VCOM Institutional Policy and Procedure Manual

VCOM Policies and Procedures

Policy #U003

on taking courses or starting a program without prior approval for educational aid will not be reimbursed for any classes taken that were not approved prior to matriculation.

5. REQUEST FOR REIMBURSEMENT FOR ADDITIONAL COURSES NOT INCLUDED IN THE EMPLOYEE EDUCATIONAL AID INITIAL APPLICATION Employees seeking reimbursement for additional courses not included in the Employee Educational Aid Initial Application must submit a new request for reimbursement. 5.1 Requests for Reimbursement for Additional Courses Outside of the Scope of the Employee Educational Aid Initial Application If the employee intends to seek reimbursement for additional courses not included in the Employee Educational Aid Initial Application that falls outside of the scope of the Initial Application (e.g. the additional courses are for a different degree program than what was initially requested), the employee must submit a new Initial Application for review and approval. In this case, employees should follow the directions outlined in Section 4 of this Policy. The review process will follow the review process for Employee Educational Aid Initial Applications as outlined in Section 4.3 of this Policy. Additional course funding is not guaranteed. 5.2 Requests for Reimbursement for Additional Courses Within the Scope of the Employee Educational Aid Initial Application If the employee intends to seek reimbursement for additional courses not included in the Employee Educational Aid Initial Application, but that still falls within the scope of the Initial Application, the employee must submit an Employee Educational Aid Supplemental Application listing the additional course(s) for review and approval. Prior to submitting the Supplemental Application to the Director for Human Resources, it must be approved or denied by the employee’s Direct Supervisor and Division Officer, indicated by their signature on the Supplemental Application. • If the additional Educational Aid Agreement 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 Supplemental Agreement must be submitted to the Director for Human Resources a minimum of three months prior to beginning coursework. Additional course funding is not guaranteed. 5.2.1 Review of Employee Educational Aid Supplemental Applications Upon receiving a Supplemental 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 Supplemental Application has been received, the Director for Human Resources will review the Supplemental Application with the President who will approve or deny the Supplemental Application. The President will indicate approval or

VCOM Employee Educational Aid Program Policy and Procedures

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