The professional development of librarians is highly beneficial to the University. Among other things, ongoing professional development allows librarians to remain at the leading edge of their specialties, absorb innovative ideas, acquire new skills, create original scholarship, build cooperative networks of colleagues, and implement improved services.
In particular, the tenured and tenure-track librarians of the New Brunswick Libraries (referred to collectively as TT henceforth) have a particular responsibility to stay abreast of and contribute to the library profession as a whole. Their professional development should be supported as part of their ongoing work. Both TT and non-tenure track librarians may also receive administrative support for specific activities, such as training for job responsibilities, or assuming an official role representing Rutgers at specific external organizations (library, academic, governmental, or others).
The New Brunswick Libraries recognize that various activities can contribute to professional development, such as participation in professional conferences (via presentations, committee service, or attendance), enrollment in workshops and other training opportunities, and attendance at other meetings, seminars, talks, and events. These activities may take place at the local, regional, national, or international levels.
In addition, infrastructure and staffing may enhance professional development. In the past, TT librarians have received support only for activities that involve in-person travel outside of the local area. Going forward, professional development will be expanded to include costs of online activities and support for local research that also aligns with professional development. For example, research funds allow for purchase of equipment, software, and the hiring of research assistants. NBL TT librarians should be allowed such uses of support funds, especially for those who do not often travel professionally.
For long-term professional development, learning about new areas outside of one's speciality, or outside of traditional areas of librarianship, may be as valuable as in-depth work that builds on existing expertise. As a matter of academic freedom, it ultimately the responsibility of the individual TT librarian to identify professional development opportunities, and to explain their connection to their own work. The relevance of professional development is to be understood broadly, is to be guided by the librarian's interests, and need not be closely tied to the current functional titles of the librarian. However, there is a need for oversight of the process to ensure that librarians are receiving release time and funding for legitimate academic purposes.
All university travel requires pre-trip approval from your unit head using the internal library travel form. If requesting university funding, you must have an approved form prior to making any travel arrangements and all arrangements must go through the university travel agent. If you are traveling on work time and using personal funds, it is still highly recommended that individuals secure trip approval prior to making any arrangements. This will prevent travelers from incurring unnecessary costs should travel be denied.
Internal Library Travel Request Process:
Traveler completes the internal library travel form and sends to their unit head (Caroline Muglia and Consuella Askew) and to their business contact (Charlene Houser) for approval to travel and, if applicable, to receive funding. Traveler is required to submit relevant backup documentation such as the conference agenda or program, invitation to speak, fee schedule, etc., when submitting the form. If you are including personal travel, you must indicate this on your application form and submit price comparison information.
Approved Travel that includes university funding:
Unit Head will review the form, ask for any necessary clarification and indicate approval by signing the form. Please do not lock the form after signature is placed. If university funding is granted, the Unit Head will forward approved form to the business contact for completion.
Business contact will complete the accounting information, lock the form, and then return the signed form to the traveler with a copy to the unit head with a copy to rul_travel@libraries.rutgers.edu.
Approved Travel that does not include university funding:
If no university funding is granted, the unit head will return the completed form to the traveler and copy the business contact.
If approved to travel and university funding is granted, the traveler can begin making travel arrangements using a university approved process. Note: Expenses will not be reimbursed if university processes are not followed.
Domestic Travel that is 100% university funded with no personal travel:
Book Travel in Concur Online Booking Tool
Through my.rutgers apps, click on “Rutgers Travel Online Booking (Concur)”.
Complete traveler profile within the online booking tool. Note – you will need to enter your personal credit card information in the booking tool.
Must assign New Brunswick Business Contact (Charlene Houser) as the Travel Assistant in the booking tool.
Begin choosing travel arrangements for any airfare, hotel, train, and/or rental car, filling in all necessary fields related to the itinerary. Please note that self-booking a hotel as part of a conference block is allowable, all other hotel arrangements must be made through the agency.
Click “Hold Trip” button and email business contact that you have a trip that is ready for review.
Delegate will review to ensure university policies are adhered to, fill in answers to accounting questions, and submit the itinerary to the system approver.
Approver will review and either approve or reject.
Booking will be finalized and traveler will receive a confirmation email once approved in the system.
Book Travel by contacting Direct Travel, the Rutgers approved travel agency, via email or phone
Through my.rutgers apps, click on “Rutgers Travel Online Booking (Concur)”.
Complete traveler profile within the online booking tool. Note – you will need to enter your personal credit card information in the booking tool.
Call or email Direct Travel (RutgersTravel@dt.com or 1-888-818-1067).
Once arrangements are made, an email will be sent to the department approver to review and either approve or reject.
Booking will be finalized and traveler will receive a confirmation email once approved in the system.
International Travel or Partially Funded Domestic Travel and/or includes personal travel:
At this time, may only be booked by contact Direct Travel, the Rutgers approved travel agency, via email or phone
Through my.rutgers apps, click on “Rutgers Travel Online Booking (Concur)”.
Complete traveler profile within the online booking tool. Note – you will need to enter your personal credit card information in the booking tool.
Call or email Direct Travel (RutgersTravel@dt.com or 1-888-818-1067).
Once arrangements are made, an email will be sent to the department approver to review and either approve or reject.
Booking will be finalized and traveler will receive a confirmation email once approved in the system.
*Note: Only Airfare and Amtrak are charged directly to department funds. All other reservations will be charged to the traveler’s personal credit card and expenses can be submitted for reimbursement upon return.
While in travel status, be sure to retain any necessary documentation and receipts.
Upon return from travel, submit any necessary items for reimbursement. Example of items that will be reimbursable on an expense report upon return:
Hotel reservations
AirBnB/Vrbo
Car Service/Taxi/Uber/Lyft
Subway/Metro
Bus/Shuttle
Per Diem/Meals
Mileage
Conference Registration Costs (Speak with your business contact for payment options)
Changes and Cancellations:
To make any changes and cancellations to existing flight, train, rental car, and hotel reservations, call or email Direct Travel.
Phone: 1-888-818-1067, phone is available 24/7
Email: RutgersTravel@dt.com
Helpful Links:
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