Tuition Assistance Policy - George Brown College



Tuition Assistance PolicyCategory:Human ResourcesPolicy Number:TBCResponsible Authority:VP Human ResourcesApproval Authority:VP Human ResourcesDate of Original Policy Approval:2001-09-05Last Reviewed:2020-01-06Mandatory Revision Date:2021-04-01PURPOSECommitted to lifelong learning and the development of a learning community, George Brown College encourages the continued growth of its employees through its professional development and training practices. The Tuition Assistance Program is specifically intended to encourage and assist our staff to obtain further educational qualifications. Progressive professional development and training practices support, reflect, and are aligned with the College’s Mission, Values, and Strategic Plans. VALUE BASISThis Tuition Assistance Policy aligns with the values of the college:Learning Community – We foster an environment of reciprocal dialogue to ensure learning, solve problems and strengthen the George Brown Community.Excellence – We commit ourselves to delivering a “George Brown standard” of quality and superior performance.Accountability – We hold ourselves responsible to ensure the future sustainability of George Brown, academically and fiscally.Diversity and Respect – We show mutual respect for each other within the community of George Brown including all of our stakeholders, in all of our behaviour.SCOPEThis policy applies to all regular full time staff for credentials from accredited postsecondary institutions aligned with the College’s objectives. Courses offered as part of the Academic Employees Collective Agreement “In-service Teacher Training Program” are not included in this policy.Tuition Assistance funding is available only for tuition reimbursement and cannot be used for books, travel expenses, seminars, professional fees except where such fees are included in the tuition fee.Approval for reimbursement is dependent upon the following criteria:?You are a permanent full-time employee.?You are enrolled in and have successfully completed approved postsecondary credit courses leading to a certificate, diploma, or degree at an accredited postsecondary institution.?The goals and outcomes of any course or program must specifically align with the College’s objectives. For example, courses and programs must relate to the work of the employee, to courses, programs, or services delivered by the College, or in preparation for potential positions at this College.?Employee Learning & Development must approve this application before you pay for and begin the program.?You successfully complete the course.DEFINITIONSWord/TermDefinitionAccreditedEducational institutions currently recognized, authorized, registered and/or licensed by the competent authorities in the provinces and territories of Canada or by those of the country in which the institution is basedCalendar InformationA detailed description of the program of study being applied for from the host organization including: program and course description, title of credential, duration, and costsPOLICYGeorge Brown College will consider reimbursement of tuition expenses for any preapproved and successfully completed postsecondary credit course leading to certificate or diploma at an accredited postsecondary institution for all full time employees to a life?time maximum of $5,000. Effective April 1, 2016, the college will consider reimbursement of tuition expenses for any preapproved and successfully completed postsecondary credit course leading to an undergraduate degree at an accredited postsecondary institution for all full time employees to a life-time maximum of $7,500. George Brown College will give further consideration for tuition reimbursement up to the amount of up to $10,000 to full time employees pursuing master’s degrees (for a life-time total of $15,000) and $15,000 for doctoral degrees (total life?time maximum of $20,000). PROCEDURESFurther eligibility requirements and procedural information contained in Appendix A.Non-Compliance Implications Employees are expected to remain employed at the College for a period of at least two years following the termination of their studies. The College encourages employees to share their experience and learning with colleagues. If an employee voluntarily leaves the College within two years of receiving reimbursement, the employee will be required to repay the tuition granted on a pro-rated basis. For example, if someone receives reimbursement and works for a full year at the college and then resigns they will be required to repay 50% of the tuition they were reimbursed during the previous two years. On leaving the college’s employment, the outstanding balance is to be deducted from the final pay or any other monies owing to the employee. Any remainder outstanding will be paid to the college by Certified Cheque before the last day of work.SUPPORTING DOCUMENTATIONAttachments:Part A:Request for Approval for Tuition AssistancePart B:Rationale (showing how the academic pursuit contributes to the College objectives)Part C:Program Application – Agreement Between Employee and George Brown CollegePart D:Supervisor RecommendationPart E:Approval/DenialRELATED POLICIES Any other relevant College policies should be listed. RELATED MATERIALS This plan is in addition to provisions made for George Brown employees under the collective agreements for tuition discounts and reimbursement related to taking George Brown courses.Tax ImplicationsOn the basis of the College’s design of this program, training taken by employee is considered to be a benefit of the employer, not considered a taxable benefit therefore cannot be claimed as a tax credit by the individual employee.APPENDIX AELIGIBILITYApproval for reimbursement is dependent upon the following criteria:?You are a permanent full-time employee.?You are enrolled in and have successfully completed approved postsecondary credit courses leading to a certificate, diploma, or degree at an accredited postsecondary institution.?The goals and outcomes of any course or program must specifically align with the College’s objectives. For example, courses and programs must relate to the work of the employee, to courses, programs, or services delivered by the College, or in preparation for potential positions at this College.?Employee Learning & Development must approve this application before you pay for and begin the course.?You successfully complete the course.You are not eligible if:?The program/courses are taken at an un?accredited postsecondary institution?There is no formal evaluation process at the end of each module or at the end of the program.?The courses or programs were taken prior to the employees’ full-time employment with the College.ProceduresA procedure is operational. It is a set of critical steps to be followed to achieve the intent of the policy intent. It is the usual method of handling things. The steps, usually expressed as a list, are succinct, factual and to the point. It also states who is responsible for each step. Detailed descriptions and background information are not to be included in the procedure. Action Responsibility 1.Application Process1.1Employees complete the Application for Tuition Assistance form requesting approval for tuition reimbursement. The application requires a copy of the calendar information detailing a summary of the program, its courses, and the title of the certificate, diploma, or degree program. In addition the employee provides information on the duration, cost of the program, and how it aligns with the College’s objectives.Employee1.1.1The application must be signed and approved by the employee’s immediate supervisor.Step to be takenEmployee’s Immediate Supervisor1.1.2The signed and completed application is forwarded by the employee to development@georgebrown.ca for final approval. Applications may be submitted any time in advance of the start date of the identified course or program.Employee2.Approval2.1Applications are reviewed as received and either approved or declinedManager,Employee Learning & Development2.2Employee is notified of the decision by emailEmployee Learning & Development Coordinator3.3.1ReimbursementUpon successful completion of the course, the employee submits the tuition receipt and a grade report indicating the successful completion of course/program requirements to development@georgebrown.ca for reimbursement. Employee3.2Requests for reimbursement must be submitted within 6 months of the completion date of the course/program.Employee3.3You are requested to notify Employee Learning & Development through development@georgebrown.ca upon completion of the credential and supply a copy of the documentation to Human Resources for filing.EmployeeTuition Assistance Policy FormsPART A: Request for Approval for Tuition AssistanceName: Click Here to Enter NameEmployee No: Click Here to Enter Empl. No. Department/Division: Click Here to Enter Department/DivisionCampus: Click Here to Enter CampusExt: Click Here to Enter Extn.Email: Click Here to Enter EmailAdmin ? Faculty ?Support ?Program/Course Name: Click Here to Enter Program/Course NameEducation Institution: Click Here to Enter Education InstitutionAnticipated Start Date: Click Here to Enter a Date.End Date: Click Here to Enter a Date.Total course/tuition fee: Click Here to Enter Course/Tuition FeePART B:RationaleUsing 250 words or more, please provide a rationale as to how this academic pursuit will contribute to:a) Present and Future directionb) Student Learningc) College CulturePlease refer to college documents found on Insite.Click Here to Enter 250 Words or MoreTuition Assistance Policy FormsPART C: Agreement Between Employee and George Brown CollegeIn applying for tuition assistance, I understand that:I may not receive reimbursement if I register and pay for a course prior to this request being approved.I am required to furnish such documents as are necessary to substantiate academic results achieved, tuition fees paid, and receipts for payment as required.I must be a full-time employee of the College at the completion of the course/program to obtain reimbursement.If requested, I am required to present key learning of the academic program to groups in the college.If I resign from my position at the College within two years of completion of my studies, I will be required to re-pay the tuition granted on a pro-rated basis.I accept the conditions outlined above. (PLEASE PRINT AND SIGN FORM.)___________________________________ __________________________Employee Signature DatePART D: Supervisor RecommendationTo be completed by the Immediate SupervisorI have reviewed the applicant’s request for tuition assistance and hereby recommend that they be considered under this plan.Name of Supervisor: Click Here to Enter Supervisor’s NameDept./Division Campus: Click Here to Enter Dept/DivisionExt: Click Here to Enter Extn.Email: Click Here to Enter EmailSupervisor’s Signature:__________________Date: ______________________Comments:PART E: Approval/DenialApplication Approved ? Application Denied ?Approver’s Signature: ___________________Date: _____________________Amount Approved: ____________________Comments: ................
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