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HomeMy WebLinkAbout03/16/1999, C4 - CITY OF SAN LUIS OBISPO, TUITION REIMBURSEMENT PROGRAM councilIi61I "�""$'3I j acEnaa uEpou�t ®N� C4 CITY OF SAN LUI S O B I S P O FROM: Ann Slate,Director of Human Resource Prepared By: Jill Sylvain,Human Resource Analyst SUBJECT: CITY OF SAN LUIS OBISPO, TUITION REIMBURSEMENT PROGRAM CAO RECOMMENDATION Approve an increase in the City's Tuition Reimbursement Program from $850.00 to $1200 per employee (annually) and make the increase retroactive to July 1, 1998. DISCUSSION The City Council approved and funded the Tuition Reimbursement Program in June of 1997. The Tuition Reimbursement Program had been developed by the City's Workforce Diversity Committee (formerly the Affirmative Action Committee) to comply with the City's Affirmative Action Plan and to encourage excellence of performance, employee development, and the ability to promote at all levels by sharing the cost of educational programs. Because it was a new program, it was difficult to estimate how many employees would use the program and the amount employees would request per year. A survey of several other cities was conducted. Results suggested the usage would be between 1% and 8%. The Human Resources Department predicted that no more than 5% of City employees would use the program. The Workforce Diversity Committee had recommended a cap of$850 per employee; this resulted in a funding request of$13,900 per year. Since the reimbursements were to be made on a fust come, first serve basis, no further funding was to be requested during the 1997-99 fiscal years. An analysis of the program usage since its commencement is presented below. Ang.9 1997-June 1998 July, 1998-to date Number of Employee Requests 20 10 Percentage of total employees 335 6% 3% No.Enrolled in Masters Prozrams 2 1 No. Enrolled in 4 Year Degree Programs 2 5 No. Enrolled in 2 Year Degree Programs 2 0 No. Enrolled in Paralegal or Computer 2 2 Certification Programs No. Enrolled in Police-Related Course 12 2 work No. With Expenses Over$850 Annually 7 5 C4-1 Council Agenda Report—Tuition Reimbursement Program Page 2 Participants enrolled in community colleges working towards a two year degree or those enrolled in Police-related course work find the current funding cap of$850 more than sufficient. The $850 cap is proving to be insufficient for participants enrolled in universities pursuing a four year or masters degree, or the more expensive computer-related certifications. The Workforce Diversity Committee met on February 3, 1999 to review and discuss, among other items, the Tuition Reimbursement Program. Committee members agreed the 5% participation prediction was accurate but the amount many participants need was under- estimated. Therefore, Committee members are recommending an increase in the cap to $1200 per employee (annually) and to make the increase retroactive to July 1, 1998 to accommodate those enrolled in the fall semester. CONCURRENCES The Workforce Diversity Committee has reviewed and supports the request. FISCAL IMPACT There is no impact on the current budget; no new funding is being requested as the $13,900 budgeted each year has been adequate. Funding for the continuation of the program at the current level will be included in the next two year financial plan. ALTERNATIVES Do not increase the annual $850 cap and maintain the current program structure. This is not recommended because the current structure is inadequate for employees pursuing bachelors or advanced degrees and specialized computer certification. It is precisely those credentials that when acquired will prepare some employees for promotion. ATTACHMENTS Tuition Reimbursement Program C4-2 � 12-1 C4 of San Us owpo TUITION REIMBURSEMENT PROGRAM PURPOSE To establish guidelines and procedures for .the approval and processing of tuition reimbursement requests. The Tuition Reimbursement Program is designed in part to enhance the City's equal employment opportunities. POLICY It is the policy of the City of San Luis Obispo to encourage excellence of performance, employee development, and the ability to promote at all levels by sharing the cost of educational programs. The City will reimburse educational costs which are directly related to the employee's occupational field with the City or are related to and part of a planned course of study being actively pursued for promotion within the City service. For this purpose, the City shall reimburse up to $850 annually for the costs of tuition, registration, books and lab fees. Travel and parking are not covered expenses. There shall be no obligation to the City to reschedule the normal work hours of eligible employees to facilitate their participation in the Tuition Reimbursement Program. ELIGIBILITY REQUIREMENTS To be eligible for the program the employee must be a regular employee who has passed his or her initial probation with the City of San Luis Obispo. A pro-rated amount will be calculated for regular part-time employees (i.e., a regular half-time employee could receive up to $425 annually). The employee must complete a Tuition Reimbursement Approval Application form and receive approval from his or her department head and the Personnel Director prior to enrolling in the course. When either the department head or the Personnel Director do not agree that the course qualifies for tuition reimbursement, a final decision will be made by the City Administrative Officer. Courses must be taken for credit; audited courses will not be reimbursed. Additionally, the employee must satisfactorily complete the course and receive a grade of "C" or better or a "pass" in a pass/fail grading. ELIGIBLE COURSES 1 . Eligible courses must have a reasonable potential to offer substantial benefit to the City. 2. Eligible courses must be directly related to the employee's occupational field with the City, or directly related to and part of a planned course of study being actively pursued for promotion and career development with the City. Page 1 of 2 v4-3 3. Eligible courses must be presented by an accredited high school, college, university or other accredited institutions. INELIGIBLE COURSES 1. Courses taken to bring unsatisfactory job performance up to an acceptable level. 2. Courses that duplicate in-service training or other training the employee has already received. 3. Courses an employee is required, by the department head, to attend will be considered training and will not be reimbursed through the tuition reimbursement program. 4. Courses for which the employee receives reimbursement from any other sources. CONTINUED SERVICE REQUIREMENT An employee must continue in a regular position in the City service for one (1) year from the date of completion of the course. Failure to continue in the City service, through resignation or discharge, will result in the forfeiture of any tuition reimbursement payments received up to one (1) year prior to separation. The maximum. forfeiture amount would be $500. In such situations, the employee agrees that the Finance Department is authorized to make a deduction from the employee's final payroll check for the appropriate amount of tuition reimbursement to be forfeited. PROCEDURES The employee shall submit a completed Tuition Reimbursement Approval Application form to his/her Department Head for approval at least three (3) weeks prior to the first class session. The Department Head will forward the form indicating approval or disapproval within five (5) working days to the Personnel Director. The completed form indicating approval or disapproval from the Personnel Director will be returned to the employee within another five (5) working days. When either the department head or the Personnel Director do not approve the course, an appeal may be made to the City Administrative Officer for a final decision. Upon completion of the course, the employee shall submit a completed Request for Tuition Reimbursement Payment form to the Personnel Department with the required documents in the form of a transcript or a grade card signed and dated by the instructor and receipts for registration, tuition, lab fees and books. ' A copy of the request will be forwarded to the Finance Department. They will issue a check in the proper amount. A copy of the approved request and proof of completion will be filed in the employee's personnel file. Page 2 of 2 C44