Mount Royal Support Staff
EDT Funding

Instructions

NEW GUIDELINES FOR 2018. Please read them carefully and then complete this application. It is your responsibility to fill the application and follow application procedure and deadlines correctly.

             * Fill out one application per course
             * All required documentation must be uploaded to the application
             * Incomplete applications will be returned
             * Applications submitted with the wrong funding type will be cancelled
             * Late applications cannot be submitted

To begin choose an application type:

Employee Information

Course Information

Department/ MRU Paid Activity

MRU paid for work related activity

Check this box only if MRU / your department is funding this Professional development activity in part or full; the application confirmation and payment amount emails will be copied to your Manager, Supervisor, Dean, or Director as per details you enter below.

The application will be subject to the normal EDT guidelines, deadlines, payout calculation, and reimbursement process. Any EDT reimbursement awarded by EDT for work-related activities will be paid to the employee, who will then reimburse their department. If the application is not approved by EDT or is only partially reimbursed, it will remain the responsibility of the employee's department to fund the full cost of the work-related activities.

Attachments & Acknowledgement


Upload ONE PDF with all required documentation (each PDF uploaded replaces the previous, all documentation must be in ONE PDF).

The PDF to be uploaded must:
             * include the proof of cost in Canadian dollars (including proof of conversion rate to CAD if applicable). See FAQs tab for more information about what constitutes proof of cost
             * include confirmation of the course / conference / activity start and end dates
             * be named in the standard format of lastname_firstname_coursename_semesteryear (ie. Doe_Jane_HathaYoga_Winter2018.pdf)


Select File

*** NOTE: if you do not receive your confirmation email, check your SPAM folder and mark as 'not spam' ***



For more information see the www.mrustaff.ca website under EDT or contact the MRSA EDT committee at edtmrsa@mtroyal.ca

Proof of Attendance

Enter the Reference Number and click the check box.
Professional applications require proof of completion to be uploaded (ie. final grades / proof of completion form). The file must be named in lastname_firstname_coursename.pdf format (ie. DOE_JANE_CMNS420.pdf)
Click the blue 'Submit' button to complete the attendance step. You will get a confirmation email when your proof of completion has been sucessfully submitted.


Select Files

Look Up (Edit) Application

Choose 'Individual' or 'Dependant', enter the Reference Number, and click the blue search button to load the application. If you need to cancel this application, email edtmrsa@mtroyal.ca quoting the Reference Number.

Editable options include:
         * the cost
         * the reason the application is Professional development
         * the upload of a new documentation PDF
         NOTE: Each PDF upload DELETES the previous PDF.

Individual

UNDER CONSTRUCTION

Professional Development (Collective Agreement Article 28.3)

28.3 Professional Development

  1. To support professional development, the Board (MRU Board of Governors) will provide an annual grant of $120,000 for the purpose of Employee education, professional development and training. Eligible education and professional development activities may include:
    1. post-secondary courses at Mount Royal University or other accredited post-secondary institutions;
    2. professional designations and related course work, including non-credit coursework where appropriate; and
    3. professional development seminars/conferences/workshops.

Professional development must be relevant to the applicant's career at Mount Royal University and must benefit both the individual and Mount Royal University. Therefore, courses that are taken to maintain or upgrade employment-related skills (and language courses) are acceptable, and because they relate to the applicant's current or future responsibilities are not considered a taxable benefit. It is also the assumption that the applicant will continue his/her employment at Mount Royal University once the course is completed. Reimbursement is contingent upon the course completion, passing grades received and active employment status with Mount Royal University at the time of course completion.

All applicants must be dues paying MRSA members (regular, continuing term, conditionally funded term, limited term and replacement term). Probationary employees new to the University are not eligible for these funds. Members are subject to normal admission, selection and registration procedures, and may not pre-empt other students.

Reimbursement will be given for all costs associated with post-secondary courses (excluding textbooks and exam fees not included within the course fee) and conference registration fees (including taxes). Anything purchased outside of the conference registration fee is the applicant's responsibility. Fees of memberships for professional designations will not be covered. Members must attain (where applicable) a GPA of at least 2.0 or a passing mark (in the case of a Pass/Fail system) to receive reimbursement.

Reimbursement is prorated based on the number of applicants applying in a semester and the amount requested by each applicant. There is a maximum of 5 applications per year per employee (July 1-June 30) and a maximum reimbursement of $1000 per application. Any situation not covered by these guidelines will be reviewed on a case-by-case basis.

Personal Development/ Interest (Collective Agreement Article 28.4)

28.4 Personal Development/Interest

  1. To support personal development, interest, and wellness, the Board will provide an annual grant of $25,000 for the purpose of personal development/interest based activities.

    Eligible activities may include:
    1. group (4 or more attendees) health and wellness; and
    2. personal interest / conferences/workshops.
    Note: professional development activities will not be reimbursed through this funding.

Courses that are personal interest or technical skills not related to the applicant's employment at Mount Royal University and are taken mainly for the applicant's benefit will be considered a personal interest course and are therefore a taxable benefit. All applicants must be dues paying MRSA members (regular, continuing term, conditionally funded term, limited term and replacement term). Probationary employees new to the University are not eligible for these funds.

Reimbursement will only be given for the program or course registration fees (including taxes) for personal interest courses, conferences, workshops and recreational activities. Anything purchased beyond the registration fee is the applicant's responsibility. Membership dues for clubs, exam fees, personal training, individual lessons or transportation fees will not be reimbursed. Reimbursement for recreation courses will be limited only to those taken at Mount Royal University; no outside recreation course submissions will be accepted.

Reimbursement is prorated based on the number of applicants applying in a semester and the amount requested by each applicant. There is a maximum of 10 applications per year (July 1-June 30) and a maximum reimbursement of $200 per application. Any situation not covered by these guidelines will be reviewed on a case-by-case basis.

Bursaries for Dependants and Spouses (Collective Agreement Article 29)

The definition of a dependant is a legal dependant under the age of 25 years at the beginning of the semester of full-time study. The definition of a spouse is an individual whom the employee is married or with whom the employee has been cohabitating for a period not less than one year.

29.1 A sum of $25,000 shall be granted for the purpose of providing bursaries for children under the age of 25 and spouses of all MRSA members (excluding Probationary Employees) subject to the conditions below:

  1. the children or spouse must be registered as Full-time Students in credit courses at Mount Royal University during the fall or winter semesters;
  2. the children or spouse are subject to normal admission, selection and registration procedures and may not pre-empt other students;
  3. provision of bursaries for a semester is contingent upon the attainment of at least a grade point average of 2.0 across all of the courses in which a student is registered for that semester;
  4. no student shall receive more funding than the cost of their total tuition; and
  5. the Association shall provide the Department of Human Resources a list of bursary recipients within sixty (60) working days of the end of the fall and winter semesters. Any unused portion of the $16,000 shall be retained by the University.

Guidelines

      ELIGIBILITY & BASIC INFO

  1. You must be a current MRSA dues paying member (regular, continuing term, conditionally funded term, limited term, or replacement term) not on a leave top be eligible for funding. New employees must have passed the 6 month probationary period before they can apply for EDT funding.
  2. There is a maximum of 15 Personal applications and 7 Professional applications per budget year. Budget year is July 1 to June 30.
  3. You must apply with the correct application type. Applications submitted using the incorrect form will be cancelled.
  4. You must apply for funding during the application period within the semester that the course starts. Late applications cannot be submitted.
    Semester Course Start Date EDT Application Submission Period Completion Form Due Date
    FallSeptember 1 - December 31August 15 - November 15April 30
    WinterJanuary 1 - April 30December 15 - March 15June 30
    SpringMay 1 - June 30April 15 - May 31August 31
    SummerJuly 1 - August 31June 15 - July 31December 31

  5. APPLICATION FORM INFO

  6. Fill out one application per course/conference/activity.
             * Enter your info and details of the course or activity, including course name, location, start and end dates, and cost in Canadian dollars (CAD)
  7. Upload one PDF with all required documentation to confirm your application details as submitted. The PDF must be named in lastname_firstname_coursename_semesteryear format and must include:
             * Proof of cost in Canadian dollars (including proof of conversion to CAD if applicable). See FAQs tab for more information about what constitutes proof of cost
             * Proof of start and end dates for the course.
  8. The EDT committee will contact you if clarification concerning the application is needed or your application is missing required documentation. Incomplete applications will be cancelled if not corrected within the application period.
  9. You will receive a Reference Number via email for each application submitted; this Reference Number is required to do the Proof of Attendance step.

  10. COMPLETION STEP INFO

  11. Upon completion of the course/activity go to the Attendance tab and input the Reference Number given upon submission of the application.
    Professional Development Personal Development

    Credit/ Non Credit Courses:
    Click the button that states, "I have completed the course as applied for". Click the green "Select File" button to upload one PDF with the proof of attendance, ie. final grade, statement of attendance, certificate of completion, proof of completion form (PDF must be named lastname_firstname format). Lastly, click the blue "submit" button

    Conferences:
    Click the button that states, "I have completed the course as applied for". Click the green "Select File" button to upload one PDF with the proof of attendance, ie signed Proof of Completion form, scan of conference badge (PDF must be named lastname_firstname format). Lastly, click the blue "submit" button.

    Click the button that states, "I have completed the course as applied for' then click the blue "submit" button. No documentation is required for Personal applications.

    * You will receive an automatic email when the Proof of Attendance step is done - if you do not receive a notification email try this step again, contact EDT by email edtmrsa@mtroyal.ca, or contact the MRSA Office.

  12. 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).

  13. REIMBURSEMENT INFO

  14. Funding is based on the number of applicants applying in that semester and the amount requested by each applicant. The maximum dollar payout will be $1000.00 per application for the Personal courses and $1000.00 per application for the Professional courses.
  15. Professional reimbursements, being related to the applicant's current or future career, are NON-TAXABLE. Personal reimbursements are TAXABLE
  16. Reimbursement will be made via payroll. See the FAQs tab for more reimbursement details and timelines

  17. GENERAL

  18. Contact the MRSA Office or email edtmrsa@mtroyal.ca if the course was cancelled or not-attended as soon as possible so that funding can be re-allocated.
  19. Applicant Appeal Procedure: If you are not satisfied with an EDT Committee decision, notify the EDT Committee in writing of your appeal, 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. Refer to the current Collective Agreement for details.
  20. ** SEE FAQs tab for answers to commonly asked questions regarding eligible courses, applicable deadlines, and reimbursement time frames **

Education, Develop and Train (EDT) Frequently Asked Questions (FAQs)

Click on the questions below to see their corresponding answers.
            * If you have questions that are not addressed here or wish to give feedback on the EDT process, please contact the committee at edtmrsa@mtroyal.ca or contact the MRSA Office

What is new for EDT as of 2018?

Several things are new for this budget year:

  • Credit courses taken at accredited post secondary institutions can qualify as Professional regardless of whether they are directly related to your current or future career at MRU. The Collective Agreement specifies Professional funding is for "purpose of Employee education, professional development and training"
  • You can now apply for up to 7 Professional applications; the maximum dollar payout remains at $1000.00
  • You can now apply for up to 15 Personal applications, and the maximum dollar payout has been increased to $1000.00
  • When do I apply?

    You must apply for funding during the application period within the semester that the course starts. Please plan ahead!

    Semester Course Start Date EDT Application Submission Period Completion Form Due Date
    FallSeptember 1 - December 31August 15 - November 15April 30
    WinterJanuary 1 - April 30December 15 - March 15June 30
    SpringMay 1 - June 30April 15 - May 31August 31
    SummerJuly 1 - August 31June 15 - July 31December 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).

    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 separate and 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 $1000 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.

    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 (edtmrsa@mtroyal.ca) 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 edtmrsa@mtroyal.ca 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 edtmrsa@mtroyal.ca 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.