VCOM Institutional Policy and Procedure Manual

VCOM Policies and Procedures

Policy #U003

Prior to submitting the Initial Application to the Director for Human Resources, the employee’s Initial Application must be approved or denied by the employee’s Direct Supervisor and Division Officer indicated by their signature on the Initial Application. • If approved by the Direct Supervisor and Division Officer, the employee must submit the Initial Application, with Direct Supervisor and Division Officer signatures, to the Director of Human Resources a minimum of three months prior to beginning coursework. • If the Initial Application is denied by the employee’s Direct Supervisor and/or Division Officer, the reason(s) for the denial will be provided. If denied by the Direct Supervisor or Division Officer, the employee may still submit their application for consideration by the President a minimum of three months prior to beginning coursework. The Employee Educational Aid Initial Application requires that the employee: • Describe in writing how completion of the program will directly benefit the mission of the college and either their current position or their future potential advancement at VCOM. • Attach a copy of the course listing for each course they are seeking reimbursement or the full degree program course list if seeking reimbursement for all courses within the program and the estimated length of the single course or full degree program from the College’s website or course catalog. The Initial Application must list all known courses for which the employee wishes to be reimbursed. If an employee is to be reimbursed for a course, the course must be listed on the Application and approved by the President for reimbursement. • The Employee Educational Aid Program was designed to be applied to coursework or degree programs with VCOM’s partner institutions (Virginia Tech, Auburn University, ULM, Bluefield University, and Appalachian College of Pharmacy). However, when the employee wishes to enroll in coursework or a degree program that is either not offered by VCOM’s educational partners or that better aligns with the employee and College’s needs, the employee must include two letters: o A letter from you describing why they cannot complete the coursework at a VCOM partner institution. o A letter from your Direct Supervisor outlining how your participation in the program will benefit VCOM and that affirms their support for your decision to pursue the program outside of VCOM’s partner institutions. 4.2 Review of the Employee Educational Aid Initial Application Upon receiving the Initial Application from the employee, the Director for Human Resources will review the application for completeness. If the application is incomplete, the Director for Human Resources will notify the employee of the missing required documents. Failure to submit any of the required documents will result in an incomplete application and the application will not be considered until complete. Once a complete Initial Application has been received, the Director for Human Resources will review the Initial Application with the President who will approve or deny the Initial Application. The President will indicate approval or denial of the Initial Application on the Initial Application. The Director for Human Resources will notify the employee of the President’s approval or denial.

VCOM Employee Educational Aid Program Policy and Procedures

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