Academic Assistance

Purpose

The purpose of the academic assistance program is for workforce planning and development. It provides a tool for managers and employees to support academic activities that directly relate to the organization’s identified knowledge, skills, and behaviors (organizational competencies), and which support the mission, vision, and values of the organization. The academic assistance program is not an employee benefit, right or entitlement; it is a management program for workforce development. Denial of participation in the academic assistance program is not grievable, except on grounds of discrimination.

Utilization of the academic assistance program shall be identified, described, and documented in the employee’s development plan within his or her work plan. This provides a measurable link between the employee’s increased competency and the agency’s workforce planning efforts.

The academic assistance program provides reimbursement of academic costs if funds are available at the agency level, and/or time off the job if the course is available only during working hours.

Description

The academic assistance program provides reimbursement of approved academic costs if funds are available at the agency level, and/or time off the job if the course is available only during working hours. Each State agency is delegated responsibility for, and authority to, administer the academic assistance program within the provisions of the state-wide policy in a fair, consistent, and equitable manner. Each agency should have an agency coordinator to ensure consistent implementation of this policy (please see section 9 of the policy). Agency Academic Assistance coodinators may contact Cindy Webb, state-wide Academic Assistance coordinator, for additional assistance.

Process

1. Check with the agency’s Academic Assistance Coordinator (usually part of an agency’s Human Resources Department) to see if the agency has available funding available for this purpose. 
2. If academic assistance is available, complete the application (or agency equivalent) prior to enrollment or in accordance with the agency schedule.
3. Forward the request to the immediate supervisor for review and approval.
4. Obtain a written response from management regarding approval or disapproval of the request. Any changes in the application or conditions of approval and whether the course is subject to withholding taxes or budgetary constraints should be stated. 
5. After completing the course, submit the final course grade and registration receipts to the agency academic assistance coordinator. These documents are required for reimbursement.

Academic Assistance Program Policy