Training and Educational Assistance Program

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Employee Training

I. Purpose

The purpose of this policy is to provide: 1) County/departmental requiredtraining; 2) conferences or seminars specifically related to County work anddesigned to meet the needs and interest of employees; and, 3) funding forcollege courses including courses toward a degree program in a disciplinerelated to County employment through the Education Assistance Program. It isthe policy of the Linn County Board of Supervisors to provide financialassistance; on-the-job training and long-range employee development for allregularly scheduled full time and part-time Linn County employees. The Board ofSupervisors encourages employees to take advantage of education opportunitiesthrough courses, programs, or degree studies that relate to present or future jobresponsibilities or assignments.

II. Scope

A. This policy is applicable to all regularly scheduled full-time and part-timeLinn County employees responsible to the Board of Supervisors;employees responsible to an elected official, including the elected officialand their deputies; and the Conservation Department. Temporary,seasonal or on-call employees are excluded from this policy.

B. Whenever the provisions of this policy are in conflict with the Code ofIowa, or with a Linn County labor agreement, the provisions of the Code ofIowa or the labor agreement will prevail.

III. Specific Policy Provisions

A. County/departmental required training includes all interdepartmentalclasses, such as First Aid and CPR training from the Risk ManagementDepartment. It also includes intradepartmental training designed for acertain occupation such as self-defense training for all Deputy Sheriffs.This training is paid from departmental budgets.

Distribution: County Employee Handbook,Intranet

BOARD OF SUPERVISORSCounty of Linn, Iowa

Revision No:

2

Reference: BOS Minues 6/25/07BOS Minutes: 09/25/2002BOS Minutes: 05/19/1997Initially Adopted: 07/01/1997

Directive Number:

Approval Date:

06/25/2007

Effective Date:

06/25/2007

Policy Section & Number:

PM-013

Linn County Training and EducationalAssistance Program Policy


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B. Conferences or seminars authorized for attendance by the department

head are those directly related to the employees work and providedmoney is available within the departmental budget. Such conferences orseminars may allow employees to receive necessary continuing educationunits (CEUs) or vocational certificates. This training is paid fromdepartmental budgets.

C. The Education Assistance Program and the required forms are set forthbelow. The funding for the Education Assistance Program comes from theLinn County Employee Development budget.

IV. Linn County Education Assistance Program

A. Purpose. Financial assistance is provided to all employees of LinnCounty to aid in their growth and development. We believe this will resultin long-term improved service to our customers. Employees areencouraged to take advantage of education opportunities through college

courses, programs, or degree studies that reasonably relate to current jobresponsibilities or future County assignments.

B. Important Features. College course work must be compatible with theemployees current job or preparation for a higher position to which he/shecould reasonably expect to be promoted. Tuition and books arereimbursed at 60% for approved courses completed at an accreditededucational institution. The maximum allowable reimbursement for anyone employee is $2,500 per fiscal year. A C grade or better is requiredfor reimbursement or other indication of successful completion if not agraded college course.

C. Eligibility.

1. Employee must have completed probation prior to an application forparticipation and must also b e an employee at the time the collegecourse is completed to qualify for payment. Employee must beregularly scheduled for twenty (20) hours or more per week. If part-time employees are approved, the reimbursement will be pro-ratedbased on the number of hours scheduled to work. Temporary oron-call employees are not eligible. College course work must bepursued at an accredited educational institution such as Coe

College, Mt. Mercy College, Kirkwood Community College, CornellCollege, the University of Iowa, etc. Courses such as DaleCarnegie, toastmasters or courses which grant continuingeducation credits (CEUs) are not included.


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2. College course work must be scheduled outside of normal workinghours. Exceptions must be approved in advance by employeesdepartment head. Approved vacation leave or flexible time, forexample, may be approved by the department head.

3. An Education Assistance Requestform must be completed andsubmitted to the Employee Development Committee. The request

must reach the Committee prior to the first day of class. Theemployee will be notified promptly of approval or disapproval.Forms are available in the Employee Handbook.

4. An employee can apply to receive education assistance to pursue acollege degree program. Approval for a college degree meanscourses are approved that are directly or not directly related to theemployees current position but are required to complete thedegree. If a degree program does not apply, college courses canbe approved on a course-by-course basis. In determining suchapproval, the Committee shall consider the criteria set forth in thispolicy.

5. Upon completion of the college course work, the employee mustsubmit itemized tuition and book receipts and a grade report to theHuman Resources Department. A grade of C or better must beattained to receive reimbursement. For pass/fail courses, apassing grade must be received. In the event a letter grade is notgiven, evidence of satisfactory completion in the form of acertificate or diploma must accompany the receipt. Request forreimbursement must be submitted within thirty (30) days of coursecompletion.

6. Reimbursement is reduced by the amount of any government,college, or other program grants, scholarships, fellowships, etc.,that the employee receives (excluding student loans.) Employeesare prohibited from receiving reimbursement from more than onesource for the same course.

7. IRS regulations currently require that education assistanceprograms be considered non-taxable income. This regulation issubject to change, and the County will apply the appropriate IRSregulations in effect at the time of reimbursement.

8. If the employee leaves County employment, he/she is required to

reimburse the County for payments received in the previous 12-month period unless termination is for reasons of disability, death,or layoff. Further, employee agrees such reimbursement willbe deducted from the last paycheck from the County unlessother arrangements are made with the Payroll Department inthe Auditors Office.


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9. Reimbursement for approved expenses of the EducationAssistance Program are paid from the Employee DevelopmentCommittees designated education funds. Therefore, theavailability of dollars may affect whether or not a course isapproved for reimbursement.

Questions about the Education Assistance Program should be directed to the

Human Resources Department (892-5120).


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Linn County Education AssistanceRequest To Pursue Degree Program

Name:________________________________Department:______________________

Employment Date:__________________Position______________________________

The Education Assistance Program provides that course work toward a degree programwill be reimbursed, even if a course is not work-related, so long as the course is part ofa curriculum leading to the completion of an approved degree.

The employee is required to attach to this form a list of course work (including numberof required hours) and the estimated cost of such course work to complete therequested degree program. A list of the courses and their estimated cost from thecollege catalog is acceptable. The employee must also submit a copy of the collegetranscript when requesting reimbursement for a course to complete the approveddegree program.

Approval to pursue a reimbursed degree program must be received from the EmployeeDevelopment Committee.

ONCE APPROVAL IS RECEIVED TO PURSUE A DEGREE PROGRAM, ANEMPLOYEE MUST COMPLETE AN INDIVIDUAL REQUEST FOR EACH COURSE.

Please provide the following information:

1) Degree being pursued:___________________________________________

2) Education institution:_____________________________________________

3) Hours completed to date (if any):____________________________________

4) Anticipated graduation date:_______________________________________

5) Explain in detail, how the degree program you wish to pursue will benefit LinnCounty:

________________________________________________________________

________________________________________________________________

Employee Signature __________________________________ Date _________

EMPLOYEE DEVELOPMENT COMMITTEE:

REQUEST APPROVED:____REQUEST NOT APPROVED: ____DATE:____________

A copy of this form will be sent to your Department Head for their information


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Linn County Education Assistance Request for Each Course

I hereby apply for Education assistance as provided by the Education AssistanceProgram of Linn County.

Name___________________________________ Soc. Sec. # ____________________

Department______________________________Position________________________

Course_____________________ Education Institution_________________________

Beginning Date______________________ Ending Date_________________________

Course taken ____ after hours or ____ during work hours with Dept. Head Approval.

_______________________________________________Dept. Head signature (if course is taken during work hours)

Employees must submit a copy of their transcript if requesting reimbursement for thiscourse as a part of a degree program. State how the above course work meets theobjectives of the Education Assistance Program:

___________________________________________________________________

FEES Tuition ________________ Books __________________

TOTAL _____________________________________________________

I am familiar with the terms of the Education Assistance Program and understand that Iwill be eligible for reimbursement of 60% of the above costs (subject to the yearlymaximum) provided I complete the course with a grade of "C" or better and am still inthe County's employ at course completion date. Upon termination of Countyemployment, I agree to reimburse Linn County for any payments received in the 12-month period prior to termination according to the policy. I further agree suchreimbursement will be deducted from my last paycheck from the County unless otherarrangements are made with the Payroll Department in the Auditors Office.

________ I receive no other outside aid, grant or scholarship (excluding student loans)in connection with the above course expense other than that indicated here. (If none,so indicate.) An employee is prohibited from receiving reimbursement from more thanone source for the same course.

Employee Signature _______________________________ Date ________________

Please retain this form after the approval of the Employment DevelopmentCommittee has been obtained. Submit this form, with a grade for the course andverification of payment for the course and books, in order to be reimbursed.Application of all courses must be received prior to the first day of class.

EMPLOYEE DEVELOPMENT COMMITTEE:

REQUEST APPROVED:____ REQUEST NOT APPROVED:____DATE:____________

A copy of this form will be sent to your Department Head for their information

Documents

Training and Educational Assistance Program