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Dependent Tuition Assistance

Also see: Education Assistance Programs policy

VANDERBILT UNIVERSITY HUMAN RESOURCES POLICIES AND PROCEDURES
SUBJECT: DEPENDENT TUITION ASSISTANCE
EFFECTIVE DATE: Setpember 2, 2022

POLICY STATEMENT/REASON FOR POLICY

Vanderbilt recognizes the importance of educational support for employees’ children and dependents. The purpose of this policy is to provide guidance on dependent tuition benefits to regular or term full-time employees.

For information on tuition benefits for employees and spouses, please refer to the Education Assistance Programs Policy.

THIS POLICY APPLIES TO

This policy applies to all regular and term full-time staff members with a defined term of six months or more and who are regularly scheduled to work 30 hours or more per week (at least 75 percent of fulltime).

Note: Vanderbilt temporary employees are not eligible for this benefit.

*For more information on the categories, please see the following link

POLICY

VU Staff: Educational tuition assistance benefits are available for eligible employee’s dependent children when the employee is at least twenty-one (21) years old and has been employed full-time for the past five (5) continuous years in a regular or term position at Vanderbilt (or any other accredited college or university, with no break-in-service greater than three (3) continuous months duration). The benefit begins with the academic semester (or quarter) following five (5) years of continuous service. If Vanderbilt grants credit for prior service at another accredited college or university, the service time from the other institution will only be applied to the five (5)-year waiting period, it will not change or affect the eligibility date or the benefit percentage for which the employee is eligible.

VU Faculty: Educational benefits are available for the employee’s dependent children when the employee is at least twenty-one (21) years old and he/she has been employed full-time for the past five (5) continuous years in a regular or term position at Vanderbilt (or any other accredited college or university (including faculty service at VUMC), with no break-in-service greater than three (3) continuous months duration). The benefit begins with the academic semester (or quarter) following five (5) years of continuous service. If Vanderbilt grants credit for prior service at another accredited college or university (including VUMC), then the service time from the other institution will only be applied to the five (5)-year waiting period, it will not change or affect the eligibility date or the benefit percentage for which the employee is eligible.

VUMC Faculty: Educational benefits are available for the employee’s dependent children when the employee is at least twenty-one (21) years old, holds a VU faculty appointment, and he/she has been employed as a full-time Faculty for the past five (5) continuous years in a regular or term position at VUMC (or any other accredited college or university, with no break-in-service greater than three (3) continuous months duration). The benefit begins with the academic semester (or quarter) following five (5) years of continuous service. If Vanderbilt grants credit for prior service at another accredited college or university, then the service time from the other institution will only be applied to the five (5)-year waiting period, it will not change or affect the eligibility date or the benefit percentage for which the employee is eligible.

The children of an employee whose service is terminated due to permanent disability or death may be eligible to receive the tuition benefit. The employee must have met the full-time five (5)-year service requirement, and the eligible dependent(s) must be enrolled at an accredited institution within five (5) years of the former employee’s disability or death.

1. Benefits for Employee’s Dependent

Vanderbilt will assist with paying tuition for undergraduate courses for the employee’s dependent child(ren) as follows:

  • The employee must be eligible for the benefit as defined in this Policy.
  • The dependent must be enrolled in an accredited institution.
  • The child must meet the IRS dependency test (see Dependent Eligibility Requirements) in order to qualify.
  • The child must be enrolled in undergraduate courses, leading to the student's first baccalaureate degree or a Comprehensive Transition Program
  • The employee must have five (5) or more years of eligible, continuous service as defined in this Policy.
  • Plan for those employed prior to 9/1/2012 - Your benefit will be the greater of the following, but not to exceed 70% of what Vanderbilt would charge for similar level coursework:
    • 100% of up to $2,000 of the total tuition per semester, or
    • 70% of the total tuition.
  • Plan for those employed on or after 9/1/2012 - Your benefit will be the greater of the following, but not to exceed 55% of what Vanderbilt would charge for similar level coursework:
    • 100% of up to $2,000 of the total tuition per semester, or
    • 55% of the total tuition.
  • Each eligible dependent child may receive tuition assistance for up to 8 academic semesters or 12 academic quarters of undergraduate courses.
  • The maximum family tuition benefit is 24 semesters or 36 quarters for all of the employee’s children; or a maximum of 48 semesters or 72 quarters for all of the children if Vanderbilt employs the eligible employee and their eligible spouse.
  • Fees, books, room and board, the remaining amount of tuition, etc., are the responsibility of the employee and are not covered by this Policy.
  • Dependent children who apply to Vanderbilt are subject to the same competition for admission as other applicants.

2. Timeline for Submissions

Course Approval

  • Eligible Faculty and staff may apply online through EdAssist starting 90 days prior to each class start date.
  • The DEADLINE to submit an application is 30 days after each class start date.

To receive the dependent tuition assistance benefit, employees must be in an eligible position at the time the benefit is paid.

DEFINITIONS

Accredited Institution
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.

Dependent Child(ren)
Dependent Child(ren) to whom the employee is entitled or would be entitled, without regard to any divorce decree or separation agreement, to a personal exemption as a dependent "qualifying child" for federal income tax purposes as defined in Section 152(c) of the Code.

Full-time employees
Full-time employees are any regular employees working 30 hours or more per week.

Term employees 
Term employees are employees who have been hired for a limited time period beyond six months as indicated in their offer letter.

CONSEQUENCES OF NON-COMPLIANCE

Violation of this policy may result in disciplinary action, up to and including termination of employment. 

PROCEDURES

Please review the following link.

FREQUENTLY ASKED QUESTIONS

Dependent Tuition Program

ADDITIONAL CONTACTS

Subject

Contact/Position

Office

Phone

Questions

Tuition Benefits

Human Resources

(615) 343-4788

Questions

Executive Director,  Total Rewards

Human Resources

(615) 343-4788

RELATED POLICIES/DOCUMENTS

Faculty Manual

Tuition Benefit Programs

HISTORY

Issued:             09/02/2022

Reviewed:

Comment

Amended:
Comment


Disclaimer: The policies and procedures that guide employment practices are intended to assist in consistent administration and compliance.  Vanderbilt reserves the right to modify its policies and practices, in whole or in part, at any time.  Revisions to existing policies and procedures, and the development of new policies and procedures, will be made from time to time at the discretion of the University.   When new policies are implemented or existing policies are revised, the University will notify members of the University community as soon as practicable.  However, where differences occur, the most recent policy as reviewed and approved by the University will take precedence. Policies are not intended to apply to statements or actions protected under Section 7 of the National Labor Relations Act. (NLRA) The policies and procedures do not create a contract, implied or expressed, with at-will employees at Vanderbilt.

KEYWORDS

Tuition, Full-time employee, dependent child(ren)