HomeMy WebLinkAbout2024-12-02 I01I Education Assistance PolicyAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: December 2, 2024
AGENDA ITEM:Consideration of approval of a resolution approving Educational Assistance
policy.
FORMAT:Resolution
SYNOPSIS INCLUDING PRO & CON: In continuing to offer low cost, high impact benefits, the
Human Resources Director, and City Administrator along with input from the Employee Engagement
Advisory Committee propose an educational assistance policy for regular, non-union full-time, and
regular part-time employees. This is a proactive step toward supporting employees in their personal
and professional career development and enhancing employee’s potential for productivity in the City
organization.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS:
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: Staff recommends approval of the Educational Assistance
Policy.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I.Proposed Resolution
II. Educational Assistance Policy
III. Educational Assistance Application
PREPARED BY:Michelle Lindsay
REVIEWED BY:
.
I1I
THE CITY OF WAUKEE, IOWA
RESOLUTION 2024-
APPROVAL OF EDUCATIONAL ASSISTANCE POLICY
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal
Organization; AND,
WHEREAS, the City recognizes the value of continuous learning and professional development
as essential to maintaining a competitive workforce and fostering employee growth and
satisfaction; AND,
WHEREAS, providing employees with the opportunity to pursue further education will enhance
their skills, increase productivity, and contribute to the overall success of the organization; AND,
WHEREAS, effective January 1, 2025, the City will implement an Education Assistance Policy
to support employees seeking to further their education in areas directly related to their current
job or potential future roles within the organization.
The key provisions of the Education Assistance Policy shall include:
1.Eligibility: All regular, non-union, full and part-time employees and full and part-time
fire employees who have completed the probationary period will be eligible to apply for
education assistance.
2.Program scope: Education assistance will cover costs related to tuition and required
textbooks for accredited institutions or programs that are relevant to the employe’s
current position or career development within the organization.
3.Financial Assistance: The organization will provide up to $2500 per employee per year,
subject to budget availability, with reimbursement provided upon successful completion
of the course or program with a minimum grade of “C”.
4.Application Process: Employees must submit a formal request for education assistance
prior to enrolling in any courses or programs. The request will be reviewed by the
employee’s department director for recommendation and the City Administrator or
his/her designee for final approval based on the relevance of the educational pursuit to the
employee’s job responsibilities and overall career trajectory.
5.Repayment Agreement: In the event an employee leaves the organization within two
years of receiving education assistance, the employee may be required to repay all, or a
portion of the assistance provide, as outlined in the policy.
6.Ongoing Review: The Education Assistance Policy will be reviewed annually to ensure
its alignment with organizational goals, employee needs, and budget availability.
NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in session this
2nd day of December 2024, that the City of Waukee Educational Assistance policy attached
hereto is hereby approved.
____________________________
Courtney Clarke, Mayor
Attest:
___________________________________
Rebecca D. Schuett, City Clerk
RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN
R. Charles Bottenberg
Chris Crone
Rob Grove
Anna Bergman Pierce
Ben Sinclair
Approved 12/2/2024
Education Assistance Policy
(Adopted by the CITY OF WAUKEE Council on 12/2/2024)
I. PURPOSE
The purpose of the City’s support of personal, professional career development is to
enhance the employee’s potential for productivity in a City position, and to aid in the
employee’s personal growth and development within the City Organization. The City
believes this will result in long-term improved services to our citizens and help build a
professional, productive, and efficient workforce. Employees are encouraged to take
advantage of educational opportunities through courses, programs or degree studies
that reasonably relate to current job responsibilities or possible future City
assignments or that will help employees grow personally and professionally and
ultimately improve productivity, efficiency, and customer service.
II. ELIGIBILITY
The Education Assistance Program is open to all regular, non-union full-time and
regular part-time employees who have completed the probationary period prior to the
date of application for educational assistance.
Course work must be related to the employee’s present job; or, which will enhance
the employee’s potential for advancement to a position within the City and, to which
the individual has a reasonable expectation of advancing.
Course work must be pursued at an accredited educational institution or from an
educational provider that is approved in advance by the employee’s department
director.
Employees are expected to schedule class attendance and the completion of
study assignments outside of their regular work hours and is considered non
compensable time. It is expected that educational activities will not interfere with
the employee’s work, and unsatisfactory job performance during enrollment may
result in forfeiture of educational assistance and termination of employment.
Short courses, seminars and comparable non-credit programs are not covered by this
program.
Funding limitations may preclude the City from offering any educational assistance.
The City reserves the right to alter, modify, or discontinue this program at any time.
Approved 12/2/2024
III. APPLICATION FOR ASSISTANCE
Requests must be reviewed and approved at least four weeks prior to enrollment. An
Education Assistance Program form and career action plan indicating how the
requested class fits into an overall career plan must be completed and reviewed by
the employee’s department director for recommendation and submitted for final
approval by the City Administrator or his/her designee.
The employee will be notified promptly of approval or disapproval. Courses are
approved on a course-by-course basis. Courses may be approved that are not
directly related to the employee’s current position, but that would enhance an
employee’s ability to advance an employee’s career or provide better customer
service.
Once your application for a specific degree program is approved, you are approved
for the entirety of the program, pending ongoing funding. However, you do need to
submit a new application each semester you enroll in which you anticipate seeking
educational assistance. Approval for one or more courses should in no way be
considered a guarantee of continuing assistance.
Department directors will normally consider the following factors in evaluating
requests for educational assistance:
The nature and purpose of the course of study;
The benefits to be derived by the employee and the City;
The employee’s level of responsibility and length of service;
Any potential lost time or productivity while the employee attends the
program.
IV. REIMBURSEMENT CRITERIA
Upon completion of the course work, employees seeking reimbursement for
qu alified educational expenses as defined by the Internal Revenue Service
regulations must submit itemized tuition and book receipts and a certified transcript or
grade report to Human Resources within 60 days of course completion. In the event
the course did not have a grade assigned, evidence of satisfactory completion must
be submitted. If all information is in order, a request for payment will be forwarded to
Finance for payment to reimburse the employee the applicable percentage of cost of
qualified educational expenses.
Reimbursement is limited to $2,500 per calendar year per regular, non-union full-time
employee, and $1,875 per calendar year for regular part-time employee.
Employee reimbursement for eligible educational assistance will normally be based
upon the grade received for the course, as follows: For a grade of ‘A’, ‘B’, or ‘C’ 50%
of reimbursable qualified educational expenses. Courses will also be reimbursed at
50% for passing a ‘pass-fail’ course.
Approved 12/2/2024
No reimbursement will be made for a grade lower than ‘C’.
Reimbursement is reduced by the amount of any government, college or other
program grant, scholarships, fellowships, etc. that the employee may receive.
Employees who, prior to completing the approved course, voluntarily leave the City
or are terminated will not be reimbursed for the expenses associated with the
course.
V. TERMINATION OF EMPLOYMENT CONSIDERATIONS
Employees seeking reimbursement for educational expenses must agree in
writing to repay the City if they leave the City voluntarily or are terminated within two
years from the date of reimbursement. Repayment will be in accordance with the
following schedule:
Less than one (1) year from date of reimbursement - 100%
Less than two (2) years from date of reimbursement - 50%
After two (2) years from date of reimbursement - 0%
As is the case with all city policies, the organization has the exclusive right to interpret
this policy. A fraudulent request for education assistance shall be grounds for
disciplinary action, up to and including termination of employment.
CITY OF WAUKEE
EDUCATION ASSISTANCE PROGRAM APPLICATION INSTRUCTIONS
Instructions:
1. Review the Education Assistance Program policy prior to completing the application
form.
2. Briefly outline on a separate sheet an overall career action plan and indicate how
the course work will:
a. Fit into your career action plan,
b. Improve your productivity, efficiency, and customer service, and
c. Help you grow personally and professionally
3. Complete and sign the application form.
4. Provide the application form and career action plan to your department director
for review and to obtain their signature of recommendation.
5. Submit the signed application form and career action plan at least four weeks prior
to enrollment to the City Administrator or his/her designee for review and final
approval.
6. Await notification of approval or disapproval, which will occur at least two
weeks prior to enrollment.
7. Enroll and complete your course.
8. Upon completion, submit itemized tuition and book receipts along with a certified
transcript or grade report to Human Resources within 60 days of course completion.
Your tuition receipt must show the amount billed to you for tuition and the amount
you paid using personal funds, which can include student loans that you are
required to repay. You cannot be reimbursed for portions of your tuition covered by
gifts, scholarships, grants, or other funds that you are not required to repay.
9. Await reimbursement.
10. Once your application for a specific degree program is approved, you are approved
for the entirety of the program, pending ongoing funding. However, you DO need to
submit a new application each semester you enroll that includes the dates of
enrollment and anticipated cost for budgeting purposes. You do NOT need to
obtain department director signatures on these subsequent applications, nor do
you need a new career action plan.
Questions about the Education Assistance Program should be directed to your
department director or Human Resources, HR@Waukee.org.
Additional Notes:
Employees have a maximum education assistance amount per calendar year, based
on the total funds available.
IRS regulations currently require that educational assistance payments be
considered taxable income when in excess of IRS limits. (i.e. 2024 limit is $5250)
This regulation is subject to change and the City will apply the appropriate IRS
regulations in effect at the time of the reimbursement.
CITY OF WAUKEE
EDUCATION ASSISTANCE PROGRAM APPLICATION
Applicant Department/Division
Job Title Department Director
Educational Institution/Provider
Degree/Certificate Being Pursued
Anticipated Degree Completion Date
Current Term Registration Date
Term Beginning Date Term Ending Date
Class Meeting Time(s)
Credit Hours/Certificate
Estimated Education Costs
The Education Assistance Program is open to all regular, non-union full-time and regular part-
time employees who have completed the probationary period. Class attendance and
preparation is not to be undertaken during working hours. A course grade of “A”, “B” or “C” is
necessary to receive a 50% reimbursement of qualified educational expenses.
By signing below, I acknowledge that I am responsible for repaying the City if I voluntarily leave
or am terminated within two years from the date of education assistance reimbursement
according to the repayment schedule outlined in the policy. Please attach a copy of your career
action plan (see instructions) and sign below.
Employee Signature Date
Department Director Signature Date
HUMAN RESOURCES USE ONLY:
Application Approval Date/Initials: _______________________
Application Denial Date/Initials: _________________________