Staff Development Fund Frequently Asked Questions
Who is eligible to apply for Staff Development Fund support?
Applicants must be UC Merced career or contract staff members who have completed at least six months of continuous employment at UC Merced.
Applicants must also be in good standing with no active corrective action, remain actively employed while participating in the approved professional development activity or program, and must not have received a Staff Assembly Development Fund award within the previous 12 months.
Final eligibility is verified as part of the application review process.
Do represented employees qualify for the Staff Development Fund?
Yes. Eligible career and contract staff may apply regardless of represented or non-represented status, provided they meet all other program eligibility requirements.
How far in advance do I need to apply?
Your proposed professional development activity or program must begin at least six months after the date you submit your application.
This timeline allows sufficient time for eligibility verification, application review, funding review, and the Staff Assembly Board's formal approval process.
Applications for activities beginning within six months of the application submission date are not eligible for consideration.
Why is there a six-month advance application requirement?
Staff Development Fund applications go through several stages of review before funding decisions are finalized. This includes eligibility verification, Staff Assembly review, preparation for Board consideration, and a formal Staff Assembly Board vote.
The six-month requirement helps ensure sufficient time to complete the full review and approval process before the professional development activity begins.
Are applications reviewed as soon as they are submitted?
No. Applications are not reviewed on a rolling basis.
Applications are collected throughout each application period and reviewed after the applicable round closes.
For Tier 1 and Tier 2 funding, there are three application rounds during the 2026–27 cycle.
Tier 3 applications are accepted throughout the annual application period and reviewed once per year following the May 20 deadline.
What are the 2026–27 application periods?
Tier 1 and Tier 2
Round 1: August 20 – November 19, 2026
Round 2: November 20, 2026 – February 19, 2027
Round 3: February 20 – May 20, 2027
Tier 3
Annual Application Period: August 20, 2026 – May 20, 2027
What is the difference between the three funding tiers?
Tier 1 – Short-Term Development
Up to $500 for short-term professional development opportunities such as workshops, seminars, conferences, and similar activities.
Tier 2 – Medium-Term Education
Up to $1,000 for certificate programs, specialized training, and other medium-term educational opportunities.
Tier 3 – Long-Term Education
Up to $2,000 for associate, bachelor's, master's, and doctoral degree programs.
How do I know which tier I should apply for?
Select the tier that most closely reflects the type and length of your professional development opportunity.
Short-term workshops, seminars, and conferences generally fall under Tier 1. Certificate programs and specialized training generally fall under Tier 2. Degree programs generally fall under Tier 3.
If you are unsure which tier best fits your professional development opportunity, contact Staff Assembly before submitting your application.
Can I receive more than one Staff Development Fund award?
Applicants may receive only one Staff Assembly Development Fund award within a 12-month period.
If you have received an award within the previous 12 months, you are not currently eligible to apply.
Is funding provided in advance?
No. Staff Development Fund awards are reimbursement-based.
Recipients are responsible for initially paying eligible expenses and submitting the required receipts and supporting documentation for reimbursement.
Funds are not distributed in advance.
What types of expenses may be reimbursed?
Eligible expenses may include costs associated with an approved professional development activity, such as:
Course, tuition, or registration fees.
Registration fees for seminars, conferences, or workshops.
Required books and materials.
Eligible travel expenses.
All expenses submitted for reimbursement must comply with applicable University policies and reimbursement requirements, including UC travel policy when applicable.
Receiving a Staff Development Fund award does not guarantee that every expense associated with the professional development activity will be reimbursable.
Does my award letter specify which expenses are covered?
Award notifications identify the total amount of funding awarded.
Expenses submitted for reimbursement must still meet applicable University reimbursement requirements and may not exceed the amount awarded.
What if the total cost of my program is higher than the maximum award amount?
You may still apply.
The Staff Development Fund is intended to provide financial support toward eligible professional development expenses and may not cover the full cost of an activity or program.
Award amounts may not exceed the maximum amount available within the applicable funding tier.
Can I receive funding from another source in addition to the Staff Development Fund?
Yes. Applicants may receive or seek additional funding from other sources.
The application asks applicants to identify other funding received, requested, or anticipated so Staff Assembly can understand the overall funding plan for the professional development activity.
Do I need a supervisor letter of support?
Yes. Applicants are asked to provide a letter or statement of support from their supervisor confirming support for their participation in the proposed professional development opportunity.
If a letter of support cannot be obtained, applicants may upload a brief statement explaining why it could not be provided.
What happens after I submit my application?
After the applicable application period closes, applications move through the review process.
This includes eligibility verification, Staff Assembly review, and formal consideration by the Staff Assembly Board.
Applicants will be contacted if additional information is needed and will receive the final funding decision by email after the review process is complete.
Submission of an application does not guarantee funding.
How will I know that my application was received?
Applicants who successfully complete and submit the application will receive an automated confirmation email.
If you do not receive a confirmation email after submitting your application, please contact Staff Assembly.
What happens if I am not sure whether I meet an eligibility requirement?
You may indicate that you are unsure when completing the preliminary eligibility questions.
Applications that proceed through the preliminary screening will still undergo formal eligibility verification as part of the review process.
If you have questions before applying, you may also contact Staff Assembly for assistance.
What reporting is required if I receive an award?
All Staff Development Fund recipients are required to complete a Staff Development Fund Professional Impact Report following their approved professional development activity or program.
The report asks recipients to reflect on what they learned, how the experience supported their professional development, and how the knowledge or skills gained may be applied in their role or within the UC Merced community.
The required report must be completed before reimbursement can be finalized.
Do I have to present at a Staff Assembly meeting?
No. A Staff Assembly presentation is optional.
Recipients may be invited to share their professional development experience and outcomes at a future Staff Assembly meeting, but this does not replace the required Professional Impact Report.
When do I need to submit receipts and reimbursement documentation?
Required receipts and supporting documentation must be submitted within 30 days of purchase or completion of the approved trip or activity, as applicable.
Recipients should retain all required documentation and follow applicable University reimbursement procedures.
What if my professional development plans change after I receive an award?
Recipients should contact Staff Assembly as soon as possible if there are significant changes to their professional development activity, program, schedule, or funding circumstances.
Changes may affect reimbursement eligibility or the continued availability of the award.
Who should I contact if I have additional questions?
For questions about the Staff Assembly Development Fund, eligibility, application requirements, or the review process, please contact Staff Assembly at staffassembly@ucmerced.edu.
