EDUCATIONAL ASSISTANCE FOR TBR S

EDUCATIONAL ASSISTANCE FOR TBR SYSTEM EMPLOYEES

P-130 Support for Educational Assistance

The Tennessee Board of Regents is committed to the need for the continued professional growth and development of employees. Support for educational assistance of personnel and their dependents is an important vehicle for addressing that need. The programs for TBR employees and dependents are available subject to funds being budgeted and available within the institution/technology center/Central Office. The Office of Human Resources is responsible for the administration of the various programs with the exception of the program for dependents of veterans (B-061) and two programs offered to general state employees and the dependents of licensed teachers and State employees (B-062). Exceptions to the provisions of the programs for TBR employees can be made upon recommendation of the president/director and approval by the Chancellor.

Types of Support for Educational Assistance

The guidelines for Educational Assistance (P-130, P-131, B-061, B-062) contain a total of eleven (11) programs. The Programs in P-130 provide benefits to personnel at TBR institutions, Tennessee Technology Centers and the Central Office to further their formal education. The Program in P-131 provides benefits for dependents of TBR employees. The programs in B-061 provide assistance to dependents of veterans and to state employees 65 years of age and older. The programs in B-062 provide assistance to state employees and dependents of public school teachers. The programs are:

P-130 – Educational Assistance for TBR Employees

I. Faculty or Administrative/Professional Staff Grant-in-Aid Program

II. Faculty or Administrative/Professional Staff Tuition or Maintenance Fee Reimbursement Program

III. Employee Audit/Non-credit Program

IV. Clerical and Support Staff Maintenance Fee Payment Program

V. Fee Waiver for TBR/UT System Employees Program (PC 191)

P-131 – Educational Assistance for Spouse and Dependents of TBR Employees

I. Fee Discount for Spouse and/or Dependent Children Program

B-061 – Educational Assistance for State Employees and Dependents of State

Employees or Public School Teachers

I. Public Higher Education Fee Waiver for State Employees Program

II. Fee Discount for Dependent Children of Licensed Public School Teachers or State Employees Program

B-062 – Other Educational Assistance Programs

I. Veterans’ Dependents’ Post-Secondary Education Program

II. Age 65 or Above Program

Complete eligibility information is contained within each Guideline.

Taxation of Educational Assistance Programs

Undergraduate and graduate course tuition, up to $5250 per year, paid by the Tennessee Board of Regents institutions and the University of Tennessee System for their employees is eligible for exclusion from the employees' gross annual income, in accordance with Internal Revenue code (IRC) Section 127.

Desegregation Development Programs for staff and faculty are deleted: TBR Staff will review new program proposals to replace this section.

I. Faculty or Administrative/Professional Staff Grant‑in‑Aid (GIA) Program (PERTAINS ONLY TO CREDIT COURSES TAKEN AT ANY PUBLIC OR PRIVATE INSTITUTION OF HIGHER LEARNING)

The grant‑in‑aid is intended to serve as a means of career (job‑related) development as well as individual professional development. GIA shall be available to eligible employees whose proposed courses of study will, in the judgment of the president/director, enhance the value of the employee to the home institution/technology center.

A. Eligibility

1. Any regular full-time faculty member or administrative/professional staff member at a TBR institution/technology center who has been employed by the institution/technology center for two or more years may, upon the approval of the institution's/technology center's president/director, be eligible for receipt of a grant-in-aid award. Employees with temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments. Requests for grant‑in‑aid shall be submitted on a TBR Recommendation Form. (See Appendix A-1.)

2. The grant‑in‑aid shall be awarded on the basis of demonstrated need for further academic development which will ultimately benefit the institution/technology center; written justification must be submitted to the president/director of the institution/technology center.

3. Grant‑in‑aid normally will be limited to personnel working toward the doctorate, or other terminal degree. However, requests for aid to pursue degrees below the doctoral level in technical/professional disciplines, and for the training or retraining of administrative/professional staff will be considered. All grant‑in‑aid should be recommended on the basis of the following priorities:

a. Requests from minority and female personnel,

b. Requests from tenured faculty,

c. Requests from tenured/non-tenured personnel of departments in which the institution/technology center desires further development.

4. No grant‑in‑aid shall be awarded for a period longer than twelve (12) months. In general, a full‑time grant‑in‑aid will be awarded on a one-time basis. If the program objectives are not achieved by the end of the designated period, the institution/technology center/Central Office may grant a leave of absence for a maximum of an additional twelve-month period. A second grant-in-aid may only be awarded after the recipient has fulfilled the return employment commitment of the first award.

5. Grant recipients must be placed on an approved leave of absence and enroll as full‑time students in credit courses except where less than full-time is needed to complete the program.

6. The status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.

B. Fees Paid/Type Course Paid/Number of Hours

This program is designed to provide an individual with institutional funds for tuition or maintenance fees and/or living allowances in accordance with the following provisions:

1. Reimbursement of tuition-related fees may not exceed actual maintenance fees or tuition. Tuition-related fees may include maintenance fees, tuition, debt service fees, service charges and incidental fees payable at the time of registration, but shall not include room, board, and supplies.

2. Monthly living allowances may not exceed 50% of the grantee's monthly salary. Academic year salaries are to be divided by twelve to derive an equated monthly salary rate.

C. Payback Provisions

A contract form, Appendix A-2, shall be executed between the institution/technology center/Central Office and the recipient of the grant-in-aid stating the conditions under which the grant-in-aid is awarded. The conditions of a grant‑in‑aid shall comply with the following minimum requirements:

1. The recipient shall be required to return and be employed by the institution for not less than three months of full‑time employment for each month of grant‑in‑aid awarded. Repayment of time shall commence immediately after completion of the period of study, or withdrawal from program. In exchange for reimbursement of allowable expenses, a participant will commit to work for the sponsoring institution or if no appropriate employment is available, at one of the other Tennessee Board of Regents institutions or within the University of Tennessee system.

2. Failure on the part of the recipient to remain employed for the period of time agreed upon in the contract shall result in a financial obligation to the institution/technology center/Central Office based upon the terms of the contract. The contract, Appendix A-2, specifies that if employment is terminated prior to fulfillment of the employment obligation, the final paycheck and check representing the amount of accrued, but unused annual leave may be withheld as repayment of the financial obligation. If such amounts are insufficient to recoup the amount owed by the employee, the institution/technology center/Central Office has the option of pursuing one of two methods to achieve repayment as stated below:

a. The amount or balance owed shall become an account receivable and the institution/technology center/Central Office shall follow the procedure outlined in Guideline B-010, Accounts Receivable - Employee Receivables. If payment in full is not obtained, the debt shall be assigned to a collection agency; or

b. The employee will be required to execute a promissory note (See Appendix H.) acknowledging receipt of the grant-in-aid and containing repayment terms and conditions consistent with the grant-in-aid contract prior to the employee leaving the institution/technology center/Central Office should he/she fail to fully complete the employment requirements of the contract.

3. Summer or short-term employment shall be considered part-time employment in cases where the employee holds an academic year appointment. No part-time employment shall be creditable toward the fulfillment of the contract.

D. When the Participant May Attend

After approval, the institution/technology center/Central Office may issue and execute the contract stating to the recipient the conditions under which the grant-in-aid is awarded.

E. Accounting/Budgeting Provisions

1. The number of grants-in-aid of each institution/technology center shall not exceed three percent (3%) of the number of full-time faculty and administrative/professional staff at the institution/technology center at the time the awards are requested. At institutions/technology centers where the number of full-time faculty and administrative/professional staff totals less than one hundred (100), three (3) such grants may be awarded.

2. Requests for grants-in-aid shall be submitted (using the form in Appendix A-1) to the president/director for approval prior to the beginning of the semester. After approval, the institution/technology center may issue and execute the contract.

3. Complete materials supporting each grant‑in‑aid request shall be maintained. Also, each grant recipient shall be required to provide the president/director with official grade reports during and upon completion of the grant period. Continual participation is dependent on the recipient's satisfactory progress toward completion of a course of study.

F. Where the Participant May Attend

Participants may attend public and private institutions of higher education. Requests for grant-in-aid for participants will be reimbursed at the current semester hour rate for that institution.

II. Faculty or Administrative/Professional Staff Tuition or Maintenance Fee Reimbursement Program (PERTAINS ONLY TO CREDIT COURSES TAKEN AT ANY PUBLIC OR PRIVATE INSTITUTION OF HIGHER LEARNING)

The fee reimbursement program is intended to serve as a means of career (job‑related) development as well as individual professional development. The program should enhance the value of the employee to the institution/technology center/Central Office.

A. Eligibility

1. Any regular part-time or full-time faculty, administrator and professional staff who has been employed by a TBR institution/technology center/Central Office for at least six months, may, upon the approval of the president/director/Chancellor be eligible to participate. Employees with temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.

Requests for tuition or maintenance fee reimbursement shall be submitted at least two weeks prior to enrollment. (See Appendix B.) Regular part-time employees may receive a pro rata portion of assistance based on percentage of contract for employment.

2. Reimbursements normally will be limited to personnel working toward the doctorate, or other terminal degree. However, requests for aid to pursue degrees below the doctoral level in technical/professional disciplines, and for the retraining of administrative/professional staff will be considered. All reimbursements should be recommended on the basis of the following priorities:

a. Requests from minority/female personnel,

b. Requests from tenured faculty.

c. Requests from tenured/non-tenured personnel of departments in which the institution/technology center/Central Office desires further development.

3. Employees who retire with at least 10 years of service maintain eligibility under this program.

4. The employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.

B. Fees Paid/Type Course Paid/Number of Hours

1. This program is designed to provide maintenance or tuition-related fees for an employee who takes credit courses on a part‑time basis while continuing work responsibilities at the home institution/technology center/Central Office.

2. Reimbursement may not exceed actual maintenance or tuition-related fees for a maximum of six credit hours per semester. It is the intent of this guideline that employees will normally be eligible for one course per term, with a maximum of 4 terms per year. An employee may enroll in more than one course during the summer as long as the summer terms in which the courses are to be taken do not overlap. Tuition-related fees may include maintenance fees, tuition, debt service fees, service charges and incidental fees payable at the time of registration.

3. Employees enrolled in specialized graduate degree programs or similar concentrated programs at public or private institutions of higher learning for which fees are in excess of the prevailing graduate fee rates shall be reimbursed equivalent to the maximum fee waiver they would receive if they enrolled in any non-concentrated graduate courses for that semester (i.e., six hours times the published graduate hourly fee at the institution attended).

C. Payback Provisions

1. The recipient, unless retired, shall be required, after completion of the course or courses, to be employed by the institution/technology center/Central Office for not less than one (1) month of full-time employment for each month of the term of participation in the Faculty/Administrative/Professional Staff Tuition Reimbursement Program.

2. Participants must complete with passing grades all courses in which they enroll under this program in order to take subsequent courses in this program. A grade of Incomplete or withdrawal from a course after the drop/add deadline is not considered as achieving a passing grade. The employee must pay for and successfully complete the same number of semester hours before again being eligible for this program. Exceptions will be made only in cases (1) where a course is failed for valid health reasons or (2) where another substantial reason has been approved by the president/director or his/her designee.

D. When the Participant May Attend

Except for retirees, courses must be scheduled in counsel with supervisors to insure optimum job performance. Courses should be scheduled at times other than during normal work hours unless the use of annual leave or flextime, based on the needs of the institution, have been approved

E. Accounting/Budget Provisions

1. Requests/recommendations for the Faculty or Administrative/Professional Staff Tuition or Maintenance Fee Reimbursement Program shall be submitted to the president/director prior to each academic term, using the form which appears in Appendix B. A separate contract is not necessary.

The institution/technology center/Central Office may provide reimbursement at the time fees are due: however, it is the obligation of the recipient to repay them if course work is not satisfactorily completed. If the employee is required to pay fees when due, fees may be paid in accordance with the provisions of Deferred Payment Plan Guideline B-070, provided a Deferred Payment Plan has been implemented at the institution the employee is attending.

2. Complete materials supporting each tuition or maintenance fee reimbursement request shall be maintained. Also, each recipient shall be required to provide the president/director with official grade reports for each course taken.

F. Where the Participant May Attend

Participants may attend accredited public and private institutions of higher education. Requests for participants attending public institutions will be reimbursed at the current semester hour rate for that institution. For individuals who wish to attend other than a Tennessee public institution under this program, reimbursement will not exceed the current semester hour rate for a Tennessee public institution. This program is subject to funds being budgeted and available within the institution.

III. Employee Audit/Non-Credit Program (PERTAINS ONLY TO NON-CREDIT COURSES TAKEN AT THE INSTITUTION EMPLOYING THE INDIVIDUAL OR ANOTHER TENNESSEE BOARD OF REGENTS OR PUBLIC INSTITUTION)

This program is designed to provide course or maintenance fees only for an employee who takes courses based on one of the following: (1) audit; (2) job-related non-credit basis; (3) wellness-related courses that are clearly designed to positively affect one’s physical well-being. Such courses may be taken at the home institution/technology center/Central Office or another Tennessee public institution while continuing work responsibilities at the home institution/technology center/Central Office.

A. Eligibility

1. Any regular full-time or part-time employee, including faculty, at a TBR institution/technology center/Central Office who has been employed by the institution/technology center/Central Office for at least six months is eligible - with the approval of the president/director or his/her designee to participate. Employees with temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.

Requests for approval to participate in the Employee Audit/Non-Credit Program shall be submitted on a Employee Audit/Non-Credit Program form (Appendix C). Regular part-time employees may receive a pro rata portion of assistance based on percentage of employment.

2. Employees who retire with at least 10 years of service immediately preceding retirement maintain eligibility under this program.

3. Regular full-time and part-time employees and temporary employees who are 60 years of age or older during the academic quarter or semester in which they begin classes may audit courses without charge. (See TBR Guideline B-060, IIB, 5a.)

4. With the exception of employees mentioned in III.A.2. above, the employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.

5. Retired state employees with 30 or more years of service are eligible to audit courses at state institutions of higher education without charge.

B. Fees Paid/Type Course Paid/Number of Hours

The Program is designated to pay maintenance or tuition-related fees for audit or job-related non-credit courses to a maximum of six credit hours or two job-related non-credit courses per semester. Tuition-related fees may include maintenance fees, tuition, debt service fees, technology access fees, service charges and incidental fees payable at the time of registration.

C. Payback Provisions

Payback provisions do not exist.

D. When the Participant May Attend

1. Employees, in counsel with their immediate supervisors, should limit the number of courses audited so as to maintain an optimum level of job performance.

2. Except for retirees, courses should be scheduled at times other than during regularly scheduled work hours unless the use of annual leave or flextime, based on the needs of the institution, has been approved.

3. Course enrollment will be permitted on a "space available" basis.

4. An employee may register only after the formal registration period as defined by the institution.

E. Accounting/Budgeting

1. Requests for TBR employees shall be submitted on an Employee Audit/Non-Credit Program form at least two weeks prior to enrollment in the course or courses. (See Appendix C for account charge.)

State retirees shall submit forms developed by the Tennessee Higher Education Commission.

2. The employee may request sponsorship from his or her department or administrative unit for support for maintenance or tuition-related fees for courses taken.

3. The institution/technology center/Central Office where the person is an employee shall account for the chargeback as an employee benefit to indicate the employer (institution/technology center/Central Office) is paying the cost for the benefit of the employee. The charged institution/technology center/Central Office shall remit the tuition fees to the institution providing instruction as maintenance income.

Forms for state retirees shall be processed in the same manner as fee waivers for state employees.

F. Where the Participant May Attend

All such audit/non-credit courses must be accomplished at the institution/technology center/Central Office where the person is/was employed or another Tennessee public institution. Employees requesting support must meet the requirements for admission and are subject to institutional regulations and academic procedures. This provision does not apply at medical schools, dental or pharmacy schools.

IV. Clerical and Support Staff Maintenance Fee Payment Program (PERTAINS ONLY TO CREDIT COURSES TAKEN AT TENNESSEE BOARD OF REGENTS OR UNIVERSITY OF TENNESSEE INSTITUTIONS)

This program's general goal is to encourage staff members to develop their skills and knowledge through participation in educational programs. The fee payment program is designed to provide maintenance fee payment for an employee who takes credit courses in a degree program and who takes the courses at any Tennessee public institution while continuing work responsibilities at the home institution/technology center/Central Office.

A. Eligibility

1. This program is available to all regular part-time and full-time clerical and support staff employees who have been employed by the institution/technology center/Central Office for at least six months. Regular part-time employees may receive a pro rata portion of assistance based on percentage of employment. Employees with prior temporary service immediately preceding regular employment shall receive credit for such service if they qualify for leave accrual and longevity adjustments.

2. In addition, employees who retire with at least 10 years of service maintain eligibility under this program.

3. The status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.

B. Fees Paid/Type Course Paid/Number of Hours

1. This program is designed to provide maintenance or tuition-related fees for a maximum of six (6) credit hours per term. Tuition-related fees may include maintenance fees, tuition, debt service fees, technology access fees, service charges and incidental fees payable at the time of registration. The institution may elect to pay RODP fees for the employee, subject to departmental budget constraints. The employee will be responsible for application fee and required deposits, laboratory fees, etc.

2. Employees must meet the requirements for admission and are subject to institutional regulations and academic procedures.

C. Payback Provisions

1. Participants must complete with passing grades all courses in which they enroll under this program in order to take subsequent courses in this program. A grade of Incomplete or Withdrawal after the drop/add deadline is not considered as achieving a passing grade. The employee must pay for and successfully complete the same number of semester hours before again being eligible for this program. Exceptions will be made only in cases (1) where a course is failed for valid health reasons or (2) where another substantial reason has been approved by the president/director/Chancellor or his/her designee.

2. Complete materials supporting individuals' requests shall be maintained. Each recipient shall be required to provide the president/director/Chancellor with affirmed grade reports for the course(s) taken.

D. When the Participant May Attend

1. After the employee has made application to and received final acceptance from the institution, the employee must submit the request to his or her supervisor two weeks prior to registration. Employees, in counsel with their supervisors, must limit the number of credit hours in which they enroll so as to maintain an optimum level of job performance.

E. Accounting/Budgeting Provisions

1. Requests for approval to participate in the Clerical and Support Staff Maintenance Fee Payment Program shall be submitted on a Clerical and Support Staff Maintenance Fee Payment Program form which is available in the Office of Human Resources. (See Appendix D.)

2. The institution/technology center/Central Office where the person is an employee shall account for the chargeback as an employee benefit to indicate the employer (institution/technology center/Central Office) is paying the cost for the benefit of the employee. The charged institution/technology center/Central Office shall remit the tuition fees to the institution providing instruction as maintenance income.

F. Where the Participant May Attend

Employees may enroll in courses at any Tennessee public institution.

V. Fee Waiver for TBR/UT System Employees Program (PC 191) (PERTAINS ONLY TO CREDIT COURSES TAKEN AT TENNESSEE BOARD OF REGENTS AND UNIVERSITY OF TENNESSEE INSTITUTIONS)

Pursuant to TCA § 49-7-116, full‑time employees of the TBR and UT systems are eligible to enroll in one course per term at any state of Tennessee public postsecondary institution, with fees waived for the employee, on a space available basis. The following guidelines are proposed for the uniform administration of PC-191 by TBR institutions and Tennessee technology centers, effective July 1, 1985, and shall have no effect on the existing Faculty and Staff Development Programs at the institution or Tennessee technology center.

A. Eligibility

1. All full-time employees (faculty, administrators, and support staff) of the universities, community colleges, technical institutes, Tennessee technology centers, and Central Office staff are eligible to participate.

2. The employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received.

B. Fees Paid/Type Course Paid/Number of Hours

1. One for credit graduate or undergraduate course which includes tuition, maintenance fees, debt service fee, student activity fees, technology access fees, and registration fees is paid per term. Term shall mean any period of time in which a student may receive a grade for the completion of a course. Employees are responsible for special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facility fees, parking fees, and traffic fines. It is the intent of this guideline that employees will normally be eligible for one course per term, with a maximum of 4 terms per year. However, an employee may enroll in more than one course during a summer term as long as the summer terms in which the courses are to be taken do not overlap. Employees are not eligible for fee waivers at more than one institution per term.

2. Courses under this program must be for credit, and employees must meet the regular academic rules and regulations of the institution offering the course. Exception: fee waivers may not be used for correspondence courses. Auditing a course is allowed if the course is a credit course.

Fees will not be waived for programs for which part-time or course by course enrollment is prohibited as determined by the institutions or costs exceed regular courses. Examples include, but are not limited to, programs of law, medicine, dentistry, pharmacy, and veterinary medicine.

C. Payback Provisions

Payback provisions do not exist.

D. When the Participant May Attend

1. Supervisors/Department Heads who approve Fee Waiver applications should keep in mind that job performance is paramount and must receive priority.

2. Courses should be scheduled at times other than during regularly scheduled work hours unless the use of annual leave or flextime, based on the needs of the institution, has been approved.

E. Accounting/Budgeting Provisions

1. An employee must complete an Application for Fee Waiver (PC 191) form (Appendix E) and receive approval from his/her supervisor prior to registering for a course.

2. If the employee is attending the employer institution, the expenditure is charged to employee benefits. If the employee is attending another institution, the institution attended charges the expenditure to scholarships and fellowships. The employer institution does not recognize an expenditure when an employee attends another institution.

3. Employee enrollments will be monitored.

4. The University of Tennessee and the Tennessee Board of Regents do not exchange funds for employees taking courses between the systems.

F. Where the Participant May Attend

An employee is eligible to enroll in any Tennessee public post-secondary institution, and/or State Tennessee technology center.

G. Restrictions on Space Available

1. Course enrollment will be permitted on a "space available" first-come-first-served basis. No tuition paying student shall be denied enrollment in a course because of state employee enrollments pursuant to this section.

2. Employees may not be considered in the determination of whether or not a course has sufficient enrollment to be offered.

Source: TBR Presidents Meetings: May 12, 1992; August 10, 1993; May 10, 1994; August 9, 1994, August 8, 1995; February 6, 1996; May 14, 1996; August 13, 1996; August 5, 1997; February 17, 1998; November 3, 1999; May 21, 2001; November 6, 2002; November 5, 2003; February 8, 2006; Presidents Meeting November 8, 2006.

Appendix A-1

TENNESSEE BOARD OF REGENTS

FACULTY OR ADMINISTRATIVE/PROFESSIONAL STAFF GRANT-IN-AID PROGRAM

RECOMMENDATION FORM

This program is designed to provide tuition or maintenance or tuition-related fees and/or living allowance for an individual who - on an approved leave of absence - is enrolled on a full-time basis in credit courses.

Employee Name:_________________ Soc. Sec. No. _________________

Department: ____________________Budget Acct. No.________________

Current Degree Additional Hours

Status: ___________________ Beyond Degree ______________

(Degree and Area)

Please provide answers to the following questions:

1. Is the employee a full-time administrative/professional staff member who has been employed at the institution/technology center/Central Office two or more years?

Yes [ ] No [ ]

2. Will the proposed study for which support is recommended enhance the employee's value to the institution/technology center/Central Office as defined below? (Check appropriate purposes.)

[ ] Support for person working toward the doctorate or other terminal degree

[ ] Support for person pursuing a degree below the doctorate in a technical or professional area

[ ] Support for personnel training or retraining to enhance expertise needed by the institution/technology center/Central Office

[ ] Other (Explain)

3. In choosing to recommend the employee from those eligible, has the institution/technology center/Central Office recognized the following priorities?

a. requests from minority and female personnel,

b. requests from tenured/non-tenured personnel of departments in which the institution/technology center/Central Office desires further development.

4. What is the institution at which the individual will be studying?

5. What is the name of the program and degree level goal in which the individual will be studying?

________________

(Name of Program) (Degree Level: Bacc., Masters, Specialist, Doctorate, other)

6. For which terms is the individual seeking grant-in-aid support as a full-time student (check appropriate terms in A or B below, depending on the calendar of the institution in which the individual is studying)

(a) For semester institutions

[ ] Summer semester, 20_______

[ ] Fall semester, 20_______

[ ] Spring semester, 20_______

[ ] Other: Explain: _______________________________

(b) For quarter institutions

[ ] Summer quarter, 20_______

[ ] Fall quarter, 20_______

[ ] Winter quarter, 20_______

[ ] Spring quarter, 20_______

[ ] Other: Explain _______________________________

A grant-in-aid shall not be awarded for a period longer than twelve (12) months.

7. What is the amount and purpose for the requested grant-in-aid support?

(A) Tuition-related fees requested for terms checked in #6.

(Total)_______________

Reimbursement of tuition-related fees may not exceed actual maintenance fees or tuition. Tuition-related fees may include maintenance fees, tuition, debt service fees, service charges and incidental fees payable at the time of registration, but shall not include room, board, and supplies.

(B) Monthly living allowance requested.

(Total)_______________

Monthly living allowances may not exceed 50% of the grantee's monthly salary. Academic year salaries are to be divided by twelve to derive an equated monthly salary rate.

Base salary? ______________

FY or AY? ______________

Monthly Salary? ______________

(Total)______________

8. Indicate below the source and amount of any additional support the individual will have for expenses incurred during the period indicated in #6.

Amount: Source:_____________________________

9. Provide information requested below concerning any other grant-in-aid individual may have had.

(A) Has the individual previously held a grant-in-aid?

[ ] Yes [ ] No

(B) If "yes", when?________________

(D) If "yes", describe what was achieved?____________________

_________________________________________________________

(E) If "yes", has the individual fulfilled the "return to employment" obligation?___________________________________________________

____________________________________________________________________

10. Is an exception to Guideline P-130 requested?

[ ] Yes [ ] No

If "yes", explain exception requested? _____________________________________________________________________

____________________________________________________________________

APPROVAL OF GRANT-IN-AID:

____________________________________________

INSTITUTION/TECHNOLOGY CENTER/CENTRAL OFFICE

_________________________________ _____________________

President/Director/Chancellor Date

Appendix A-2

TENNESSEE BOARD OF REGENTS

FACULTY OR ADMINISTRATIVE/PROFESSIONAL STAFF GRANT-IN AID

CONTRACT

THIS AGREEMENT, by and between _________________________________, hereinafter referred to as "Institution," "Technology Center" or "Central Office" and ____________________________________, hereinafter referred to as "Employee";

WITNESSETH:

In consideration of the mutual promises herein contained, the parties have agreed and do hereby enter into this agreement according to the provisions set out below:

A. The Employee agrees to:

1. Pursue additional training and/or education at

______________________________________________ (Institution/Technology Center)

Terminating with satisfactory accomplishment of the following academic objectives:

_______________________________________________________________

beginning ____________________, 20________

and ending ___________________, 20________.

2. Render full-time employment service (exclusive of summer and intersession employment) to institution/technology center/Central Office for a period of three (3) months for each month of grant-in-aid awarded and paid beginning at the completion of the above specified period.

3. To reimburse the institution the total amount or pro rata portion of the awarded grant plus interest at the rate of eight percent (8%) per year in the event: (1) that employee fails to return to the service of the University of Tennessee or Tennessee Board of Regents System institution or Central Office for the period stated herein; or (2) that institution terminates Employee's services for cause. The employee agrees that his/her last paycheck and any amount representing accrued, but unused annual leave shall be used toward paying off any amounts which may be left owing if the employee leaves or is terminated without fulfilling the employment obligation.

4. To comply with all terms and conditions of the award of grants-in-aid under Guideline P-130, as amended and in effect on the date of this contract.

5. If requested to execute a promissory note (See Appendix H) acknowledging receipt of the grant-in-aid and containing repayment terms and conditions consistent with this agreement prior to the employee leaving the institution should he/she fail to fully complete the employment requirements of this contract.

6. Utilize the grant-in-aid only for costs that are directly related to tuition-related fees and monthly living expenses consistent with the academic objectives outlined herein.

7. Prepare and give a written report to institution/technology center/Central Office on progress achieved during each term of sponsored enrollment.

8. Provide all information requested by institution/technology center/Central Office or its representative for the purpose of assessing employee's progress toward the designated academic objective.

Institution/Technology Center/Central Office agrees to:

1. Furnish to employee for a period of _____ months of the sum of $____________ per month as a monthly living allowance plus actual tuition or enrollment fees in the maximum amount of $_________ per (semester/quarter) for _____ terms, to enable employee to complete the stated training and/or educatio
B. It is mutually agreed:

1. That employee meets the requirements for eligibility for participation in the Faculty or Administrative/Professional Staff Grant-In-Aid Program as outlined in TBR Guideline P-130.

2. Institution/technology center/Central Office may terminate the employment of Employee prior to the commencement of or during the employment service period provided herein. In the event such termination by institution/technology center/Central Office is without cause, Employee shall be relieved of further liability under this contract. In the event of termination of Employee for cause, the Employee shall be liable to institution/technology center/Central Office pursuant to the provisions of this agreement.

3. This agreement will not become binding upon either party until approved by the president/director of the institution/technology center.

4. This agreement may be modified only by written amendment executed by all parties hereto.

5. If the recipient should receive a student scholarship, he/she will notify the Office of Human Resources immediately.

____________________________ ______________________________

Employee Date

APPROVED:

_____________________________ ______________________________

President/Director/Chancellor Date

Appendix B

TENNESSEE BOARD OF REGENTS

FACULTY/ADMINISTRATIVE/PROFESSIONAL STAFF

TUITION OR MAINTENANCE FEE

REIMBURSEMENT PROGRAM

RECOMMENDATION/CONTRACT FORM

This program is designed to provide maintenance or tuition-related fees for an individual who takes credit courses on a part-time basis - either at his or her own or at another institution - while continuing work responsibilities at the home institution/technology center/Central Office.

Employee Name:__________________ Soc. Sec. No. __________________

Department:_____________________ Budget Acct. No.________________

Current Degree Status:__________ Additional Hours________________

(Degree/Area) Beyond Degree

Please provide answers to the following questions:

1. Is the employee a regular full-time or part-time faculty or administrative/professional staff member who has been employed at the home institution/technology center/Central Office six months?

Yes [ ] No [ ]

2. Will the proposed study for which support is recommended enhance the employee's value to the home institution/technology center/Central Office as defined below. (Check appropriate purposes)?

[ ] Support for person working toward the doctorate or other terminal degree

[ ] Support for person pursuing a degree below the doctorate in a technical or professional description

[ ] Support for personnel training or retraining to enhance expertise needed by the institution/technology center/Central Office

[ ] Other (Explain)____________________________________________________

_____________________________________________________________________

3. Intent for use of tuition or maintenance fee reimbursement:

a. Location of proposed study _____________________________

b. Term of proposed study ______________________________

c. Course(s) Credit Hours Maintenance Fee/Tuition

_________ ____________ ____________________

Total Reimbursement Requested _____________

Reimbursement may not exceed actual maintenance or tuition-related fees for a maximum of six credit hours per term. Employees will normally be eligible for one course per term, with a maximum of 4 terms per year. An employee may enroll in more than one course during the summer as long as the summer terms in which the classes are to be taken do not overlap.

4. In requesting support for tuition or maintenance fees reimbursement, do you agree with the stipulations listed in a - d (below)?

Yes [ ] No [ ]

a. The recipient, unless retired, shall be required, after completion of the course or courses, to be employed by the institution/technology center/Central Office for not less than one (1) month of full-time employment for each month of the term of participation in the Faculty or Administrative/Professional Staff Tuition Reimbursement Program.

b. Satisfactory completion of coursework must be demonstrated to receive reimbursement and to remain eligible for additional assistance. Institutions/technology centers/Central Office may provide reimbursement at the time fees are due.

c. Courses should be scheduled in counsel with supervisors to assure maintenance of optimum job performance. Courses should be scheduled at times other than during regularly scheduled work assignments unless annual leave or flextime, based on the needs of the institution, have been approved.

d. It is recommended that complete materials supporting the individuals' requests be maintained on campus. It is further recommended that each recipient be required to provide the president with affirmed grade reports for the course(s) taken.

5. If the recipient should receive a student scholarship, he/she will notify the Office of Human Resources immediately.

Signed: _______________________________ Date: _________ Applicant

Approved: ________________________________________ Date: ___________ (Institution/Technology Center/Central Office)

___________ ______________________ Date: __________ Supervisor

Date: ___ Human Resources Officer

_____________________________ Date: ____ President/Director/Chancellor

*If any exception to Guideline P-130 is requested, please explain the request (below).