Policy 5.6 - Education Leave

Effective Date: 01-Oct-93
Responsible Branch: Human Resources Branch

Management Services Volume Table of Contents | Amendment Log

Scope

This policy covers education leave for all regular employees in the Ministry who have completed a minimum of two years employment with the government of British Columbia.

Policy

The Ministry recognizes that its employees represent a valued asset whose career development must be managed to support individual career aspirations and to ensure that the Ministry will have qualified employees to meet its future staffing needs.

To meet these goals, the Ministry will grant education leave to employees, subject to operational and staffing needs, and budgetary considerations.

Definition

Education leave is part of the employee development program and covers a leave of absence to attend an educational institution for a formal course of study leading to a recognized certificate, diploma, degree, or professional qualification.

Leave for education is between twenty-one working days and one calendar year; however, additional leave may be approved. The period of absence may or may not be consecutive.

Authority

This policy applies throughout the Ministry except where it conflicts with a provision of one of the following authorities, in which case the authority will prevail:

• collective agreement
• Treasury Board, Public Service Employee Relations Commission, or similar implementation order
• ruling of Federal Court, Provincial Court, or an adjudicator
• guidelines for special Ministry initiatives and programs intended to increase representation of designated groups

Education Leave With Pay

Education leave with 100% pay may be approved where:

• the training is employer-requested or prescribed
• there are demonstrated severe and immediate recruiting difficulties for essential functions, and
• the training is directly related to future job requirements

Education Leave Without Pay

Education leave without pay may be approved where:

• the Ministry wishes to establish a pool of potential candidates where a skill shortage exists now or will exist in the future
• it is difficult to satisfy the skill requirement through the internal staffing process, and
• the studies may be valuable to the Ministry, but the primary benefit will accrue to the employee

Employee Eligibility

To be eligible for education leave, employees must demonstrate:

• competent performance in all areas of their present job
• initiative and success with respect to their self-development
• potential for increased responsibilities

Employees should have a career plan which is realistic and achievable within the scope of the Public Service mandate and function.To remain eligible for education leave, employees must continue their enrollment and maintain satisfactory performance in their course of study.

Employee Agreement

Employees are required to sign an agreement stating that they will remain employed by the Province of British Columbia for a certain time period after completion of the training. The time period will vary depending on, for example, whether the leave was granted with or without pay, and on the provisions contained in the relevant collective agreement.

Applications

All applications for education leave with pay and those for education leave without pay in excess of six months, must be submitted at least six months prior to the beginning of the requested leave period.

Employees wishing to apply for an education leave should meet with their supervisor to discuss time frame, feasibility, pay and benefits, and any other pertinent factors. Before approving an application for education leave, the supervisor should consult with the appropriate human resources advisor to review the applicable authorities and explore the options for available subsidies.

Applications are forwarded to the appropriate signing authorities (see Approval, below) and should include the following documents:

• written request for education leave, signed by the appropriate authorities
• FS475, Application for Training & Development
• FS500, Leave Management Transaction
• GPSD15, Option for Benefits While on Leave
• signed statement from employee agreeing to return to work at the end of the education leave

Applications for education leave must be reviewed by an employee's supervisor and recommended for approval to the appropriate signing authority.

All applications for education leave with pay must be submitted to the Deputy Minister for approval. For education leave without pay, applications must be approved by the following signing authorities:

• 21 - 40 days: Regional Manager or Branch Director
• 41 days - 6 months: Assistant Deputy Minister
• over 6 months: Deputy Minister

Applications requiring the signature of the Deputy Minister are transmitted through the office of the Director, Human Resources Branch from either the Regional Manager or the Branch Director.

If an application for education leave is denied, the manager who denies approval must state the reasons in writing to the employee, who may seek redress at the third level of the grievance process.

Employee Termination

Termination of employment by the employee, or by the employer for just cause, will nullify any obligation for assistance and will result in a requirement for repayment by the employee of any financial assistance received.

References

• Master Agreement, BCGEU, Article 20.08
• PEA Master Agreement, Article 24.08(a), 25.01, and 25.02
• Personnel Management Policy and Procedures Manual, Vol II, Government of BC, Addendum 7, V2-D-7-1