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
CURRENT VERSION EFFECTIVE: August 15, 2022
POLICY STATEMENT/REASON FOR POLICY
Vanderbilt recognizes the importance of on-going personal development and life-long learning. The purpose of this policy is to provide guidance on tuition benefits for regular or term full-time employees and their spouses. For faculty related details, please refer to the faculty manual
THIS POLICY APPLIES TO
This policy applies to all regular and term full-time staff.
*For more information on the categories, please see the following link
The education assistance program provides regular and term full-time staff in an active status, who have completed three (3) months of employment and their spouse with assistance toward payment of tuition for undergraduate, graduate, and professional courses. (Vanderbilt Temporary Services, VTS, employees are not eligible for this benefit.)
Participants shall receive an advanced payment for the lesser of 70% of the cost of tuition for one (1) three-hour course per term at an accredited institution and/or 70% of the cost of similar level course work at Vanderbilt University. Vanderbilt is providing this advance on the tuition benefit to help employees’ ability to afford continuing their education and professional development.
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.
- Financial assistance is provided for one three-credit hour course per semester, with a limit of three courses per academic year. Disclaimer: the benefit cannot be used toward more than 1 course per semester.
- 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.
Vanderbilt will also 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 this policy.
- Spouse must be accepted at Vanderbilt under the normal competitive admissions process.
- Financial assistance is provided for one course per semester, with a limit of three courses per academic year.
- Employees shall receive an advanced payment for 47% of the cost of tuition for one (1) three-hour course per term at Vanderbilt University. Disclaimer: the benefit cannot be used toward more than 1 course per semester.
- Fees, books, the remaining amount of tuition, etc., are the employee’s or spouse 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. You can find the form to audit a course here.
An employee receiving financial assistance, a fellowship or scholarship from any public or private source shall only be entitled to a benefit under the educational assistance program to the extent the covered costs of course or courses exceed the amount of such financial assistance, fellowship or scholarship.
In order to retain the advanced payment of the tuition benefit, employees must be in an active eligible position after the course completion date and have uploaded the required documentation (i.e., acceptable invoice and official proof of passing grade). In the event in which documentation is submitted toward the end of the program, employees must be in an active, eligible position at the time the benefit is paid via payroll.
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.
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.
- 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.
- Full-time employees are any regular employees working 30 hours or more per week and in an active status.
- Spouse is used here to mean anyone legally married to an eligible employee.
- Term employee is an active employee working in a position identified as a term position. This position is longer than six months, but not longer than a year
CONSEQUENCES OF NON-COMPLIANCE
A passing grade of C or better is required for continued eligibility for tuition assistance. Vanderbilt University may require repayment of the tuition benefit provided to an employee in advance of the completion of the coursework if the coursework is not completed (an incomplete class) or if the coursework results in a failing grade. In addition, if employment with Vanderbilt University terminates for any reason before the completion of the coursework, the employee must refund the advanced tuition benefit within fifteen (15) days of termination. As a condition of this benefit, employees must consent to allow payroll deduction of any amount owed to Vanderbilt University and to pay for any collection costs, including attorney’s fees, if a legal action becomes necessary to recoup the advanced tuition benefit. Violation of this policy may result in disqualification of benefits and/or disciplinary action, up to and including termination of employment.
Please review the following link. (See Below)
FREQUENTLY ASKED QUESTIONS
Please review the following link (https://hr.vanderbilt.edu/policies/faq-employee-tuition.php)
Executive Director, Total Rewards
Education Assistance Procedures
These are the procedures for the Education Assistance Policy. Please review the following link for the Education Assistance Policy.
Educational Benefits are divided into two categories, depending on who is using the benefit. For information on tuition benefits for children, please see the Dependent Tuition Assistance Policy.
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.
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.