Enterprise Services Learning Development Program participant attendance and fee waiver policy

Attendance

1. Participants will receive training credit for DES classes as long as they attend and participate in all group activities and class assignments. If participants arrive late and/or leave early, the instructor for each class will determine if they will receive training credit or will get an incomplete for that class. The instructor has the final say in all incompletes. If participants receive an incomplete they will be charged the full cost of the class.
2. If a participant receives an incomplete, that person will not be able to make up the missed portion of the class at a later date at no charge. In order to get full credit for the class, the participant will need to be registered in another class and attend the entire class. The participant will be charged the full cost for the second attempt at finishing the class.
3. When participants arrive after the class has started, the instructor will determine if the participant can stay for the remainder of the class. If the instructor determines the participant has missed too much of the class and cannot stay, the agency will be charged the full class fee. If participants miss the first day of a multiple day class, they will not be able to attend the second day of the class and they will still be charged the full class fee.
4. If a participant shows up late for a full capacity class and their seat has already been given to an alternate, the late arriving participant will not be able to attend the class. The late arriving participant will not be charged for the class.
5. If a participant shows up for training and they are not enrolled in the class, the DES Training Admin team will do all that they can to see if class space is available for the participant to attend as an alternate. Ultimately, it is each participant's responsibility to ensure that the status for the class shows as enrolled on any correspondence that is received from agency training representatives or the LMS. DES cannot guarantee a spot for anyone that is not in enrolled status.

Fee Waivers

Emergency fee waivers will be granted when:

• There has been a death in the participant's immediate family.
• There has been an emergency that requires urgent medical attention or hospitalization of the participant or a member of the participant's immediate family.
• The Governor proclaims a state of emergency that results in the closure of the facility in which classes are scheduled to occur (or other official closure of training facility). For training scheduled in the DES 1500 Jefferson Training Center:the DES Staff Resources page is updated when inclement weather closures are put in place. Students can also call 1-800-418-5174 for DES facility status. For classes scheduled at the SPSCC Lacey campus, check their website (https://spscc.edu/alerts) for closure information.

To request a fee waiver, the agency training manager or registration representative can send DES an explanatory e-mail within five business days after the start date of the class. The email needs to include:

• Participant name
• Name of the class
• date of the class
• City where the class was held
• Reason for the fee waiver request
• The email needs to be sent to traininginfo@des.wa.gov.

Fee waivers will be granted before a class has taken place when:

• A participant has been enrolled in the wrong class (meaning either a different than intended class title or a class date) by the agency and agency staff did not notice the error until after the cancel date (but prior to the start date of the class), provided the class is not running with low enrollment. If the agency notifies DES after the start date of the class, the agency will be charged for the class.
• The agency's registration representative incorrectly makes a participant substitution. In these cases DES must be notified of the mistake prior to the start date of the class. If notification is received after the start date of the class, the agency will be charged for the class.
• A participant has been called for jury duty.

Fee waivers will not be granted for:

• Routine health care appointments or elective surgery that are not emergencies or urgent and can be scheduled around training dates.
• Personal/family illnesses that do not require hospitalization. Agency should find a substitute.
• Students may be asked by instructor to leave the class if they appear contagious from an illness.Student's agency will be notified and fee charged.
• Urgent matters at official work stations that managers decide take precedence over a participant attending the training class, unless their presence at work is required due to a state declared emergency situation.
• Participant/agency vehicle mechanical problems.
• Traffic issues (due to congestion or an accident).
• Inclement weather that does not prohibit travel for the general populace. Generally, if the facility is open, classes will be held and fees charged.If the facility is officially closed, classes will not be held and fees will not be charged. For details regarding DES building closures etc. please call 800-418-5174, or contact the Training Center at 360.664.1921.
• When an agency did not cancel an enrollment before the published class cancellation date.
• When a student registers after the cancel date and drops before the start date of class the agency will be charged.
• The participant's agency gives the employee inaccurate class dates, times, locations, or driving instructions.
• Students do not receive iCal from the Learning Management System. Students are responsible for knowing which days class is occurring.
• A participant has been enrolled in the wrong class (meaning either a different than intended class title or a class date) by the agency and agency staff did not notice the error until after the cancel date (but prior to the start date of the class), and the class is running with low enrollment the agency will be charged for the class. DES commits funds to the vendor at the class cancel date.

Waiting List

1. A student is wait listed in the order in which he/she attempts to register for the class that has already met its maximum capacity.
2. Being on the wait list does not guarantee registration in the class.
3. A student on the wait list is not officially enrolled in that class and is not eligible to receive credit in that class unless that student receives a confirmation letter. That student can be enrolled in the class up to the night before the start date of the class. If the student does get registered and then does not attend, their agency will be charged the full fee for class.
4. A student on a wait list may attend the wait listed class, if seating is available and with the instructor's permission. Work with the DES Training Admin team to get permission from the instructor to be in the class.
5. Students must meet all registration requirements before being allowed on a wait list.
6. It is the responsibility of the student to check the status of the wait list. If a student is enrolled at the last minute it is still the student's responsibility to come to class. If the student no longer wishes to remain on the wait list, then they should drop through the Learning Management system by selecting 'dropped from waiting list'.

Participant Alternates and Substitutes

• When a participant is registered for a class but cannot attend and it is past the published cancellation date, the agency is responsible for finding an internal substitute. Substitutions are allowed right up until the start of the class.