5.3. ERMUSR 08-11-2009J,
Elk River
Municipal Utilities
13069 Orono Parkway • P.O. Box 430
Elk River, MN 55330-0430
July 29, 2009
To: Elk River Municipal Utilities Commission
John Dietz
Jerry Gumphrey
Daryl Thompson
From: Troy Adams
Subject: Review and Consider Education Assistance Policy Revisions
53
Phone: 763.441.2020
Fax: 763.441.8099
In a rapidly evolving industry with practices and technology becoming ever more complicated,
encouraging continuing education through a program such as Elk River Municipal Utilities'
Education Assistance Policy is mutually beneficial to the employee and employer. This policy
allows for employees to continue growing with technology providing the necessary skills useful
to the Utilities to provide safe and reliable services at competitive costs.
Recently there has been some staff interest in continuing education and utilizing the Elk River
Municipal Utilities' Education Assistance Policy. For your reference, the existing policy is
attached. This policy was passed by the Utility Commission in 1996 providing 100%
reimbursement capped at $2,000 annually. In comparison, the City's Employee
Development/Tuition Reimbursement policy provides for 75% reimbursement capped at $3,000
annually. This policy is also attached for your reference.
Encouraging employees to continue learning skills which directly improve their value to the
company is a cost effective method for the company to stay current in industry trends. It is
unfortunate, however, that historically few Utilities' employees have capitalized on this benefit.
Over the past 8 years, this program only resulted in the reimbursement of approximately $4,300
(see attached breakdown). To further encourage employees to participate in this program, staff
recommends updating this policy for the current economic environment. Staff recommends
updating the policy to continue to provide 100% reimbursement but increase the annual cap at
$3,000 (see attached updated Education Assistance Policy).
Year Tuition reimbursed
2009 $ 450.00
2008 $ 1,192.97
2007 $ -
2006 $ -
2005 $ 1,647.87
2004 $ 648.09
2003 $ -
2002 $ 324.00
Page 1 of 1
Adams, Troy
From: Wipper, Lauren
Sent: Wednesday, July 29, 2009 2:59 PM
To: Adams, Troy
Subject: as requested...:-)
EMPLOYEE DEVELOPMENT/TUITION REIMBURSEMENT
'The City encourages and recommends life long learning for its employees. To encourage continuing
education for City employees, the City offers reimbursement to regular full-time employees for up to
75 percent of the tuition fee up to a maximum reimbursement of $3,000 per year for accredited
college or other classes directly related to the employee's position with the City. To be eligible for
reimbursement the following requirements must be met:
1 ~ Written approval must be received from the employee's department head and the
City Administrator prior to the class registration to determine if tuition
reimbursement will be made; and
2. The class must apply directly to the employee's position or be required to complete
an associate, bachelor's, master's, or doctorate degree in the field in which the
employee works; and
3. The employee must successfully complete the class. If letter grades are assigned, the
minimum grade required for reimbursement is a C.
Books and other non-tuition fees do not qualify for reimbursement.
All classes must be taken on employee time and time spent on classes is not considered hours
worked. If any portion of the employee's class/development activity is conducted during regular
work hours, the employee must take vacation or compensatory leave, an unpaid leave of absence, if
approved, or arrange for flexible scheduling, if approved by the department head.
Lauren Wipper ~ City of Elk River ~ 13065 Orono Parkway ~ Etk River, MN 55330 ~
763.635.1000 Office ~ 763.635.1090 Fax ~ www.ci.elk-river.mn us
7/29/2009
F.T.j{ RIVER MUNTC?P?1L UTI?.ITTF.4 EDUC_~TZON T. ASSZ,,~T~iN~'F' POT TCY
A. PURPOSE: The purpose of the Elk River Municipal Utilities
Educational Assistance Policy is to financially assist eligible
employees with pre-approved courses which are job related, lead
to job related degrees, or are within areas beneficial to Elk
River Municipal Utilities. This policy also covers education
required by an Elk River Municipal Utilities approved
apprenticeship training program.
B. POLICY:
1. All Elk River Municipal Utilities full-time employees with
at least three months of continuous employment are covered by
this policy.
2. This policy allows 100$ reimbursement of the costs for
tuition, registration, lab fees, books and course required
materials; after successful completion of a pre-approved course.
Applicable are courses at accredited colleges, universities,
vocational schools and short courses conducted by recognized
professional training organizations.
3. A course may be approved if:
a. It is directly related to the employee's current
position or
b. It is required by a program of study leading to a
degree which is directly related to the employee's current
position or
c. It may improve the employee's value to Elk River
Municipal Utilities. In no case is this policy to include
recreational or personal interest courses.
4. Prior to registration, the employee must have full
approval for the course by the immediate Department Supervisor
and General Manager.
5. The Elk River Municipal Utilities reserves the right to
disapprove Educational Assistance requests or to change or amend
the policy from time to time.
6. Total reimbursements to an employee during the academic
year may not eYCeed $2,000.
7. Not eligible for reimbursement are costs of:
a. late fees and fees due to an employee error.
b. meals, transportation, lodging, insurance, etc.
8. If an employee is eligible for education assistance from
any outside source ( e.g.: G.I. Bill, various foundations,
scholarships, etc.), the employee must apply for any assistance
first and request the balance through this Education Assistance
Policy.
9. Termination of employment prior to completion of a course
will disqualify the employee for educational assistance.
10. Courses not satisfactorily completed will be paid for by
the employee.
11. Course attendance and preparation must take place outside
of scheduled work hours and must not jeopardize the employee's
work performance.
ELK RIVER MUNICIPAL UTILITIES
322 KING AVENUE
ELK RIVER, MINNESOTA SS330
APPLICATION FOR EDUCATIONAL ASSISTANCE
(Ei-SPLOYEE MUST COMPLETE e~PPLICATION AND OBTAIN FULL APPROVAL
BEFORE REGISTRATION. REFER TO EDUCATIONAL ASSISTANCE POLICY)
I . Name
Current Job Title:
Previous Education History:
Proposed College/University/Technical School or course to be
attended:
Course Title:
Course No.: Credits:
DATES Start:. / / Completion: / /
COSTS Tuition or Fees: Books:
Other (Specify)
Explain Value of Course To You and Elk River Municipal Utilities:
Are You Eligible For Any Outside Educational Assistance (e.g. G.I.
bill, Scholarship, etc.)?
I AGREE TO PAY ALL INITIAL COSTS OF MY COURSE'n70RK AND UNDERSTAND THAT UPON FULL
APPROVAL, ELX IVER MUNICIPAL UTILITIES WILL REIMBURSE 1008 OF QUALIFIED COSTS
WHEN SUP~I,IED~RECEIPTS OF COSTS AND DOCUMENTATION 0~ SUCESSFUL COMPLETION. I
FURTHER ACKNOWLEDGE THAT I HAVE READ AND UNDERSTAND THE "EDUCATIONAL ASSISTANCE
POLICY"
APT T('ANT' S SIGNATURE DATE
cr*D~'gVISOR' S SIGNATURE DATE
~~~.IiI7~ry1A~Tp~n~~y~~~yZr ®1VI~J1'VICI~q'PAA~.~.~yr~J~'~~,~T{q~'~A~y~S~yJ
~~iJ i~L-S 1 ~Vl VA~ ~~S~I.J~C11 ~~~ ~®IIJY i.i 1
.'URPOSE: ~`he purpose of the Ellc River Municipal Utilities ~ERI~1U) Educational Assistance Policy is to
linancialiy assist eligible employees with pre-approved courses which are job related, lead to job related
degrees. or are within areas beneficial to Elk River Municipal Utilities. This policy also covers education
required by ERMU approved apprenticeship training program.
POLIO:
1, All ERl~/IU full-time employees with at least three months of continuous employment are covered by
this policy.
2. "this policy allows 100% reimbursement of the costs for tuition, registration, lab fees, books, and course
required materials, after successful completion of apre-approved. course. Applicable are courses at
accredited colleges, universities, vocational schools, and short courses conducted by recognized
professional training organizations.
3. A course may be approved i£
A. It is directly related to the employee's current position; or
B. It is required by a program of study leading to a degree which is directly related to the employee's
current position; or
C. It may improve the employee's value to the ERMU. In no case is this policy to include recreational
or personal interest courses.
4. Prior to registration, the employee must have full approval for the course by the immediate Department
Supervisor and Director of Operations.
5. ERMU reserves the right to disapprove educational assistance requests or to change or amend the policy
from time to time.
6. Total reimbursements to an employee during the academic year may not exceed $3,000.00.
7. Not eligible for reimbursement are costs o£
A. Late fees and fees due to an employee error.
B. Meals, transportation, lodging, insurance, etc.
8. If an employee is eligible for education assistance from any outside source (e.g. G.I. Bill, various
foundations, scholarships, etc.) the employee must apply for any assistance first and request the balance
through this Education. Assistance Policy.
9. Termination of employment prior to completion of a course will disqualify the employee for educational
assistance.
10. Courses not satisfactorily completed will be paid for by the employee
11. Course attendance and preparation must take place outside of scheduled work hours and must not
jeopardize the employee's work performance.
ELIC RIVER 1VILINICIPAL UTILITIES
APPLICATION F'OIZ EDUCATIONAL ASSISTANCE
(EMPLOYEE MUST COMPLETE APPLICATION AND OBTAIN FULL APPROVAL
BEFORE REGISTRATION. REFER TO EDUCATIONAL ASSISTANCE POLICY.)
NAME
CURRENT JOB TITLE:
PREVIOUS EDiiCATiGN HISTORY:
PROPOSED COLLEGE /UNIVERSITY /TECHNICAL SCHOOL OR COURSE TO BE ATTENDED:
COURSE TITLE:
COURSE #:
START DATE:
COSTS: TUTION OR FEES
OTHER (please specify)
BOOKS
EXPLAIN VALUE OF COURSE TO YOU AND ELK RIVER MUNICIPAL UTILITIES:
ARE YOU ELEGIBLE FOR ANY OUTSIDE EDUCATIONAL ASSISTANCE (e.g. G.I. Bill, scholarship,
etc)?
I AGREE TO PAY ALL INITIAL COSTS OF MY COURSEWORK AND UNDERSTAND THAT UPON
FULL APPROVAL, ELK RIVER MUNICIPAL UTILITIES WILL REIMBURSE 100% OF QUALIFIED
COSTS WHEN SUPPLIED WITH RECEIPTS OF COSTS AND DOCUMENTATION OF SUCCESSFUL
COMPLETION. I FURTHER ACKNOWLEDGE THAT I HAVE READ AND UNDERSTAND THE
EDUCATION ASSISTANCE POLICY.
APPLICANT'S SIGNATURE
SUPERVISOR'S SIGNATURE
CREDITS:
COMPLETION DATE:
DATE
DATE