Effective Date:

Employees are eligible to receive a tuition waiver for courses taken at Western Kentucky University, any of the other public universities in Kentucky, or any institution in the Kentucky Community and Technical College System.  The purpose of this policy is to provide guidelines for taking academic course work under this plan.  The intent of the policy is to enhance the benefits available to Western Kentucky University employees and to encourage employee development and the pursuit of higher levels of education by all employees.

I. Western Employees Who Take Courses at Western Kentucky University

Eligibility

1. Regular full-time employees are eligible to have tuition and mandatory fees remitted for up to six (6) credit hours per semester (fall and spring) and up to six (6) credit hours during the Winter and Summer May included) terms combined (total of 18 credit hours per calendar year). For purposes of this policy, the employee, to whom this tuition waiver is granted, must be employed prior to the first official day of the semester in which a course is to be taken. For the May and Summer terms, individuals must be employed on or before May 1 in order to be eligible. For the Winter term, individuals must have been employed on or before the last working day in December of the immediately preceding year. NOTE: Tuition waived under this policy is limited to six hours per semester/summer term at Western or any combination of institutions. Refer to Section II.
   
2. Regular full-time employees who are on an approved leave of absence may continue to be eligible for the tuition waiver for the duration of the approved absence.  Retirees of Western Kentucky University are eligible for tuition waivers under the same provisions as regular full-time employees.
   
3. Currently active part-time employees are eligible to have tuition and mandatory fees remitted for up to three (3) credit hours per semester (Fall and Spring) and up to three (3) total credit hours during the Winter and Summer terms (May included) for a total of nine (9) credit hours per calendar year. Part-time staff must have been employed for a period of six (6) months prior to becoming eligible for benefits under this policy. Part-time faculty must have been employed for one (1) full semester (Fall or Spring) in order to be eligible for benefits under this policy. (Note: please contact Academic Affairs for special rules applicable to part-time faculty.) No part-time employee may exercise this benefit by attending or participating in course work during scheduled work hours.
   
4. In order to participate in the tuition waiver program, the employee must meet general admission requirements and any specific program requirements of the University.
   
5. Employees must maintain a minimum grade point level of 2.0 on a 4.0 grade scale on their WKU grade point average.  If the GPA falls below 2.0, the employee will be ineligible to participate in the tuition waiver program until the GPA improves to 2.0.
   
6. Employees must be or remain employed during the entire term of the class/course in order to have tuition waived.  If an employee resigns or is terminated during the time the class/course is being taken or prior to its completion, the employee will be required to pay all tuition and fees for that class/course.

General

1. The Tuition Waiver Program for Employees includes the full tuition and mandatory fees for courses taken but does not include course fees, student teaching fees and other similar fees.
   
2. This program applies to all courses offered for credit, but does not include non-credit continuing or community education courses and courses offered through overseas programs.  Audit, correspondence and bi-term courses are included in this policy.
   
3. With the approval of the department head, an employee may take one course during normal working hours, 8:00 a.m. to 4:30 p.m. without being required to use vacation time or lunch time to make up for time spent in class (except for classes during May, Summer and Winter terms).  Although supervisors/department heads are encouraged to approve an employee's request to take a class during regular working hours unless the taking of a class would adversely affect the work unit, it is expressly provided herein that divisions/departments of the University may implement additional and/or more specific provisions relating to taking a course during normal working hours. When a particular course is offered both during regular working hours and outside regular working hours, employees are encouraged to take the course outside of the regular work day unless there is a compelling reason to do otherwise.
   
   A request to take a class during working hours should be made in writing and submitted to the employee’s department head or immediate supervisor no later than thirty (30) days prior to the first meeting date of the class.  If the request is disapproved, the department head will indicate, in writing, the specific legitimate reasons or basis for the denial within ten (10) days.
   
   Upon receipt of a department head’s written denial, the employee shall have two  (2) working days to appeal the denial to the Director of Human Resources.  The appeal must be made in writing, copied to the department head, and must detail the specific reasons why the department head’s denial should be reversed.  The Director of Human Resources will review and issue a decision within three (3) working days of receipt of the appeal.  In the event a faculty member appeals a decision, the Director of Human Resources will, after consultation with the Assistant Vice President for Academic Affairs, review and issue a decision within three (3) working days of receipt of the appeal.
   
   If either the department head or employee is not satisfied with the decision, within three (3) working days of receipt of the Director’s decision either may appeal the decision to the chief administrative officer (CAO) of that division.  The appeal must be in writing and must detail the specific reasons why the Director’s decision should be reversed.  The CAO will review the appeal and issue a written decision within three (3) days of receipt of the appeal.  The CAO’s decision shall be final on all issues.
   
4. It is the employee’s responsibility, in conjunction with his/her supervisor, to ensure that productivity in the performance of the employee’s duties is not diminished.  If as a result of taking a class/course during normal working hours, tasks are insufficiently addressed or productivity is diminished, then the employee, with the supervisor’s consent, must be willing to perform those tasks or related duties in a manner and at a time convenient to the employee and the department.
   
   This policy is intended to encourage the educational advancement of Western Kentucky University employees without infringing upon earned leave benefits.  If, however, an employee chooses to claim/use vacation time or use the lunch time period to take a course, then he/she may do so without retribution. The satisfactory performance of duties shall be paramount at all times.  It is the employee’s responsibility to ensure continuous productivity in the performance of his/her duties regardless of the time spent in personal or professional endeavors.
   
5. This benefit program is not transferable to a spouse or dependents.
   
6. Any tax liability incurred through participation in this program is the responsibility of the employee.  It is understood that an employee who takes a class/course during his/her normal working hours or shift is not entitled to overtime wages for performance of job duties that, as a result of taking a class during normal working hours, must be performed and/or completed by the employee after normal working hours.

Procedure

Employees who wish to take courses under the provisions of this policy should complete the Employee Tuition Waiver Form and submit it to their respective supervisor/department head for approval.  Upon approval by the supervisor/department head, the employee should proceed to register for the desired course(s).  A new form is required for each semester during which a course is taken and should be sent to the Department of Human Resources.  The Department of Human Resources and the Office of Billings and Receivables are responsible for verifying eligibility and accounting for benefits received under this program.

II. Western Employees Who Take Courses at Another Public Kentucky University or Any Institution in the Kentucky Community and Technical College System

Eligibility

1. Regular full-time employees are eligible to have tuition and mandatory fees remitted for up to six (6) credit hours per semester (six hours in each of the fall and spring semesters and six hours during the summer which includes May session). NOTE: Tuition waived under this policy is limited to six (6) hours per semester from WKU or any combination of institutions.
   
2. Regular full-time employees who are on approved leave of absence may continue to be eligible for the tuition waiver for the duration of the approved absence.
   
3. In order to participate in the tuition waiver program at another institution, a WKU employee must meet the general admission requirements and any specific program requirements of the relevant institution.
   
4. Employees who terminate employment prior to the last day of "regular" registration at the respective institution will not be eligible for a tuition waiver under this policy.

General

1. Under the Tuition Waiver Program for Employees, a participating institution may elect to waive only tuition or both tuition and fees.
   
2. A participating institution may elect to exclude from the program correspondence courses, short courses, workshops, and courses offered by a continuing education program.
   
3. Employees may not take courses at another institution during their regular working hours unless specific approval is granted by the supervisor and department head.
   
4. This benefit program is not transferable to a spouse or dependents.
   
5. Any tax liability incurred through participation in this program is the responsibility of the employee. The employing institution will be responsible for any appropriate tax withholdings and reporting.

Procedure

Western employees who wish to take courses at another institution should contact the Department of Human Resources for an employment certification and eligibility form. A new form is required each semester. The approved form should be taken to the institution where the course is to be taken.