HomeMy WebLinkAboutN-228 - Education AssistanceCITY OF PASCO
ADMINISTRATIVE ORDERS
Administrative Order No. 228
Personnel Policies & Procedures
Subject: Education Assistance
Initial Effective Date:
November 24, 1997
Revised
7/10/02
4/2
4
Approved
GC
This Administrative Order is effective April 21, 2014 and supersedes Administrative Order No.
74, dated 7/10/02 and 11/24/97.
I. PURPOSE:
To provide financial assistance to eligible city employees seeking job - related education
and training through an accredited education institution during the course of their
employment. Nothing herein shall be interpreted to supersede or override a collective
bargaining agreement between the City of Pasco and the respective employee bargaining
group.
H. DEPARTMENTS AFFECTED:
All
III. DEFINITIONS:
A. Approval: Written notice to the employee and manager that a specific course or
courses listed in the request has been accepted/approved by the City Manager.
B. Review Committee: A committee consisting of the Director of the employee's
department and the Human Resources Manager.
IV. POLICY:
The City of Pasco supports employees who seek additional educational opportunities, on
their own initiative, by reimbursing them for course expenses, subject to certain
conditions, outlined as follows:
A. Requirements for tuition reimbursement:
1. Only regular full -time employees are eligible for reimbursement.
2. Employees must have completed one (1) year of full -time employment with the
City and are not currently within a probationary period of any kind.
3. Employees who are eligible for educational assistance from other sources must
exhaust those resources before being considered eligible for City of Pasco
education assistance.
4. Educational assistance is for tuition reimbursement, books, and lab fees only.
No reimbursement will be allowed for travel expenses, material costs, or other
expenses.
5. Reimbursement shall be limited to 50% of eligible expenses, provided that a
passing grade of "C" (2.0) or above (not C -) or "pass" (if pass /fail course) is
achieved in the course.
6. For grades below a "C" (or "fail" if a pass /fail course), no reimbursement will
be allowed. Courses /degree program must be approved, in advance, to be
eligible for reimbursement. Course work must be applicable to the employee's
position or possible advancement within the department with the City.
7. Employees must have an acceptable annual evaluation with no unacceptable
ratings and at a minimum "meets standards" in Work Quality and Work
Quantity (most recent evaluation).
8. Reimbursement will be based upon actual cost as verified by receipt.
9. Application for education assistance does not guarantee acceptance. All
decisions of the City Manager are final.
B. Reimbursement Limitations:
1. Only courses offered by state or regionally accredited educational or training
institutions are eligible for reimbursement.
2. Post - graduate (masters and doctoral degrees) are not eligible for education
assistance.
3. Tuition costs for approved courses shall not exceed the following:
a. For courses taken at an in -state (Washington) public educational institution,
either at the actual institution or via on -line courses, the tuition rate shall not
exceed the actual in -state residential tuition rate for that institution.
b. For courses taken at an in -state private educational institution or at any out
of state educational institution, either at the actual institution or via on -line
courses, the tuition rate shall not exceed the in -state residential tuition for
Washington State University for similar coursework at the time of the
request.
c. The annual maximum reimbursement per employee shall be $3,000.
4. The number of applicants eligible for reimbursement assistance will be based
upon department/city funds budgeted for such purposes. Should funds become
limited, applicants for education assistance will be selected based on the needs
of the department.
5. An employee who voluntarily leaves the city or is terminated for any reason
before obtaining a final grade shall forfeit the right to reimbursement of
expenses.
6. Employees who are eligible for education assistance through their Collective
Bargaining Agreement will not be eligible for additional assistance as provided
herein.
Administrative Order No. 228 — "Education Assistance"
Page 2
C. Course Schedule:
All courses must be taken at a time that will not interfere with the employee's
regular duties and responsibilities to the City. Study assignments must be
completed outside the employee's working hours. If during the current evaluation
period the employee receives a special evaluation due to performance problems or a
regular evaluation that does not meet or exceed the standards for quality or quantity
of work, approval for future educational assistance may be denied.
V. PROCEDURE:
An employee must obtain written approval from the City Manager before registering for
a course.
A. In order to receive approval for education assistance, the employee must submit a
written request justifying the value of the course or program of interest to his/her
manager.
1. The manager shall forward the employee's written request and a supporting
memorandum to the Review Committee at least one month before registration.
2. The employee and the manager shall, from their professional perspectives,
address the factors noted below in Section B in their submittals to the Review
Committee.
B. In considering a request for educational assistance, the Review Committee shall
consider the following factors:
1. The nature and purpose of the course of study.
2. The benefits to be derived by the employee and the City.
3. The level of responsibility and length of service of the employee.
4. The estimated cost of the course completion to the City.
C. Review Committee shall forward its recommendation to the City Manager for final
decision.
D. Upon successful completion of an approved course, the employee shall submit to
the Department Director a copy of the grade report prepared by the institution and
receipts for tuition and expenses along with a Claim for Expenses form. Tuition
cost will not be reimbursed for incomplete classes.
Administrative Order No. 228 - "Education Assistance"
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