You may identify a need for an employee to improve job skills or to prepare for a future project or work assignment that can be met through formal education. Or, an employee may approach you with an interest in taking a specific course(s) or enrolling in a degree program.
In either case, schedule a development discussion.
schedule a development discussionInitiated by the supervisor:
If you identify a need for formal education, the need will likely be very specific and related to the employee’s current or short-term development. Discuss the development need with the employee. Describe how a specific course(s) will assist the employee in improving or enhancing job skills or preparing for a future assignment. Describe the coursework that will meet the need.
Initiated by the employee:
The employee may express a desire to enroll in a specific course(s) or a degree program. In the case of a specific course(s), discuss the relevancy to current job responsibilities.
If the employee is interested in enrolling in a degree program, discuss how the degree is relevant to the current position or a reasonably attainable position in the Laboratory in the future. Any coursework or degree program selected should benefit both the employee and the Laboratory.
select coursework and college/universityIf you need assistance identifying specific courses, degree programs or schools, contact the Training and Development Department.
complete the tuition assistance request formAfter you and the employee have identified relevant coursework or a degree program, the employee must complete the tuition assistance request form.
Coursework:
If the employee is enrolling in a course(s) that is not part of a degree program, write a memo to the Training and Development Department describing the on-the-job benefits that will be derived from the coursework. You may have the employee write this memo, but you must sign it. Attach the signed memo to the tuition assistance request form and send it to the Training and Development Department at MS107.
Degree program:
If the employee is enrolling in a degree program, he/she must complete the tuition assistance request form and the approval for degree program form. (You may have to secure additional approvals for a degree program based on the requirements in your division/section.) Send both forms to the Training and Development Department at MS 107.
The approval for degree program form is only submitted one time. After an employee receives approval for a degree program, he/she will only have to complete the tuition assistance request form each time he/she enrolls in a course that applies toward the approved degree program.
employee responsibilitiesEnsure that the employee is aware of his/her responsibilities for receiving tuition assistance by reviewing the following requirements with him/her:
- The employee must submit full documentation to the Training and Development Department within 60 days of completing the course(s). Full documentation includes an itemized, zero balance receipt for tuition and fees together with an official copy of final grade(s). If this documentation is not submitted within the 60-day timeframe, a payroll deduction will be processed for the full amount of the advance.
- The employee must repay an advance if he/she:
- Drops a course.
- Receives a grade lower than "C" for an undergraduate course or lower than "B" for a graduate course.
- Receives a grade of "incomplete" after a second term.
- Leaves Fermilab prior to completing the course.
- Any work time that is spent in class (i.e., IIT-TV Program) must be made up on the job.
- Tuition advances that apply to education that maintains or improves skills for the current position are taxable if either one of the following criteria is met:
- The education is needed to maintain the minimum educational requirements of the current position.
- The education is part of a program that can qualify the employee for a new job.
monitor progressAnnual tuition assistance below $5,250 is not taxable.
Meet with the employee periodically to discuss how he/she is progressing with coursework.