VCOM Institutional Policy and Procedure Manual

VCOM Policies and Procedures

Policy #U003

4.2.1 Approval of the Employee Educational Aid Initial Application If the Initial Application is approved by the President, the Director for Human Resources will complete all blank sections of the Employee Educational Aid Agreement (Appendix B). The Director for Human Resources will present the Agreement to the President for signature at the time of the President’s signing of the Initial Application. Once both the Initial Application and the Agreement have been signed by the President, the Director for Human Resources will meet with the employee to review the Agreement. The employee will be required to sign the Agreement in order to participate in the program. This agreement, along with the VCOM Policy on Employee Educational Aid, outlines the conditions under which educational assistance is provided and the employees’ obligations following reimbursement. The employee signature of the Agreement indicates acceptance of its terms. If the employee does not agree, they will not sign the Agreement, and it will be deemed null and void and no reimbursement for educational aid will occur. The fully executed copy of the Initial Application and the Agreement will be provided to the employee. A fully executed copy of the Initial Application, with required supporting documents, and the Agreement will be filed in the employee’s personnel file. 4.2.2 Denial of the Employee Educational Aid Initial Application If the Initial Application is denied by the President, the reason(s) for the denial will be provided on the Initial Application. The fully executed copy of the Initial Application will be provided to the employee. A fully executed copy of the Initial Application, with required supporting documents, will be filed in the employee’s personnel file. Not all Initial Applications submitted by employees will be approved. Reasons for not approving participation in the Employee Educational Aid Program include, but are not limited to: • Insufficient funds to benefit all applicants, as the program is competitive, and according to institutional need; • The request is at a non-partner institution and the coursework/degree program is available at a VCOM partner institution at an equitable price; • The employee missing the deadline for submitting the initial application; • The course(s) or degree program is deemed by Administration not to provide a significant impact or benefit to VCOM; and/or • The employee not complying with any part of the application process. Denial of a request for educational aid may be for any of the aforementioned reasons or for reasons that are unforeseen.

Employees must have full approval to participate in the educational aid program prior to matriculating into the desired courses or degree program. Employees who embark

VCOM Employee Educational Aid Program Policy and Procedures

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