When a state employee enrolls in a PDS course, the agency purchases a "seat" in the course. If the employee becomes unable to participate in the class, the agency must notify PDS at least fourteen (14) calendar days in advance of the course date to withdraw from the course. Failure to provide the required (14) days' notice will result in the agency being charged for the seat in the course. Agencies may, in the alternative of proper notice, send a substitute to the course to fill the purchased seat. This is encouraged. The agency must inform PDS of the change in employee participation for proper billing. This policy also applies to non-state employee participants.
· In cases in which an enrolled employee is severed from state employment before the course date, agencies are encouraged to fill the purchased seat with another employee if the agency is not able to comply with the (14) day notice requirement. If the purchased seat is unfilled the agency will still be charged.
· To provide proper notice of withdrawal, participants need to contact the agencies training liaison, who will then inform PDS. PDS will review the date of the withdrawal request and compare it to the date of confirmation to determine if the agency will be billed.
· The agency will not be charged when the employee is unable to participate due to approved leave other than vacation.