Staff Education Fund

Transcription

1 Approved by: Vice President, Human Resources Staff Education Fund Corporate Policy & Procedures Manual Number: II-0 Date Approved October 3, 06 vember 4, 06 Next Review (3 years from Effective Date) vember 09 Purpose This policy describes the type of education and program costs that can be covered by the Fund. Policy Statement Covenant Health is committed to continuous learning and professional development for its employees. As such, Covenant Health may provide support to employees for the purpose of formal job-related education that enhances individual knowledge, skills abilities and competencies. Educational support must be provided in a fair and consistent manner across the organization. Support from the Staff Education Fund for education does not guarantee employment with Covenant Health in the role to which the employee is aspiring. The level of support is determined by considering organizational and individual development needs. Investment in education (financial) should be shared between the organization and the employee in a way that is reflective of the benefits to be gained by each party. The Covenant Health Staff Education Fund has been established to provide support associated with the completion of a certificate, degree, designation, graduate or postgraduate program of study offered at an accredited post secondary educational institution. Program costs include registration, tuition, exam fees and required books and materials. Costs for travel, accommodation, food, supplemental exams and rewrites, challenge or make-up exams, fees for transcripts, membership fees, application fees and late fees will not be covered. Covenant Health does not support retroactive applications and/or reimbursements for the Staff Education Fund. Applicability All Covenant Health regular employees who have successfully completed their probationary period and are working a minimum of 0.4 FTE are eligible to apply for education funding. Employees directed by the employer to complete an educational program in order to meet organizational requirements will not be eligible for support from the Staff Education Fund. In this case, funds are to be paid out of the operating budget of the program requiring the program of education. Responsibility Employees making application for funding shall provide written evidence of program registration from the educational institution offering the program of study. Supporting documentation from the post secondary institution justifying the funding request amount is to be included with the application. Employees requesting support from the Staff Education Fund shall disclose if they have received separate financial aid.

2 v. 4, 06 Policy. II-0 Page of 5 Principles. Education Support. Education support may include full or partial funding for program costs of a certificate, diploma, degree, designation, graduate or post-graduate program of study by an accredited educational institution. The Staff Education Fund will not be used for paid time off to attend courses.. All requests for funding from the Staff Education Fund shall be approved by the employee s Manager and the appropriate Vice President/Senior Operating Officer. It will then be forwarded to Learning & Development for review and then to the Vice President Human Resources for final approval..3 For reimbursement/payment of course fees, etc., the employee s manager must complete and submit the following to Learning & Development: Employee Reimbursements form for all employee paid receipts. OR n Purchase Order Payment Requisition form for any monies paid directly to an institution.. Funding. The Staff Education Fund will only support program costs such as registration, tuition and required program materials associated with the completion of an educational program approved by Covenant Health. Covenant Health will pay the employee or the institution directly upon presentation of the registration form or upon presentation of the original receipt(s) of payment. All payments are conditional on confirmation of successful completion of the course.. Upon approval to the Staff Education Fund, requests for reimbursement must be submitted within six months of successful completion of the course along with proof of successful completion (e.g. transcript)..3 Files that remain inactive after one year will be closed. Employees with extenuating circumstances (e.g. Official Leave) shall be considered. 3. Calculation of Educational Investment 3. Determining Level of Education Support: The following point system is to be applied by the operating Manager to determine the level of support given by Covenant Health:

3 i) Aligns with Organizational Priorities v. 4, 06 Policy. II-0 Page 3 of 5 Points t aligned with organizational priorities. Partially aligned with organizational priorities. Fully aligned with organizational priorities. ii) Qualifies employee for a position identified as hard to recruit 0 iii) Aligns with employee s development goals Does not align with employee s individual development goals. Partially aligned with employee s individual development goals. Fully aligned with employee s individual development goals. 0 iv) Develops competencies required for advancement (consider succession planning) Does not develop skills required for advancement Develops some skills required for advancement Develops all skills required for advancement 0 v) Length of service Employee has more than 3 continuous years of service with Covenant Health Total Number of Points 0- Points Points 3 Points 4 Points 5 Points 6 Points 7+ Points Level of Education Support Request not supported Up to 0% of request funded Up to 30% of request funded Up to 40% of request funded Up to 50% of request funded Up to 60% of request funded Up to 70% of request funded 3. Total funding is not to exceed the employee s base salary at the time of application. An employee will be eligible for a lifetime maximum of $0, CAD. 3.3 Operational managers will recommend the level and type of support to be provided based on the above points system. 3.4 Operational managers are required to provide rationale for their point allocations in the application.

4 4. Return of Service/Repayment v. 4, 06 Policy. II-0 Page 4 of 5 4. A return of service agreement to Covenant Health is required of all employees who receive educational support of $5000 or more. An agreement is to be completed in writing prior to beginning the education program. 4. The return of service commitment can begin prior to the completion of the education program. At least 50% of the return service commitment must occur following completion of the program. The return of service agreement will be forwarded to the Manager, from the office of the Vice President, Human Resources, with confirmation of final approval for funding. The Manager is responsible for ensuring the return of service agreement is returned to the Human Resources department within ten days of receipt of the confirmation letter. monies will be paid until the signed Return Service Agreement is received in the Office of the Vice President of Human Resources. 4.3 Return of Service is as follows: Total Education Support Return of Service Commitment $5,000-$0,000 year full time equivalency* $0,00-$5,000 years full time equivalency* $5,00-$0,000 3 years full time equivalency* * Based on hours paid 4.4 In the event the employee leaves the employment of Covenant Health prior to completing the program of study, the employee is required to repay the difference between $5,000 and the total education support funded (i.e. if the total amount funded was $7,000, the employee will repay $,000). 4.5 In the event the employee does not successfully complete the program of study, the employee will be required to repay the difference between $5,000 and the total education support funded (i.e. if the total amount funded was $7,000, the employee will repay $,000). 4.6 In the event the employee does not complete the return of service commitment, the employee will be required to repay a percentage of the program costs consistent with the percentage of the return of service commitment that has not been completed. 4.7 In the event the employee leaves, terminates or transfers to casual status in their position with Covenant Health while the return of service commitment is in effect, the return of service commitment is considered not completed. The employee will be required to repay a percentage of the program costs consistent with the percentage of the return of service commitment that has not been completed. 4.8 When extenuating circumstances beyond the control of the employee make it impossible to complete the education program or complete the

5 v. 4, 06 Policy. II-0 Page 5 of 5 return of service commitment, the Vice President Human Resources, with consultation of the employee s Vice President, may waive the repayment and/or return of service agreement. Resources Application Form and Reimbursement Form for Staff Education Fund available on or on CLiC Revision Date(s) September 0, 0 January, 0

6 Application Process Legend - Education Fund Application Form - Process Step - Decision Point Start Has the employee completed their probation AND works 0.4 FTE? Is employee enrolled in a certificate, degree, designation, graduate, or postgraduate program at an accredited post secondary institution? Review Staff Education Fund Policy (. II- 0) - Process Start/End Point Learning & Development VP/SOO Manager/SDO/Director Employee Employee is not eligible Employee is not eligible Assign level of education support, approve, and send to VP or SOO Complete application form and send to Manager, SDO, or Director Follow-up with employee Approve and send to Learning & Development Forward to VP, Human Resources Follow-up with employee Sign and return letter and RSA (if applicable) to Learning & Development Send employee s acceptance letter and RSA (if applicable) Application is Accepted VP of Human Resources Approve and send to Learning & Development