Administrative Policies
University Policy Number 2209
Subject: Employee Tuition Exemption Benefit
Responsible Parties: Human Resources andPayroll Department and Student Accounts
Procedures: http://www.gmu.edu/facstaff/policy/newpolicy/2209proc.html
Related University Policies:
Administrative Policy 2212– Educational Assistance
http://www.gmu.edu/facstaff/policy/newpolicy/2212adm.html
Administrative Policy 2222 – Student Wage Employment
http://www.gmu.edu/facstaff/policy/newpolicy/2222adm.html
Administrative Policy 2217 – Non-Student Wage Employment
http://www.gmu.edu/facstaff/policy/newpolicy/2217adm.html
Guidelines for Providing Support to Graduate Students
http://www.gmu.edu/departments/provost/support/GradSupGuide0607.pdf
I. SCOPE
This administrative policy applies to all George Mason University full and part-time faculty and staff, as well as non-student wage employees. Full-time students, graduate assistants, and student wage employees, are not eligible for employee tuition exemption under this policy. Definitions are available in Policy 2222 and Policy 2217.
II. POLICY STATEMENT
George Mason University employees are eligible to enroll in classes and related laboratories each Academic year (from mid-August through mid-August the following year), for which tuition, lab, course, and application fees will be exempted under the following conditions. Employee tuition exemptions cannot be applied against other charges and are not refundable. Individuals must be current and actively employed with the University to use this benefit.
A. Eligibility
Full-Time Faculty and Staff
Full-time employees are those who work in a position identified as 1.0 FTE (40 hours per week). Full-time faculty and classified staff are eligible for 12 credit hours to be used in any combination during the Academic year, but may not exceed 6 credit hours in any semester or summer term Eligibility commences upon employment and extends through the semester or summer term of the class(es). In the event employment terminates during the drop period of the semester or summer term, then the employee is responsible for the costs associated with the course(s). Staff whose employment has terminated after the drop period will not be responsible for costs associated with the course(s). If a portion of the 12 credit hours is not used during the waiver year, it may not be transferred to another Academic year.
Part-time Faculty/Adjuncts and Staff
Part-time faculty members appointed to teach a course(s), or to perform other academic responsibilities on a part-time basis may take up to 4 credit hours per semester or summer term. A part-time faculty member may not be granted more than 8 credit hours of waiver per academic year. Eligibility commences upon employment and extends through the semester or summer term of the class(es). In the event employment terminates during the drop period of the semester or summer term, then the employee is responsible for the costs associated with the course(s). Staff whose employment has terminated after the drop period will not be responsible for costs associated with the course(s). The earned exemption(s) may be applied during the semester or summer term in which the member is employed or any other time during the same Academic year. Exemptions will not be granted in anticipation of future work or transferred to another Academic year.
Non-Student Wage Employees
Non-student wage employees must be actively employed and working with the University to use earned tuition waiver hours. Upon separation from a wage assignment the accrued tuition waiver hours will be frozen for a period of 6 months, where then after will be zeroed out.
Non-student wage employees are eligible to enroll in up to 4 credit hours of course work after 500 hours of employment and after each subsequent 500 hours. Each 4 credit hour exemption must be used in a single semester or summer term and no portion of the 4 credit hours may be transferred to another semester or summer term.
Employee Tuition Exemptions may neither be earned nor used during a time where the individual is enrolled as a full-time student. See Non Student Wage Employment Policy 2217 for additional details. As long as an individual remains employed at the University in a wage position that is eligible for tuition exemption under this policy, the employee may accrue additional exemption credits, but may not use more than 8 credit hours of exemptions per Academic year or more than 4 credit hours per semester or summer term.B. Academic Requirements
Employees must meet the same academic requirements as any other student.
For first time users of this benefit, before submitting a tuition exemption application, the employee must provide George Mason University an “Application for Virginia In-state Tuition Rates,” to be eligible for in-state tuition rates, pursuant to Section 23-7-4 of the Code of Virginia. See http://www.gmu.edu/depts/chhs/academic-outreach/pdf/2008-NAL-instateapp.pdf.
Employees may enroll in law school courses provided they have been admitted to the School of Law; the courses are required as part of their degree program; or, they are guest matriculants from another law school.
C. Special Restrictions
University employees taking advantage of this tuition waiver program will be accepted into class sections on a "space available" basis so that the enrollment of non-employee paying students takes precedence. Employees will not receive any special priority for registration, but will follow the priority of their academic category.
It is recommended that classes to be waived begin after 4:00 p.m., or after completion of the employee’s regular shift. While supervisors may adjust work schedules to permit an employee’s attendance, operational service effectiveness must not be jeopardized. Time missed from work as a result of class attendance must be made up by the employee or charged to an appropriate leave balance.
The tuition exemption does not apply to orientation, new student, or special instructional fees such as individual vocal or instrumental instruction, which must be paid by the employee. Tuition for consortium, courses that include foreign travel, and some contract courses are not eligible for exemption under this policy.
Exemptions will not be granted in anticipation of future work, nor will they be granted retroactively.
Exemptions earned in one employment category will not be transferred
if employee moves to another employment category (e.g. wage employee moving
to Classified).
D. Procedures
Employees must route an Employee Tuition Exemption Request through their supervisor to Student Accounts after they have registered but prior to the payment due date for that registration.
Student Accounts will affirm that the employee qualifies for tuition waiver and will then forward the processed request for final processing and approval of the waiver to be applied to employee account in Patriot Web at https://patriotweb.gmu.edu/.
Employees must produce an employee tuition waiver or pay by other means in order to avoid being dropped from their class(es) for nonpayment. See the Schedule of Classes for payment deadlines. Early processing of the Waiver of Tuition Form is strongly encouraged.
Click here to view the Employee Tuition Exemption Process
III. RESPONSIBILITIES
The Director of Student Fiscal Services and Assistant Vice President for
Human Resources and Payroll, in consultation with the University Registrar,
will administer the Employee Tuition Waiver Program.
IV. EFFECTIVE DATE AND APPROVAL
The policies herein are effective November 1, 1999 and were revised September 28, 2007. This administrative policy shall be reviewed and revised, if necessary, annually and become effective immediately.
Approved:
_______________________
Maurice W. Scherrens
Senior Vice President
________________________
Peter N. Stearns
Provost
Date approved: June 2, 2006
September 2007Revision approved November 6, 2007