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6-2-3 Tuition Assistance

 

NUMBER:  6-2-3          APPROVED DATE:  11-10-1999

BASED ON POLICY NUMBER AND TITLE:  SBTCE POLICY 8-10-100 EMPLOYEE DEVELOPMENT

PURPOSE: To establish guidelines for Tuition Assistance Programs at TridentTechnical College.

1. CREDIT COURSE REIMBURSEMENT

The TTC Foundation provides reimbursement to full-time permanent employees for a portion of the costs of successfully completing credit courses at accredited institutions.

A. PROCEDURE FOR APPLYING FOR APPROVAL OF CREDIT COURSES

Before registering for the course, the employee must submit the "Tuition Assistance/Credit Course Assistance" application (TTC Form 2-4) to his/her supervisor. If the supervisor approves the application, the employee will forward the form to the Vice President/Dean for consideration. If the Vice President/Dean approves, he/she will route the completed request to the TTC Foundation's Executive Director. If funds are available, the TTC Foundation's Executive Director will sign the application authorizing funding and the applicant will receive an e-mail notifying them of approval.  Applicants must complete the process before registering for the course in order to qualify for ultimate reimbursement.

B. REIMBURSEMENT FOR CREDIT COURSES

Employees may request reimbursement upon successful completion of the approved course(s). Employees must submit requests within 30 days of successful completion of the course and within the same fiscal year that the employee completed the course.

C. THE EMPLOYEE MUST SUBMIT THE FOLLOWING TO THE TTC FOUNDATION OFFICE:

1. Request for Reimbursement from Professional Development/Foundation for Credit Course Activity" (TTC Form 2-5);

2. Transcript, final grade report, or letter on institutional letterhead from the instructor that indicates course taken, grade received, and credits earned; and

3. Official receipt indicating the cost of tuition and fees

D. LIMITATIONS ON REIMBURSEMENT FOR CREDIT COURSES

1. Grade requirements

  • Undergraduate courses -- Employees may seek reimbursement of tuition for those approved courses for which they earned a grade of "C" or better.
  • Graduate courses -- Employees may seek reimbursement of tuition for those approved courses for which they earned a grade of "B" or better.

2. Only full-time permanent employees may seek reimbursement.

3. Employees who change status from full-time to part-time between the time of approval of and completion of courses and employees who leave TTC between the time of approval and completion of courses cannot seek reimbursement.

4. Employees may not seek TTC Foundation funds to reimburse expenses covered under any other form of financial assistance. Employees may not seek reimbursement for auditing courses.

5. Credit course applications are applicable for specific courses and terms. If an employee decides not to take the course, he or she should notify the TTC Foundation office. To take the course later, the employee must submit a new application.

2. TRIDENT TECHNICAL COLLEGE TUITION ASSISTANCE PROGRAM

To provide professional and personal growth opportunities for faculty and staff, the TTC Foundation may provide financial support for full-time permanent employees to take one course (up to four semester hours) per term in credit courses at TTC.

A. Benefits and Restrictions

1. The TTC Foundation will pay the costs of TTC tuition and required textbook(s) for full-time permanent employees to take one course (up to four semester credit hours) per term in any credit course for which they are qualified. To be eligible, an employee must have attained permanent full-time status for six months before the beginning date of the term when the course is offered.

2. The employee may register for such courses during early or open registration periods, after obtaining the written approval of his or her supervisor, Vice President and the TTC Foundation's Executive Director.

3. The tuition assistance benefit may not be used for auditing a course.

4. To remain eligible for the program, an employee must earn at least a "C" in courses taken. An employee may withdraw from one course per academic year, subject to approval by the employee's supervisor, Vice President and the TTC Foundation’s Executive Director. The TTC Foundation will not cover any expenses if the employee decides to re-register for the withdrawn course.

5. The employee is responsible for any income tax liability incurred as a result of this benefit.

6. Members of the TTC Foundation's Board of Trustees monitor the program and receive input from the President’ Cabinet on an annual basis. The TTC Foundation Board reserves the right to modify or discontinue the program.

B. Course Approval and Funding Process:

1. At least two weeks prior to registration, the employee secures signatures of his/her supervisor and Vice President on "Tuition Assistance/Credit Course Assistance" (TTC Form 2-4) and forwards it to the TTC Foundation's Executive Director for signature. State policy encourages employees to schedule classes during off-duty hours. Therefore, the employee's supervisor and Vice President will review the employee's work schedule to determine if an adjustment is necessary.

2.  The TTC Foundation office returns a copy of the approved form to the employee and notifies the finance office that the foundation will sponsor the employee and cover costs of the course.

3.  Once approval is received, the employee may register for the class and obtain the required textbook from the bookstore.

4. The College bills the TTC Foundation for tuition.

 3. CONTINUING EDUCATION COURSE ASSISTANCE (For Courses At TTC)

The TTC Foundation will pay the costs (up to a maximum of $500 per fiscal year, per employee) for TTC Continuing Education Courses for full-time permanent employees. To be eligible employees must have attained permanent, full-time status for six months prior to the beginning date of the term in which the course is offered.  Continuing Education Course Assistance should be directly related to an employee’s current position, support career advancement at the TTC, or contribute to remaining healthy on the job and promote physical wellness (nutrition, exercise, etc.).

 At least two weeks prior to registration, the employee completes and obtains the signatures of supervisor and vice president on “Tuition /Credit Course Assistance” (TTC Form T 2-4) and forwards it to the TTC Foundation office. State policy encourages employees to schedule classes during off-duty hours. Supervisor and vice president will review employee’s work schedule to determine if an adjustment should be made.

Once approved, the foundation office will request registration and the employee will receive e-mail notification of registration from Continuing Education.

 Continuing Education bills the Foundation for tuition.


Updated: 01-06-2003

Reviewed: 05-23-2011

Updated: 03-04-2016