P211: Employee Tuition Reimbursement

THE POLICY

Fanshawe College recognizes that participation in educational activities is an essential component of human resource development and institutional renewal. Supporting efforts to achieve university or college credentials assists employees in the accomplishment of their career goals and supports the delivery of quality education and services.

This policy applies to credit courses taken at an accredited college or university and that lead to a certificate, diploma or degree. This policy does not apply to courses taken or available at Fanshawe College or to the In-Service Teacher Training Program.

Non-probationary full-time employees and non-probationary regular part-time support staff employees are eligible to apply for tuition reimbursement. Probationary employees may be considered in cases where the College requires the employee to undertake credential studies as a condition of employment. Such consideration is on an individual case basis and requires Vice-President approval.

The Policy Sponsor develops and implements procedures as are necessary to operationalize this policy within approved budgets.

REFERENCES

Collective Agreements:

• Academic Employees Collective Agreement
• Support Staff Collective Agreement
• Part-Time Support Staff Collective Agreement
• Administrative Employees Terms and Conditions of Employment

Procedure A: TUITION REIMBURSEMENT

Purpose

The purpose of this document is to outline the process for determining eligibility and for reimbursing employees for tuition expenses.

Eligible Courses

Credit Courses: This policy applies to credit courses taken at an accredited university or College of Applied Arts and Technology (or equivalent), and that lead to a certificate, diploma or degree.

Non-Credit Courses: This policy applies to non credit courses taken at an accredited university or College of Applied Arts and Technology (or equivalent), and that lead to a certificate, micro-credential or professional designation. Professional designation funding is for the attainment of the designation related to an employee's position, not the ongoing maintenance required to remain in good standing.

This policy does not apply to courses taken or available at Fanshawe College, or to the In-Service Teacher Training Program.

Eligibility Requirements

Employee Groups

Full-time and regular part-time support staff who are non-probationary employees are eligible to apply for tuition reimbursement. Employees in these groups and on paid/statutory leave remain eligible to apply.

Full-time probationary employees may apply in cases where the College requires the employee to undertake credential studies as a condition of employment. Such consideration is on an individual case basis and requires Vice-President approval.

Provided the application meets all other requirements, the employee is eligible for tuition reimbursement while on professional development leave.

Program Eligibility

To be considered for tuition reimbursement, a program of study must align with the College mission, strategic goals and values, and be consistent with the employee's career development plans. More specifically, applications must:

• Support identified College objectives required to accomplish our strategic goals.
• Support the employee's career development plan within the College, especially where there is an identified need for the credentials or a possibility that future position vacancies may arise requiring the credentials.

Program Success Requirements

Tuition reimbursement is contingent on successful completion of the course and submission of a transcript with a minimum of a "C" grade or, in the case of master's or doctoral level programs submitted official correspondence from the institution confirming definitive progress towards completion of the program. For example, an official letter from a registrar, academic advisor, thesis, or dissertation advisor, stating levels of completion and standing, such as "Candidate has completed comprehensive exam with a B+ standing.", or "Candidate has completed thesis or dissertation research and has submitted the first draft of thesis or dissertation for review."

Reimbursement Amount

An employee may apply for a maximum of 80% of the tuition cost for a course up to the stated maximums outlined below for courses making up the entire program, notwithstanding other types of funding assistance for which there is provision under a Collective Agreement or Terms and Conditions of Employment for Administrative Staff. Other costs, such as material fees, textbooks, etc., are not eligible under this assistance plan.

The maximum lifetime tuition reimbursement for an employee for each credential level is listed below. There is no limit on the number of levels for which an individual may apply. If an individual has not used the entire maximum for a credential level, they may use the remainder towards another credential in the same level. Credential levels may not be combined. Funding from other College budgets may not be combined to exceed these limits. Approval of reimbursements is subject to budget availability.

• Certificate, Micro-credential, Professional Designation level: $5,000
• Diploma, Undergraduate Degree level: $7,500
• Master's Degree level: $10,000
• Doctoral Degree level: $15,000

Regular Part-time Support-Staff Employees:

• Certificate, Micro-credential, Professional Designation level: $2,500
• Diploma, Undergraduate Degree level: $3,750
• Master's Degree level: $5,000
• Doctoral Degree level: $7,500

Note that upon receipt of tuition reimbursement the employee is required to work at the College for the time indicated below, failing which they are required to repay the College 50% of tuition reimbursement received within the two years prior to the date of the employee's departure:

• Certificate, Micro-credential, Professional Designation level – one year
• Diploma, Undergraduate degree level – one year
• Master's degree level – two years
• Doctoral degree level – two years

Application Process

Employee

• Completes an Employee Tuition Reimbursement Application Form and forwards it to their supervisor outlining how the course will benefit the College, Department and the employee's career development.
• Ensures that the fully completed application is received in Organizational Development and Learning (OD&L) at least 5 weeks prior to the beginning of the course.
• Submits a transcript of their course grade or official correspondence stating definitive progress towards completion of the program, (see examples above) and proof of payment for the course (e.g., a copy of the course registration receipt) to OD&L. Such documentation must be received before reimbursement is initiated. In the case of dissertation or thesis courses, the employee may receive 50% of their entitlement on registration in that course and the balance upon successful completion.

Supervisor

• Supervisor support is required for an application to be considered. The supervisor signs the application form, indicating support of the employee's application, and returns it to the employee for forwarding to OD&L at least 5 weeks prior to the beginning of the course.
• The Supervisor comments on "Benefits to the College, the Department and the Individual" on the application form and outline their reasons for supporting the application.
• If the Supervisor does not support the application, the Supervisor discusses their rationale with the employee.
• Upon satisfactory completion of the course or credential, the Supervisor arranges for the employee to share their experience with the College community. The following are suggested:
  • Share a resource
  • Present a workshop
  • Write an article for an educational journal or for internal publication.

Organizational Development and Learning

• Administers the program, assesses applications to confirm accreditation through World Education Services, and advises the employee and Supervisor of an application decision within 2 to 3 weeks of OD&L receipt of the application.
• Ensures that appropriate documentation is received before reimbursement is initiated.

Employee Tuition Reimbursement Application Form

Note: The complete application form is available in the policy PDF. Please refer to the policy document for the full form including all sections for applicant information, program details, agreement terms, supervisor recommendations, and OD&L processing.