Page 17 - June2020 FOP Magazine

The most recent CPD directive, titled “City of Chicago Tuition Reimbursement Program and Verification of Academic Creden- tials,” is found in Employee Resource E07-02 (effective March 21, 2019) and sets forth in greater detail the appropriate forms required and the procedures officers must follow to receive tu- ition reimbursement, including submitting and verifying aca- demic credentials. The CPD’s stated policy is to “encourage the personal development of its members through education as a method of increasing the effectiveness of the service they pro- vide to the people of the City of Chicago.” However, the Depart- ment demands strict compliance with mandates set forth in the directive.
Employee Resource E07-02 sets forth certain procedures which must be followed in or-der to receive reimbursement for each school term. For example, officers must download from the Department CLEAR System the tuition reimbursement ap- plication package, which includes the Tuition Reimbursement Application; the Release of Financial Aid Information; the City of Chicago Tuition Reimbursement Program Notice of Tuition Repayment Requirements; and the Receipt of Acceptance Tu- ition Reimbursement Program Application. Officers also may request these forms from the Human Resources Division.
Upon completion of the entire package, the officer must sub- mit the tuition reimbursement application to his or her unit commanding officer. The commanding officer (or the designat- ed representative) is then required to review the officer’s work performance to determine if it has been satisfactory. If so, the commanding officer or designated representative will recom- mend acceptance into the program by signing the tuition re- imbursement application in the applicable signature box, ev- idencing the supervisor’s approval, and return the application to the officer within 72 hours. It is incumbent on the officer to follow through and ensure compliance with this crucial step. At every such step, we recommend making copies of all docu- ments and keeping them in a safe location at home throughout your employment.
The officer will then hand-deliver the tuition reimbursement application package consisting of the completed and signed tu- ition reimbursement application, the completed Release of Fi- nancial Aid Information, the City of Chicago Tuition Reimburse- ment Program Notice of Tuition Repayment Requirements, and the Receipt of Acceptance Tuition Reimbursement Program Ap- plication, to the Human Resources Division between the hours of 0800 and 1700. The Human Resources Division must receive the approved tuition reimbursement application package with- in 30 days of the start of each class. Time is of the essence. Fail- ure to meet this deadline will result in the request being denied. Make sure you maintain proof that the package has been de- livered in a timely manner to the Human Resources Division, which will provide you with the time-and-date-stamped receipt of the documents received as proof of such delivery.
It is imperative that officers notify the Tuition Reimburse- ment Section, Human Resources Division, before the end of the class of any changes to the class schedule. Make sure such no- tification is in writing. Once the completed tuition reimburse- ment application package is received, the Human Resources Division’s director will make a final determination of accep- tance into the program. Officers accepted into the Tuition Re- imbursement Program will receive a written confirmation of ac- ceptance into the Tuition Reimbursement Program for classes taken in the term of the application only. Similarly, officers who are not accepted into the program for the term of application will be notified in writing as well.
the following original documents on official letterhead from the academic institution to the Human Resources Division within 45 days of term completion: an official grade report; an origi- nal tuition/billing statement containing a breakdown of tuition costs versus fees and/or text books; and an original receipt of payment for classes taken in the term of application. Again, time is of the essence, as is accuracy. Review and make sure all the details, including the class description, the school term and course number, originally submitted remain consistent. If not, obtain a formal letter of explanation from the learning institu- tion to submit as clarification. Once filed, the officer will be pro- vided with a time-and-date-stamped receipt indicating all the requisite documents have been received, and the officer should retain this receipt as proof of timely delivery.
Tuition reimbursement checks are normally issued within 12 weeks after the Human Resources Division has received all re- quired documentation. On a final note, officers who voluntarily resign or retire from the Department after receiving tuition re- imbursement within a designated time period (within a year or two of receiving a degree) will be required to repay all or some of those funds.
It is never too late to start pursuing your college degree. As famed American author Earl Nightingale said: “Never give up on a dream just because of the time it will take to accomplish it. The time will pass anyway.” Education can never be taken away from you. Be safe.
All police officers are encouraged to read and comply with Em- ployee Resource E07-02 and review Article 24 of the CBA in their entirety or contact a Lodge representative with any specific ques- tions, as this article only highlights some aspects of the Tuition Reimbursement Program.
Once the school term is over, the officer must hand-deliver
CHICAGO LODGE 7 ■ JUNE 2020 17