Mount Royal Support Staff
EDT Funding

Today's Date: 06/27/2017

Instructions

Please read the guidelines carefully and then complete this application. It is your responsibility to fill the application correctly.

Fill out one application per course. Include all required documentation. Incomplete applications will be returned to the applicant and applications submitted on the wrong form will be cancelled. Late applications will not be accepted.

To begin choose an application type:

Employee Information

Course Information

Department/ MRU Paid Activity

MRU paid for work related activity

If you check this box, the application confirmation and payment amount emails will be copied to your Manager, Supervisor, Dean, or Director as you enter below.

This application for work-related activities, (paid for by MRU), will be assessed by the MRSA EDT Committee. There is no assurance that they will be paid for by the MRSA in part, or in full. Any payment which is 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, in full or in part, it will remain the responsibility of the employee's department to fund the full cost of the work-related activities.

Attachments & Acknowledgement

Please upload all required documentation in one PDF. The PDF must be named in the format of: lastname_firstname_coursename_semesteryear.pdf format (ie. DOE_JANE_HATHAYOGA_WINTER2017.pdf)


Select File



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 funding applications require a PDF of your grades / proof of completion form uploaded. Name the file lastname_firstname_coursename.pdf (ie. DOE_JANE_CMNS420.pdf)


Select Files

Look Up Application (Edit)

Choose 'Individual' or 'Dependent', enter the Reference Number, and click the blue search button to load the application.
Editable fields include the cost and the reason the application is Professional development, and users may also upload a new PDF. PLEASE NOTE: Each PDF upload deletes the previous.
If you wish to cancel this application, please send an email to: edtmrsa@mtroyal.ca quoting the Reference Number.

Individual

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 $70,000 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 28.3)

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 $16,000 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

  1. You must be a current MRSA dues paying member (regular, continuing term, conditionally funded term, limited term, or replacement term) and have passed the 6 month probationary period to be eligible to apply for EDT funding.
  2. There is a maximum of 10 Personal applications and 5 Professional applications per budget year. Budget year is July 1 to June 30.
  3. You must apply for funding during the application period within the semester that the course starts. Late applications will not be accepted.
    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
  4. Fill out one application per course. Applications submitted using the incorrect form will be cancelled.
  5. Upload one PDF with all required documentation, named in lastname_firstname_coursename_semesteryear format. Proof of cost in Canadian dollars (including proof of conversion rate if paid in foreign funds) and proof of start and end dates for the course are required for all applications. A description of the course/conference/activity is required if the course is taken outside of MRU.
  6. The EDT committee will contact you if clarification concerning the application is needed. Incomplete applications will be cancelled if not corrected within the application period.
  7. You will receive a Reference Number via email for each application submitted; this Reference Number is required to do the Proof of Attendance step.
  8. 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 Files" button to upload one PDF with the proof of attendance, ie. final grade, 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 Files" 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.

  9. 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).
  10. 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.
  11. 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 $200.00 per application for the Personal courses and $1000.00 per application for the Professional courses.
  12. 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.
  13. ** 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.

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 you must use the online database: mrustaff.ca/applyedt. For Bursaries please print and complete this form 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)?

5 Professional Development applications and 10 Personal Development applications.

What is considered Professional Development?

Professional development must be relevant to the applicants career at Mount Royal University and must benefit both the individual and Mount Royal University. Courses that are taken to maintain or upgrade employment-related skills are acceptable and because they relate to the applicants current or future responsibilities are not considered a taxable benefit. It is also 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 (a minimum of a 2.0 GPA for credit courses) received and employment status at Mount Royal University.

Why do I have to explain the reason for taking the course and the relevance to my position at MRU?

This is the proof required for applying for Professional Development versus Personal Development.

What is considered Personal Development?

Courses that are personal interest or technical skills not related to the applicants employment at Mount Royal University and are taken mainly for the applicants benefit will be considered a personal interest course and are therefore a taxable benefit. These may include credit and non-credit courses, workshops, and conferences that are not relevant to the applicants career at MRU. MRU Recreation courses are covered by Personal development EDT funds.

What is proof of cost?

EDT requires documentation that clearly indicates the cost of the course/activity. A receipt with an unitemized 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).

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. Membership dues for professional designations/clubs, individual lessons, transportation, parking, and lodging fees, and optional meals/activities are also not eligible for EDT funding.

How do I edit my application?

Go to the mrustaff.ca/applyedt site and use the Look Up 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. 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. Create an email folder entitled "EDT" for all the information to be stored in as Reference Numbers will be given for each application and will be required for the reimbursement process.

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". Only Professional applications require documentation uploaded for the proof of completion step; the PDF must be named in the lastname_firstname_coursename format (see FAQ: What counts as Proof of Attendance? for examples of proof). 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 applicant's supervisor). For conferences EDT can also accept a scan of the conference badge. Courses that are graded should have a grades statement for the proof of completion.

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 $200 for Personal applications and $1000 for Professional applications.

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 (Christine) 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?

There is no assurance that you will receive EDT payment in full. Any payment which is 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, 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, then 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 copied on the application submitted and the amount granted emails.

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 course from a post secondary institution but it is not relevant to my current position?

If the course is not relevant to your career at Mount Royal University, the course will be considered a Personal Development course and will qualify for funding as such. For example, photography, art courses, floral design - are courses offered at postsecondary institutions but to qualify for Professional Development they must be relevant to your career.

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 to explain.

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 be passed the 6 month probationary period before applying.

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 dues paying members at the time of application for EDT funding. In addition, 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, so they 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 employment status at Mount Royal University. If you are no longer an Employee at the time of course completion you will not receive a reimbursement.

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.