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Tuition Assistance Policy

Policy
Purpose: 

To provide criteria for awarding employees tuition assistance to cover tuition costs in the pursuit of educational opportunities for professional growth and development.

Applies to: 

Non-tenure track faculty and staff with an appointment of 48% or greater to a regular position with 1 continuous year or more of KU service by the start of classes who have a "meets expectations" or above performance evaluation rating and have not been subject to disciplinary action or academic misconduct within the last twelve months.

Campus: 
Lawrence
Edwards
Parsons
Juniper Gardens
Yoder
Topeka
Policy Statement: 

The Tuition Assistance Program is designed to cover tuition for courses at the KU base tuition rates, for one class up to five hours per semester for eligible non-tenure track faculty and staff members. Tuition assistance is subject to the availability of funding and the number of qualified applicants. Program participation does not require the applicant to be degree seeking.

Applications

Tuition Assistance Application and process guidelines are located on the Human Resource Management (HRM) website. Applications must be received by HRM no later than 5:00 p.m. on the following schedule:

  • Fall Semester: First Friday in July unless designated as a national holiday, in which case the deadline will be the following Monday.
  • Spring Semester: First Friday in November
  • Summer Semester: First Friday in April

Only complete applications submitted by the deadline will be accepted. Application to the tuition assistance program does not guarantee admission to the relevant University school or college. The employee is responsible for applying for admission to the applicable program and enrolling in the course. 

Courses Eligible for Coverage

Types of courses which may be covered by tuition assistance are described on the HRM website. Applications for courses not covered will be denied. Tuition assistance will only be granted for outside institutions if the course, or its equivalent, is not offered in the University of Kansas as determined by Human Resource Management and Enrollment Management. Any exception will be considered on a case-by-case basis. In the event an award is made for a class to be taken at an alternate educational institution, the amount of the total award will not exceed KU’s equivalent tuition rates. Any fees required by an alternate educational institution will be the participant’s responsibility.

Eligibility for Subsequent Tuition Assistance

Once granted tuition assistance, future awards are contingent upon participants achieving a grade “C” for the undergraduate level or a “B” for post-baccalaureate level for courses funded by tuition assistance. Classes may also be taken on a pass/fail basis. Faculty/Staff incompletes in a tuition assistance funded courses are not eligible to receive additional funding until the incomplete is resolved.

In the event a tuition assistance recipient is unable to complete the enrolled course, withdraws from the course, or the recipient’s employment with the University ends before the end of the semester, it becomes the obligation of the recipient to repay any tuition that is not refunded to the University. Recipients of tuition assistance may review their account balances online at Enroll & Pay under “Campus Finances.”

Exclusions or Special Circumstances: 

The Tuition Assistance Program is not available to temporary employees, including student employees, to non-KU employees or “affiliates.” Tenure-track faculty will generally be ineligible for tuition assistance. Employees who have received an official notice that their employment is ending or projected to end will also be deemed ineligible.

Departments and supervisors are encouraged to make reasonable efforts to facilitate academic course attendance by staff so long as the normal functions of the position and the department can be maintained.

To remain in compliance as an Educational Assistance Program as defined in Internal Revenue Code 127, tuition assistance provided by the University will be capped to not exceed the amount specified in the IRS code and listed on the HRM website.

Not all unique circumstances can be addressed by policy or procedure. As a result, HRM uses discretion in the approval or denial of the tuition assistance based upon the application of program principles, existing guidelines, etc. HRM is the designated University authority to make the final decision on all awards issued through the Tuition Assistance Program. Those decisions may not be appealed.

Contact: 

Department of Human Resource Management
1246 West Campus Rd., Rm. #103
Lawrence, Kansas 66045
785-864-4946
hrdept@ku.edu

Approved by: 
Provost and Executive Vice Chancellor
Approved on: 
Wednesday, September 1, 1976
Effective on: 
Wednesday, September 1, 1976
Review Cycle: 
Annual (As Needed)
Definitions: 

School refers to KU Schools (for example, School of Business, School of Music, etc.).  Base Tuition Rates and Course Fees refer to costs established by KU in the Comprehensive Fee Schedule to enroll in courses.

Keywords: 
Tuition Assistance, Staff Rates, Application, Special Rates Application, tuition payment
Review, Approval & Change History: 

6/5/2017: Eligibility criteria were revised as noted below: ​

  • Applicants must submit complete and timely applications;
  • must have one year of KU service;
  • must be appointed 48% or greater to a regular positions;
  • must have no disciplinary actions, poor evaluations or academic misconduct within the past twelve months;
  • must maintain specified grades for tuition assistance funded courses;
  • must provide advance notice to HRM of enrollment changes; and
  • must authorize HRM access to grades for tuition assistance funded courses.

Tenure-track faculty are generally ineligible for tuition assistance.

02/01/2017: Updated Applies to from 50% to 48%. 

09/03/2015: Updated Review Date

08/13/2015: 

  • Updated Human Resources/HR to Human Resource Management/HRM
  • Added “meets expectations” requirement to “Applies to” statement
  • Added line about the employee’s responsibility to enroll in program/classes
  • Added Staff & Staff Dependents Tuition Rates policy to related policies
  • Added application webform to related forms

01/21/2015: Policy formatting cleanup (e.g, bolding, spacing).

10/15/2014: Policy formatting cleanup (e.g., bolding, spacing).

09/16/2011: Additional updates approved by Diane Hoose Goddard, Vice Provost, Administration and Finance.

11/22/2010: Updated policy approved by Diane Hoose Goddard, Vice Provost, Administration and Finance.

1979: Published in the 1979 Handbook for Faculty and Other Unclassified Staff and updated periodically thereafter.

09/1976: Guidelines for Implementation of Tuition Assistance at the University of Kansas, Lawrence, approved by the Executive Vice Chancellor.

1974: Kansas Statutes Annotated 75-5519 authorizing state agencies to pay the cost or tuition or other educational expenses for education or training of state personnel; statute amended 1976, 1982, 1985.

Financial Categories: 
Tuition & Fees
Personnel: Faculty/Academic Staff Categories: 
Benefits
Personnel: Staff Categories: 
Benefits

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