Staff Career Development Grant - Gateway to Learning

Staff Career Development Grant

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The Ohio State University is committed to the professional and career development of staff. This grant provides staff with an opportunity to further their growth and development. Grants are awarded for education and training costs related to the applicant’s job and/or career goals.

APPLICATION SEASON OPENS July 1, 2019!

New this year – Amounts available for individuals and groups has increased to provide greater development opportunity. Eligible staff can apply for a Staff Career Development Grant of up to $1,250 for individuals, $1,750 for groups of 2-10 and $2,000 for groups of 11 or more.

There are also new versions of the application and rubric, and all applicants are encouraged to review the updated rubric prior to completing the application.

The Staff Career Development Grant Program is administered by The Office of Human Resources in partnership with the University Staff Advisory Committee (USAC).

Grant Application and Process Information

Examples of what the grant can be used toward, include, but are not limited to:

  • Registration fees for conferences and seminars
  • GED classes
  • Tuition costs for certification or re-certification
  • Books and materials for courses
  • Online workshops or webinars
  • Travel expenses
  • Expenses to provide development opportunities to multiple people, including units, organizations or groups, such as speaker fees, location costs or material costs

Please note: Awards may be considered taxable. If you have specific questions regarding whether or not your professional development opportunity is considered taxable, please contact Payroll Services at 614-292-2311.

Applicants must meet one of the following conditions:

  1. Must be employed as a regular full or part-time Classified Civil Service or Administrative and Professional staff member with at least two continuous years of service with Ohio State.
  2. Former Ohio State University staff member with at least two continuous years of service and currently unemployed due to the elimination of job position within the past year.

Please note: Faculty, student employees, and staff on temporary appointments are not eligible for this grant.

We accept Staff Career Development Grant applications twice per year, in January and July.

If your professional development opportunity occurs between March and October, you will want to submit your application during our January application season.

If your professional development opportunity occurs between September and April, you will want to submit your application during our July application season.

We do not offer retroactive awards and are unable to award development that occurs before the application review and award period.

Please note:  If you are registering for a professional development opportunity before the notification deadline, the individual/group assumes responsibility for all expenses in the event you are not awarded grant funds. Award notifications for applicants applying in July 2018 will be sent out September 5, 2018. If your professional development opportunity occurs within the first week of September, we cannot guarantee that you will be awarded funds.

We are not currently accepting Staff Career Development Grant applications!

Grant Application Timeline:

  • Applications were being accepted in January 2019
  • Application Deadline: January 31, 2019
  • Notification of Grant Recipients: March 6, 2019
  • Funding Period: March 2019 – October 2019

Please note:  If you are registering for a professional development opportunity before the notification deadline, the individual/group assumes responsibility for all expenses in the event you are not awarded grant funds. Award notifications will be sent out March 6, 2019. If your professional development opportunity occurs within the first week of March, we cannot guarantee that you will be awarded funds.

1. Review the Staff Career Development Grant rubric.

This is a competitive process and a selection committee reviews all applications. A rubric will be used to provide a fair rating of applicants based on criteria set in the application. Each application will be reviewed by 2-3 people.

2. Complete the Staff Career Development Grant application.

Use the above link to open and download the application. Be sure to fill out all portions of the application. Be sure to save the document under a new name to keep your changes. Your application proposal should demonstrate the benefits of your professional development opportunity to ALL of the following: the individual/group, the individual’s/group’s department/college, and the university as a whole. A completed application should include required budget information, appropriate documentation, and required signatures.

3. Include supporting documentation.

Be sure to include supporting documentation of all budget items. Your documentation can be combined into one file with your application or sent as separate attachments. Supporting documentation might include the following: invoices, class schedules, price quotes, airfare and lodging estimates, links to conference details, screenshots of conference details and more.

4. Submit the application.

Submit your completed application via email as an attachment (no more than 5 pages total) to hr-staffgrant@osu.edu.

This is a competitive process and grants of up to $1,250 for individuals or $1,750 for groups of 2-10 and $2,000 for groups of 11 or more will be awarded at the discretion of the Staff Career Development Grants selection committee. A rubric will be used to provide a fair rating of applicants based on criteria set in the application. Each application will be reviewed by 2-3 people.

Grants are awarded based on available funds and the following:

  • The applicant meets all eligibility requirements.
  • The professional development opportunity occurs within the funding period.
  • The submitted application is complete and includes required budget information, appropriate documentation, and required signatures.
  • The application proposal demonstrates benefits to ALL of the following: the individual/group, the individual’s/group’s department/college, and the university as a whole.

Please note: Applicants who have not previously received a grant are given priority consideration. Retroactive funding is not provided.

Please contact the Staff Career Development Grant office at hr-staffgrant@osu.edu.

Staff Career Development Grant Reimbursement

Congratulations on receiving the Staff Career Development Grant award. All funds are granted on a reimbursement basis only. Reimbursements will only be provided for items specified in the budget submitted with your formal grant application. Upon completion of your activity, the SCDG Survey must be completed to receive reimbursement. Original and official receipts are required for all expenses to be reimbursed.
If you received a Staff Career Development Grant to be used toward any travel expenses, it is important that you thoroughly review the travel policy before any travel arrangements are made.

Please note: Awards may be considered taxable. If you have specific questions regarding whether or not your professional development opportunity is considered taxable, please contact Payroll Services at 614-292-2311.

The Grant Reimbursement Process is broken down into four (4) categories. Please select the appropriate category for your reimbursement needs.

You indicated on your application that your department will be paying for your expenses and you do not have travel associated with your requested professional development opportunity. If either of those is incorrect or have changed since your submission, please contact the Staff Career Development Grant office, hr-staffgrant@osu.edu, to ensure you are following the correct reimbursement procedure.

Reimbursement Method

Your department pays the expenses and we reimburse the department through a transfer of funds upon completion of the activity. Please work with your department fiscal officer to ensure you adhere to department procedures.

Once you have completed your professional development opportunity, please work with your fiscal officer to submit the following items via email to hr-staffgrant@osu.edu :

  1. Copies of any eRequests associated with your professional development opportunity.
  2. Copies of receipts for all expenses that you are requesting to be reimbursed.
  3. Proof of Completion/Attendance. Examples include final grades, certificates, meeting agendas or any other proof that the professional development opportunity was completed.
  4. A completed feedback survey. This survey is to be completed and submitted online by the staff grant award recipient. The link to your specific survey can be found in your original award letter.
  5. Your department chartfield information. Please be sure to verify these numbers with your fiscal officer and include the ORG, FUND and ACCT numbers to which the reimbursement should be transferred.

Please note: Awards may be considered taxable. If you have specific questions regarding whether or not your professional development opportunity is considered taxable, please contact Payroll Services at 614-292-2311.

Additional reimbursement requirements include:

  • Expenses ne­­ed to be submitted within 30 days of completion for reimbursement.
  • Requests for reimbursement must be made no later than 30 days after the end of the grant period.
  • All documentation must be submitted at the same time. Partial reimbursement will not be given unless you were awarded grant money for more than one professional development opportunity.
  • Purchase of any item or service not approved from your formal application will not be reimbursed.
  • All expenses must conform to university expenditure policies and guidelines, which can be found on the web at https://busfin.osu.edu/purchasing

For your protection, keep a copy of everything you submit. If you have any questions regarding this process, please contact the Staff Career Development Grant office, hr-staffgrant@osu.edu.

You indicated on your application that your department will be paying for your expenses and travel is associated with your requested professional development opportunity. If either of those is incorrect or have changed since your submission, please contact the Staff Career Development Grant office, hr-staffgrant@osu.edu, to ensure you are following the correct reimbursement procedure.

Reimbursement Method

Your department pays the expenses and we reimburse the department through a transfer of funds upon completion of the activity. Please work with your department fiscal officer to ensure you adhere to department procedures.

To be completed, prior to travel:

Important Travel Update: Effective October 1, 2018, all flights and car rentals must be booked through Corporate Travel Planning (CTP). It is also highly recommended to use CTP to book lodging. Please be sure to know and understand the rules before travel arrangements are made. The travel website has the latest travel updates, tools/resources, and excellent FAQs to assist you in your travel planning.

Please note failure to comply with university policy may result in the following:

  • partial or no reimbursement
  • forfeiting of grant funds
  • a travel infraction against you that follows you through the life of your employment at OSU

Since you are traveling, you must work with your department to get a “T” number and to complete the necessary travel forms in advance of your activity (suggested 4 weeks).

If you individually pay for any portion of the travel expenses that your grant award was to cover, beyond what the department is paying, your department should submit a travel reimbursement to you prior to submitting your request for grant reimbursement.

Contact our office at hr-staffgrant@osu.edu for further information.

To be completed, after travel is complete:

Once you have completed your professional development opportunity, please work with your fiscal officer to submit the following items via email to hr-staffgrant@osu.edu :

  1. Copies of any eRequests/TRequests associated with your professional development opportunity.
  2. Copies of receipts for all expenses that you are requesting to be reimbursed.
  3. Proof of Completion/Attendance. Examples include final grades, certificates, meeting agendas or any other proof that the professional development opportunity was completed.
  4. A completed feedback survey. This survey is to be completed and submitted online by the staff grant award recipient. The link to your specific survey can be found in your original award letter.
  5. Your department chartfield information. Please be sure to verify these numbers with your fiscal officer and include the ORG, FUND and ACCT numbers to which the reimbursement should be transferred.

Please note: Awards may be considered taxable. If you have specific questions regarding whether or not your professional development opportunity is considered taxable, please contact Payroll Services at 614-292-2311.

Additional reimbursement requirements include:

  • Expenses need to be submitted within 30 days of completion for reimbursement.
  • Requests for reimbursement must be made no later than 30 days after the end of the grant period and no later than 30 days after travel has been completed.
  • All documentation must be submitted at the same time. Partial reimbursement will not be given unless you were awarded grant money for more than one professional development opportunity.
  • Purchase of any item or service not approved from your formal application will not be reimbursed.
  • We reimburse on an actual basis, requiring receipts for reimbursement, but follow per diem amount guidelines. Meal costs are allowed for the recipient only and receipt must be:
    • Itemize food and beverages ordered (alcohol will not be reimbursed),
    • Directly related to project implementation, and
    • Not exceed per diem travel guidelines for the university
  • If the award is used for travel, a travel request must be in the university system four weeks in advance (suggested) of your travel date.
  • All expenses must conform to university expenditure policies and guidelines, which can be found on the web at https://busfin.osu.edu/buy-schedule-travel/travel.
  • For travel by personal vehicle, keep a log of your travel destinations and odometer readings for reimbursement. Specific mileage (such as a Google Maps or MapQuest print out) must be submitted for reimbursement to occur.
  • All expenses must conform to university expenditure policies and guidelines, which can be found on the web at https://busfin.osu.edu/purchasing

For your protection, keep a copy of everything you submit. If you have any questions regarding this process, please contact the Staff Career Development Grant office, hr-staffgrant@osu.edu.

You indicated on your application that you will be paying for your expenses and do not have travel associated with your requested professional development opportunity. If either of those is incorrect or have changed since your submission, please contact the Staff Career Development Grant office, hr-staffgrant@osu.edu, to ensure you are following the correct reimbursement procedure.

Reimbursement Method

You pay your costs personally out-of-pocket and we reimburse you upon completion of the professional development activity. Please note, if you do not complete the professional development opportunity in full for which you were awarded the grant, you will not be reimbursed.

Once you have completed your professional development opportunity, please submit the following items via email to hr-staffgrant@osu.edu:

  1. Copies of receipts for all expenses that you are requesting to be reimbursed.
  2. Proof of Completion/Attendance. Examples include final grades, certificates, meeting agendas or any other proof that the professional development opportunity was completed.
  3. A completed feedback survey. This survey is to be completed and submitted online by the staff grant award recipient. The link to your specific survey can be found in your original award letter.

Please note: Awards may be considered taxable. If you have specific questions regarding whether or not your professional development opportunity is considered taxable, please contact Payroll Services at 614-292-2311.

Additional reimbursement requirements include:

  • Expenses need to be submitted within 30 days of completion for reimbursement.
  • Requests for reimbursement must be made no later than 30 days after the end of the grant period.
  • All documentation must be submitted at the same time. Partial reimbursement will not be given unless you were awarded grant money for more than one professional development opportunity.
  • Purchase of any item or service not approved from your formal application will not be reimbursed.
  • All expenses must conform to university expenditure policies and guidelines, which can be found on the web at https://busfin.osu.edu/purchasing

For your protection, keep a copy of everything you submit. If you have any questions regarding this process, please contact the Staff Career Development Grant office, hr-staffgrant@osu.edu.

You indicated on your application that you will be paying for your expenses and travel is associated with your requested professional development opportunity. If either of those is incorrect or your department is planning to pay for any portion of your travel expenses, please contact the Staff Career Development Grant office, hr-staffgrant@osu.edu, to ensure you are following the correct reimbursement procedure.

Reimbursement Method

You pay your costs personally out-of-pocket and we reimburse you upon completion of the professional development activity. Please note, if you do not complete the professional development opportunity in full for which you were awarded the grant, you will not be reimbursed.

To be completed, prior to travel:

Important Travel Update: Effective October 1, 2018, all flights and car rentals must be booked through Corporate Travel Planning (CTP). It is also highly recommended to use CTP to book lodging. Please be sure to know and understand the rules before travel arrangements are made. The travel website has the latest travel updates, tools/resources, and excellent FAQs to assist you in your travel planning.

Please note failure to comply with university policy may result in the following:

  • partial or no reimbursement
  • forfeiting of grant funds
  • a travel infraction against you that follows you through the life of your employment at OSU

Step 1: Complete your Concur profile and add your personal credit card.

Please be sure to use the travel website to guide you through this process. Under tools and resources (in the gray box) is a link for Training and Guides, FAQs and several other travel resources. Under “Resource Guides”, you can find the information for completing your profile and adding your personal credit card.

Step 2: Use Concur to gather travel estimates.

To comply with university policy, you must book all flights and car rentals through Corporate Travel Planning (CTP). Please follow the beginning of the guide for booking airfare for yourself, found on the travel website to gather estimates for your travel expenses. Be sure to print screen captures of the costs of the flights, lodging and/or car rentals. You will not be able to book your trip at this time, only estimate costs.

Step 3:  Submit an OSU Pre-Trip Worksheet to obtain a T number.

If all expenses are being paid completely upfront by the individual, our office will process the original TRequest. Prior to booking your travel complete an OSU Pre-Trip Worksheet. Submit this form and supporting expense information to hr-staffgrant@osu.edu. This will begin the process to establish a “T” number which is required with any travel on university business. Once the TRequest has been approved we will send you your T number.

Step 4: Use Concur to book your flight, car rental, and lodging.

Once you have received your T number, you can book your travel. To comply with university policy, you must book all flights and car rentals through Corporate Travel Planning (CTP). Again, please be sure to use the travel website to guide you through this process. Please follow the guidelines for booking airfare for yourself, found on the travel website.

Please note: When asked to select the method of payment, you must select your personal credit card to complete your purchase. The Staff Career Development Grant is a reimbursement grant. All funds are granted on a reimbursement basis only.

Step 5: Submit all booking confirmations and receipts to hr-staffgrant@osu.edu.

Prior to travel, please submit all flight, lodging, and car rental confirmations and receipts. This will help us to ensure that your travel request is updated for any fluctuations in expense amounts and to ensure we are following university travel policy.

To be completed, after travel is complete:

Once you have completed your professional development opportunity, please submit the following items via email to hr-staffgrant@osu.edu :

  1. Copies of receipts for all expenses that you are requesting to be reimbursed.
  2. Proof of Completion/Attendance. Examples include final grades, certificates, meeting agendas or any other proof that the professional development opportunity was completed.
  3. A completed feedback survey. This survey is to be completed and submitted online by the staff grant award recipient. The link to your specific survey can be found in your original award letter.

Please note: Awards may be considered taxable. If you have specific questions regarding whether or not your professional development opportunity is considered taxable, please contact Payroll Services at 614-292-2311.

Additional reimbursement requirements include:

  • Expenses need to be submitted within 30 days of completion for reimbursement.
  • Requests for reimbursement must be made no later than 30 days after the end of the grant period and no later than 30 days after travel has been completed.
  • All documentation must be submitted at the same time. Partial reimbursement will not be given unless you were awarded grant money for more than one professional development opportunity.
  • Purchase of any item or service not approved from your formal application will not be reimbursed.
  • We reimburse on an actual basis, requiring receipts for reimbursement, but follow per diem amount guidelines. Meal costs are allowed for the recipient only and receipt must be:
    • Itemize food and beverages ordered (alcohol will not be reimbursed)
    • Directly related to project implementation
    • Not exceed per diem travel guidelines for the university
  • If the award is used for travel, a travel request must be in the university system four weeks in advance (suggested) of your travel date.
  • All expenses must conform to university expenditure policies and guidelines, which can be found on the web at https://busfin.osu.edu/buy-schedule-travel/travel.
  • For travel by personal vehicle, keep a log of your travel destinations and odometer readings for reimbursement. Specific mileage (such as a Google Maps or MapQuest print out) must be submitted for reimbursement to occur.
  • All expenses must conform to university expenditure policies and guidelines, which can be found on the web at https://busfin.osu.edu/purchasing

For your protection, keep a copy of everything you submit. If you have any questions regarding this process, please contact the Staff Career Development Grant office, hr-staffgrant@osu.edu.