Brown University may pay the tuition for eligible Brown staff employees on the regular payroll taking courses (requiring regular classroom attendance) within traditional degree programs and for job-related courses at Brown University, Continuing Studies at Brown or degree granting accredited colleges/universities outside of Brown. Eligible employees may also receive tuition if they are enrolled in job-related certificate courses/programs at a degree granting accredited college/university.
Eligibility for the Employee Education Program
Brown staff must be regularly scheduled to work at least 67% time (1300 hours per year), be in good standing, and must have completed 6 months of employment at the time of application.. Faculty members, dependents or spouses are not eligible to receive education benefits under this policy.
In order to be reimbursed for courses, employees must:
- be enrolled in a traditional degree program (requiring regular classroom attendance) or
- take job-related courses which meet the following criteria:
- maintain or improve skills required to perform employees' current position; or
- are required by law or by the University in order for employees to retain their jobs; or
- be enrolled in a job-related certificate course/program.
Work schedules must be agreed upon by employees and supervisors if courses are taken during normal work hours.
The number and types of courses and dollar limit which may be allowed under the Employee Education Program are described below. All courses are approved on a fiscal year basis (July 1 - June 30). The start date of the course determines the fiscal year for benefit purposes.
- Brown University Courses: A total of three degree or job-related courses may be taken per fiscal year (on a space-available basis).
- Continuing Studies at Brown: An unlimited number of job-related courses per fiscal year may be taken simultaneously with Brown and non-Brown courses
- Non-Brown Courses at degree granting accredited colleges/universities: An unlimited number of degree or job-related courses may be taken per fiscal year not to exceed a total tuition cost of $2,500 per fiscal year.
- Combined Non-Brown and Brown Courses: If a non-Brown course is combined with a Brown course, the total maximum dollar limit of $2,500 will be in effect. Any balance remaining from the non-Brown course limit may be applied toward a Brown course.
- Certificate Courses/Programs at degree granting accredited colleges/universities: Employees may enroll in job-related certificate courses/programs at a degree granting accredited college/university. Certificate programs are subject to the $2,500 tuition limit.
Distance Learning Option (Degree Candidates Only): As of January 1, 2012, employees will now be able to enroll in an unlimited number of distance learning courses not to exceed the fy limit of $2,500. Degree candidates must be enrolled at a degree granting accredited university/college recognized by one of the six regional accrediting agencies and the Department of Education.
Employee Application Requirements under the Employee Education Program
Employees should submit the following at least two weeks prior to the start of any course:
- An Employee Education Program Application for each course signed by the employee and supervisor, and
- A copy of the course description, and
- Documentation illustrating a breakdown of the cost per credit, and
- Proof of enrollment in a degree program, if applicable (one-time only)
Applications will not be accepted after the start date of the course
Reimbursement and Repayment Terms for Employee Education Program Courses
Brown University will pay the cost of tuition only. Payment is not made for books, registration fees or other charges.
No money is exchanged for Brown courses. Courses must be passed with a grade of C or better, satisfactory or pass. Grades must be received within 30 days after the last day of the class or the employee's student account will be charged as described under Repayment.
Employees enrolled in Brown courses are responsible for paying a penalty fee or full tuition payment as follows:
- Penalty Fee Payment
- Failure to pass the course with a grade of C or better, satisfactory or pass
- Failure to drop the course within the Employee Education drop deadline date
- Full Tuition Payment
- Termination of employment for reasons other than layoff prior to the end date of a course
- Failure to turn in a grade 30 days from the end date of the course
Continuing Studies At Brown
No money is exchanged for courses taken through Continuing Studies at Brown.
Non-Brown Courses at Degree Granting Accredited Institutions
Employees enrolled in non-Brown courses or certificate courses/programs will receive full tuition reimbursement after the successful completion of each course with a grade of C or better, satisfactory or pass, and upon receipt of grade and proof of payment to the school. Above information must be submitted within 30 days from the end date of the course.
On-line distanced learning degree or certification programs, seminars, workshops and other programs not meeting criteria of the EEP policy.
Tax Treatment of Employee Education Progam Payments
Brown University is allowed by IRS regulations to provide up to $5,250 per calendar year in tax-free educational assistance. If you exceed this maximum either at the undergraduate or graduate level, you will be taxed on the amount that exceeds this limit.
Full information is available from the Benefits Office at x 3-2459