Tuition Assistance Policy
To provide criteria for awarding employees tuition assistance to cover tuition costs in the pursuit of educational opportunities for professional growth and development.
Non-tenure track faculty and staff with an appointment of 48% or greater to a regular position with 1 continuous year or more of KU service as of August 1 for the Fall semester: January 1 for the Spring semester; or May 1 for the Summer term, who have a "meets expectations" or above performance evaluation rating and have not been subject to disciplinary action or academic misconduct within the last twelve months.
The Tuition Assistance Program is designed to cover tuition for courses at the KU base tuition rates, for one class up to five hours per semester for eligible non-tenure track faculty and staff members. Tuition assistance is subject to the availability of funding and the number of qualified applicants. Program participation does not require the applicant to be degree seeking.
Tuition Assistance Application and process guidelines are located on the Human Resource Management (HRM) website. Applications must be received by HRM no later than 5:00 p.m. on the following schedule:
- Fall Semester: First Friday in July unless designated as a national holiday, in which case the deadline will be the following Monday.
- Spring Semester: First Friday in November
- Summer Semester: First Friday in April
Only complete applications submitted by the deadline will be accepted. Application to the tuition assistance program does not guarantee admission to the relevant University school or college. The employee is responsible for applying for admission to the applicable program and enrolling in the course.
Courses Eligible for Coverage
Types of courses which may be covered by tuition assistance are described on the HRM website. Applications for courses not covered will be denied. Tuition assistance will only be granted for outside institutions if the course, or its equivalent, is not offered in the University of Kansas as determined by Human Resource Management and Enrollment Management. Any exception will be considered on a case-by-case basis. In the event an award is made for a class to be taken at an alternate educational institution, tuition assistance will be preliminarily granted to the employee contingent upon the employee providing documentation to Human Resource Management verifying that the course has been completed at the alternate educational institution. When Human Resource Management receives sufficient documentation to confirm that the course was completed, the tuition assistance will be awarded in the form of a reimbursement. The amount of the total award reimbursed to the employee will not exceed KU’s equivalent tuition rates. Any fees required by an alternate educational institution will be the participant’s responsibility. If the employee fails to complete the course (e.g. dropped, withdrew, etc.) the employee will not receive reimbursement for the course.
Eligibility for Subsequent Tuition Assistance
Once granted tuition assistance, future awards are contingent upon participants achieving a grade “C” for the undergraduate level or a “B” for post-baccalaureate level for courses funded by tuition assistance. Classes may also be taken on a pass/fail basis. Faculty/Staff incompletes in a tuition assistance funded courses are not eligible to receive additional funding until the incomplete is resolved.
In the event a tuition assistance recipient is unable to complete the enrolled course, withdraws from the course, or the recipient’s employment with the University ends before the end of the semester, it becomes the obligation of the recipient to repay any tuition that is not refunded to the University. Recipients of tuition assistance may review their account balances online at Enroll & Pay under “Campus Finances."
The Tuition Assistance Program is not available to temporary employees, including student employees, to non-KU employees or “affiliates.” Tenure-track faculty will generally be ineligible for tuition assistance. Employees who have received an official notice that their employment is ending or projected to end will also be deemed ineligible.
Departments and supervisors are encouraged to make reasonable efforts to facilitate academic course attendance by staff so long as the normal functions of the position and the department can be maintained.
To remain in compliance as an Educational Assistance Program as defined in Internal Revenue Code 127, tuition assistance provided by the University will be capped to not exceed the amount specified in the IRS code and listed on the HRM website.
Not all unique circumstances can be addressed by policy or procedure. As a result, HRM uses discretion in the approval or denial of the tuition assistance based upon the application of program principles, existing guidelines, etc. HRM is the designated University authority to make the final decision on all awards issued through the Tuition Assistance Program. Those decisions may not be appealed.
Department of Human Resource Management
1246 West Campus Rd., Rm. #103
Lawrence, Kansas 66045
School refers to KU Schools (for example, School of Business, School of Music, etc.). Base Tuition Rates and Course Fees refer to costs established by KU in the Comprehensive Fee Schedule to enroll in courses.
01/01/2019: Updated to reflect policy for tuition assistance approved at outside institutions.
08/30/2018: Defined deadline date of eligiblity for one year of continuous service in applies to.
6/5/2017: Eligibility criteria were revised as noted below:
- Applicants must submit complete and timely applications;
- must have one year of KU service;
- must be appointed 48% or greater to a regular positions;
- must have no disciplinary actions, poor evaluations or academic misconduct within the past twelve months;
- must maintain specified grades for tuition assistance funded courses;
- must provide advance notice to HRM of enrollment changes; and
- must authorize HRM access to grades for tuition assistance funded courses.
- Tenure-track faculty are generally ineligible for tuition assistance.
02/01/2017: Updated Applies to from 50% to 48%.
09/03/2015: Updated Review Date
- Updated Human Resources/HR to Human Resource Management/HRM
- Added “meets expectations” requirement to “Applies to” statement
- Added line about the employee’s responsibility to enroll in program/classes
- Added Staff & Staff Dependents Tuition Rates policy to related policies
- Added application webform to related forms
01/21/2015: Policy formatting cleanup (e.g, bolding, spacing).
10/15/2014: Policy formatting cleanup (e.g., bolding, spacing).
09/16/2011: Additional updates approved by Diane Hoose Goddard, Vice Provost, Administration and Finance.
11/22/2010: Updated policy approved by Diane Hoose Goddard, Vice Provost, Administration and Finance.
1979: Published in the 1979 Handbook for Faculty and Other Unclassified Staff and updated periodically thereafter.
09/1976: Guidelines for Implementation of Tuition Assistance at the University of Kansas, Lawrence, approved by the Executive Vice Chancellor.
1974: Kansas Statutes Annotated 75-5519 authorizing state agencies to pay the cost or tuition or other educational expenses for education or training of state personnel; statute amended 1976, 1982, 1985.