Quick Links

701. Purpose
702. Training And Employee Development Objectives
703. Development And Administration
704. Department Directors
705. Section Administrators/Managers
706. Employee Responsibilities
707. Program Design
708. Employee Requests For Flexible Work Schedules
709. Certification Examination Expenses
710. Tuition Expenses

Go Back

Table Of Contents

700 EMPLOYEE TRAINING AND DEVELOPMENT

701. PURPOSE. The City of Las Cruces believes that training and development are integral components of work performance, and are inherently tied to the City’s mission, goals, workforce planning and the provision of services to the public. The City values the potential of its employees and believes that develop employee potential, though coaching, education and training, and on-the-job training is critical to organizational effectiveness. It is the responsibility of Department Director, the supervisor and the employee, working in partnership, to determine the work goals and training needs for each. Specific training is subject to management approval based on available resources. The program enables the City to fill future positions from within its own ranks and provides for the professional growth of employees.
702. TRAINING AND EMPLOYEE DEVELOPMENT OBJECTIVES. The objectives shall be designed and established to achieve the following:
     1. Improve the quality of services provided by the City through its staff.
     2. Improve the quality of performance for each individual employee and the various departments and units of the City.
     3. Prepare employees for career advancement.
     4. Create a work force with the occupational skills necessary to meet current and future employment needs.
     5. Keep employees current on changing technologies in the workplace.
703. DEVELOPMENT AND ADMINISTRATION. Development and administration falls under the general responsibility of the Training Office, but shall strongly depend on cooperation of all departments, and sections.
704. DEPARTMENT DIRECTORS. Department directors shall share in the responsibility for an effective personnel development program. Department directors will ensure that training and development plans are prepared, updated and discussed by supervisors and employee, as part of the employee performance management and is consistent with the mission and needs of the Department.
705. SECTION MANAGER/ADMINISTRATOR: Section Managers/Administrators have the primary responsibility for initiating communication about work unit training and individual development including but not limited to:
     1. Working in partnership with individual employees to assess training needs and coordinate work unit and individual employee development plans,
     2. Ensuring implementation of employee development plans, and
     3. Incorporating training and development into the performance management process.

706. EMPLOYEE: City employees have responsibility for initiating discussion to identify and assess their own specific training needs including but not limited to:
     1. Working in partnership with supervisors to meet the work unit and their own training and development needs.
     2. City employees may identify, where possible, certain needs related to their individual work experiences which are required to meet all of the performance and advancement criteria which may be defined and established by City management.
     3. Employees may apply for program participation and their participation shall be of the highest quality possible.
     4. Employees may petition through established channels for specialized and subsidized programs.
707. PROGRAM DESIGN: Development programs shall be designed in a manner that will maximize the potential benefit of employee participation in the program. Further, the program shall ensure that the contents do not exclude any employee from participation. Employee development programs shall include, but not be limited to the following:
     1. In-house general programs designed for all levels of personnel in the City service.
     2. In-house programs designed to meet specific departmental requirements.
     3. In-house programs designed to specific levels of personnel. Such determinations, however, shall ensure that unnecessary or unrealistic barriers are not imposed.
     4. Programs provided by other agencies or entities with proven capabilities and expertise and which have been sanctioned and approved by administration and the Human Resources Department.
     5. Specialized programs offered by other institutions or organizations that may be of benefit to individual employees.
     6. Participation in formal institutionalized education and training efforts available outside of the City service.
708. EMPLOYEE REQUESTS FOR FLEXIBLE WORK SCHEDULES FOR CLASSES
     All requests to deviate from the work schedule in order to attend classes should be made in writing to the department head. Each request will be evaluated in terms of negative impact to the department and other potential scheduling problems. Department Directors who wish to attend classes during working hours will forward requests directly to the City Manager.
     Each employee's request should be given separate consideration in terms of individual merit. Requests to attend classes during working hours may be granted in accordance with these criteria:
     1. The request may be granted only if the employee's absence during working hours does not affect service to the community or cause other personnel to assume burdensome work loads in order to accommodate school attendance.
     2. Certain employee functions are one of a kind by virtue of the nature of the job. Therefore, it is frequently not possible to deviate an employee's work schedule in order to attend classes. No employee should expect a deviation of his/her work schedule because another employee enjoys that privilege.
     3. When supervision is in doubt about permitting an employee to deviate from his/her schedule, the following criteria should be applied:
        1. No one shall be accorded the privilege of deviating from his/her work schedule for any reason if his/her absence from work shall result in delay of services or interruption of municipal services.
        2. Employees who wish to deviate from their work schedules to attend classes must have successfully completed all entry requirements and academic deficiencies in order to be eligible for consideration.
        3. The employee must be enrolled in an approved job related program in order to be eligible for consideration. No work schedule shall be deviated from in order to attend self-improvement or awareness courses, to complete entry requirements, or to overcome academic deficiencies.
        4. Employees may receive consideration if they are attending or plan to attend a trade or craft school directly related to their chosen vocational field. Department Directors will require written justification explaining how the training will be advantageous to the municipal service. Exceptions will be extended in cases when the department Director has suggested additional training or made such training mandatory.
        5. All approved requests to have a work schedule deviation shall be sent to the Human Resources Department for inclusion in the employee's personnel folder.

        6. Attendance in job related training courses which does not require makeup time must be approved by the immediate supervisor in advance. Time off for employee requested education must be made up.
709. CERTIFICATION EXAMINATION EXPENSES:
     The City will pay expenses incurred for maintaining required certifications and licensures. The City may pay for initial certifications and licensures as recommended by the Department Director and approved by the City Manager. Expenses may include registration, lodging, travel and testing on City time.
     1. The City Manager will review Request for Travel for initial examination expenses and, if deemed appropriate, will approve City payment of expenses incurred in obtaining the certification.
     2. The City will pay only for expenses incurred relative to the first examination of any specific certification which is applicable to the employee’s position within the City ’s organizational structure. If the employee fails the tests on his/her first attempt, all expenses related to subsequent testing to receive the certification will be the sole responsibility of the employee.
     3. When the City pays expenses incurred in obtaining specialized job-related certification, the employee will incur an obligation to continue employment with the City for one year from the date of certification completion. If an obligated employee voluntarily resigns from City employment within a year after the end date of the certification completion, the employee will reimburse the City a prorated portion of the cost of the certification expenses.
710. TUITION EXPENSES.
     1. POLICY
        Employee requested tuition and/or special training costs may be reimbursed at the discretion of the City Manager. Employee education or training required by management does not come within the purview of this policy.
        Courses or degree programs related to an employee’s current position are eligible for 100% reimbursement, up to a maximum of $650 per class, as provided below. Courses or degree programs not related to an employee’s current job, but related to other City of Las Cruces positions are eligible for 75% reimbursement up to $500 per class, as provided below. Courses or programs outside the scope of City employment are not eligible for reimbursement (except non-related courses that satisfy approved degree program requirements).
        Training fees related to pursuing an education (e.g., registration, library, lab, graduation, or activity fees) are not reimbursable
        Required book fees are reimbursable provided that after completion of the course the employee turns such materials, in unmarked condition, over to the City’s Training Office for use by other City employees; and the cost of the books and tuition for each class are less than or equal to $650.

        PROCEDURE:

        1. Each fiscal year funds will be designated for tuition reimbursement in the City Manager’s organizational unit during the budget process. The Finance Director will submit, in writing, a quarterly report on the fund status to the City Manager.
        2. All requests for enrollment in courses or degree programs where tuition is to be reimbursed under this policy must be submitted through the Section Administrator/Manager, Department Director and approved by the City Manager prior to registration for the classes.
        3. Eligible employees requesting tuition reimbursement will submit a written request to take courses or to enroll in a degree program (Associates, Bachelors, Masters, or Doctoral) to his/her Department Director
        The request will include:
        1. A statement that the employee has completed his/her probationary period at the time classes commence.
        2. A statement that the course or program provides college credit from a regionally accredited institution. Tuition will not be reimbursed for courses taken from a non-accredited institution.
        3. An explanation of how the course or program will enhance the employee’s ability to perform his/her job, and/or how the course or degree program benefits the City. Courses or programs that are not related to City of Las Cruces employment are not reimbursable (except non-related courses that satisfy approved degree program requirements).
        4. A declaration of the amount of tuition assistance (i.e., grants or scholarships) received or expected by the employee. The City will provide assistance up to the amount of actual tuition costs and books, less any grants or scholarships received by the employee, not to exceed $500.
        5. If the employee is enrolling in a degree program, he/she shall attach the core curriculum and electives. Elective courses taken to satisfy degree requirements for approved degree programs are reimbursable even if they are not job related.
        6. Courses taken under the Tuition Assistance Program will be taken at the employee's initiative. The employee assumes responsibility for course selection, scheduling, and other matters that are traditionally the responsibility of the student.
        7. Agreements for tuition reimbursement will be drawn up by the Human Resources Department on a first-come, first-served basis, for no more than two classes per agreement and four agreements per fiscal year. Agreements will not be drawn up once the total amount budgeted for tuition reimbursement is obligated. Agreements for tuition reimbursement can only be drawn up for classes that start in the current fiscal year. The fiscal year runs from July 1st through June 30th.
        8. Upon completion of a pre-approved course, the employee shall be eligible to submit a claim for tuition reimbursement contingent upon:
           1. If an undergraduate, providing a copy of a transcript or official statement by the registrar that a "B" grade or better was earned by the student/employee (3.00 G.P.A. in a 4.00 G.P.A. system).
           2. If a graduate, providing a copy of a transcript or official statement by the registrar that a "B" grade or better was earned by the student/employee (3.00 G.P.A. in a 4.00 G.P.A. system).
           3. Providing a copy of a receipt showing that tuition was paid in full. The employee will also sign an affidavit which states the amount of financial aid (if any) that was received for grants and scholarships.

        9. When the course work has been completed, the grade report, receipt for payment of tuition, and the Request for Tuition Reimbursement form will be submitted to the Human Resources Department, who will review it and, if complete and accurate, submit the appropriate paperwork to Accounts Payable for reimbursement. Part-time regular employees will receive a pro-rated reimbursement based on their normal hour per week schedules.
        10. An employee who receives tuition reimbursement will incur an obligation to continue employment with the City for one year from the date of course completion. If more than one course is taken during a year, the employee incurs an obligation to continue employment for one year from the completion date of the last course. The employment obligation is not cumulative. If an obligated employee voluntarily resigns from City employment within a year after the end date of a reimbursed course, the employee shall reimburse the City a prorate portion of the tuition reimbursement received. The Tuition Reimbursement applies only to amounts received for courses for which the employee did not fulfill the one year employment obligation. For example, if an employee receives tuition reimbursement for a course that ends December 31 and then resigns the following June 30, he/she shall reimburse the City one-half of the tuition reimbursement received.

AGREEMENT FOR TUITION REIMBURSEMENT

        Employee is currently a full-time or part-time regular employee of the City of Las Cruces, employed as a _______________________, in the ______________ Department.

If part-time regular, employee regularly works __________ hours per week.

The City currently has in place a Tuition Reimbursement Policy, Section 710 in the City of Las Cruces Personnel Manual.

The City hereby agrees to reimburse Employee for the costs of tuition and books not to exceed $650 per class, in accordance with the Tuition Reimbursement Policy for the following course(s):

Said tuition reimbursement is subject to the following conditions:

1. If Employee is an undergraduate he/she must, prior to being reimbursed by the City pursuant to this Agreement, submit a copy of a transcript of official statement by the registrar that a “B” grade or better was earned by the student/Employee for the course work mentioned herein above.
2. If a graduate, the Employee must provide a transcript or official statement by the registrar that a “B” grade or better was earned by the student/employee for the course work mentioned herein above.

1. A signed copy of this Agreement.
2. A copy of a receipt which reveals that tuition was paid in full.
3. A copy of a receipt which reveals that study materials were paid in full.
4. A written statement from the Training Office indicating that the required study materials have not been defaced and are usable material for other city employees.
5. An affidavit which states the amount, if any, that he/she received in financial aid or scholarship that paid for any of the course work herein above referred to.

Employee will submit sufficient required documentation to the Human Resources Director who will review the documentation and if complete and accurate will submit to Accounts Payable for reimbursement. Said reimbursement shall occur within thirty (30) days after submitted and acceptance by the Human Resources Director or his/her representative. Employee agrees that from the date the City tenders a reimbursement check for said course work mentioned above. Employee agrees that for each course he/she is reimbursed pursuant to this Agreement he/she shall agree to not voluntarily terminate his/her employment with the City for one (1) year from the date of reimbursement, subject to paragraph 3 below.

In the event Employee voluntarily leaves his/her employment prior to repayment of

The amount authorized for tuition reimbursement under this Agreement, Employee agrees to repay the City, within ninety (90) days of his/her termination, the pro-rated amount the City reimbursed pursuant to this Agreement.

Employee hereby agrees that at the City’s option, and in the event the Employee leaves the City owing reimbursement pursuant to this Agreement the City may, at its option, deduct the amount owed from Employee’s final paycheck. Employee further agrees that said deduction may be made whether or not there is a dispute that exists concerning the amount of the deduction or the interpretation of this Agreement and it shall be Employee’s duty, if a contested decision of the City with regard to withholdings pursuant to this paragraph, to file suit or take other appropriate legal action to recover the same.

The City of Las Cruces may authorize installment payments of the sum due and owing pursuant to Paragraph 6 above at its option. The Employee must make arrangement for such installment payments within thirty (30) days of the date that Employee voluntarily leaves employment with the City of Las Cruces.

In the event of default on any installment payment or any sum due under this Agreement, the City will be entitled to reasonable attorney’s fees and court costs for its collection efforts.

This Agreement constitutes the entire Agreement between the parties and there not other mutual understandings other than contained in this contract.