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Policy 5211

Educational Benefits for Employees

I. Purpose

Professional growth is important to Longwood University. This policy seeks to assist its employees and their families in gaining increased, affordable access to Longwood University's course offerings.

II.  Applicability

The following Longwood University employees are eligible for the Educational Benefit:

  1. Full-time, salaried Longwood University faculty and staff;
  2. Part-time non-instructional employees working at least twenty (20) hours a week regularly;
  3. Part-time instructional faculty teaching at least three courses in the semester the benefit is used.
  4. Legally married spouses of eligible Longwood University employees;
  5. Unmarried dependent children (claimed on Federal Tax Return) under the age of twenty-five (25) of eligible Longwood University employees or retired Longwood University employees;
  6. Exclusions: Temporary employees, part-time seasonal employees, employees occupying any grant funded positions (includes any portion of the position being grant-funded), and employees on leave without pay are not eligible for the Educational Benefit.

III. Policy

  1. Employees: Tuition, student activity, comprehensive and registration fees are waived for one four (4) credit course or one non-credit course per semester. Summer school is considered one semester for the purpose of this policy. Eligible employees shall be exempt from paying the comprehensive fee when taking classes full-time or part-time at the University. Employees remain responsible for any lab, technology or other course-associated fees.

    Enrollment in credit courses is contingent upon having vacant seats in the class subsequent to regular student registration. Enrollment in non-credit courses is contingent upon having sufficient paying students to cover costs. The institution presently does not have any agreements with other institutions, which would permit Tuition or Comprehensive Fee Waiver at institutions other than Longwood.

    PLEASE NOTE: Employees are registered only on the last business day prior to the beginning of the semester/first official day of classes.
  2. Auditing Courses: Auditing a course involves taking the course but receiving no course credit. Employees normally audit courses if they have an interest in the subject matter but they are not interested in receiving credit toward a degree. The Educational Benefit courses may be audited or taken for credit.
  3. Time Accounting Alternatives: Attending class during work hours is at the discretion of the supervisor. If the employee has obtained supervisory approval to attend class during work hours, the time missed from work to attend a class will not be considered time worked and the employee will not be compensated. The employee must either make up the time lost to attend the class or must use personal leave balances for time used during the work hours.
  4. Supervisor's Approval: The supervisor has the discretion to approve or not approve classes. If an employee wishes to take a class during normal work hour, the employee must receive the approval of his or her department head prior to enrolling in the course.
  5. Tax Implications: The Economic Growth and Tax Relief Reconciliation Act of 2001, made a permanent exclusion for job-related, graduate level courses previously included under IRC Section 127. Fees waived will not be included in the employee's taxable income. This exclusion applies to courses taken after December 31, 2001.

    Eligible employees may have tuition waived up to the amount of the In-State Tuition Rate, set by Longwood University. If an eligible employee does not qualify for an In- State Tuition Rate due to domicile, the eligible employee will be responsible to pay in advance the difference between the In-State Tuition Rate and Out-of-State Tuition Rate.

    The Educational Benefit applies only to Longwood University courses. The University does not offer tuition assistance for courses offered by other institutions.
  6. Spouses and Children: Spouses and unmarried dependent children (claimed on Federal Tax Return) under the age of twenty-five (25) of eligible Longwood University employees shall be exempt from paying the comprehensive fee when taking classes at the University. Spouses and dependent children of Longwood University employees must pay in full all other charges and associated fees, e.g., tuition, graduation fee, internship fee, lab or technology fees, room and board, etc.
  7. Dependent Children of Retired Employees: Unmarried dependent children (claimed on Federal Tax Return) under the age of twenty-five (25) years of retired Longwood University faculty or staff shall be exempt from paying the comprehensive fee when taking classes, full-time or part-time at the University.
  8. Separation of Employment: If an employee involuntarily separates from employment, the employee will be required to withdraw from any course he/she is currently enrolled in for which tuition and/or fee were initially waived. The employee will not be responsible to repay Longwood University for waived fees.

    If an employee voluntarily separates from employment, the employee will be required to reimburse the University for the tuition, student activity, comprehensive and registration fees for any course taken within the current semester. Furthermore, if the employee's spouse or eligible dependents benefited from any fee waivers within the current semester, the employee will be required to reimburse the University for those waived fees.

IV. Procedure

Procedures for Educational Benefits (doc)

Approved by the Board of Visitors December 1, 2001.
Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, June 10, 2010.