Staff Equal Opportunity Enrichment Program (SEOEP)

• Be a career staff employee (part-time or full-time) including Health staff.
• Passed probationary period at the time proposal is submitted.
• Most recent overall performance rating of "Solid Performance" or better. For Health, most recent overall performance rating of "Effective" or better. 
• Try to seek funding from their department first, in addition to submitting an SEOEP proposal.
• Obtain supervisor approval if Training Activity occurs during work hours.
• Complete the Training Activity and submit for reimbursement while an active employee at UC San Diego.

Department Proposals

• The Training Activity must consist of 5 participants or more.
• All individuals participating in the Training Activity must:
  • Be career staff (part-time or full-time) including Health staff.
  • Completed their probationary period at the time proposal is submitted.
  • Recent overall performance rating of "Solid Performance" or better. For Health, most recent overall performance rating of "Effective" or better. 
• The department must have tried to seek funding from their leadership first, in addition to submitting an SEOEP proposal.

• Submit your application online
• Proposals must be complete and truthful. 
• Proposals must thoroughly explain how the Training Activity supports the individual in advancing from their current position to another position at UC San Diego.
• The proposed Training Activity for the 2024-2025 cycle: Start Training on or after June 17, 2024 – Training must be completed by June 6, 2025.
• Total costs requested per individual cannot exceed $500.
• Costs can be for Training Activities such as, but are not limited to:
  • Courses through a college/UCSD Extension
  • Certificate Program
  • Exam Fees
  • Workshops
  • Prep Courses for Exams
• Funding requests are not permissible toward parking, meals, insurance, lodging, transportation, subscriptions, membership dues, or health costs. 

Department Proposals

For the 2024-2025 cycle, complete the SEOEP Department Proposal (pdf) and email to hr-events@ucsd.edu by June 14, 2024 at 11:59 p.m.

• Proposals must thoroughly explain how the Training Activity supports the individuals in the department towards advancement from their current position.
• The Training Activity must be specific and detailed. General training on subjects will not be accepted.
• The proposed Training Activity for the 2024-2025 cycle must occur June 17, 2024 – June 6, 2025.
• Total costs requested per department cannot exceed $5,000.00
• Funding requests are not permissible toward parking, meals, insurance, lodging, transportation, membership dues, or health costs. 

• Application Period for the 2024-2025 cycle: Monday, May 13 - Friday, June 14, 2024 at 11:59 p.m.
• Application Deadline for the 2024-2025 cycle: June 14, 2024 at 11:59 p.m.
• Award notifications for the 2024-2025 cycle announced via email on or about August 2, 2024. We appreciate your patience.
• Training Activity Time Period for the 2024-2025 Cycle: begin on or after June 17, 2024 – and end on or before June 6, 2025.
• Reimbursement Deadline for the 2024-2025 cycle: June 6, 2025.

Individual Proposals

During the committee's review process, the following factors will be considered:

• Does the proposal demonstrate exactly how the Training Activity will benefit the individual to advance from their current position at UC San Diego?
• Is the proposal part of an attainable career plan for promotion or a career change?
• Does the proposal directly relate to the aspired position?
• Is the applicant pursuing an advanced degree? Higher priority will be given to applicants who have not yet attained a bachelor's or advanced degree.

Department Proposals

 During the committee's review process, the following factors will be considered:

1. Please describe the current or anticipated position vacancies that allow for reasonable chance for promotion or transfer of the participants.
2. Please describe how the proposed Training Activity supports an attainable career plan for promotion or career change for the participants.
3. What supplemental funding sources or resources will the department contribute for training the participants?
4. Have funds been awarded to the department in previous years? If so, please provide the funding amount and the type of Training Activity completed. Note: Previous funds may be considered and new departments may be given preference.
5. Please describe what criteria will be used to measure post-program effectiveness and how it will be evaluated.

• Review the Reimbursement Process (below) to ensure all steps are completed appropriately.
• Complete the exact Training Activity listed in your proposal during the Training Activity Time Period.
• Training Activity must match the proposal submission.
• Training Activity Time Period for the 2024-2025 cycle: Start Training on or after June 17, 2024 - Training must be completed by June 6, 2025. 
• Training Activity and reimbursement request must be completed while an active employee at UC San Diego, or award funds will be forfeited.
• Any changes to the Training Activity must be approved by Employee Programs and Recognition prior to the start of training activity.
• If the Training Activity occurs and deviates from the proposal, award funds will be forfeited.
• If the Training Activity does not occur by the deadline, award funds will be forfeited.
• Upon completion of the awarded Training Activity, submit the Individual Reimbursement Packet documents to hr-events@ucsd.edu. See Reimbursement Process.
• If the Individual Reimbursement Packet is incomplete or not submitted by the deadline, award funds will be forfeited.

Department Proposals

• Review the Departmental Evaluation Packet prior to the Training Activity in order to know what information should be collected from program participants before/during the Training Activity.
• Schedule and hold Training Activity during the established time period.
• Training Activity must match the proposal submission.
• Any changes to the Training Activity must be approved by Equal Opportunity Services prior to the start of the training activity.
• If the Training Activity occurs and deviates from the proposal, award funds will be forfeited.
• If the Training Activity does not occur by the deadline, award funds will be forfeited.
• Upon completion of the Training Activity or no later than the end of the Training Activity Time Period, departments will submit the Reimbursement Packet documents to hr-events@ucsd.edu. See Reimbursement Process.
• If the Departmental Evaluation Packet is incomplete or not submitted by the deadline, award funds will be forfeited.

Individual Reimbursement

For reimbursement for the 2024-2025 cycle, individuals must submit:

• PDF Fillable 2024-2025 Individual Reimbursement Form. (Please download to complete) 
• Training must occur on or after June 17, 2024, and end on or before June 6, 2025.
• Proof of Payment (web links, JPEG or PNG files are not accepted). 
• Remove security codes/passwords from all documents including PDF documents 
• Redact all personal information, e.g., address, credit card number, personal telephone number, etc.
• Add Maria Rivera mirivera@ucsd.edu as a delegate in Concur.
• Allow 30 days for the SEOEP reimbursement to be direct deposited into your account.

Department Reimbursement

For reimbursement for the 2024-2025 cycle, departments must submit:

•  PDF Fillable 2024-2025 Department Evaluation Reimbursement Form. (Please download to complete)
• Submit documentation from BAH showing complete chart string where initial expense was charged.
• Allow 5-7 business days for the recharge to be processed.
• Consult with your department's Fund Manager if you have any questions.

• Who is eligible?
  • Career Staff employees who are part-time or full-time. Post docs, faculty, academic appointments, undergraduate and graduate students are not eligible.
• How do I know if my appointment is considered career staff?
  • Contact your department's HR Contact to help identify your appointment type. For Health, contact HHR via the Health Human Resources website at hhr.ucsd.edu .
• Can I edit my proposal?
  • Once you submit your proposal it is final, so please make sure to submit carefully. 
• Can I attend conferences?
  • Conferences are discouraged, however the committee will consider them. Please note, if awarded, only registration costs would be covered. SEOEP funds do not cover membership fees to the organization, meals, airfare, lodging etc.
• Do I need my supervisor to approve my proposal?
  • If the event is during work hours, you will need your supervisor's approval. Your supervisor will need to approve your proposal by the application deadline.
• My training activity will be during work hours. How does my supervisor know to go and approve it?
  • On your proposal, you will enter your supervisor's email address. Once you finish and click submit proposal, they will receive an email with instructions to go in and approve the proposal.
  • *Note: if a supervisor does not approve the proposal on the portal by the application deadline, the proposal will not be reviewed by the committee.
• What if my supervisor is out of the office and will not return before the deadline?
  • Do not submit the proposal until you contact Employee Programs & Recognition for further instructions.
• Why can't I create or start a proposal?
  • You must create a profile before starting a proposal.
• Can I submit more than one proposal?
  • Individuals may submit multiple proposals totaling up to the maximum of $500. For example, 2 proposals requesting $250 each.  Any proposal submitted beyond the $500 maximum per individual will not be considered.
• How do I increase my chances of being awarded?
  • Ensure the proposal is as detailed as possible and demonstrates a direct correlation between the Training Activity and how it supports your advancement for your current position.
• Do I have to wait until the end of the Training Activity Time Period to submit my paperwork and get reimbursed?
  • No, you can send in your Reimbursement Packet once you've passed/completed the Training Activity. 
• What do I need for reimbursement and where do I send it?
  • Please see the Reimbursement Process Tab for detailed instructions.
• Can I submit reimbursement for a different Training Activity than the one I submitted on my proposal?
  • No, reimbursements will only be applied for the activities approved in the individual's original proposal.
• What if the Training Activity I listed is full and I cannot take it during the dates I indicated on my proposal?
  • You can take it any time during the Training Activity Time Period, so long as it is the same exact Training Activity and you have enough time to submit your Reimbursement Packet by the deadline.
• What happens if the institution is no longer offering the course I wanted to enroll in?
  • Only extenuating circumstances will be considered. If that is the case, contact Employee Programs & Recognition.

Department Proposals

• Who is eligible?
  • Career staff employees who are part-time or full-time. Post docs, faculty, academic appointments, undergraduate and graduate students are not eligible.
• Can proposal be edited?
  • Once the proposal is submitted it is final, so please make sure to submit carefully. 
• Are attending conferences allowed?
  • Conferences are discouraged. Please note, if awarded, only registration costs would be covered. SEOEP funds do not cover membership fees to the organization, meals, airfare, lodging etc.
• Can a department submit more than one proposal?
  • Departments can submit a maximum of one proposal.
• How do we increase the chances of being awarded?
  • Ensure the proposal is as detailed as possible and demonstrates a direct correlation between the Training Activity and how it supports the participants' advancement in their careers from their current position.
• Do we have to wait until the end of the Training Activity Time Period to submit the Reimbursement Packet and get recharged?
  • Departments can send in their Reimbursement Packet once the Training Activity is completed and the Reimbursement Packet is complete.
• What does the department need to submit to be recharged and where do we send it?
  • Please see the Reimbursement Process tab above for detailed instructions.
• If the proposal listed certain employees for the Training Activity and they can no longer attend, can we send other staff members in their place?
  • Yes, you can fill in the spots of the original participants who can no longer attend with new participants if they meet the eligibility criteria.
• Can we submit reimbursement for a different Training Activity than the one indicated in the original proposal?
  • No, reimbursements will only be awarded towards the Training Activity approved in the original SEOEP proposal.

Resources for Career Planning

• Visit My UC Career. 
• See UC San Diego Job Bulletin for job openings and descriptions.
• Seek advice from your supervisor in examining your skills — strengths and needs.
• Consider UC San Diego training opportunities and resources, such as Staff Learning and Development or Extension. 
• For Health, consider Learning & Organization Effectiveness (L&OE) (ucsd.edu) or Extension.