Principles Guiding Library Travel Allocations

The following statements reflect the Library's continuing commitment to ensuring and equitable and meaningful approach to funding staff travel and to make the best use of limited travel funding. In applying these principles to the development of a process for administering travel funds, we will strive for a process that is both straightforward and streamlined.

1. There are three distinct categories of library travel; professional, administrative, and training.

Professional Travel is travel by managerial and professional library staff (1) to attend meetings of professional societies and other organizations related to their area(s) of responsibility and expertise, and/or (2) to attend workshops and other training sessions relating to their area(s) of responsibility. While professional development and participation in the profession is principally the responsibility of the individual staff member, the Library encourages such professional involvement by providing paid released time for approved travel along with some financial support. The Library provides two levels of financial support, a basic level for those who attend such meetings, and additional support for "active" participation. "Active" participation is understood to include delivering papers, chairing sessions, membership on national or regional committees, and/or scheduled and formal meetings with vendors. In addition, in order to encourage those entering the profession to become active, travel by Librarians at levels I and II is treated as "active" participation.

Administrative travel occurs when the Library requires staff to travel specifically to conduct the direct business of the Library, e.g. working with donors, purchasing materials, discussing contracts and licenses, site visits, and participating in consortia commitments. Administrative travel is generally fully funded. Administrative travel, in association with a professional conference, must be approved by the Library Management Team after a compelling argument is made by the department head and appropriate AUL.

Training travel occurs when the Library requires staff to travel to attend courses or meeting at which they will acquire specific skills needed for their work or to provide training to their Library staff. The need for training travel will be identified as a part of a training plan developed for each managerial and professional staff member or through library-wide initiatives. Training travel will generally be fully funded.

2. The Library must follow University guidelines for foreign travel, i.e., travel outside the United States and Canada. There is no provision for compensation for professional travel abroad except when a professional conference is held outside the continental USA. All foreign travel must be approved by the University Librarian and the Office of the Provost. Administrative travel abroad will normally be funded outside general appropriations.

3. Giving limited resource for travel, department heads and AULs will work diligently to make the best use of those resources. The intention is to shift more requests into professional travel with the expected result that more opportunities for professional development will be created.

4. Each year, LMC will allocate funds budgeted for travel based on a review of staff plans for the year. LMC will reserve a contingency amount for travel needs that arise during the year.

5. These travel principles will apply to all managerial and professional staff of the Library.

6. When the Library funds staff travel, staff will, as appropriate, share information learned at professional conferences with other staff and/or supervisors.