March 11, 1999

To:Corporate Services Committee

From:Executive Director, Human Resources

Subject:Tuition Reimbursement for Management and Excluded Employees

Purpose:

The City of Toronto is committed to a work environment that encourages continuous learning as a means of maintaining a competent workforce which provides a high standard of service to the public. The City is also committed to ensuring that employees have opportunities to upgrade their knowledge and skills so they can perform their jobs effectively. In support of this objective the City provides tuition assistance to employees who wish to improve their competencies.

Funding Sources, Financial Implications and Impact Statement:

Departments are responsible for budgeting for tuition reimbursement expenses for within their current operating budgets.

Recommendation(s):

It is recommended that:

The Tuition Reimbursement Policy, as attached, be approved.

Comments

In creating the new tuition reimbursement policy we have taken account of the following:

Human Resource principles which promote:

The ability to manage the present and anticipate the future

High performing people and functions

A safe, healthy and productive working environment

Ethical business practices incorporating equitable treatment for all

Continuous learning

Flexibility, responsiveness and openness to change

the need to harmonize the tuition reimbursement policies of the former municipalities

the desirability of integrating tuition reimbursement into the overall training strategy

the importance of supporting a partnership for learning between employees and the organization in which the employee is responsible for planning, pursuing and contributing to educational opportunities which enhance their employment skills

the organization provides funds to assist employees in their endeavours

the need to distribute resources in the most equitable fashion and as widely as possible throughout the organization

Comparison of Tuition Reimbursement Policies

The following chart compares the former policies to the new policy.

Conclusions:

Human Resources recognizes that it is essential to build a vision for the future which will encourage excellence and creativity in the workforce. The tuition reimbursement policy is one element in developing a skilled and committed workforce.

Contact Name:

Barbara Freedman

Director, Employee & Organization Effectiveness

392-5342

_________________________________

Brenda Glover

Executive Director

Human Resources

_________________________________

Margaret Rodrigues

Commissioner

Corporate Services

Appendix I

City of Toronto

Tuition Reimbursement Policy

Policy Statement

The City of Toronto is committed to a work environment that encourages continuous leaning as a means of maintaining a competent workforce which provides a high standard of service to the public. The City is also committed to ensuring that employees have opportunities to upgrade their knowledge and skills so they can perform their jobs effectively. In support of this objective the City provides tuition assistance to employees who wish to improve their competencies.

Application

All permanent and permanent part-time, management and exempt, employees of the Corporation, and temporary staff with one year's service.

Definitions

Work related training/development: this applies to courses other than those offered internally by the City that

provide skills and/or knowledge relevant to an employee's current position in the organization OR

provide skills and/or knowledge relevant to an employee's current or future position at the City in an employee's current or related field of work

Conditions

The request for tuition reimbursement must be initiated by the employee.

Employees must attend courses on non-work time.

The course(s) requested must be work-related training/development and consistent with the employee's career plans as discussed with their manager.

Courses must be delivered by a provincially recognized institution (colleges, universities, business or technical schools). Classroom programs, distance learning, and correspondence courses are acceptable.

Reimbursement is limited to 75% of the total cost of tuition. Course materials, including books, exam fees, parking fees, etc., will not be reimbursed.

Tuition reimbursement is limited to $1,000 (Canadian) per year per employee. The actual amount any one individual may receive will be based on the available budget, department business priorities, the principal of equitable access to available funds and anticipated demand.

Requests for tuition reimbursement must be approved by the Executive Director or General Manager or designate of the employee's division.

Implementation Guidelines

Funds for tuition reimbursement are budgeted by each department to meet the continuous learning needs of its employees.

Standard application forms must be completed and submitted for approval to the appropriate Executive Director or General Manager or designate in the employee's division. The form requires employees to include a description of how the course content contributes to their knowledge, competence, and/or career development plans. The form must be signed by the appropriate Executive Director or General Manager or designate(s) to ensure that (1) departmental funds are available and (2) the request reflects the employee's performance development goals.

Employees must receive approval for a course before enrolling in order to be reimbursed.

To be reimbursed, employees are required to submit to their Departmental / Divisional administration contact, proof of attendance, a receipt for payment of tuition and evidence of successful completion, i.e. passing grade of the course in order to be reimbursed. The institution providing the course determines a passing grade.

Responsibility

Executive Directors, General Managers or designate.

Approved by:

Date Approved:

Date Revised: