Policy Text
Ref: CALEA Standard 22.2.9
DEPARTMENTAL
GENERAL ORDER B-5 Rev.
19 May 99
Index as: Compensation for Education Education Compensation Reimbursement, Educational Self-Improvement Compensation Training and Self-Improvement Funds Tuition Reimbursement
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TRAINING AND SELF-IMPROVEMENT FUNDS
The purpose of this order is to set forth procedures for training course approval,
tuition reimbursement, and compensation for academic degrees and Intermediate
or Advanced POST Certificates. I. CONDITIONS FOR TUITION REIMBURSEMENT
A. Members and employees shall obtain advance approval from the Chief of Police prior to the commencement of each course. Prior approval from the City Manager is also required for unrepresented employees when the course tuition exceeds $300. Courses which are in progress and not approved in advance shall not be considered
for tuition reimbursement.
B. Courses for which reimbursement is sought must be completed while
the individual is still employed by the Department.
C. Members and unrepresented employees shall request tuition reimbursement only for courses which will:
1. Improve skills used in their current positions; and/or
2. Prepare them for advancement on a career path within the Department or City organization.
D. Represented civilian employees shall request tuition reimbursement only for job-related courses which will improve their skills used in
their current positions.
DEPARTMENTAL GENERAL ORDER B-5 Rev.
19 May 99 OAKLAND POLICE DEPARTMENT
E. The member or employee may have either probationary or
permanent status.
F. The courses must be taken during off-duty time.
G. Members and employees shall be reimbursed for tuition for no more than two courses during any given semester or quarter. Reimbursements for employees are also limited to six courses per calendar year. School application fees, books, materials, and other related supplies are not reimbursable.
II. TUITION FEE REIMBURSEMENT AMOUNTS
A. Represented civilian employees shall be reimbursed according to amounts specified in the current Memorandum of Understanding between the City of Oakland, United Public Employees Local 790, and Professional and Technical Engineers, Local 21.
B. Members, except the Chief of Poli ce, shall be reimbursed according
to amounts specified in the current Memorandum of Understanding between the City of Oakland and Oakland Police Officers’ Association.
C. Unrepresented employees shall be reimbursed according to amounts specified in City Administrative Instruction No. 552.
III. PROCEDURES FOR OBTAINING TUITION REIMBURSEMENT
A. Applicant
1. Prior to the commencement of each class, the applicant member or employee shall:
a. Obtain one three-part Request for Approval of Training Course form (TF-644) from the Personnel Section.
b. Complete the first box of the TF-644 and submit the form through his/her unit commander to the Personnel Section.
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DEPARTMENTAL GENERAL ORDER B-5 Rev.
19 May 99 OAKLAND POLICE DEPARTMENT
2. The applicant shall contact the Personnel Section to determine
whether or not each reimbursement request has been
approved before he/she registers for the course. A lead time of 5-7 working days is needed to process request forms.
3. After successfully completing a training course, the member or employee shall for each course:
a. Obtain the partially completed form TF-644 from the Personnel Section, complete the fourth box of the form and resubmit it to the Personnel Section. The reimbursement requested shall be consistent with the amounts set forth in the appropriate Memorandum of
Understanding or City Administrative Instruction
No. 552.
b. Provide the Personnel Section with three copies of proof of tuition payment. The evidence may be in the form of a canceled check, a receipt from school, or
another satisfactory document.
c. Provide the Personnel Section with three copies of proof of satisfactory completion of each course. The evidence may be in the form of a transcript, a certificate of completion, a post card of final grade sent by the school of the applicant, a diploma, or another satisfactory document.
B. Personnel Section
1. The Personnel Section commander shall review each initial request for approval to take a training course.
a. The Personnel Section commander’s signature on TF-644 form shall constitute certification that:
1) The applicant member or employee has not submitted more than one other request for
training course approval concurrent with the
most recent request.
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DEPARTMENTAL GENERAL ORDER B-5 Rev.
19 May 99 OAKLAND POLICE DEPARTMENT
2) The applicant civilian employee has not
exceeded the reimbursement limit of six courses per calendar year.
b. If the Personnel Section commander approves the request, the TF-644 form shall be forwarded to the Chief of Police
2. If the Chief of Police approves the initial request, the Personnel Section shall file the TF-644 form pending completion of the course, except when an unrepresented employee’s tuition exceeds $300. In that case, the Personnel Section shall forward the original and yellow copies of the
TF-644 form to the City Manager’s Office. Requests
approved by the City Manager shall be filed in the Personnel Section until the employee completes the course.
3. When the member or employee completes the course and submits the necessary documentation, the Personnel Section
shall:
a. Return all three copies of the TF-644 form to the Chief
of Police with proof of tuition payment and course completion attached.
b. If the Chief of Police approves the final reimbursement request:
1) File the TF-644 pink copy with proof of tuition payment and course completion attached, in the member’s or employee’s personnel jacket.
2) Forward the original and