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Tuition Assistance (College)

Section 403

Tuition assistance is available to eligible employees, their spouse, and their children as follows:

  • Employees: Smith College and other colleges and universities
  • Spouse: Smith College only
  • Children: Smith College and other colleges and universities

Tuition Plans Criteria

These following criteria are common to all tuition benefit plans offered by Smith College:

  • If you satisfy a service requirement by the first of the month following the start of classes, you will be considered to have satisfied the service requirement for that semester.
  • If you meet the eligibility requirement by the first of the month following the start of classes, you will be considered to have satisfied the eligibility requirement for that semester.
  • If your eligibility changes midterm, after the first of the month following the start of classes, your benefit will not be prorated.
  • If your eligibility changes prior to the first of the month following the start of classes, your benefit will be prorated accordingly.
  • If both you and your spouse are college employees, your family is entitled to only one tuition benefit per eligible child at any given time.
  • Tuition assistance is pro-rated if you work part-time.
  • You may receive only one type of tuition assistance per child in any given semester. Tuition assistance grants are not given for graduate study or summer courses.

Taxability of Tuition Benefits

Consult with your tax advisor regarding the taxability of tuition benefits. The Office of Human Resources may provide information regarding current legislation on the taxability of tuition benefits.


Tuition Waiver for Smith College Courses

Eligibility

If you are employed in a regular or limited-term position of half time or more, you are eligible to receive tuition assistance for Smith College courses. If you work less than half time or hold a temporary position, you are not eligible.

Waiting Period

You must complete one full year of consecutive service at the college prior to participation in this plan. If you satisfy the one-year service requirement by the first of the month following the start of classes, you will be considered to have satisfied the service requirement for that semester.

Eligibility of courses

Providing the other terms of this plan are met, tuition charges will be waived for any Smith College undergraduate or graduate course provided that there is space available in the class and the instructor gives his/her approval to enroll. Tuition assistance under this plan is not available for non-Smith College courses (except for Five College courses taken by Smith degree candidates), School for Social Work courses, or courses in which the instructor is paid on the basis of the number of students registered in the course.

Number of tuition-free courses

If you work full time, you may enroll in two Smith College courses or eight credit hours per semester tuition free, although only one course may be taken during work hours. Part-time employees may enroll in either one course or four credit hours per semester tuition free; or two courses per semester with a prorated tuition waiver (i.e., there will be some cost for each course).

Tuition waiver–additional fees/costs

Once your tuition application has been received by the Office of Human Resources, a pending credit will show on your tuition bill for the course(s) in which you have registered. If you add or drop a course, you must notify the Office of Human Resources so that the pending credit may be adjusted. The tuition waiver credit will not actually be applied to your tuition bill until after the add/drop date for that semester. There is no charge for the usual application and registration fees. However, you are responsible for paying for books, course materials, and all other fees.

Course Attendance During Work Hours

If, in the judgment of the department head and the Office of Human Resources, a course is deemed job related, you may be granted excused time of up to four hours per week to attend one course which meets during your work hours. A job-related course is defined as one in which the course content is of direct and significant assistance to you in the performance of your present duties and responsibilities in the department in which you currently work. Job-relatedness is determined on a course-by-course basis.

Time off to attend a non-job-related course which meets during your work hours may be granted on a make-up time basis. The time will be made up through arrangements between you and your supervisor or department head in a manner that is least disruptive to the normal operation of the department.

Time off from work to attend a course, whether on an excused or make-up time basis, will be granted at the discretion of the department head based on the work load and schedule in the department, and will not exceed four hours per week. Interruption or rearrangement of work hours will be granted for only one course per semester.

If you work part–time, you are expected to enroll in courses which meet outside of your regularly scheduled work hours; only in unusual circumstances will a part-time employee's work schedule be rearranged to allow course attendance.

Enrollment Procedures

View the Smith College Course Catalog. After selecting a course, obtain an application form from the Office of Human Resources. The deadline to submit course applications for the fall semester is August 15 (for employees with a bachelor's degree) or August 31 (for employees without a bachelor's degree). The deadline for spring semester courses is January 15.

Unless you are enrolled as a degree candidate in the Ada Comstock Scholars program or in a Smith College graduate degree program, enrollment will be based on space availability after traditional student enrollment has been completed.

Smith College Degree Programs

If you wish to enroll as a candidate for a Smith College undergraduate or graduate degree, you must make application to and be accepted by the Ada Comstock Scholars Program or the Graduate Study Office. All tuition assistance for employees who are enrolled in degree programs is covered under this plan; additional financial aid is not available.


Tuition Reimbursement for Other Colleges & Universities

Eligibility

If you are employed in a regular or limited-term position of half time or more, you are eligible to receive tuition reimbursement for courses taken at other colleges or universities. If you work less than half time or hold a temporary position, you are not eligible.

Waiting Period

You must complete one full year of consecutive service at the college prior to participation in this plan. If you satisfy the one-year service requirement by the time you complete the class, you will be considered to have satisfied the service requirement for that semester.

Eligibility of Courses

Reimbursement will be made for the following courses and degree programs:

  • GED preparation courses and exam fees;
  • job-related courses taken for academic credit;
  • courses that can be applied toward an associate's or bachelor's degree, if the degree program is job- or career-related;
  • courses taken for credit that are part of an academic degree program that improves your current job skills or which relates to your career at Smith College.

Normally, an Associate of Arts or Bachelor of Arts degree will be considered job- or careerrelated. Other degree programs will be reviewed on a case-by-case basis.

Courses must be taken at an accredited college or university. The plan does not cover the cost of independent study, thesis/dissertation, or internship credits.

Please consult with the Office of Human Resources if you have any questions regarding the reimbursement eligibility of a course.

Tuition Reimbursement

Eligible employees may receive a reimbursement of tuition fees up to a maximum of $3,000 per fiscal year. The maximum reimbursement will be prorated for part-time employees.

Number of reimbursable courses

If you work full–time, you may be reimbursed for up to two courses per semester or term, not to exceed four courses per fiscal year (July through June). If you work part–time, you may be reimbursed for either one course per semester or term, not to exceed two courses per fiscal year, or two courses per semester or term on a prorated basis, not to exceed four courses per fiscal year.

In certain situations, department heads may supplement the tuition benefits offered under this plan. In such situations, the course must be directly related to a particular project or to the employee's current position.

Reimbursable expenses include course fees and mandatory or educational service fees; no reimbursement will be made for registration, laboratory fees, late fees, books, and other course materials costs.

Course Attendance

Employees who receive tuition reimbursement to attend classes at other colleges and universities are expected to do so outside of regular work hours.

Application and Reimbursement Procedures

Application prior to the beginning of classes is not required. Tuition reimbursement depends on the successful completion of the course. Grades for successful completion are "C" or better for undergraduate courses and "B" or better for graduate courses.

The tuition benefit will be added to other outside support in an amount not to exceed the total tuition charge. Any additional educational assistance (e.g., VA benefits) must be noted on the tuition reimbursement application form.

Submit a tuition reimbursement application form to the Office of Human Resources within 90 days of the successful completion of the course. This application must be accompanied by your grade for the course and an itemized tuition bill. You will normally be reimbursed in your next paycheck following receipt of this documentation. No reimbursement will be made to employees who leave the college before completing the course.


Spouses at Smith College

Eligibility

If you are employed in a regular position of half time or more, your spouse is eligible for tuition assistance for courses at Smith College. If you hold a less than half-time, limited-term, or temporary position, you are not eligible.

Waiting Period

You must complete one full year of consecutive service at the college prior to your spouse's participation in this plan. If you satisfy the one-year service requirement by the first of the month following the start of classes, you will be considered to have satisfied the service requirement for that semester.

Eligibility of courses

Providing the other terms of this plan are met, tuition charges will be waived for any Smith College undergraduate or graduate course provided that there is space available in the class and the instructor gives his/her approval to enroll. Tuition assistance under this plan is not available for non-Smith College courses (except for Five College courses taken by Smith College degree candidates), School for Social Work courses, or courses in which the instructor is paid on the basis of the number of students registered in the course.

Number of Tuition-Free Courses

If your spouse is a degree candidate, at Smith College or elsewhere, s/he may enroll in an unlimited number of Smith College courses (assuming the spouse is making satisfactory progress toward attaining his or her degree). Spouses who are taking non-degree-related courses may enroll in up to a total of four courses or 16 credit hours per academic year, whichever is more.

Tuition Waiver–Additional Fees/Costs

Once your spouse's tuition application has been received by the Office of Human Resources, a pending credit will show on his/her tuition bill for the course(s) that s/he has registered for. If s/he adds or drops a course, you must notify the Office of Human Resources so that the pending credit may be adjusted. The tuition waiver credit will not actually be applied to a tuition bill until after the add/drop date for that semester. There is no charge for the usual application and registration fees. However, your spouse is responsible for paying all other fees (e.g., laboratory fees, late fees, music performance fees, etc.), books, and other course materials costs.

Enrollment procedures

Your spouse may view the Smith College Course Catalog. After selecting a course, s/he must obtain an application form from the Office of Human Resources. The deadline to submit course applications for the fall semester is August 15 (for spouses with a bachelor's degree) or August 31 (for spouses without a bachelor's degree). The application deadline for spring semester courses is January 15.

Unless your spouse is enrolled as a degree candidate in the Ada Comstock Scholars program or in a Smith College graduate degree program, enrollment will be conditional based on space availability after traditional student enrollment has been completed. Smith College degree programs: If your spouse wishes to enroll as a candidate for a Smith College undergraduate or graduate degree, s/he must make application to and be accepted by the Ada Comstock Scholars Program or the Graduate Study Office. All tuition assistance for spouses who are enrolled in degree programs is covered under this plan; additional financial aid is not available.


Daughters at Smith College

Eligibility

If you are employed in a regular position of half time or more, you are eligible to receive tuition assistance at Smith College for your eligible child(ren). If you work less than half-time or hold a limited-term or temporary position, you are not eligible.

Waiting Period

Employees hired prior to July 1, 2010 must complete three full years of consecutive service in a benefit eligible position at the college prior to participation in this plan. Employees hired on or after July 1, 2010 must complete five full years of consecutive service in a benefit eligible position at the college prior to participation in this plan. If you satisfy the service requirement by the first of the month following the start of classes, you will be considered to have satisfied the service requirement for that semester. The waiting period will be waived if you come to Smith College from a college or university where you were eligible for a similar tuition benefit. Your prior eligibility must be documented in writing by your former employer.

Child Eligibility

Tuition grants at Smith College are available for a birth, adopted, or stepchild of yours or your spouse. The child must be unmarried and under age 24 and must qualify as your dependent for tax purposes in the current calendar year.

The child must be enrolled as a full-time student in an undergraduate Smith College degree program. Tuition grants are not awarded to children in Smith College graduate degree or School for Social Work programs.

Please consult with the Office of Human Resources if you have questions regarding the fulltime status requirements.

General Information

There are three tuition benefit options for children who wish to attend Smith College:

  1. Your daughter may attend Smith College as a full-time student to pursue an undergraduate degree. She must apply and be accepted through the normal admissions process for traditional undergraduate students. This benefit also applies if your daughter participates in a Smith College sponsored off-campus program (e.g., Junior Year Abroad Program).
  2. A daughter who is enrolled in a degree program at another college may attend Smith College as a full-time visiting student for a semester or a year. She would apply through the normal admissions process for visiting students.
  3. A daughter or son who is enrolled in a degree program at another college may enroll on a part-time basis in Smith College courses. There is a limit of eight credits per semester, or sixteen credits in total per year. Your son or daughter would submit a letter to the Registrar's Office requesting enrollment on a part-time basis.

Grant Amount

The tuition benefit is equal to 60% of Smith College tuition for any of the options described above. Tuition assistance is prorated if you work part time. The benefit is not applied to room and board, laboratory fees, late fees, music performance fees, books, or other course materials costs.

Application & Payment Procedures

Call the Office of Human Resources to request an application. Following receipt and approval of your application, your child's tuition bill will be credited with the appropriate tuition waiver.

Student Housing Policy

The Dean of the College's office has instituted the following housing policies for daughters enrolled as regular or visiting students and participating in the Tuition Assistance Plan at Smith:

  • If your daughter wishes to live on campus, she must apply to the Student Affairs Office by June 1 for on-campus housing. Housing assignments are made in late August on a space-available basis.
  • Daughters admitted under the Early Decision Plan are assigned to on-campus housing before daughters who are admitted under the Regular Decision Plan.
  • Room and board are prorated from the date of your daughter's move if she moves on campus after the beginning of classes. Once living in a college house, the daughters of employees follow the same housing procedures as all other students.

Children at Other Colleges & Universities

Eligibility

If you are employed in a regular position of half time or more, you are eligible to receive college tuition grant(s) for your eligible child(ren). If you hold a less than half-time, limited-term, or temporary position, you are not eligible.

Waiting Period

Employees hired prior to July 1, 2010 must complete three full years of consecutive service in a benefit eligible position at the college prior to participation in this plan. Employees hired on or after July 1, 2010 must complete five full years of consecutive service in a benefit eligible position at the college prior to participation in this plan. If you satisfy the service requirement by the first of the month following the start of classes, you will be considered to have satisfied the service requirement for that semester. The waiting period will be waived if you come to Smith College from a college or university where you were eligible for a similar tuition benefit. Your prior eligibility must be documented in writing by your former employer.

Child Eligibility

Tuition grants are available for a birth, adopted, or stepchild of yours or your spouse. The child must be unmarried and under age 24 and must qualify as your dependent for tax purposes in the current calendar year.

The child must be enrolled as a full-time student in an undergraduate degree program at an accredited two- or four-year college or university. Each child may receive up to a maximum of four years of assistance. Up to two years of assistance will be proved for a child enrolled in a two-year program; up to four years of assistance will be provided if the child is enrolled in a four-year program.

Please consult with the Office of Human Resources if you have questions regarding the full-time status requirements.

Grant Amount

The tuition grant is equal to 40% of the college's or university's tuition and mandatory educational service fees, up to an annual maximum of $14,423.20 for employees hired prior to July 1, 2010. For employees hire on or after July 1, 2010, the tuition grant is equal to 40% of the colleges or university's tuition and mandatory educational service fees, up to an annual maximum of $10,000.00. Tuition assistance is prorated if you work part time. The benefit is not applied to room and board, laboratory fees, late fees, music performance fees, books, or other course materials costs. The total compensation of the Smith College grant and any other grants or scholarships your child receives in a given academic year cannot exceed 100% of tuition.

Application & Payment Procedures

When the term tuition bill arrives, visit the Office of Human Resources to pick up an application or visit our Forms page. Complete the application, attach a copy of the itemized tuition bill, and mail or deliver it to the Office of Human Resources. Grants are mailed directly to the child's school, generally within 10 days of when the application is received.

Change in Status

Once a tuition grant payment has been made on your child's behalf, it is your responsibility to notify the Office of Human Resources if any of the following occur: (1) the student withdraws or takes a leave from school; (2) the student obtains his/her undergraduate degree; or (3) the student ceases to be your tax dependent.