Free Self Development Policy

We are pleased to include a sample Self-Development Policy that you can use in your business.

Remember to review and/or adapt this policy in accordance with company-specific requirements and all relevant legal considerations.

Self Development Policy

[Insert Company Name Here] encourages people to develop their skills through on-the-job training, Courses, and training on one’s own time, commonly known as self-development.  The Self Development scheme is open to all approved permanent [Insert Company Name Here] employees. Typically, reimbursement is made upon successful completion of the course to current employees. (NOTE:  see degree level section for exceptions to this).

All self-development courses are attended by employees at their own expense and on their own time.  Should an employee need to finish work early to start a course regularly, they must make up the hours at another time or take the time off at their own expense.  This should be discussed with their supervisor, who must consider the current business needs and future requirements. 

The Self Development Scheme is an integral part of our training plan and must be tracked accordingly.  To assist us in monitoring the number of people completing Self-Development courses and to budget for the same, the following process must be followed.

Process for approval of course:

Before signing up for the programme, complete a Self-Development application form, which can be found in the HR Department.

The form must be completed by the applicant and signed off by their Department Manager.  A Self-Development Application must be completed for each year of a course.

The completed form should then be given to H.R. for final approval.  This form will then be returned to the application – ONLY AT THIS STAGE, should the application confirm attendance on any programme.

Approval is granted based on the applicant’s need for development and the department’s training requirements. Additionally, the training planned must be within the department’s budget.  Should an Application be refused, a reason will be written on the form and returned to the Applicant.

Reimbursement

Upon successful completion of the relevant course, the employee must complete a Cheque Request form, which can be obtained from the Human Resource Department.  This form must be signed off by the department Manager and by HR.

Attached to the Cheque Request form should be;

A copy of the course results.

Original receipts for course fees and exam fees.

Once the cheque request form is signed, it will be submitted to Finance for payment, and the employee’s training record will be updated accordingly. 

Eligibility For Reimbursement

The program will reimburse courses meeting the above criteria at (FIGURES TO BE AGREED) percent of your costs for tuition, books, and eligible fees up to (FIGURES TO BE AGREED) in a calendar year. 

Expenses eligible for reimbursement include tuition, required books, required software, and fees, unless otherwise specified below. 

Expenses NOT eligible for reimbursement are admission test fees; application fees; insurance fees; parking fees; review classes and related exam fees for tests such as the GMAT, SAT, CPA; late fees; deferred payment fees; shipping and mailing charges; tutoring; transportation; lodging; course supplies, such as art supplies; and equipment, such as computers and cameras. 

Once you have received partial payment for a course, you cannot resubmit any remaining charges for that course in any following calendar year.

Reimbursement Deadlines 

Reimbursement requests must be submitted no later than one year from the date your course was completed or within 60 days of your termination date, whichever is sooner. The only exception to this rule is for laid-off employees.  Laid-off employees may be reimbursed for courses that end after their termination date as long as such courses meet the same reimbursement criteria that apply to active employees. The reimbursement application is submitted within one year of course completion.  Laid-off employees are not eligible for reimbursement for any courses that begin after their layoff/termination date.

In all cases, failure to complete the course will result in complete reimbursement to [Insert Company Name Here].

Degree/Master Level Courses

A Degree/Master level course, in this case, will be defined as any traditional degree or master’s programme OR any courses costing more than (FIGURES TO BE AGREED) per year, provided all the above criteria have been met and the above processes followed:

The candidate may receive payment in advance of the course to cover the expenses of the course.  This will involve an additional signature by the applicant on the self-development form agreeing to the return of fees, should the applicant leave the Company or fail the course.

Study Leave/Exam Leave.

To assist employees in their studies, employees may apply for Study Leave / Exam Leave.  The duration of Study Leave is X hours per subject.  This time off must be agreed upon in advance between the Employee and their Manager/Supervisor. Exam Leave – If an exam falls on a working day, four hours of Exam Leave are allowed; however, this must be agreed upon between the Employee and their Manager in advance.   If an exam falls on the employee’s day off, no time off is allowed. 

Course Eligibility 

Courses must meet all of the following criteria to be eligible for educational assistance:

Courses must directly relate to your job. 

To be eligible, courses must maintain or improve the skills required in your present job. You will not receive reimbursement under the program for classes, elective or otherwise, that do not directly relate to your job. For example, if you take a physical education course as an elective, and the course does not directly relate to your job at [Insert Company Name Here], your costs would not be reimbursable under the program.

Courses must be approved before any payment can be sent to you. 

Your manager and HR must sign your application, and your course must meet [Insert Company Name Here] Educational Assistance Program guidelines before [Insert Company Name Here] can reimburse you for the course. 

Courses must begin and end while you are working at [Insert Company Name Here] 

You must be on [Insert Company Name Here] payroll at the time your courses begin. If you leave [Insert Company Name Here], you will not be reimbursed for expenses you incur for courses that are not completed by the date your [Insert Company Name Here] employment ends. For specific-level classes, you will need to reimburse [Insert Company Name Here] for costs that have already been claimed.

The only exception to this rule is for laid-off employees.  Laid-off employees may be reimbursed for courses that end after their termination date as long as such courses meet the same reimbursement criteria that apply to active employees. The reimbursement application is submitted within one year of course completion. You will not be eligible for reimbursement for any courses that begin after your layoff/termination date. Courses must be taken at accredited schools. Courses must be offered through colleges and universities recognized by [Insert Company Name Here] (if in doubt, check with HR, who can give you confirmation of the same).  [Insert Company Name Here] feels it is in your best interest to know whether or not the school you have selected is an accredited school.

Remember, if you have any doubt, you can apply for pre-approval.

In all cases, failure to complete the course will result in complete re-imbursement to [Insert Company Name Here]

Self-Development Programme

Application For Approval.

To be completed before registering for a course

Name     I.D.  

Signature     Date  

Dept.    

Method of Study (Please Tick)  

Night Class     Distance Ed.      Block Release Day Release.  

Qualification  

Certificate Diploma Degree* Masters*  

Duration   Location    

Cost of the Course. Please give details on the following expenses

        Course Fees    

  Registration Fee    

  Enrolment Fees    

  Examination Fees    

  Total _______________    

Course Title          

Details of course objectives  

Reasons for choosing this course.  

Signatures        

Dept. Manager        

Organisational Development Manager      

Reason/s for non-approval.  

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

*If, within a period of 2 years of completing your training with [Insert Company Name Here], you leave the service of [Insert Company Name Here], either voluntarily or as a result of your employment being terminated for any lawful reason other than redundancy, you will be required to repay to [Insert Company Name Here], an amount equivalent to 50% of the cost of the said training.

If, within a period of 1 year of completing your training with [Insert Company Name Here], you leave the service of [Insert Company Name Here], either voluntarily or as a result of your employment being terminated for any lawful reason other than redundancy, you will be required to repay to [Insert Company Name Here], an amount equivalent to 75% of the cost of the said training. If, during the course, you leave the service of [Insert Company Name Here], for any lawful reason other than redundancy, you will be required to repay to [Insert Company Name Here] 100% of all associated costs. Failure to complete the course in any manner, you will be required to repay to [Insert Company Name Here], an amount equivalent to 100% of the cost of the said training.

In this regard, you hereby authorise [Insert Company Name Here] to automatically deduct or withhold any amounts for any sums or payments due by it to you in any respect or capacity in full or partial satisfaction of any sum owed by you to [Insert Company Name Here] by reason of this Bond or for any other reason upon the giving of notice by you of your intention to leave [Insert Company Name Here], or upon the giving notice to you by the company of its intention to terminate your employment, or in any other circumstance. 

SIGNED (Participant):