Chicago Police DepartmentEmployee Resource E07-02
City of Chicago Tuition Reimbursement Program and Verification of Academic Credentials
Issue Date:21 June 2017Effective Date:21 June 2017
Rescinds:14 February 2013 Version
Index Category:Benefits
I.Purpose
This directive:
  • A.identifies the Chicago Police Department Human Resources Division as the unit responsible for the administration of the Tuition Reimbursement Program and for the verification and maintenance of academic transcripts submitted by Department members.
  • B.describes the City of Chicago Tuition Reimbursement Program.
  • C.outlines procedures for Department members to receive tuition reimbursement.
  • D.continues a uniform procedure for submitting and verifying academic credentials.
  • E.reaffirms the Department’s practice of not accepting photocopies of academic transcripts, diplomas, or college degree certificates in order to satisfy the requirements for promotion or for verification purposes.
  • F.satisfies CALEA Law Enforcement Standards chapters 22 and 33.
II.Policy
The Chicago Police Department encourages the personal development of its members through education as a method of increasing the effectiveness of the service they provide to the people of the City of Chicago.
III.Tuition Reimbursement Eligibility Requirements
  • A.Applicants must have satisfactorily completed their probationary period and be:
    • 1.full-time members of the Department working a minimum of 35 hours per week, or
    • 2.part-time members working more than 17½ but less than 35 hours per week.
      NOTE:
      Temporary seasonal employees, students-as-trainees, and student interns are not eligible for participation in the Tuition Reimbursement Program.
  • B.Each class taken must grant college-level credit toward an undergraduate, graduate, or advanced degree (including a course of study for a law degree) and be offered by a college or university accredited by the Higher Learning Commission of the North Central Association.
  • C.Internet courses are eligible for reimbursement provided the course grants college-level credit toward an undergraduate, graduate, or advanced degree (including a course of study for a law degree) and the school is accredited by the Higher Learning Commission of the North Central Association.
  • D.Civilian members attending a Chicago City College are ineligible for the Tuition Reimbursement Program.
  • E.Reimbursement is subject to the following limitations:
    • 1.Reimbursement is limited to the cost of tuition for a maximum of two courses per school term.
      NOTE:
      A term is defined as a full semester, trimester, quarter, etc. Some schools offer classes in sessions or segments within the term (e.g., an eight-week Fall I course and an eight-week Fall II course when the catalog indicates the school operates on a sixteen-week semester schedule). Classes taken in sessions or segments will count toward the maximum allowed per term. In the example above, if one class is taken in Fall I, and two classes are taken in Fall II, the Department member will only be reimbursed for a total of two classes for the entire Fall term (Fall I and Fall II).
    • 2.If a participant has received financial aid, including but not limited to grants and scholarships, the amount of financial aid will be deducted from the tuition cost for all courses taken before determining the amount of tuition that is eligible to be reimbursed.
    • 3.Per the collective bargaining between the Fraternal Order of Police, Lodge 7, and the City of Chicago, effective for officers first enrolled in graduate programs (including but not limited to any advanced or professional degree programs) on or after 01 SEP 2016, the Employer shall grant reimbursement based on the full cost of tuition, exclusive of any scholarships, grants, reduced tuition, discounts, or other funds; provided, however, that any scholarships, grants, reduced tuition, discounts, or other funds must not be of general applicability to all other students in the program, but must be specific to the officer's unique achievements or qualities or applicable only only to police officers or public safety employees.
    • 4.Per applicable bargaining agreement for members of the ranks of police officer, sergeant, lieutenant, and captain, reimbursement will not be granted if:
      • a.tuition costs are covered by the U.S. Department of Veterans Affairs or other funds; or
      • b.the program in which the affected member is enrolled is reimbursable through a federal grant-in-aid program for which the affected member is eligible.
    • 5.Reimbursement amounts for academic credit received may vary by bargaining unit and the level of the course taken.
    • 6.Generally, sworn members covered under the collective bargaining agreement between the Fraternal Order of Police, Lodge 7, and the City of Chicago who are participants in the tuition reimbursement program and enrolled in nongraduate and graduate programs (including but not limited to any advanced or professional degree program) prior to 01 SEP 2016 will be reimbursed for a percentage of the tuition cost of the course, based on the letter grade received, as follows:
      GradeReimbursement
      A100%
      B75%
      C75%
      D75%
      P (Passing) 75%
      NOTE:
      A grade of P or Passing will be evaluated by the Human Resources Division on a school-by-school basis.
    • 7.Generally, sworn members covered under the collective bargaining agreement between the Fraternal Order of Police, Lodge 7, and the City of Chicago who are participants in the tuition reimbursement program and enrolled in a nongraduate level program will be reimbursed for a percentage of the tuition cost of the course, based on the letter grade received, as follows:
      GradeReimbursement
      A100%
      B75%
      C75%
      D75%
      P (Passing) 75%
      NOTE:
      A grade of P or Passing will be evaluated by the Human Resources Division on a school-by-school basis.
    • 8.Generally, sworn members covered under the collective bargaining agreement between the Fraternal Order of Police, Lodge 7, and the City of Chicago who are participants in the tuition reimbursement program and enrolled in graduate programs (including but not limited to any advanced or professional degree program) on or after 01 September 2016, will be reimbursed for a percentage of the tuition cost of the course, based on the letter grade received, as follows:
      GradeReimbursement
      A75%
      B50%
      P (Passing) 50%
      NOTE:
      A grade of P or Passing will be evaluated by the Human Resources Division on a school-by-school basis.
    • 9.Generally, sworn members covered under the collective bargaining agreement between the City of Chicago and the Police Benevolent and Protective Association, PBPA-Sergeants, who participate in the tuition reimbursement program and enrolled in nongraduate and graduate programs (including but not limited to any advanced or professional degree program) will be reimbursed for a percentage of the tuition cost of the course, based on the letter grade received, as follows:
      GradeReimbursement
      A100%
      B75%
      C75%
      D75%
      P (Passing) 75%
      NOTE:
      A grade of P or Passing will be evaluated by the Human Resources Division on a school-by-school basis.
    • 10.Generally, sworn members covered under the collective bargaining agreement between the City of Chicago and the Police Benevolent and Protective Association, PBPA-Lieutenants who participate in the tuition reimbursement program and enrolled in nongraduate and graduate programs (including but not limited to any advanced or professional degree program) will be reimbursed for a percentage of the tuition cost of the course, based on the letter grade received, as follows:
      GradeReimbursement
      A100%
      B75%
      C75%
      D75%
      P (Passing) 75%
      NOTE:
      A grade of P or Passing will be evaluated by the Human Resources Division on a school-by-school basis.
    • 11.Generally, sworn members covered under the collective bargaining agreement between the City of Chicago and the Police Benevolent and Protective Association, PBPA-Captains who participate in the tuition reimbursement program and enrolled in nongraduate and graduate programs (including but not limited to any advanced or professional degree program) will be reimbursed for a percentage of the tuition cost of the course, based on the letter grade received, as follows:
      GradeReimbursement
      A100%
      B75%
      C75%
      D75%
      P (Passing) 75%
      NOTE:
      A grade of P or Passing will be evaluated by the Human Resources Division on a school-by-school basis.
    • 12.Generally, civilian participants will be reimbursed for a percentage of the tuition cost of the course based on the letter grade received, as follows:
      GradeFull-time employeePart-time employee
      A100%50%
      B75%37.5%
      CUndergrad 75%, Grad 0%Undergrad 37.5%, Grad 0%
      DUndergrad 0%, Grad 0%Undergrad 0%, Grad 0%
      PUndergrad only, 100% or 75%Undergrad only, 50% or 37.5%
      NOTE:
      A grade of P or Passing will be evaluated by the Human Resources Division on a school-by-school basis.
  • F.Reimbursement will be denied if:
    • 1.the member's work performance is deemed unsatisfactory by the member's unit commanding officer or unit executive officer when designated by the unit commanding officer.
    • 2.the member fails to comply with the procedures of the Tuition Reimbursement Program described in Item IV.
IV.Procedures
  • A.The following procedures are mandatory for members who wish to participate in the Tuition Reimbursement Program:
    • 1.The member will download a tuition reimbursement application package consisting of the Tuition Reimbursement Application (CPD-62.350), the Release of Financial Aid Information (CPD-62.350 Page 2), the City of Chicago Tuition Reimbursement Program Notice of Tuition Repayment Requirements (PER-52), and the Receipt of Acceptance Tuition Reimbursement Program Application from the Department CLEAR System. These forms may also be requested from the Human Resources Division.
    • 2.Members will complete the tuition reimbursement application package and submit the Tuition Reimbursement Application to his or her unit commanding officer.
    • 3.The unit commanding officer, or unit executive officer when designated by the unit commanding officer, will:
      • a.review the member's work performance and determine if it has been satisfactory.
      • b.recommend acceptance into the Tuition Reimbursement Program for the respective term by signing the Tuition Reimbursement Application in the Exempt Member's Signature box in the Supervisory Approval section.
      • c.return the application to the member within 72 hours.
    • 4.The member will:
      • a.hand-deliver the tuition reimbursement application package consisting of the completed and signed Tuition Reimbursement Application, the completed Release of Financial Aid Information, the City of Chicago Tuition Reimbursement Program Notice of Tuition Repayment Requirements, and the Receipt of Acceptance Tuition Reimbursement Program Application, to the Human Resources Division between the hours of 0800 and 1700.
      • b.ensure that the Human Resources Division receives the approved tuition reimbursement application package within 30 days of the start of each term. Failure to meet this deadline will result in denial of the application.
        NOTE:
        Participation in the Tuition Reimbursement Program will be denied for any term in which the tuition reimbursement application package is not received by the Human Resources Division within 30 days of the start of the term. The tuition reimbursement application package must be time and date stamped as received by the Human Resources Division by the required date. It is the responsibility of the member to ensure that documents are received in a timely manner.
      • c.retain the time and date stamped receipt of documents received as proof of timely delivery of the tuition reimbursement application package
    • 5.Upon receipt of a completed tuition reimbursement application package, the Director of the Human Resources Division will make a final determination of acceptance into the program for the term of application.
      • a.Members submitting tuition reimbursement application packages will receive a time and date stamped receipt indicating delivery of all documents listed in Item IV-A-1.
      • b.Members accepted into the Tuition Reimbursement Program will receive a written confirmation of acceptance into the Tuition Reimbursement Program for classes taken in the term of application only.
      • c.Members who are not accepted into the Tuition Reimbursement Program for the term of application will be notified in writing.
    • 6.At the conclusion of the term applied for, participants must:
      • a.hand-deliver the following original documents on official letterhead from the academic institution to the Human Resources Division within 45 days of term completion:
        • a.an official grade report.
        • b.an original tuition/billing statement containing a breakdown of tuition costs versus fees and/or text books.
        • c.an original receipt of payment for classes taken in the term of application.
        NOTE:
        Reimbursement will be denied if the required documents are not received by the Human Resources Division within 45 days of the end of the term of application. The documentation must be time stamped as received by the Human Resources Division by the required date. It is the responsibility of the member to ensure that documents are received in a timely manner.
      • b.receive a time and date stamped receipt indicating all documents listed in Item IV-A-6-a have been received.
      • c.retain the time and date stamped receipt as proof of timely delivery.
    • 7.Participants who wish to request an extension of time in order to submit the documents required in Item IV-A-6-a because final grades will be issued more than 45 days after the end of term or for other valid reasons must submit a written request for an extension of time to the Director, Human Resources Division, within 45 days of the completion of classes. Such requests must include documentation that supports your request. The Director, Human Resources Division, will make a final determination as to whether an extension will be granted.
      NOTE:
      The inability to pay for a class or classes within the prescribed time frame is not a valid reason to request an extension.
    • 8.Tuition reimbursement checks are normally issued within twelve weeks after the Human Resources Division has received all required documentation.
  • B.Members who resign from the Department after receiving tuition reimbursement within the designated time periods indicated below will be required to repay all or some of those funds.
    • 1.Members who resign within one year after receiving an undergraduate, graduate, or advanced degree (including a course of study for a law degree) will repay 100 percent of all tuition costs reimbursed by the City of Chicago toward that degree.
    • 2.Members who resign after one year, but within two years after receiving an undergraduate, graduate, or advanced degree (including a course of study for a law degree), will repay 50 percent of all tuition costs reimbursed by the City of Chicago toward that degree.
    • 3.Members who do not receive a degree, but who resign within two years of having received tuition reimbursement funds, will repay 100 percent of all tuition costs reimbursed by the City of Chicago for any course completed within two years of such resignation.
  • C.Time spent on a leave of absence does not count toward meeting the service requirements. A member on a leave of absence lasting two years or longer will be required to repay tuition reimbursement in accordance with time served after participating in the program prior to going on a leave of absence.
V.Seminars and Certificate Programs
To request approval of or reimbursement for seminars or certificate programs, a member must submit a To-From-Subject report through the chain of command to the Chief, Bureau of Organizational Development. The request must describe how the requested seminar or certificate program relates to the member’s current duties. The Chief, Bureau of Organizational Development, will determine whether or not the request is approved.
VI.Regular Days Off and Temporary Shift Assignment in Units with Shift Rotation
  • A.Unit commanding officers will allow members of their command to register for a class or classes that coincide with a certain day off group and/or shift rotation schedule if attendance of the class or classes will not interfere with unit operations.
  • B.Consideration for a regular day off and temporary shift reassignment is available only to members who, in the judgment of their unit commanding officer, perform their normal duties efficiently and effectively.
  • C.Regular day off and temporary shift reassignment will not affect a member’s standing in terms of assignment or transfer.
  • D.Members may request a regular day off and/or temporary shift reassignment for academic considerations during a specific school term by submitting a To-From-Subject report containing the following information to their unit commanding officer:
    • 1.the member’s name, employee number, star number (if applicable), and unit of assignment;
    • 2.the name of the school where the member is enrolled;
    • 3.the degree sought and the number of credits completed; and
    • 4.the specific reasons why a shift change is necessary.
  • E.A copy of the class schedule listing dates, times, course titles, and the number of credits earned will be submitted with the shift reassignment request.
  • F.Regular day off and temporary shift reassignments will be made within the provisions of current collective bargaining agreements.
VII.Verification of Academic Credentials
  • A.A Department member seeking to apply or participate in any promotional or selection process having minimum academic requirements is responsible for ensuring that the official transcripts documenting those requirements are received by the Human Resources Division.
  • B.An "official transcript" is an original document from an academic institution listing courses completed and grades received, endorsed by a school administrator, and stamped with the institution’s emblem or seal. The document must be clearly discernable to Human Resources Division personnel as an official transcript.
    • 1.Transcripts will be accepted only from colleges and universities accredited by one of the six United States Regional Accrediting Associations or the United States National Accrediting Association.
    • 2.Photocopies of academic transcripts, diplomas, or college certificates which were submitted to the Human Resources Division prior to 8 October 1997 will be considered “unverified.” Official transcripts must be submitted to the Employment Section, Human Resources Division, to verify prior education.
  • C.Academic transcripts will be accepted on a continuing basis. Members desiring to update their academic records after completing a course will submit official transcripts to the Employment Section, Human Resources Division. The following conditions will apply:
    • 1.Chain-of-command approval is not required.
    • 2.Official transcripts may be sent via the United States Postal Service or hand-delivered.
    • 3.The member will assume any costs incurred to order, obtain, or forward transcripts to the Human Resources Division or to interpret foreign college credit.
  • D.The Director of the Human Resources Division will:
    • 1.designate and announce deadlines for specific promotional or selection procedures.
    • 2.ensure submitted transcripts are reviewed and academic requirements have been satisfied.
      NOTE:
      Duplicate credit will not be counted towards meeting minimum academic requirements where the member has taken the same course more than once.
    • 3.not honor credits or transcripts from any school not accredited by one of the six United States Regional Accrediting Associations or the United States National Accrediting Association.
    • 4.maintain academic transcripts and records and annotate members’ Human Resources Division files to reflect their academic credentials.
    • 5.verify academic transcripts and send a notice of receipt to the submitting member. A receipt will be forwarded to the member after delivery of the transcript to the Human Resources Division.
      NOTE:
      Members who do not receive a receipt within 10 days should notify the Employment Section, Human Resources Division.
    • 6.allow members to examine their academic records on file.
(Items indicated by italic/double underline were added or revised)
Eddie T. Johnson
Superintendent of Police
16-094 MJC