UACES Facebook C.E.S.P. 3-35: Reduced Tuition Benefits

 

Employee Benefits - Fringe Benefits

C.E.S.P. 3-35: Tuition Discount

Date Revised: 7-28-2011
Supersedes: 7-22-2011

Summary: Establishes policy and procedures governing enrolling in college courses and reduced tuition benefits in the University of Arkansas System for employees, spouses and dependent children. 

Reference:   Board of Trustees Policy 440.1
University-Wide Administrative Memorandum 445.1

Educational Opportunities

Employees: Any full-time (100%) appointed employee may enroll in undergraduate or graduate courses offered at any University of Arkansas System campus (except Medical or Law School) at 10% of the cost of tuition for courses offered by the employee’s designated home campus.You must designate a "home campus" that will stay with you throughout your career with Extension. An employee will pay 30% of the cost of full tuition for courses offered at any University of Arkansas campus other than the designated home campus. In addition, the employee will pay the difference between the cost of regular tuition and the discounted tuition charge for all electronically delivered courses such as CIV, Internet, web based, or distance education courses.

Enrollment at reduced rates during regular working hours for eligible employees will be limited to one course during each Fall or Spring semester, with a maximum of five semester credit hours and a total maximum of eight semester credit hours for the regular academic year of two semesters. 

Enrollment at reduced rates outside of regular working hours for employees shall not exceed nine credit hours per semester, or in aggregate with enrollment during working hours, eleven semester credit hours per semester or twenty-two semester credit hours per regular academic year of two semesters.

Example Fall Spring Two-Semester
Total
During work 5 3 8
After work 6 8 14
Total 11 11 22

For summer terms, enrollment during regular working hours and outside of regular working hours at reduced rates is limited to one three-credit-hour course per summer term. 

Families of Employees: Spouses and unmarried dependent children of full-time (100%) appointed employees may enroll in courses offered at any campus in the University of Arkansas System (except Medical, Law or Graduate School). Spouses and unmarried dependent children may take up to 132 undergraduate semester credit hours at 50% tuition at a designated "home campus" or at 60% of full tuition at any other campus within the University System. A student may not receive discounts as both an employee and as a spouse or child of an employee. In addition, spouses and/or dependent children will pay the difference between the cost of regular tuition and the discounted tuition charge for all electronically delivered courses such as CIV, Internet, web based, or distance education courses.

Applying for Reduced Tuition: Complete the form E.B.E.N. - 364, Employee Request - Tuition Fee Discount, or E.B.E.N. - 365, Spouse/Dependent Request - Tuition Fee Discount, and for UALR enrollment only see NOTE (below) for additional forms.  Send all forms signed by the employee and the supervisor and others, if  applicable, to the Human Resources Office.  Submit several weeks before registration.  Timely submission of request forms to Human Resources (before classes begin) is important in case the request for leave or fee discount must be denied.  If approved, a copy will be returned to the employee.

NOTE:  Employees and families of employees (spouses and unmarried dependent children) attending the University of Arkansas at Little Rock should review the additional limitations and complete the additional request for registration fee discount forms required by that institution and accessed at http://ualr.edu/humanresources/home/miscellaneous/tuition-discount/. This UALR fee discount form must be approved by the Extension Human Resources Office before it is submitted by Extension Human Resources to the campus Provost’s Office.

Leave for Study

The use of official leave for study or annual leave to enroll in or attend a course during normal office hours is not a right but a privilege which is granted at the discretion of the supervisor.  This policy does not assume that release time from regular working hours will be automatically permitted. Many factors are considered when granting release time, including but not limited to, employee performance, direct applicability of the course work to the employee's position, overall benefit of the course work to the employee and the institution, and maintenance of office hours and functions for the faculty, staff, and general public.

During the three (3) month introductory probationary period, new classified employees are not eligible for Leave for Study to attend courses during working hours. In these initial months, the classified employee’s primary focus during the work day will be learning the job. However, during the introductory probationary period, a new classified employee will be eligible for reduced tuition benefits as described above for approved classes taken outside of regular working hours.

Upon approval of the immediate supervisor (and the Assistant/Associate Director, if applicable), official leave for study may be granted to eligible employees for enrollment per Fall term, Spring term, and the Summer session in only one (1) course during  each semester, with a maximum of five semester credit hours and a total maximum of eight semester credit hours for the regular academic year of two semesters.  If the course will require additional absence from work, the excess time must be charged to annual leave. Graduate school research, thesis and dissertation courses (except Medical or Law School) are included under the provisions of this policy.

This leave covers the time actually spent in class during the work day. Regular working hours are usually 8:00am to 4:30pm or 8:00am to 5:00pm.  The lunch period and breaks are considered a part of the normal working day. 

Some travel time may also be considered official leave for study.  Up to 30 minutes of travel to class from work location and up to 30 minutes of travel from class back to work location is permitted based on the distance between work and school (not to exceed three (3) hours per week). Any additional approved absence during normal duty hours must be charged to annual leave.

All eligible employees must complete form E.B.E.N. - 109, Employee Request - Leave for Study, and send a copy signed by the employee, supervisor and next higher authority to the Human Resources Office.

Employees must include an official class schedule when submitting the Leave for Study form.  Human Resources should be notified of any course changes throughout the semester including an addition, time change, or elimination of a class.

Please note that doing homework or participating in unapproved internet or web based course work is not permitted during regular working hours, except during lunch or break periods.

Short-Term Intensive Courses

With the approval of the supervisor and the appropriate Associate Director, official leave not to exceed three (3) weeks may be granted to employees working toward a graduate degree for enrollment in short-term credit courses (e.g., Extension Regional Winter School).  This privilege does not apply to short-term intensive courses at the undergraduate level.

Exclusions

• Correspondence courses are not covered by this policy.

• Fees other than tuition are not covered by this policy.

Forms

Requests for reduced tuition benefits and leave for study should be sent to the Human Resources Office. The following request forms are available as templates:

• Employee Request - Leave for Study Form  E.B.E.N. - 109

• Employee Request - Tuition Fee Discount Form E.B.E.N. - 364

• Spouse/Dependent Request - Tuition Fee Discount Form E.B.E.N. - 365

• Employees and Spouse/Dependent forms for UALR available at:

http://ualr.edu/humanresources/home/miscellaneous/tuition-discount/