Chicago Police DepartmentEmployee Resource E07-05
Vocational Training Reimbursement Program
Issue Date:15 June 2010Effective Date:15 June 2010
Rescinds:A10-02
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 Vocational Training Reimbursement Program.
  • B.describes the Chicago Police Department Vocational Training Reimbursement Program’s eligibility requirements.
  • C.outlines procedures to be followed to receive vocational training reimbursement.
II.Policy
The Chicago Police Department and Fraternal Order of Police encourage members who have been awarded a duty / occupational disability pension by the Retirement Board of the Policemen’s Annuity and Benefit Fund (hereafter referred to as the Retirement Board) to pursue personal development and increased productivity within the community through vocational training.
III.Vocational Training Reimbursement Program Eligibility Requirements
  • A.Applicants must have been awarded duty / occupational disability benefits by the Retirement Board. An award letter from the Retirement Board must be submitted by the applicant at time of application each school term.
  • B.Each class taken must either:
    • 1.grant college-level credit toward a certificate or undergraduate degree and be offered by a college or university accredited by one of the regional accrediting bodies responsible for evaluating two and four year institutions that grant Associate’s and Bachelor’s degrees.
    • 2.grant credit toward a professional certificate and be offered by a college or learning institution having professional accreditation.
  • C.Internet courses are eligible for reimbursement provided the course grants college-level credit toward a certificate or undergraduate degree and the awarding institution is accredited by one of the regional accrediting bodies responsible for evaluating two and four year institutions that grant Associate’s and Bachelor’s degrees.
  • D.Only sworn members below the rank of sergeant who have been awarded a duty / occupational disability pension by the Retirement Board are eligible to participate.
  • 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 (semester, trimester, quarter, and so forth) as defined by the college’s, university’s, or learning institution’s official academic calendar.
    • 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 total tuition cost for all courses taken during the term of application before determining the amount of tuition that is eligible to be reimbursed.
    • 3.Participants 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)100%
      NOTE:
      A professional certificate must be granted by an institution that is certified by a professional accrediting body. The command staff member of the Human Resources Division, will evaluate the request and determine whether the certificate request is approved.
  • F.Reimbursement will be denied if the member fails to comply with the procedures of the Vocational Training Reimbursement Program.
  • G.Reimbursement is subject to the availability of funds. Requests for vocational training reimbursement will be processed on a first-come-first serve basis in receipt of application by the Human Resources Division each term and with all other processing requirements as set forth in this directive.
IV.Procedures
The following procedures are applicable for members who wish to participate in the Vocational Training Reimbursement Program:
  • A.The duty / occupational disabled member will:
    • 1.request a Vocational Training Reimbursement Program Application from the Human Resources Division.
    • 2.submit the completed Vocational Training Reimbursement Program Application and an award letter from the Retirement Board granting a duty/occupational disability pension to the Human Resources Division via mail or in person. It is the applicant’s responsibility to ensure that the Human Resources Division receives the completed application no later than thirty (30) days prior to the start of classes each term. Failure to apply within this time period will result in denial of the application.
  • B.Upon receipt of a completed application, the Human Resources Division will make a final determination of acceptance into the program for the term of application.
    • 1.Applicants accepted into the Vocational Training Reimbursement Program will receive a receipt verifying acceptance for classes taken in that term of application only.
    • 2.Applicants who are not accepted into the Vocational Training Reimbursement Program for that term of application will be notified in writing by the Human Resources Division.
  • C.Participants must submit the following documents to the Human Resources Division within 45 days after the last day of class as indicated on the application:
    • 1.an original official grade report.
    • 2.an original tuition/billing statement including a breakdown of tuition costs versus fees.
    • 3.an original receipt of full payment for classes taken in the term of application. Deferral of tuition by a college, university, or other learning institution does not serve to meet the requirements of this program.
      NOTE:
      Only original documents on official letterhead from the academic institution will be accepted for the documents required in Item IV-C of this directive.
    • 4.real estate class participants must submit the certificate of classroom completion and proof of payment for classroom instruction within 45 days after the end of classroom instruction.
  • D.Reimbursement will be denied if the documentation listed in Item IV-C is not received by the Human Resources Division within 45 days after the last day of class as indicated on the Vocational Training Reimbursement Program Application.
  • E.Participants who expect to receive late final grades or who wish to hold the reimbursement request open for other valid reasons must notify the Human Resources Division in writing within 45 days after the last day of class as indicated on the Vocational Training Reimbursement Program Application.
    NOTE:
    The inability to pay for a class or classes within the prescribed time frame is not a valid reason to request an extension.
  • F.Approved Vocational Training Reimbursement Program checks are normally issued twelve weeks after the Human Resources Division has received all required documentation.
Jody P. Weis
Superintendent of Police
10-030 PMD[PMD]