UHD / Human Resources / Policy Statements / PS-02.B.12 - Staff Training and Development Policy

PS-02.B.12 - Staff Training and Development Policy

PDF version

Effective Date: July 16, 2025

Issue #: 10

President: Dr. Loren J. Blanchard

1. Purpose

This PS establishes the policy for implementing, monitoring, and participating in staff training and development programs, including the College Release Program, at the University of Houston-Downtown (UHD), in accordance with Texas Government Code, Chapter 656.041, Subchapter C, referred to as the State Employees Training Act, UH System Administrative Memorandum 02.A.26, and UH System Administrative Memorandum 02.A.41.

2. Definitions

College Release Program (CRP): An educational benefit that allows full-time, benefits- eligible staff to attend graduate and undergraduate college courses of up to three (3) hours per week, per regular semester (fall and spring), at the UHD or other University of Houston System (UHS) institutions.
Full-time, Benefits-eligible Staff (Staff): University employee who is employed for 40 hours per week for a period of at least four and one-half continuous months, excluding students employed in positions for which student status is required as a condition of employment, and employees holding a teaching and/or research position, classified as faculty.
Staff Education Reimbursement: An educational benefit that reimburses tuition and course-related fees to full-time, benefits-eligible staff attending credit-bearing classes at a UHS institution, leading to a degree or course applicable to their job.

3. Policy

UHD encourages employees to identify educational, training, and development opportunities that will improve job performance and develop employee potential in their current or prospective role.
Purposes that may be served by training and development opportunities include, but are not limited to the following:
- preparation of employees to handle new technological and legal developments;
- development of additional work capabilities;
- increasing the employee's level of competence;
- increasing the employee's opportunities for promotion within the University; and/or
- increasing productivity.
Training, development, and educational opportunities include, but are not limited to the following:
- training opportunities offered by various departments at UHD;
- training on mandated compliance issues;
- seminars, workshops, and conferences;
- the College Release Program (CRP); and
- on-the-job training to acquire the skills associated with a higher-level job on a pre-defined career ladder.
UHS System Administrative Memorandum 02.A.26, Employee Development and Training states it is the responsibility of each employee to complete annual mandatory training. Employees who do not complete annual mandatory training by the published deadline will not have met their job expectations and will, therefore, not be eligible for merit increases. Supervisors are responsible for monitoring their employees’ completion of mandatory training.
Texas Government Code, Chapter 656.041, Subchapter C, referred to as the State Employees Training Act (SETA), allows UHD to use public funds for development programs related to either current or prospective duty assignments. Funds may be expended from departmental accounts for employees to participate in development programs with supervisor and departmental approval. Appropriate expenses may include salary, registration fees, travel expenses, and training materials. Any reimbursement for travel expenses associated with seminars, workshops, or similar training events must meet all applicable policies, rules, and statutory provisions regarding travel of state employees.
Eligibility
- All staff may participate in training and development opportunities, subject to:
  - supervisor’s approval;
  - eligibility restrictions for the individual courses or programs, and;
  - availability of funds (where costs are involved).
- Only non-probationary full-time, benefits-eligible staff are eligible to participate in the CRP and/or receive Staff Education Reimbursement, subject to the same restrictions as in 3.6.1.
- Non-probationary full-time, benefits-eligible staff may participate in either the CRP or the Fitness Release Time Program each semester. Details regarding the Fitness Release Time Program may be found in PS 02.B.13, Employee Wellness Program Policy.
Training and development programs are normally offered during regularly-scheduled work hours. Staff are encouraged to participate in training at times that accommodate the departmental work schedule when appropriate. To the extent that it is possible and practical, supervisors are encouraged to allow their staff to participate.
- Supervisors may require attendance at certain training programs as part of the individual’s position and/or duties and responsibilities.
- Staff attending training and development programs with the supervisor’s approval are not required to make up time spent in training and development sessions.
Staff are responsible for providing to their supervisor certificates or other proofs of completion of training, and/or attendance at seminars, workshops, and conferences held off campus, and should note this information in the performance management system. It is the supervisor’s responsibility to request from HR verification of all University-provided training completed by their direct reports for inclusion in the performance management system.
College Release Program (CRP)
- The CRP provides non-probationary full-time, benefits- eligible staff up to three hours per week release time from normal duties to take credit-bearing courses toward a degree plan at a UHS institution.
- Classroom time and travel to and from class may not exceed three hours per week.
- Staff must:
  - go through the regular admission process and meet the relevant admissions requirements of the institution;
  - complete their probationary period before the semester begins;
  - acknowledge that their primary responsibility is to their job. An approved College Release Program and Staff Education Reimbursement Request represents a department’s commitment of release time for class attendance. Staff are obligated to their job responsibilities during work hours when the class is not in session.
  - request CRP leave through Absence Management for the approved hours per week release time from normal duties to take credit-bearing courses and reflect CRP release time on their electronic timesheets. The classroom time required to complete a course approved on the CRP and Staff Education Reimbursement Request may not be charged against any leave or reflect deductions in salary. Asynchronous online courses are not eligible for CRP leave.
- The cost of non-course related fees and books are the responsibility of the employee.
- CRP is only applicable to courses leading to a degree or for professional development applicable to the employee’s job or career ladder.
Staff Education Reimbursement
- Staff may be eligible to receive education reimbursement, subject to availability of funds, provided they meet the following criteria:
  - they are employed at UHD in a non-probationary capacity prior to the beginning of the semester for which they are seeking reimbursement;
  - they are employed in a full-time (40 hours per week), benefits-eligible position;
  - they are enrolled at a UHS institution in credit-bearing classes leading to a degree or course applicable to their job or career ladder;
  - they are employed at UHD through the official close of the term (as shown in the official semester class schedule) for a specified semester;
  - they earned a “C” grade or better in the specified semester;
  - they have no prior financial obligations to the State of Texas, UHD or other components of the UHS; and
  - they are in good academic standing (e.g., not on academic probation).
- Staff enrolled in classes at a UHS institution may receive staff education reimbursement for one class based on UHD’s tuition rates at the time the reimbursement is sought. Reimbursements are eligible for an exclusion from gross income up to an allowable amount per Internal Revenue Code (IRC), Section 127.
- Staff who did not earn a “C” or better for the specified semester, or who dropped/withdrew from classes approved under the CRP, will not be eligible for College Release Time nor Staff Education Reimbursement the following semester.

4. Procedures

Prior to the official beginning of the semester and before registering for classes, eligible staff will complete and submit the College Release Program and Staff Education Reimbursement Request (Request).
The employee’s supervisor will review and approve or deny the Request.
If approved, Staff will register for class(es) and forward the approved Request with a copy of their registration and fee statement to HR prior to the official start of the semester. Employees whose requests for Staff Education Reimbursement are received prior to the start of the semester will be eligible for reimbursement, provided all requirements in section 3.10 have been met and funds are available.
At the close of the semester, HR will review the participant’s grade and certify the Request.
Staff taking a class at other UHS institutions (non-UHD) must provide proof of a final grade to HR within 15 calendar days of the official close of the term.
Once HR certifies the final course grade, the list of Staff eligible for education reimbursement will be sent to Student Accounting.
Student Accounting will review the student’s financial record.

If the staff member:

has a financial obligation to UHD or other component of the UHS for anything other than the semester being reimbursed, reimbursement will be denied.
does not have any financial obligations or only owes for the reimbursement semester, the reimbursement will be approved.
received UHD-funded grants and/or scholarships, the staff education reimbursement will be reduced by the amount of any such grants and/or scholarships.

Once all Staff Education Reimbursement Requests have been processed by Student Accounting, they will be forwarded to Payroll.
Reimbursements will be processed through the payroll system. If the employee has a financial obligation for the semester being processed, the reimbursement will be offset by the amount owed.
A copy of the Request will be placed in the employee’s personnel file.

5. Review Process

Responsible Party: (Reviewer): Vice President for Human Resources

Review: Every three years on or before August 1 and as necessary.

Signed original on file.

6. Policy History

Issue #1: 01/09/08

Issue #2: 04/28/08

Issue #3: 09/29/08

Issue #4: 08/20/09

Issue #5: 08/18/10

Issue #6: 10/10/13

Issue #7: 07/09/15