Employee Handbook Section Eight: EDUCATIONAL BENEFITS

Tuition Credit/Grant (For Qualified Children)

Dependent children of those employees of Gettysburg College who have met the eligibility rules listed below, which children have been admitted to an accredited four-year college or university as full-time candidates for a bachelor's degree, are eligible to participate in one of two tuition credit plans. Both the Gettysburg College Grant Plan and the Gettysburg College Tuition Credit Plan reimburse only
tuition and mandatory fee expenses. These plans may not be applied toward room and board charges and other costs of attendance.

Gettysburg College Tuition Credit Plan. Dependent children of College employees who have been admitted to Gettysburg College in accordance with the same regulations as those applied to other applicants, are eligible to receive full reimbursement for tuition and mandatory fees. The tuition credit will be automatically processed based on information provided by the Admissions Office.

Dependent children and their parent(s) must submit a Free Application for Federal Student Aid (FAFSA) by February 15 during the initial admission process. The Financial Aid Office will notify the student if a FAFSA is required in subsequent years.

Gettysburg College Grant Plan. Dependent children of College employees who have been accepted for admission at another qualified institution will receive from the College as a payment on their tuition charges an annual grant paid to the student's institution not to exceed the amount of credit which would be allowed if they were attending Gettysburg College. For persons employed on or after July 1, 1978, the amount of the grant will be 30% of Gettysburg College's tuition and mandatory fees. The total amount of such tuition grant, when added to all other financial aid grants awarded to such child, shall not exceed the total cost of attendance for tuition, mandatory fees, room, board, textbooks and required course materials.

The benefits provided under any one or both of these programs are limited to four full-time academic years, or the equivalent thereof, of undergraduate work in an accredited four-year college or university while the student is in candidacy for the bachelor's degree.

Children of eligible College employees may enroll at Gettysburg College as special students if they are approved by the Dean of Admissions as meeting the standards required of other special students. During the regular academic year the College will remit tuition up to two courses per term taken for credit by such special students, but will charge all other fees applicable to such students. If the children are subsequently admitted to candidacy for the bachelor's degree at Gettysburg College or any other accredited four-year college/university, any course in any one term or summer taken as a special student under the provisions of this paragraph will be counted as a quarter semester against the student's eligibility for tuition aid as a degree candidate as defined above in this section.

Dependent children and their parent(s) must submit a Free Application for Federal Student Aid (FAFSA) by February 15 during the initial admission process. The Financial Aid Office will notify the student if a FAFSA is required in subsequent years.

Students receiving outside awards or grants must report these amounts to the Human Resources Office. These outside awards may be used to cover the cost of room, board, mandatory fees, required texts or other required course materials. If the total amount of aid received, including the Gettysburg College Tuition Credit or the Gettysburg College Grant exceeds the cost of attendance at Gettysburg College or another institution (tuition, room, board, mandatory fees, texts and required course materials), the Gettysburg College Tuition Credit or Gettysburg College Grant will be reduced accordingly.

Contact the Human Resources Office for more details concerning Tuition Benefits.

Tuition Exchange for Qualified Dependent Children

The purpose of the Tuition Exchange program is to facilitate the exchange of students among member institutions. Tuition Exchange membership confers only the right to apply for a scholarship; it does not guarantee either that the employing institution will be able to support all eligible employees in a given year or that the institutions to which a student applies will accept the student into the Tuition Exchange program.

Support Staff Development Grants

The Support Staff Development Grant Program is designed to provide financial assistance to support staff members for:

• Purchasing required textbooks and materials, and for cost of fees, other than tuition, when attending courses offered by Gettysburg College and other colleges.
• Registrations fees, supplies, and materials when attending off-campus seminars, workshops, and educational programs that promote and foster professional and personal growth and development.

Requirements

The program is available to all support staff members who meet the following requirements:

• The individual must be a regular full-time or a regular part-time employee (working at least 1, 000 hours annually) designated as a support staff member at Gettysburg College.
• The employee must be employed by the College for a minimum of one year.
• The employee must have his/her supervisor's approval if the program is offered during normal working hours.

How to Apply

• Eligible employees interested in applying for a development grant must submit a Request for Support Staff Development Grant form to the Support Staff Training and Development Committee Chair.
• Forms may be obtained from the Human Resources office and website, as well as in the Support Staff Lounge.
• For pre-approval, complete the form and send it to the Training and Development Chair along with brochures/other descriptive materials. For reimbursement, complete the form and send it to the Training and Development Chair along with your receipt showing itemized costs, as well as brochures/other descriptive materials.

Program Approval

• The approval of grant requests is at the discretion of the Training and Development Committee, the Support Staff Council, and the Associate Vice President for Human Resources.
• Grant totals will not exceed $500 for any one person per fiscal year.
• Distribution of development grants will continue until budgeted funds are depleted. Therefore, submit receipts in a timely manner.
• When attending a program directly benefits the support staff member's performance in the department, the request for funds should first be directed to the support staff member's department.

Repayment of Grant Monies

The support staff employee must complete the course, seminar, workshop, or program. In the event that the support staff employee does not complete the program, or if the support staff employee should leave employment at Gettysburg College within six months of receiving the grant, he/she will be required to repay the grant monies to the College.
Funding will not be considered when:

• Program or additional training is required by the support staff employee's department.
• Employee's Support Staff Development Grants have totaled the maximum of $500 for the current fiscal year.
• Off-campus program is available at Gettysburg College. (Exceptions may be made with written rationale.)

If grant request is denied, the support staff employee may seek financial support from his/her department. Financial support will be at the discretion of the department head.

Educational Opportunities at Gettysburg College for Employees and their Spouses/Partners

After one year of service, regular full-time employees and/or their spouses/partners become eligible for tuition benefits at Gettysburg College as a special student. Up to four (4) courses may be taken a year for credit and/or audit. Please contact the Admissions Office and the Registrar's Office for more details.

Tuition Aid for Support Staff Outside Gettysburg College

The Support Staff Tuition Aid Program is designed to provide financial assistance to support staff members who are taking undergraduate college courses at other colleges and universities in the local region. It is intended to aid support staff in increasing their knowledge and abilities and thereby enhancing their professional development and employment opportunities with the College.

Program Requirements

The program is available to support staff members who meet the following requirements:

1. The individual must be a full-time support staff employee.
2. The employee must be employed by the College for a minimum of two years.
3. The employee must be enrolled in an undergraduate academic program.
4. The employee must be enrolled in a credit course.

How to Apply

Eligible employees interested in applying for tuition aid should submit a proposal form to the Human Resources Office before enrolling in the course. Request for Support Staff Tuition Aid forms can be obtained from a Human Resources Office.

Program Approval

The approval of the aid and the amount of the aid provided will be at the discretion of the Human Resources Office. The amount will not exceed the cost of four courses per fiscal year (June 1 - May 31). Once a decision has been made, the employee will be notified in writing.

Funding will not be considered when

1. The course is through distance learning or correspondence.
2. The course is not an undergraduate course.
3. The course is not part of a diploma program.

Reimbursement of aid will be required when:

1. The Support Staff member does not pass the course.
2. The Support Staff member withdraws from the course.
3. The Support Staff member leaves the employment of the college prior to the completion of the course.

Program Follow-up

Following the completion of the course, the support staff member must provide the Human Resources Office with a copy of the transcript indicating the successful completion of the course. Aid may not be provided if the employee is on probation or processes the request for aid after course enrollment.

Research/Study Leave for Administrators

A research/study leave may be granted for research or for an advanced education that is a direct requirement of the position. A research/study leave is a privilege of employment, not an entitlement. Only the President of the College may grant research/study leave at his or her discretion.

Administrators considering application for a research/study leave should first receive approval from their immediate supervisor and their Division Head. All approvals must be in place prior to making a financial commitment. Applications may be made at any time, but normally should be made at least three months prior to the beginning date of the requested leave. The President of the College will make the final decision on all research/study leave applications. Contact the Human Resources Office for additional information on this leave.

Administrators become eligible for a one-month research/study leave after every two continuous years of service and up to a maximum of six-months leave after six years of continuous service. Not more than five of the six months may be taken during the academic year. Regardless of how it is earned or used, no more than a total of six months leave may be taken in any six-year period of employment. If not used, this leave does not accumulate. Additionally, the College will not compensate an administrator for research/study leave time that is not used.

Salary and fringe benefits will continue during any period of research/study leave.

Institutional Self-Renewal Grant for Administrators

Gettysburg College strongly supports the continuous professional development of its administrators. In order to enhance their skills, knowledge, and effectiveness, administrators at all levels are encouraged to engage in activities which will provide for their individual growth and enhance their professional development. These activities may consist of reading; writing; research; participation in professional meetings, workshops, and seminars; or other related activities.

This program exists to help administrators develop new competencies or sponsor programs of benefit to themselves and the College. Proposals may be submitted to the Provost Office at any time during the year, although it is preferred that they be submitted on the published cycles. Guidelines are available from the Assistant Provost. The proposal should include a request for a specific amount of money and a full statement of the project and its goals including expected dates of initiation and completion. Proposals will be reviewed twice a year, once in each semester. Although an application may be made well in advance of the time of expected use of the funds, budget factors may warrant deferral of a final decision until a later reviewing date.

Proposals for the use of these funds may be submitted by individuals, administrative units, or other groups such as committees, interrelated departments, or associations newly formed to design a particular project. Each recipient is expected to submit a report to the Grants Committee describing how the grant was used and the results achieved within three months after the end of the period for which the grant was made.

Contact the Provost's Office for additional information on this benefit.