Procedure: Staff Development Procedures
The Director of Human Resources and Payroll shall direct the coordination of all staff development activities for employees at the Central Office.
The Technical College President shall direct the coordination of all staff development activities for employees at the Technical College.
Approval of the Commissioner or Technical College President, as appropriate, shall be required for any exceptions to this procedure.
Participation in staff development requires prior approval by the employee's immediate supervisor and the appropriate Assistant Commissioner or Vice President.
Employee eligibility for participation in individual programs will be determined for each program based on the following criteria:
Undergraduate or Graduate Degree Programs
1) An employee must have two (2) years of continuous employment with the Department and be employed in a classified or unclassified full-time salaried position.
2) An employee must be within two (2) academic years of completion of degree requirements, must have an approved degree program, and must submit an approved program of course requirements to be eligible for consideration for participation in this program.
3) An employee must enter into a written agreement for continued employment in the Department for one (1) year following completion of the degree with a provision for pro rata refund of cost of benefits in the event the agreement is not honored.
4) Participation in this program may be after regular work hours or when an employee is on approved annual leave, personal leave if applicable, or on approved leave without pay.
5) An employee approved for this program may be reimbursed for required tuition, matriculation, or enrollment fees and for costs of required textbooks.
Specialized Study
1) An employee must have at least one (1) year of continuous employment with the Department, must have completed orientation and familiarization for current position and be employed in a classified or unclassified full-time salaried position.
2) Participation in this program must be after working hours or when an employee is on approved annual leave, personal leave if applicable, or on approved leave without pay.
3) An employee must enter into a written agreement for continued employment in the Department for six (6) months following completion of the course or courses with a provision for pro rata refund of cost of benefits in the event the agreement is not honored.
4) An employee approved for a course or courses under this program may be reimbursed for required tuition, matriculation, or enrollment fees and for costs of required textbooks.
Technical Study
1) An employee must have at least one (1) year of continuous employment with the Department, must have completed orientation and familiarization for current position and be employed in a classified or unclassified full-time salaried position.
2) Participation may be for one course or for a program leading to a certificate or diploma. Participation in this program must be after working hours or when an employee is on approved annual leave, personal leave if applicable, or on approved leave without pay.
3) The number of participants in an area in which there are promotional opportunities may be limited by the Department's needs.
4) An employee must enter into a written agreement for continued employment with the Department for six (6) months following completion of the approved course or program with a provision for pro rata refund of cost of benefits in the event the agreement is not honored.
5) An employee approved for participation in technical study may be reimbursed for required tuition, matriculation, or enrollment fees and for costs of required textbooks.
6) To the extent this procedure is inconsistent with the policy and procedures governing Tuition Remission and Reimbursement, the latter shall control.
In-Service Programs
1) An employee must have completed orientation and familiarization for current position and must be employed in a classified or unclassified full-time salaried position.
2) Participation in individual programs shall be in accordance with criteria established for the program. Participation in such a program shall be considered an official part of the employee's job.
3) Payment or reimbursement of fees or other expenses for college course work credit for participation in Board in-service programs shall be in accordance with provisions required for undergraduate and graduate degree programs or specialized study programs.
4) Reimbursement for routine workshop or conferences fees that are charged to the employee shall be in accordance with the employee travel expense procedures.
Georgia Merit System Training Programs
1) An employee must have completed orientation and familiarization for current position and must be employed in a classified or unclassified full-time salaried position.
2) Programs in which an employee may participate must be job related and employee must obtain written approval from their immediate supervisor and their respective Assistant Commissioner for Central Office employees or their respective Vice President for Technical College employees or their designee.
3) The approved request identifying the appropriate employee, course, date, location, and time for training must be forward to the Human Resource and Payroll office for transmittal to the Georgia Merit System Training office for request of registration. The employee, supervisor, and Assistant Commissioner or Vice President will be notified in writing as to the status of the training request. The electronic mail is the most common use of this type of communication followed up with a written confirmation letter with directions to the training site from the Georgia Merit System training office to the employee.
4) Participation in Georgia Merit System Training Programs during regular working hours must be directly related to the position in which the employee is assigned or a position to which the employee has been identified for reassignment.
5) Participation under these circumstances shall be considered an official part of the employee's job. Training Calendars are posted to the bulletins for managers and employees to view and plan for their employees' staff development needs.
6) An employee approved for participation in training courses offered by the Georgia Merit System Training office shall have all registration fees paid by the department or respective Technical College. The Assistant Commissioner or Vice President should initiate the "Request for Payment" with the written approval attached and submit the total packet to their respective accounting office for payment.
7) Reimbursement for travel to and from the training site location shall be in accordance with the employee travel expense procedures.
Special Training Requirements
1) Participation in training requirements for operation of equipment or for performance of specific functions that are a principal part of the employee's assigned duties is considered an official part of the employee's job.
2) Purchase of training for this purpose must be in accordance with established procedures. Payments for an employee to obtain college credit for such training or for purchase of equipment or textbooks, which become the personal property of the employee, are not authorized except as provided under other staff development programs.
3) An employee in an unclassified service status in a time-limited project may, under the above criteria, be considered for participation in staff development programs provided such participation is authorized and funded as a part of the project.
4) An employee in an emergency, temporary, or intermittent status, or a part-time unclassified service employee shall not be eligible for participation in any of the staff development programs other than for orientation or familiarization for the position in which employed.
5) An employee receiving financial assistance from another government agency for participation in a staff development program shall not be eligible to receive financial assistance under this program.
6) Participation in all staff development programs shall be equitably scheduled among employees desiring to participate with consideration given to the following:a) Availability of funds
b) Availability of training.
c) Length of absence from work and workload requirements within the employee's work unit.
d) Relationship of the training to the employee's position or to a position to which the employee has been scheduled for reassignment.
e) The needs and best interest of the Department and/or Technical College.
f) Potential for continued employment of the employee.
7) Absences for participation in staff development programs and for other educational purposes are as follows:a) Annual leave may be used for educational purposes on the same basis as for other personal absences. Supervisors must assure that reoccurring absences for educational purposes do not impose a hardship on other employees.
b) An employee absent because of participation in staff development or other educational programs other than when such participation is defined as an official part of the employee's job must be charged leave for the total absence. Meal periods may not be rescheduled outside the regular meal period in order to reduce the leave charge for an absence. Break time is work time and may not be used to offset the length of time charged for an absence.
c) Other leave without pay will not normally be authorized for participation in staff development or personal educational programs.
d) Participation in staff development programs as an official part of an employee's duty may not be used as earned overtime or compensatory time.
Definitions
Undergraduate or Graduate Degree Programs covers enrollment in an accredited college or university in an approved degree program at the bachelor's level or above in an area of study for which there is a critical employment need within the Department or to pursue a degree program which is related to current employment.
Specialized Study is the enrollment of an employee in a college credit course for the purpose of improving knowledge or skills in a specific area that is directly related to the position in which the employee has been selected for reassignment.
Technical Study is the enrollment of an employee in a technical program for the purpose of improving knowledge or skills in a specific area that is directly related to the position in which the employee is assigned or in an area in which there are promotional opportunities with the Department or Technical College.
In-Service Training Programs are those programs, workshops, or conferences that are developed, organized and conducted under the supervision of the Board for the principal benefit of Board employees.
Georgia Merit System Training Programs are training courses, workshops, and conferences provided by the Georgia Merit System Training and Organization Development Division.
References
Created: September 28, 2001