Education Assistance Programs
Also see: Dependent Tuition Assistance policy
VANDERBILT UNIVERSITY AND MEDICAL CENTER HUMAN RESOURCES POLICIES AND PROCEDURES
SUBJECT: EDUCATION ASSISTANCE PROGRAMS
EFFECTIVE DATE: July 1, 1999. REVISION DATE: January 1, 2003; September 1, 2012.
The purpose of this policy is to outline the tuition benefits for regular or term full-time staff and their spouses or same sex-domestic partners to further personal development and life-time learning. For faculty related details, please refer to the Faculty Manual.
A. Full-time staff are any regular staff working 30 hours or more per week.
B. Spouse is used here to mean anyone legally married to, or a same-sex domestic partner of, a staff member. (See Same-Sex Domestic Partner web page.)
C. Term Staff are any staff working in positions identified as "term positions" in the Recruitment, Hiring and Onboarding policy.
D. Accredited Institution is an institution as accredited in the Directory of Higher Education and offering academic courses toward an associate, baccalaureate, or post-graduate degree.
Educational benefits are available for staff members and their spouses provided: (1) the staff member is employed full-time in a regular or term position, and (2) the staff member has been in such a position for three months before course registration.
Note: Vanderbilt temporary staff members are not eligible for this benefit.
Educational Benefits are divided into two categories, depending on who is using the benefit. For information on tuition benefits for children, please refer to the Dependent Tuition Assistance policy.
BENEFIT IS FOR THE STAFF MEMBER
Vanderbilt will assist with paying tuition for undergraduate, graduate, or professional courses for staff as follows:
- Staff must be eligible for the benefit and enrolled in an accredited institution as defined in section II of this document and enrolled in an accredited institution.
- Financial assistance is provided for one course per semester, or three courses per academic year
- Upon satisfactory completion of the course at another accredited college or university, Vanderbilt will reimburse eligible staff 70% of the charge for tuition, up to an amount equal to 70% of what Vanderbilt would charge for similar level coursework.
- For course work at Vanderbilt, a 70% discount will be applied to Vanderbilt charges for tuition upon registration.
- Fees, books, the remaining amount of tuition, etc., are the responsibility of the staff member
- Staff members who apply to Vanderbilt for coursework are subject to the same competition for admission as other applicants.
In addition to the benefits outlined above, eligible staff members may audit one Vanderbilt course per semester and tuition will be waived, provided the staff member has the instructor's and the supervisor's written permission to attend. No credit is given for audited classes.
BENEFIT IS FOR THE SPOUSE
Vanderbilt will assist with paying tuition for undergraduate, graduate, or professional courses for the staff member's spouse to attend Vanderbilt as follows:
- Staff must be eligible for the benefit as defined in section II of this document
- Spouse must be accepted at Vanderbilt under the normal competitive admissions process
- Financial assistance is provided for one course per semester, or three courses per academic year, provided coursework is not in pursuit of a degree and the spouse is not enrolled in a full-time program
- Vanderbilt will credit the spouses account for 47% of the charge for tuition for one course per semester.
- Fees, books, the remaining amount of tuition, etc., are the responsibility of the spouse and staff member.
In addition to the benefits outlined above, spouses of eligible staff members may audit one Vanderbilt course per semester and tuition will be waived, provided that the spouse has the instructor's written permission to attend.
Forms to apply for educational tuition assistance are available at http://hr.vanderbilt.edu/forms/index.php. Forms for staff members or their spouses to attend classes must be filed prior to class registration.
Tax laws are subject to change and it is strongly recommended you consult with your tax adviser to determine if the educational assistance benefit is taxable income to you.
This policy is intended as a guideline to assist in the consistent application of University policies and programs for staff. The policy does not create a contract implied or expressed, with any Vanderbilt staff members, who are employees at will. Vanderbilt reserves the right to modify this policy in whole or in part, at any time, at the discretion of the University.
Approved by Traci K. Nordberg, Chief Human Resources Officer and Associate Vice Chancellor
Approved by Eric Kopstain, Vice Chancellor for Administration
Approved by Jeffrey Balser, M.D., Ph.D., Vice Chancellor for Health Affairs