New info for Massive Open Online Courses (MOOCs)
What needs to be supplied for online courses?
EDT requires the same information as for in-person courses and activities: proof of cost, start and end date, and for professional applications a description of how the activity fits that criteria. For courses paid in other currencies, proof of conversion to CAD is required.
What if the online course doesn't have a scheduled start and/or end date?
Some online courses start when payment is made. A screenshot that indicates such along with your date of payment will be suitable for proof of start date. For courses that have extended or indefinite access, EDT can accept a screenshot of that information along with a reasonable date for when you intend to complete the activity.
What about online courses that are free unless you want the official certificate?
Many courses are offered free to audit or with fees for marked assignments and certificates of completion. These certificate courses may be eligible for EDT professional development; include the reason it is professional development in the application and provide the certificate or grade for your proof of completion.
What about online courses that operate on an annual 'membership' or 'subscription' basis?
Although membership fees to get/maintain professional designations are explicitly excluded for eligibility, these are fees for learning opportunities and as such do fall within the spirit of the EDT funding program and are eligible for Personal funding. Provide the start date for the course intended, and use the anticipated completion date as the end date.
Date of payment is the start date of the course, unless otherwise specified in documentation. Please be careful that you apply for the appropriate semester.
What about online courses that operate on monthly fee access?
Due to the nature of the payments that are ongoing, and the way the EDT database is set for applications, these courses would not be eligible for EDT.
What counts as proof of attendance/completion?
Only Professional applications require proof of attendance, and the certificate achieved at completion would count as proof of attendance.
What is new for EDT as of 2019?
There are 2 new features for the 2019 budget year:The maximum dollar payout has been increased to $3000.00
Travel and accommodation expenses are eligible for reimbursement under a pilot project - restrictions and caps apply - see GUIDELINES for full details.
When do I apply?
You must apply for funding during the application period within the semester that the course starts. Please plan ahead!
||Course Start Date
||EDT Application Submission Period
||Completion Form Due Date
|Fall||September 1 - December 31||August 15 - November 15||April 30|
|Winter||January 1 - April 30||December 15 - March 15||June 30|
|Spring||May 1 - June 30||April 15 - May 31||August 31|
|Summer||July 1 - August 31||June 15 - July 31||December 31|
How do I apply?
For Professional and Personal applications: use the online database: mrustaff.ca/applyedt. For Bursaries: fill out this form (also available on the MRSA website under 'Member Resources') and submit to the MRSA office
and submit to the MRSA office prior to the deadline:
How many applications can I submit per budget year (July 1-June 30)?
7 Professional development applications and 15 Personal development applications.
What is considered Professional Development?
Courses and activities that are relevant to the applications career at Mount Royal University are Professional, as are credit courses from accredited post secondary institutions taken to maintain or upgrade employment-related skills. Standard First Aid and all languages courses are also included as Professional. These courses and activities benefit both the applicants current or future responsibilities as well as MRU, thus reimbursements are a non-taxable benefit.
Why do I have to explain the reason for taking the course when applying for Professional development?
This is the proof required for applying for Professional Development versus Personal Development.
What is considered Personal Development?
Courses and activities that are personal interest or technical skills not related to the applicants career and are taken mainly for the applicants benefit. These may include credit and non-credit courses, workshops, and conferences that are not relevant to the applicants career. MRU group (4 or more) recreation courses are covered by Personal development EDT funds. These courses are for the applicants personal benefit, thus funds reimbursed are a taxable benefit.
What is proof of cost?
EDT requires documentation that clearly indicates the cost of the activity. A receipt with just a total does not indicate proof, however pairing the receipt with other proof would work (ie. screenshot of course cost webpage from the institution/organization or an email from the institution) EXAMPLE.
What if the course was paid with USD or other foreign funds?
EDT requires proof of the cost in the foreign funds as well as the proof of conversion to CAD. A credit card statement usually has this conversion, or take a screen shot of the exchange rate from a site such as the Bank of Canada Exchange Rate site.
What will I be reimbursed for?
EDT covers the cost of taking the course (tuition and mandatory student fees), the conference/workshop registration fees, and MRU Recreation group classes (must be at least 4 or more in the group). Any GST charged is also covered.
What is not covered by EDT?
Any fees outside of the tuition and conference registration/workshop fees are not covered. Recreation courses not taken at MRU are not covered. Textbooks, examinations, membership dues for professional designations/clubs, individual lessons (must be a minimum of 4 participants), transportation, parking, and lodging fees, and optional meals/activities are also not eligible for EDT funding.
Is MRU Recreation's new FLEX PASS eligible for EDT funding?
YES! The receipt from Recreation that includes the cost and valid semester is the easiest documentation to provide. The start date is the first date of the valid semester OR the date of purchase if the semester is underway. The end date is the very last day of the semester.
Can I apply for EDT funding for MRU Recreation Drop In passes?
YES! The start date is the date the passes are purchased; the end date is the last day of the semester (ie. if purchased Sept 5 the end date would be the last day of the Fall semester).
Can I apply for EDT funding for personal training?
Yes, as long as it is through MRU Recreation and it is group, with a minimum of 4 people. Provide the contract dates and proof that there are at least 4 people in the group along with the proof of cost. Use the first session date as the start date and the last session date for the end date.
How do I edit my application?
Go to the mrustaff.ca/applyedt site and use the Look Up (Edit) tab. Enter the Reference Number and click the blue button to load your application. The cost and reason the course is professional development fields can be edited, and a new PDF can be uploaded (note: each PDF upload replaces the previous). Click the "submit" button when finished. You will be emailed a confirmation of the edit.
NOTE: each new PDF upload replaces the previous documentation.
How do I manage my application?
During the application process, emails will be sent as confirmations. The Reference Number will be referenced in each email, and it will be required for the reimbursement process. You can create an email folder entitled "EDT" for all the information to be stored. Another idea is to create an event or task in your calendar on the course / activity end date as a reminder to complete the attendance step of the application.
Why do I get so many emails?
The application database automatically sends out emailed confirmations when steps are done. At minimum there will be 5 emails throughout the process: application submitted, application approval, proof of completion submitted, proof of completion step approval, and 'payout is in process' notification. You will also get emails if you are missing information from your application or if the Committee requires more information.
When does the Attendance step need to be done?
The Proof of Attendance must be submitted by one semester following the completion date of the course or funds will be re-allocated and the application will be cancelled (eg. if the end date is February 10 the Proof of Attendance step must be done before the end of Spring semester, June 30).
How do I do the Proof of Attendance step?
Go to the mrustaff.ca/applyedt site and use the Attendance tab. Enter the Reference Number, and click the checkbox that states: 'I have completed the course as applied for'. Professional applications require documentation (PDF format, must be named lastname_firstname format) uploaded as proof of completion, but Personal applications do not. Lastly, click the blue "submit" button.
What counts as Proof of Attendance?
The proof of attendance depends on the type of Professional development. Some examples of proof include: final grade statements, "attended" statements, a copy of the certificate received, letters from the instructor, signed Proof of Completion form (it can be signed by the facilitator or by the applicants supervisor). For conferences EDT can also accept a scan of the conference badge.
I have used all my Professional apps, can I use the Personal funding now?
No. Each pool of funding is for separate purposes and has different taxation implications. You cannot use both for the same purpose.
How much will I be reimbursed?
Funding is based on the number of applicants applying in that semester, the amount requested by each applicant, and the amount allocated to the funding period. The maximum reimbursement is $1000 for Personal applications and $3000 for Professional applications.
Will I be taxed on reimbursed funds??
Professional reimbursements are non-taxable. Personal reimbursements are taxable. Any reimbursement may impact your personal tax return process.
How do I get reimbursed?
Once the Proof of Attendance step is done, EDT committee members must do a final approval, and the MRSA Admin regularly runs a report of completed applications. This report is sent to Payroll, and at this time you will be emailed to notify you of the reimbursement amount. Payroll will add the amount(s) to your pay, under separate line of "Tuition Reimbursement Non-Taxable" (for Professional applications) or "Tuition Reimbursement Taxable" (for Personal applications). The time frame for this depends on where Payroll is in the pay cycle when they receive the reimbursement report. (No payouts can happen until the semester application period has closed).
When do I get reimbursed?
The earliest that payouts can happen is after the semester application period has closed. Timing also depends on when the Committee members are able to process the application as there are several overlapping stages of applications and funding periods. When you receive the email with the reimbursement amount you will know that Payroll is working to add the amount to one of the following pays. The time frame for this depends on where Payroll is in the pay cycle when they receive the reimbursement report from EDT.
Can I be reimbursed to a FOAP?
Reimbursement goes through Payroll and is added to your pay; it cannot be reimbursed via any other method including transfer to FOAP.
What if my Department pays for the course?
You can still apply for EDT funding, just indicate that the course / activity is department paid in the appropriate section. The application is subject to the same EDT policies and procedures, and follows the same payout process. There is no assurance that you will receive EDT payment in full. The reimbursement awarded for work related activities paid for by MRU will be paid to the Employee, who will then reimburse their Department. If the application is not approved or partially reimbursed it will remain the responsibility of the Employee's Department to fund the full cost of the work related activity.
How do I pay back my Department if the activity was Department paid?
You will need to write a cheque for the reimbursed amount (or agreed upon amount) with Mount Royal University as the payee. The Department contact will need to complete a Cash Remittance form specifying which FOAP is being reimbursed; they will then submit the form and cheque to Finance (to access the Cash Remittance template: open Excel, click File, Open, navigate to P:\FORMS\MR Templates folder, and open the Cash Office Remittance Form template)
What if my Manager/Supervisor requests that I take a course?
If it is a specific request from your Manager/Supervisor, the Department should be willing to pay for that course. Given that funding can be difficult at this level, you may apply for funding through the EDT program.
Will my Manager/Supervisor have access to my application(s)?
Only if you have indicated that the course is paid for by your Department and the application includes their contact information. They will be emailed upon application submission as well as the payout notice.
I switched courses, can I transfer an application?
Applications are non-transferrable. If you transfer to another course you must cancel the original application and place an application for the new course, even if it is the same cost.
I just found out about a course, can I apply for funding after the deadline?
Late applications cannot be accepted.
What if I withdraw from a course or it is cancelled?
Inform the EDT Committee by email (email@example.com) as soon as possible so that the money can be reallocated.
Will I receive funding if I take a recreation course outside of MRU?
No, the funding budget for these courses is limited. MRU Recreation offers a great variety and at a member's price. It makes financial and economic business sense to keep MRU dollars within MRU
What if I take a credit course from a post secondary institution but it is not relevant to my current position at MRU?
If the course taken as life-long learning or is relevant to your career, and regardless of whether it is taken towards a credential, the course is considered Professional development. If it is fully for personal interest, it is considered Personal development course, but applicants cannot apply some courses as Professional and others as Personal.
I forgot to do the proof of completion by the deadline, can I still get funding?
No. Once an application is cancelled the funding is reallocated. If there are extenuating circumstances email the committee at firstname.lastname@example.org or contact the MRSA Office.
I was not able to make the necessary edits to my application before the deadline; can I still get funding?
No. Once an application is cancelled the funding is reallocated.
Are Probationary Employees eligible for EDT funding?
Probationary Employees new to the University are not eligible for EDT funding; they must have successfully passed the 6 month probationary period before they can apply. The courses must also start after the probation is completed(if the course began before the end of the probationary period, it is not eligible for funding).
Are members that are on Leaves of Absence (Maternity, LTD, Unpaid Leaves of Absence) allowed to access EDT funding?
No, EDT policy states that applicants must be MRSA dues paying members at the time of application for EDT funding. Our Constitution states that the University collects dues from the members' pay; if a member is not getting paid, they should not be paying dues. Members cannot opt to pay dues during these leaves.
What if I leave MRU?
It is the assumption that the applicant will continue their employment at Mount Royal University once the course is completed. Reimbursement is contingent upon the course completion, passing grades received, and active employment status at Mount Royal University. If you are no longer an Employee of MRU at the time of course completion you will not be eligible to receive a reimbursement. If your course end date is prior to your end date, you are still eligible for funding.
How can I appeal a decision?
If you are not satisfied with an EDT Committee decision, email the committee at email@example.com appealing the decision, and copy it to the MRSA President. The appeal will then be discussed at the EDT Committee meeting. If a decision cannot be made, then the decision will be reviewed by the MRSA President, who will make the final decision.