Hoffman Estates Fire Department Standard Operating Guidelines PDF

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 020 January 1, 2022 NIMS COMPLIANT SOG Titl...

HOFFMAN ESTATES FIRE DEPARTMENT STANDARD OPERATING GUIDELINES SOG Category & Identification Number: EFFECTIVE DATE: ADMINISTRATIVE – 020 January 1, 2022 NIMS COMPLIANT SOG Title: Reimbursement for Classes Revision: 2 APPROVED BY: NUMBER OF PAGES: Re-evaluation Date: Alan Wax January 1, 2024 Fire Chief 3 PURPOSE POLICY Employees enrolled in a degree program or a course directly related to employment with the Village may request tuition reimbursement from the Village. The Village will consider reimbursement to employees who have successfully completed approved, job-related educational courses with a percentage of the cost of tuition. Only those courses which are job-related and which will enhance the employee's ability to do his/her job will be approved. This policy will be narrowly interpreted for the determination regarding whether or not a course is job-related or fulfills a prerequisite for a degree. The Village Manager shall make the final determination regarding whether course or degree program is job-related and may deny any request for reimbursement that is not classified as such. The Village Manager shall make the final determination and may deny any request for reimbursement. Further, employees who receive disciplinary action or do not receive at least a “Meets Standards” on their most recent evaluation while enrolled in the Tuition Reimbursement Program may be removed from the program at any time at the discretion of the Village Manager. Employees who are accepted into the program and fail to submit documentation for one school year will be removed from the program for the following year. Courses taken at the doctoral level are not eligible for tuition reimbursement. 1. Programs eligible for reimbursement include courses offered by an accredited institution of higher learning (college, university, or technical school), courses offered as part of an adult continuing education program, and courses offered by a professional educational or training company or facility. 2. Employees enrolling in college courses must take advantage of and pursue other financial sources, such as grants, scholarships, G.I. benefits, and fellowships. The Village only considers the difference between the actual tuition cost and any 1  received financial assistance award as the amount eligible for reimbursement. 3. Employees may receive reimbursement for approved educational courses provided that funding is available in the Village’s budget, and they: a. Provide certifications of the completion of classes with a letter grade of "C" or better or a "pass" grade in a pass/fail system; and, b. Submit a Statement of Educational Expenses form along with all pertinent tuition receipts and a Tuition Reimbursement Refund Agreement within thirty calendar days of completion of the course. All requests for reimbursement will be evaluated based on budget money availability on a year to year basis. Any employee, who is eligible for reimbursement, but funds are not available, will be placed on a tuition reimbursement list, based on a first come ranking system as determined by the Village Manager. Eligible employees will be reimbursed upon fund availability on an annual basis. 4. Tuition reimbursement will be made only for tuition, and not for mileage, fees, lodging, books, special materials or incidental expenses. The reimbursement is a percentage of the current per hourly tuition rate: Course Grade Percent of Hourly Tuition Rate* Grade "A" 100% of allowed tuition Grade "B" 90% of allowed tuition Grade "C" 75% of allowed tuition Grade “Pass” 75% of allowed tuition *The hourly tuition rate is based on the average prevailing tuition rate charged by colleges and universities on the approved list of schools as issued each summer by HRM. Course work completed at a community college will be reimbursed at that college's tuition rate. The Village will consider the difference between any financial aid awarded and the actual cost of tuition for reimbursement. Provided funding is available, employees may receive up to the following maximum each year depending on Degree/Course level. Graduate Course work $4,000 Bachelor Course work $3,000 Associate Course work $1,500 Employees are required to continue to work for the Village for four years (48 months) in 2 order to receive the maximum reimbursement benefit of the plan. The year starts with the completion of the last course reimbursed under this program. Employees receiving tuition reimbursements who separate employment before a Tuition Reimbursement Refund Agreement has expired must re-pay the Village 100% for all tuition reimbursements paid in the 12 month period immediately prior to the separation, 75% of reimbursements paid 12 to 24 months prior to the separation, 50% for reimbursements paid 24 to 36 months prior to the separation, and 25% for reimbursement paid 36 to 48 months prior to the separation. Seminars and Conferences The Department recognizes that attendance at and participation in seminars or conferences is a valuable method for updating job knowledge, skills and abilities. Requests to attend seminars and conferences should be submitted on the appropriate forms and routed through the appropriate channel for approval. Courses that are mandated by the Department, registration, time and other expenses will be covered by the Department. Courses that are not mandated will be funded as the budget allows for registrations. Time off may be given if overtime is not required to maintain staffing levels. A Request for Schooling (see Fire Department Forms - 006) should be filled out and signed by the employee. If tuition reimbursement is sought, the attached form, Request to Attend School under Village Tuition Reimbursement Policy, should also be completed. PROCEDURE EXCEPTIONS REFERENCES DEFINITIONS End of Document 3