Academic Assistance

Academic Assistance Program
North Carolina National College Savings Program
Tuition Waiver at State Universities
Waiver of Student Fees

Academic Assistance Program

UNC Health Care offers its employees the opportunity to participate in the Academic Assistance Program. This is a tuition reimbursement program granted by the State of North Carolina and is administered by UNC Health Care. It is available to all permanent employees who work 20 or more hours per week, are not in a probationary or disciplinary status, and who have at least six months of continuous service prior to the first day of classes. Additionally, in accordance with NC General Statute 143B-421.1, all male UNC Health Care employees who are eligible for selective service must be registered in order to be reimbursed for academic costs through the Academic Assistance Program.

The information published in this Web page is excerpted from the UNC Health Care's Human Resources Management Policies and Procedures Manual. To view a full version of the Academic Assistance Program Policy, please consult Chapter 6 Employee Benefits of the online policy manual or click the link provided below:

Academic Assistance Program Policy (restricted to employees)

Departmental Purview
Questions, forms, and approval processes vary, depending on the cost center of the employee:

• UNC P&A Administrative Office and Ambulatory Care Administration Employees
  Employees of this department should contact the UNC P&A Financial Services Department at 966-4060.

• UNC P&A Ambulatory Clinic Employees
  Employees of the clinical departments should contact their Human Resource Facilitator and/or their supervisor for prior approval and reimbursement.

• All other UNC Health Care Employees
  Employees should obtain approval from their immediate supervisor, and can contact Human Resources at 843-0704 for detailed questions.

Approved Sources Academic Study

Academic courses/degrees from accredited high schools, community colleges/colleges/universities via traditional classroom, video-based, distance learning, Web based, e-learning, and certain correspondence courses are eligible for approval.

Approved Academic Degree Programs

Eligibility of academic degree programs is subject to ALL of the following criteria:

• Approved academic courses are defined as courses taken within the context of a degree earning program preparing the employee for another position within UNC Health Care; and,
• Courses must provide academic credit (as opposed to Continuing Education Unit's); and,

• The academic degree and its courses must be listed in the community college/ college/university course catalog; and,

• The community college/college/university must charge tuition in the traditional meaning of tuition (as opposed to only registration fees); and,

• Accreditation must be via an accrediting agency authorized by the U.S. Department of Education

Academic studies not meeting all of the above criteria are INELIGIBLE for reimbursement under the Academic Assistance Program. Furthermore, Academic Assistance shall not be approved where management has determined that neither the academic degree nor the course is of benefit to UNC Health Care.

Submission Procedures

The point of submittal depends upon the cost center the employee works within; employees should follow their department's procedures for submission (see Department Purview above).

1. Prior to enrollment for approved course(s), UNC Health Care employees should obtain an Academic Assistance Request form. P&A Ambulatory Care Clinic employees obtain their forms through their departmental Human Resources Facilitator. UNC P&A Administrative Office and Ambulatory Care Administration employees obtain their forms from the UNC P&A Financial Services Department. All other Hospital employees acquire the form from the Benefits Online Web site.

2. Prior to enrollment, employee will need to complete the appropriate sections, and then submit the completed form to their supervisor. The supervisor should review the information supplied to determine if it is an approved degree program. If so, the supervisor should complete the Statement From Supervisor section and return the form to the employee.

3. The employee shall keep the original form and pay for their course tuition in full and save the original receipt of payment.

4. Upon successful completion of the course (see above), within 30 days of the final exam date the employee needs to submit ALL of the following:

   • their original completed Academic Assistance Request form

   • their receipt showing the tuition amount of the completed class is paid in full

   • the official grade report received

Forms submitted more than 30 days after the final exam date will not be processed and will be returned to the employee. Incomplete forms will be returned to employees at their home address as listed with UNC Health Care. Forms that have been returned are still subject to the original 30-day time period after the class has ended.

Limitations

Under the Academic Assistance Program all approved courses must be taken on the employee's own time unless the course is not offered after working hours. For a course taken during work time, it is at the discretion of the Department Head or designee to determine work/non-work pay time. Approval to take a course during working hours must be received prior to starting the course. Revised work schedules should not adversely affect departmental services or employee job performance.

Reimbursement

Reimbursement will only be granted to participants upon successful completion of the course(s), which is defined as an outcome of Satisfactory, Pass, or a grade of “C” or better for Undergraduate courses and a grade of “B” or better for Graduate courses. Eligible employees may receive reimbursement for tuition costs not to exceed the maximum amount charged within the University of North Carolina system for a similar course. Reimbursement amounts are based on Semester credit hours, not Quarter credit hours. Reimbursement is limited to 5.9 credit hours per course, and a maximum of 20 Semester credit hours OR no more than 32 Quarter credit hours per fiscal year. Payment of reimbursable costs may take up to 6 weeks. The ceiling of reimbursement per course for in-state academic costs charged by colleges and universities (other than the constituent institutions of the University of North Carolina) in fiscal year 2009-2010 is as follows:

Financial Assistance from any other financial aid program shall not be duplicated under the Academic Assistance Program. However, the difference between any financial aid received from another program and the total eligible reimbursement from the Academic Assistance Program may be reimbursed. Original documentation of the amounts received through other financial aid programs should be included along with the employee's Academic Assistance paperwork when submitted for review.

Questions

Questions regarding interpretation of the Academic Assistance Program policy should be directed to the Human Resources at 843-0704.

Click here to download a copy of the Academic Assistance Request Form.

North Carolina National College Savings Program

This program offers important options you could use to make real gains in savings toward a college education. These savings can be used for yourself, your child, a relative, friend, or someone else you care about.

Click here for more details.

For more information, visit their Web site at www.CFNC.org/Savings.

To enroll, please review these instructions. Any enrollment questions should be referred to the National College Savings Program at 1-800-600-3453.

If you are already enrolled and need to change your current deduction, please go to www.CFNC.org/Savings, then to the Forms section, and follow the posted instructions.

All forms should be submitted directly to the College Foundation of North Carolina.

 Tuition Waiver at State Universities
A Tuition Waiver Program exists within the constituent institutions of The University of North Carolina system and UNC Health Care. Under the program tuition charges:

• May be waived for no more than two (2) courses per academic year and;
• All student fees will be waived for the term as specified in the policy.
• Employees must be permanent and working a minimum of 30 hours per week.

Tuition may be applied to courses that are appropriations-funded, such as regular undergraduate and graduate-level courses, online courses, and independent studies courses.  Employees who qualify should use the Tuition Waiver at State Universities form.

Employees interested in attending any UNC System school should have the Human Resource Verification section of the form completed as follows:

• UNC Hospital employees - by UNC Health Care’s Human Resources.
• UNC P&A employees – by P&A Manager Financial Services Office.
• UNC P&A Ambulatory Clinic Employees – by Department Human Resource Facilitator.

Completed forms should be sent to the Cashier’s Office located on the UNC system campus where the class is held. Please contact the campus office or review the Web site for directions.

Waiver of Student Fees
Eligible employees attending a state-supported university in North Carolina must obtain a Request for Waiver of Student Fees form from the cashier’s office of the school they plan to attend. This completed form must be returned to the university cashier prior to the first day of class to request that student fees be deleted from their bill. Some campuses may request a copy of this policy to waive fees. Spouses of Full-time Permanent employees attending a state-supported university may also be eligible for waiver of student fees consideration and must follow the same procedure. Please note that waiver of fees results in forfeiture of student health services, athletic passes, intramural and gymnasium privileges, and access to some student union activities.