Administration and Finance
 
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Administration and Operations Manual

3.15 Tuition Assistance For Employees Family

Last Revised: 15 Feb 2008
Refer Questions To: Executive Director, Finance

Scope

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 and to their dependent children, spouses, or registered domestic partners, unless specifically covered by collective bargaining agreements made between Gallaudet University and certified bargaining agents.

Policy

Recognizing the value of employment longevity and the benefits of a formal education beyond the secondary school level, Gallaudet offers tuition assistance to employees with five or more years of cumulative service who have children, a spouse or registered domestic partner who wish to enroll as students in an accredited undergraduate college degree program or in an accredited post-secondary vocational-technical training program. Tuition assistance is not available for programs beyond the bachelor's degree. Tuition assistance monies may be applied towards tuition, mandatory fees (those required of all students at the time of registration), on-campus or off-campus housing, and/or on-campus board costs. Appropriate documentation will be requested for all support. No assistance is granted for courses which are eligible for reimbursement under a different program.

All IRS and U.S. Tax Court rulings regarding withholding and reporting requirements for tuition assistance benefits are followed by the University. A dependent child is defined in accordance with IRS regulations.

  1. Eligibility/Reimbursement
    The University reimburses eligible employees for each course taken by their eligible family member 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. Benefits are paid on a sliding scale beginning with five years of cumulative service in a regular status or extended temporary status position; full-time employees with 10 or more years of cumulative service receive the full benefit. Tuition 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.

    Years of Cumulative Service Maximum Yearly Benefit for Full-Time Employees
    5 years 50% of Gallaudet's full-time U.S. student tuition rate
    6 years 60% of Gallaudet's full-time U.S. student tuition rate
    7 years 70% of Gallaudet's full-time U.S. student tuition rate
    8 years 80% of Gallaudet's full-time U.S. student tuition rate
    9 years 90% of Gallaudet's full-time U.S. student tuition rate
    10 years or more 100% of Gallaudet's full-time U.S. student tuition rate

    Receipt of the benefit for one year or semester is not a guarantee of continued benefits for future semesters or courses. Gallaudet employees who are children or the spouse or registered domestic partner of other Gallaudet employees are not eligible for tuition assistance under this policy.
  2. Conditions
    Students must apply and be accepted to the program, must remain in good academic standing, and must satisfactorily complete the course(s) in which they are enrolled. If tuition assistance is paid at the beginning of the course or semester, the employee must submit a registration receipt or room/board receipt and a tuition/board statement within 30 days of the start of the semester. The student must submit evidence of satisfactory course completion as soon as possible but no later than 30 days from the date of completion. If tuition assistance is reimbursed after the course(s) or semester 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 30 days from the date of completion. Tuition 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 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 tuition assistance must submit a statement from the advisor or school administrator that he/she has successfully completed all course objectives. If a course is canceled, or the student withdraws from the course, and the student's coursework drops below the original request or falls below a full-time course load as defined by the student's university, the employee must reimburse the University. Additionally, if the employee does not submit evidence of satisfactory course completion, the employee does not abide by the above conditions, or the employee voluntarily leaves the University while the course is in progress, the employee must reimburse the University.

In accepting tuition 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.

Approved by: Gallaudet University Board of Trustees
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