Objective
The System Offices are committed to providing opportunities for employees to broaden their knowledge and skills, to keep current with changes in their profession, to network with other professionals, to foster employee engagement and satisfaction, and to increase their potential for assuming greater responsibility. The System Offices support this objective through an Educational Funding Program that allocates resources each fiscal year to supporting employee development.
Guidelines
In support of this program, $30,000 is allocated each fiscal year to supplement departmental budgets in the system office for employees in approved academic or professional programs or courses. Employees may receive up to $2,500 per fiscal year; the employee’s department must match up to $1,000 per year for funds granted.
The opportunities available for an employee to participate may vary based on title, responsibilities and duties, scope of authority, span of control, FLSA exempt status, length of service, return on investment, and business need. The manager and/or department head must approve the employee’s request before it is submitted to the President's Management Council. Policies related to pay and overtime for non-exempt civil service staff must be followed.
Conferences, Workshops and Seminars
In general, employees are encouraged to attend conferences, workshops, or seminars. For budgetary and operational purposes, departments may need to stagger employee attendance on a biennial or triennial basis. Attendance must have a direct relationship to the duties and responsibilities of the job. Other local events may be attended where no travel is required at the discretion of the department.
Professional Certifications
Professional certification programs must be pre-approved by the department and the employee must be able to demonstrate that the designation and/or coursework is related to the job they currently perform or could reasonably perform in the future. Examples of such programs include, but are not limited to AAP, ASFMRA, CEBS, CECP,CFA, CFE, CIA, CIG, CIPM, CISA, CPA, CPCU, CIC, CTP, PHR, PMP, SPHR, SHRM-CP or SCP, etc.
All course work towards a designation program must be taken through the appropriate supporting professional organization or sponsor. Costs related to exam preparation materials and classes may be provided by the department. The employee’s department will pay for an employee to take an exam once. If the employee does not pass the first time and chooses to take the exam again, the department may choose to pay for a second exam upfront, or the employee may be asked to pay for it him/herself and then be reimbursed if a passing score is achieved.
Certificate Programs
Specialized training in a particular discipline can be an invaluable tool for employees to become and remain experts in their field, as well as, important for departments to provide the best level of service possible. Participation must have a direct relationship to the duties and responsibilities of the job. Costs incurred for participation, travel, and ongoing continuing education to retain the certification should be paid for by the department.
Membership in Professional Organizations
When applicable, employees may be permitted to join professional associations and membership fees may be paid for by the department. The association must have a direct relationship to the employee’s job. Institutional memberships in other organizations may also be available for use by employees where available.
Self-Directed Learning/E-Learning
Departments are encouraged to grant employees periodic time during the regular work schedule to engage in self-directed learning, such as webinars, self-paced learning modules through Lynda.com, focus groups, etc. Participation must have a direct relationship to the duties and responsibilities of the job. Time spent on these learning opportunities is in addition to the Know Your U program and should not impact the employee’s ability to meet the expectations of their position.
Professional Magazine and Journal Subscriptions
When applicable, employees may be permitted to subscribe to professional publications paid for by the department. The publication must have a direct relationship to the employee’s job. When possible, departments and employees should take advantage of free, online publications or provide a departmental subscription that can be shared among employees.
Degree Programs
For degree programs not covered under the employee tuition waiver benefits, all courses and/or on-going programs must be pre-approved to be eligible for the scholarship program. All course work towards a degree program must be taken through an accredited college or university.
The employee is expected to receive a passing grade of “C” or better for Bachelors courses or “A/B” for Masters level courses or above. Pass/Fail courses will be paid for only when the course is offered solely on a pass/fail basis. After successful completion of the course(s), the employee should present documentation to the department head, or his/her designee, for reimbursement processing and/or confirmation of grades achieved.
Funds may be used for tuition expenses not covered by student aid or scholarships only. Employees are encouraged to apply for other available scholarships. Funds may also be used for degree program course textbooks, syllabi, documents, student fees, travel, parking and other ancillary expenses. Courses should not interfere with employee’s regular work schedule unless appropriately pre-approved on a semester-by-semester basis. The employee agrees to remain an employee of the System Offices for one (1) year after completion of the degree program or must reimburse the System Offices the total pro-rata share of the costs previously reimbursed. System Office management reserves the right to waive this provision.
Non-Degree Program Courses
Employees may submit a request for funding to pay for a non-degree course or program at an accredited college or university as long as the course relates to their position in the system office.
The employee is expected to receive a passing grade equivalent of “C” or better. Pass/Fail courses will be paid for only when the course is offered solely on a pass/fail basis. After successful completion of the course(s), the employee should present documentation to the department head, or his/her designee, for reimbursement processing and/or confirmation of grades achieved.
Funds may be used for tuition expenses not covered by student aid or scholarships only. Employees are encouraged to apply for other available scholarships. Funds may also be used for course textbooks, syllabi, documents, student fees, travel, parking and other ancillary expenses. Courses should not interfere with employee’s regular work schedule unless appropriately pre-approved on a semester-by-semester basis.
Eligibility
Academic Professional and Civil Service employees with a 50% or greater appointment that have been employed a minimum of 12 months in a System Office department may apply for the System Offices Educational Funding Program.
Procedure
Requests are accepted at any time. Requests may include multiple years (up to three) for multi-year degree programs. If funds are granted for a multi-year program, the employee is not required to submit another application for subsequent years. Employees must have the support of their manager/department before submitting the request.
Requests are reviewed and approved/denied by the President’s Management Council once a month, typically the first week of the month. Decisions are rendered and communicated within one month of the request.
The employee may incur expenses only after receiving approval from the President's Management Council. When possible, all expenses should be charged to a university purchase or travel card in lieu of the employee making the payment and requiring a reimbursement.
Employees should submit a document of completion (e.g. copy of diploma) to System HR to be filed in the employee’s personnel file.
Exceptions
The department head on a case-by-case basis will handle exceptions and deviations from these guidelines. System Offices management reserve the right to change any provisions described herein at any time, with or without notice.