So You Want to Attend a Conference….

Pre-Conference Checklist

 Refer to page 29 of the CTA contract, Article 17 to be sure that you are eligible to attend this conference.

 According to Article 17 of the CTA contract, please put your conference request in on MLP at least one month prior to the conference date. The sooner you apply for the conference, the better.

 Go to MyLearningPlan.com. On the left hand side, click “Conference Request”. Please read the form carefully and fill out the form entirely. Information to keep in mind:

  1. Please print 2 hard copies of the conference flyer AND conference schedule to submit to your building secretary and to the PDC upon your return. Workshops that you want to attend during the conference should be highlighted.
  2. Keep all receipts during the conference and submit a claim form to your building secretary upon your return to be reimbursed for any expense that did not have a PO.
  3. Go to the business office for a tax exempt form if paying for a hotel, etc. for which you will be reimbursed. The district will not pay for the tax if you forget to bring this form with you.
  4. Enter the number of hours you are seeking for this activity. Include the total time that you will be in workshops (EXCLUDING lunch/dinner, etc.). When possible, please get a signature from the presenter of every presentation that you attend.
  5. If a PO needs to be generated, please include the following information:
    1.Official name of the conference
    2.Who the check needs to made out to
    3.Amount of the check
  6. If a PO needs to generated for a HOTEL, please include the following information below:
    1. Name and address of hotel
    2. Cost of the room EXCLUDING sales tax (Please get a tax exempt form from the business office to take with you.)
  7. Please be sure to indicate if you will be paying for the conference yourself or if you are asking the district to pay for the conference.

 When calculating mileage, print a copy of the driving directions from 75 Chenango Ave, Clinton to the conference.

  1. As per Article 17 of the CTA contract, if 2 or more people are attending the same conference, a transportation pool will be formed and round-trip travel expenses will be paid only once.
  2. Be sure to calculate round-trip mileage.

 PD procedures to keep in mind:

  1. If the school pays ANY money/fees for the conference (i.e. mileage, hotel, conference fee, etc.) in part or in whole, then no PD credit can be granted. For example, if you pay for the conference but ask the school to pay for mileage, then no PD credit can be granted.
  2. If you pay for the conference (including all fees such as mileage, conference fee, etc.) then PD credit can be granted. If the conference occurs on a school day, PD hours can start accruing after your school day ends.
  3. Conference hours can be used toward the required 100 hours for those teachers with professional teaching certificates.

 After you submit your conference request, please check MyLearningPlan (MLP) frequently to check on the approval process. (click the “manage” button next to the name of the conference, and you’ll see a list of pre-approvals.) Although MLP is supposed to e-mail approvers, it helps to speed the process if you contact the approvers directly to let them know that you have requested a conference for them to approve/deny.

 If a PO needs to be generated, the last building secretary on the list is responsible for generating that PO. Once all of the approvals have been completed (see the step above), please contact the building secretary to generate the PO.

  1. Go to MyLearningPlan, click the “manage” button next to the name of the conference, scroll to the bottom, click “view/print form”.
  2. Print this form and take it to your building secretary in order for the PO to be generated.
  3. If you need a sub, please arrange for the sub at this time with the building secretary.

During Conference Checklist

 Bring a tax exempt form with you to the conference, especially if you will be paying for the hotel and getting reimbursed at a later date.

 Keep all receipts (including tolls, etc.).

 Keep a copy of the conference schedule. For conferences with more than one workshop, please highlight the workshops that you attend. If possible, please get a signature from every presenter.

After Conference Checklist

 On MyLearningPlan, click the “manage” button next to the name of the conference, scroll to the bottom, click “out of district- evaluation summary sheet”. According to Article 17 of the CTA contract, this form must be filled out entirely. Please be sure to indicate how you will share the information you learned.

 Click MARK COMPLETE.

 E-mail Jenny to let her know that you have completed your evaluation and MARKED COMPLETE

  1. Send a copy of the conference schedule (with the workshops you attended highlighted and with a presenter signature if possible) either snail mail or electronically to the PDC.
  2. If you have a “Certificate of Participation”, please also send this to Jenny.
  3. If you are going to teach a PD class about the information that you learned, please set a date/time for your workshop with Jenny.

 Once Jenny has given final approval on MyLearningPlan, click the “manage” button next to the name of the conference, scroll to the bottom, click “view/print form”. Print the form.

Go to your building secretary. Ask for a claim form. Fill out the claim form with the actual cost of all fees.

  1. Attach the following to the claim form:
  2. All receipts for food. (See the CTA contract pg. 30 for meal allowances).
  3. The printed directions to and from the conference.
  4. Receipts for tolls. If you have EZ Pass, you can log into your account online and print a copy of your toll record. Please highlight the tolls from the conference.
  5. Your final approval form printed from MyLearningPlan.
  6. Hand the claim form to your building secretary.