1. AUTHORITY

   Ohio Revised Code 5120.01 authorizes the Director of the Department of Rehabilitation and Correction, as the executive head of the department, to direct the total operations and management of the department by establishing procedures as set forth in this policy.

   
   

2. ‌PURPOSE

   
   

   The purpose of this policy is to establish a standardized process for granting educational leave with pay for employees to attend work related educational programs during scheduled work hours.

   
   

3. ‌APPLICABILITY

   
   

   This policy applies to all full-time Ohio Department of Rehabilitation and Correction (ODRC) employees.

   
   

4. ‌DEFINITIONS

   
   

   The definitions for the terms below can be found at the top of the policies page on the ODRC Intranet.

   Definitions Link

   • Diploma Mill

     
     

5. POLICY

   
   

   It is the policy of the ODRC that in the interest of encouraging personal growth and development and promoting professional skills and knowledge to consider granting eligible employees paid leave during scheduled working hours to participate in educational programs which are directly related to the employee’s work or career progression within the ODRC and will lead to the improvement of the employee’s skills and job performance.

   
   

6. PROCEDURES

1. Education leave may be granted at the discretion of the appointing authority when all of the following criteria are met:

   
   

   1. The employee has completed the initial probationary period and has a minimum of six (6) months state service prior to the date of the first class meeting. In addition, the employee must be satisfactorily performing their job duties.

      
      

   2. If the employee is enrolled in an education course that extends over a grading period (i.e., semester, quarter, or trimester) paid leave hours cannot exceed five (5) hours per week. If an employee is enrolled in a condensed, short-term education course (e.g., a 40-hour, one-week course), paid leave hours cannot exceed forty (40) hours per quarter.

      
      

   3. The education is received at an institution under the authority of the Ohio Board of Regents and accredited by the Council for Higher Education Accreditation (CHEA) or the Accrediting Commission of the Distance Education Training Council (DETC), with state colleges and universities, when possible, being the first school of choice. In addition, the course must provide college credit to the employee upon completion. CHEA recognizes the following regional accrediting bodies for colleges and universities in the United States: Middle States Association of Colleges and Schools; New England Association of Schools and Colleges; North Central Association of Colleges and Schools; Northwest Association of Schools and Colleges; Southern Association of Colleges and Schools; and Western Association of Schools and Colleges; and/or the accreditation is recognized by the U.S. Department of Education including but not limited to Clinical Pastoral Education.

      
      

   4. The contents of the course(s) taken must be job-related, or required for a job-related degree program, or within the scope of work performed in ODRC, and must increase the employee’s skills and/or knowledge relating to the employee’s work, or career progression, at the time of the course’s instruction.

      
      

   5. The employee’s work schedule and responsibilities can be accomplished without necessary overtime, compensatory time, or requiring additional staffing.

   6. The course is not offered outside normal working hours, or no substitute course is offered outside normal working hours.

      
      

2. The employee must complete a Request for Release Time for Education (DRC1443) which is submitted to the supervisor, or designee, at least thirty (30) days prior to the first day of the course. The supervisor shall recommend, or not recommend, approval within ten (10) days. The appointing authority/designee shall approve or disapprove the Request for Release Time for Education (DRC1443) within ten (10) days following receipt of the form from the supervisor. Should the course schedule change after submission of the original educational leave request, a new Request for Release Time for Education (DRC1443) must be submitted.

   
   

   It is recognized that on occasion colleges may change class schedules within the thirty (30) day period before the class starts, or that other extenuating circumstances may arise to cause delay. In

   these cases, the thirty (30) day requirement may be waived at the discretion of the appointing authority).

   
   

3. Employees who submit requests for leave to attend a college or school not accredited by CHEA, DETC or CPE shall be denied educational leave. Additionally, ODRC shall not recognize those degrees or certification(s) as accredited for promotional opportunities.

   
   

4. If the appointing authority has several requests for educational leave that meet the above-mentioned criteria, they should be prioritized taking into consideration the date the request was received, employee’s years of service, the benefit to the organization and any other relevant considerations as designated by the appointing authority. However, it should be noted that final approval or disapproval of a request for educational leave is at the discretion of the appointing authority.

   
   

5. The employee must submit a Request for Leave (ADM4258) for hours taken for approved educational leave. The employee must submit certified proof of completion of the course to the supervisor, or designee, immediately after the course is completed. Education leave shall not be granted to retake a course a second time.

   
   

6. The appointing authority may revoke educational leave for any operational reason.

   
   

7. An employee may not use any state equipment, supplies, computer software or computer systems, including ODRC e-mail, to perform any course work. An employee found in violation shall be subject to discipline and may have their education leave revoked.

Referenced Forms:

Request for Leave ADM4258 Request for Release Time for Education DRC1443