TUITION REIMBURSEMENT GUIDELINES

- Members who have less than five years of work experience in the district and who voluntarily resign their position shall be required to reimburse the district for any tuition reimbursement funds they received during their last year of employment. When applicable, reimbursement shall be made by deduction from the member’s final paycheck. The Board shall return all repayments to the tuition reimbursement fund.

- Courses must be tied to members' Individual Professional Development Plans (IPDPs) or Class Change forms.

- Members wishing to receive reimbursement will be required to follow the approval process outlined below.

- Members will be required to demonstrate proof of payment and proof of successful completion of course.

- Guidelines are subject to change based on analysis of usage, available resources, and other factors.

1.) Tuition reimbursement will be allocated three times per year, with a formula established to allocate funds for fall, winter/spring, and summer terms.

Based on 2010-11 utilization, approximately 25% of the $120,000 tuition reimbursement account for 2011-12 will be available for autumn courses (those that occur between September 1 and December 31), 35% will be available for winter and spring courses (Jan. 1-May 31) and 40% will be reserved for summer courses (June 1-August 31). Funds not expended in autumn, winter and spring will be carried over to summer.

The division of the fund between terms each year will be adjusted based on observed patterns of demand.

Online, video and other accredited distance-learning courses are reimbursed based on the term the course is completed.

2.) Tuition reimbursement will be provided to each recipient on a formula basis per hour, specifically up to 75% of member's actual tuition cost up to a maximum of $300 per hour. The formula will be adjusted whenever the amount of reimbursement requested for a given hour (i.e. 1^st hour, 2^nd hour, or 3^rd hour, etc.) exceeds the amount of remaining funds. Likewise the formula may be adjusted to ensure that all available funds are expended. There will be no distinction in quarter hours and semester hours in determining reimbursement per hour.

Note that reimbursement is based on the member’s net tuition cost. Scholarships, stipends, and other forms of reimbursement are deducted from the gross tuition cost before calculating the amount of reimbursement. Also, courses are sometimes offered in conjunction with conferences or workshops or have other fees connected to them. In these cases, only the actual tuition paid to the university for graduate credit is eligible for reimbursement, NOT registration fees for the conference or workshop, materials fees, or other non-tuition costs.^*

3.) Reimbursement in any given term will be allocated to all who apply on an hour-by-hour basis until all funds have been allocated. Members who are approved for fee waivers will not be eligible for tuition reimbursement for those hours.

The fee waiver process outlined in Article 16.2 of the Master Agreement will be followed before tuition reimbursement funds are allocated. If you receive a three-hour fee waiver, you will receive tuition reimbursement only if funds that term are being allocated to a fourth hour of coursework. If you receive a one-hour fee waiver, you will receive available tuition reimbursement only for hours beyond the first hour.

4.) Limitations may be placed on the number of hours for reimbursement available for each member. Each member is subject to a limit of 3 hours per term (with the exception of summer, which has a 6-hour limit) and 12 hours for the year, but this limit may be waived if additional funds are available. Note that these are maximums—actual reimbursement may cover fewer hours. If a request submitted before the deadline is approved, requests submitted after the deadline of the same term. Will not be considered.

5.) All staff members wishing to receive tuition reimbursement must submit an application prior to the posted deadline. Each approval period may cover classes expected in the upcoming term or workshops/classes already enrolled in for the current term but unanticipated at the time of the previous application period. After all applications have been received, the funds will be allocated and each staff member will be notified of what to expect in reimbursement following the conclusion of the term.

PLEASE NOTE: While it may be possible to receive reimbursement for courses without advance approval, there may or may not be funds available to meet these requests. It is especially important if reimbursement is desired for summer that members apply for reimbursement at the time of the May approval deadline.

6.) Any member who applies for and receives notification of reimbursement but cancels or drops the course, or otherwise learns of changes from the original application, without notifying the WEA office by email prior to the deadline for the next filing of applications may forfeit eligibility for tuition reimbursement for the subsequent 4 quarters or 1 year. It is very important that the WEA Office be notified if there is any change from the original estimated cost of the course work. Failure to do so could prevent other staff members from being approved for as much as they otherwise would receive.

7.) Upon completion of a course, the member must submit proof of payment and a grade slip to the WEA Office. Completed applications will then be processed and payment will be received from the Treasurer’s office within 4-6 weeks. (Tuition reimbursement may be a taxable benefit. Consult your tax advisor for details.) Note that documentation submitted for tuition reimbursement is not used for any other purpose (i.e. class change). Save copies of all records. Please submit documentation as quickly as possible, no later than June 30 following the academic term in which you take your course.

8.) Submit applications online through the WEA Web site here and all documentation to the WEA Office (located at the Worthington Schools Education Center).

August 26, 2011 if you are seeking preapproval* for courses taken during Fall 2011 OR if you are seeking reimbursement for courses taken during Summer 2011 and were unable to include the request on the May application (subject to availability of remaining funds).

November 25, 2011 if you are seeking preapproval* for courses taken during Winter and Spring 2012 OR if you are seeking reimbursement for courses taken during Fall 2011 and were unable to include the request on the August application (subject to availability of remaining funds).

May 4, 2012 if you are seeking preapproval* for courses taken during Summer 2012 OR if you are seeking reimbursement for courses taken during Winter and Spring 2012 and were unable to include the request on the November application (subject to availability of remaining funds).

August 24, 2012 if you are seeking preapproval* for courses taken during Fall 2012 OR if you are seeking reimbursement for courses taken during Summer 2012 and were unable to include the request on the May application (subject to availability of remaining funds).

Send all documentation (Proof of Payment and Grade for each course) related to your Tuition Reimbursement Application to the WEA Office in the Worthington Schools Education Center upon completion of the course.

All documentation must be submitted within one calendar year of the approval date.

Contact WEA President Mark Hill (450-6058) if you have any questions.

*An exception may be made in those instances where necessary professional growth requires activities other than graduate coursework. Non-graduate credit professional activities must be required for certification/licensure or otherwise necessary for fulfillment of job responsibilities. Evidence of CEU credit is required upon completion. Reimbursement is not available for meals, mileage, or other incidental conference expenses. Submit non-graduate credit reimbursement requests to the WEA Tuition Reimbursement Committee by email to weapres@worthington.k12.oh.us.