EAST TENNESSEE STATE UNIVERSITY

SECTION:  PPP-13

SUBJECT:  Educational Benefits

East Tennessee State University is committed to the need for the continued professional growth and development of employees. Support for educational assistance of personnel and their dependents is an important vehicle for addressing that need. The programs for university employees and dependents are available subject to funds being budgeted and available within the university.  The Office of Human Resources is responsible for the administration of the various programs with the exception of the program for dependents of veterans (B-061) and two programs offered to general state employees and the dependents of licensed teachers and State employees (B-062).

The specific request forms for each program can be secured from the Office of Human Resources or on the Human Resources’ web site, http://www.etsu.edu/humanres/forms/forms.htm.  (Some forms are available on the University Comptroller's office web site, http://www.etsu.edu/comptrol/frm.htm.)

Types of Support for Educational Assistance

The Tennessee Board of Regents’ Guidelines for Educational Assistance (TBR Guidelines: P-130, P-131, B-061, B-062) contain a total of eleven (11) programs.  The Programs in P-130 provide benefits to personnel at TBR institutions, Tennessee Technology Centers and the Central Office to further their formal education.  The Program in P-131 provides benefits for dependents of TBR employees.  The programs in B-061 provide assistance to dependents of veterans and to state employees 65 years of age and older.  The programs in B-062 provide assistance to state employees and dependents of public school teachers.  The programs are:

P-130 – Educational Assistance for TBR Employees, TBR Guideline P-130

         I.          Faculty or Administrative/Professional Staff Grant-in-Aid Program

II.        Faculty or Administrative/Professional Staff Tuition or Maintenance Fee Reimbursement Program

III.       Employee Audit/Non-credit Program

IV.       Clerical and Support Staff Tuition or Maintenance Fee Reimbursement Program

V.        Fee Waiver for TBR/UT System Employees Program (PC 191)

P-131 – Educational Assistance for Spouse and Dependents of TBR Employees, TBR Guideline P-131

I.          Fee Discount for Spouse and/or Dependent Children Program

B-061 – Educational Assistance for State Employees and Dependents of State Employees or Public School Teachers,   TBR Guideline B-061

 I.          Public Higher Education Fee Waiver for State Employees Program

      II.        Fee Discount for Dependent Children of Licensed Public School Teachers or State Employees Program

B-062 – Other Educational Assistance Programs, TBR Guideline B-062;

I.         Veterans’ Dependents’ Post-Secondary Education Program

        II.        Age 65 or Above Program

Complete eligibility information is contained within each Guideline. 

Taxation of Educational Assistance Programs

Undergraduate and graduate course tuition, up to $5,250 per year, paid by the Tennessee Board of Regents institutions and the University of Tennessee System for their employees is eligible for exclusion from the employees' gross annual income, in accordance with Internal Revenue code (IRC) Section 127. 

Desegregation Development Programs for staff and faculty are deleted: TBR Staff will review new program proposals to replace this section. 

I.  Faculty or Administrative/Professional Staff Grant‑in‑Aid (GIA) Program (PERTAINS ONLY TO CREDIT COURSES TAKEN AT ANY PUBLIC OR PRIVATE INSTITUTION OF HIGHER LEARNING)

The grant‑in‑aid is intended to serve as a means of career (job‑related) development as well as individual professional development. GIA shall be available to eligible employees whose proposed courses of study will, in the judgment of the University President, enhance the value of the employee to the university.

A.Eligibility

1.  Any regular full-time faculty member or administrative/professional staff member who has been employed by the university for two or more years may, upon the approval of the University President, be eligible for receipt of a grant-in-aid award.  Employees with temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments. Requests for grant‑in‑aid shall be submitted on a TBR Recommendation Form.

2. The grant‑in‑aid shall be awarded on the basis of demonstrated need for further academic development which will ultimately benefit the university; written justification must be submitted to the University President.

3. Grant‑in‑aid normally will be limited to personnel working toward the doctorate, or other terminal degree. However, requests for aid to pursue degrees below the doctoral level in technical/professional disciplines, and for the training or retraining of administrative/professional staff will be considered. All grant‑in‑aid should be recommended on the basis of the following priorities:

a. Requests from minority and female personnel,

b. Requests from tenured faculty, 

c. Requests from tenured/non-tenured personnel of departments in which the university desires further development.

4. No grant‑in‑aid shall be awarded for a period longer than twelve (12) months. In general, a full‑time grant‑in‑aid will be awarded on a one-time basis.  If the program objectives are not achieved by the end of the designated period, the university may grant a leave of absence for a maximum of an additional twelve-month period.  A second grant-in-aid may only be awarded after the recipient has fulfilled the return employment commitment of the first award.

5. Grant recipients must be placed on an approved leave of absence and enroll as full‑time students in credit courses except where less than full-time is needed to complete the program.

6. The status of an employee on the published first day of classes for each term determines eligibility for participation in this program.  Any change in status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.

B. Fees Paid/Type Course Paid/Number of Hours

This program is designed to provide an individual with institutional funds for tuition or maintenance fees and/or living allowances in accordance with the following provisions:

1. Reimbursement of tuition-related fees may not exceed actual maintenance fees or tuition.  Tuition-related fees may include maintenance fees, tuition, debt service fees, service charges and incidental fees payable at the time of registration, but shall not include room, board, and supplies.

2. Monthly living allowances may not exceed 50% of the grantee's monthly salary.  Academic year salaries are to be divided by twelve to derive an equated monthly salary rate.

C. Payback Provisions

A contract form shall be executed between the university and the recipient of the grant-in-aid stating the conditions under which the grant-in-aid is awarded. The conditions of a grant‑in‑aid shall comply with the following minimum requirements:

1. The recipient shall be required to return and be employed by the in­stitution for not less than three months of full‑time employment for each month of grant‑in‑aid awarded. Repayment of time shall commence immediately after completion of the period of study, or withdrawal from program.  In exchange for reimbursement of allowable expenses, a participant will commit to work for the sponsoring institution or if no appropriate employment is available, at one of the other Tennessee Board of Regents institutions or within the University of Tennessee system.

2. Failure on the part of the recipient to remain employed for the period of time agreed upon in the contract shall result in a financial obligation to the university based upon the terms of the contract.  The contract specifies that if employment is terminated prior to fulfillment of the employment obligation, the final paycheck and check representing the amount of accrued, but unused annual leave may be withheld as repayment of the financial obligation.  If such amounts are insufficient to recoup the amount owed by the employee, the university has the option of pursuing one of two methods to achieve repayment as stated below:

a. The amount or balance owed shall become an account receivable and the university shall follow the procedure outlined in TBR Guideline B-010, Accounts Receivable - Employee Receivables.  If payment in full is not obtained, the debt shall be assigned to a collection agency; or

b.The employee will be required to execute a promissory note acknowledging receipt of the grant-in-aid and containing repayment terms and conditions consistent with the grant-in-aid contract prior to the employee leaving the university should he/she fail to fully complete the employment requirements of the contract.

3. Summer or short-term employment shall be considered part-time employment in cases where the employee holds an academic year appointment. No part-time employment shall be creditable toward the fulfillment of the contract. 

D. When the Participant May Attend

After approval, the university may issue and execute the contract stating to the recipient the conditions under which the grant-in-aid is awarded.

E. Accounting/Budgeting Provisions

1. The number of grants-in-aid of the university shall not exceed three percent (3%) of the number of full-time faculty and administrative/professional staff at the university at the time the awards are requested. 

2. Requests for grants-in-aid shall be submitted to the University President for approval prior to the beginning of the semester.  After approval, the university may issue and execute the contract.

3. Complete materials supporting each grant‑in‑aid request shall be maintained. Also, each grant recipient shall be required to provide the president/director with official grade reports during and upon completion of the grant period.  Continual participation is dependent on the recipient's satisfactory progress toward completion of a course of study.

F. Where the Participant May Attend

Participants may attend public and private institutions of higher education.  Requests for grant-in-aid for participants will be reimbursed at the current semester hour rate for that institution.

II.  Faculty or Administrative/Professional Staff Tuition or Maintenance Fee Reimbursement Program (PERTAINS ONLY TO CREDIT COURSES TAKEN AT ANY PUBLIC OR PRIVATE INSTITUTION OF HIGHER LEARNING)

The fee reimbursement program is intended to serve as a means of career (job‑related) development as well as individual professional development. The program should enhance the value of the employee to the university.

A. Eligibility  

1. Any regular part-time or full-time faculty, administrator and professional staff who has been employed by the university for at least six months, may, upon the approval of the University President be eligible to participate. Employees with temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.           

Requests for tuition or maintenance fee reimbursement shall be submitted at least two weeks prior to enrollment.   Regular part-time employees may receive a pro rata portion of assistance based on percentage of contract for employment.

      2. Reimbursements normally will be limited to personnel working toward the doctorate, or other terminal degree. However, requests for aid to pursue degrees below the doctoral level in technical/professional disciplines, and for the retraining of administrative/professional staff will be considered. All reimbursements should be recommended on the basis of the following priorities: 

a. Requests from minority/female personnel,

b. Requests from tenured faculty.

c. Requests from tenured/non-tenured personnel of departments in which the university desires further development.

3. Employees who retire with at least 10 years of service maintain eligibility under this program. 

4. The employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program.  Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.

B.  Fees Paid/Type Course Paid/Number of Hours

1. This program is designed to provide maintenance or tuition-related fees for an employee who takes credit courses on a part‑time basis while continuing work responsibilities at the home university.

2. Reimbursement may not exceed actual maintenance or tuition-related fees for a maximum of six credit hours per term, with a maximum of 4 terms per year. An employee may enroll in more than one course during the summer as long as the summer terms in which the courses are to be taken do not overlap. Tuition-related fees may include maintenance fees, tuition, debt service fees, service charges and incidental fees payable at the time of registration. 

3. Employees enrolled in specialized graduate degree programs or similar concentrated programs at public or private institutions of higher learning for which fees are in excess of the prevailing graduate fee rates shall be reimbursed equivalent to the maximum fee waiver they would receive if they enrolled in any non-concentrated graduate courses for that semester (i.e., six hours times the published graduate hourly fee at the institution attended).

C. Payback Provisions

1. The recipient, unless retired, shall be required, after completion of the course or courses, to be employed by the university for not less than one (1) month of full-­time employment for each month of the term of participation in the Faculty/Administrative/Professional Staff Tuition Reimbursement Program.

2. Participants must complete with passing grades all courses in which they enroll under this program in order to take subsequent courses in this program. A grade of Incomplete or withdrawal from a course after the drop/add deadline is not considered as achieving a passing grade.  The employee must pay for and successfully complete the same number of semester hours before again being eligible for this program.  Exceptions will be made only in cases (1) where a course is failed for valid health reasons or (2) where another substantial reason has been approved by the president/director or his/her designee.

D. When the Participant May Attend

Except for retirees, courses must be scheduled in counsel with supervisors to insure optimum job performance.  Courses should be scheduled at times other than during normal work hours unless the use of annual leave or flextime, based on the needs of the institution, have been approved

E. Accounting/Budget Provisions

1. Requests/recommendations for the Faculty or Administrative/Professional Staff Tuition or Maintenance Fee Reimbursement Program shall be submitted to the University President prior to each academic term.  A separate contract is not necessary.

The university may provide reimbursement at the time fees are due: however, it is the obligation of the recipient to repay them if course work is not satisfactorily completed.  If the employee is required to pay fees when due, fees may be paid in accordance with the provisions of the TBR Deferred Payment Plan Guideline B-070, provided a Deferred Payment Plan has been implemented at the institution the employee is attending.

2. Complete materials supporting each tuition or maintenance fee reimbursement request shall be maintained. Also, each recipient shall be required to provide the University President with official grade reports for each course taken.

  F. Where the Participant May Attend

Participants may attend accredited public and private institutions of higher education.  Requests for participants attending public institutions will be reimbursed at the current semester hour rate for that institution.  For individuals who wish to attend other than a Tennessee public institution under this program, reimbursement will not exceed the current semester hour rate for a Tennessee public institution.  This program is subject to funds being budgeted and available within the institution.  

III.    Employee Audit/Non-Credit Program (PERTAINS ONLY TO NON-CREDIT COURSES TAKEN AT THE INSTITUTION EMPLOYING THE INDIVIDUAL OR ANOTHER TENNESSEE BOARD OF REGENTS OR PUBLIC INSTITUTION) 

This program is designed to provide course or maintenance fees only for an employee who takes courses based on one of the following:  (1)  audit; (2)  job-related non-credit basis;  (3)  wellness-related courses that are clearly designed to positively affect one’s physical well-being.  Such courses may be taken at the home university or another Tennessee public institution while continuing work responsibilities at the home university.

A. Eligibility

1. Any regular full-time or part-time employee, including faculty, who has been employed by the university for at least six months is eligible - with the approval of the University President or his/her designee to participate.  Employees with temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.

Requests for approval to participate in the Employee Audit/Non-Credit Program shall be submitted on an Employee Audit/Non-Credit Program form.  Regular part-time employees may receive a pro rata portion of assistance based on percentage of employment.

2. Employees who retire with at least 10 years of service immediately preceding retirement maintain eligibility under this program.

3. Regular full-time and part-time employees and temporary employees who are 60 years of age or older during the academic quarter or semester in which they begin classes may audit courses without charge.  (See TBR Guideline B-060, IIB, 4a.)

4. With the exception of employees mentioned in III.A.2. above, the employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program.  Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received. 

5. Retired state employees with 30 or more years of service are eligible to audit courses at state institutions of higher education without charge.

B. Fees Paid/Type Course Paid/Number of Hours

The Program is designated to pay maintenance or tuition-related fees for audit or job-related non-credit courses to a maximum of six credit hours or two job-related  non-credit courses per semester.  Tuition-related fees may include maintenance fees, tuition, debt service fees, technology access fees, service charges and incidental fees payable at the time of registration. 

C. Payback Provisions

Payback provisions do not exist.

D. When the Participant May Attend

1. Employees, in counsel with their immediate supervisors, should limit the number of courses audited so as to maintain an optimum level of job performance.

2. Except for retirees, courses should be scheduled at times other than during regularly scheduled work hours unless the use of annual leave or flextime, based on the needs of the institution, has been approved.

3. Course enrollment will be permitted on a "space available" basis.

4. An employee may register only after the formal registration period as defined by the institution.

E. Accounting/Budgeting

1. Requests for university employees shall be submitted on an Employee Audit/Non-Credit Program form at least two weeks prior to enrollment in the course or courses. 

State retirees shall submit forms developed by the Tennessee Higher Education Commission.

2. The employee may request sponsorship from his or her department or administrative unit for support for maintenance or tuition-related fees for courses taken. 

3. The university where the person is an employee shall account for the chargeback as an employee benefit to indicate the employer (university) is paying the cost for the benefit of the employee.  The charged university shall remit the tuition fees to the institution providing instruction as maintenance income.

Forms for state retirees shall be processed in the same manner as fee waivers for state employees.

F. Where the Participant May Attend

All such audit/non-credit courses must be accomplished at the university where the person is/was employed or another Tennessee public institution.  Employees requesting support must meet the requirements for admission and are subject to institutional regulations and academic procedures.  This provision does not apply at medical schools, dental or pharmacy schools. 

IV. Clerical and Support Staff Tuition or Maintenance Fee Reimbursement Program (PERTAINS ONLY TO CREDIT COURSES TAKEN AT ANY PUBLIC OR PRIVATE INSTITUTION OF HIGHER LEARNING)

            This program's general goal is to encourage staff members to develop their skills and knowledge through participation in educational programs. The program is designed to provide assistance for an employee who takes credit courses in a degree program while continuing work responsibilities at the home university. The program should enhance the value of the employee to the university.

A. Eligibility

1. This program is available to all regular part-time and full-time clerical and support staff employees who have been employed by the university for at least six months.  Regular part-time employees may receive a pro rata portion of assistance based on percentage of employment.  Employees with prior temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.

2. In addition, employees who retire with at least 10 years of service maintain eligibility under this program.

3. The status of an employee on the published first day of classes for each term determines eligibility for participation in this program.  Any change in status after the first day of classes shall not affect eligibility for that term or the amount of assistance received. 

B. Fees Paid/Type Course Paid/Number of Hours 

1. This program is designed to provide maintenance or tuition-related fees for a maximum of six (6) credit hours per term, with a maximum of 4 terms per year. An employee may enroll in more than one course during the summer as long as the summer terms in which the courses are to be taken do not overlap. Tuition-related fees may include maintenance fees, tuition, debt service fees, technology access fees, service charges and incidental fees payable at the time of registration.  The institution may elect to pay RODP fees for the employee, subject to departmental budget constraints.  The employee will be responsible for application fee and required deposits, laboratory fees, etc. 

2. Employees must meet the requirements for admission and are subject to institutional regulations and academic procedures.

3. Employees enrolled in specialized graduate degree programs or similar concentrated programs at public or private institutions of higher learning for which fees are in excess of the prevailing graduate fee rates shall be reimbursed equivalent to the maximum fee waiver they would receive if they enrolled in any non-concentrated graduate courses for that semester (i.e., six hours times the published graduate hourly fee at the institution attended).  

C. Payback Provisions

1. The recipient, unless retired, shall be required, after completion of the course or courses, to be employed by the university for not less than one (1) month of full-­time employment for each month of the term of participation in the Clerical and Support Staff Tuition or Maintenance Fee Reimbursement Program.

2. Participants must complete with passing grades all courses in which they enroll under this program in order to take subsequent courses in this program. A grade of Incomplete or Withdrawal after the drop/add deadline is not considered as achieving a passing grade.  The employee must pay for and successfully complete the same number of semester hours before again being eligible for this program.  Exceptions will be made only in cases (1) where a course is failed for valid health reasons or (2) where another substantial reason has been approved by the University President.

3. Complete materials supporting individuals' requests shall be maintained. Each recipient shall be required to provide the University President affirmed grade reports for the course(s) taken.

D. When the Participant May Attend

1. After the employee has made application to and received final acceptance from the institution, the employee must submit the request to his or her supervisor two weeks prior to registration.  Employees, in counsel with their supervisors, must limit the number of credit hours in which they enroll so as to maintain an optimum level of job performance.

2. Except for retirees, courses should be scheduled at times other than during regularly scheduled work hours unless the use of annual leave or flextime, based on the needs of the institution, has been approved.

E. Accounting/Budgeting Provisions

1. Requests for approval to participate in the Clerical and Support Staff Tuition or Maintenance Fee Reimbursement Program shall be submitted on a Clerical and Support Staff Tuition or Maintenance Fee Reimbursement Program form which is available in the Office of Human Resources.

2. The university may provide reimbursement at the time fees are due: however, it is the obligation of the recipient to repay them if course work is not satisfactorily completed.  If the employee is required to pay fees when due, fees may be paid in accordance with the provisions of TBR Deferred Payment Plan Guideline B-070, provided a Deferred Payment Plan has been implemented at the institution the employee is attending.

            The university where the person is an employee shall account for the chargeback as an employee benefit to indicate the employer (university) is paying the cost for the benefit of the employee.  The charged university shall remit the tuition fees to the institution providing instruction as maintenance income.

F. Where the Participant May Attend

Participants may attend accredited public and private institutions of higher education.  Requests for participants attending public institutions will be reimbursed at the current semester hour rate for that institution.  For individuals who wish to attend other than a Tennessee public institution under this program, reimbursement will not exceed the current semester hour rate for a Tennessee public institution.  This program is subject to funds being budgeted and available within the institution.

 V. Fee Waiver for TBR/UT System Employees Program (PC 191) (PERTAINS ONLY TO CREDIT COURSES TAKEN AT TENNESSEE BOARD OF REGENTS AND UNIVERSITY OF TENNESSEE INSTITUTIONS)

Pursuant to Chapter 191 of the Public Acts of 1985, full‑time employees of the TBR and UT systems are eligible to enroll in one course per term at any state of Tennessee public postsecondary institution, with fees waived for the employee, on a space available basis.  The following guidelines are proposed for the uniform administration of PC-191 by TBR institutions and Tennessee technology centers, effective July 1, 1985, and shall have no effect on the existing Faculty and Staff Development Programs at the institution or Tennessee technology center. 

A. Eligibility

1. All full-time employees (faculty, administrators, and support staff) of the universities, community colleges, technical institutes, Tennessee technology centers, and Central Office staff are eligible to participate.

2. The employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program.  Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.

B. Fees Paid/Type Course Paid/Number of Hours

1. One for credit graduate or undergraduate course which includes tuition, maintenance fees, debt service fee, student activity fees, technology access fees, and registration fees is paid per term.  Term shall mean any period of time in which a student may receive a grade for the completion of a course.  Employees are responsible for special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facility fees, parking fees, and traffic fines.  It is the intent of this guideline that employees will normally be eligible for one course per term, with a maximum of 4 terms per year. However, an employee may enroll in more than one course during a summer term as long as the summer terms in which the courses are to be taken do not overlap.  Employees are not eligible for fee waivers at more than one institution per term.

2. Courses under this program must be for credit, and employees must meet the regular academic rules and regulations of the institution offering the course. Exception: fee waivers may not be used for correspondence courses.  Auditing a course is allowed if the course is a credit course.

Fees will not be waived for programs for which part-time or course by course enrollment is prohibited as determined by the institutions or costs exceed regular courses.  Examples include, but are not limited to, programs of law, medicine, dentistry, pharmacy, and veterinary medicine.

C. Payback Provisions

Payback provisions do not exist.

D. When the Participant May Attend

1. Supervisors/Department Heads who approve Fee Waiver applications should keep in mind that job performance is paramount and must receive priority.

2. Courses should be scheduled at times other than during regularly scheduled work hours unless the use of annual leave or flextime, based on the needs of the institution, has been approved. 

E. Accounting/Budgeting Provisions

1. An employee must complete an Application for Fee Waiver (PC 191) form and receive approval from his/her supervisor prior to registering for a course.

2. If the employee is attending the employer institution, the expenditure is charged to employee benefits.  If the employee is attending another institution, the institution attended charges the expenditure to scholarships and fellowships.  The employer institution does not recognize an expenditure when an employee attends another institution.

3. Employee enrollments will be monitored.

4. The University of Tennessee and the Tennessee Board of Regents do not exchange funds for employees taking courses between the systems.

F. Where the Participant May Attend

An employee is eligible to enroll in any Tennessee public post-secondary institution, and/or State Tennessee technology center.

G. Restrictions on Space Available  

1. Course enrollment will be permitted on a "space available" first-come-first-served basis.  No tuition paying student shall be denied enrollment in a course because of state         employee enrollments pursuant to this section.

2. Employees may not be considered in the determination of whether or not a course has sufficient enrollment to be offered. 

Source:      TBR Presidents Meetings:  May 12, 1992; August 10, 1993; May 10, 1994; August 9, 1994, August 8, 1995; February 6, 1996; May 14, 1996; August 13, 1996; August 5, 1997; February 17,1998; November 3, 1999; May 21, 2001; November 6, 2002; November 5, 2003; November 8, 2006; November 5, 2007

EDUCATIONAL ASSISTANCE FOR SPOUSE AND DEPENDENTS OF TBR EMPLOYEES (PERTAINS ONLY TO UNDERGRADUATE COURSES TAKEN BY SPOUSES AND CHILDREN AT TENNESSEE BOARD OF REGENTS AND UNIVERSITY OF TENNESSEE INSTITUTIONS) TBR P-131

I. Fee Discount for Spouse and/or Dependent Children Program

The purpose of this policy is to establish the provisions for such fee discounts up to 50% of the undergraduate fee and all mandatory student fees payable at the time of registration for spouses and dependent children of regular full-time and regular part-time employees, and to encourage such qualified students to attend the Tennessee technology centers, TBR and UT institutions. These mandatory student fees include maintenance fees, tuition, debt service fee, student activity fee, general access fee, student government fee, and technology access fee.  The mandatory student fees do not include the application fee, off-campus facilities fee, or any special course fees.

A. Eligibility

The following groups will be eligible under this program:

1. Regular full-time employees are eligible for a student fee discount for their spouses and dependent children who have been admitted to any of the institutions in the TBR or UT system as undergraduate students through regular admission procedures.  Spouses and dependent children of regular part-time employees who have one or more years of continuous service within either system working a minimum of fifty percent (50%) time shall receive a pro rata discount based on the employee’s percentage of employment.  (Part-time employees with temporary service immediately preceding regular service shall receive credit for such service if they are eligible for leave accrual adjustments.)

2. Spouses of employees having 10 or more years of continuous full-time service within the Tennessee Board of Regents system immediately preceding retirement or death are eligible for the fee discount for 5 years from the date of death or retirement of the employee whichever shall occur first. Dependent children of such employees who are age 26 and under are eligible for the fee discount.

3. Spouses of employees having less than 10 years of full-time continuous service within the Tennessee Board of Regents system immediately preceding retirement or death are eligible for the fee discount for two years from the date of death or retirement of the employee, whichever shall occur first.

Dependent children of employees having less than 10 years of full-time continuous service immediately preceding retirement or death are eligible for the fee discount for 2 years from the date of death or retirement of the employee, whichever comes first. The fee discount is only available for dependent children age 26 and under.   However, in accordance with TCA§ 8-50-115, dependents under age 24 at the end of the two-year period become eligible for a 25% discount if the parent:

(1) died while employed full-time (effective May 31, 1997)

or 

(2) was killed on the job or in the line of duty while a full-time employee

Example 1:  A dependent is 24 years of age when an employee with less than 10 years of service retires/dies.  The dependent is eligible for the 50% discount for 2 years or through age 26, whichever comes first.  Since he/she is 26 at the end of 2 years, no additional benefit is available under TCA§8-50-115.

Example 2:  A dependent is 18 years old when an employee dies with less than 10 years of service. He/she is eligible for a 50% discount for 2 years. Since he/she is 20 when the two-year period expires, the dependent is then eligible for a 25% discount through age 23.

4. Spouses of employees who had 10 or more years of continuous regular part-time service immediately preceding retirement or death are eligible for the fee discount on a pro rata basis for 2 years from the date of death or retirement of the employee.

Dependent children of such employees are eligible for the fee discount for 2 years from the date of death or retirement of the employee.

The pro rata discount will be based on the employee’s percentage of employment at the time of retirement or death.

5. Spouses and dependent children must be admitted to the Tennessee Board of Regents or University of Tennessee institutions, or Tennessee Technology centers, through standard admissions procedures.

6. For purposes of this program, dependent children shall be defined as:

a. The employee's natural children 26 years of age or under;

b. The employee's stepchildren, provided such children are 26 years of age or under;

c. The employee's legally adopted children who are 26 years of age or under; or

d. Any other individuals who are 26 years of age or under and living in a parent/child relationship with the employee, such as children of deceased parents who are being raised by a grandparent who is a TBR system employee.

The institution, at its discretion, may require satisfactory proof of the relationship or criteria qualifying an employee's dependent for eligibility under this program.

7. Benefits provided by the Veterans’ Dependents’ Post Secondary Education Program are greater than those provided by the Student Fee Discount for Spouse and Dependent Children of Employees Program.  Therefore, dependents receiving such benefits are not simultaneously eligible for benefits from this program. (

Example: A female employee has an eighteen (18) year old son whose father died while serving in the U.S. military during a qualifying period of armed conflict as defined in the Veterans’ Dependents’ Post Secondary Education Program.  The dependent has been approved for monetary benefits under that program.  As a result, he is no longer eligible for benefits under the Student Fee Discount for Spouse and Dependent Children of Employees Program.

8. The employment status of the employee on the first day of classes for each term in which the spouse and/or dependent enrolls shall be used to determine eligibility and the amount of the student fee discount for his or her spouse and/or dependent children; a change in employee status after the first day of classes shall not affect eligibility for the student fee discount for that term.

9. For employees who meet eligibility requirements after the first day of classes in which the spouse and/or dependent enrolls, the discount will be available at the beginning of the next term.

10. Each institution/technology center/Central Office shall be responsible for certifying employee eligibility for fee discounts under this policy.

11. Employees who are on leave of absence with pay will retain eligibility under this policy; the employee's percentage of employment immediately prior to the effective date of the leave of absence shall determine the amount of the student fee discount.

12. Employees who are on leave of absence without pay are not eligible for the spouse/dependent discount under this policy unless the leave of absence (a) is due to an on-the-job injury, (b) complies with the provisions of the Family and Medical Leave Act of 1993, or (c) is approved by the institution/technology center/Central Office to permit the employees to engage in teaching or other job-related activities intended to increase their efficiency as employees.  Examples are activities such as student teaching or internships that are required parts of a degree program being sought.

13. If a regular employee also qualifies under this policy as an employee's spouse or dependent child, other fee waiver and staff development provisions for employees shall take precedence.

14. Employees are responsible for notifying the Office of Human Resources of any changes in eligibility.

B. Fees Paid/Type Course Paid/Number of Hours

1. This program is applicable to undergraduate courses at Tennessee Board of Regents and University of Tennessee institutions up to and including full-time study.

2. Correspondence or non-credit courses are not eligible, except at the Tennessee technology centers.  If the spouse or dependent child is receiving Title IV Financial Aid, the employee must notify the Financial Aid Office.  The amount remaining after financial aid and the discount rendered under this program may be paid in accordance with the provisions of Deferred Payment Plan Guideline B-070, provided a Deferred Payment Plan has been implemented at the institution the employee's spouse/dependent is attending.

3. Auditing a course is allowed if the course is a credit course.

C. Payback Provisions

Payback provisions do not exist.

D. When the Participant May Attend

Does not apply.

E. Accounting/Budgeting Provisions

1. Discounts of 50% of the undergraduate maintenance fee and mandatory student fees are available for dependents of full-time employees; discounts for dependent children and spouses of eligible part-time employees are prorated based on percentage of time worked.

2. The discount shall not be applicable to other fees, i.e., application for admission fees, applied music fees, lab fees, books and supplies, parking fees, dormitory charges or meal plans.  The amount of the discount shall be rounded to the nearest dollar.

3. The request needs to be submitted two weeks prior to enrollment on TBR Request for Fee Discount for Spouse and/or Dependent form. 

4. The institution/technology center/Central Office where the person is an employee shall account for the chargeback as an employee benefit to indicate the employer (institution/technology center/

Central Office) is paying the cost for the benefit of the employee.  The charged institution/Technology center/Central Office shall remit the tuition fees to the institution providing instruction as maintenance income.

            F. Where the Participant May Attend

Spouses and dependent children may enroll in undergraduate courses in either the Tennessee Board of Regents or the University of Tennessee Systems.

Source: Presidents Meeting February 7, 2006; Presidents Meeting November 8, 2006

 EDUCATIONAL ASSISTANCE FOR STATE EMPLOYEES AND DEPENDENTS OF STATE EMPLOYEES AND PUBLIC SCHOOL TEACHERS

(TBR B-061 - Support for Educational Assistance)

I. Public Higher Education Fee Waiver for State Employees Program

(This fee waiver program is for general state employees exclusive of TBR and UT system employees.)

These rules implement the provisions of the T.C.A. § 8-50-1. The Code enables full-time employees of the State of Tennessee to be eligible for enrollment in one course per term at any State supported college or university or Tennessee technology center without paying tuition charges, maintenance fees, debt service fees, student activity fees, technology access fees, RODP on-line course fee, or registration fees. Employees are responsible for special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facilities fees, parking fees and traffic fines.

Pursuant to T.C.A. § 10-5-101 et seq., employees of the State’s regional library system became employees of the Department of State, effective July 1, 1999.  As such, they became eligible to participate in the State’s educational assistance programs.  In addition, effective September 8, 1999, the Tennessee Higher Education Commission determined that Human Resource Agency employees are not State employees as that term is defined in the Commission’s rules governing these programs and thus are not eligible for fee waivers.

Course enrollment will be permitted on a "space available" first-come-first served basis.  State employees may register no earlier than four (4) weeks prior to the first day of classes.  No tuition paying student shall be denied enrollment in a course because of state employee enrollments pursuant to this section.

State employees must receive credit for the course in which they are enrolled.  In addition, changes may not be made from credit to audit during the course of the term.  Other guidelines and procedures for administration of this program are printed on the reverse side of the Request for Public Higher Education Fee Waiver for Employees of the State of Tennessee form.  These forms are available from the Tennessee Higher Education Commission. 

  II. Fee Discount for Dependents of Licensed Public School Teachers or State Employees Program

These rules implement the provisions of T.C.A. § 49-7-101 et seq. and § 8-50-101 et seq.   The Codes enable children under the age of twenty-four (24) to receive a twenty-five percent (25%) discount on tuition at any state operated institution of higher learning if their parent:  (1)  is employed as a full-time licensed teacher in any public school in Tennessee or as a full-time employee of the state of Tennessee,  (2) is a retired employee of the state of Tennessee who retired after a minimum of twenty-five (25) years of full-time creditable service, (3) was killed in the line of duty while a full-time employee of the state of Tennessee, or (4) died while a full-time employee, though not "in the line of duty."

Tuition includes undergraduate maintenance fees, technology center program fees, and technology access fees; it does not include application for admission fees, student activity fees, debt service fees, lab fees, applied music fees, books and supplies, dormitory charges or meal plans.

Other guidelines and procedures for administration of this program are printed on the reverse side of the Request for Public Higher Education Fee Discount for Dependents of Certified Public School Teachers form.  These forms are available from the Tennessee Higher Education Commission.

Source: Presidents Meeting, February 7, 2006; Presidents Meeting, November 6, 2006; President Meeting, May 15, 2007; Presidents Meeting November 6, 2007.

OTHER EDUCATIONAL ASSISTANCE PROGRAMS

 (B-062 Support for Educational Assistance)

I.   Veterans’ Dependents’ Post-Secondary Education Program

Effective July 1, 2000, TCA §49-7-102 was amended to provide that: “every dependent child in this state under the age of twenty-one (21) years, whose parent (father or mother) was killed, died as a direct result of injuries received, or has been officially reported as being either a prisoner of war or missing in action while serving honorably as a member of the United State armed forces during a qualifying period of armed conflict, or was formerly a prisoner of war or missing in action under such circumstances, or the spouse of such veteran, is entitled to a waiver of tuition, and/or maintenance fees, and/or student activity fees and/or required registration or matriculation fees, and shall be admitted without cost to any institutions of higher education owned, operated and maintained by the state.”  Therefore, this program is available to both TBR employees and persons outside of the Tennessee Board of Regents system.  TBR employees qualifying as a spouse or dependent for benefits under this program shall use this program first and shall not be simultaneously eligible for benefits under other programs in this guideline.  Exceptions: Grant-in-Aid and Desegregation Program recipients. 

A.     Eligibility

The office responsible for veteran’s affairs issues shall be responsible for determining eligibility and providing application forms to those wishing to obtain benefits under this program.

                  1.   To be eligible for educational assistance benefits under this program, a dependent child or spouse shall:

a. Present official certification from the United States Department of Veterans Affairs that the parent or spouse veteran was killed or died as a direct result of injuries as stated above or

b. Present official certification from the U.S. Department of Defense that the parent or spouse service member has been officially reported as being a prisoner of war or missing in action while serving honorably during a qualifying period of armed conflict; or

c. Present Certificate of Release of Discharge from Active Duty, Department of Defense Form 214, for the veteran or service member from whom the eligibility for the benefits derives.

2. The deceased veteran, prisoner of war or missing in action service member shall have been a citizen of Tennessee at the time of the qualifying event.

3. The dependent child or spouse, prior to receiving benefits under this program, shall have or possess the necessary qualifications required for admission. To maintain eligibility, the recipient shall be in active pursuit of a specific and declared degree or certificate program.

4. No dependent child or spouse shall be entitled to receive benefits after the conclusion of any term during which the parent (father or mother) of the dependent child or spouse is officially removed from the status of being a prisoner of war or being a service member missing in action.

5.  Eligibility of a veteran’s spouse for benefits shall terminate ten (10) years after the death of the veteran; however, eligibility shall terminate immediately upon the spouse’s remarriage within this period.  The spouse’s eligibility shall extend to the end of the term in which the ten (10) year period expires.  A spouse who has previously earned an undergraduate degree or certificate shall not be eligible for benefits.  Otherwise, the spouse shall be eligible for benefits until one of the following occurs:

a. Prior to the expiration of benefits, the spouse earns an undergraduate degree or certificate; or  

b. The spouse has accumulated one hundred thirty-five (135) semester hours excluding required remedial or developmental hours, or the equivalent; or

c. The spouse has maintained a full-time enrollment of at least fifteen (15) semester hours, or the equivalent, for ten (10) semesters, or the equivalent. 

6.    A dependent child shall be matriculated as a full-time student at a state institution of higher education prior to attainment of age twenty-one (21). However, the age limitation of dependent children shall not be strictly applied.  Once declared eligible, a dependent child shall remain eligible until one of the following has occurred:

a.    Prior to attaining age 21, the dependent earns an undergraduate degree or certificate; or

b.   The dependent has accumulated one hundred thirty-five (135) semester hours excluding required remedial or developmental hours, or the equivalent; or

c. The dependent has maintained a full-time enrollment of at least fifteen (15) semester hours, or the equivalent, for ten (10) semesters, or the equivalent.

7. For purposes of this program, the following definitions are provided:

a. “Dependent Child” means a natural or adopted child of a veteran or service member who is claimed as a dependent for income tax purposes.

                      b.   “Parent (father or mother)” means the parent of a natural or adopted child whom such parent claims as a dependent for federal income tax purposes.

                     c. “Qualifying period of armed conflict” means any hostile military operation for which U.S. military campaign medals as listed in TCA 49-7-102 are authorized:

d.   “Service member” means a Tennessee resident who is engaged in active U.S. military service.

e.    “Served honorably” means the character of service condition as reported on Certificate of Release or Discharge from Active Duty (Department of Defense Form 214);

f.    “State institution(s) of higher education” means any post secondary institution operated by the Board of Trustees of The University of Tennessee system or the Tennessee Board of Regents of the state university, community college and technology center system that offers courses of instruction leading to a certificate or degree; and

g.   “Veteran” means a Tennessee resident who has entered and served honorably in the U.S. armed forces.                 

B. Fees Paid/Type Courses Paid/Number of Hours

1. The participant is entitled to a waiver of tuition and/or maintenance fees, and/or student activity fees, and/or required registration or matriculation fees, and shall be admitted without cost to any TBR institution and/or technology center.

2. A full-time student load (15 semester hours or equivalent) is required.              

C. Payback Provisions

                  None

D. When the Participant May Attend

Students may apply for benefits during the next registration or enrollment period for the next complete term after July 1, 2000.

E. Accounting/Budgeting

     1.   Any fees waived by statute that are calculated and credited to revenue for administration purposes should be written off against a contra revenue account.

     2.   No expenditures should be charged to scholarships and fellowships.

F. Where the Participant May Attend

          Any public institution of higher education in Tennessee

II. Employees 65 Years and Above Program

In accordance with TCA §49-7-113 and TBR Guideline B-060, regular and temporary employees who are or will be age 65 during a quarter or semester and who also reside in Tennessee are eligible to enroll in courses at a reduced rate.

A.        Eligibility 

Active and retired state employees who are or will be age 65 during the academic term in which they begin classes and who reside in Tennessee are eligible.

B.        Fees Paid/Type Courses Paid/Number of Hours

1. A fee of $75 per semester or $50 per quarter may be assessed for credit courses.  (This fee includes maintenance fees, student activity fees, technology access fess, and registration fees; it does not preclude an application fee, late fee, change-of-course fee, parking fee, etc.)

2. Employees shall enroll in credit courses on a space-available basis.

3. There is no limit on the number of courses that may be taken during a semester.

4. The institution where the employee/retiree is attending classes will provide forms for processing fees waived or assessed.

C. Payback Provisions

None

D. When the Participant May Attend

1. Employees, in counsel with their immediate supervisors, should limit the number of courses so as to maintain an optimum level of job performance.

2. Except for retirees, courses should be scheduled at times other than during regularly scheduled work hours unless annual leave or flextime, based on the institution's needs, have been approved.

E. Accounting/Budgeting

1. Any fees waived by statute that are calculated and credited to revenue for administration purposes should be written off against a contra revenue account.

2. No expenditures should be charged to scholarships and fellowships.

F. Where the Participant May Attend

Employees may enroll at any public Tennessee institution.

Source:  Presidents Meeting February 7, 2006; Presidents Meeting November 8, 2006; Presidents meeting August 21, 2007; Presidents Meeting November 6, 2007.

Support for Educational Assistance
(See TBR Guideline P-130, P-131, B-061, and B-062 for specific details and forms)

Grant-in-Aid
Faculty or Administrative/ Professional Staff Tuition or Maintenance Fee Reimbursement
Employee Audit
Clerical & Support Staff Maintenance Fee Payment
Fee Waiver for TBR/UT System Employees
Public Higher Education Fee Waiver for State Employees
Fee Discount for Dependent Children of Licensed Public Teachers or State Employees
Fee Discount for Spouse and/or Dependent Children