Skip to main content

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: May 2, 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

POLICY

The education assistance program provides regular and term full-time staff 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 direct 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 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 direct 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 receive the tuition benefit, employees must be in an eligible position at the time the benefit is paid.

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.

DEFINITIONS

  • Accredited Institution is an institution as accredited in the Director 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.
  • Spouse is used here to mean anyone legally married to an employee.
  • Term employee is an 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 seek repayment of tuition payments for incomplete class of a failing grade. Violation of this policy may result in disqualification of benefits and/or disciplinary action, up to and including termination of employment. 

PROCEDURES

Please review the following link. (See Below)

FREQUENTLY ASKED QUESTIONS

Please review the following link (https://hr.vanderbilt.edu/policies/faq-employee-tuition.php)

ADDITIONAL CONTACTS

Subject

Contact/Position

Office

Phone

Questions

CHRO

Human Resources

(615) 343-4788

Questions

Executive Director, Total Rewards

Human Resources

(615) 343-4788

RELATED POLICIES/DOCUMENTS

 

HISTORY

Issued:            

 

Reviewed:

Comment

 

Amended:
Comment

 

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

GENERAL INFORMATION

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.

FAQs

Employee Tuition Programs


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.