VROC Coordinator Manual

Training Program

• Training must be relevant to leading events for the Vancouver Regional Outdoor Club.
• The Club will reimburse a maximum of 80% of total training expenses.
• Re-imbursement is pro-rated based on the number of events agreed upon and completed for the Vancouver Regional Outdoor Club. The typical amount is for every $10 that the Club will contribute, the participant must complete one relevant event. This amount is dependent on the type of training taken, however, and may change without notice.
• All required materials and equipment not included in the course fee are the responsibility of the student and will not be reimbursed by the Vancouver Regional Outdoor Club. Textbooks and other materials may be considered for reimbursement on a case-by-case basis. The Club will not reimburse the student for other associated fees, including but not limited to, transportation, costs associated for missing work, etc.
• Applicant must submit their request for approval prior to enrolling in any class. Applications for reimbursement may not be submitted for training already taken.
• Applicants must sign a waiver stating that they are not applying to be reimbursed for the training by their employer or any other organization.
• Preference will be given to those who have led 10+ events with the club, or who have attended 20+ events as a member. Volunteers who have attended or organized fewer events will have their training requests considered, this will only be used in decision-making if it comes down to more applicants than we have funding for training.
• All applications are considered on a case-by-case basis, depending on the number of other applicants submitting training approval, the amount of money reserved for training, and the type of training requested.
• Where grading is involved, students must submit proof of a passing grade before reimbursement takes place.
• Applicants may provide the name and location of a specific course they wish to take, however the Training Committee reserves the right to suggest an alternate school or instructor to ensure better rates (group discounts, etc) or higher quality training.

1. Applicant fills out required information and emails it to the Training Coordinator.
2. Training Coordinator reviews application, fills in details, and submits to Training Committee for discussion.
3. Upon consensus from the Committee, training is either approved or denied.
4. Approved training requests are sent back to the requesting member.
5. Member enrolls in course, submits a copy of the invoice indicating total cost to the Training Coordinator.
6. Upon passing the course, member must provide proof of a passing grade (transcript, printout, certificate, etc.)
7. Member must then coordinate the promised number of events of the prescribed nature. Each event is noted in the member's training file.
8. At any time, the member may apply for reimbursement, however, if they have not completed the number of events agreed upon, the amount reimbursed will be prorated accordingly. Once a member has applied for reimbursement, the file will be closed and no future events will be considered for further reimbursement.