HomeMy WebLinkAbout2025-02-03 I01J 2025 Paramedic Tuition Reimbursement PolicyAGENDA ITEM:
CITY OF WAUKEE, IOWA
CITY COUNCIL MEETING COMMUNICATION
MEETING DATE: February 3, 2025
AGENDA ITEM:Consideration of approval of a resolution amending the Standard Operating
Procedures related to schooling reimbursement for City of Waukee EMS
employees
FORMAT:Consent Agenda
SYNOPSIS INCLUDING PRO & CON: The fire department is requesting to revise the paramedic
tuition reimbursement policy. The revised policy allows the city to pay for the
tuition for paramedic school up front in addition to the current practice of
reimbursing the employee monthly. The revised policy includes an agreement
stating if the employee separates employment for any reason the employee
will reimburse the city a prorated amount.
FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS Funding for paramedic is part of
the annual budgeting process.
COMMISSION/BOARD/COMMITTEE COMMENT:
STAFF REVIEW AND COMMENT: Staff recommends approval.
RECOMMENDATION: Approve the resolution.
ATTACHMENTS: I. Proposed Resolution & Agreement
PREPARED BY: Fire Chief Clint Robinson
REVIEWED BY:
PUBLIC NOTICE INFORMATION –
NAME OF PUBLICATION:
DATE OF PUBLICATION:
I1J
THE CITY OF WAUKEE, IOWA
RESOLUTION 2025-
AMENDING THE STANDARD OPERATING PROCEDURES RELATED TO
SCHOOLING REIMBURSEMENT FOR CITY OF WAUKEE EMS EMPLOYEES
IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA
WHEREAS, the City of Waukee, Iowa is a duly organized municipality within Dallas
County; AND,
WHEREAS, the Waukee Fire Department Standard Operating Procedures do not
adequately address reimbursement for paramedic tuition when the City pays up front for
a paramedic class; AND,
WHEREAS, the revised policy clarifies Fair Labor Standards rules on compensation for
attending class outside of normal working hours; AND
WHEREAS, in order to address the matter, City staff recommend adding the following
language to the Tuition Reimbursement Program section of the Standard Operating
Procedures:
Annually, a contracted Paramedic course is offered by DMACC in collaboration
with other area EMS agencies. This is a 40 hour per week course open to full-
time employees paid for by the City through contractual agreement between
DMACC and the City, prior to the course start date. Full-time employees
required to obtain a Paramedic Certification or wish to augment their job
performance can apply using the form attached (Appendix B).
Class time: Regularly scheduled class time, including travel to and from, is not
compensable time unless completed on the employees regularly scheduled shift.
When attending regularly scheduled class on their scheduled shift the employee
will be compensated at their normal hourly rate.
Clinical/Ride time: Scheduled clinical time, including travel to and from, is not
compensable time unless completed at Waukee Fire Department on the
employees regularly scheduled shift.
Note: Attending class during shift and/or completing ride time at Waukee while
on shift may be cancelled by the Chief or their designee based on unforeseen circumstances (i.e. incidents, sick calls, etc.).
Exception: Employees attending paramedic school under contractual agreement
will move to a 40-hour work week. The employee is expected to complete
classroom, ride, and clinical time within those 40 hours. Overtime pay should
be reserved for exceptional circumstances, such as late calls occurring during
scheduled ride times, and must be approved by the fire chief or their designee.
NOW THEREFORE BE IT RESOLVED by the City of Waukee City Council in
session this 3rd day of February, 2025, that it hereby approves amending the Standard
Operating Procedures related to schooling reimbursement for EMS employees.
____________________________
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
Page 1 of 2
Waukee Fire Department Section: 600.6
Policy and Procedure Issued: July 2021
Paramedic School Tuition &
Attendance
Updated: January 2025
Policy
Budget Allotments
Allotments for tuition funding will be based upon the current and future needs of the department as well
as budgetary constraints. Funding for paramedic school tuition must be approved each fiscal year within
the budget review process. All applicants must be aware that 100% tuition funding is not guaranteed
even after a successful completion of a course or program as budgetary constraints may dictate a lesser
reimbursement.
Tuition funding will only be given for courses that are taken at accredited educational institutions that are
defined as colleges, universities, trade schools, business schools or other institutions that have met the
minimum requirements and standards of an accrediting association as recognized by the United States
Department of Education.
Tuition funding will be reduced by the amount of any government, college, or other program grants,
scholarships, fellowships, etc. that are paid to or on behalf of the employee.
Eligibility
Eligibility will be at the sole discretion of the fire chief or their designee. The employee must request
approval prior to enrollment in courses. The employee must complete the applicable form from
administration and have it signed by the fire chief or designee.
Program Options
Option 1: Tuition Reimbursement
Full-time or part-time fire department employees who are required to obtain a Paramedic Certification or
wish to augment their job performance can apply for city funding to help offset the costs of Paramedic
Certification. The Tuition Reimbursement Agreement must be completed and approved prior to enrolling
in courses (Appendix A). Employees will be reimbursed for the approved cost of tuition upon proof of
state certification, proof of payment, and clearance from the paramedic orientation program.
Full-time employees will be reimbursed over a period of three (3) years. Part-time employees will be
reimbursed over a period of five (5) years with the stipulation that they must comply with the work hour
requirements of the scheduling policy.
If an employee is unable to perform the duties of a paramedic, no further reimbursement payments will be
made. If an employee leaves the City for any reason during the reimbursement period, no further
reimbursement payments will be made.
Option 2: Contractual Agreement
Annually, a contracted Paramedic course is offered by DMACC in collaboration with other area EMS
agencies. This is a 40 hour per week course open to full time employees paid for by the City through
contractual agreement between DMACC and the City, prior to the course start date. Full-time employees
required to obtain a Paramedic Certification or wish to augment their job performance can apply using the
form attached (Appendix B).
Continuing Education and Certifications
All employees receiving tuition funding from the City must maintain their certification through the state, as
Page 2 of 2
Waukee Fire Department Section: 600.6
Policy and Procedure Issued: July 2021
Paramedic School Tuition &
Attendance
Updated: January 2025
well as maintain the required certifications addressed in the job description.
Paramedic School Attendance
Class time: Regularly scheduled class time, including travel to and from, is not compensable time unless
completed on the employees regularly scheduled shift. When attending regularly scheduled class on
their scheduled shift the employee will be compensated at their normal hourly rate.
Clinical/Ride time: Scheduled clinical time, including travel to and from, is not compensable time unless
completed at Waukee Fire Department on the employees regularly scheduled shift.
Note: Attending class during shift and/or completing ride time at Waukee while on shift may be cancelled
by the Chief or their designee based on unforeseen circumstances (i.e. incidents, sick calls, etc.).
Exception: Employees attending paramedic school under contractual agreement will move to a 40-hour
work week. The employee is expected to complete classroom, ride, and clinical time within those 40
hours. Overtime pay should be reserved for exceptional circumstances, such as late calls occurring
during scheduled ride times, and must be approved by the fire chief or their designee.
Paramedic Training Tuition
Reimbursement Agreeement
Paramedic School Tuition Policy: Appendix A
Name:
School Attending:
Tuition Cost (Per Credit Hour): $ Total Cost: $
Starting and Ending Dates of Course(s):
Day of Week and Time of Course(s):
Estimated Date of Paramedic Certification:
Do you have any grants, scholarships, fellowships, etc. that will be received to offset the cost of tuition? If yes, please attach
details.
Yes No
By signing below, I have read and agree to the terms and conditions of reimbursement as outlined in the paramedic school
tuition & attendance policy.
Employee Printed Name Signature Date
By signing below, I approve the above employee for tuition reimbursement as outlined in the paramedic school tuition and
attendance policy.
Fire Chief Printed Name Signature Date
Paramedic Training Agreement
Paramedic School Tuition & Attendance Policy: Appendix B
This training agreement is entered into between the City of Waukee (City) and undersigned Employee. The agreement is
for the Employee to complete the Paramedic Certification program/course and all secondary requirements.
The course will be held at: _____________________________ and begins: _____________ and ends: _____________
In this agreement, the City agrees to do the following:
1. Pay tuition in the amount of the current DMACC “fulltime” tuition rate.
2. Reimburse the Employee for one testing fee (Practical and Written).
a. If the first examination is unsuccessful, subsequent tests shall be the responsibility of the Employee.
3. Allow an exemption from the training requirements policy while the Employee is completing the course work.
In this agreement, the Employee agrees to do the following:
1. Placed on a 40-hour work week for the duration of Paramedic Training as determined by the fire chief or their
designee.
2. Maintain an overall grade of C and above in all courses.
3. Meet the college requirements for successful course completion and certification by the Iowa Department of
Public Health, Bureau of EMS.
4. Sign a “Grade Release Form” so that the City can contact and review the Employee’s course progress, status,
and grades.
5. While pursuing the Paramedic certification, if the Employee terminates employment, willingly or unwillingly, they
shall reimburse the City for all tuition fees and all related expenses paid by the City.
6. After obtaining the Paramedic certification, the Employee shall function as a Paramedic for the Waukee Fire
Department for a minimum of three years.
a. If the Employee certifies as a Paramedic but terminates employment, willingly or unwillingly, before
completing three years of service, the Employee shall reimburse the City for all tuition fees and all related
expenses prorated based upon years of service completed. Years of service shall be defined as the
period after Paramedic certification is successfully completed. The employee shall make, at a minimum,
payments of $100 per month until the reimbursement is complete.
b. If reimbursement is not made in accordance with this agreement, the Employee understands that the City,
at its option, may seek use of all legal means to recover its loss. Failure to make a scheduled payment
will result in default of the agreement. In the case of default, the City will take all legal action to
recover payments under the agreement from you including potential legal action and/or the
account being turned over to collections and the State of Iowa Setoff Program . Additional fees and
costs associated for collections and the Setoff Program will be assessed.
7. If the Employee fails to successfully certify as a Paramedic within eight (8) months of the end of program, he/she
shall reimburse the City for all tuition fees and all related expenses paid by the City.
a. The fire chief may waive or modify this requirement to reimburse the City should the Employee’s inability
to complete the program or certification process be due to personal injury, illness or family emergency.
b. The Employee’s signature to this agreement shall allow the City to withhold this amount from their
paycheck.
The signatures below indicate acceptance by the Employee and the City to the terms of this paramedic training
agreement and the paramedic school tuition and attendance policy.
Employee Printed Name Signature Date
Fire Chief Printed Name Signature Date