3.3.3 - Education Assistance / Job Related Training Benefit

Last updated on May 30, 2023

POLICY:  Spoon River College encourages employees to gain knowledge in their applied field (education) and to improve their job-related skills (training).

SCOPE:

This policy applies to all full-time employees with a minimum of one year of continuous employment.

DEFINITIONS:

Educational Assistance (Tuition Reimbursement):  For the purpose of this policy, educational assistance refers to the reimbursement of credit courses (refer to reimbursement schedule below) earned toward a degree that is job related.

Job and Other Professional Training:  For the purpose of this policy, professional training refers to training programs that are not covered under the Educational Assistance.  This training must be job-related, costs $1,000 or more, and is approved and processed through the Department training budget.

EDUCATION ASSISTANCE (TUITION REIMBURSEMENT) DETAILS:

  1. Spoon River College generally invests in educational assistance for eligible employees with the expectation that the investment will be returned through enhanced job performance.
  2. Approval for educational assistance may be given only if the requested courses are needed for the employee’s present or future employment at Spoon River College.
  3. If employee voluntarily terminates employment with Spoon River College within a 12-month period immediately after completion of the class(es), the employee is responsible for repayment of the amount of reimbursement provided by Spoon River College.
  4. Financial assistance is paid as reimbursement to the employee upon the successful completion of course(s). Upon supervisor approval, reimbursement is paid only for those courses pursued at an accredited institution. Normal reimbursement includes tuition and course-related fees.
  5. Reimbursement Schedules:
    1. Undergraduate Level: Required for present or future career growth with Spoon River College.
    Covered ExpensesTuition and course-related fees
    ApprovalsSupervisor, Applicable Administrator, and Chief Financial Officer
    Reimbursement RateTuition is reimbursed at the standard undergraduate rate at the institution where the course is offered, not to exceed $160/credit hour, but will not be less than 50% of the per undergraduate credit hour tuition at Western Illinois University.  Reimbursement is based on a grade of C or above.  Courses resulting in a grade below a C will not be reimbursed.
    Maximum Credit Hours Per Fiscal Year12 credit hours
  6. Graduate Level: Required for present or future career growth with Spoon River College
    Covered ExpensesTuition and course-related fees
    ApprovalsSupervisor, Applicable Administrator,  and Chief Financial Officer
    Reimbursement RateTuition will be reimbursed at the standard graduate rate at the institution where the course is offered, not to exceed $185/credit hour, but will not be less than 50% of the per graduate credit hour tuition at Western Illinois University.  Reimbursement is based on a grade of C or above.  Courses resulting in a grade below a C will not be reimbursed.
    Maximum Credit Hours Per Fiscal Year12 credit hours

JOB AND OTHER PROFESSIONAL TRAINING DETAILS:

  1. Spoon River College offers additional assistance on professional development and training programs that are not covered under the Educational Assistance policy. This training must be job-related and approved and processed through the Department training budget. Refer to the Job and Other Professional Training definition above.
  2. If employee voluntarily terminates employment with Spoon River College within a 12-month period immediately after completion of the class(es), employee may be responsible for a prorated repayment of the amount of reimbursement provided by Spoon River College.
  3. Spoon River College reimburses employee on a one-time basis for identified certification exam fees only upon successful completion of certification testing. The College will not pay for outside training expenses related to certification study programs unless approved according to guidelines established above.
  4. Study for certification programs and other training programs will be conducted outside individual’s regular work schedule unless specifically authorized.

PROCEDURE(S):

  1. Employees notify their supervisor of interest in taking course(s) the following fiscal year before May 1 so the funds can be requested in the budget. Employees provide the number and type (undergraduate vs. graduate) of courses (the employee does not have to identify the specific course title, just the number of courses, planned credit hours and whether the courses are undergraduate or graduate level).  This notification does not replace the specific course approval process.  If the courses are not requested by May 1, thus not included in the budget, employee will not be reimbursed by the College.  **The total amount of tuition reimbursement is subject to fund availability each year.
  2. Supervisors submit the request for funds during the budget cycle.
  3. Upon budget request approval, employee selects the course(s) and discusses plans with immediate supervisor prior to enrollment. Courses must comply with the Educational Assistance / Job Related Training policy.  Supervisor will assist employee in determining eligibility of the class.
  4. Employee completes Course Request / Tuition Reimbursement Form (education) or a Conference Request Form (training) and submits prior to enrollment in the course.
    Note:  All courses must be approved before reimbursement can be made.  Any changes to course enrollment requires reapplication.  Courses are approved on an individual basis per term. Employees must receive approvals prior to the start of a course to be eligible for reimbursement.
  5. Supervisor reviews request and approves/rejects based upon compliance with fiscal year budget request and compliance with Education Assistance and Job-Related Training policy and submits the form to the next level administrator for review.
  6. Supervising administrator reviews request and approves/rejects based upon compliance with fiscal year budget request and compliance with Education Assistance and Job-Related Training policy and submits the form to the Vice President for review.
  7. Vice President reviews request and approves/rejects based upon compliance with fiscal year budget request and compliance with Education Assistance and Job-Related Training policy. Employee receives a copy of the approved/rejected request via email.
    Note:  Employee must keep this document to submit after course is complete and grade is issued.
  8. No later than 45 days after successful completion of the course(s), employee submits approved Course and Tuition Request Form, grade report, and receipts for tuition and compulsory fees to Human Resources Office for reimbursement.  Employee must receive a grade of “C” or above in the class in order to be reimbursed.