PPMR 09-02 Section 11, Training-Final Revision -. Number: 09-02
Subject: Training
Villa e of North Palm Beach
g Date: May 26, 2009
Revised: Section 12 Dated
December 12, 1997
POLICY AND PROCEDURES MANUAL REVISION
11.0 TRAINING
11.1 Training: The Human Resources Department shall assist the department heads in the
training of their personnel. Training need not be limited to in-service type programs.
Employees wishing to obtain additional formal training or education in their particular field
may submit a request for payment of tuition and books for such training or education to their
department head prior to beginning of the program in accordance with the following
regulations.
11.1.1 Attendance-Authorized Training Program:
A. Village training instructors will take roll call and document each employee's attendance
at authorized training programs in writing.
B. Attendance record copies will be kept by Human Resources.
C. Excused Absences: The employee's supervisor must approve absences. When the
supervisor approves the absence, the approval will be forwarded to Human Resources for
review. The employee will submit a written request at least one day before the date of the
absence when possible.
D. Limitation of Absences: If an attendee misses more than 10% of the training program's
allotted time for any reason, the entire course must be retaken or hours missed retaken, at
the Training supervisor's discretion.
E. Attendees must be punctual since late arrivals are disruptive to a class and may not be
allowed to attend.
F. The Village may issue training certificates for successful completion of Village training
programs.
G. The dress code for training classes will be appropriate business attire unless otherwise
specified by the training announcement. Shorts, tank tops, sweat pants, and T-shirts will
not be permitted. Slacks and a collared shirt will be acceptable. Employees not meeting
this dress code will be asked to leave the training class.
H. At the completion of each training class or session, the employee's training record will be
updated to include the following as a minimum:
1. Type of Training
2. Date of Training
3. Certificates Received
4. Attendance
5. Test Scores (as applicable)
I. Each class that is conducted by the Village will maintain a record of the class to include
at a minimum:
1. Course Content (lesson plans)
2. Name of department attendees
3. Test results if administered
K. Each training course that is conducted by the agency requires the development of a lesson
plan. The trainer will submit the lesson plan to Human Resources determine that the
course content meets the requirements of the Village and the course objectives are j ob-
related.
11.1.2 Training/Seminar Request:
A. Requests to attend schools, seminars, courses, or training activities must be approved by
the employee's department head or designee.
B. Requests must be submitted on a Training Request Form with a copy of the course
announcement, agenda, and completed registration form.
C. Requests must be submitted in the order indicated on the Training Request Form.
D. Seminar requests must be submitted at least 21 calendar days before the seminar's
starting date.
E. Employees will be notified of approvals in writing.
F. Approved requests will be filed in Human Resources.
G. Disapproved requests will be returned to the submitting employee with the reasons for
the disapproval noted.
H. Employees not receiving a written notice on the approval or disapproval of the request
within five (5) days of the seminar's start will contact the employee's supervisor to obtain
the status of their request.
J. Travel and hotel accommodations will be handled by the employee or his/her supervisor.
K. Employees withdrawing from approved training or seminars will submit a memo stating
their reasons for withdrawal to the employee's supervisor as follows:
1. If the withdrawal is before the start of the training or seminar, the memo must be
submitted at least seven (7) working days before its start.
2. If withdrawal is during the course of the training or seminar, the memo must be
submitted on the date of withdrawal.
3. In emergency situations, the requirements in Section ll.1.2K1 or 2 may be waived by
directly notifying the employee's supervisor. The waiver will then be forwarded to
Human Resources.
4. Employees not attending their approved training and career development course(s)
and failing to cancel registration will be responsible for the Village for incurred costs.
L. The employee's supervisor will be responsible to approve the employee's attendance as
on or off duty.
M. The Village reserves the right to require employees failing a seminar or course to
reimburse the Village for the training costs.
N. Employees will be responsible for submitting a copy of their certificate of completion or
other proof of attendance to Human Resources for inclusion in their Training files within
seven (7) working days of the receipt of their certificate.
11.2 Tuition Refund Program:
11.2.1 Purpose: The Village encourages employees to pursue formal education that will improve
the services which the employee was hired to perform or qualify the employee for acceptance
of greater responsibility within the scope of normal job development. Tuition assistance will
be provided for regular full-time Village of North Palm Beach employees who have
successfully completed an approved course of instruction.
11.2.2 Limitations:
A. The tuition reimbursement program rates are established by the Village Council and
through Collective Bargaining. Employees will be reimbursed in accordance with the
prevailing rates established by the Village Council or the Collective Bargaining
Agreements.
B. Reimbursement is for tuition only. No tuition assistance is paid for cost of books, fees,
supplies, transportation, or other expenses.
C. No tuition assistance will be paid prior to the grade of at least a "C" being verified.
D. Tuition assistance is available to employees who have a minimum of one year's service
with the Village.
E. The employ must agree to stay in the employment of the Village for a period of one year
after the completion of the course that has been funded through tuition assistance. If the
employee resigns, or is terminated for any reason before the expiration of the one year
period, any money paid under tuition refund assistance must be returned to the Village.
11.2.3 Courses to be Approved:
A. No blanket approval of programs or courses will be granted. Only specific courses for a
particular semester or term will be approved.
B. To be acceptable for the program, courses must provide training which will tend to
improve the services which the employee was hired to perform or may reasonably be
expected to perform.
11.2.4 Application: Application for tuition assistance must be made on forms supplied by the
Village and must be submitted no later than 20 days following course registration. After the
employee's department head has made a recommendation, the Village Manager or designee
will approve or disapprove all applications for tuition assistance. Applications will be subject
to budget availability.
11.2.5 Method of Payment: Upon successful completion of an approved course, the employee
must submit an official grade report and a copy of receipt for tuition which must be
submitted within thirty (30) days of course completion. The Village will reimburse
employees for an approved course within sixty (60) days of the employee's submission of the
official grade report and tuition receipt.
APPROVED
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Jimmy Knight
Village Manager