GILMER INSTITUTE OF LEARNING POLICIESGI-1 Gilmer Institute of Learning Travel Gilmer Institute of Learning Travel
PURPOSETo itemize those expenses for which SGMP (National) will potentially assume for up to two meetings annually. POLICYTransportationAir & Rail: All travel by air or by rail shall be done at the lowest available fare for nonstop or direct routes between the traveler’s originating city and the business site. Reservations will be handled by the SGMP Headquarters Office. All tickets will be coach-class tickets. Travel-related costs including baggage charges (up to two bags per person) and change fee would be reimbursed by SGMP. SGMP would only pay a change fee penalty if a change of flight is caused by SGMP, business related, or there is a personal emergency for the traveler. “Emergencies” are personal family illness or death. If such emergency occurs, the traveler shall submit appropriate documentation to SGMP headquarters. A change for non-SGMP business purpose is not considered a personal emergency and, therefore, would result in the cost of the airline ticket and change fee being paid by the individual traveler. Privately Owned Vehicle: All travel by private automobile will be reimbursed at the prevailing U.S. General Services Administration (GSA) rate available at http://www.gsa.gov (not to exceed the lowest available airfare for the same destination or rental vehicle and fuel). Transportation to/from a Trustee’s home or work to/from airport will be reimbursed in full at the prevailing U.S. GSA rate. If you are driven in a POV to the airport or train terminal, you may claim the roundtrip mileage from your home to the terminal if the cost does not exceed a one-way taxi fare plus tip. If you drive yourself and park your vehicle, you can claim mileage and parking if the total cost does not exceed the total cost of a roundtrip taxi fare. Use hotel courtesy transportation service between your hotel and airport/train terminal when possible. Parking: Parking fees will be reimbursed in full. Airport/Hotel Transfers for Airport/hotel or Business Site Transfers: Individual travelers are encouraged to use airport shuttle. SubsistenceGilmer Institute of Learning Trustees will be reimbursed for actual and necessary expenses incurred in the performance of their duties. These expenses include meals, mileage, baggage charges, airport transportation, transfers, airport parking, internet access and gratuities. Travelers on official SGMP business will be reimbursed for expenses incurred in entertaining a person(s) in the capacity of official business, provided that advance approval is granted by the National Treasurer (or the National President, in the National Treasurer’s absence). Without advance approval, such requests may be honored if justified and included in the SGMP annual budget. A copy of the expense report shall be presented to SGMP Headquarters prior to payment. Lodging will be reimbursed at the actual rate for a standard room. Whenever possible, travelers are to use SGMP member properties and request the lowest available rate. Claims for ReimbursementGilmer Institute of Learning Trustees may apply for reimbursement for meal expenditures based on prevailing M&IE per diems for their respective destinations when on official SGMP business. (Guidelines: see http://www.gsa.gov/portal/content/101518). Original exact itemized receipts must be submitted for reimbursement. Upon completion of travel, the SGMP Expense Report, accompanied by receipts for all transportation, meals and other expenses, must be submitted within 30 days from the dates of travel. Other Reimbursable Travel ExpensesIn addition to lodging, meals and transportation, the following actual expenses incurred as a necessary part of approved travel may be reimbursed (receipts are required in most all cases):
Travel to National Education ConferenceLodging accommodations for Trustees will be covered only for actual time spent during the National Education Conference. Trustees are expected/required to arrive as determined by the National President and board annually. In the event the Trustee is presenting at or co-chairing a pre-con session, travel expenses are authorized for early arrival. If a Trustee wishes to come in early (i.e., pre-con) and/or stay after (i.e., vacation), the costs incurred will be at his/her own expense. Due to location of the conference and the Trustee’s place of residence, if travel warrants him/her to arrive early, SGMP (National) will cover the cost. Due to the location of the conference and the Trustee’s place of residence, if travel warrants him/her to arrive earlier, a request by the Trustee must be in writing to the National President and National Treasurer explaining reason for early arrival. The Trustee must receive written prior approval from the National Treasurer before travel arrangements are made. The National Treasurer may not authorize their own travel without obtaining approval from the National President. All travel arrangements must be clarified prior to booking travel for the National Education Conference. SGMP headquarters will handle all travel arrangements to the National Education Conference (i.e., lodging accommodations, airfare). ExceptionIf a Gilmer Institute of Learning Trustee will not be attending the entire conference or other event at which the Trustee meeting is held, SGMP will not cover any travel expenses (unless in case of an “emergency,” as previously described). National Education Conference Registration
PURPOSEThis policy establishes registration costs at the National Education Conference. POLICYSGMP (National) will provide complimentary registration to the SGMP National Education Conference for the Gilmer Institute of Learning Trustees who are not able to receive support from other sources. CGMP Exam Fee Reimbursement
PURPOSEThis policy covers the criteria for reimbursement of the Certified Government Meeting Professional (CGMP) certification fees. POLICYThere are two options available for reimbursement of CGMP fees. Members are only eligible for one of these reimbursement options. Upon successfully passing the exam, SGMP (National) will reimburse planner and supplier members up to $500 for the CGMP course & exam fees, which cannot be reimbursed by any other source. For the national reimbursement plan, the SGMP Gilmer Institute of Learning Education Trustees and the SGMP Executive Director & CEO and/or Deputy Director will review all applications for reimbursement. Chapters are authorized to provide scholarships for CGMP certification fees, using the SGMP- approved form. Chapter Immediate Past Presidents Elected/Appointed as Trustee
PURPOSEThis policy was created to clarify the positions of Chapter Immediate Past Presidents elected and/or appointed as a trustee of the Gilmer Institute of Learning. POLICYChapter Immediate Past Presidents, who run and are elected or appointed to serve on the Gilmer Institute of Learning may only serve on one board of directors. It is in the best interest of both the chapter and the SGMP (National) organization to have a clear separation and, thus, to avoid a conflict of interest. Gilmer Institute of Learning Trustees Annual Meeting
PURPOSEThis policy originated in the SGMP bylaws and was created to declare the required annual meeting provision for Trustees of the Gilmer Institute of Learning. POLICYThe Gilmer Institute of Learning Trustees shall meet at least once a year in conjunction with the National Education Conference. Special meetings may be called by the Advisory Chair, the Operations Chair, or as requested by The National Board. Gilmer Institute of Learning Trustee Duties
PURPOSEThis policy originated in the SGMP bylaws and was created to define the Gilmer Institute of Learning Trustees tasks. POLICYThe Gilmer Institute of Learning has three sets of trustees made up of a total of three planners and three suppliers: The Scholarship and Certification Trustees responsibilities are:
The Fundraising Trustees responsibilities are:
The Education and Programming Trustees responsibilities are to:
Gilmer Institute of Learning CGMP Class Requirements
PURPOSEThis policy establishes guidelines for chapters who wish to host a CGMP class. POLICYFor a chapter to host a CGMP class, the following guidelines will apply: The chapter is responsible for:
If the enrollment is between six to nine (6-9), and the chapter wants to host the class, the chapter will pay the instructor’s travel expenses to include transportation, lodging and meals. SGMP Headquarters is responsible for:
If SGMP Headquarters cancels the class and member decides not to take the class at another time or location, the registration fee will be refunded upon request. If member cancels, the registration fee is not refunded, but applied to another CGMP class within one year of original course date. Extenuating circumstances for cancellation and refund requests will be reviewed on a case-by-case basis. CGMP Certification Program
PURPOSEThis policy covers SGMP’s Certified Government Meeting Professional (CGMP) certification program. POLICYSGMP owns the CGMP certification program and is responsible for its administration, which includes any updates to the official teaching manual, maintains and updates exam, hires additional course instructors beyond the Education and Training Director, oversees trainers for course and examination, and maintains a current list of all CGMP designated persons with expiration terms. To be eligible to take the course, you must confirm current SGMP membership and one year of employment in the government meetings or hospitality industry as of the first day of the course and pay the current registration fee. Participation in the CGMP course is mandatory to take the CGMP certification exam. Should a course participant fail the exam, they may retake the exam with an approved proctor overseeing the exam and pay the current retesting fee. The exam may only be retaken twice within three (3) months of the initial exam administration date. Beyond the third unsuccessful attempt to pass the exam, the course must be retaken. Recertification for the CGMP is every three years from the date of initial certification. Recertification includes completing the recertification form, paying the current recertification fee and documented completion of required contact hours, as listed below.
Notices will be sent out from SGMP Headquarters to members with CGMP certifications 90 days prior to the expiration date along with a link to the recertification process. Individuals are responsible for tracking their contact hours for the recertification process. On at least an annual basis, a full review of the CGMP curriculum and manual is conducted by Gilmer Trustees, selected SGMP CGMP holder members, and the Education and Training Director. It is updated to include recent trends and changes in policy. After each group exam, responses are reviewed as a quality control feature related to understandability of the questions or need for expansion of training on a particular area. Based on the results of these reviews, questions are updated, deleted, and/or new questions are added. While the CGMP Manual may be purchased without taking the class, members are not allowed to audit the class or attend the class without taking the exam. CGMP National Scholarship Fund
PURPOSEThis policy covers the award of National Scholarship monies to fund CGMP accreditation for members in good standing who would otherwise be unable to participate in the program. POLICYThe Gilmer Institute of Learning Trustees will offer National scholarships annually to complete the CGMP course and examination to both planner and supplier members in good standing. The scholarships will be awarded in July and can be used at any CGMP course throughout that fiscal year, including the National Education Conference. All awards are good for one year. The scholarship covers the cost of the course, course materials, and examination. All travel costs are covered by the SGMP member. Revenue for this scholarship fund will come from the mid-year online silent auction with the number of scholarships awarded being determined by the amount of dollars raised. Site Selection for Gilmer Institute of Learning Trustee Meetings
PURPOSEThe Gilmer Institute of Learning (GIL) generally holds two meetings annually and this policy is designed to cover the process by which sites for SGMP’s GIL meetings will be selected and outline national/ chapter interactions at these meetings. When those meetings are held face-to- face, the GIL prefers to make an effort to engage with area members if there is a chapter at or near where the meeting is held. Over the years, SGMP has arranged for meals, receptions, trainings or other networking gatherings with local chapter leaders or members, but the GIL does not always hold such events or interactions. Due to the sensitive nature of this process, any questions or concerns should be addressed to the Executive Director. POLICYThe SGMP GIL recommends, and the national board determines the potential cities/locations for all GIL meetings. SGMP staff prepares and distributes the RFP to all member CVBs and hotels in each selected city. SGMP staff then compiles responses and presents findings (including a cost analysis and recommendation) to the GIL. The GIL then forwards the findings and their recommendation to the National Board. All reviews need to include a minimum of three bids, unless otherwise agreed to by the National Board. The National Board votes to determine the selected city and property based on the following criteria in order of importance:
After the location has been confirmed, SGMP Executive Director/Deputy Director notifies the chapter leadership in the city selected within 10 days of the decision that the GIL will be holding a future meeting in their area and also potential opportunities for engagement and meetings based on the agenda. The Executive Director/Deputy Director ensures the meeting information is posted on the national website a minimum of 30 days in advance of the meeting date. CGMP Alternative Recertification Program
PURPOSESGMP’s CGMP Alternative Recertification Program is a simple, self-study program available to certified members who have been unable to earn enough contact hours for the traditional recertification process. POLICYThe following criteria are required to participate in the CGMP Alternative Recertification Program:
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