• Graduate School Flow Chart

     Zoom Link from 8/31/21 Passcode:  @6nzn+2n

    To guide you through the graduate school process, follow the path that best suits the kind of coursework you plan to complete.

    • Path A: Graduate Coursework for a Grade or Graduate Coursework Toward an Advanced Degree
    • Path B: Coursework for District Required/Recommended Development

     

    Path A: Graduate Courses for a Grade/Graduate Courses Toward an Advanced Degree

    Courses in Path A are graduate courses an employee chooses to enroll. Graduate courses may or may not be toward an advanced degree.

    Before completing any paperwork, you must first look on the Higher Learning Commission Accreditation List and/or the ISBE Directory of Approved Programs to ensure the course you plan to take is from an approved preparation program. 

    1. Course Approval  
    1. Complete the Course Approval Form
    2. Print the course description that has been provided by the university/college.
    3. Submit the completed Course Approval Form and course description by email to d34hr@antioch34.com.
    4. These two documents must be submitted for approval a minimum of ten (10) calendar days before the date of the first course meeting. If the pre-approval form arrives after this date, the coursework will still count towards lane advancement but NOT for course reimbursement. 
    5. Sample Course Approval Form AND printed description

     

    1. Coursework
    1. If the course is approved, the Administrative Assistant to Human Resources will email a copy of the pre-approval form back to the staff member within seven (7) calendar days and add the course to a shared Google document in order to track progress between the staff member and Human Resources. The staff member can then enroll and complete the class.
    2. If the course is not approved, Human Resources will communicate back to the staff member within seven (7) calendar days an explanation as to why the course was not approved and any next steps that need to be taken. The staff member can then resubmit the paperwork.
    3. No more than nine (9) hours of coursework will be reimbursed within a school year though more hours can be taken by an employee.
    4. Coursework must be completed between July 1 and June 30 from the school year it has been approved.

     

    1. Reimbursement Request
    1. Complete the Course Reimbursement Form.
    2. The reimbursement request includes the cost of the course, but does not include books or materials.
    3. Find the copy of the approved Course Approval Form. 
    4. Once the course has been completed, a printed grade report from the university/college will suffice for reimbursement. A letter grade of A or B (or “pass” for a pass/fail option) for the course must have been achieved. Sample Grade Reports 
    5. In the case of lane advancement, then an official sealed transcript must be sent directly from the university/college to District 34 Human Resources either in paper form or electronically to d34hr@antioch34.com. It can also be sent directly from the National Student Clearinghouse Services to d34hr@antioch34.com. Official transcripts cannot be passed along from an employee to Human Resources.
    6. Proof of payment is shown by providing the Statement of Account from the university/college or printing an alternative receipt showing payment to the university/college. Sample Proof of Payment
    7. Email the completed Course Reimbursement Requisition, including the approved Course Approval Form, grade report or official transcript, and proof of payment to d34hr@antioch34.com no later than August 1. 
    8. Sample Course Reimbursement Form 

     

    1. Payment 
    1. Tenured staff will be reimbursed within 60 days of sending in the correct receipt of reimbursement paperwork. 
    2. Non-tenured staff will get reimbursement the following August prior to the next school year beginning.

     

    Path B: Courses for District Required/Recommended Development. 

    Courses for district required/recommended development are courses the Building or District Administrator needs an employee to take in order to fulfill their current role. For example, a teacher is asked to complete a training, course, or class wherein without it, their current certification may not allow the staff member to continue in their current position. Other examples include needing an employee to attain an additional endorsement or certification.

    Should the employee choose not to complete the training, course, class, endorsement, or certification being asked by the Building or District Administrator making the current position of the employee ineligible or no longer qualified, the Building or District Administrator reserves the right to move the employee to an alternate position within the District in which he/she is certified.

    1. Course Approval  
    1.  Complete the Course Approval Form 
    2.  Print the course description that has been provided by the university/college.
    3. Submit the completed Course Approval Form and course description by email to d34hr@antioch34.com.
    4. These two documents must be submitted for approval a minimum of ten (10) calendar days before the date of the first course meeting. If the pre-approval form arrives after this date, the coursework will still count towards lane advancement but NOT for course reimbursement. 
    5. Sample Course Approval Form and printed description

     

    1. Coursework
    1. If the course is approved, the Administrative Assistant to Human Resources will email a copy of the pre-approval form back to the staff member within seven (7) calendar days and add the course to a shared Google document in order to track progress between the staff member and Human Resources. The staff member can then enroll and complete the class.
    2. If the course is not approved, Human Resources will communicate back to the staff member within seven (7) calendar days an explanation as to why the course was not approved and any next steps that need to be taken. The staff member can then resubmit the paperwork.
    3.  No more than nine (9) hours of coursework will be reimbursed within a school year though more hours can be taken by an employee.
    4. Coursework must be completed between July 1 and June 30 from the school year it has been approved.

     

    1. Reimbursement Request 
    1. Complete the Course Reimbursement Form.
    2. The reimbursement request includes the cost of the course, but does not include books or materials.
    3. The department informing the staff member that they need to take the course would pay for any registration fee up-front.  This will not be reimbursed back to the employee as it is paid for by the district. 
    4. Find the copy of the approved Course Approval Form. 
    5. Once the course has been completed, a printed grade report from the university/college will suffice for reimbursement. A letter grade of A or B (or “pass” for a pass/fail option) for the course must have been achieved. Sample Grade Reports 
    6. In the case of lane advancement, then an official sealed transcript must be sent directly from the university/college to District 34 Human Resources either in paper form or electronically to d34hr@antioch34.com. It can also be sent directly from the National Student Clearinghouse Services to d34hr@antioch34.com. Official transcripts cannot be passed along from an employee to Human Resources.
    7. Proof of payment is shown by providing the Statement of Account from the university/college or printing an alternative receipt showing payment to the university/college. Sample Proof of Payment
    8. Email the completed Course Reimbursement Requisition, including the approved Course Approval Form, grade report or official transcript, and proof of payment to d34hr@antioch34.com no later than August 1. 
    9. Sample Course Reimbursement Form 

     

    1. Payment-
    1. Tenured staff will be reimbursed within 60 days of sending in the correct receipt of reimbursement paperwork. 
    2. Non-tenured staff will get reimbursement the following August prior to the next school year beginning.

    ***In the case of Wilson: Tuition reimbursement would occur only IF the employee filled out the pre-approval form for the university and was approved, and then chose to pay a university/college for the graduate credit.***