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HomeMy WebLinkAboutResolutions - 1983.08.04 - 11408Miscellaneous Resolution # 83165 June 23, 1983 BY: PERSONNEL COMMITTEE - John J. McDonald, Chairperson IN RE: SUBMISSION OF CHANGES IN MERIT SYSTEM RULE 20 - TUITION REIMBURSEMENT TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Mr. Chairperson, Ladies and Gentlemen: WHEREAS Section IV, Subsection A of the Merit System Resolution requires that all changes in the rules and regulations of the Merit System shall be submitted to the Board of Commissioners at a regular meeting of the Board and shall become effective thirty (30) days after such meeting unless objection is received in writing by the Chairperson of the Board of Commissioners, in which case the objection shall become a matter of business at the next meeting of the Board; and WHEREAS it has become desirable to make certain changes in the wording of Rule 20 - "Tuition Reimbursement" as spelled out in the attachments to this resolution including the current and proposed wording; and WHEREAS your Personnel Committee has reviewed and approved these changes at its meeting of June 8, 1983, NOW THEREFORE BE IT RESOLVED that the reading of this notice and the distribution of this notice and the attached copies of current Rule 20 and proposed changes in Rule 20 to all Commissioners present and absent to be con- sidered as the official submission to the Board of Commissioners of the described changes in Rule 20. Mr. Chairperson, on behalf of the Personnel Committee, I move the adoption of the foregoing resolution. PERSONNEL COMMITTEE PROPOSED MERIT SYSTEM RULE CHANGES RULE 20 CURRENT WORDING Section I PURPOSE A. Self Improvement The Tuition Reimbursement Program is a self-improvement opportunity for all employees eligible for County fringe benefits. Used effectively the program can be an important element in an employee's personal plan for career advancement or enrichment. B. Meeting County's Training Needs The Tuition Reimbursement Program is recognized as an important element in the upgrading of current employees to meet the County's need for qualified higher level personnel. Section II ADMINISTRATION Section III REIMBURSEMENT REQUIREMENTS A. Employee Eligibility B. Course Work Eligibility 1. Institutional Requirements Course work shall be limited to pro- grams offered by universities, colleges and school systems only, certified by the Michigan Department of Education and accredited by the primary, nationally recognized accrediting association for each type of institution. The applicant shall provide documented evidence that his or her school meets this requirement on request of the Personnel Depart- ment. 2. Class Time 3. Work Relatedness Course work shall be: a. Directly Related to Employee's Work Course work should be directly related to the applicant's present PROPOSED WORDING Section I PURPOSE Oakland County encourages and assists employees to i7yrove their educational qualifications in subjects and fields of endeavor which are directly related to the County's operations, activities and objectives and which will place the employee in a position to improve their job performance and professional development. No Change Section III REIMBURSEMENT REQUIREMENTS No Change B. Course Work Eligibility 1. Institutional Requirements Course work shall be limited to programs offered by universities, colleges, business schools, trade schools, and school systems only, certified by the Michigan State Board of Education and accredited by the primary, nationally recognized accrediting association for each type of institution. The applicant shall provide documented evidence that his or her school meets this requirement on request of the Personnel Department. Course work in non-degree programs that leads to licensure Or certification for use in employment with Oakland County will also be accepted. No Change 3. Work Relatedness Course work shall be: a. Directly Related to Employee's Work Course work should be directly related to the applicant's present -2- CURRENT WORDING or probable future County employ- ment. Probable future County employment shall be defined as a position or positions the employee is likely to be transferred or promoted to based on reasonable evidence in the applicant's em- ployment history and/or County experience with employees in the same classification; Or h. Degree Requirement PROPOSED WORDING job, approved by the Department Authority, and directed to,Jards improving the applicant's knowledge of and performance on the job. b. Probable Future County Emplopmet Probable future County employ, shall be defined as a positi positions the employee is to be transferred or promo based on reasonable evi the applicant's employm,mt ''3 -ory and/or County experience employees. The ap7licant must identify the job he/She ..Tooses to work toward and one Zi77 ; 4-o be achieved on the Tuiti.on Re imburse- ment Application. $;(3. Degree Requirement No Change Section IV REIMBURSEMENT PROCEDURE A. 1. a. Application Filing Deadline Applications requesting tuition reimburse- ment must be filed prior to the starting date of class to confirm reimbursement. Applications will be accepted up to thirty (30) days beyond the starting date of class but under such circumstances reimbursements cannOt be guarateed. All applications submitted will be approved on a first come, first serve basis to the extent funding is available. You are urged to protect your investment by confirming reimbursement before your class starts and before you have committed your own funds. Section IV REIMBURSEMENT PROCEDURE A. 1. a. Application Filing Deadline Applications requesting tuition reimburse- ment should be filed prior to the starting date of class to confirm reimbursement. Applications will be accepted up to thirty (30) days beyond the starting date of class but under such circumstances reimbursements cannot be guaranteed. All applications submitted will be approved on a first come, first serve basis to the extent funding is available. The ,=7,0;/ee is urged to protect their investment by confirming reimbursement before the class starts and before they have committed own funds. -3- CURRENT WORDING A. 1. b. Receipt/Grades Filing Deadline Grades and tuition receipts must be submitted to the Personnel Department no later than sixty (60) days after the last meetiag of the class as noted on the application for reimbursement except a grade of "I" or Incomplete will not be considered for any reimbursement until after a successful completion. Failure to meet this filing deadline shall result in disqualification for reimbursement. A. 2. Course Description A. 3. Department Approval Each application for tuition reimbursement must be approved by the employee's Depart- ment Head as being relative to the applicant's present or probable future County employment or as otherwise provided in Section III, Subsection B. 3 of this Rule. Applications not approved by the Department Head shall be returned to the employee by the Department Head prior to the starting date of the course or no later than five working days after the receipt of the application with a written explanation of why approval was not granted. A. 4. Personnel Department Approval A. 3. Notice of Change in Course Work Applicants changing classes after original approval must notify the Personnel Department. Changes from course work already approved may invalidate reim- bursement approval if the substitute course work cannot be related to the employee's present or probable future County employment or as otherwise provided in Section III, Subsections B. 3, 4 and 5 of this Rule. PROPOSED WORDING A. 1. b. Receipt/Grades Filing Deadline Grades and tuition receipts must be submitted to the Personnel Department no later than sixty (60) days after the last meeting of the class as noted on the application for reimbursement except a grade of "I" or Incomplete will not be considered for any reimbursement until after a successful completion. It is still necessary, haJever, to submit the Incom- plete grade within sixtu (60) period to keep your =lication ac AZso, if for any reason you cannot st -mit your grades within the filing time frame, i.e. computer error, notify the PersonneI Department in writing as soon as poseible, stating the reason for the delay. Failure to meet this filing deadline shall result in disqualification for reimbursement. No Change A. 3. Department Approval Each application for tuition reimbursement must be approved by the employee's '- ment Authority as being relative to the applicant's present or probable future County employment or as otherwise provided in Section III, Subsection B. 3 of this Rule. Applications not approved by the Department Authority shall be returned to the employee by the Department Authority prior to the starting date of the course or no later than five working days after the receipt of the application with a written explana- tion of why approval was not granted. No Change A. 5. Notice of Change in Course Work Applicants changing classes after original approval must notify the Personnel Department in writing stating reason for change and submitting a description of the course for Lthich reimbursement is requested. Changes from course work already approved may invalidate reimbursement approval if the substitute course work cannot be related to the employee's present or proba- ble future county employment or as other- wise provided in Section III, Subsections B. 3, 4 and 5 of this Rule. -4- CURRENT WORDING PROPOSED WORDING Course work changes shall be treated as a new application and will require appro- priate documentation for new applications as described earlier in this Rule. 3, Course Work Documentation 1., 2., 3 Section V REIMBURSEMENT LIMITATIONS A. Fund Limitations B. Course Work Limitations Tuition will be reimbursed for no more than two courses each semester, trimester or quarter. Reimbursement is based on the semester term and pro-rated for trimester and quarter terms as indicated later in this section. C. Term Definition Semester, trimester and quarter term pro- grams are defined for the purpose of this rule as follows: No Change Section V REIMBURSEMENT LIMITATIONS No Change B. Course Work Limitations Tuition will be reimbursed for no more than two courses each session. C. Telm Definition Delete NUMBER OF TERMS TERM LENGTH PER BUDGET YEAR ! Semester 15 weeks or longer 3 Trimester 11 weeks or longer 4 Quarter 7 weeks or longer 5 No reimbursement will be allowed for college or university course work shorter than 7 weeks in duration. 0/C. Dollar Limitation Reimhurse7ent shall be Ze to $400 per session with a maximum annual (calendar year) reimbursement of ,1,200. D. Dollar Limitation Reimbursement shall be limited to the amounts indicated in the following schedule per semester, pro-rated for trimester or quarter terms as indicated. MAX. REIMBURSEMENT MAX. ANNUAL TERM PER TERM REIMBURSEMENT Semester $400 $1,200 Trimester 300 1,200 Quarter 240 1,200 -5- CURRENT WORDING E. Exceptions 1. Adult/Continuing Education Employees enrolled in work related adult education or continuing education pro- grams in an accredited school district in the County shall not be held to the seven (7) week requirement in Section V, B. of this Rule. Reimbursement in any case Shall be limited to $1,200 per year. 2. Dollar Limitations Employees admitted to a degree program prior to October 1, 77 shall not be' subject to the limitations described in Section V, C. above, providing there has been continuous progression toward the degree. "Continuous Progression" means that degree program courses must be taken in each semester, trimester or quarter until the degree is achieved. 3. Employee Groups Provisions included in Section V, C., D. and E. 2 shall apply only to non- represented employees and to represented employees whose labor agreement provides for these changes. NEW SECTION Section VI REINBURSEMENT NOT ALLOWED A., B., C., D. Section VII PREPAID TUITION Tuition may be prepaid directly to the educational institution under certain circumstances if the request meets the following requirements: A. Course work meets all the requirements of this Rule except for the prepayment of tuition and successful completion of the course work. PROPOSED WORDING y/D. Exceptions 1. Delete 711. Dollar Limitations ' Employees admitted to a degree program - prior to October 1, 1977 shall not be subject to the limitations described in Section V, C. above, providing there has been continuous progression toward the degree. "Continuous Progression" means that degree program courses must be taken. in each session until the degree is achieved. This provision expires December 31, 1983. 3. Delete 2. Members of the Board of Commissionors Per :4'iscellaneous Resolution ,V-8826, May 3, 1979, Commission members are excluded from elial7oil-it for tuition reimbursement. No Change Section VII PREPAID TUITION Delete -6- CURRENT WORDING PROPOSED WORDING B. The applicant is directed by Department Authority to enroll in the course. C. The Department Head shall request pre- payment of tuition In writing, indizating why the course must be prepaid as opposed to following normal reimbursement procedures. Such request shall be made in advance of the registration date of - the class. #83165 June 23, 1983 The Chairperson announced pursuant to the Merit System Rules the matter shall be laid over for 30 days. 0A.KL TD COUNTY BOARD OF COMMISSIONERS 1200 NORTH TELEGRAPH ROAD — PONTIAC, MICHIGAN 43053 — (313) 858-0100 June 28, 1983 Mr. Richard R. Wilcox, Chairperson Oakland County Board of Commissioners Subject: Proposed Changes in Merit System Rule 20 - Tuition Reimbursement Dear Mr. Wilcox: In accordance with Section IV, Subsection A of the Merit System Resolution 04606, dated September 19, 1966, I am hereby submitting written objection to the proposed new Section V. E, 2, which reads as follows: "2. Members of the Boards of Cor -nissioners Per Miscellaneous Resolution —826, May 3, 1979, Commission r _ ::rs are excluded from eligibility for ition reimbursement." County,Commissioners meet the re_-_'.uirments for for tuit:n reimbursement and other fringe bei3 as defined Rule 22. - Misc. Res. 418826, dated May 3, 1979, 3ttempted to estabish specific procedures for application by Corrr!-*:,s.7.rers for tuition reimbursement. This resolution was not by the Board. Failure of this resolution to receive a majority vote does not nullify the Commissioners eligibility as granted by tb System. The tuition reimbursement prograrl was established with the intention of assisting all County ern•y1.7,,_:.....7: in improving their educational qualifications, performance and development. Mr. Richard R. Wilcox Page 2 June 28, 1983 Elimination of the members of the Board of Con----ssioners from this program would not be in the best interest o' t - C3unty. Furthermore, such action would be discriminatory in that other employees elected, appointed, or Merit System are denied this benefit. Sincerely, Alexander C. Perinoff County Commissioner District #21 JB/eb #83165 August 4, 1983 ALLEN, County Cftrk/Register of Dt2. 4th day of August 198_3 Mr. McDonald stated Resolution 1/83165 - "Submission of Changes in Merit System Rule 20 - Tuition Reimbursement" had laid over for 30 days according to the Merit System Rules, and a written objection had been received regarding the changes. Mr. Perinoff stated he had submitted written objection to the proposed new Section V. D, 2 which reads: "2. Members of the Board of Commissioners. Per Miscellaneous Resolution #8826, May 3, 1979, -Commission members are excluded from eligibility for tuition reimbursement." Mr. Perinoff further stated County Commissioners meet the requirements for eligibility for tuition reimbursement and other fringe benefits as defined in Merit System Rule 22. Moved by Per inoff supported by Olsen to delete the proposed wording in the attachments under Section V, paragraph D, subsection 2. "Members of the Board of Commissioners. Per Miscellaneous Resolution #8826, May 3, 1979, Commission members are excluded from eligibility for tuition reimbursement." Discussion followed. • Vote on amendment: AYES: Fortino, Hobart, Jackson, R. Kuhn, S. Kuhn, Law, McConnell, McDonald, McPherson, Nelson, Olsen, Page, Perinoff, Pernick, Price, Rewold, Wilcox, Aaron, Caddell, (19) NAYS: Geary, Gosling, Lanni, Moffitt, Calandro, Doyon. (6) A sufficient majority having voted therefor, the amendment carried. Vote on resolution as amended: AYES: Gosling, Hobart, Jackson, R. Kuhn, S. Kuhn, Law, McConnell, McDonald, McPherson, Nelson, Olsen, Page, Perinoff, Pernick, Price, Rewold, Wilcox, Aaron, Caddell, Doyon, Fortino. (21) NAYS: Geary, Lanni, Moffitt, Calandro. (4) A sufficient majority having voted therefor, the resolution, as amended, was adopted. STATE OF MlCHIGAN) COUNTY OF OAKLAND) I, Lynn D. Alien, Clerk of the County of Oakland and having a seal, do hereby certify that ! have compared the annexed copy of Miscellaneous Resolution # 83165 adopted by the Oakland County Board of Commissioners at their meeting held on August 4_4„...1983 with the original record thereof now remaining in my office, and that it is a true and correct transcript therefrom, and of the whole thereof. In Testimony Whereof, I have hereunto set my hand and affixed the seal of said County at Pontiac, Michigan this Deputy Clerk