Administration and Operations Manual
3.13 Educational Assistance
25 Aug 2004
Refer Questions To:
Executive Director, Finance
This policy applies to full-time and part-time (20 hours per week or more or at least half time) regular status faculty, teachers, and staff in all offices and divisions of Gallaudet University unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents.
Gallaudet University Board of Trustees
Gallaudet University encourages employees to continue their formal education and provides financial aid for approved coursework. The educational assistance program is designed to promote career advancement at the University and to enable employees to contribute more effectively to Gallaudet's programs and services. Educational assistance is provided for tuition and mandatory fees (those required of all students at the time of registration) only at institutions other than Gallaudet University.
All IRS and U.S. Tax Court rulings regarding withholding and reporting requirements for educational assistance benefits are followed by the University.
A staff employee must satisfactorily complete the initial probationary period before enrolling in the course(s) for which he/she is requesting reimbursement. A faculty member or teacher may enroll following the effective date of employment. Receipt of the benefit for one course is not a guarantee of continued benefits for future semesters or courses. The University may, at its discretion, deny a request for educational assistance from any employee.
All courses for staff employees should be related to the employee's present position, to a potential position within the University, or to a college degree. Faculty or teacher educational assistance may be used for coursework required for promotion (faculty), track change (Clerc Center teachers) and tenure (faculty) or for training or retraining specifically related to University objectives as determined by the administrative officer.
The University reimburses eligible employees for each course during an academic year up to the amount of Gallaudet's Board-approved full-time U.S. student tuition for the same academic year. No eligible employee may receive more than four-times Gallaudet's current academic year tuition during his/her employment, and no employee may receive more than the actual expenses covered under this policy. Educational assistance is prorated for part-time employees according to the number of hours or percentage of time normally scheduled to be worked at the time of application.
- Accreditation of Educational Institutions
Colleges and universities must be accredited. Vocational-technical schools should be accredited or certified by a state agency.
- GI Benefits
No reimbursement is made for any portion of a program taken under the provisions of the U.S. Government's Veteran's Educational Assistance Plans.
- Courses Taken During Business Hours
Courses should normally be taken outside of the regular working hours. Requests for flextime or staff annual leave may be approved by the supervisor.
If educational assistance is paid at the beginning of the course, the employee must submit a registration receipt and tuition statement within 30 days of the start of the semester. The employee must submit evidence of satisfactory course completion as soon as possible but no later than 90 days from the date of completion. If educational assistance is reimbursed after the course(s) has been completed, the employee must submit a registration receipt, tuition statement, and evidence of satisfactory course completion as soon as possible but no later than 90 days from the date of completion. Educational assistance will not be provided to employees who have outstanding obligations to the University, in terms of both reimbursements and documentation of satisfactory course completion, related to any of Gallaudet's educational policies. "Satisfactory course completion" is defined as a grade "C" or better for undergraduate students or as a grade "B" or better for graduate students, or "pass" if under a pass or fail grading system. In the event a grade or pass/fail is not assigned to the course, the recipient of educational assistance must submit a statement from the advisor or school administrator that he/she has successfully completed all course objectives. In the event the course is canceled, the employee withdraws from the course, the employee does not satisfactorily complete the course or does not submit evidence of satisfactory course completion, or the employee does not abide by the above conditions or voluntarily leaves the University while the course is in progress, the employee must reimburse the University or, if the money has not been advanced, forego reimbursement.
In accepting educational assistance, the employee acknowledges and accepts the terms and conditions outlined in this policy. If the employee does not comply, the University will implement collection procedures if necessary.