Tuition Assistance

Section 3.M – Tuition Assistance

As college funding permits, a full-time employee may be approved to enroll and receive Tuition Assistance in one curriculum or occupational extension course per semester at Vance-Granville Community College.

Employees may be required as a condition of employment to enroll in regionally accredited higher education courses to meet or maintain credentials for a position.

(approved July 16, 2018)

Procedures

Employee Tuition Assistance

Tuition Assistance allows faculty and staff to pursue advanced degrees, career credentials and professional development. The primary goal of the Tuition Assistance program is to assist in funding College credit courses or occupational courses for employees. Employees must submit an application for pre-approval prior to the semester/term of enrollment (dates listed below). Please review the guidelines for all terms and conditions thoroughly before submitting your application. Applications for pre-approval are accepted three times a year:

• For Fall semester (courses beginning August 1 – November 30): June 1 – July 1
• For Spring (courses beginning December 1 – March 31): October 1- November 1
• For Summer (courses beginning April 1 – July 31): February 1- March 1

Approved applicants will then submit a request for tuition reimbursement once they have completed the courses listed on their application.

Eligibility Requirements

1. Applicant must be a full time benefit eligible employee of VGCC for at least one year prior to the application date.
2. Employees in grant-funded positions are not eligible as educational assistance is designed for employees who are expected to continue in State service for a period of time that will justify such assistance. Grant funded positions do not have assurance of continuation after the grant expires.
3. Applicant must have received a satisfactory rating on the most recent performance evaluation and must not be subject to a current disciplinary action.
4. Part-time employees, adjunct and students are not eligible.

Application Guidelines

1. Employees are encouraged to notify their supervisors upon submission of a Tuition assistance application.
2. Employees enrolling in undergraduate, masters or doctorate coursework may apply for up to $500 in tuition assistance per semester. Requests for an amount above the limit will be evaluated on a case-by-case basis and will be contingent upon availability of funds.
3. Employees pursuing licensure or certification* may apply for up to $300 in tuition assistance per semester. Requests for an amount above the limit will be evaluated on a case-by-case basis and will be contingent upon availability of funds.
4. Employees may submit an application for pre-approval once a year.
5. Credit courses must be offered by a regionally accredited institution. Non-credit courses must be sponsored by an appropriate agency.
6. Tuition Assistance may be requested for courses being taken at VGCC beyond those covered by Tuition Exemption.

**Employees seeking required certification and licensure should speak to their supervisors about the use of departmental funds for professional development.

Awarding Guidelines

1. All applications will be reviewed by the Executive Leadership Team.
2. Approval is determined by relevance to employee’s role and based on availability of funds.
3. Applicants will be notified of decision via email, within four weeks of the application cycle deadline.
4. Award payments are made on a reimbursement basis.
5. Employees are eligible to apply in each cycle
6. Employees receiving grants and/or scholarships from other sources in an amount greater than or equal to the cost of tuition or on educational leave with pay, are not eligible to receive Tuition Assistance. (Employees pursuing associate or bachelor degrees are strongly encouraged to complete the Free Application for Federal Student Aid.)
7. Applicants must agree to remain at VGCC for two years following cumulative reimbursement of $2500 or more. If you voluntarily terminate employment before completing two years of service after receiving your last tuition reimbursement, you must repay 50 percent of the total amount reimbursed over $2500.
8. Prioritization of applications – The following criterion will be used to determine competitive selection and approval of requests. Preference will be given to:
   1. Full time faculty and staff who wish to take courses or training directly related to the employee’s job responsibility
   2. Courses or training critical to the needs of the College.
   3. Distribution of previously awarded educational aid ( in order to balance support among employees and departments)
   4. Commitment of employees to share the costs for the courses and training.
9. Justification for assistance must be attached to the Tuition Assistance application. Employees pursuing a specific degree or certificate should submit the entire program of study for approval.
10. If the courses taken are during normal work hours, applicants are expected to adjust their work schedule to make sure the departments/divisions needs are met. Faculty applicants need to ensure that courses do not conflict with teaching and College responsibilities.
11. When budgeted funds are exhausted, no further requests will be approved.
12. If the employee decides not to enroll in any course after receiving the Tuition Assistance, the employee must notify the endowment office, supervisor, HR department, and area Vice President. Unused grants approved in one semester will not carry over to subsequent semesters and a new application must be submitted if the employee wants to apply for Tuition Assistance again.

Reimbursement

Reimbursement is awarded as College funding permits and will be limited to approved courses and student fees, but may not exceed the IRS maximum benefit for tax-free educational assistance.

1. To request reimbursement, submit a Tuition Assistance Reimbursement form to the Endowment within 60 calendar days from the date of course completion.
2. To receive reimbursement, pre-approved applicants must earn a grade of “C” or better in an undergraduate course or “B” or better in a graduate course. For courses in which grades are not given, applicants must provide documentation of successful completion.
3. Tuition Assistance is offered for tuition costs and student fees.

Child of Employee Tuition Assistance

As College funding permits, children of current full-time employees may be eligible to receive a scholarship to attend Vance-Granville Community College that is equal to the in-state tuition rate as set by the North Carolina State Legislature and fees, if other financial assistance does not fully cover tuition. The maximum lifetime benefit for children of full-time employees receiving a tuition scholarship shall not exceed 68 semester hours. Both curriculum and occupational extension courses are eligible for this benefit.

At least 30 days prior to the start of a semester, the employee must verify the completion of the FAFSA form in accordance with Financial Aid requirements and forward a completed Child of Employee Tuition Assistance form (available on employee portal under HR form repository) to Human Resources for consideration of approval. After verification of employment, Human Resources will forward the form to the Financial Aid office. Within 15 days upon receipt of a tuition scholarship request for children, the Financial Aid office will communicate in writing to the requesting employee, approval or denial of the tuition scholarship for children of employees.

Updated February 9, 2021