Policies & Procedures

I. PURPOSE

Professional growth is important to Longwood University. This policy seeks to assist its employees and their families in gaining increased, affordable access to Longwood University’s course offerings.

II. APPLICABILITY

The following Longwood University employees are eligible for the Educational Benefit:

1. Full-time, salaried Longwood University faculty and staff;
2. Funded Wage and Miscellaneous employees working at least twenty (20) hours a week regularly;
3. Part-time instructional faculty teaching at least three courses in the semester the benefit is used.
4. Longwood University Retirees   
5. Legally married spouses of eligible Longwood University employees;
6. Unmarried dependent children (claimed on Federal Tax Return) under the age of twenty-five (25) of eligible Longwood University employees or retired Longwood University employees;
7. Exclusions: Temporary employees, part-time seasonal employees, employees occupying any grant funded positions (includes any portion of the position being grant-funded), and employees on leave without pay are not eligible for the Educational Benefit.

III. POLICY

Eligible employees must have been continuously employed by Longwood University for a minimum of one year prior to being eligible to receive benefits under the Employee and Retiree Educational Benefits Program and remain employed during the term of the course.

Tuition Assistance for Courses Taken at Longwood University

1. Employees/Retirees: Tuition, student activity, comprehensive and registration fees are waived for one four (4) credit course or one non-credit course per semester. Summer school is considered one semester for the purpose of this policy. Intersession is considered part of the spring semester for the purpose of this policy. Eligible employees shall be exempt from paying the comprehensive fee when taking classes full-time or part-time at the University. Employees remain responsible for any lab, technology or other course-associated fees.
   
   Enrollment in credit courses is contingent upon having vacant seats in the class subsequent to regular student registration. Enrollment in non-credit courses is contingent upon having sufficient paying students to cover costs. The institution presently does not have any agreements with other institutions, which would permit Tuition or Comprehensive Fee Waiver at institutions other than Longwood.
   
   PLEASE NOTE:  Employees are registered only on the last business day prior to the beginning of the semester/first official day of classes.
    
1. Auditing Courses: Auditing a course involves taking the course but receiving no course credit. Employees normally audit courses if they have an interest in the subject matter but they are not interested in receiving credit toward a degree. The Educational Benefit courses may be audited or taken for credit.
2. Time Accounting Alternatives: Attending class during work hours is at the discretion of the supervisor. If the employee has obtained supervisory approval to attend class during work hours, the time missed from work to attend a class will not be considered time worked and the employee will not be compensated. The employee must either make up the time lost to attend the class or must use personal leave balances for time used during the work hours.
3. Supervisor's Approval: The supervisor has the discretion to approve or not approve classes. If an employee wishes to take a class during normal work
   hour, the employee must receive the approval of his or her department head prior to enrolling in the course.
4. Tax Implications: The Economic Growth and Tax Relief Reconciliation Act of 2001, made a permanent exclusion for job-related, graduate level courses previously included under IRC Section 127. Fees waived will not be included in the employee's taxable income. This exclusion applies to courses taken after December 31, 2001
   
   Eligible employees may have tuition waived up to the amount of the In-State Tuition Rate, set by Longwood University. If an eligible employee does not qualify for an In-State Tuition Rate due to domicile, the eligible employee will be responsible to pay in advance the difference between the In-State Tuition Rate and Out-of-State Tuition Rate.
    
2. Spouses and Children: Spouses and unmarried dependent children (claimed on Federal Tax Return) under the age of twenty-five (25) of eligible Longwood University employees shall be exempt from paying the comprehensive fee when taking classes at the University. Spouses and dependent children of Longwood University employees must pay in full all other charges and associated fees, e.g., tuition, graduation fee, internship fee, lab or technology fees, room and board, etc.
3. Dependent Children of Retired Employees: Unmarried dependent children (claimed on Federal Tax Return) under the age of twenty-five (25) years of retired Longwood University faculty or staff shall be exempt from paying the comprehensive fee when taking classes, full-time or part-time at the University.
4. Separation of employment: If an employee involuntarily separates from employment, the employee will be required to withdraw from any course he/she is currently enrolled in for which tuition and/or fee were initially waived.  The employee will not be responsible to repay Longwood University for waived fees.
   
   If an employee voluntarily separates from employment, the employee will be required to reimburse the University for the tuition, student activity, comprehensive and registration fees for any course taken within the current semester.  Furthermore, if the employee’s spouse or eligible dependents benefited from any fee waivers within the current semester, the employee will be required to reimburse the University for those waived fees.

Tuition Reimbursement for Graduate-Level Courses Taken at Other Institutions

Eligible full-time, salaried University faculty and staff employed for three or more consecutive years at Longwood University may receive Tuition Reimbursement for graduate-level courses at other four-year Virginia public colleges or universities, provided that the courses are not offered at Longwood University.  The employee must meet the performance expectations of his or her current position. The maximum number of credit hours is limited to the maximum of twelve (12) credit hours including a combination of Tuition Assistance and Reimbursement during a calendar year. 

It will be the employee’s responsibility to pay for the cost of tuition and other fees in advance.  Courses authorized by this policy must be unavailable at Longwood University.  The employee must complete the Request for Tuition Reimbursement form with all appropriate signatory approvals and proof of enrollment prior to classes beginning with the other institution.  The first phase of approval is subject to a review by the Longwood University Executive Steering Council.  The second approval phase is based upon successful completion of the course with grade of “B” or better, copy of the tuition bill and proof of payment.

The reimbursement expenses for courses taken will be limited to $250 per course and not to exceed $1,000 per calendar year.

Exceptions to this policy must be approved by the Executive Steering Council in advance.

IV. PROCEDURE

Appendix A: Procedures for Educational Benefits for Employees 

Employees Requesting Approval for Educational Benefits:

1. The employee gives his/her immediate Supervisor notice of their interest in utilizing the Educational Benefit.
2. The eligible employee will need to complete a “Longwood Faculty/Staff-Application For Class Attendance form”. This form is located in both the Registrar’s and Human Resources’ Offices. (This form is on NCR paper and is not available on-line.)
3. The employee will need to forward the form to their immediate supervisor for written approval.
4. After signing, the immediate supervisor will forward the form to the Department’s Vice President for written approval.
5. Once approved, the Vice President will forward the form to the Human Resources Office to verify the employee’s eligibility status.  Once the form has the required signatures, Human Resources will forward the original application to the Registration Office; copies of the form will be sent to Student Accounts and Financial Aid.
6. The employee will receive notification from Human Resources only if the employee is not eligible for Education Benefits.

Requesting Comprehensive Fee Waived for Spouse and Dependents:

The “Longwood University Employee Verification Form to Waive Comprehensive Fee for Spouse and Dependents” will need to be completed by the spouse/dependent. This form should be completed for any student eligible to have the comprehensive fee waived because of their relationship to an employee of Longwood University.  After the form has been completed and the employee employment status has been verified, the form should be forward to the Cashiering and Student Accounts Office.  This form must be on file before the comprehensive fee can be charged off a student’s account.

The Longwood University Employee Verification Form to Waive Comprehensive Fee for Spouse and Dependents can be found here: Comprehensive Fee Waiver Form (doc)

Appendix B: Tuition Reimbursement for Grad Courses Taken At Other Institutions

Employees have to be enrolled in the course at the other institution before requesting approval for tuition reimbursement.

Pre-Approval:

1. The eligible employee will need to complete a “Faculty-Staff Tuition Reimbursement (doc)”. This form is on the Office of Human Resources website at http://www.longwood.edu/hr.  A brief description of the course and confirmation of course enrollment will need to be submitted with the form.
2. The employee will need to forward the form to their immediate supervisor for written approval.
3. Once step 2 has been completed, the employee is to submit the form to EducationalBenefit@longwood.edu (subject line: Educational Pre-Approval) with proof of enrollment in the class prior to the beginning of classes with the other institution. The Agency Approval Officer will verify the employee’s eligibility status based on the requirement of Policy 5211. If eligibility has not been met, Agency Approval Officer will notify the employee. If eligibility has been met, the employee will receive notification from the Agency Approval Officer with approval or denial.

Steps for Approvals Only

1. Employee has 30 calendar days from classes ending to submit to EducationalBenefit@longwood.edu (subject line: Educational Documents) the following documents:
   1. Proof of final course grade of “B” or better
   2. Copy of tuition bill
   3. Copy of tuition paid
2. The Agency Approval Officer will review the supporting documents and process the request for tuition reimbursement.

Approved by the Board of Visitors December 1, 2001.
Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, April 01, 2016.
Revised and approved by the Board of Visitors, March 21, 2024.