HomeMy WebLinkAboutTuition Assistance - HUM-WOR-240Page 1 of 4
POLICY HUM-WOR-240
TUITION ASSISTANCE Category
HUM - Human
Resources
Sub-category
Workplace
Practices
Approval Type
COUNCIL
Department/Division
Corporate
Services/Human
Resources
Author and Position
Human Resources
Date Approved
December 17, 1990
Last
Reviewed/Amended
December 16, 2024
Next Review Date
June 1, 2029
Related Policies or Procedures
•
Policy Purpose
To provide for a system to encourage the self-development of employees by continuing their
education through after hours, employee initiated voluntary learning.
This policy does not apply to work-related conferences, workshops, seminars, and mandatory
training, which are normally taken during working hours and normally occur over a short period
of time, usually five days or less in duration.
Definitions
For purposes of this Policy, part-time employees are identified as those part-time employees
who have accumulated 700 service hours with the City in the prior calendar year ending with
December 31st and maintain 500 hours in subsequent years.
Policy Scope
Application
☒ Employees (Indicate below which categories apply: All employees, Permanent full-time, Temporary full-time, Continuous part-
time, Casual, Probationary, Student, Management, Non-union)
• Permanent full-time, Continuous part-time
☐ Unions (Indicate below which categories apply: All Unions, CUPE 68 Civic, CUPE 68 Mechanics, CUPE 791, IATSE, IBEW, KPFFA)
• Click or tap here to enter text.
☐ Council
☐ Specified Positions: Click or tap here to enter text.
☐ Other: Local Boards and Advisory Committees
Page 2 of 4
Policy Content
Subject to budget availability, the City will pay, upon proof of successful completion, up to one
hundred per cent (100%) of the cost of tuition fees, and examination fees for approved courses.
This applies to courses related to the employee’s current job and/or career aspirations at the
City of Kitchener.
In exceptional cases, where an employee cannot self-fund, they may request an advanced
payment. If the employee does not successfully complete the course, they must repay the
advanced amount.
1. Approval Criteria
Consideration for payment of an individual course will be governed by the following
criteria. Both items a) and b) must be met:
a) Course(s) must directly relate to the employee’s present job and/or career
aspirations at the City of Kitchener.
b) The institution offering the course must be an accredited educational institution as
stated by the Ontario Ministry of Education, professional association, and/or trade
establishment.
c) Consideration for approval could include: employment record, work performance,
availability of funds, career aspirations, enhancement of skills.
Approval from the department head is required before enrolling in any course(s) for
reimbursement.
2. Priority for Approval of Courses/Tuition will be:
a) Previously deferred payments (if any).
b) Payment for courses related to present job/career path
c) Payment for courses related to the employee’s career aspirations at the City of
Kitchener.
3. Application Process
a) Official application forms only will be used.
b) To ensure application will receive full consideration, early submission is
recommended.
c) Application to be submitted to the employee’s Supervisor.
d) Prior approval must be granted by Supervisor, Director, and Department Head or
delegate.
e) Approved payment may be deferred due to budget availability.
f) Proof of successful completion for the approved course(s) must be submitted as
soon as it becomes available.
Page 3 of 4
g) If the employee fails to complete the course or achieves a grade below the
institution’s required passing grade, the reimbursement agreement becomes null
and void. Should the employee have received an advance for the course(s), they
must repay the City through a payment plan. Additionally, the City will not approve
any further courses for the employee until a full repayment is made.
h) A declaration agreement will be required to ensure the mutual benefit of this
program. If an employee resigns or is terminated for cause within three years of
receiving tuition reimbursement, and the cumulative cost of the reimbursement is
$1000 or more, the following repayment terms apply:
Time of Departure Repayment Percentage
Within 6 months 100%
6 - 12 months 75%
12 - 24 months 50%
24 - 36 months 25%
After 36 months 0%
Results of Review
☐ No Edits Required
☐ Housekeeping Edits
☒ Substantial Edits
☐ Repeal/Replace
Policy History
Administrative and Housekeeping Changes
Date Nature of Change
2010-05-10 Minor changes
2016-06-01 Policy II-240 template reformatted to new numbering system and given
number HUM-WOR-240.
Substantial Changes
Date Council/CLT Directive
1995-01-23 Resolution passed by Council
1999-01-11 Resolution passed by Council
Page 4 of 4
2001-12-10 Resolution passed by Council
2024-12-16 Resolution passed by Council, see report COR-2024-514