Employee Handbook Section Eight: EDUCATIONAL BENEFITS

Tuition Remission and Grant Plans (For Qualified Children)

Dependent children of full-time Gettysburg College employees who have met the eligibility rules listed below and 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 Tuition Remission Plan and the Gettysburg College Grant 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 Remission 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 remission of tuition and mandatory fees. The tuition remission will be automatically processed based on information provided by the Financial Aid 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 a grant paid to the student's institution. 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. For those hired before July 1, 1978, the amount of the grant will be up to 100% of the tuition and mandatory fees of Gettysburg College (not to exceed the amount of credit which would be allowed if they were attending Gettysburg College).

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. Distance learning is not covered by this benefit.

Children of eligible College employees may enroll at Gettysburg College as special students if they are approved by the Director 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 and Risk Management 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 Remission 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 Remission or Gettysburg College Grant will be reduced accordingly.

Eligibility for these benefits is as follows:

Dependent status
For employees hired after August 1, 1998, dependent children must be either naturally born or legally adopted children in order to qualify for tuition benefits under either Plan.

Age limitation
The purpose of the tuition remission program is to assist College employees in the education of their children who complete secondary school and who shortly thereafter pursue with normal continuity a four-year college or university course of study before assuming the customary responsibilities of adulthood. Thus, eligibility of a student beginning his or her undergraduate education under either of these programs is without limitation, beyond that previously enumerated, to the age of twenty-one years. After that age the question of eligibility as it relates to each applicant will be decided by the Educational Benefits Committee, consisting of the Vice President for Enrollment and Educational Services, the Executive Vice President and the Provost. In reaching their decision, they shall consider the educational objectives of the applicant, the circumstances contributing to the delay in beginning undergraduate work (for example: delay was caused by military service), and his/her marital and dependency status.

Employee classification

Faculty. To receive this benefit on a tax free basis the parent must be a full-time faculty member and must have completed two years of service at Gettysburg College. Participation may occur immediately; however, the benefit will be considered taxable income if it is received prior to the completion of two years of service.

Administrator
. To receive this benefit on a tax free basis the parent must be a full-time administrator and have completed two years of service at Gettysburg College. Participation may occur immediately; however, the benefit will be considered taxable income if it is received prior to the completion of two years of service.

Staff. The parent must be a regular full-time employee and must have completed two years of full-time service at Gettysburg College.

Off-campus Studies

Children of employees that attend Gettysburg College may study off-campus in an affiliated program and receive the same tuition benefit as if they were in residence at Gettysburg College. In order to receive this benefit, the student must have been in residence at Gettysburg College as a full-time matriculated student for at least one year prior to studying abroad.

Children of Gettysburg College employees that attend other colleges or universities may apply to participate in Gettysburg College's affiliated study abroad programs. If they are accepted into the program, they will receive the same tuition benefit as if they were attending their home institution.

Death or Long-term Disability of an Employee

The children of qualified employees who have completed seven years of full-time continuing service and who die or who are totally disabled while in active service at the College, will be eligible to receive the tuition credit to which they would otherwise be entitled.

Contact the Human Resources and Risk Management 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. For procedures please visit the Human Resources website.

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. Up to four (4) courses may be taken a year for credit and/or audit. You will be admitted as a special student. Please contact the Admissions Office for more details. You may also visit the HumanResources and Risk Management Office website for additional information.

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 and Risk Management Office before enrolling in the course. Request for Support Staff Tuition Aid forms can be obtained from a Human Resources and Risk Management Office staff member.

Program Approval

The approval of the aid and the amount of the aid provided will be at the discretion of the Co-Directors of Human Resources. 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.

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 and Risk Management Office with a copy of their 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.

Support Staff Development Grant

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 and Risk Management Office and website, select Support Staff Council. 
  • 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 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 Co-Directors of 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 may 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.

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.

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 accrued 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 shall be continued intact during any period of research/study leave.