The URL can be used to link to this page

90-2241 � . . ,,,_ � . , \ j� Council File � �"� � __.._.__- � Green Sheet ,� �28$ � RESOLUTION ITY O ! T PAU L, I N N OTA Presented By Referred To Committee: Date A Council Resolution amending the Tuition Reimbursement Policy currently stated in the Saint Paul Salary Plan and Rates of Compensation. WHEREAS, the tuition reimbursement program has been a method whereby the City employees have been able to improve their productivity, and . WHEREAS, the guidelines available on the program do not provide for sufficient control so that funds are expended before the end of the fiscal year, � NOW THEREFORE BE �iT RESOLVED, that the attached Tuition Reimbursement Policy will replace the �'uition Reimbursement Policy currently stated in the Saint Paul �Salary Plan �nd Rates of Compensation, Section III, H for City employees. The p�Irpose of the Tuition Reimbursement Policy is to assist employees in taking classes that will improve their performance on their current job and to allow for career growth within the City Civil Service positions. This policy will become effective on October l, 1990. . /�, �d ' -�/d Yea' Navs Absent Requested by Department of: zmon �;_„ o��wztz _� Office of Personnel - T 'ning acca ee �— _ ettman —^ � ❑ne =� i son By: < � � Form A d by City Attorney Adooted by Counail: D r � Adoption Certified unci�ecretary gy: �,3/- �� BY� � Approved by Mayor for Submission to Council ' Approved by Mayor Date By: By� � �a�a�� 1 � � TUITION REIMBURSEMENT POLICY Purpose: The purpo$e of the Tuition Reimbursement Policy is to assist employees in participating in training experiences that will improve their performance on thei�r current job and to allow for career growth within the City Civil Service positions. Eligibility: Any full time classified or unclassified employee of the City of Saint Paul who work$ 32 hours or more a week for 26 pay periods per year and who has been regulazly employed for six consecutive months or employed as an unclassified employ�e is eligible for tuition reimbursement. Any part-time classified or unclassified employee who works 20-31 hours per week for 26 pay periods per year and who has been in City employment for 6 consecutive months is also eligible for reimbursement at a reduced rate. Determination of employment status i� based on the employee's full or part-time status for a majority of the fiscal year. Excluded are provisional employees, temporary employees and "Special Employment" employees. Reimbursement Coversge: A refund for the cost of tuition, laboratory fees and other obligatory course fees. Tuition reimbursement does not include the cost of books and course supplies. Tuition reimbursement shall be limited to $525.00 per calenda� year for courses that are successfully completed for any one full time employ�ee. Reimbursement shall be limited to $250.00 per calendar year for c�urses successfully completed for any part-time employee. Reimbursement for p�rticipation in conferences and workshops will not be allowed under the Tvzition Reimbursement Policy. If an employee receives a grant, scholarship mr any other reimbursement from any other public or private source for a course the employees is only eligible for reimbursement from the City to the extent that the course costs exceed the reimbursement from other sources. All bther requirements regarding City policy must be met for eligibility. lteimbursement will not be allowed for courses equivalent to those presented in the City's computer training center. Approval: An employee of the City wishing to take advantage of this program must have the cours� work approved prior to enrollment by the head of his or her department or office and by the Manager of Training and Development. Payment: Payment i� on a reimbursement basis only and only upon presenting proof of successful completion of the course of instruction. An exception occurs when an employee qualifies for and has been approved for Pre-Paid Tuition Assistance. Repayment: Employe�s who obtain refunds under this program shall be required to pay back the amovznt of tuition reimbursement if the employee leaves City employment within o�e year after compensation has been received. The employee, however, �hall not be required to pay back the City's reimbursement if the employee's n�w job is with a governmental unit. In the event that an employee on Pre-pai�i tuition reimbursement fails to successfully complete the course, that employee must reimburse the City for all money received under the Pre-paid tuition reimbursement program. Repayment must be made within ninety (90) days of receiving notice of the requirement to repay the City. Board of Education: The Board of Education has a separate Tuition Reimbursement Policy. Changes in the Saint Paul policy will not affect the Board of Education. Effective Date: The provisions of this policy will go into effect on October l, 1990 except where otherwise noted. � ` ��P f�� ` `�' �'. .� c._. �,� ,��Et; , : :� . . ; '� °, , !� a DATE INITIATEO NO, �`� S f DEPARTMENT/OFFICEf�JOUNpI offl�e of 8�31 i90 : GREEN SHEET Personnel and Labor Relations iNm,u.io Te irunnvonTe „ � Q DEPARTMENT DIRECTOR �CITY C�UNCIL CANTACT PERSON 8 PHONE �CITY CLERK � Michae 1 Fole — ```298-42 '1 � ��F� ��T�'AnoRNer ROUTINO BUDC3ET D�RECTOR �FIN.6 MaT.SERVICES DIR. ;! MUST 8E ON COUNCIL AOENDA BY(DAT� i �� ' �MAYOH(OR ASSISTANn ❑ �; TOTAL l�OF SIt3NATURE PAGES (CLIP ALL LOCATIONS FOR SIGNATUR� ,� ACTION REOUESTED: � Approve the attached resolution. This replaces the resolution attached to �� F �w�.a�P.. ;; Greensheet 4�7356 and is a companion to Greenshaet #7355. ,,_.��,��A��r-,,.� � �,� RECOMMENDATIONS:Approve(A)a Aedect(R) COUNCIL COMMITTEE/RESEARCH REPORT OPTIONAL PHONE NO. 9O ANALYST _PLANNINO COMMISSION �CIVIL SBRVIC�COMMISSION �` � _GB COMMITTEE — CpMMENTS: A �' "z�9g� f��'f�`p—� _STAFf — _DISTRICT COURT — SUPPORTS WHICH COUNqL OBJECTIVE9 INITIATING PR09LEM,ISSUE,OPPORTUNITY(Who.M1hat,When,Whe�e.Why): The present guidelines '�or tuition reimbursement do not PinVlfeesuforcconferneces and for' the program. Speci�ically, the guidelines permit pay g workshops out of this fund. In an age where To biateVifWdepartments paid theserfees decisions we believe that it would be more app p w out of their own budgets. ADVANTAGES IF APPROVED: make We can focus the tuitian reimbursement fund on tuition. This will help the funds in this program last for a e°Wgll cont�ibutettoetheiproductivityeofmtheyees to continue education ctiihich we believ workrorce. ,� ... � DISADVANTAGES IF APPHOVED: Some departments have come to rely on this fund for conferences and workshops and they will have to find alternative_ fund sources or cancel these training ,' opportuaities. i 4t j , j .x:.., , , � . , �.� _ � . DISADVANTA(3ES IF NOT APPROVED: ; ' �� Employees will not be ble to continue education. � . ' � � � . . Y ,i�,:: �, �i'd'', . . � � ;t' ,� s, r o ( — < ; � �t ; + i '��• � y w � r r F ` � >r �; r � }� � �. ,�,C��t 1 6�t _ n t 1 �� t �. : �,�"bi(Y �f�' . j � ! , . Y ',} t .. '�\ � !��. � �. ." t '. S (. 1 �1� . ,: t* �'; �r T � �� i f'"'[ i b� 4 '�� : :r r i :,I ., .� .' -I ._� �!� �: t r.� ! ;,�� 7�at y' 4 l.;+W� �� -. �� , i# '��'4, � , ,> ^�^ ' "' ' `��—'t�.'i��r A'� � '{ �'�COST/REVENUE BUDQETED(CIRCLE ONEI s��,�YES„�,�, �NO#� .', ,, ` �'��Y TOTAL�'IIMOUNT,OF TRANSACTION f ` ,< f ; 5 ,.*� �, , , � �t �.�1 �,��,�, ; ,��,� z�r ;� t � -�� 4 t�; �f d7a l� ttr�� l r"�Y i 'j� � � �� , r �li��'#'� �ti�'� i at� �� :,; '*�:a'at '�� S aC 1 � � � '.� r �: �i,�w,P'�� "i�';,' a{1 a 4 ...fF� i�..,t !'',a'� -.. :w�; + ✓.� ,�"��ii� � 1,. '. r r � ,�f��;�. �� +� - �'�,� t .� ,. '�00157� t� ��p� •��, � � � �,-" ,,�„ �M�!�. ��s*�Geriera .:Fun /Fe�n ,J3a3 ancei�, �� ;.a��,��;°a�,�;pCTnynTtr NuMaEit .{ ' � � s" Sk.�. ��` i :�r .y4, �Z�:.-;"�A�.�r,ar�z<�'t+ .°+_',f,!+� �yA,,� t�ia�..f4'y 1� rM"p-,r}f��{1:�P�i".7,�y+�� s'.-�,g��7g.��i* ��s�`�'�7 �� l�i.L�..� t {�11'ORI!AATION�y lr,+�"�,x �r�`� ,Y��C�b ,y� r� � •«t�j,- �� 3 `: :iV�,t�su,��^��"�S�ft{i��a��r�a� �'�`;x p iy�'t .,,{:: dC t�'�t s, . ^�'�#,.��S�Ka. �k'f'�,.��F�°�� .�.,�4�....�� f,• �` ,�'. ,.+ Mn �, s+ �$t; ��Ji''f��`�i�v�� t�r��,�!. � �� '� r.;��i�t��'�';y i �� '��ivy�i� �� ` '" �$° t� '. p . �i�+� �}f�,! ��y'��" " truh,�'�r' i "� ��'�'� �"'�� ..�� (. . f � � J� 1 � b T k, F �� ../ � t a i }2�t��,� ,w� ;t� ii>V.' � ,�a „a�rciG� � r��,� 7j:. ��'�*. v�M r`s.k a, t� � t �I 1 i�' ti ' �k .�' �:•,� � �q� � rl � 1�'Q.�f�"� 1'n��ir��` � `g 4 '. Y +. `t�� '��' � �p; ,.�� ° �`�S �4.z i��'. 4 c � � ..: '��y ,: � i:�, , � �w k�,.� . � � 3. � r C u +�R�7�rt. . . .-�. .__ ._ .. �r -�i�l t N�fi,.,� ,tt i y,�y {s ,..t . , . �,�, ,i: � C a�:, � � i f ._ s ;5 �' �.,�r;a<�,,.�. . . . . . ��y° "'��'�'�;�, ; , , , , � , �:z.f �;��.,,`i:`�V , M E M O - DATE: AugUtst 28, 1990 _..__ �I��. TO: __ .._ Marsha __ _. ' Fi�20M: Barb Renshaw � �� _____.._ ____� . --.-----------_._— RE: Policy on Tuition Reimbursement One of the du'ties of Budget Analysts is to review selected proposed Council resolutions for "our departments" . Normally we give a summary of the resolution, give some background about it, indicate fiscal impacts and then make a recommendation. One of the resolutio!ns that has been forwarded to me for review is the attached resa,lution on tuition reimbursement. I have some problems with it, but before I commit anything to paper I 'd like „ to get your feedback on some of the issues. First, by lim,iting tuition reimbursement to courses " . . .that are directiy and immediately relevant to the job that the employee currently hol�ds, and to courses that are required for a degree � program that 'is in the employees current career series" the olicy would appear to me to discourage people from changing �� r� �'�� their career 'path, and I 'm not sure this is good. For example, � there ar� se�reral people in the clerical field who are going back to college in hopes of obtaining a professional career. It seem � to me this policy would discourage their doing so. �' Also, the policy indicates the tuition reimbursement money will go into a special fun�. I do not understand the need for this. First, a speaial fund normally is created to keep track of a non- property tax revenue source, such as grant revenues, or sanitary sewer fees. In this case the revenue source would be a transfer• from the General Fund, in other words, property taxes. Second, this policy rclight mean having to establish a new special fund. The Finance Department has been trying to discourage setting up more special funds because they mean additional work and expense. �% (The City is charged f.or each fund that has to be audited. ) �; Third, I am not sure why we need to have unspent tuition reimbursemen� monies "rolled over" to the next year. It seems to me that the ]:evel of expenditures for tuition reimbursement _, should be determined by the annual budgeting process. Having excess monies in the fund from prior year's fund balances j` sometimes crQates "needs" where there were none. ��, I don't know how much input you have had in the drafting of this ; policy. I wanted to check out your feelings before I went ahead . with anything. cc: Stacy Becker r ' , ��A'��''� � !!' . TUITION REIMBURSEMENT POLICY Purpose: The purpose of the Tuition Reimbursement Policy is to assist employees in participating in training experiences that will improve their performance on their current job and to allow for for career growth within the City Civil Service positions. Eligibility: Any full time classified or unclassified employee of the City of Saint Paul who works 32 hours or more a week for 26 pay periods per year and who has been regularly employed for six consecutive months or employed as an unclassified employee is eligible for tuition reimbursement. Any part-time classified or unclassified employee who works 20-31 hours per week for 26 pay periods per year and who has been in City employment for 6 consecutive months is also eligible for reimbursement at a reduced rate. Determination of employment status is based on the employee's full or ` part-time status for a majority of the fiscal year. Excluded are provisional employees, tempoXary employees, and "Special Employment" employees. Reimbursement Coverage: A refund for the cost of tuition, laboratory fees and other obligatory course fees. Tuition reimbursement does not include the cost of books and course supplies. Tuition reimbursement shall be limited to $525.00 per calendar year for courses that are successfully completed for any one full time employee. Reimbursement shall be limited to $250.00 per calendar year foX courses successfully completed for any part-time er.iployee. Reimbursement fox participation in conferences, seminars, and workshops will not be allowed under the Tuition Reimbursement Policy. If an employee receives a grant, scholarship or any other reimbursement from any other public or privat� source for a course the employee is only eligible for reimbursement from the City to the extent �hat the course costs exceed the reimbursement Lrvm other sources. Al1 other requirements regarding City policy must be m�t for eligibility. Reimbursement will not be allowed for courses equivale�t to those presented in the City's computer training center. Limitations; Courses are limited to those that are directly and immediately relevant to the job that the employee currently holds, and to courses that are required for a degree program that is in the employees current career series. Employees in a degree program must present proof of enrollment in that program �nd an anticipated completion date that meets the requirements of �he school. The application may be rejected if similar courses are offett'ed by the City. Approval: An employee of the City wishing to take advantage of this program must have the co�arse work approved prior to enrollment by the head of his or her departm�nt o� office and by the Manager of Training and Development. Payment: PaymenC is on a reimbursement basis only and only upon presenting proof of success�ul completion of the course of instruction. An exception occurs when'an ernployee qualifies for and has been approved for Pre-Paid Tuition Assistance. The City may make other exceptions when it is in the interests of good management. i , i . �, .. . � ��'�z y/ Repayment: Emplo�ees who obtain refunds under this program shall be required to pay back the amount of tuition reimbursement if the employee leaves City employment within one year after compensation has been received. The employee, howevex, shall not be required to pay back the City's reimbursement if the employee's new job is with a governmental unit. In the event that an employee on Pre-paid tuition reimbursement fails to successfully complete the course, that employee must reimburse the City for all money received under the Pre-paid tuition reimbursement program. Repayment must be made within ninety (90) days of receiving notice of the requirement to repay the City. Board of Education: The Board of Education has a separate Tuition Reimbursement Policy. Changes in the Saint Paul policy will not affect the Board of Education. Distribution of Funds: To ensure that money will be distributed equitably throughout the e�ntire calendar year, beginning January 1, 1991 funds will be distributed on a semi-annual basis by the Manager of Training and Developmen�. The first funding period will be for classes beginning anytime between January l and June 30 and the second period will be from July 1 to December 31. Funds will be allocated to each fundi:ig period based on past usage during th�t period. If we reach the limit of money allocated for any one period apprdval will be denied for any incoming requests. Money left over from the f�rst period will automatically be available for use in the second funding period. Special Fund: Tuition Reimbursement, beginning January l, 1991, will be in a special fund. The purpose of establishing this special fund is to provide a better control over the funds and so that funds from a previous year can be "rolled over" to the following year. • Administration: Employees must comply with administrative procedures established by the Training and Development Office. Effective Date: The provisions of this policy will go into effect on October l, 1990 except where otherwise noted. � . :;..., : .: . � . . �yo�°'�f M E M O DATE: September 4 , 1990 TO: Sta�cy n � FROM: Barb Renshaw �-�� RE: Update: Tuition Reimbursement ' I just returr�ed a phone call message to Mike Foley in the Personnel Of�ice. He gave me the following update on tuition reimbursemen� . . Apparently P�rsonnel has been working with Shar Knutson in drafting the, policy. Personnel met with Jerry Serfling, Mary Hayes, Jim Lombardi regarding th� draft of the policy and trying to get them to drop their grievance (unsuccessfully) . As a result of that meeting a new policy was drafted which, coincidentally, drops the sections I objected to, and Marsha and the Mayor agreed should not be in the policy. So that part looks good. I asked Mike' what would happen if the budget amendment does not pass. He ir�dicated the grievance would continue. The worst case scenario is that the present (not new) policy would be endorsed by the arbi�rator. In addition, the City could be asked to pay travel/hotel; costs for out of town conferences. I kind of doubt the latter, as we don't do that now. However, it might put a kabosh on ir�plementing the new, more restrictive policy which Serfling ancl Hayes have agreed to, which eliminates conferences and worksho�s. '