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HomeMy WebLinkAboutAgenda - 02-29-2000-8e Orange County Board of Commissioners Action Agenda Item Abstract Meeting Date: February 29, 2000 Action Agenda Item No. g-e Subject: Personnel Ordinance Revision -Tuition Refund Program Department: Personnel Public Hearing: Yes No X Budget Amendment Needed: Yes No_X- Attachment(s): 1 -Tuition Costs at Local Colleges and Universities 2 -Tuition Refund Employer Survey 3 -Draft Personnel Ordinance Revision -Tuition Refund Program Information Contact: Elaine Holmes, Personnel Director Extension 2550 Telephone Number: Hillsborough 732-8181 Chapel Hill 968501 _ Durham 688-7331 Mebane 227-2031 Purpose: To consider an update to the Orange County Personnel Ordinance to increase the tuition refund amount for eligible County employees from $300 to $600 per fiscal year. Background: In 1988-89 Orange County established a tuition refund program for County employees. At that time, the County set the tuition refund amount at $300 per fiscal year. Under this program, an eligible employee may receive reimbursement for tuition, fees and books far a course that helps the employee improve skills in his or her current job ar to help prepare for another County position. Participation is voluntary and courses are taken on non-work time. The County tuition refund amount of $300 has not changed since originally established in 1988-89. Due to rising educational costs in the Triangle Area, the County's Employee Relations Consortium has asked that County consider updating the tuition refund amount. Attachment 1 shows the tuition costs at area community colleges, colleges and universities. These average $605 for an undergraduate course and $830 for a graduate course. Attachment 2 is a survey of tuition refund programs offered by area public employers. Based on the tuition casts at area educational institutions and the employer survey information, staff recommends the tuition refund amount be increased to $600 per fiscal year. Attachment 3 is the draft update to the Orange County Personnel Ordinance reflecting the increase in the Tuition Refund Program from $300 to $600 per fiscal year. (The full Personnel Ordinance section is attached. The only change is that found in Section 16.1.4.) 2 Fiscal Impact: For 1998-99, eight employees participated in the tuition refund program and expenditures were $1,74fi. (Some employees do not request or are not eligible for the full refund amount.) If participation continues at the current level with the increase in the tuition refund amount, it is projected annual cost would increase to about $3,600 to $4,000. The amount alr®ady budgeted for tuition refund is $4,000: This is the same amount that has been budgeted over past years. Because of the low participation rate, the amount has not been fully used. A factor in the law participation rate may be the current refund amount of $300. If the increase in the tuition refund amount leads to expanded interest in the program, it is possible that in future years some limited budget increase may be requested. Recomm®ndation: The Manager recommends the Board approve the Personnel Ordinance update to increase the employee Tuition Refund amount from $300 to $600 per fiscal year effective April 1, 2000. H:\e\absref.doc February 15, 2000 ATTACHMENT 1 Tuition Costs at Local Colleges and Universities Institution Undergraduate* Graduate* Alamance Communi Colle a $80.25 NA Duke Universi $1,620.00 $2,190.Oq Durham Tech $80.52 N/A Meredith Colle a $825.00 N/A NC Central Universi $383.52 $539.37 NC State Universi $337.00 $542.00 Peace Colle a $750.00 N/A Shaw Universi $783.00 $468.00 UNC-CH $589.50 $410.50 Average Cost $605.42 $$29.97 * Cost far 3 credit hours / 1 course Attachment 2 Tuition Refund Employer Survey Employer Fiscal Year Amount'k Reimbursed Expenses Alamance County 100% Tuition and books only Carrboro None Not Applicable Chapel Hill $500 Tuition, registration, laboratory, and student fees Durham City $400 Tuition and laboratory fees only Durham County $500. Tuition and books only Orange Water and Sewer Authority $750 Tuition, books and laboratory fees Person County 100% Tuition, registration, and laboratory fees Raleigh $750 Tuition, books and some fees UNC-CH 100% of one UNC course per semester Tuition, course and laboratory fees Wake County $1,000 Tuition and banks only Orange County $300 Tuition, fees, and books *Full Time Employees 2716/2000a bstref2. xls Attachment 3 Draft Personnel Ordinance Revision Article IV, Section 16.x, Tuition Refund Program (change in Item 16.1.4 Only) 16.0 Tuition Refund Program and Educational Leave Full-time and part-time permanent employees may be eligible to obtain financial assistance for the purpose of furthering the education and skills of County employees. 16.1 Employees who are not receiving educational assistance from other governmental sources shall be eligible to apply for assistance under this program. The recipient must be a County employee at the time of refund. 16.1.1 The Tuition Refund Program shall be administered by the County Manager. 16.1.2 All courses shall be eligible when, in the opinion of the relevant Department Head and the Personnel ^irector, the course will either improve the employee's ability to do their present job or help prepare the employee for a County position which will demand a higher skill or ability level. The initiative for participation in the program must originate with the employee. Participation is on the employee's own time off except as specified in section 16.1.13. (Sheriff Department employees taking Law Enforcement related courses are not eligible under this program as they have own existing program.) 16.1.3 All courses must be job related and approved by the Department Head and the County Manager. Courses must help the employee in their present position or prepare the employee for greater training, skills, or knowledge in a career with the County. The candidate for tuitian refund or educational leave will be required to file a formal application for such leave with the department head. All approvals for tuition refunds must be obtained in advance of class enrollment. 16.1.4 Total costs which the County will pay for each eligible employee are limited to $399 no more than $600 in a fiscal year for tuition, fees and books required for the courses. Activity fees are not reimbursable. Receipts far all reimbursable expenses must be attached to the request turned in following successful completion of the course. Travel is reimbursable, only on date of registration 6 for the course. Verification of a passing grade or successful completion must also accompany the request. (A grade of "C" or "Pass" is required in formal course wark.) Nothing is paid if the employee fails to complete the course. 16.1.5 Funding for the program shall be available up to the limits established by the County Commissioners and monies shall be disbursed on a fiscal year basis. 16.1.6 Request for reimbursement must be made within 30 days of course completion. The employee shall be responsible for obtaining reimbursements. 16.1.7 Successful completion of the course or degree shall not warrant additional pay. 16.1.8 All reimbursement checks shall be forwarded to the employee via the Finance Department. 16.1.9 Expenses far training courses, seminars or workshops shall not be reimbursed under this procedure. See Article III. Section 9. 16.1.10 An employee may receive an advance payment of no more than 54% of the tuition costs, (verification of costs must accompany request for advance payment) provided they shall agree to repay the County should their employment terminate prior to and/or before a date within one month of course completion or should the employee fail to complete the course as specified in Section 1 fi.1.4. 16.1.11 In the event that repayment is necessary, repayment shall be made to the County by direct reimbursement or by payroll deduction within two semi-monthly periods or a one month period. Authorization or the number and amount of payroll deductions shall be made by the County Manager. 16.1.12 The County Manager may consult with the relevant Department Heads in determining termination status of an employee and may also enlist the aid of the County Revenue Department in securing repayment. 16.1.13 Upon recommendation of the supervising department head and the approval of the Manager, a leave of absence at full or part pay during or outside of regular working hours may be granted to permit an employee to take courses of study as indicated in Section 16.1.2. 7 16.1.14 The procedures and policy for extended educational leave without pay are synonymous with those outlined for leave without pay. See Article III Section 4. 16.1.15 An employee going on full Education Leave with pay will be obligated to remain employed with the County for one (1) year following completion of their education. If the agreement is not kept the employee is expected to refund tuition fees and other expenses paid by the County as indicated in Section 16.1.11, and/ar amounts will be held out from final compensation due the employee at termination.