Education Assistance Programs
Also see: Dependent Tuition Assistance policy
VANDERBILT UNIVERSITY HUMAN RESOURCES POLICIES AND PROCEDURES
SUBJECT: EDUCATION ASSISTANCE PROGRAMS
EFFECTIVE DATE: Jan. 1, 2017
The purpose of this policy is to outline the tuition benefits for regular or term full-time employees and their spouses to further personal development and life-time learning. For faculty related details, please refer to the Faculty Manual.
A. Full-time employees are any regular employees working 30 hours or more per week.
B. Spouse is used here to mean anyone legally married to an employee.
C. Term employees are any employees 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 employees and their spouses provided: (1) the employee is employed full-time in a regular or term position, and (2) the employee has been in such a position for three months before course registration.
In order to receive the tuition benefit, employees must be in an eligible position at the time the benefit is paid.
Note: Vanderbilt temporary employees 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.
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.
BENEFIT IS FOR THE EMPLOYEE
Vanderbilt will assist with paying tuition for undergraduate, graduate, or professional courses for employees as follows:
- Any classes offered for academic credit as part of an associate, baccalaureate, or post-graduate degree are eligible for this benefit.
- Employees 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 three-credit hour course per semester, or up to three courses per academic year
Disclaimer: 3 courses per academic year cannot be utilized during one semester.
- Upon satisfactory completion of the course at another accredited college or university, Vanderbilt will reimburse eligible employees 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, upon satisfactory completion of the course, Vanderbilt will reimburse eligible employees 70% of the charge for tuition.
- Fees, books, the remaining amount of tuition, etc., are the employee's or spouse's responsibility.
- Employees 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 employees 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.
You can find the form to audit a course here.
BENEFIT IS FOR THE SPOUSE
Vanderbilt will assist with paying tuition for undergraduate, graduate, or professional courses for the employee's spouse to attend Vanderbilt as follows:
- Employee 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.
- Vanderbilt will credit the spouse's account for 47% of the tuition charge for one course per semester.
- Fees, books, the remaining amount of tuition, etc., are the employee's or spouses responsibility.
In addition to the benefits outlined above, spouses of eligible employees may audit one Vanderbilt course per semester and tuition will be waived, provided the spouse has the instructor's written permission to attend.
Forms to apply for educational tuition assistance are available on the EdAssist Portal. Forms for employees 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 employees. The policy does not create a contract implied or expressed, with any Vanderbilt employees, 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.