Spring Fire Department Tuition Reimbursement Policy PDF

Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline SFD.072 Revision No. 01 Issue Date 2 Feb. 2024 Effective Date 2 Feb. 2024...

Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline SFD.072 Revision No. 01 Issue Date 2 Feb. 2024 Effective Date 2 Feb. 2024 Approved by: Review Date 1 Feb. 2025 ADMIN Reviewed by Training Scott C. Seifert Tuition Reimbursement Tuition Reimbursement 1. Executive Summary a. Spring Fire Department is committing resources to the professional development of members enrolled in post-secondary programs at academic institutions of higher education. b. Tuition reimbursement will be available to all full-time members, in good standing, and who have been with the department for one year. c. Members must be enrolled in a conferrable degree-seeking program at an accredited college or university, which includes associate’s bachelor’s master’s, and doctoral degrees. d. Degree programs should have a clearly identifiable correlation with the member’s current position, rank, or career path. e. Academic schedules should not interfere with work schedules and members will not be compensated for course work or other time associated with pursuit of the degree. f. There are limits to reimbursement per instructional hour and annually, as outlined below. g. Tuition Reimbursement Applications should be submitted to the Deputy Chief of Training. h. Reimbursement will only be provided for courses completed with a passing grade and with all associated itemized receipts and documented expenses, provided to the Deputy Chief of Training. i. Members who receive significant investments in the form of training, education, and certification are subject to the restitution schedule below. SFD.072 Uncontrolled if printed Page 1 of 6  Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline SFD.072 Revision No. 01 Issue Date 2 Feb. 2024 Effective Date 2 Feb. 2024 Approved by: Review Date 1 Feb. 2025 ADMIN Reviewed by Training Scott C. Seifert Tuition Reimbursement 2. Purpose a. Success in the fire service is predicated on training and professional development. Spring Fire Department has dedicated significant resources to ensuring the highest quality of training and certification for the members. With the publication of this guideline, the department is committing additional resources to the professional development of members enrolled in post- secondary degree programs at accredited academic institutions of higher education. 3. Scope a. This guideline applies to all full-time members of the department seeking post-secondary degrees from accredited academic institutions of higher learning. 4. Definitions a. See Glossary. 5. Procedures and Responsibilities a. Eligibility i. Tuition reimbursement will be available to all full-time members, in good standing, and who have been with the department for one year. ii. Members must be enrolled in a conferrable degree seeking program at an accredited college or university. Conferrable degrees include associate’s, bachelor’s, master’s, and doctoral degrees. iii. There should be a clearly identifiable correlation between the degree program and the member’s current position, rank, or career path within the organization. iv. This policy is not to be considered retroactive and is effective the date published. b. Schedules i. Members will not be allowed to attend courses subject to tuition reimbursement during work hours unless approved by the Deputy Chief of Training. ii. Members are responsible for creating an academic schedule that does not interfere with their work schedule within the department. SFD.072 Uncontrolled if printed Page 2 of 6  Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline SFD.072 Revision No. 01 Issue Date 2 Feb. 2024 Effective Date 2 Feb. 2024 Approved by: Review Date 1 Feb. 2025 ADMIN Reviewed by Training Scott C. Seifert Tuition Reimbursement iii. Members will be limited to 9 hours per standard semester session (spring semester & fall semester) and 3 hours per special semester session (summer 1 session, summer 2 session, etc.). Exceptions will be evaluated on a case-by-case basis by the Deputy Chief of Training. iv. Members will not be compensated for the time associated with the completion of the course work within the degree program. c. Reimbursement i. The department will reimburse up to $425.00 per instructional hour. This reimbursement can be used toward the cost of tuition, books, and other fees directly associated with the course within the degree plan. Tuition reimbursement is budget dependent and can be changed at any time, therefore, applications are limited to twenty members per year. ii. Members will be limited to $3,825.00 per semester not to exceed $10,200.00 annually. Exceptions will be evaluated on a case-by-case basis by the Deputy Chief of Training. Any reimbursement amount that exceeds the IRS allowable limit will be subject to taxes as earned wages. Members are responsible for taxes above the IRS allowable limit. iii. Reimbursement will not be used for late fees, travel expenses, out-of-district (state) fees, parking fees, financial fees, or any other fee not directly associated with the course within the degree plan. iv. Reimbursement will not be used for the cost of tuition and fees for any individual who is receiving, or is eligible to receive, assistance from other sources such as outside scholarships, grants, and other subsidy programs (e.g., G.I. Bill). This will include members receiving tuition exemption from the Texas Administrative Code (Title 19, Part 1, Chapter 21, Subchapter Z) for Exemption for Firefighters Enrolled in Fire Service Courses. v. A Tuition Reimbursement Application with a cost estimate must be submitted to the Deputy Chief of Training for approval. The Deputy Chief of Training will assess the members disciplinary and performance standing, cost, course and/or degrees, considering the members current and future assignments and potential impact on the members work responsibilities. The request requires the concurrence of the Department Head and Human Resources Department. vi. Members who have received one formal disciplinary action within six months prior to application will be ineligible for a period of six months after the date of the disciplinary action. Members who have received more than one formal disciplinary action within six months prior to application will be ineligible for a period of twelve months after the date of the most recent disciplinary action. Members who receive one formal disciplinary action while in the program will be removed from the program for six months after the date of disciplinary action. Members who receive more than one formal disciplinary SFD.072 Uncontrolled if printed Page 3 of 6  Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline SFD.072 Revision No. 01 Issue Date 2 Feb. 2024 Effective Date 2 Feb. 2024 Approved by: Review Date 1 Feb. 2025 ADMIN Reviewed by Training Scott C. Seifert Tuition Reimbursement action while in the program will be removed from the program after the date of the most recent discipline action for 12 months. Depending on the violation, a member may be forever ineligible to participate in the program. vii. The member must initiate the approval process prior to enrolling in the course(s). Reimbursable expenses must be submitted for payment within 60 days from the end of the semester or term. Reimbursement for expenses will be made providing the employee has satisfactorily completed the course with a grade (or numeric equivalent) of “C” or better or a “P” Pass/Fail. The official grade record and itemized receipts documenting all the expenses are to be provided to the Deputy Chief of Training. d. Service Restitution i. Tuition reimbursement represents a sizeable investment in the professional development and personal growth of the members of the department. For the department to benefit from the investment, members must be willing to give back to the organization through continued service. As a result, members receiving a tuition reimbursement check under this guideline, will adhere to the following service restitution schedule: 1. The individual threshold for service restitution is met when the department contributes over $7,500.00 toward the training, certification, and/or professional development of the employee. 2. The service restitution schedule begins on the date when the individual threshold for service restitution is met. 3. Members will commit to serving the department for a period of 24 months following the activation of a service restitution schedule. 4. Members that do not satisfy the 24-month service restitution schedule for any reasons (separation, termination, etc.) will be responsible for the following amounts: a. 0 – 6 months from start of restitution schedule – 100% b. 7 – 12 months from start of restitution schedule – 75% c. 13-18 months from start of restitution schedule – 50% d. 19-24 months from start of restitution schedule – 25% 5. Each time a member exceeds the $7,500 threshold, their service restitution will be extended by 12 months after the initial 24 months of service restitution. ii. Tuition Reimbursement/Service Restitution creates no contract of employment between the member and Spring Fire Department. Employment with Spring Fire Department is at- will and may be terminated at any time with or without notice or cause. SFD.072 Uncontrolled if printed Page 4 of 6  Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline SFD.072 Revision No. 01 Issue Date 2 Feb. 2024 Effective Date 2 Feb. 2024 Approved by: Review Date 1 Feb. 2025 ADMIN Reviewed by Training Scott C. Seifert Tuition Reimbursement 6. References & Related Policies a. This section provides references to applicable laws, standards, or other related internal policies or guidelines. NFPA Applicable State or Federal Statutes OSHA Spring FD TCFP CPSE PI ISO TFCA Other: Tuition Reimbursement Application Form 7. Contact Office a. The appropriate contact office for questions or comments on this SOG is: i. Company Officer 1. District Chief a. Deputy Chief of Training i. Assistant Chief 1. Fire Chief 8. List of Changes Revision Approved Effective Description of Changes No. by Date 01 First version King 2/1/2024 9. Errors See something wrong? Click here or use this QR code to submit an error or inconsistency. SFD.072 Uncontrolled if printed Page 5 of 6  Spring Fire Department / Harris County ESD No. 7 Standard Operating Guideline SFD.072 Revision No. 01 Issue Date 2 Feb. 2024 Effective Date 2 Feb. 2024 Approved by: Review Date 1 Feb. 2025 ADMIN Reviewed by Training Scott C. Seifert Tuition Reimbursement This policy is for internal use only and does not enlarge a member’s legal duty or civil liability in any way. This policy should not be construed as creating a duty to act or a higher duty of care, with respect to third-party civil claims against members or the department. A violation of this policy, if proven, can only form the basis of a complaint by this department for non-judicial administrative action in accordance with the laws governing member discipline. SFD.072 Uncontrolled if printed Page 6 of 6