Library: Policy
OKDHS:2-17-17. Application procedures
Revised 7-8-02
(a) Applicants for education assistance shall submit one original and nine copies of the completed application to the Education Assistance Program Committee. Incomplete applications may not be considered. Applications must be submitted during the announced time frames and include:
- (1) a completed Form P-4 (new Form 11PE205E), Application for Education Assistance;
- (2) a letter addressed to the Education Assistance Program Committee explaining why the applicant should be considered for assistance. The letter shall indicate career plans, why the applicant wants to attend school, and how the applicant will handle both his or her work and educational responsibilities;
- (3) letters of recommendation from the applicant's immediate and reviewing supervisors. These letters, addressed to the Education Assistance Program Committee, shall include information about the applicant's job performance, quality of work, ability to pursue further study, career plans with DHS, approval of leave, and any other information supporting the applicant's request for assistance. Each letter must clearly indicate whether it is from the immediate or the reviewing supervisor;
- (4) a confirmation letter from the university or other institution, indicating the employee has been accepted for attendance. If attending a vocational-technical school, a copy of the upcoming class schedule is sufficient;
- (5) a letter from the applicant or university or other institution indicating which class or classes will be taken in the upcoming semester and what the estimated costs will be for tuition, mandatory fees, and books. If enrolling or enrolled in a special program where full, complete payment for all courses is required in advance, the applicant shall include the enrollment information and which courses will be taken in the upcoming semester or academic period;
- (6) a letter from the applicant indicating which class or classes the applicant plans to take in the next two successive semesters, by semester, and what the estimated costs will be for tuition, mandatory fees, and books for each of the two semesters;
- (7) a copy of the applicant's college transcript and the anticipated date of degree completion. If this is the first semester and there is no transcript, include a letter to this effect and include the anticipated date of degree completion;
- (8) copies of the documents showing the amount of financial assistance being received if receiving other financial assistance or grant funds. If not receiving financial assistance or grant funds, include a letter to this affect; and
- (9) copies of the applicant’s last two fully-completed Form OPM-111s, Performance Management Process (PMP), which must meet or exceed standards. The close-out date of the Form OPM-111s shall not be more than 36 months prior to the date of application on Form P-4 (new Form 11PE205E).
(b) Prior to submission of the application and consideration by the Education Assistance Program Committee, the applicant shall obtain approval for the education assistance from all persons in the applicant's supervisory line of authority. Supervisors shall indicate approval by completing the appropriate area on Form P-4 (new Form 11PE205E).
(c) All applications are prioritized in writing by the applicant's respective administrator, advocate general, chief administrative officer, chief coordinating officer, chief financial officer, chief information officer, chief operating officer, general counsel, or inspector general or his or her designee. Prioritizations are based on division, area or institutional needs, and available funding.
