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Administrative Procedure
Descriptor Code: GBDC-AP(1)
TUITION REIMBURSEMENT PROGRAM  
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1.         Annual tuition amounts paid to certified personnel will not exceed an amount equal to the cost of nine times the graduate or undergraduate semester credit hour rate charged by the University of Missouri-St. Louis (UMSL), subject to availability of funds. Annual tuition paid for classified personnel will not exceed an amount equal to the cost of five times the graduate or undergraduate rate charged by UMSL, subject to availability of funds. It is possible that staff members will not receive 100 percent of the total cost of each credit hour taken.

2.         Eligibility for tuition reimbursement shall be in accordance with the following:

            a.         Certified Staff – Certified full-time staff must have completed four or more semesters of service in the Affton School District before becoming eligible for tuition reimbursement. Certified staff entering their second year of service to the district may be eligible for tuition reimbursement at the discretion of the building principal.

            b.         Classified Staff – Classified staff must have completed two or more years of service in the Affton School District before becoming eligible for tuition reimbursement. The employee must be employed full-time (37.5 to 40 hours per week and 9.5 months or more).

3.         Tuition reimbursement will not be provided to employees to meet the requirements of positions for which they were originally hired. If after employment the superintendent assigns an employee to a position for which additional training or credits are needed, such employee will be eligible for tuition reimbursement up to the limits set forth in this regulation.

4.         Tuition reimbursement will be considered for courses that meet one or more of the following guidelines:

            a.         The course is aligned with building-level or district-level goals.

            b.         The course is required for an advanced degree in education or the content area.

            c.         The course meets the requirements for certification.

            d.         The course is directly related to the employee’s position.

            e.         The course is required as part of a degree program approved by the immediate supervisor.

5.         Reimbursement will be provided for academic grades earned as follows:

            a.         A grade of “A” or “B” for approved advanced degree or graduate-level coursework.

            b.         A grade of “A,” “B” or “C” for approved undergraduate-level courses only in cases where the school district has asked an employee to attain additional certification, training or credits in an area that will be beneficial to the district. A grade of “C” will only be accepted if the course offering for such additional requested coursework was an undergraduate course necessary for completion of the certification or training and only available as an undergraduate course. Otherwise, the expectation is an “A” or “B” as described above.

6.         All courses must be recommended for approval in advance by the principal’s or supervisor’s office. Application for course approval and participation in the tuition reimbursement program must be made on the proper form in accordance with the following schedules:

            a.         Summer session–by Friday of the third week of May

            b.         Fall session–by Friday of the last week in August

            c.         Spring session–by Friday of the second week in January

Failure to apply within these timeframes disqualifies the applicant for consideration for tuition reimbursement. If it becomes necessary to make application at a time other than these deadlines, individual consideration will be given to the circumstances.

7.         Principals’ and supervisors’ offices will submit recommended applications for tuition reimbursement to the personnel office by the following deadlines:

            a.         Summer session–by Friday of the last week in May

            b.         Fall session–by Friday of the second week in September

            c.         Spring session–by Friday of the last week in January

8.         The personnel office will review and approve recommended tuition reimbursement requests and notify principals, supervisors and staff members of denied requests. The personnel office will calculate the total number of credit hours applied for by applicants for each of the semesters to determine the estimated minimum percentage of reimbursement rate per hour of the current semester. The estimated minimum percentage reimbursement rate per hour is determined by dividing the total number of dollars available per semester by the total number of credit hours requested for the semester; the result is then divided by the UMSL rate. This information will be sent to all employees’ district e-mail addresses by the following deadlines:

            a.         Summer session–by Friday of the first week in June

            b.         Fall session–by Friday of the fourth week in September

            c.         Spring session–by Friday of the second week in February

9.         Employees are responsible for notifying the principal’s or supervisor’s office by mid-semester if they do not take an approved course or do not finish a course. The principal’s office or supervisor’s office is then responsible for communicating this information to the personnel office.

10.       All transcripts of credits and grades earned must be turned in to the principal’s or supervisor’s office no later than the following dates:

            a.         Summer session–September 15

            b.         Fall session–February 15

            c.         Spring session–June 15

Any employee who does not turn in transcripts and the required supporting documentation by the established deadline for the tuition reimbursement session shall have one additional opportunity to turn in all required paperwork by the next scheduled session deadline. Failure to comply by the next scheduled session deadline will result in forfeiture of the requested tuition reimbursement for that session.

11.       No payment will be made for those courses already completed or already in progress at the time applications are made. No payment will be made for courses that are not completed. Tuition reimbursement is not available for related costs such as student activity fees, parking costs, textbook or materials costs, etc.

12.       Staff who have been awarded a scholarship or grant for tuition purposes must notify the personnel office at the time they submit their application for tuition reimbursement. Staff are eligible for up to 100 percent of the difference between the amount of the scholarship or grant and the UMSL tuition per semester hour credit rate for each semester credit hour they have applied for. In no circumstance will total reimbursement provided through the combination of grant/scholarship funds and tuition reimbursement exceed 100 percent of the cost of the tuition per semester credit hour at the UMSL rate.

13.       After the September 16, February 16 and June 16 deadlines, the personnel office will determine the total number of credit hours completed by all staff in each category (graduate or undergraduate) based on submitted transcripts. The personnel office will then recalculate the actual percentage reimbursement rate per hour. The actual percentage reimbursement rate per hour is calculated by dividing the total number of dollars available per semester by the total number of hours completed; the result is then divided by the UMSL semester cost per credit hour to determine the actual percentage reimbursement rate per hour. This percentage may be more or less than the predetermined minimum if some staff members did not complete class or if staff members submitted hours from a previous session described in section 10 (above).

14.       The personnel office will advise each principal’s and supervisor’s office in writing shortly after the February 16, June 16, and September 16 deadlines of the actual percentage reimbursement rate per hour for tuition reimbursement for undergraduate or graduate courses taken for the semester. The actual percentage reimbursement rate per hour is a districtwide reimbursement rate.

15.       The principal’s or supervisor’s office will submit a purchase order to the personnel office and must include the:

            a.         Total credit hours earned.

            b.         Total amount of reimbursement approved.

            c.         Supporting receipts showing the amount paid by the staff member.

            d.         Transcripts and documentation of grades.

            e.         Copy of approved tuition reimbursement request form.

16.       The personnel office will record the grades earned, apply the appropriate percentage for each reimbursement request to the approved credit hours earned by each staff member and process and submit the purchase order to the business office for payment. Payments will be made three times a year (for summer, fall and spring reimbursement).

17.       Any unused funds will be reallocated equally between the remaining semesters. In the unlikely event that there are unused funds at the end of the spring semester, the carryover funds will revert to the district cash reserves.

* * * * * * *

Note:  The reader is encouraged to review policies and/or forms for related information in this administrative area.

 

Affton 101
Date Issued:  4/20/2010
Original Date Issued:  4/20/2010
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