PHCC PHACT PHCC Policy System

VCCS Policy Section 3 : 3.10

Keywords

Applies to: Faculty | Adjunct Faculty | Staff | Administrative | Board

PHCC Policy No applicable policy

7.1 Educational Assistance and Continuous Learning Policy
Patrick Henry Community College is committed to supporting educational
opportunities for our employees with College support, which in turn enhances the
effectiveness of the College. Contingent upon budgetary resources and pursuant
to policies and procedures of the Virginia Community College System (VCCS),
the College may provide support for employees to take classes that are directly
job related, part of a degree program, and/or classes taken under the continuous
learning program. This policy outlines eligibility requirements, payment options,
procedures and guidelines for approval, tuition reimbursement information, and
employee obligations under this policy. It should be noted that meeting minimum
criteria does not guarantee approval for receipt of educational assistance. 7.3.4 Exceptions to Educational Aid PolicyExceptions to the above guidelines will be considered on a case-by-case basis, and should come through the appropriate supervisor, appropriate chain of authority, up to and including the President. When eligibility requirements are waived, an explanatory justification statement approved by the College president shall be attached to the VCCS-16 or PHCC-16 and maintained in the Human Resources files.

PHCC Procedures No applicable procedure

7.2.6 Procedures Applicable to All Educational Assistance Applications
a. If an employee is pursuing a degree, he or she must attach to the
request for educational assistance documentation of acceptance
into the degree program and a copy of the program’s course
requirements. Employees must attach a copy of their Professional
Development Objectives (Faculty) or Employee Development Plan
(Classified) listed on the Employee Work Profile (EWP) on file in
the Office of Human Resources and explain how the requested
assistance furthers that plan.
b. If an employee is pursuing a degree, he or she must attach to each
annual request for educational assistance documentation that the
employee is satisfactorily progressing toward completion of the
degree.c. The employee must submit his or her final grade or training
certification and receipt for payment to the Human Resource
Office within 30 calendar days of the end of term. Failure to
submit a final grade or proof of training and payment to the Human
Resource Office may result in loss of future educational aid
eligibility. The Human Resource Office will then inform the
Business Office that the requirement has been satisfied.
d. The employee must inform the Human Resource Office if he or
she fails to complete the course(s) or meet the minimum grade
requirement. The Human Resource Office will then inform the
Business Office. The Business Office will then establish a
receivable, credit the expense account(s) of the College, and, in
conjunction with the employee, coordinate tuition repayment.
Failure to inform the Human Resource Office of these events will
result in loss of future educational aid eligibility.
e. If an employee decides not to enroll in a course under this policy
after receiving permission to do so, the employee must notify the
Human Resources Department, the immediate supervisor, and the
supervising dean or vice president. If the employee desires tuition
assistance for an alternative course, a new Educational Assistance
Request must be completed according to the normal application
procedures.f. Prioritization of Requests. The following criteria will be used to
determine competitive selection and approval of requests.
Preference will be given to:
<ul><li>Full-time faculty and staff employees pursuing a degree
and who have an approved professional development plan
on file;
</li><li>Full-time faculty and staff who have an approved
professional development plan on file and who wish to take
courses or training directly related to the employee’s job
responsibilities;
</li><li>Courses or training critical to the needs of the College;
</li><li>Distribution of previously awarded educational aid (in
order to balance support among employees and
departments); and
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</li><li>Commitment of employee to share the costs for the courses
or training.</li></ul>7.2.7 Procedures for Educational Assistance Without Leave and Without Pay
a. Employees must request education assistance prior to July 31 for
assistance for the following fiscal fall semester and prior to
October 15 for the following spring semester. Requests must be
submitted on the VCCS-16, and signed by the employee, the
employee’s supervisor and dean, the employee’s vice president,
and the College President.
b. Justification for educational assistance must be attached to the
educational aid request form (VCCS-16). Employees pursuing a
specific degree or certificate should submit the entire program of
student for approval as part of the Employee’s Professional
Development Objectives (Faculty) or Employee Development Plan
(Classified) listed on the Employee Work Profile (EWP) on file in
the Office of Human Resources.
c. When budgeted funds are exhausted, no further requests will be
approved.
d. If the class is part of a degree requirement, the employee must
submit documentation of acceptance to a degree granting program
that is regionally accredited. For classes not part of a degree
program, the course must be job-related as determined by the
employee’s vice president.
e. If courses are taken during normal work hours, classified
employees are required to adjust their work schedule to fulfill their
normal work hours per week. Adjustments may take the form of
reducing an employee’s work week, increasing the number of
hours worked, requiring use of annual, compensatory, or overtime
leave, or VSDP family and personal leave (for VSDP participants).
Faculty are required to ensure that courses do not conflict with
teaching and College responsibilities. 7.2.8 Procedures for Educational Assistance With Leave and Full Pay or Partial
Pay
a. Submission and Approval of Requests: Employees must request
education assistance prior to July 31 for assistance for the
following fall semester and prior to October 15 for the following
spring semester. Requests must be submitted on the VCCS-16,
and signed by the employee, the employee’s supervisor and dean, 
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the employee’s vice president, and the College President. The
request must identify the length of time and the amount of pay
being requested.
b. When budgeted funds are exhausted, no further requests will be
approved.
c. Justification for educational assistance must be attached to the
educational aid request form (VCCS-16). Employees pursuing a
specific degree or certificate should submit the entire program of
study for approval as part of the Employee’s Individual
Development Plan with the VCCS-16.
d. Establishing Base Pay: The base salary utilized to compute the full
or partial pay shall be the salary in effect on the last workday prior
to the period of educational leave. The base will be adjusted for
merit increases at the time the increases become effective for all
state employees. e. Effective date: The effective date to be used when placing nine
(9)-month faculty on educational leave with or without pay shall
normally be the first day of the fall or spring semester in which the
leave begins. For other employees, it will be the last day worked
before the leave period starts.
f. For educational leave, the College and the System Office will
prepare a letter stating the terms and length of the employee’s
leave. It will address the effect of the leave period on salary,
benefits, retirement, and the timeframe to notify the
College/System Office of the employee’s return to full-time
employment.
g. Length of Educational Leave: Educational leave with or without
pay is limited to twelve (12) months. An extension of twelve (12)
months may be granted by the College President. 7.3 Continuous Learning Program
7.3.1 Eligibility Requirements
Full-time instructional faculty, administrative/professional faculty, full-time classified employees, wage employees, and adjunct faculty may take
continuous learning courses. Wage employees must be employed during
the term for which they are requesting a course. Wage employees whose
primary status is as a student are not eligible for this program. This is an
employment benefit and therefore it is intended to exclude students from
eligibility. 7.3.2 Program Requirements
Employees may take continuous learning courses only at the College.
Courses included in this program must be offered by the College and may
be part of a degree program or for professional development.
7.3.3 Procedures
a. Submission and Approval of Requests: Employees must request
continuous learning prior to the semester in which the course is to
be taken. Requests must be submitted on the PHCC-16
Continuous Learning Form and signed by the employee, the
employee’s supervisor and dean, and the employee’s vice
president.b. If courses are taken during normal work hours, classified
employees are required to adjust their work schedule to fulfill their
normal work hours per week. Adjustments may take the form of
reducing an employee’s work week, increasing the number of
hours worked, requiring use of annual, compensatory, or overtime
leave, or VSDP family and personal leave (for VSDP participants).
Faculty are required to ensure that courses do not conflict with
teaching and College responsibilities.

PHCC Attachments & forms No applicable attachments