(A) A full-time employee with at least one year of continuous service to the city will be eligible to participate in an educational assistance program to help further the employee’s education. As provided in this section, the city may reimburse part of the registration and tuition cost of this continuing education opportunity up to $1,500 per full-time employee per calendar year.
(B) In order to qualify for this educational assistance benefit, the following steps must be completed:
(1) The employee must complete an Application for Employee Education Assistance. The application must include the following information:
(a) The name of the employee;
(b) The name of the accredited educational institution offering the desired course(s);
(c) The name of the course(s), with a copy of the course description(s) authored by the institution attached;
(d) The scheduled start date for the course(s);
(e) The dates and times the employee will be in class;
(f) The estimated cost of the course(s); and
(g) The estimated amounts of other grants or educational assistance the employee will receive from other sources.
(2) The employee will deliver the application to the department head with intent to enroll no later than 30 days prior to the scheduled start date for the course(s). The department head shall then forward this application to the Personnel Director with a written recommendation whether to approve or deny the application. If a course change is necessary, the employee must notify the Personnel Director within three business days. The Personnel Director must determine whether the course(s) would be beneficial to that department or to the general operations of the city, and whether the employee has been diligent in applying for other educational assistance funds. The Personnel Director will make a written recommendation to the panel as to whether the application should be approved or denied, and will deliver the application to the Panel.
(3) A panel consisting of the Mayor, the department head and the Personnel Director will review the application and determine whether the course(s) would be beneficial to the general operations of the city and whether the employee has been diligent in applying for other educational assistance funds. The panel must determine whether to approve or deny the application and must make a written finding supporting the approval or denial. The Personnel Director must notify the employee of the decision approving or denying the application prior to the scheduled start date for the course(s).
(C) The amount of reimbursement paid by the city to an approved employee will be based on the final grade that the employee receives for the course(s), as follows:
(1) A final grade of “A-” or above will result in 100% reimbursement.
(2) A final grade of “B-” to “B+” will result in 80% reimbursement.
(3) A final grade of “C-” to “C+” will result in 60% reimbursement.
(4) A final grade of “D+” or lower will result in no reimbursement.
(D) Upon completion of the course(s) and upon receipt of the final grade(s), an approved employee may prepare a claim to the city for reimbursement. The claim must include the following information:
(1) The name of the employee;
(2) The final grade;
(3) The amount sought, including an accounting showing the cost of the course(s), less all grants or educational assistance that the employee received from other sources, and less the percentage reimbursement for final grade(s) as indicated in division (C) above;
(4) An attached copy of the approved application for employee education assistance; and
(5) An attached copy of the receipt from the institution confirming payment for the course(s).
(E) The employee must deliver the claim for reimbursement to his or her department head for review. If the department head finds the claim to be in correct form, the department head will turn the claim in for payment.
(F) If an approved employee leaves employment with the city for any reason within two years of receiving educational reimbursement, the employee must repay the city the full amount of the reimbursement received during that two-year period. This repayment must be paid in full within one year of the date the employee leaves employment with the city.
(`81 Code, § 35.30) (Ord. 97-2255, passed 7-21-97; Am. Ord. 00-2370, passed 10-16-00; Am. Ord. 09-2628, passed 6-1-09)