Our Lady of Lourdes Health Care Services, Inc.
POLICY NUMBER: / A0540PER
NURSING CODE:
PAGE NUMBER: / 1
TITLE: / Educational Assistance (Tuition Reimbursement ) Program

ACCOUNTABILITY:

Vice President, Human Resources

OBJECTIVES:

RELATION TO MISSION:

Our Lady of Lourdes Health Care Services, Inc. OLLHCS, Inc., a Catholic Health System – a member of Catholic Health East – dedicated to its Franciscan tradition of serving all, will demonstrate the value of JOY by providing educational assistance to eligible associates.

RELATION TO OPERATION:

To offer assistance to associates to enhance their education.

POLICY:

OLLHCS, Inc. offers educational assistance to those eligible associates who successfully complete courses that maintain or improve skills that meet the present or future needs of OLLHCS, Inc.

I. PURPOSE

  • To assist associates in career development
  • To provide a competitive benefit in order to effectively recruit and retain highly qualified associates
  • To uphold the Mission by developing associates’ skills and education

II. Eligibility of Associates

  1. All full-time and those part-time associates who are budgeted to work at least 20 hours per week and have completed at least three months of continuous service before the start of the class may be eligible for reimbursement of qualifying tuition expenses as outlined in the following table:

WEEKLY BUDGETED HOURS / % REIMBURSED / ANNUAL MAXIMUM
35 - 40 / 100% / $5,000
28-34 / 80% / $3,000
20-27 / 60% / $2,000
  1. Length of service is determined by the associate’s adjusted hire date. If an associate terminates and is rehired, the most recent date of hire will be used to determine length of service.
  1. Employment must be continuous from start to completion of the course.
  1. Courses must be taken outside normal working hours so as not to interfere with OLLHCS, Inc. work schedule.
  1. An associate’s employment status (full-time or part time budgeted 20 or more hours per week) at the beginning of the course will be used to determine initial eligibility for reimbursement.
  1. If a status change that results in a change of budgeted hours occurs during the course, average hours worked per week during the course will determine the level of reimbursement. In the event there is a forced reduction in hours during the time the course is being taken, the associate will be reimbursed using the budgeted hours at the time the course began.
  1. Any associate who resigns or who is involuntarily discharged prior to completion of the course(s) for which he/she is seeking reimbursement will not be eligible to receive assistance under this policy.
  1. If a non-FMLA eligible leave of absence occurs during the course, the course will not be eligible for reimbursement.

III. RESPONSIBILITY

1.Associates have an important role in their own education and development.

Associates share the responsibility with their supervisors or leaders for identifying educational and developmental needs in relation to job requirements and for identifying sources for meeting those needs.

2.Leaders are responsible for:

a. Identifying present and future educational and developmental needs of their department

b. Developing a plan to accomplish the necessary education

  1. Encouraging career development activities of associates
  1. Discussing the types of development activities that will assist associates in achieving their career objectives
  1. Approving the courses submitted for educational reimbursement based on the guidelines set forth in this policy

IV. EXPENSES AND COURSES ELIGIBLE FOR EDUCATIONAL ASSISTANCE.

The following types of courses are eligible for reimbursement under this policy:

  1. Courses taken at an accredited college or university. Courses must be directly related to the associate’s current position or that directly enhances potential for advancement within OLLHCS, Inc. to a position or rank that the individual has a reasonable expectation of achieving.
  1. Home study courses that earn credit from an accredited college or university
  1. Nursing Board Certification exams, the Certified Nurse Educator exam and certification review courses that meet the express requirements, or the requirements of applicable law or regulations, imposed as a condition to retention of salary, status, or employment will be eligible (as collaboratively approved by the Chief Nursing Officer of OLLHCS, Inc.).
  1. Any programs, courses, or certifications from Lourdes Institute of Wholistic Studies approved by the VP, Wellness and Mission are eligible.
  1. Courses or programs directly related to Individual Development Plans for leaders in the Lourdes Leadership Incentive Plan (LIP) are eligible. Courses must be pre-approved by the leader’s supervisor and documented in Success Factors.
  1. Courses taken by nursing students enrolled in Our Lady of Lourdes School of Nursing program.

ACT, PEP and CLEP Tests that earn college credit will be eligible.

V. REQUIREMENTS FOR REIMBURSEMENT

1)All Educational Assistance Applications must be received by the Human Resources department within three (3) months of completing a course.

2)Eligible associates are reimbursed after they have satisfactorily completed an approved course. Educational Assistance Applications must be received by Human Resources within three (3) months (previous 6 months submission requirement is acceptable for courses being taken through 12/31/2011) of completing a course with the following documentation:

A.Completed Educational Assistance Application
B.Proof of registration and tuition costs
  1. Evidence of satisfactory course completion. For the purposes of this policy, “satisfactory course completion” shall ordinarily mean attainment of not less than grade level “C.” When grades are not available (such as in a pass/fail situation), a student must take the course for credit and obtain written notice that credit for the course has been earned.

3)Option II - Pre-Payment

Eligible associates with at least one year of continuous service may receive pre-payment of up to 50% of eligible tuition costs at the time of registration by submitting an Educational Assistance Application to Human Resources with the following documentation:

A.Completed Educational Assistance Application
B. Proof of registration and tuition costs

The pre-payment option will be available as long as the associate is “current” or has submitted a record of course completion or non-completion for any prior pre-paid courses.

4)Reimbursement will be made only after the receipt of all required information.
5)Reimbursement will be included in the associate’s regular paycheck after all requirements are met.

6)Educational Assistance may be subject to state and federal tax.

7)An associatewill be required to repay OLLHCS, Inc. in the following circumstances:

  • In the event of termination, with the exception of a Reduction in Force, should the termination occur within one year following the completion of a course for which they had been reimbursed;
  • In the event the associate changes to per diem status within once year following the completion of a course for which they had been reimbursed.

OLLHCS, Inc. will use whatever means necessary to recover monies due to be repaid.

VI. EXPENSES INELIGIBLE FOR EDUCATIONAL ASSISTANCE INCLUDE:

  1. Books, registration, lab fees, and student fees, etc. are not reimbursable.
  2. GN Board Review courses.
  3. Courses completed more than six (6) months prior to submission to Human Resources.
  4. Courses started before the completion of three (3) months continuous service.
  5. Any course paid for in full or in part by other sources, such as the Veterans Administration, scholarship, or student grant programs. If an employee is receiving educational assistance from another source (Federal Education Assistance, Scholarship, Veterans Administration, etc.) the tuition assistance will be coordinated so that the combined sources of assistance will not exceed 100% of course cost.
  6. The following expenses are not eligible for educational assistance, however they may be paid through the departmental educational budget depending on an assessment of departmental resources and needs:

a.BusinessSchools/ non-college credit Certificate programs, (e.g.,non-college credit foreign language courses)

b.Home Study, non-college credit, certificate programs,

c.Continuing Education (CEUs & Seminars),

d.Adult education: non-college credit (e.g., word processing and computer classes),

e.Maintenance of prescription writing privileges.

VII. EXCEPTIONS:

Requests for approval for reimbursement of a Nursing Certification course that is not listed on the “approved” certification list at the end of this policy should be requested to the department leader. The department leader should submit the request to the Chief Nursing Officer for inclusion. Courses that are not approved for reimbursement through this policy may be paid out of the departmental education budget, at the department manager’s discretion.

Exceptions approved by the Chief Nursing Officer and any other exceptions to the policy must be requested in writing and approved by the Vice President of Human Resources.

APPROVED BY:

Alexander J. Hatala, President and Chief Executive Officer

ORIGINAL & REVISION DATE(s): / 7/28/95, 05/26/99, 07/24/02, 08/24/06’ 07/27/09
NEW EFFECTIVE DATE: / 05/03/11
REQUIRES REAUTHORIZATION IN: / 05/31/14

AS0540PER

Educational Assistance (Tuition Reimbursement) Program)

Approved Board Certifications for Nursing

The following board certifications are recognized by OLLHCS, Inc. These certifications are beyond basic licensure requirements in nursing and are granted by national agencies approved to grant certifications. Certification examinations are initially required to obtain the certifications and a prescribed number of continuing education credits are needed to renew and maintain certifications by the sponsoring agencies. These certifications are above the basic job requirements and do not include BCLS, ACLS, NRP, or PALS. Certification is to be pertinent to the nurse’s current practice area.

Board certifications that enhance nursing and health care practice for Registered Nurses are:

American Nurse Certification (ANA)

  • Medical/Surgical Nursing
  • Psychiatric and Mental Health Nursing
  • Nursing Administration, Basic
  • Nursing Administration, Advanced
  • Cardiac Rehabilitation Nurse
  • College Health Nurse
  • Community Health Nurse
  • General Nursing Practice
  • Gerontological Nurse
  • ANCC – Nursing Professional Development
  • Pediatric Nurse
  • Perinatal Nurse
  • Case Management with Core Nursing Certification
  • Case Management without Core Nursing Certification
  • Ambulatory Care with Core Nursing Certification
  • Ambulatory Care without Core Nursing Certification
  • Clinical Specialists Certifications
  • Adult Psychiatric and Mental Health Nursing
  • Child Psychiatric and Mental Health Nursing
  • Community Health Nursing
  • Gerontological Nursing
  • Home Health Nursing
  • Medical-Surgical Nursing

American Associate of Critical Care Nurses (CCRN)

Council for Gastroenterology Clinicians

National Certification Board for Diabetic Education

Certified Dialysis Nurse (CDN)

International Board of Certified Lactation Consultants (IBCLC)

National Associate for Health Care Quality

Health Care Quality Professionals (CPHQ)

NAACOG National Certification Cooperation

  • Neonatal Intensive Care
  • Low-Risk Neonatal
  • Obstetrics (Inpatient)
  • Mother-Infant
  • Nurse Practitioners
  • Inpatient OB

Associate of Operating Room Nurses

  • Certified Nurse Operating Room (CNOR)

Association of Rehabilitation Nurses (CRRN)

Board Certification of Emergency Nursing Act (CEN)

Board of Nephrology Examiners (CNN)

Board of Infection Control (CIC)

Emergency Department Nurses Association (CEN)

International Association of Enterostomal Therapy (ET)

National Board of Nutrition Support Certification of the American Society for Parenteral and Enteral Nutrition (CNSN)

National Board of Pediatric Nurse Practitioners and Associates (CPNA or CPNP)

Professional Certification Committee, AmericanCollege of Health Care Administrators (CNHA)

Oncology Nurses Association

Certified Post-Anesthesia Nurse (CPAN)

Certified Childbirth Educator

Holistic Nursing Certification

Registered Nurse Certificate (RNC)

Bariatric Certification

Lourdes Institute of Wholistic Studies general listing of classes that can be taken and reimbursed:

  • Yoga teacher training
  • Craniosacral therapy
  • Shiatsu, Shin Tai
  • Any Bodywork/Massage Technique course
  • Herbal Medicine
  • Traditional Chinese Medicine
  • Lymphatic Drainage
  • Neuromuscular Therapy
  • Reflexology
  • Aromatherapy

Medical –Surgical Preparation Course