Roane County Schools

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    Policy AG 512i - Process for Providing Reimbursement for Tuition and Other Costs to Professional Personnel in Areas of Critical Needs and Shortage

    Adopted on January 9, 2020

    Effective January 2, 2020

    Purpose

    The purpose of a tuition reimbursement program is to provide incentive to county employees in the pursuit of additional area(s) of certification and/or endorsement, particularly in areas of identified critical need and shortage.

    Requirements for Requesting Reimbursement for Tuition and/or Mandatory Fees

    1. Individuals requesting reimbursement for tuition and/or mandatory fees must be part- or full-time, regularly employed, professional personnel employed by the Board at the time of the request.
    2. The actual costs of tuition and/or mandatory fees may be eligible for reimbursement if and only if they were incurred for enrollment in a course taken as part of a program which will award or has awarded an additional area(s) of certification and/or endorsement, which area(s) is(are) found in the Board's identified list of critical need and shortage area(s) at the time of the request and for which the certification and/or endorsement gained results in the individual being considered "fully certified" for the position in which he/she currently serves; provided, however, that for certification as a Principal, the individual need only be otherwise not qualified to become a Principal prior to completion of the applicable course(s) and be employed by the Board in any professional position.
    3. Costs for books, instructional materials, optional services, transportation, transcript fees, application fees, etc., are not eligible for reimbursement.
    4. Individuals requesting reimbursement must have earned credit for the applicable course(s) and must have done so no earlier than twelve months prior to the request.

    Process for Requesting Reimbursement for Tuition and/or Mandatory Fees

    1. Individuals requesting reimbursement must first apply for reimbursement through the West Virginia Department of Education using the appropriate form(s) and documentation as required by West Virginia Board of Education Policy 5202 and any other applicable WVBE / WVDE regulation(s) or guideline(s).
    2. Should the individual be denied reimbursement by WVDE for any reason, he / she may apply for reimbursement by the Board using the same form(s) and documentation. At a minimum, this shall include an official or unofficial transcript clearly showing completion of the applicable course(s) and a receipt of applicable costs clearly showing payment was made to the college / university by the individual. Costs credited through scholarships, grant, work study, and / or other "gift aid" payments and / or discounts shall not be eligible for reimbursement. Costs credited through personal or student loans which can be verified to require the individual to repay these costs may be eligible for reimbursement pursuant to satisfaction of all other guidelines listed here.
    3. Tuition and mandatory fees reimbursed by WVDE shall not be further requested for reimbursement by the Board.
    4. Should the Board establish a limit on the funds available to provide reimbursement under a particular program or funding source, in a particular area(s) of critical need and shortage, and / or within a particular school year, requests for reimbursement shall be considered on a first-come, first-served basis until such funds are exhausted. For the purposes of these guidelines, each request shall be considered in the school year in which it is submitted, regardless of the time at which the applicable courses were completed and / or credit was awarded.

    Requirements of Individuals Who Receive Reimbursement for Tuition and/or Mandatory Fees

    Individuals who receive reimbursement from the Board under these guidelines shall be required to remain in the employment of the Board in the area of critical need and shortage under which reimbursement was requested for the period listed below unless involuntarily separated from employment by reduction-in-force, transfer, or disciplinary action:

    Amount reimbursed by the Board                          Required term of service in appropriate area

    $1 - $1000                                                                                                                                              1 year

    $1001- $2000                                                                                                                                      2 years

    $2001 - $3000                                                                                                                                    3 years

    $3001 - $4000                                                                                                                                  4 years

    $4001+                                                                                                                                                          5 years

    Individuals who do not complete the term listed above due to voluntary separation from employment or request of a transfer outside of the applicable area of critical need and shortage shall be required to repay the Board for the total applicable reimbursement provided to the individual under these guidelines; provided, however, that an individual who received reimbursement for coursework completed in pursuit of certification as a Principal need only remain in the employment of the Board in any professional capacity for the entirety of the term listed above.

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