Study support policy
Last reviewed on 28 December 2017
Here at Co-op we’re committed to helping colleagues to develop and we know that personal study can play a key role.
If you want to do a study programme that’ll give you either an educational or vocational qualification, please talk to your manager about it. We’ll support this if it fits with the development plan you’ve agreed as part of your goal setting process.
For information about Co-op Insurance specific qualifications, please also see the Guide to Studying for the CII Certificate in Insurance.
Types of study
We’ll support study, including time off and financial support (see sections below) for courses or programmes that:
- lead to a recognised and certified qualification, membership of a professional body or achievement of a recognised standard of achievement;
- are at a standard where there’s reasonable expectation that you’ll achieve success; and
- are relevant to your current or future position within the Co-op and in line with your agreed development plan
There’s an Application for Time off to Train or Study Form which you can use to make your request - find this on the intranet.
Managers should use template letters SS1 or SS2 as appropriate to confirm their decision - find these on the intranet.
If the course you want to do doesn’t qualify for support under this policy, talk to your manager to see if you can take some unpaid time off to attend and study. We’ll always agree to let you take a reasonable amount of unpaid leave to train or study if your manager believes that it would improve your performance at work and also benefit the Co-op.
To apply for financial support, you’ll need to complete the Financial Support for Study Application Form and give this to your manager. Managers must speak to their HRBP about the process they need to follow to get this approved.
If your application is approved, your manager will sign the application form and give you a copy so you have a record of what’s been agreed. If they’re unable to approve your request, your manager will explain why and send you a letter to confirm their decision – managers should use template letter SS3.
If it’s approved, the Co-op will provide financial support in the following ways:
- pay the fees for the course/programme of study in full;
- pay the fees for any examination or certification award in full;
- contribute towards buying essential textbooks (subject to a maximum of £50 per year);
- pay any registration fees for the educational institution and any student subscription fees*;
- give paid study leave - up to 2 days per exam; and
- give paid leave to take the exam and approved revision courses
*Once you’ve completed your qualification, payment of professional membership and subscription fees can be reclaimed under the Business Travel and Expenses Policy.
We’ll also pay normal business travel expenses for up to 20 miles for travel beyond your usual travel to work or for a residential programme.
If you need to re-sit any exams, we may provide support towards your first re-sit. This will depend on the commitment you’ve shown to your studies, how likely you are to be successful in the re-sit and your overall performance in the course so far.
Reimbursement of costs
If you leave the Co-op for any reason other than because of redundancy or ill-health before you’ve completed the course or programme, or you drop out of the course before you’ve finished it (unless there are exceptional circumstances), you must repay the full costs we’ve incurred so far.
If you resign, or are dismissed for reasons of conduct or performance, within two years of completing your study, you must repay the costs for your last two years of study as follows:
- Within 12 months - 50% of total costs
- Within 18 months - 25% of total costs
- Within 24 months - 10% of total costs
Just so it’s clear, when you sign the application form, you’re giving the Co-op the authority to make the appropriate deduction from your final wage and/or outstanding holiday pay.
Time for study
Ideally you should choose a method of study that impacts on your work as little as possible, such as courses that take place outside your working hours or online modules that you can complete in your own time. But we do know that sometimes this won’t be possible or practical.
If you need to take time off work to study, talk to your manager about your needs and they’ll do their best to accommodate them. They’ll look at things such as your development needs, the likely impact on the business and how this can be managed, the amount of time you’ll need to study and the availability of other options.
If you need to change your working pattern so you can study, talk to your manager and we’ll do our best to accommodate the change. See the Flexible Working Policy for details of how to request a change to your working pattern
If you’re doing a course with online content, your manager will look at the Internet resources you have available outside of work. They may give you a reasonable amount of time to do some study within work time – for example, if you’re recommended to do four hours online study each week, your manager may let you do two hours of study on our network and within working time.
If you need further support
If you have any questions about support for studying towards educational and vocational qualifications, please speak to your manager. If managers receive a request for support, they should speak to their HRBP about the process for approval.