Frequently Asked Questions

Answer: ESDC employees have access to a variety of learning opportunities in different format (formal, informal, on-the-job) to meet their learning and development needs. The main types are as follows:

• Government of Canada Enterprise Learning, which includes a wide range of learning events and offerings provided by the Canada School of Public Service (CSPS) at no cost to public service employees. This type of learning covers orientation to the public service, other foundational learning courses and tools, leadership and executive development programs, specialized training for functional specialists, various learning paths to support public service priorities.
• ESDC-specific common learning, which consists of second official language learning, learning products related to departmental common learning priorities, and ESDC Essential Training Curricula which incorporate Treasury Board Mandatory Training for all ESDC employees, managers and executives.
• Service Canada Business Line Training and other Branch/Region-specific training that is specific to the job or Branch/Regional priorities.
• Other learning opportunities related to career development, talent management, etc. that can be addressed through Reimbursement of Tuition (ROT) and/or Education Leave.

Refer to the summary table “Types of Learning at ESDC (PDF, 316 KB)” for more information on each type of learning.

Reference: ESDC Learning Policy (PDF, 104 KB), Section 8: Types of Learning

Tag: Learning Policy

Role: Employee, Manager, Learning Coordinator

Answer: The Human Resources Services Branch (HRSB) has established an open, transparent process to modify ESDC Essential Training Curricula on a yearly basis. Employees at all levels can provide their input through communities and networks. HRSB also maintains ongoing discussion with ESDC Branches, Corporate Services, communities and networks to identify learning implications of changing departmental and public service priorities. Once a year, HRSB conducts a curriculum review process to gather requests to modify ESDC Essential Training Curricula. HRSB analyzes these requests and proposes options for final decision by the Portfolio Management Board (PMB). Refer to the “ Decision-Making Process for Modifying ESDC Essential Training Curricula” for an overview.

Reference: ESDC Guidelines for Essential Training (PDF, 1.2 MB), Annex 1: Decision-Making Process for Modifying Curricula of ESDC Essential Training Curricula

Tag: Essential Training

Role: Employee, Manager, Learning Coordinator

Answer: As stated in the Policy on People Management, Treasury Board Mandatory Training (formerly known as “Required Training”) refers to a specific list of required courses and certifications determined by the Treasury Board Secretariat (TBS) as mandatory for all employees in the federal public service. The Directive on Mandatory Training outlines roles and responsibilities to carry out Treasury Board Mandatory Training. The Canada School of Public Service (CSPS) is the official training provider for the federal public service.

ESDC Essential Training consists of a list of courses and programs approved by the Portfolio Management Board (PMB) as essential for all ESDC employees to perform their role as employee, manager or executive. The College@ESDC is responsible for designing curricula for ESDC Essential Training (incorporating TBS’ mandatory training requirements) and offering the training to ESDC employees. Refer to the ESDC Guidelines for Essential Training (PDF, 1.2 MB) for information about requirements and completion timeframes for essential training.

Reference: ESDC Guidelines for Essential Training (PDF, 1.2 MB), Section 2: Application

Tag: Essential Training, Learning Policy

Role: Employee, Manager, Learning Coordinator

Answer: Mandatory training applies to all indeterminate and term employees across ESDC including

• All its portfolios: ESDC, Service Canada and the Labour Program; and
• Employees seconded and on Interchange assignment.

Students and casual workers also have to complete mandatory training because they have an employment relationship with the Department. Refer to the College’s iService website for information about requirements and completion timeframe for mandatory training. For contractors hired through procurement contracts Department are not required to complete mandatory training.

At the manager’s discretion, employees acting in supervisory or managerial positions may be required to complete the curriculum for managers or executives, depending on the type of delegated authority employees will perform during the acting period.

Reference: ESDC Guidelines for Essential Training (PDF, 1.2 MB), Section 2: Application

Tag: Learning Policy, Essential Training

Role: Employee, Manager, Learning Coordinator

Answer: If the employee is unable to complete essential training within the timeframe specified for each program, you are responsible for developing a written action plan to support and guide the employee with difficulty in fulfilling essential training requirements. If the employee refuses to complete the training, you should contact Labour Relations for advice and guidance on the appropriate course of action.

Reference: ESDC Guidelines for Essential Training, (PDF, 1.3 MB), Section 8: Consequences

Tag: Essential Training

Role: Manager, Learning Coordinator

Answer: Casual workers have access to any kind and form of learning offered by the College@ESDC and the Canada School of Public Service (CSPS) which are available at no cost (tuition fees, travel, and other related fees). They can also attend training offered free-of-charge by training providers inside and outside of the public service. At the manager’s discretion, they may attend training at cost.

Reference: ESDC Learning Policy (PDF, 104 KB), Section 8: Types of Learning, ESDC Second Official Language Learning Guidelines (PDF, 366 KB), Section 2: Access to Training and Categories

Tag: Learning Policy, Second Official Language Learning

Role: Manager

Answer: In most cases, ROT would apply if it involves part-time study and typically outside of working hours. An Alternative Work Arrangements (AWA) schedule could be set up if some courses in the diploma take place during working hours. The education must be provided by an accredited educational institution in Canada recognized by the Canadian Information Centre for International Credentials (CICIC). Otherwise, the manager must provide additional explanation accompanying the business case and authorization documents to the appropriate delegated authority in the Branch/Region for approval.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5: Tuition Reimbursement

Tag: ROT and Education Leave

Role: Employee

Answer: ROT is the financial assistance provided by the Department to support employees to upgrade their skills and knowledge in their profession at an accredited educational institution (such as a university or technical college) recognized by the Canadian Information Centre for International Credentials (CICIC). The learning format involves:

• A program of study leading to a degree, diploma, certificate or license to practice, and be officially recognized in Canada upon successful completion of the program; or
• Individual courses for the retention of a license or professional designation.

ROT cannot to be used to support the acquisition and maintenance of second official languages at universities and colleges.

Education Leave is a form of leave without pay for the employee to attend, on a full-time basis, courses of a program of study at an accredited educational institution (such as a university or college) recognized by the CICIC. The employee is not at work and receives no pay, and hence no employment benefits. At the manager’s discretion, the employee may receive an allowance in lieu of salary up to 100% of the annual rate of pay of the employee’s substantive position. The employee may also be eligible for receiving ROT up to 100% of total costs of tuition.

For a full comparison, please refer to the chart “Comparison of ROT and Education Leave at ESDC (PDF, 237 KB)” for more information. Always consult the Learning Coordinator (XLSX, 28 KB) serving your area for additional procedures and guidance.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5: Tuition Reimbursement, and Section 6: Education Leave without Pay

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: During performance management discussions between the employee and the manager, the employee documents in the Performance Agreement (PA) what learning objectives and activities will be undertaken during the fiscal year. If ROT is identified as the most appropriate funding mechanism, then the employee completes an application (business case). The manager reviews and signs the completed application, and then rates it according to a list of assessment criteria to determine the percentage of tuition reimbursement. Depending on the employee’s Branch or Region, the approval process varies.

Each Branch or Region designates a governance committee with the appropriate delegated authority to review the application recommended by the manager and approves them based on priorities determined by the committee. The committee also decides the level of ROT of large value and may apply different procedures for approving ROT requests of large and low value. Employees should only register for courses after receiving management approval.

Refer to the map “Common Process for Processing ROT and Education Leave Requests (PDF, 327 KB)” for an overview of general steps and consult the Learning Coordinator (XLSX, 28 KB) serving your area for further guidance and Branch/Region specific procedures.

If the employee is taking a course in winter that concludes before the end of the fiscal year (i.e., all learning activities including exams completed before March 31st), the costs for this course will be included in the present fiscal year’s budget. However, if the course will finish after the end of the present fiscal year, the cost must be incorporated in to the next year's budget.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5: Tuition Reimbursement, Section 7: Implementation, Annex 5: Common Process for Processing ROT and Education Leave Requests

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: For approved program of study where paying the learning institution in advance would represent a financial hardship for the employee, the Department may pay the learning institution directly. To qualify, the employee must refer to the Policy on Hardship established by the Chief Financial Officer Branch (CFOB) and provide proof of undue financial hardship as defined in Section 4.3: Hardship.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 6.2: Reimbursement

Tag: ROT and Education Leave

Role: Employee

Answer: The Department aims to support employees throughout their program of study. As such, employees are encouraged to submit their ROT requests at the beginning of each fiscal year (preferably aligned with the university trimester system), even though an approved program of study may take several years to complete. After the first year, the employee continues to submit, on a fiscal year basis, ROT requests for the remaining courses in the approved program of study. Ad hoc requests are generally accepted throughout the year in accordance with Branch/Region-specific guidelines. Always consult the Learning Coordinator (XLSX, 28 KB) serving your area for Branch/Region specific procedures and timeline.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5.1: Planning and Preparing for the ROT Request

Tag: ROT and Education Leave

Role: Employee, Learning Coordinator

Answer: At the discretion of your new manager, you may continue with your approved program of study and receive tuition reimbursement in accordance with the guidelines and procedures specific to your new Branch/Region. One consideration from the Branch/Region’s perspective is the extent to which the program is applicable to your new job function and/or career development goals. If the ROT request is approved, the level of reimbursement may be different, as the decision will be made in accordance with budget availability and guidelines of the employee’s new Branch/Region.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 3: Guiding Principles, and Section 7.2: Approval of Learning

Tag: ROT and Education Leave

Role: Employee

Answer: The maximum amount, or the standard for “significant investment” of tuition reimbursement, has been removed. Branches and Regions have more flexibility to manage ROT requests. The level of reimbursement is dependent on the assessment of employee’s manager according to established criteria and the final decision of the governance committee designated by the employee’s Branch/Region. Employees are eligible for tuition reimbursement up to 100% of eligible costs, provided they submit all the required documentation and proof of successful completion of the course. Consult the Learning Coordinator (XLSX, 28 KB) serving your area for Branch/Region specific guidelines.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5.2: Reimbursement, and Section 7.3: Level of Financial Support

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: No, the career maximum reimbursement of tuition fees of $25,000 has been removed. However, the Department must report to Public Accounts on long-term education costs of employees. The education must be provided outside of the public service by an educational institution that:

• Amount to, or will amount to either a total of 65 days over a maximum period of three (3) years, or
• Involve total expenses in excess of $25,000 (including salary, travel and living expenses and other expenses) per employee (regardless if the activity is taken in or outside the employee’s works hours). There is no time limit if $25,000 of total expenses are spent.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 9: Monitoring and Reporting

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: No, the limit of $1,500 worth of training per employee per fiscal year does not apply. The approval of learning investment per employee is dependent on many factors, such as (but not limited to) performance management discussion; government wide, organizational and workforce needs; job-specific requirements, talent management and/or succession planning needs, etc. ESDC Learning Policy and its associated guidelines provide departmental directions and guidance to help managers make the right decision.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5.2: Reimbursement

Tag: Learning Policy, Essential Training, ROT and Education Leave, Second Official Language Learning

Role: Employee, Manager, Learning Coordinator

Answer: No, you are not eligible to receive the approved amount of ROT. Although “successful completion” typically means attending the training for its full duration, for purposes of the ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), successful completion also includes the obtaining a “pass mark” for the approved course. You must show an official transcript (and any applicable supporting documentation) issued by the educational institution with the grade or mark meeting or exceeding the “pass mark” required by the course. If the course does not have a "pass mark", the official transcript must indicate a pass in the course. The ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB) also specify consequences for not completing the approved course successfully.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5.2: Reimbursement, Section 5.3: Consequences, Annex 1 – Definitions

Tag: ROT and Education Leave

Role: Employee

Answer: Since the approval of the program of study is separated from the approval of financial support on a fiscal year basis, your Branch/Region is not obligated to approve elective courses not directly required to the core program, or provide 100% funding for elective courses if the ROT request is approved. Please refer to your Branch/Region’s budget availability and consult the Learning Coordinator supporting your area.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 3: Guiding Principles

Tag: ROT and Education Leave

Role: Manager, Learning Coordinator

Answer: No, ROT will not be approved for a course that extends beyond the employment term of an employee. Priority for tuition reimbursement is given to indeterminate employees. Terms over one year will also be considered, but it is at the discretion of the employee’s Branch/Region.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 7.2: Approval of Learning

Tag: ROT and Education Leave

Role: Employee

Answer: No, the course in question must be completed (all learning activities and exams and report card received) and the reimbursement received by the employee before the employment term’s end date.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5.2: Reimbursement

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: No, only indeterminate employees are eligible for education leave without pay. If allowance in lieu of salary is granted, the employee’s manager must establish an agreement for the employee to return to work upon completion of the study.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 6: Education Leave without Pay, Section 6.3: Return of Work

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: Yes for both ROT and Education Leave. The training provider must be an accredited educational institution in Canada recognized by the Canadian Information Centre for International Credentials (CICIC) . Otherwise, the employee’s manager must provide an explanation to accompany the business case and submit authorization documents to the appropriate delegated authority in the Branch/Region for approval.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5: Tuition Reimbursement, Section 7.2: Approval of Learning, Annex 1 – Definitions

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: It depends on the purpose of professional development. If the course to be taken is (a) directly related the employee’s current job; and (b) necessary for the employee to perform job duties now or in near future, then the course may be considered a regular learning activity. The Department will pay the training provider directly. The employee is not required to pay in advance.

If the course to be taken is (a) intended to enhance or improve the employee’s competencies for the current job in the long run; and (b) not required for performing job duties immediately or in near future, the course may be eligible for tuition reimbursement up to 100% of eligible costs. Examples include professional development courses required to maintain the employee’s professional designation or license to practice. The employee will obtain management approval first, and then register for the course registration and pay all applicable fees. The Department will reimburse eligible costs upon receiving the proof of successful completion and other required documentation.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5: Tuition Reimbursement

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: No, ROT does not apply to the acquisition or maintenance of a second official language at accredited educational institutions. The Department offers a wide range of second official language learning options for all ESDC employees. These options may include courses at accredited education institutions (such as universities and colleges) as long as arrangements are made prior to the beginning of the training.

The manager may pay directly for individual courses to complement ESDC’s second official language learning options. The employee is still required to complete the same language testing and assessment administered by the Public Service Commission (PSC).

In any case, you should consult your manager and/or the Learning Centre (XLSX, 28 KB) to discuss specific learning needs and obtain more information on learning options available before making the decision.

Reference: ESDC Second Official Language Learning Guidelines (PDF, 366 KB), Section 2: Access to Training and Categories, ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5: Tuition Reimbursement

Tag: Second Official Language Learning, ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: Please refer to Active Learning Internal Order List and search for the IO number that best matches the subject covered by your course. Search the keyword “Post-secondary” for a list of IOs related to programs of study in different fields. If your study is related to professional certification, you may use one of the generic IOs on major fields like project management, information management, accounting and financial management, computer programming languages, etc. Always consult the Learning Coordinator (XLSX, 28 KB) serving your area for guidance.

Reference: Internal Orders for Learning, ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 103 KB), Section 5.2: Reimbursement

Tag: ROT and Education Leave

Role: Employee, Manager, Learning Coordinator

Answer: If your Branch/Region has developed or recently revised the guidelines and/or procedures for the management of Reimbursement Of Tuition (ROT) and Education Leave Requests, please send it to the Learning Centre supporting your area. The team responsible for learning policy and guidelines will review and provide general comments on the alignment with departmental policy and guidelines. The team may seek further clarification if required to improve the alignment before implementation.

Reference: ESDC Learning Policy (PDF, 104 KB), Section 3: Policy Application, Section 7.4: Policy Requirements – ADM of HRSB, Section 7.5: Policy Requirements – ADMs of Branches and Regions

Tag: Learning Policy

Role: Learning Coordinator

Answer: It depends on specific requirements determined by the Branch or Region to which the student or employee belongs. Departmental guidelines state that the application of tuition reimbursement for students and employees in term positions of less than six months is at the manager’s discretion. The governance committee designated to approve ROT requests in the student or employee’s Branch/Region is responsible for determining criteria for approving this type of special requests in exceptional circumstances. Branches and Regions should not use ROT as a general recruitment and retention strategy to attract and/or retain employees.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 1 MB),, Section 2: Application

Tag: ROT and Education Leave

Role: Manager, Learning Coordinator

Answer: Costs eligible for reimbursement must be directly related to the approved program of study and are required for successful completion of the course approved for tuition reimbursement. In general, travel and accommodation costs are not eligible for reimbursement unless the governance committee approving the tuition reimbursement request recognizes that the travel is a compulsory component of the approved course or program of study. The assessment will be done on a case-by-case basis.

• If travel is compulsory to the approved course or program of study, the travel costs are eligible for reimbursement. The employee must follow the departmental THCEE policy and standard government travel procedures to arrange for the travel and obtain reimbursement.
• If travel is optional to the approved course or program of study, the travel costs are treated as personal expenses. The employee cannot seek reimbursement on personal travel.

Examples when travel is optional for the successful completion of a program of study:

1. The course is offered in both in-class (location is out-of-town) and facilitated eLearning (WebEx) format. The employee chooses to take the in-person course which requires travel, even though he/she is available to take the facilitated eLearning version.
   • Decision from the governance committee – Does not approve the reimbursement of travel cost because the employee’s choice reflects his/her own personal preference.
2. The employee must present the dissertation to the professor in person at the university to complete the course and graduate from the program of study. Travel is required given the distance between the employee’s home and venue for the presentation of the dissertation.
   • Decision from the governance committee – The presentation of the dissertation is compulsory but the associated travel is not (depending on where the employee lives). Depending on budgetary condition, the employee may be approved for the reimbursement of travel cost if the amount is small. If the travel involves visiting another country, the request for reimbursement of travel cost may be rejected.

Example when travel is compulsory for the successful completion of a program of study:

1. The executive leadership program includes a study tour in another city or country and the participation is included in the calculation of the final grade.
   • Decision from the governance committee – Approves the reimbursement of travel cost because travel is necessary to participate in the study tour. The employee must follow the departmental THCEE policy to submit the travel request with the appropriate training IO and arrange the travel in accordance with government travel directives.
   • If the amount of travel cost is high (e.g., travel to another country), the governance committee may decide to reimburse a certain percentage of the travel cost. The decision will be made on a case-by-case basis.

Reference: ESDC Guidelines for Reimbursement of Tuition and Education Leave (PDF, 1 MB),, Section 7.4: Costs

Tag: ROT and Education Leave

Role: Manager, Learning Coordinator

Answer: Employees must provide the rationale in writing and obtain their manager’s approval before withdrawing their registration to any ESDC Essential Training Curriculum or to any course in the curriculum.

Reference: ESDC Guidelines for Essential Training (PDF, 1.2 MB), Section 5: Implementation

Tag: Essential Training

Role: Employee, Manager, Learning Coordinator