What is it and who is eligible to participate?
The Tuition Reimbursement Program provides funds to eligible non-faculty employees in a full-time regular position to use in applying for tuition reimbursement for undergraduate, graduate and post-graduate/doctoral courses taken at regionally accredited degree-granting institutions or an approved professional certification program. Tuition reimbursement is to be used for employees to gain skills to help them in their current job or to seek promotional opportunities with the College (this will be determined by an employee’s supervisor and respective Cabinet member).
To be eligible for this benefit, an employee must be in a full-time regular position for at least six (6) consecutive months or be in a full-time temporary position for at least five (5) consecutive years. Employees in temporary status positions for less than five (5) consecutive years and employees in positions that are fully or partially funded by grants are not eligible. In addition, employees must have successfully completed their probationary period and be in good standing. Eligibility begins the semester after the employee has completed these requirements.
What are the requirements?
A staff member in a non-SEIU covered position must earn a 3.0 (“B”) grade point average or better on a 4.0 grade scale for each course per Administrative Procedure 3.28. An employee in a position covered by the staff SEIU Bargaining Agreement must earn a grade of “Satisfactory” or “C-” or better in pursuing an undergraduate degree and “Satisfactory” or “B-” or better in pursuing a graduate or post-graduate degree. In certification programs, the employee must have completed 100% of the coursework or submit an official certificate of completion to receive reimbursement. Tuition reimbursement will be forfeited if an employee does not receive the required grade point average or higher for a course or if the employee terminates employment or is terminated before completion (grade distribution) of the course. Tuition reimbursement will not be granted for courses that are available through HCC.
Employees attending any accredited college in pursuit of an undergraduate bachelor’s degree, graduate or post-graduate degree, or an approved professional certification program will be reimbursed for actual tuition paid, up to the maximum allowable amounts. Undergraduate courses will be reimbursed up to $200.00 per credit hour for a maximum of six credit hours each academic term. Graduate and post-graduate courses will be reimbursed up to $300.00 per credit hour for a maximum of six credit hours each academic term. Up to $1,200 maximum will be reimbursed upon completion of a certification course.
This benefit is based on the availability of funding and can be suspended or revised at any time.
When do I apply?
Applications will be accepted on a first-come, first-served basis, beginning at 8:00am and ending at 11:59pm based on the schedule below. Annual funding is limited and timely application is recommended.
The application period is June 1st – July 1st for classes commencing August through December (Fall Semester).
The application period is November 1st – December 1st for classes commencing January through April (Spring Semester).
This program does not extend to Summer Semester.
Where can I find the form?
The HR Application for Non-Faculty Tuition Reimbursement form is in the Personnel section of Etrieve. The form is only open during the application periods.
An employee does not have to be already registered for classes prior to submitting the application. Applications may be submitted in anticipation of classes that will be registered for. Department approval (Supervisor and respective Cabinet) is required prior to submission. If your supervisor is the cabinet member, only one approval is required. Application forms submitted without Supervisor and respective Cabinet approval will be returned.
When will I know my status?
HR will determine eligibility based on the criteria described above. Applications will be ordered according to the date/time received. Available funds will then be allocated and employees will be notified of their application status. If it is determined that a waiting list is necessary (more applications were received than funds were available), those employees on the waiting list will be notified.
How do I get reimbursed?
Upon completion of the course, the employee will submit a second form in Etrieve along with a final grade report and financial documentation that includes the employee’s name and the academic semester/term. The financial documentation may be a statement, receipt or invoice showing the cost of the class(es) and method of payment (student loan, credit card, e-check, etc). Course(s) not paid for by the student (i.e. courses paid by grants, scholarships or other awards) are not eligible for reimbursement. Employees have 30 days after course completion to submit this information, or funds may be forfeited. Reimbursements will be processed through the Accounts Payable Department.