Our Lady of Lourdes Health Care Services, Inc.
POLICY NUMBER:
AS0540PER
NURSING CODE:
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TITLE:
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EDUCATIONAL ASSISTANCE (TUITION
REIMBURSEMENT) PROGRAM
ACCOUNTABILITY:
Vice President, Human Resources
OBJECTIVES:
RELATION TO MISSION:
Our Lady of Lourdes Health Care Services, Inc. OLLHCS, Inc., a Catholic
Health System – a member of Catholic Health East – dedicated to its
Franciscan tradition of serving all, will demonstrate the value of JOY by
providing educational assistance to eligible associates.
RELATION TO OPERATION:
To offer assistance to associates to enhance their education.
POLICY:
OLLHCS, Inc. offers educational assistance to those eligible
associates who successfully complete courses that maintain or
improve skills that meet the present or future needs of OLLHCS,
Inc.
I.
PURPOSE

To assist associates in career development

To provide a competitive benefit in order to effectively recruit
and retain highly qualified associates

To uphold the Mission by developing associates’ skills and
education
NOTE: ANY PRINTED COPY OF THIS POLICY IS ONLY AS CURRENT AS OF THE DATE IT WAS PRINTED; IT MAY NOT
REFLECT SUBSEQUENT REVISIONS. REFER TO THE ON-LINE VERSION FOR THE MOST CURRENT POLICY. USE OF
THIS DOCUMENT IS LIMITED TO LOURDES HEALTH SYSTEM STAFF ONLY. IT IS NOT TO BE COPIED OR
DISTRIBUTED OUTSIDE THE INSTITUTION WITHOUT ADMINISTRATIVE PERMISSION.
OUR LADY OF LOURDES HEALTH CARE SERVICES, INC.
PRINTED ON: 2/6/16
Our Lady of Lourdes Health Care Services, Inc.
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Educational Assistance (Tuition Reimbursement ) Program
II. ELIGIBILITY OF ASSOCIATES
1. All full-time and those part-time associates who are budgeted to work at
least 20 hours per week and have completed at least three months of
continuous service before the start of the class may be eligible for
reimbursement of qualifying tuition expenses as outlined in the
following table:
WEEKLY
BUDGETED
HOURS
35 - 40
28-34
20-27
%
REIMBURSED
ANNUAL
MAXIMUM
100%
80%
60%
$5,000
$3,000
$2,000
2. Length of service is determined by the associate’s adjusted hire date. If
an associate terminates and is rehired, the most recent date of hire will
be used to determine length of service.
3. Employment must be continuous from start to completion of the course.
4. Courses must be taken outside normal working hours so as not to
interfere with OLLHCS, Inc. work schedule.
5. An associate’s employment status (full-time or part time budgeted 20 or
more hours per week) at the beginning of the course will be used to
determine initial eligibility for reimbursement.
6. If a status change that results in a change of budgeted hours occurs
during the course, average hours worked per week during the course will
determine the level of reimbursement. In the event there is a forced
reduction in hours during the time the course is being taken, the
associate will be reimbursed using the budgeted hours at the time the
course began.
7. Any associate who resigns or who is involuntarily discharged prior to
completion of the course(s) for which he/she is seeking reimbursement
will not be eligible to receive assistance under this policy.
Our Lady of Lourdes Health Care Services, Inc.
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Educational Assistance (Tuition Reimbursement ) Program
8. If a non-FMLA eligible leave of absence occurs during
the course, the course will not be eligible for
reimbursement.
III.
RESPONSIBILITY
1.
Associates have an important role in their own education and
development.
Associates share the responsibility with their supervisors or leaders for
identifying educational and developmental needs in relation to job
requirements and for identifying sources for meeting those needs.
2.
Leaders are responsible for:
a. Identifying present and future educational and developmental needs of
their department
b. Developing a plan to accomplish the necessary education
c. Encouraging career development activities of associates
d. Discussing the types of development activities that will assist
associates in achieving their career objectives
e. Approving the courses submitted for educational reimbursement
based on the guidelines set forth in this policy
IV.
EXPENSES AND COURSES ELIGIBLE FOR EDUCATIONAL
ASSISTANCE.
The following types of courses are eligible for reimbursement under this
policy:
1. Courses taken at an accredited college or university. Courses must be
directly related to the associate’s current position or that directly enhances
potential for advancement within OLLHCS, Inc. to a position or rank that
the individual has a reasonable expectation of achieving.
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Educational Assistance (Tuition Reimbursement ) Program
2. Home study courses that earn credit from an accredited college or
university
3. Nursing Board Certification exams, the Certified Nurse Educator exam and
certification review courses that meet the express requirements, or the
requirements of applicable law or regulations, imposed as a condition to
retention of salary, status, or employment will be eligible (as
collaboratively approved by the Chief Nursing Officer of OLLHCS, Inc.).
4. Any programs, courses, or certifications from Lourdes Institute of
Wholistic Studies approved by the VP, Wellness and Mission are eligible.
5. Courses or programs directly related to Individual Development Plans for
leaders in the Lourdes Leadership Incentive Plan (LIP) are eligible.
Courses must be pre-approved by the leader’s supervisor and documented
in Success Factors.
6. Courses taken by nursing students enrolled in Our Lady of Lourdes School
of Nursing program.
ACT, PEP and CLEP Tests that earn college credit will be eligible.
V.
REQUIREMENTS FOR REIMBURSEMENT
1) All Educational Assistance Applications must be received by the Human
Resources department within three (3) months of completing a course.
2)
Eligible associates are reimbursed after they have satisfactorily completed
an approved course. Educational Assistance Applications must be
received by Human Resources within three (3) months (previous 6 months
submission requirement is acceptable for courses being taken through
12/31/2011) of completing a course with the following documentation:
A. Completed Educational Assistance Application
B. Proof of registration and tuition costs
C. Evidence of satisfactory course completion. For the purposes of
this policy, “satisfactory course completion” shall ordinarily mean
attainment of not less than grade level “C.” When grades are not
available (such as in a pass/fail situation), a student must take the
course for credit and obtain written notice that credit for the course
has been earned.
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Educational Assistance (Tuition Reimbursement ) Program
3) Option II - Pre-Payment
Eligible associates with at least one year of continuous service may
receive pre-payment of up to 50% of eligible tuition costs at the time
of registration by submitting an Educational Assistance Application
to Human Resources with the following documentation:
A. Completed Educational Assistance Application
B. Proof of registration and tuition costs
The pre-payment option will be available as long as the associate is “current” or
has submitted a record of course completion or non-completion for any prior
pre-paid courses.
4) Reimbursement will be made only after the receipt of all required
information.
5) Reimbursement will be included in the associate’s regular paycheck after
all requirements are met.
6) Educational Assistance may be subject to state and federal tax.
7) An associate will be required to repay OLLHCS, Inc. in the following
circumstances:


In the event of termination, with the exception of a
Reduction in Force, should the termination occur within
one year following the completion of a course for which
they had been reimbursed;
In the event the associate changes to per diem status within
once year following the completion of a course for which
they had been reimbursed.
OLLHCS, Inc. will use whatever means necessary to recover monies due
to be repaid.
VI.
EXPENSES INELIGIBLE FOR EDUCATIONAL ASSISTANCE INCLUDE:
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Educational Assistance (Tuition Reimbursement ) Program
1. Books, registration, lab fees, and student fees, etc. are not reimbursable.
2. GN Board Review courses.
3. Courses completed more than six (6) months prior to submission to Human
Resources.
4. Courses started before the completion of three (3) months continuous
service.
5. Any course paid for in full or in part by other sources, such as the Veterans
Administration, scholarship, or student grant programs. If an employee is
receiving educational assistance from another source (Federal Education
Assistance, Scholarship, Veterans Administration, etc.) the tuition assistance
will be coordinated so that the combined sources of assistance will not
exceed 100% of course cost.
6. The following expenses are not eligible for educational assistance, however
they may be paid through the departmental educational budget depending on
an assessment of departmental resources and needs:
a.
Business Schools/ non-college credit Certificate programs,
(e.g., non-college credit foreign language courses)
b.
Home Study, non-college credit, certificate programs,
c.
Continuing Education (CEUs & Seminars),
d.
Adult education: non-college credit (e.g., word processing
and computer classes),
e.
Maintenance of prescription writing privileges.
VII.
EXCEPTIONS:
Requests for approval for reimbursement of a Nursing Certification course that is
not listed on the “approved” certification list at the end of this policy should be
requested to the department leader. The department leader should submit the
request to the Chief Nursing Officer for inclusion. Courses that are not approved
for reimbursement through this policy may be paid out of the departmental
education budget, at the department manager’s discretion.
Exceptions approved by the Chief Nursing Officer and any other exceptions to the
policy must be requested in writing and approved by the Vice President of Human
Resources.
APPROVED BY:
Alexander J. Hatala, President and Chief Executive Officer
Our Lady of Lourdes Health Care Services, Inc.
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Educational Assistance (Tuition Reimbursement ) Program
ORIGINAL & REVISION DATE(s):
7/28/95, 05/26/99,
07/24/02, 08/24/06’
07/27/09
NEW EFFECTIVE DATE:
05/03/11
REQUIRES REAUTHORIZATION IN:
05/31/14
AS0540PER
Educational Assistance (Tuition Reimbursement) Program)
Our Lady of Lourdes Health Care Services, Inc.
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Educational Assistance (Tuition Reimbursement ) Program
Approved Board Certifications for Nursing
The following board certifications are recognized by OLLHCS, Inc. These certifications
are beyond basic licensure requirements in nursing and are granted by national agencies
approved to grant certifications. Certification examinations are initially required to obtain the
certifications and a prescribed number of continuing education credits are needed to renew and
maintain certifications by the sponsoring agencies. These certifications are above the basic job
requirements and do not include BCLS, ACLS, NRP, or PALS. Certification is to be pertinent to
the nurse’s current practice area.
Board certifications that enhance nursing and health care practice for Registered Nurses are:
 American Nurse Certification (ANA)
o Medical/Surgical Nursing
o Psychiatric and Mental Health Nursing
o Nursing Administration, Basic
o Nursing Administration, Advanced
o Cardiac Rehabilitation Nurse
o College Health Nurse
o Community Health Nurse
o General Nursing Practice
o Gerontological Nurse
o ANCC – Nursing Professional Development
o Pediatric Nurse
o Perinatal Nurse
o Case Management with Core Nursing Certification
o Case Management without Core Nursing Certification
o Ambulatory Care with Core Nursing Certification
o Ambulatory Care without Core Nursing Certification
o Clinical Specialists Certifications
 Adult Psychiatric and Mental Health Nursing
 Child Psychiatric and Mental Health Nursing
 Community Health Nursing
 Gerontological Nursing
 Home Health Nursing
 Medical-Surgical Nursing





American Associate of Critical Care Nurses (CCRN)
Council for Gastroenterology Clinicians
National Certification Board for Diabetic Education
Certified Dialysis Nurse (CDN)
International Board of Certified Lactation Consultants (IBCLC)
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Educational Assistance (Tuition Reimbursement ) Program
 National Associate for Health Care Quality
 Health Care Quality Professionals (CPHQ)
 NAACOG National Certification Cooperation
o Neonatal Intensive Care
o Low-Risk Neonatal
o Obstetrics (Inpatient)
o Mother-Infant
o Nurse Practitioners
o Inpatient OB
 Associate of Operating Room Nurses
o Certified Nurse Operating Room (CNOR)
 Association of Rehabilitation Nurses (CRRN)
 Board Certification of Emergency Nursing Act (CEN)
 Board of Nephrology Examiners (CNN)
 Board of Infection Control (CIC)
 Emergency Department Nurses Association (CEN)
 International Association of Enterostomal Therapy (ET)
 National Board of Nutrition Support Certification of the American Society for Parenteral and
Enteral Nutrition (CNSN)
 National Board of Pediatric Nurse Practitioners and Associates (CPNA or CPNP)
 Professional Certification Committee, American College of Health Care Administrators
(CNHA)
 Oncology Nurses Association
 Certified Post-Anesthesia Nurse (CPAN)
 Certified Childbirth Educator
 Holistic Nursing Certification
 Registered Nurse Certificate (RNC)
 Bariatric Certification
 Lourdes Institute of Wholistic Studies general listing of classes that can be taken and
reimbursed:
o Yoga teacher training
o Craniosacral therapy
o Shiatsu, Shin Tai
o Any Bodywork/Massage Technique course
o Herbal Medicine
o Traditional Chinese Medicine
o Lymphatic Drainage
o Neuromuscular Therapy
o Reflexology
o Aromatherapy
Medical –Surgical Preparation Course