Benefits

Educational Benefits

Employee Enrollment in University Credit Courses Cooperative Graduate Program

Enrollment in University Credit Courses:

1. Full and part-time regular employees may enroll in University coursework at a reduced rate. Reduced rates apply only to the primary/incidental fee for all credit bearing courses and for non-credit courses if required for degree completion. General fees are waived for employees. Miscellaneous fees associated with specific courses do not qualify for reduced rates. Early and regular retirees are also eligible to enroll at reduced rates.

2. Employees will be charged 10% of in-state incidental fees for undergraduate hours and 30% of in- state incidental fees for graduate hours rounded off to the nearest whole dollar. Upon completion of semester course work for each class, employees who do not earn a grade of "C" or better; a "CR" for courses receiving credit; or, a passing grade for a course taken as "pass/fail", will lose their fee waiver for that class for that semester. The previously waived fee will be automatically put on the employee’s student account.

Exceptions are as follows:

a. Non-degree courses, credit-by-examination or retroactive credit are excluded from the reimbursement program.

b. Calculation of the fee waiver will be made only after any University scholarships or other University fee waivers are applied. Credit hours completed according to criteria are paid first by scholarship or other funds specifically designated for payment of incidental fees.

c. Any grade of “I” (Incomplete) will result in the loss of the fee waiver for that course until a regular grade is assigned. If the student completes the course receiving a grade of “C” or better, CR (Credit Only Course) or passing grade (Pass/Fail Course) by the end of the following regular academic semester, the fee waiver will be reinstated. The student must request the grade change verification from the Registrar’s Office be sent to Human Resources before the waiver is reinstated.

3. To receive this benefit, the employee must be employed regular full or part-time and must submit an application form to Human Resources, signed by the employee and their supervisor, on or before the first day of classes for the academic semester in which they are applying for a fee waiver. For the summer semester, the first day of classes will be considered the first day of pre-session summer courses. Applications for fee waivers submitted after the deadline will not be accepted. The application form can be downloaded and printed from the Human Resources forms website at http://www4.semo.edu/humanresources/forms/FEEWAIVER.DOC. Employees who drop and/or add a course during an academic semester must inform their supervisor of the change.

4. Courses should not be scheduled during the employee’s scheduled work hours. Exceptions require the supervisor’s approval for up to six (6) credit hours during the employee’s scheduled work hours. Employee requests to take more than six (6) credit hours during a semester require the approval of both the employee’s supervisor and the next level of supervision. Employees requesting to take classes during scheduled work hours should indicate on the fee waiver application form how the work hours missed will be made up such as; rescheduling the work to another time; using vacation leave time; or taking leave without pay. After appropriate approval the employee and supervisor must maintain written documentation of the rescheduled work time.

5. In the event that an employee’s supervisor denies an employee’s request to take up to six (6) credit hours during scheduled work hours, the employee may appeal that decision to the division Provost or Vice President. The decision of the Provost or Vice President shall be final and may not be a subject of the University grievance procedure.

6. When a supervisor requests that an employee enroll in a Southeast course which is directly related to assigned requirements, the time away from work shall be considered as part of the work schedule. Before requesting an employee to enroll in a course, the supervisor initiating the action should discuss with the appropriate Dean or Director the reason and justification for the request, as well as any budgetary implication.

7. An employee who resigns or whose employment is terminated during the course of the semester and who is using the tuition fee waiver will be charged the pro-rata remainder of the fees for the semester. The pro-rata fee will be calculated by full week (including finals week and breaks) remaining in the semester.

Faculty/Staff Application for Discount of Incidental Fees

Enrollment in Cooperative Graduate (Doctoral and Masters) Credit Courses:

1. Full- time and part-time regular employees (80% or more FTE) may enroll in cooperative graduate (doctoral and masters) coursework for reimbursement pursuant to the terms of a written agreement with Southeast Missouri State University.

The programs that are eligible will be approved by the Provost. An employee must inform his/her supervisor in writing of the intent to enroll in coursework. Any rescheduled work time requires the consent of the supervisor and the appropriate Dean or Director. Employees should send the completed Cooperative Graduate Program Reimbursement Request Form to Human Resources.

2. Employees will be charged in accordance with the policies of the cooperative institution and will be reimbursed up to 70% of incidental fees for courses in which the student earns a B or better. In order to obtain the benefit, employees must provide Human Resources with evidence of the individual’s eligibility by the end of the first full month following the completion of the course. Evidence of eligibility includes the completed reimbursement request form, an itemized bill, a paid receipt, and a grade report.

3. All general and miscellaneous fees are the responsibility of the student. No such fees will be waived or reimbursed.

4. If enrolled in a doctoral program, per written agreement, the employee is required to remain employed with the University for two full years beyond the completion of the last course reimbursed. If the employee does not complete the service obligation to the University, the employee will be required to refund 100% of the total reimbursed portion paid by the University for the last two years from the date of the termination. No refund will be necessary should the employee be terminated by the University prior to the completion of the required service.

5. The privilege of being reimbursed for cooperative graduate credit courses is not available to spouses, dependents, or temporary employees.

6. These Operating Procedures are effective for courses taken May 1, 2003, or later.

Cooperative Graduate Program Agreement Cooperative Graduate Reimbursement Form

Enrollment in Dependent Tuition Reimbursement Program

CRITERIA AND PROCESS

1. APPLICATION DEADLINE: In order to be eligible for this benefit, employee and dependent should complete and submit to the Benefits Office a Dependent Tuition Reimbursement Form no later than the first day of classes for the semester for which reimbursement is requested. If applying for reimbursement for courses to be taken throughout an entire academic year, the Dependent Tuition Reimbursement Form must be submitted no later than the first day of classes for the fall semester. Applications for the entire academic year or an individual semester received after the deadline dates will not be accepted.

a. Employee eligibility:

i. Employee must be employed at least halftime in one of the following employment categories:
     1. Regular or term staff
     2. Regular faculty
     3. Term faculty (must have a contract for the entire academic year)

ii. Employee must be employed in one of the eligible categories on the first day of the semester and remain employed in an eligible category throughout the semester for which the reimbursement will apply.

iii. Non-eligible employment categories:
     1. Graduate Assistants
     2. Temporary staff or faculty, on call staff
     3. Part-time employees with employment status of less than 50%

b. Dependent eligibility:

i. A dependent is defined as a spouse or an unmarried child who receives at least half of his/her support from his/her parents, such as an employee's son, daughter, stepson, or stepdaughter. A child of divorced or separated parents is treated as a dependent of both parents where (1) the parents are divorced, legally separated, or separated under a written separation agreement; (2) the child receives at least half of hi/her support from his/her parents; and (3) the child is in the legal custody of one or both parents for at least half the calendar year.

ii. A dependent child will be eligible to participate in the tuition reimbursement program through the end of the month in which he/she reaches age 25.

iii. A dependent must be a student enrolled in undergraduate courses and be in good standing at the University. College courses taken by dependents who are high school students or any courses taken for graduate credit are not eligible for reimbursement.

2.       Financial Aid Calculation: The Benefits Office will verify eligibility and notify Student Financial Services of the applicable amount. Financial Aid calculations are made on the maximum reimbursement possible (estimates for following semester will be based on current semester enrollment). The reimbursement amount or financial aid amount may be subject to adjustments if an over-award occurs due to federal aid or University scholarship assistance. All tuition reimbursement benefits will be calculated after institutional scholarships and award amounts are applied.

3.      Payment of Tuition: The dependent's account must be paid in full by established deadlines (e.g., through the installment payment plan, pre-payments, or payments made in full). No reimbursement will be made through this program for classes that are dropped during the semester or in cases where the dependent withdraws from the University. In these situations, incidental and general fees for the classes will be subject to the University's general refund policy.

4.       Reimbursement of Tuition: At end of the semester, grades are reviewed and eligible hours are determined by the Benefits Office and provided to Student Financial Services. Only classes taken for credit toward a degree are eligible for reimbursement.

a. Reimbursement will be made at 50% of incidental and general fees upon completion of semester course work for each class in which the grade of "C" or better is attained; a "CR" for courses receiving credit is recorded; or, a passing grade is received for a course taken as "pass/fail".

Exceptions are as follows:

i. Non-degree courses, credit-by-examination or retroactive credit are excluded from the reimbursement program.

ii. Calculation of the 50% reimbursement will be made only after any University scholarships or other funds specifically designated for the payment of incidental and general fees (tuition) are applied. Credit hours completed according to criteria are paid first by scholarship or other funds specifically designated for payment of incidental and general fees.

iii. Reimbursement of fees will be made only up to a cumulative total of 132 Southeast Missouri State University undergraduate hours per dependent.

b. Any grade of "I" must be completed with a "C" or better by the end of the following regular academic semester or it will cease to be eligible for reimbursement. The student must request that grade change verification from the Registrar's Office be sent to the Benefits Office before reimbursement can be made. The Benefits Office will contact Student Financial Services for determination of fee eligibility. Student Financial Services will transfer the payment to the student's account.

c. Reimbursement will be applied to the student's account. If a credit balance is created, the student may request a refund by completing a Refund Request Form obtained from Student Financial Services.

5.       Appeals Process: Appeals regarding eligibility should be made to the Assistant Director of Human Resources. Appeals regarding grades or financial aid status must be pursued through University processes set up for these purposes.

Any change of grade that qualifies a student for reimbursed tuition must be reported to the Benefits Office. The student can do this by obtaining a verification form completed by the Registrar's Office and presented the form to the Benefits Office. Any change of grade must be made by the end of the following semester or it will cease to be eligible for reimbursement.

Dependent Tuition Application Form

The University reserves the right to modify or terminate such plans at any time with or without notice. Participation in these plans is provided to eligible employees and does not constitute a guarantee of