLMC funds may not be accessed unless this form has been returned.

What if the proposed project or activity changes after receiving an award letter?

All proposed changes to a project or activity after receipt of an award letter must be sent in writing to the NYS/UUP JLMC staff. The same committee that approved funding for the initial project or activity must approve the changes prior to the applicant proceeding. Without the committee’s approval for the proposed changes, an applicant may not be reimbursed for the expenses incurred due to these changes.

The NYS/UUP JLMC staff must be notified in writing of the proposed changes and the program committee must approve the changes prior to proceeding. Without the committee approval for the proposed changes, you may not receive reimbursement for the unapproved changes.

APPEALS PROCESS

Is there an appeal process if an application is denied?

There is no process for appealing the committee’s decision. The application process is a competitive process and decisions on applications are made at the discretion of the specific committee.

ACCESSING FUNDS

How are funds accessed after receipt of an award?

The Acknowledgment of Award form must be submitted to NYS/UUP JLMC staff prior to being able to access funds. If a replacement salary is being funded, a copy of the campus’s appointment letter for the awardee’s replacement must also be submitted to NYS/UUP JLMC staff. An awardee must expend his or her own funds prior to being reimbursed. Proof of expenses must be submitted to the campus fiscal office, except for an employee who is retrench and no longer on a campus.

How are reimbursement rates determined?

Reimbursements are made in accordance with the New York State Comptroller’s Rules and Regulations governing travel which may be accessed at: http://www.osc.state.ny.us/agencies/travel/travel.htm. New York State has adopted the Federal Government travel rates which can be accessed at: www.gsa.gov.

PROGRAM EVALUATION

Who must submit a Program Evaluation?

All awardees, except for the Individual Development Awards Program, are required to submit a Program Evaluation within 30 days of completion of their project or activity to the NYS/UUP JLMC staff. Failure to submit a Program Evaluation may result in a committee postponing taking action on subsequent applications submitted by the award recipient until the Program Evaluation is received. For the Individual Development Awards Program, a determination is made by each campus professional development committee as to the type of evaluation to be submitted upon completion of the project or activity.

INDIVIDUAL DEVELOPMENT AWARDS

How is funding allocated for the Individual Development Awards Program?

The NYS/UUP Joint Labor-Management Executive Committee determines the total amount to be allocated for the Individual Development Awards Program and the methodology for allocating funds to the campuses. Each campus receives an allocation using a formula based on the number of eligible employees.

Where are the dates posted for applying for the Individual Development Awards Program?

Dates are established by each campus professional development committee. For specific questions related to the Individual Development Awards Program application deadlines, contact the campus professional development committee, the campus human resources office or the UUP chapter president.

Where are applications sent for the Individual Development Awards Program?

Applications should be submitted to the campus professional development committee. For specific questions related to submitting applications for the Individual Development Awards Program, contact the campus professional development committee, the campus human resources office or the UUP chapter president. Applications should not be sent to the NYS/UUP JLMC staff.

Who reviews applications for the Individual Development Awards Program?

Individual Development Awards Program applications are received and considered by each campus professional development committee comprised of equal numbers appointed by the UUP chapter and campus management. The campus professional development committee establishes the deadlines for submitting applications and makes all decisions on awarding funds and notifying employees.

DR. NUALA MCGANN DRESCHER LEAVE PROGRAM

What is the Dr. Nuala McGann Drescher Leave Program?

The Dr. Nuala McGann Drescher Affirmative Action/Diversity Leave Program seeks to promote a broad diversity of award recipients and enhances employment opportunities for people who are preparing for permanent or continuing appointments with preference given to minorities, women, employees with disabilities, or employees with military status. The types of support available include: payment of employee's regular salary by the campus; salary for a replacement; and other related expenses for research or study with a justification.

Who is eligible for the Dr. Nuala McGann Drescher Leave Program?

A full-time employee who is eligible for a continuing or permanent appointment and who has received at least one appointment renewal is eligible. Preference is given to women, minorities, persons with disabilities and employees with military status.

What is the deadline for applying for Dr. Nuala McGann Drescher Leave Program?

Deadlines for applications for the Dr. Nuala McGann Drescher Leave Program for the fall semester are usually in the previous spring semester and those for the spring semester are usually in the previous fall semester. Campuses and UUP chapter officers are notified of the deadlines which are also posted on the NYS/UUP JLMC website.

CAMPUS GRANTS PROGRAM

What is the Campus Grants Program?

The Campus Grants Program is intended to provide start-up costs that supplement campus funding for campus wide or multiple campus projects or activities that include developing or enhancing cooperative problem solving, professional development, safer working conditions and understanding and facilitating diversity in the workplace. Particular consideration is given to projects or activities that are innovative, can be replicated or are pilot programs that will be subsequently funded exclusively through campus resources and impacts a significant number of employees. Additional information may be accessed on the Campus Grants Program page.

If a multi-campus application is submitted, who is the designated applicant?

The participating campuses determine who will be designated as the primary applicant.

If a multi-campus application is submitted, how is the 40% campus contribution determined?

The participating campuses determine the campus contribution amount for each campus, provided that the total campus contribution amount is 40% of the expenditures being requested under Part C: Budget Summary.

RETRAINING FELLOWSHIP PROGRAM

What signatures are required on an application for a retrenched employee who is no longer on a campus?

The applicant’s signature is the only signature required.

Where does a retrenched employee who is no longer on a campus submit expenses for reimbursement?

Reimbursement for expenses should be submitted to the NYS/UUP JLMC staff.