Administrative Practices

AP G3 - Teacher Professional Growth Program Administration

Legislative References:	None
Policy Reference:	5.30 Expense Reimbursement
Collective Agreement References:	G.I.T.A., Article F20
Date:	June 24, 2026

Professional Growth is designed to assist teachers in achieving their professional objectives. Unlike Professional Development funds, which are available for specific workshops or other isolated learning activities, Professional Growth funds are allocated to support teachers in pursuing long-term goals by facilitating professional development, retraining, individual programs of study, peer mentorship, and training for new programs per the GITA Collective Agreement.

This practice ensures clarity and consistency in how teachers may apply for Professional Growth (Pro-G) funding and how the program is administered by the Pro-G Committee and district administrative support staff.

Professional Growth Program Categories

1.1.

Pro-G applications are categorized into the following programs:

1.1.1.	Individual Program: Can be used for expenses related to the academic pursuit of a Master’s or other graduate program or certificate, course enrolment, a workshop series, single focus multi-day conference, program implementation (supported by the Superintendent).
1.1.2.	Group Program: Includes all school-based or district-wide groups that engage in coordinated activities, or instruction, centered on a shared topic, theme, or objective. All participants must be listed on the group application. One teacher in the group must assume responsibility for communicating to the group and monitoring expenditures by the group (as outlined in budget approved in the group application.) Attending a conference together would not be considered a group program.
1.1.3.	Retraining Program: Available to teachers assigned by the principal to teach a significantly new subject area, program or grade level.
1.1.4.	Facilitator Program: Provides support to teachers in the process of becoming trainers for other teachers. These grants are designed to support teachers who are developing the skills and expertise needed to facilitate training sessions or professional development workshops for their peers. The grant can be used for expenses related to training, such as materials, courses, or other resources that help them prepare to lead these sessions within the district.
1.1.5.	Peer Mentorship: Mentoring is a reciprocal and non-evaluative process by which colleagues collaborate to share their experiences, knowledge and skills for personal and professional growth.

1.2.

All district teachers, currently teaching in the district, including Teachers Teaching On Call, are eligible to apply for up to $1,200 annually through the Pro-G Individual program, through a single application or multiple application.

1.3.

School or district groups may apply for Pro-G funding, with a maximum of $1,200 available per GITA member.

1.4.

Teachers may apply for funding in up to two program categories; and peer mentorship.

1.5.

20% of the current year’s calculated funding will be set aside for peer mentorship program facilitated by the Pro D Chair or designate.

Application

2.1.

Applicants must complete the official Professional Growth Application Form in full for whichever program they are applying for.

2.2

Each application must clearly state:

2.2.1.	Long-term professional growth goals (e.g., advanced certification, leadership development).
2.2.2.	A professional biography identifying the relevance of the professional growth focus.
2.2.3.	A detailed action plan with timelines, activities, and measurable success indicators.
2.2.4.	The names of all participants (for group applications).

2.3.

In their application, applicants must provide:

2.3.1.	Budget details including itemized costs and funding requested.
2.3.2.	Evidence of alignment with BC Professional Standards for Educators.
2.3.3.	Any required supporting documentation (e.g., course outlines, registration confirmations).

Joint Professional Growth Committee Membership

3.1.	The Professional Growth Committee consists of two GITA members, two trustees, and the Superintendent or their designate as the Chairperson.
3.2	The GITA President may participate in committee meetings and discussions as a non-voting member of the committee.

Pro-G Application Assessment and Approval

4.1.

Applications will be assessed based on:

4.1.1.	Relevance to role and Professional Standards for BC Educators
4.1.2.	Clarity and feasibility of Action Plan
4.1.3.	Impact and knowledge sharing
4.1.4.	Budget compliance
4.1.5.	Completeness of submission
4.1.6.	Processes from the current year, or previous years, completed

4.2

Pro-G activities are generally conducted over a duration of more than three (3) days.

4.3.

Only applications that fulfill the criteria established by the committee will be approved.

4.4.

Funds may not be used for classroom resources.

4.5.

Preference will be given to new applications, and to applicants who have not applied in the past two (2) years.

Intake

5.1.

Application for Pro-G will be accepted up to three times annually, with intakes in October, February, and April (funds permitting), with the deadline for application typically the 15th of those intake months.

5.2.

The process for each intake is as follows:

5.2.1	Administration: Remind/share upcoming intake deadline
5.2.2.	Applicant: Access guidelines and application form(s)
5.2.3.	Applicant: Submit application(s) by deadline
5.2.4.	Committee: Review and approve applications
5.2.5.	Administration: Notify applicants and track reimbursement and LOA claims
5.2.6.	Applicant: Submit claim with applicable receipts prior to May 15th
5.2.7.	Applicant: Submit reflection
5.2.8.	Applicant: Share learning
5.2.9.	Administration: Expense reporting and reimbursement

Funding and Reimbursement Claims

6.1.

If professional growth activities occur on instructional days, then an LOA expense is to be charged against the approved grant amount, if a TTOC is required.

6.1.1

A standardized full day and a half day rate will be calculated each year in September by the Secretary Treasurer.

6.2

For mileage claims, distance will be calculated beginning from the point where the employee has left the district region. If traveling by ferry, distance calculations commence once the employee has left the Crofton, Swartz Bay or Tsawwassen Ferry terminals. The shortest distance possible to drive between locations is the mileage that will be reimbursed. No mileage will be paid for travel within the district unless otherwise applied for and approved by the Pro-G Committee.

6.3.

Milage and Per Diems will be approved at the District rates in alignment with the Board’s Expense Reimbursement Policy.

Reflection and Impact on Professional Practice

7.1.

Successful applicants will complete a professional reflection summarizing their learning and its impact on their professional practice. Reflection is intended as a collegial professional learning process and not as an evaluative tool. The purpose of the reflection is to:

7.1.1	Support professional growth and inquiry.
7.1.2.	Inform the Pro-G Committee of the overall program impact and alignment with BC Professional Standards for Educators.
7.1.3.	Contribute to future planning and allocation decisions.

7.2

The reflection shall:

7.2.1	Be brief and professional in nature.
7.2.2.	Be presented in a format relevant to the learning (e.g., written summary, presentation, portfolio, or other professional format).
7.2.3	Identify key learning outcomes.
7.2.4.	Describe connections to classroom, school, or district practice.
7.2.5.	Outline any intended next steps or continued learning.

7.3.

The District and Pro-G Committee shall protect the confidentiality of individual reflections.

7.3.1	Reflections shall not form part of a teacher’s personnel file.
7.3.2.	Reflections shall not be used for performance evaluation, supervision, or disciplinary purposes.
7.3.3.	Reflections remain the professional property of the applicant.
7.3.4.	Reflections may only be shared beyond the Pro-G Committee with the written consent of the applicant.

7.4.

Aggregated, anonymized themes may be used by the Committee for annual reporting, sharing with the district, and program review.

Annual Review

8.1.

The Professional Growth Committee will conduct an annual review prior to the end of May of:

8.1.1	Application trends and approval rates.
8.1.2.	Budget allocations and expenditures.
8.1.3.	Impact of funded activities on professional practice.
8.1.4.	Grant allocation amounts.

8.2

Recommendations for process improvements will be documented and shared with senior leadership and GITA.

Administrative Oversight

9.1.

School Board Office staff will retain oversight of program deliverables, and provide administrative support for:

9.1.1	Receipt and coordination of applications.
9.1.2.	Direct and liaise communication with and between applicants and the Pro-G Committee.
9.1.3.	Fund management and accounting.
9.1.4.	Maintenance of centralized records of applications, approvals, and expense reports.