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This policy applies to:
A. Regular full time employees and their spouses, regular part time employees scheduled to work 20 or more hours per week.
B. Fixed term full time employees and their spouses, fixed term part time employees scheduled to work 20 or more hours per week are eligible for a partial benefit.
Internal Tuition Policy:
Rensselaer will pay the tuition for full time employees and their spouses as defined above for a maximum of two courses per semester up to a maximum of six courses in each fiscal year for courses taken at Rensselaer. Rensselaer will pay the tuition for regular part time employees taking job related courses as determined by the supervisor for a maximum of one course per semester for courses taken at Rensselaer. An employee is eligible for tuition scholarship benefits starting with the semester beginning on or following the date of employment.
External Tuition Policy:
Rensselaer will reimburse the cost of tuition for regular full time employees for up to two job related courses per fiscal year taken at other recognized colleges or universities. Usage of this external benefit counts toward the six courses per fiscal year limit.
Procedure:
A. Employees and their spouses who wish to take courses at Rensselaer must use the following procedure:
1. Apply for admission through the Offices of Undergraduate or Graduate Admissions. They may apply to enroll in an undergraduate or graduate degree program, or as a non-matriculating student.
2. Employees/spouses applying for a degree program should apply well in advance of the preferred semester in order to allow time for required test scores and other credential reviews. Those applying as non-matriculating students should apply no later than two weeks before the start of the course(s) they wish to take. In both instances, a certified copy of the applicant’s high school (or equivalent) or college transcript will be required. Any other requirements for acceptance may be determined by contacting either the Undergraduate or Graduate Admissions Offices.
If there are questions about the admissions process including qualifications, contact the Dean of Undergraduate Admissions or the Director of Graduate Admissions. The offices of Undergraduate or Graduate Admissions will inform the applicant by letter of the course(s) to which they have been admitted and will also inform the Registrar of the acceptance.
3. If admitted into the course(s), the applicant must register on the date set for “late registration.”
4. After admission, the employee must forward to Human Resources a completed Tuition Scholarship Request Form (available from Human Resources, or see Online Forms) signed by the employee, and the employee’s Dean, Director, Division Head, or Chairperson if the employee is taking the course(s). Steps 3 and 4 must be followed for each semester.
B. When, during a semester, an employee separates from the Institute for reasons other than death, disability, retirement, or changes to a position not covered by this policy and Human Resources has approved the application for tuition benefits, the tuition benefits will continue through the end of the semester.
In determining eligibility for such separating employees and their spouses, the employee must have been considered an active employee for four weeks during the semester for which the benefit is being utilized.
C. Employees may enroll in courses offered during the workday subject to the approval of their immediate supervisor and department head. In deciding whether to grant approval, the supervisor and department head should take into consideration the work requirements of the office and whether the course is job-related. Time away from work to attend classes must be made up.
D. The President, Cabinet Members, the Affirmative Action Advisor to the President, and the Director of Internal Audit may not enroll in degree programs at Rensselaer unless an exception has been granted by the President or The Board of Trustees.
E. Professors, associate professors and assistant professors normally may register for up to two courses per semester offered by Rensselaer with the approval of the Provost. However, if the course is being taken for credit, credit is to be transferred to another institution.
F. Instructors may register for one or two courses per semester.
G. All other cases regarding educational opportunities and benefits for faculty are subject to the Dean of the Faculty’s approval after a recommendation is made by the appropriate department head or chairperson and dean of the school concerned.
Regular Full Time Employees Who Wish to Take Courses at Another University Or College Must Use the Following Procedures:
A. Courses must be job-related as verified by the employee’s supervisor on the Tuition Scholarship Request Form (see Online Forms). The reimbursement rate is 100 percent of tuition provided the employee has passed the course with a grade of C or higher (or a “pass” in a “pass/fail” grading system).
B. Evidence of grade status and a tuition bill must be attached to the Tuition Scholarship Request Form in order for reimbursement to be processed.
Responsibility:
All questions regarding the interpretation or application of the provisions of this policy should be addressed to Human Resources.
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