VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy #U003

rata portion of tuition and fee reimbursements, if the employee works a portion of the three-year period. Other requirements are described in the note. Exceptions to this fee schedule may only be approved by the President. 2.4. Submission and Approval of Educational Aid Promissory Note An employee may submit a promissory note each time he/she wishes to be reimbursed for courses or the employee may submit one promissory note listing all courses in a degree program. In this case of submitting one promissory note for all courses in a degree program, the promissory note must be changed if the employee intends to enroll in a course not listed on the prior promissory note. If an employee is to be reimbursed for a course, the course must be listed on the promissory note prior to reimbursement.  For courses beginning from August through December, the Educational Aid Promissory Note will be completed and submitted to the Division Officer by July 1.  For courses beginning from January through May, the Educational Aid Promissory Note will be completed and submitted to the Division Officer by December 1. Exceptions to these timelines are not common and may only be approved by the President. After the employee has signed the promissory note, the employee’s supervisor and/or Division Officer, who will make a recommendation for funding, will review it. The Division Officer will forward the promissory note and his/her recommendation to the President for final review. All promissory notes for a semester will be reviewed by the President at the same time in order to determine those that are most competitive and those that can be funded.  If the promissory note is approved, it will be returned to the Human Resource Director and filed in the employee’s personnel file. The Human Resource Director will notify the employee of the approval.  If the supervisor, Division Officer or President do not approve the promissory note, the Division Officer will return the promissory note to the employee and will provide, in writing, the reason(s) for the denial. By signing a promissory note, the supervisor, Division Officer, and President approve the request and agree with the information in all attachments to the promissory note. 2.5. Appeal Process If the Division Officer denies the employee funding of a promissory note, the employee may appeal to the Dean or to the President. The employee is responsible for referring the matter to the Human Resource Director and the college officer, in a timely manner, after informing the supervisor of his/her intent to appeal the Division Officer’s decision. In general, the Human Resource Director and the Division Officer will confer about the matter, may review documentation, may question the employee, or may ask the employee for additional documentation about the courses before presenting the promissory note to the President to render a decision, which will be deemed final. 3. D URATION OF P OLICY The Policy for Educational Aid for Employees established by the College is effective as of the date above and shall remain effective until amended or terminated by the President and Provost.

VCOM Policy for Educational Aid for Employees

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