**BONNEVILLE POWER ADMINISTRATION**

**HUMAN CAPITAL MANAGEMENT**

**Portland, Oregon**

**PERSONNEL LETTER 213-1** (Amended 10/29/07) **DATE: November 2006**

**SUBJECT: Student Career Experience Program (SCEP)**

PURPOSE: []{#__RefHeading___Toc181426842 .anchor}

This personnel letter --

-   Establishes BPA policy and procedures for the Student Career
    Experience Program, a sub-program of the Student Educational
    Experience Program;

-   Describes program eligibility, selection, benefits, work schedules,
    tuition assistance for educational expenses, promotion and
    within-grade increases, conversion to career or career conditional
    appointments, terminations, etc;

-   Applies to both annual and hourly positions; and

-   Contains a Cross Training Chapter that applies only to students in
    annual occupations that have been identified to participate in a
    rotational cross training process in the Transmission Business Line.
    The provisions of that Chapter apply both to such students with SCEP
    appointments and to those with STEP appointments who are covered by
    the provisions of Personnel Letter No. 213-2.

-   Includes changes introduced by the Office of Personnel Management
    (OPM) regulation in 5 CFR Part 213, dated May 11, 2006.

-   Supersedes PL 213-1 dated January 13, 1999

POLICY SUMMARY: []{#__RefHeading___Toc181426843 .anchor}

The Bonneville Power Administration is committed to the use of student
employment programs to meet business challenges, achieve diversity
goals, and support educational goals of the community and the nation.
Use of the Student Career Experience Program provides both BPA and
students with the maximum in flexibility to introduce students to the
BPA environment, solve long and short-term staffing issues, and provide
support to educational programs. This guidance provides more flexibility
in recruiting and retaining students for Federal jobs. It allows credit
for certain types of non-federal internship or military service toward
the minimum time needed under a SCEP appointment to qualify for a
permanent Federal job. The SCEP program is open to all students (high
school, vocational/technical, business, college, or graduate). The
provisions of this policy apply only to eligible students appointed in
the Student Career Experience Program. Student volunteers are not
included under SCEP, but are included in 5 CFR, Part 308.

Table of Contents

[**PURPOSE 1**](#__RefHeading___Toc181426842)

[POLICY SUMMARY 1](#__RefHeading___Toc181426843)

[I. DEFINITIONS 4](#definitions)

[II. RESPONSIBILITIES 4](#responsibilities)

[III. STUDENT CAREER EXPERIENCE PROGRAM PROVISIONS
5](#student-career-experience-program-provisions)

[IV. TRAVEL AND TRANSPORTATION 8](#travel-and-transportation)

[V. PERFORMANCE 8](#performance)

[VI. CONDUCT 9](#conduct)

[VII. BENEFITS 9](#benefits)

[VIII. ACADEMIC STANDARDS AND REQUIREMENTS
10](#academic-standards-and-requirements)

[IX. CONVERSION TO CAREER OR CAREER CONDITIONAL APPOINTMENT
11](#conversion-to-career-or-career-conditional-appointment)

[X. TUITION ASSISTANCE 13](#tuition-assistance)

[XI. REFERENCES 13](#references)

[ATTACHMENT 1: **Student Career Employment Agreement**
14](#student-career-employment-agreement)

[ATTACHMENT 2: **Tuition Assistance Component**
18](#tuition-assistance-component)

[ATTACHMENT 2A: **Student Educational Employment Program**
23](#student-educational-employment-program)

[ATTACHMENT 2B: **Agreement to Continue in Service**
24](#__RefHeading___Toc181426858)

[ATTACHMENT 2C: **Calculation of Monies Owed**
26](#calculation-of-monies-owed-upon-separation-from-federal-service-before-continuation-service-agreements-terms-are-met)

[ATTACHMENT 2D: **Sample Award Letter** 27](#sample-award-letter)

[CHAPTER 2: CROSS TRAINING PROCESS FOR TRANSMISSION BUSINESS LINE (TBL)
ANNUAL STUDENTS
28](#chapter-2-cross-training-process-for-transmission-business-line-tbl-annual-students)

[I. RESPONSIBILITIES 28](#i.-responsibilities)

[II. STUDENT CROSS TRAINING PROCESS 29](#__RefHeading___Toc181426863)

[ATTACHMENT 3: **SDRB Student Evaluation Form ( Not shared with the
student)** 33](#__RefHeading___Toc181426864)

[ATTACHMENT 4: Student Evaluation Form (Shared with the student and the
SDRB) 34](#__RefHeading___Toc181426865)

# DEFINITIONS

## Academic Year: 

The academic year is defined by the student's academic institution, but
typically an academic year constitutes 45 term hours or 30 semester
hours. For tuition assistance coverage purposes, the academic year is
defined as August 1 through July 31 of the following year.

## Alternating Period of Study and Work: 

Alternating academic terms of classroom study and periods of supervised
employment.

## Parallel Periods of Study/Work: 

Concurrent periods of classroom study and supervised employment, while
carrying at least a half-time academic course load.

## Student: 

An individual enrolled or accepted for enrollment as a degree-seeking
(certificate, diploma, etc.) student taking at least a half-time
academic course load as defined by the academic/vocational/or technical
course load at an accredited \*high school, technical, or vocational
school, two or 4-year college or university, graduate, or professional
school. Half-time is the definition provided by the academic institution
in which the student is enrolled. \*(Schools must be accredited by an
accrediting body recognized by the Secretary of the U.S. Department of
Education or, for high schools, have a curriculum approved by a State or
local governing body.)

This definition also applies to an individual who needs to complete less
than the equivalent of half an academic/vocational or technical
course-load in the class enrollment period immediately prior to
graduating.

# RESPONSIBILITIES

A.  **Managers and supervisors:**

    Managers and supervisors identify potential staffing needs that can
    be met by SCEP students; advise the SEEP Coordinator of their desire
    to employ SCEP students; consider FTE, financial assistance
    requests; and budget for, select, and decide to convert or terminate
    SCEP students, as appropriate. In addition, managers and supervisors
    are responsible for reviewing this issuance, assigning appropriate
    work, providing appropriate coaching and development, monitoring and
    evaluating performance and conduct, and recommending retention or
    dismissal of SCEP students.

B.  **Student Education Employment Program Coordinator (SEEP
    Coordinator):**

    The Human Capital Management Employment and Benefits organization
    effects and administers individual Work/Study Agreements, including
    financial assistance arrangements; recruits and counsels students,
    and maintains a program file on each SCEP student. The SEEP
    Coordinator advises all students of their employee benefits and the
    performance and conduct standards procedures that pertain to them;
    keeps BPA management apprised of the number of SCEP students, their
    academic fields of study, the occupations in which they are
    training, the organizations in which they are working, and the
    progress they are making with BPA. The coordinator is responsible
    for developing, reviewing, and implementing agreements with
    educational institutions.

C.  **Students:**

    Students are responsible for meeting all program requirements, which
    are described in detail in Attachment 1. Attachment 1 must be signed
    by the SEEP Coordinator, the student, the supervisor and a school
    official, and filed in the SEEP Coordinator's student file.

# STUDENT CAREER EXPERIENCE PROGRAM PROVISIONS

A.  **Work Schedules (i.e., full, part-time, and alternating):** SCEP is
    a year-round program, and appointments may be made at any time
    during the year, including summer. Students may work full-time or
    part-time schedules (see minimum course load requirement, below).
    They may work alternating academic terms of classroom study and
    periods of supervised employment, or parallel periods of classroom
    study and supervised employment while carrying at least a half-time
    academic course load. There are no limitations on the number of
    hours a student can work per week (i.e., other than general
    limitations covered in Hours of Duty policy and regulations in 5 CFR
    610 and 630, and BPA Personnel Letters 610-5 and 630-1). However,
    the student's work schedule should not interfere with the student's
    academic schedule.

B.  **Work Status:** Students are in a work status while performing
    their work experience and placed in leave without pay (LWOP) when
    not in a work status.

C.  **Service Computation Date (SCD):** If a SCEP student's LWOP time
    exceeds six months in a calendar year, their SCD must be adjusted.
    Service credit is granted for up to six months LWOP per calendar
    year.

D.  **Other Requirements:**

    1.  **Appointing Authority:** SCEP employees must be eligible for
        appointment under the requirements of 5 CFR 213.3202. SCEP
        appointments are subject to all requirements and conditions
        governing career and career-conditional employment, including
        investigation to establish an appointee's qualification and
        suitability.

    2.  **Age:** Students who are appointed to student employment
        programs must be at least 16 years of age. In addition, all
        other applicable requirements of individual states regarding age
        must be met.

    3.  **Citizenship:** Agencies may appoint non-citizens to SCEP
        provided that: (1) the student is lawfully admitted to the
        United States as a permanent resident or otherwise authorized to
        be employed, and (2) all students in the SCEP must be U.S.
        citizens at the time they are non-competitively converted to a
        career-conditional appointment.

    4.  **Classification/Pay:** Annual SCEP positions will be classified
        as student trainees, to the -99 series of the appropriate annual
        occupation group. For example, an engineering student would be
        classified into the 899 series. Students will be paid at the
        classified grade level for the position appointed to; however,
        special salary rates of pay may apply once education
        requirements have been met (i.e., engineers once degree
        requirements met). Hourly jobs will be established within
        current job standards; pay setting will be in accordance with
        appropriate negotiated agreements where applicable.

    5.  **Education Requirements:** Students may be appointed if they
        are enrolled in one of the following accredited educational
        programs:

-   High School Diploma or General Equivalency Diploma (GED);

-   Vocational/Technical Certificate;

-   Associate/Baccalaureate/Graduate/Professional Degree; or

-   Participants in the Harry S. Truman Foundation Scholarship Program
    (PL-93-842)

> **AND ARE:**

-   Enrolled in an accredited educational institution;

-   In good academic standing (i.e., 2.5 grade point average) or higher,
    if required by the educational institution;

-   Qualified under the appropriate qualification standards, and meet
    suitability and fitness requirements for the position;

-   Enrolled in a field of study related to the assigned work; and

-   Considered (at a minimum) a half-time student (as defined by the
    participating educational institution).

    6.  **Employment of Relatives:** A student who is a relative of a
        BPA employee may be employed by BPA provided there is no direct
        reporting relationship and the relative is not in a position to
        influence or control the student's appointment, employment,
        promotion, or advancement in accordance with 5 CFR, Part 310.

    7.  **Minimum Work Hours Requirement:** Students must work a minimum
        of 640 hours before non-competitive conversion to a
        career-conditional appointment. If a student is converted into a
        SCEP appointment from a STEP appointment, work experience
        acquired while in a STEP appointment is credited towards the
        640-hour requirement IF the work of the position and the degree
        the student was working towards were the same as the work/degree
        of the SCEP appointment. There are no minimum hour limitations
        on the number of hours a student can work per week within a
        full-time schedule (up to 40 hours per week), but the student's
        work schedule should not interfere with his/her academic
        schedule. The 120 calendar days that a SCEP student may work
        between academic program completion and conversion may not be
        counted towards the minimum 640 hour work requirement.

    -   Students coming from a non-Federal work-study program, and
        meeting the criteria identified in 5 CFR 213.3202 may be
        considered.

    -   Agencies may waive up to one-half (i.e., 320 hours) of the
        640-hour minimum service requirements if student completes 320
        hours of career-related work experience under a SEEP and has
        demonstrated high potential, as evidenced by outstanding
        academic achievement and exceptional job performance.

    -   Outstanding academic achievement must be demonstrated by an
        overall grade point average of 3.5 or better, on a 4.0 scale.

    -   Exceptional job performance must be demonstrated by a formal
        evaluation conducted by the student's work-study supervisor(s)
        in a manner consistent with applicable performance appraisal
        program established under our appraisal system.

E.  **Promotions:** SCEP students are eligible for promotions provided
    they meet the qualification standards and have received a successful
    performance rating. Time-in-grade restrictions do not apply to SCEP
    students while they are in the excepted service.

F.  **Qualification Requirements:** Students under SCEP are evaluated by
    OPM qualification requirements for the target position. Any OPM test
    requirements are waived.

G.  **Quality Step Increases (QSI):** Students in the SCEP program are
    eligible to receive a QSI based on performance and other regulatory
    requirements.

## 

H.  **Reduction in Force (RIF):** SCEP participants are covered by the
    regulations in 5 CFR 351.502 for purposes of RIF. Students are in
    excepted service Tenure Group III, provided they have completed one
    year of current, continuous service.

I.  **Severance Pay:** SCEP participants are eligible for severance pay
    if they meet all other eligibility requirements under 5 CFR 550,
    Subpart G, Severance Pay

    .

J.  **Transfer:** Students may move from BPA to a student program in
    another agency or vice versa if both BPA and the other agency agree,
    the school involved concurs, and the position to which the student
    moves to is related to their academic program.

K.  **Within-Grade Increases:** SCEP students are eligible for
    within-grade increases (WGI) as long as they meet the requirements
    of BPA's performance appraisal system. To be eligible, the student
    must meet the acceptable level of performance, have completed the
    required waiting period, and have not received an equivalent
    increase during the waiting period. Leave without pay status may
    extend the waiting period under criteria in 5 CFR Part 531.
    Information covering within grade increases can be found in
    Personnel Letter 531-1.

# TRAVEL AND TRANSPORTATION 

> BPA may pay for expenses directly related to training, such as travel
> and transportation between duty station and school. Students in
> designated shortage occupation categories may have their travel and
> moving expenses paid to their first post of duty. If such expenses are
> paid at the time of initial appointment as a SCEP student, BPA may not
> pay travel expenses again when the student is converted into the
> competitive service. The office in which the student will work pays
> these expenses. Pre-employment interview costs for students to
> determine qualifications for the initial appointment may be paid for
> by BPA.

# PERFORMANCE 

Performance standards must be established for students in the SCEP
program. Students must meet the ***Meets Expectations*** level of
performance as stated in the Student Agreement, and as determined by
management. If the student is not performing at the Meets Expectations
level, and the student has less than one year of continuous employment,
the manager can terminate the employee after coordination with the
Employee Relations staff. If the employee has more than one year of
service, he/she must be provided the opportunity to improve performance
to the Meets Expectations level in order to support a management action
taken under Part 432 procedures (See Personnel Letter 432-1 for
instructions regarding "opportunity to demonstrate successful
performance"). The manager should coordinate closely with the Employee
Relations staff in issuing the opportunity letter, in which he/she
should state the areas requiring improvement and the period for
improvement. If performance does not improve to the Meets Expectations
level during the opportunity period, the student employee may be
terminated. The student employee must be informed in writing of the
reasons for termination (with Employee Relations staff

assistance), and a copy of this notification must be provided to the
appropriate school administrator, the Employee Relations staff, and SEEP
Coordinator.

> If termination for performance difficulties is taken "for such cause
> as will promote the efficiency of the service" under 5 CFR Part 752
> procedures, it is not necessary to provide the student employee an
> opportunity to improve performance. However, due process procedures
> under 5 CFR Part 752 must be observed.

A student who has been terminated as a result of continued unacceptable
performance may appeal their termination to the Merit Systems Protection
Board (MSPB) [only]{.underline} if they are a veteran's preference
eligible or have competitive service status. Non-preference eligibles in
the excepted service have no procedural or appeal rights, but gain such
rights upon conversion to the competitive service.

# CONDUCT: 

A student employee with less than one year of current continuous
employment in the same or similar positions, whose conduct does not
warrant retention, may be terminated after coordination with the
Employee Relations staff. Preference eligible students with one year or
more of continuous service in the same or similar position or
individuals who have competitive service status may appeal to MSPB
actions that are covered by MSPB jurisdiction, including termination.
Student employees with unacceptable conduct who do not meet such
criteria are not entitled to these procedures. Non-preference eligibles
in the excepted service have no procedural rights but gain such rights
upon conversion to the competitive service.

# BENEFITS:

A.  **Retirement:** With no prior service or with less than 5 years of
    prior civilian service, SCEP participants are generally covered by
    the Federal Employees Retirement System (FERS) unless they are
    excluded by law or regulation.

B.  **Health/Life Insurance:** Students whose employment is scheduled to
    continue for more than one year and who are expected to be in a pay
    status for at least one-third of the total time from date of
    appointment to completion of the program are eligible to elect
    Federal life insurance (including optional) and health benefits. The
    one-third of the year in a pay status requirement can be determined
    from the Work/Study Schedule submitted by the student at the
    beginning of the academic year. Life insurance will continue without
    premium charge to the student while on LWOP up to 365 days. Health
    insurance will CEASE while on LWOP unless the student pays their
    share of the cost. Arrangements for continued health insurance
    coverage must be made by the student through Human Capital
    Management. SCEP participants who are employed on a part-time basis
    are eligible for health and life insurance based on applicable rules
    and regulations for part-time schedules.

C.  **Leave:** Students who are in a work status under a regularly
    scheduled tour of duty will accrue annual and sick leave. The same
    leave provisions that apply to permanent employees apply to
    students, including military leave.

D.  **Holiday Pay:** Students receive holiday pay for days and hours
    that correspond to their regularly scheduled tours of duty.

E.  **Career Tenure:** Students receive credit towards their three-year
    period for career tenure if converted non-competitively. In addition
    to time worked, credit must be given for the first 30 calendar days
    of each LWOP period.

# ACADEMIC STANDARDS AND REQUIREMENTS:

> SCEP participants are expected to maintain good academic standing as
> determined by their school, including meeting any applicable grade
> point average (GPA) requirements of BPA.

##  

A.  **Program of Study:** SCEP participants are required to have work
    experience provided by BPA that is related to the student's academic
    program of study.

B.  **Transcripts:** Within three weeks of end of each academic period,
    student employees are required to submit an official copy of their
    most recent transcript or grade report to the SEEP Coordinator.

C.  **Grade Point Average (GPA):** Students must maintain a minimum
    cumulative GPA of 2.50 (or higher if required by the student's
    school) to demonstrate satisfactory progress (current SCEP
    participants will be held to this standard, but may be given an
    opportunity to improve their GPA if required). If an official
    transcript indicates that the minimum cumulative GPA has not been
    met, the SEEP Coordinator will advise the student employee's manager
    in writing. The student will have one additional term/semester to
    bring his/her GPA to the 2.50 level (if correction is possible
    within one term/semester). If the student employee fails or is
    unable to bring their GPA to the program level requirement within
    one term/semester, he/she may be terminated. Individuals who have
    competitive service status and preference eligibles with one year
    continuous service in the same position are entitled to the adverse
    action protections of 5 CFR Part 752. Non-preference eligibles in
    the excepted service, pending conversion to the competitive service,
    have no procedural or appeal rights, but gain such rights upon
    conversion to the competitive service.

D.  **Minimum Credit Hours:** Undergraduate students must successfully
    complete at least 12 quarter hours (or nine semester hours) per
    term/semester as a full-time student or 6 quarter hours (or 4
    semester hours) per term/semester as a half-time student. Equivalent
    requirements, corresponding to the institution's definition of
    full-time study, apply to other programs of study.

E.  **Reasonable Progression**: Students must make satisfactory progress
    toward their stated degree and the educational program for the
    student must be accomplished within a reasonable and appropriate
    timeframe.

F.  **Break in Program:** SCEP participants who discontinue their
    education are no longer eligible for a SCEP appointment and must be
    terminated immediately. However, if a student employee temporarily
    suspends his/her attendance at school (e.g., due to illness,
    maternity, etc.), but remains enrolled at the academic institution,
    termination of his/her appointment will depend on the circumstances
    of the particular case. Students wishing to continue in SCEP are
    required to request approval to suspend school attendance in advance
    with their supervisor and the SEEP coordinator. The supervisor
    and/or manager will make a decision regarding program continuation
    after consulting with the SEEP Coordinator.

G.  **Change of School/Degree Program:** SCEP participants are
    responsible for notifying the SEEP Coordinator of changes in their
    school status (e.g., change of school/change in degree program,
    etc.). If the student employee wishes to change his/her degree
    program, BPA may not be able to place the student in another SCEP
    position based on the changed degree. If such a position is not
    available, the student employee may be terminated. (If the student
    employee wishes to remain employed, it is recommended that he/she
    notify the SEEP coordinator prior to changing his/her degree to
    ensure that there is a position available for placement, based on
    the work requirements of the new degree program.) Students who
    change schools or degree programs may be responsible for re-payment
    of tuition assistance if the change is voluntary, and placement into
    a new position is not available.

# CONVERSION TO CAREER OR CAREER-CONDITIONAL APPOINTMENT

A.  Appointments of SCEP students who have met all program requirements
    may be non-competitively converted to career or career-conditional
    appointment at any time within 120 calendar days after satisfactory
    completion of degree requirements. SCEP appointments may not be
    extended beyond 120 calendar days after students have successfully
    completed the academic and study-related work requirements of their
    program.

B.  BPA will make an effort to place the student into a position for
    which they have been trained; however, there is not an obligation
    for conversion, and they may be terminated at any time during the
    120-day period noted in the preceding paragraph. Students who are
    not converted into a career or career-conditional appointment during
    the 120-day period will be terminated on the close of business of
    the 120th day. The termination is based on expiration of appointment
    and in accordance with terms specified as conditions of employment
    at the time the appointment was made. Students who are not converted
    are not required to repay tuition assistance provided during their
    agreement.

C.  Conversion is contingent on availability of position, budget, FTE,
    and other factors. When conversion is not feasible, BPA may
    recommend the student for conversion in another Federal agency.
    Conversely, BPA may accept a student for conversion from other
    Federal agencies when it is in the best interest of the Government.
    Work experience hours transfer with the student. For conversion,
    SCEP students must:

    1.  Complete course requirements conferring a diploma, certificate
        or degree;

    2.  Complete at least 640 hours of career-related work before
        completion of graduation requirements. A total of 320 hours may
        be credited if acquired through a comparable non-Federal
        work-study program(see Section III, D, 7 for additional
        information on creditable experience);

    3.  Be recommended by the supervisor for conversion;

    4.  Meet the qualification standards for the targeted position to
        which appointed; and

    5.  Be converted into a position that is related to the student's
        academic training and career-related work experience.

        D.  SCEP students are non-competitively converted at the grade
            level for which they qualify under the OPM qualification
            standards. Under superior academic achievement provisions
            specified in the OPM qualification standards, a student may
            be promoted to the GS-7 level PRIOR to conversion
            (undergraduates) based on exemption from time-in-grade
            restrictions of the excepted service or after conversion if
            they meet time-in-grade requirements. Once a student is
            placed in the competitive service upon conversion, they are
            bound by time-in-grade restrictions and may not be eligible
            for promotion to the GS-7 level based on superior academic
            achievement (3.0 GPA based on a 4.0 scale). Students are
            credited for LWOP time towards meeting the time-in-grade
            requirement.

        E.  Upon conversion to a career/career-conditional appointment,
            employees are required to complete a probationary period.
            Work experience obtained under SCEP is creditable towards
            completing the required one-year probationary period if the
            experience was obtained at BPA or in another office of DOE
            and in the same line of work. One month of credit is
            provided toward completion of the probationary period for 1
            month of work experience. LWOP totaling 22 workdays may be
            counted towards completion of the probationary period. Any
            non-pay time in excess of 22 workdays extends the
            probationary period by an equal time amount of time in a pay
            status.

        F.  Employees that have a service agreement requirement in place
            based on payment of tuition assistance will require that the
            student complete the same amount of time as the amount of
            time the employee received assistance. This implies that the
            length of service to BPA will be one calendar month of
            service for each calendar month of financial assistance
            provided during the academic year (see the definition), This
            service period begins when the employee is converted to a
            permanent appointment.

# TUITION ASSISTANCE: 

> Information regarding BPA's tuition assistance program for SCEP
> participants is available in Attachment 2.

# REFERENCES:

-   5 CFR 213, Subpart C, Excepted Schedules

-   5 CFR Parts 338, 432, 752, 310 (Subpart A), 351. 410, 831. 842. 870,
    890

-   Personnel Letter 430-1, Performance Appraisal

-   Personnel Letter 451-1, BPA Recognition System

-   Personnel Letter 410-9, Employee Development

-   Personnel Letter 531-1, Requirements for Denying and Granting
    With-in Grade Increases

-   Office of Personnel Management Operating Manual for Qualification
    Standards for General Schedule Positions.

J. Cleve Brooks

Chief Human Capital Officer

Attachments (8)

## STUDENT CAREER EMPLOYMENT AGREEMENT

This agreement is the basis for developing mutual understanding and
respective responsibilities between the Bonneville Power Administration,
educational institutions, students, and managers in the employment of
students. The Student Career Experience Program is a planned,
progressive approach to a student's academic studies and Federal work
experience with the potential of noncompetitive conversion into the
Federal career service. It is consistent with guidance contained in 5
CFR 213.3202.

## A. BPA's RESPONSIBILITIES

1.  Designate a Student Education Employment Program Coordinator (SEEP
    Coordinator) as a liaison with the school and the student.

2.  Inform school of work experience opportunities and provide a
    description of the job duties.

3.  Establish work schedules consistent with the school's academic
    calendar that enables the student to complete the SCEP Program.

4.  Orient the student to BPA's mission, policies, and procedures.

5.  Select appointees referred by the schools in accordance with
    diversity objectives.

6.  Process all personnel actions and paperwork and keep necessary
    records related to the student.

7.  Provide quality work assignments related to the student's academic
    studies or career goals where he/she can learn and be productive.
    Provide progressive and diversified work experiences to prepare
    students for occupations within their degree area.

## B. STUDENT'S ROLE

1.  Adhere to BPA's work schedule and Student Career Experience Program
    policies and procedures.

2.  Meet academic, performance, and conduct standards as set forth by
    the school and BPA.

3.  Provide BPA with official transcripts within three weeks of
    completion of each term/semester.

4.  Provide feedback to the school and manager on quality of work
    assignments.

5.  Work effectively with peers and supervisor using a professional
    approach in the workplace.

6.  Notify school and BPA of changes in their academic status, including
    any change in the degree being pursued;

## C. WORK SCHEDULES

1.  The student must work a minimum of 640 hours at BPA before
    completing degree requirements. BPA may credit up to 320 hours
    acquired through a comparable non-Federal work-study program meeting
    the criteria set fourth in CFR 213.3202.

2.  The student may work for up to 120 days after completion of degree
    requirements before conversion. Conversion must occur before the
    120th day.

3.  Students must coordinate any work schedule changes with supervisor
    and SEEP prior to effective date for approval and coordination with
    pay system.

    a.  Note: Work schedules may be parallel or alternating, full-time,
        or part-time.

4.  Part-time students must carry at least a 1/2 time academic course
    load, as defined by their educational institution.

## D. ACADEMIC/WORKPLACE REQUIREMENTS

1.  Students must make satisfactory progress toward their stated degree
    and the educational program for the student must be accomplished
    within a reasonable and appropriate timeframe.

2.  The minimum cumulative grade point average (GPA) requirement
    necessary to demonstrate satisfactory progress is 2.5 (or higher if
    required by the student's school).

3.  Students must successfully complete a required number of hours each
    term or semester (as appropriate). Specifically, undergraduate
    students must complete at least 12 quarter hours (or 9 semester
    hours) if they are considered a full-time student. High school
    students must complete a course load agreed upon by the SEEP
    Coordinator and their individual high school; similar requirements
    apply to students in technical/vocational schools. Graduate students
    must complete at least 9 semester hours (or equivalent quarter
    hours) if they are considered a full-time student. Part-time
    students must generally complete at least one-half of the hours
    noted for full-time students.

4.  Within three weeks of the end of each academic period, students must
    submit a copy of their most recent official grade transcript to the
    SEEP Coordinator. If the transcript indicates that the minimum
    cumulative GPA has not been met or the required number of
    quarter/semester hours has not been completed, the SEEP Coordinator
    will advise the student employee's manager in writing. Depending on
    the circumstances surrounding unacceptable GPA or number of hours
    completed, the student employee may either (1) be given one
    term/semester to correct the problem (if correction is possible
    within one term/semester), or (2) be terminated from Federal
    employment.

5.  Students who discontinue their education are no longer eligible for
    a SCEP appointment and must be terminated immediately. However, if a
    student employee [temporarily suspends]{.underline} his/her
    attendance at school (e.g., due to illness, maternity, etc.), but
    remains enrolled at the academic institution, termination of his/her
    appointment will depend on the circumstances of the particular case,
    including whether arrangements to suspend attendance was arranged
    with the manager and SEEP Coordinator in advance. The manager will
    make a decision regarding termination after consultation with the
    SEEP Coordinator.

6.  Students will be expected to maintain successful job performance.
    (Managers must establish performance plans for students consistent
    with BPA\'s appraisal system). If performance falls below successful
    and the student employee is past his/her one-year trial period,
    he/she must be given an opportunity to improve if required under
    provisions of Personnel Letter No. 213-1. In such cases, if
    performance does not improve during the opportunity period, the
    student may be terminated. The opportunity and termination
    processes, if applicable, will be coordinated with the SEEP
    Coordinator and the Employee Relations staff.

7.  Students are responsible for notifying the SEEP Coordinator of
    changes in their school status (e.g., change of school, change of
    degree program, etc.). If the student employee wishes to change
    his/her degree program, BPA may not be able to place student in
    another student position based on the changed degree. If such a
    position is not available, the student employee may be terminated.
    (If the student employee wishes to remain employed, it is best that
    he/she notifies the SEEP Coordinator prior to changing his/her
    degree to ensure that there is a vacant student position based on
    the new degree in which he/she can be placed.) Students who change
    schools or degree programs may be responsible for re-payment of
    tuition assistance if the change is voluntary, and placement into a
    new position is not available. The SEEP Coordinator will provide
    assistance to management in making a reimbursement decision.

8.  Students leaving for school or returning to work during school
    breaks must contact their supervisor who will be responsible for
    submitting a tour-of-duty change for processing and coordinating
    with the SEEP prior to returning to school or work. They are placed
    on leave-without-pay when not in a working status.

We agree with the conditions of the Student Career Experience Program as
described in this agreement.

## BPA SEEP Coordinator: For Educational Institution:

# Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

## Student Supervisor

# Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Signature \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ Date
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

## TUITION ASSISTANCE COMPONENT

**A. INTRODUCTION:** Organizations within BPA **[may]{.underline}**
offer tuition assistance to students appointed in the Student Career
Experience Program (SCEP). A financial aid budget must be prepared in
order to calculate total eligible costs. See attached financial aid
budget worksheet (Attachment 2A).

**B. ELIGIBILITY FOR TUITION ASSISTANCE:** There is no requirement for a
student to meet any specific economic/income criteria to be eligible for
tuition assistance.

**C. COVERAGE:** BPA may pay all or part of tuition and matriculation,
library and laboratory, materials and supplies, and travel and
transportation expenses between duty station and schools, and books and
other direct services costs associated with the student's educational
program. Tuition assistance is not available for direct payment of cash
to the student, and may not be used for tools, equipment the student can
keep, food, lodging, or daily transportation. The amount of tuition
assistance may vary from student to student, based on staffing
requirements of each BPA organization and their training budget. BPA is
not required to provide tuition assistance to every student. Decisions
to award tuition assistance should be based on one of the following
criteria:

1\. Recruitment Issues: The occupation of the position the student will
occupy upon graduation must be one for which BPA is experiencing a
shortage or anticipates a succession planning need.

2\. Retention Issues: The student requires additional funds to remain in
the program and BPA has already invested tuition assistance and
organizational resources, which will be lost, if the student is required
to leave the program.

3\. Other Issues: A special organizational requirement (diversity goals,
geographic location, special assignment, etc.) exists for the specific
student.

The tuition assistance of a part-time student is pro-rated according to
the number of credit hours taken. Adjustments can be made during the
year (i.e., increased eligible costs, etc.) that warrant additional
assistance.

**D. SERVICE AGREEMENT REQUIREMENT**: Payment of tuition assistance
obligates the student to a written and signed continued-service
agreement (Attachment 2B #3). This is equal to the length of service at
BPA. It will be calculated on a month per month basis, such as, one
calendar month of service for each calendar month of financial
assistance provided. The service period begins once converted to a
permanent appointment. If the student, through oversight, has not signed
an agreement, he/she is still obligated to continue in service. Service
in a non-pay status (LWOP) is not counted towards completion of the
obligation.

**E. TAXABLE INCOME:** Students who receive tuition assistance must be
advised that funds may be income subject to Federal and State income tax
and to the Federal Insurance Contribution Act (FICA) which obligates BPA
to make tax withholdings from the student's pay.

**F. WITHDRAWAL/NON-COMPLETION OF PROGRAM:**

1\. If a student does not utilize all funds granted by BPA or leaves the
employment of BPA before fulfilling their continued service agreement,
the SEEP Coordinator will initiate action with the Debt Collection
Officer to recover or waive repayment of funds, using the process
described in Attachment 2C.

2\. If the student withdraws or receives an "incomplete" for a specific
class or course, the student may be required to reimburse BPA for any
costs paid by BPA for which BPA did not receive the full benefit. As
described in section H of this attachment, the Student Education
Employment Program Coordinator (SEEP Coordinator) will review
transcripts and accounting information to determine if the student has
any financial liability to BPA.

3\. Students who discontinue their education are no longer eligible for
a SCEP appointment and must be terminated immediately and will be
required to repay all tuition assistance received. However, if a student
TEMPORARILY suspends their attendance (e.g., due to illness, maternity)
but remains enrolled at the academic institution, termination of their
appointment will depend upon the circumstances of the individual case.
The supervisor will make a decision after consultation with Employee
Relations and the SEEP Coordinator.

**G. NON-CONVERSION:** If a student is not converted upon completion of
degree requirements by a management decision into a career or
career-conditional appointment due to budget constraints, FTE, or lack
of a position, then there is no requirement to repay tuition assistance
received. If the student decides not to accept an offered position, then
the student is required to repay all tuition assistance received.

**H. TUITION ASSISTANCE APPROVAL PROCESS**: The SEEP Coordinator will

assist the student in completing the necessary financial aid application
form by

completing the following steps:

1\. Students shall request financial assistance by providing the SEEP
Coordinator a copy of the financial aid award letter from their school
for the ensuing year. Students who did not apply for financial aid must
provide a budget that shows sources and amounts of forgivable resources
and anticipated education expenses.

2\. SEEP Coordinator will review submitted documentation from student
(see #1 above) for eligible costs (tuition, materials, supplies, books,
fees for matriculation, library use, and laboratory use). SEEP will then
forward notification to the manager or supervisor of student and they
will determine if any tuition assistance should be awarded to the
student, based on the criteria C 1-3, of this attachment.

3\. The SEEP Coordinator shall review the financial aid award letter or
budget to determine the maximum amount the approving officials may
approve for the student, following the formula provided in Section 4
below.

## I DETERMINING AMOUNT OF TUITION ASSISTANCE: 

1.  From the student's financial aid award letter, or if the student did
    not seek financial aid, a budget with information from the student's
    school, list the amount of the student's projected budget for the
    academic year. See Attachment 2A.

2.  From the school's published tuition and fees schedule for the
    academic year to be covered, identify eligible costs (tuition,
    materials, supplies, books, fees for matriculation, library use, and
    laboratory use).

3.  Subtract the amount of forgivable resources (scholarships, grants,
    stipends, and other monies that do not have to be repaid) from the
    total budget amount. This amount is the adjusted budget total.

4.  The manager or supervisor will then determine if any tuition
    assistance should be awarded to the student, based on the criteria
    in Section C 1-3, of this attachment. Manager or supervisor responds
    to email request with approved or not and amount if approved and
    accounting information (including Org ID, GL Acct, Work order, Task,
    DCE, ABM)

5.  If approved, students shall provide their Manager/Training
    Coordinator information to complete DOE F 1510-02, Training/Travel
    Request Form. Only one request form should be completed for an
    academic year. The following information is provided on the form for
    cataloging:

> Employee's name

Section A:

> Item 3: Course Title: Student Career Experience Program & Student's
> major, such as Engineering.
>
> Item 4: Course Date: School term dates & Non-Duty Hours: The number of
> classroom hours the student should complete during the academic year.
>
> Item 5: Course Location Address: Only City and State needed & Vendor
> Name, i.e. School Name.
>
> Section B:
>
> Item 1: Tuition Amount.

6.  Students must sign Attachment 2B, Agreement to Continue in Service.
    The student's immediate supervisor, second-line supervisor, and
    approving official as appropriate sign the form. The authorization
    of financial assistance follows the normal BPA training approval
    process.

7.  On approval of DOE 1510.02, the SEEP Coordinator sends an award
    letter, specifying the academic year to which the funds apply.

    -   -The student's school of enrollment

    -   -The student

    -   -The student's Supervisor or Manager

    -   -The student's Training Coordinator (CHM training inbox)

    -   -The student's file maintained by the SEEP Coordinator

    -   -BPA's Disbursement Operations Staff

8.  Finance will issue a debit card to the student -- funds are given to
    the student as authorized by SEEP and the manager -- funding
    supported by documentation/proof of invoices and authorized
    purchases.

    J.  **PAYMENT PROCESSING:** The student is issued a debit card with
        set amount loaded, the student is required to provide
        documentation of what is paid by submitting copies of
        bills/invoices and payments provided to debit card. If
        documentation does not accurately support allowable expenses
        then collection may be justified. The academic year is August 1
        through July 31 of the following year. Funds may only be applied
        to eligible costs not covered by other forgivable resources,
        such as scholarships or grants as determined in 4 c (Determining
        Amount of Tuition Assistance) above. Management may decide to
        only disperse money per term/quarter and have receipts/bills and
        grades turned in prior to releasing the following term/qtr
        funds.

## STUDENT EDUCATIONAL EMPLOYMENT PROGRAM

+-------+--------------+--------------+-------+-----------------------+
| ST    |              |              |       |                       |
| UDENT |              |              |       |                       |
| E     |              |              |       |                       |
| DUCAT |              |              |       |                       |
| IONAL |              |              |       |                       |
| EMPLO |              |              |       |                       |
| YMENT |              |              |       |                       |
| PR    |              |              |       |                       |
| OGRAM |              |              |       |                       |
|       |              |              |       |                       |
| Tu    |              |              |       |                       |
| ition |              |              |       |                       |
| Assis |              |              |       |                       |
| tance |              |              |       |                       |
| B     |              |              |       |                       |
| udget |              |              |       |                       |
| --    |              |              |       |                       |
| S     |              |              |       |                       |
| chool |              |              |       |                       |
| Year  |              |              |       |                       |
| SY    |              |              |       |                       |
| (year |              |              |       |                       |
| to    |              |              |       |                       |
| and   |              |              |       |                       |
| from) |              |              |       |                       |
|       |              |              |       |                       |
| SY is |              |              |       |                       |
| A     |              |              |       |                       |
| ugust |              |              |       |                       |
| 1,    |              |              |       |                       |
| 2     |              |              |       |                       |
| 0(yr) |              |              |       |                       |
| to    |              |              |       |                       |
| July  |              |              |       |                       |
| 31,   |              |              |       |                       |
| 2     |              |              |       |                       |
| 0(yr) |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| Name: |              |              | St    |                       |
|       |              |              | udent |                       |
|       |              |              | ID:   |                       |
+-------+--------------+--------------+-------+-----------------------+
| Fina  |              |              | Head  |                       |
| ncial |              |              | Ca    |                       |
| Aid   |              |              | shier |                       |
| Of    |              |              | Name  |                       |
| ficer |              |              |       |                       |
| Name  |              |              | Com   |                       |
|       |              |              | plete |                       |
| S     |              |              | Ma    |                       |
| chool |              |              | iling |                       |
| Name  |              |              | Ad    |                       |
|       |              |              | dress |                       |
| Com   |              |              |       |                       |
| plete |              |              | Phone |                       |
| Ma    |              |              | & Fax |                       |
| iling |              |              | N     |                       |
| Ad    |              |              | umber |                       |
| dress |              |              |       |                       |
|       |              |              | Email |                       |
| Phone |              |              | Ad    |                       |
| & Fax |              |              | dress |                       |
| Nu    |              |              |       |                       |
| mbers |              |              |       |                       |
|       |              |              |       |                       |
| Email |              |              |       |                       |
| Ad    |              |              |       |                       |
| dress |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
|       |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| [S    |              |              |       |                       |
| chool |              |              |       |                       |
| Progr |              |              |       |                       |
| am]{. |              |              |       |                       |
| under |              |              |       |                       |
| line} |              |              |       |                       |
| D     |              |              |       |                       |
| egree |              |              |       |                       |
| or    |              |              |       |                       |
| C     |              |              |       |                       |
| ertif |              |              |       |                       |
| icate |              |              |       |                       |
| pr    |              |              |       |                       |
| ogram |              |              |       |                       |
| --    |              |              |       |                       |
| assoc |              |              |       |                       |
| iate, |              |              |       |                       |
| bach  |              |              |       |                       |
| elor, |              |              |       |                       |
| m     |              |              |       |                       |
| aster |              |              |       |                       |
| or    |              |              |       |                       |
| PhD:  |              |              |       |                       |
|       |              |              |       |                       |
| Esti  |              |              |       |                       |
| mated |              |              |       |                       |
| month |              |              |       |                       |
| and   |              |              |       |                       |
| year  |              |              |       |                       |
| of    |              |              |       |                       |
| c     |              |              |       |                       |
| omple |              |              |       |                       |
| tion: |              |              |       |                       |
|       |              |              |       |                       |
| S     |              |              |       |                       |
| chool |              |              |       |                       |
| term  |              |              |       |                       |
| (qu   |              |              |       |                       |
| arter |              |              |       |                       |
| or    |              |              |       |                       |
| semes |              |              |       |                       |
| ter): |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| **ELI |              |              |       |                       |
| GIBLE |              |              |       |                       |
| COSTS |              |              |       |                       |
| FOR   |              |              |       |                       |
| THIS  |              |              |       |                       |
| S     |              |              |       |                       |
| CHOOL |              |              |       |                       |
| Y     |              |              |       |                       |
| EAR** |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
|       |              | Entire       |       | Per term              |
|       |              | school year  |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| Tu    |              | \$           |       | \$                    |
| ition |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| Book  |              | \$           |       | \$                    |
| s/Sup |              |              |       |                       |
| plies |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| Other |              | \$           |       | \$                    |
| Eli   |              |              |       |                       |
| gible |              |              |       |                       |
| Costs |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| T     |              | \$           |       | \$                    |
| ransp |              |              |       |                       |
| ortat |              |              |       |                       |
| ion/T |              |              |       |                       |
| ravel |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| TOTAL |              | \$           |       | \$                    |
| ELI   |              |              |       |                       |
| GIBLE |              |              |       |                       |
| COSTS |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| **    |              |              |       |                       |
| FORGI |              |              |       |                       |
| VABLE |              |              |       |                       |
| R     |              |              |       |                       |
| ESOUR |              |              |       |                       |
| CES** |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| Sc    |              | \$           |       |                       |
| holar |              |              |       |                       |
| ships |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| Pell  |              | \$           |       |                       |
| Grant |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| SEOG  |              | \$           |       |                       |
| (Fee  |              |              |       |                       |
| W     |              |              |       |                       |
| aiver |              |              |       |                       |
| /need |              |              |       |                       |
| g     |              |              |       |                       |
| rant) |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| TOTAL |              | \$           |       |                       |
| FORGI |              |              |       |                       |
| VABLE |              |              |       |                       |
| RESO  |              |              |       |                       |
| URCES |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
|       |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| **ADJ |              | **\$**       |       |                       |
| USTED |              |              |       |                       |
| B     |              |              |       |                       |
| ALANC |              |              |       |                       |
| E\*** |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+
| \*    |              |              |       |                       |
| TOTAL |              |              |       |                       |
| ELI   |              |              |       |                       |
| GIBLE |              |              |       |                       |
| COSTS |              |              |       |                       |
| minus |              |              |       |                       |
| TOTAL |              |              |       |                       |
| FORGI |              |              |       |                       |
| VABLE |              |              |       |                       |
| RESO  |              |              |       |                       |
| URCES |              |              |       |                       |
| =     |              |              |       |                       |
| ma    |              |              |       |                       |
| ximum |              |              |       |                       |
| a     |              |              |       |                       |
| mount |              |              |       |                       |
| of    |              |              |       |                       |
| tu    |              |              |       |                       |
| ition |              |              |       |                       |
| assis |              |              |       |                       |
| tance |              |              |       |                       |
| you   |              |              |       |                       |
| are   |              |              |       |                       |
| ent   |              |              |       |                       |
| itled |              |              |       |                       |
| to    |              |              |       |                       |
| re    |              |              |       |                       |
| quest |              |              |       |                       |
| from  |              |              |       |                       |
| BPA   |              |              |       |                       |
+-------+--------------+--------------+-------+-----------------------+

**AGREEMENT TO CONTINUE IN SERVICE**[]{#__RefHeading___Toc181426858
.anchor}

1\. In consideration of financial assistance provided on my behalf by
Bonneville Power Administration (BPA) to further my education and
facilitate my participation in the Student Career Experience Program
(SCEP); I agree that upon receipt of my **\[Insert name of
degree/diploma /certificate\]** I will accept conversion to a permanent
appointment at BPA in my current position or to a similar position
identified by BPA.

2\. My obligation to accept a permanent appointment at BPA does not
commit BPA to offering me a permanent appointment or to continue my
employment with BPA. If BPA does not offer me a permanent appointment
within 120 calendar days of receiving my **\[Insert name of
degree/diploma /certificate\]** I shall have no further obligations
under this Agreement.

3\. My length of service to BPA shall be one calendar month of service
for each calendar month of financial assistance provided on my behalf.
My service period begins upon conversion to a permanent appointment.

4\. If I accept a permanent appointment with another Federal agency
prior to completing my obligated length of service to BPA, the terms of
this agreement shall remain in effect. All service time provided to that
Federal agency shall count towards the fulfillment of my length of
service obligation to BPA.

5\. If I voluntarily leave BPA after conversion to a permanent
appointment but before completing my obligated length of service, I
shall reimburse BPA for the financial assistance provided on my behalf.
This amount will be prorated according to length of service owed and
length of service rendered.

6\. I shall notify my supervisor of record in writing prior to making
changes in my educational program involving schedule changes,
withdrawals, degree changes, and school transfer. Any of these changes
in my educational program could result in my termination from the SCEP.

7\. If I resign from or I am terminated from the SCEP, I shall reimburse
BPA the full amount of financial assistance provided on my behalf.

8\. Any financial obligation to BPA that I may incur under this
Agreement may be offset by all or part of my salary or other monies due
me by BPA. If BPA is not fully reimbursed within 30 days of the date of
the creation of the obligation or I have not entered into a written
repayment plan; BPA may refer this debt to the United States Department
of the Treasury (Treasury) without further notice. Referal to the
Treasury will result in increased administrative costs. The Treasury may
pursue one or more of the following collection actions:

-   Reduce Federal payments owed to me by administrative offset,
    including Federal salary or retirement pay, IRS tax refunds,
    contractor/vendor payments, and certain Federal benefit payments
    (such as Social Security).

```{=html}
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```
-   Report delinquent debt to national credit bureaus.

```{=html}
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```
-   Refer the debt to a private collection agency.

```{=html}
<!-- -->
```
-   Garnish future wages through administrative wage garnishment (no
    court order required).

```{=html}
<!-- -->
```
-   Refer the debt to the U.S. Department of Justice for potential
    litigation.

```{=html}
<!-- -->
```
-   Report the debt to the IRS: If the debt is determined to be
    uncollectible, it may be reported to the Internal Revenue Service as
    income possibly resulting in an income tax increase. (Form 1099-C).

Employee's
Signature\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Employee's Name
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Date\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

SY \_\_\_ (August 1, 20\_\_ to July 31, 20\_\_) SEEP completes the
following

Requested amount: Approved amount: Used:\_\_\_\_\_\_\_\_\_\_\_\_\_

Obligation period:

**Total length of service\\**

Fall qtr/semester Winter qtr Spring qtr/semester **financial assistance
Initials**

\[ie 9 mths\\\$3000.00\]

## CALCULATION OF MONIES OWED UPON SEPARATION FROM FEDERAL SERVICE BEFORE CONTINUATION SERVICE AGREEMENTS TERMS ARE MET

1\. Determine obligation period \_\_\_\_\_\_\_\_\_\_\_\_\_

> (see offer letter in Official Personnel File \[OPF\])

2\. Calculate Time worked in Permanent Position (years/months)
\_\_\_\_\_\_\_\_\_\_\_\_\_

3\. Conversion date through separation date \_\_\_\_\_\_\_\_\_\_\_\_\_

4\. Subtract #2 from #1 to determine service owed
\_\_\_\_\_\_\_\_\_\_\_\_\_

(from OPF)

5\. Divide \# 4 by \# 1 to determine \_\_\_\_\_\_\_\_\_\_\_\_\_

monthly cost of assistance provided

6\. Multiply #5 by #3 to determine amount owed
\_\_\_\_\_\_\_\_\_\_\_\_\_

#  \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

**EXAMPLE**:

Obligation Period - Stated at time of Conversion in Offer Letter = 20
Months

Time worked in Permanent Position -- from October '06 to September '07

Obligation Period = 20 months (1 yr + 8 month)

(minus) Time worked in Perm Position = [12 months]{.underline} (one
year)

Total = 8 months owed

Tuition Assistance Provided \$11,300

[11,300]{.underline}

Months in obligation period 20 months 20

= \$565 per month

\$565 x 8 months = \$4520.00 the student would owe when they left BPA.

## SAMPLE AWARD LETTER

name of school

financial aid office

school address

Dear: (insert name)

In accordance with the Student Career Experience Program Working
Agreement between Bonneville Power Administration, (insert school name)
and (insert name of student), BPA will provide (insert name of student),
tuition assistance under guidance of the Federal Student Education
Program, 5 CFR 312.3202(b), for the school year of August 1, (year)
through July 31, (year)

BPA will provide our employee up to \$(amount of funds approved for this
academic year) in tuition assistance for the school year. Please do not
bill the Bonneville Power Administration for this student employee. We
will provide funds to our employee in an E-Fund credit card (MasterCard)
account for education expenses authorized under our programs, as
indicated below.

BPA Tuition Assistance funds are to be used for tuition, matriculation,
library fee/use, laboratory fees/use, materials, supplies, books, and
other direct-service education costs The student may not receive cash
from these funds to pay for tools/equipment to keep after completion of
the education program. Room and board, or transportation expenses while
at school are not covered expenses.

BPA financial assistance may be applied only to eligible costs not
covered by other forgivable resources. Our financial assistance must not
reduce other forgivable financial assistance available to the student.
It is intended to reduce the student's need for loans and other
non-forgivable resources.

BPA will monitor the use of these funds as requested and approved. Any
amount of this financial assistance not used by the student must be
returned to BPA.

If you require additional information, I can be contacted at (insert
number).

Sincerely,

Student Educational Employment Program Coordinator

## CHAPTER 2: CROSS TRAINING PROCESS FOR TRANSMISSION BUSINESS LINE (TBL) ANNUAL STUDENTS

**COVERAGE:**

The provisions of this Chapter apply only to students in annual
occupations that have been identified to participate in a rotational
cross training process by TBL management.

**PURPOSE:**

This Chapter --

-   Establishes a cross training process for STEP and SCEP students

-   Provides exposure and development through opportunities to work in
    different capacities throughout BPA

-   Describes eligibility and selection process

-   Describes the responsibilities of the Student Development Review
    Board, managers and mentors

-   Provides guidance on student evaluation process

# I. RESPONSIBILITIES: {#i.-responsibilities .unnumbered}

**Student Development Review Boards**

> The Student Development Review Board (SDRB), the governing body within
> each Business Unit, is responsible for the implementation of the
> student recruitment strategy, administrative, development and cross
> training processes. In partnership with the BPA student coordinator
> and or agency recruiter, the SDRB will provide guidance and enforce
> standards for those students participating in BPA's STEP/SCEP Process.

The SDRB will partner with the Human Capital Management organization to:

-   Determine rotational assignments for summer students

-   Determine rotational assignments for year-round students

-   Determine and administer the budget and FTE associated with the
    overall student cross training process, including tuition
    assistance.

-   Identify the organization's need based on critical skill gaps,
    succession planning and workload.

-   Develop a recruitment strategy and approach for implementation.

-   Develop strategy for interviewing and selecting future STEP and SCEP
    students.

> The make up of the SDRB will include a VP sponsor, SEEP coordinator,
> representation from the Business Unit, and the HCM Strategic Business
> Partner.

**Student Education Employment Program Coordinator**

> The SEEP Coordinator responsibilities are identified on Section II,
> page 7. Once the student receives his/her degree, completes the 640 or
> 320 hours as identified on Section III, page 9 #7, the SEEP
> Coordinator validates that the student has met the academic
> requirements and those of the SCEP program, and completes the
> student's academic performance evaluation.

**Students**

> Meet all the requirements of the program as indicated on Attachment 1,
> Section B. SCEP students are eligible to request tuition assistance,
> however, it is contingent on eligibility to be coordinated with SEEP
> Coordinator.

**Managers and supervisors**

> The performance manager will provide students with challenging
> opportunities while enhancing their overall knowledge of their
> organization. The manager will be held accountable for:

-   Setting clear obtainable and developmental goals in writing for each
    student

-   Preparing a performance appraisal plan within the first 30 days of a
    student's appointment and annually thereafter.

-   Providing thorough written evaluations of the students' performance
    and progress against the established goals

-   Coordinating students' work schedules, location and other logistical
    considerations

-   Meeting with the student and mentor to review expectations and work
    requirements at the beginning of the rotational assignment

**Mentor**

> Mentors are key elements in the success of the Student Cross Training
> Process. A mentor will assume the role of sponsor, teacher, and
> counselor. The mentor can be a manager, supervisor or senior
> professional who is not the supervisor of record.
>
> Managers will nominate mentors and the SDRB will select and assign
> them.

**II. STUDENT CROSS TRAINING PROCESS:**[]{#__RefHeading___Toc181426863
.anchor}

**Placement into STEP and SCEP Appointments**

> The SDRB will survey managers to determine needs, communicate these
> needs to the SEEP Coordinator, and establish recruitment team with
> representation from specialty areas. The application process is
> described by the following:

-   Student Resume and official transcripts are received and forwarded
    to the SEEP Coordinator.

-   Resume packages are forwarded to the SEEP Coordinator for
    qualifications.

-   SDRB convenes to review applications, determine interview
    candidates, and establish interview teams.

-   The interview teams conduct the interviews and make candidate
    recommendations.

-   SDRB convenes to select candidates to meet needs for the current
    year.

-   The SEEP Coordinator makes tentative offers, sends out letter for
    pre-security clearance screening, and sends out formal offer with
    effective date after pre-security clearance.

> STEP and SCEP are open to several types of students including high
> school, vocational/technical, business, college or graduate. Both
> programs are year round and appointments can be made at any time. A
> typical use of these student programs, in conjunction with the cross
> training process, would include the selection of students who are
> interested in courses of study that align with the Business Unit's
> needs.

**Budget**

> When a student is hired, they are assigned to Tier I, Senior VP
> routing and the budget for the FTE will be carried at that level.

**Rotational Assignments**

> Annual rotations, normally each fall season, will provide students
> with the opportunity to work with several different managers. Students
> are encouraged to designate a specific Business Unit function where
> they would like to work during their annual rotation. A student's
> preference will be considered, however placement will be determined by
> the SDRB and will be consistent with organizational needs. The SDRB
> board members will work to meet the needs and interests of both the
> student and the Business Unit.

**Work Schedule**

> Students will coordinate academic and work schedules with their
> performance manager and SEEP Coordinator. Students who are in a Leave
> Without Pay Status (LWOP) will be required to notify their supervisor
> one (1) calendar month prior to their intended return to work date.
> Failure to meet the above requirements by the student may result in a
> delay in the return to work start date.

**Tuition Assistance**

> See Attachment 2, Tuition Assistance Component. The payment of tuition
> assistance is tracked as a part of an organization's training budget.
> BPA will continue to support tuition assistance within the following
> caps in support of meeting our core business/succession planning
> needs:

-   Vocational programs: up to \$3000.00

-   Associate Degree program: up to \$3000.00

-   Bachelor Degree program: up to \$7,000.00

-   Graduate Degree program: up to \$9,000.00

Exceptions to above caps will require justification to be submitted to
the Senior VP (via the Tier II VP) for approval.

**Continued Service Agreements**

> Payment of tuition assistance obligates the student to a written and
> signed continued service agreement (see Attachment 2B, page 25)

**Performance Evaluations - See Section V, page 8**

> Student evaluations will encompass two major areas: job/work and
> academic performance. Student academic performance evaluation will be
> done by the SEEP Coordinator. The manager will prepare a performance
> appraisal plan within the first 30 days of a student's appointment and
> annually thereafter. The SDRB will use information from both areas in
> assessing overall student performance. The SDRB will evaluate the
> student based on input from the performance manager, mentor, and the
> student presentation.
>
> Student job/work performance will be evaluated by the student's
> performance manager at the end of the summer, notwithstanding the
> appraisal period requirements listed in Personnel Letter No. 430-1.
> This evaluation will consist of two components. First, the performance
> manager will develop a performance plan in accordance with the
> requirements of PL 430-1 at the beginning of the work period and then
> assign a rating of record at the end of the summer season, regardless
> of whether the student will be in a duty or non-duty status when
> school resumes in the fall. The performance plan must include
> performance standards that are specific to the student's expected work
> assignments. Second, at the same time the rating of record is
> assigned, the performance manager will also complete two student
> evaluation forms (Attachment 3A and 3B) for the sole purpose of
> providing additional performance input, in a narrative manner, to the
> SDRB for its consideration. *These forms are not stand-alone but
> supplementary to the required official performance evaluation forms
> and are to be attached to the official performance evaluation*.
>
> The performance manager is required to provide the student with a copy
> of the performance plan developed under BPA's formal appraisal program
> (PL 430-1). In addition, the performance manager is required to both
> discuss and explain the plan's performance standards so that the
> student understands the expectations. In addition, this discussion
> shall also include work group rules and norms and related topics. Such
> related topics could include, (but are not limited to) suitable
> attire, work schedule, where to go for help, limitations on non-work
> related computer and telephone use, other reminders on ethics, and a
> reminder that an end of summer 10 minute presentation to the SDRB is
> also required.
>
> One month prior to the end of the work period the performance manager
> will meet with the student to discuss and schedule the student's
> presentation to the SDRB. The performance manager, at the student's
> option, will be available to review and provide guidance to the
> student on his/her SDRB presentation.

**Student Conversion**

> SCEP students that have met all program requirements are eligible for
> conversion to a career conditional appointment within 120 days after
> graduation.
>
> Students that do not complete the requirements of the program,
> terminate the program, or decline an offer to be converted, and have
> been provided with tuition assistance, must make arrangements to repay
> the tuition assistance provided to them. See Attachment 2, Tuition
> Assistance Component.

**SDRB Student Evaluation Form** [(***NOT shared with the
student)***]{.mark}[]{#__RefHeading___Toc181426864 .anchor}

Submit completed form to the SDRB.

Student Name:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Rotation Dates: From \_\_\_\_\_\_\_ to \_\_\_\_\_\_\_\_ Evaluation Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_

Manager's Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Phone
#\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Manager's Organization Code: \_\_\_\_\_\_\_\_\_\_\_\_\_

Student overall performance was: □ Exemplary

□ Good

□ Marginal but could improve

□ Poor

Behavioral competencies:

-   Team work Exemplary Good Poor

-   Work ethic Exemplary Good Poor

-   Integrity/trust Exemplary Good Poor

-   Self motivation Exemplary Good Poor

Is this student a good fit for BPA: Yes No

Should they be converted: (STEP to SCEP or SCEP to permanent) Yes □ No

Do you recommend employment be continued next year? Yes No N/A

Comments you wish the board to consider about this student:

**Student Evaluation Form** (Share with the student and the
SDRB)[]{#__RefHeading___Toc181426865 .anchor}

Student Name:
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Rotation Dates: From \_\_\_\_\_\_\_ to \_\_\_\_\_\_\_\_ Evaluation Date:
\_\_\_\_\_\_\_\_\_\_\_\_\_

Manager's Name: \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_Phone
#\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

Organization Code: \_\_\_\_\_\_\_\_\_\_\_\_\_

Work Highlights: (address the results as well as how they were achieved)

Areas where the student excelled:

Areas in need of improvement or development:

Student Comments:

Student Preferences for next Rotation:

1\.

2\.

3\.

Manager's Initials\_\_\_\_\_\_\_\_\_\_\_\_ Student
Initials\_\_\_\_\_\_\_\_\_\_\_\_\_