Guidelines for Tuition Assistance Program for
Course and Seminar Enrollments
Recognizing the importance of continuing education, Emporia State University will provide tuition assistance to benefit-eligible employees of the University. Such tuition assistance will be applied toward the cost of tuition and will be limited to courses which will better prepare employees to perform the duties of their present assignments or which will help prepare them for upward mobility with the University. For courses needed by employees to follow an upgrading of division operations, employees are encouraged to ask the department for assistance in training.
II. Advisory Board
The Tuition Assistance Advisory Board shall consist of four (4) classified representatives and three (3) unclassified representatives and shall include the Director of Human Resources and Affirmative Action Officer as an ex-officio member, and the administrative assistant to the Affirmative Action Officer as Recorder and an ex-officio member.
Terms of office shall be three years and a member may serve consecutive terms. The Board will select a Chair to serve for one-year renewable term.
The duties of the Tuition Assistance Advisory Board shall be two-fold:
(1) The Tuition Assistance Advisory Board will make decisions on the allocation of the budgeted tuition assistance funds and will select the recipients.
(2) The Board will make recommendations to the President on policies for the administration of the tuition assistance program.
III. Eligibility to Apply for Tuition Assistance
All employees who
(1) are employed by ESU and have completed not less than 12 months or not less than one academic year in a benefits eligible positon: and
(2) have a current performance evaluation of at least "satisfactory" or are meeting performance expectations will be eligible for assistance.
Employees on leave of absence without pay will not be eligible for assistance while on leave. Employees receiving financial aid through other programs (excluding staff fee reduction program) within the University may not be eligible for assistance under this program.
Employees who have received assistance in a prior semester or summer session must have satisfactorily completed the course(s) supported by this program in order to receive continued support. (See VII below.)
IV. Approval of Courses
Tuition assistance will be available for all regular and continuing education courses offered by Emporia State University. The course or seminar must be taken for credit, and provide professional growth or development to the employee, or be job-related training. A course previously supported by tuition assistance that has been satisfactorily completed wil not be eligible for futher funding. A course previously supported by tuition assistance that has been satisfactorily completed will not be eligible for further funding.
V. Determination of Tuition Awards
A determined amount of tuition assistance dollars is allocated each fiscal year. All complete applications of request which meet the established eligibility requirements and which are received by the established deadline date will be considered for tuition assistance. Funds may not be available to cover all requests. The decisions of the Tuition Assistance Advisory Board are final. In determining awards, the Tuition Assistance Advisory Board will consider the following factors:
(1) Courses which are related to job enhancement
(2) Courses which are degree-seeking
(3) Other financial aid received by the applicant
(4) Whether the applicant has received prior tuition assistance
(5) Length of continuous employment with the University
VI. Limits of Support
Support from this program will be limited to the equivalent cost of ESU tuition of six credit hours in any semester or summer term. The Tuition Assistance Advisory Board reserves the right to limit the dollar amount of support for any individual employee. Funding limitations might not allow full tuition assistance for consecutive enrollment periods.
Under certain circumstances, the amount of tuition assistance granted may be considered taxable income by the Internal Revenue Service. The employee should consult an attorney, accountant, or tax preparer for additional information and advice on how the tax laws apply in the individual's specific case.
VII. Verification of Completion
Should an individual withdraw from or fail to successfully complete a course supported by this program, the individual will not be eligible to receive further assistance until the individual has satisfactorily completed another course at his/her own expense. Success-ful completion of an undergraduate course will require a grade of "C" or better; successful completion of a graduate course will require a grade of "B" or better.
If an individual is enrolled in thesis or dissertation courses where on-going classes are taken and grades are not awarded each semester, verification of positive progress must be provided by the instructor of record. It is the responsibility of the applicant to obtain this verification and submit it with the application. If it is not included, the application will be considered incomplete and assistance will not be awarded to the individual.
VIII. Course Enrollment Time
The policy to be followed for scheduling course enrollment will be:
(1) Employees are encouraged to enroll in courses which are held at times other than the hours covered by the employee's work schedule.
(2) Release time for course work will be determined by the employee supervisor's recommendation to the appropriate administrative head, who will have the final decision. Supervisor and department head signatures on the application form will establish approval for board members.
IX. Procedure for Applications
Applications for course tuition assistance must be submitted to the Human Resources Office no later than the due date set by the Board. Applicants must be enrolled in classes prior to applying for assistance. Forms for requesting tuition assistance are available from the Office of Human Resources or by clicking the link above. One copy of the completed form endorsed by the appropriate supervisor(s) should be submitted. A statement must also be attached explaining how the educational experience will benefit the employee and the University. After appropriate review(s), the Tuition Assistance Advisory Board will notify the applicant of its decision.