Βι¶ΉΣ³»­

2,361: Classified Employee Grants-In-Aid

Revised: July 2018

The University encourages classified employees to pursue training and educational opportunities available to them through the Βι¶ΉΣ³»­ System of Higher Education (NSHE) institutions.  Classified employees of the University are eligible for fee benefits for a maximum of six (6) credits per semester or 12 credits per fiscal year. The course start dates shall determine in which fiscal year the Classified Staff Grants-In-Aid falls. 

Classes must be job related or electives required in a degree program. Job-related courses include those courses needed to enable the employee to meet the standards of performance for the current position; those which update the employee's skills, knowledge, and techniques in the current position; courses which are beneficial to the department's operation; and courses which apply toward the completion of a degree.

Grants-in-aid do not cover all student fees. For more detailed information on inclusions and exclusions, see Classified Employee Benefits. For the current annual student fee rates, contact Human Resources. 

Grants-In-Aid Coverage at the Βι¶ΉΣ³»­:

  • All for-credit classes that are included in the weighted student hour calculation for state funding are eligible.
  • University Studies Abroad Consortium classes
  • Βι¶ΉΣ³»­FIT
  • Extended Studies/ Summer Session classes
  • 365 Learning (online for credit classes)

The Classified Grants-In-Aid benefit covers:

  1. All mandatory fees (laboratory and technology fees).
  2. Fee payment per credit hour up to a maximum of 15% above the standard credit hour fee. If the fee per credit hour is more than 15% of the standard fee, the employee is liable for the remaining cost.
  3. Differential program fees, such as the fee assessed by the College of Engineering and the College of Business, are eligible for payment.
  4. The Student Health Fee is waived for classified employees.
  5. Online Learning classes for academic credit up to the limits specified in #2 above. These classes count toward the maximum of 12 credits in a fiscal year.

Grants-In-Aid Restrictions at the Βι¶ΉΣ³»­:

  1. Pearson on-line sponsored programs (PEARSON) are not eligible.
  2. Master of Judicial Studies (JS), Justice Management (JM) and Doctorate of Philosophy in Judicial Studies (JD) are not eligible. 
  3. Executive MBA Program (EMBA) is not eligible.
  4. Gerontology classes (GERO) are not eligible. 
  5. Intensive English Language classes (IELC) are not eligible. 
  6. Remedial classes <100 are note eligible.
  7. Extended Studies/365 Learning, including Summer Session, reserves the right to refuse to honor a Classified Grants-In-Aid in a requested academic credit class.
  8. Non-credit classes offered through Extended Studies are not eligible for this benefit.
  9. Grants-in-Aid will not cover Excess Credit Fees.

Classified employees must be employed at a minimum of .53 FTE on the first day of the semester in order to be eligible for this benefit. 

For course/courses taken with the Classified Staff Grants-In-Aid, the employee must receive a grade of 'C' or better for undergraduate courses or 'B' or better for graduate courses. Failure to achieve these grades will result in the employee's repayment of the full amount of the course costs to the University. By signing the Classified Staff Grants-In-Aid Request form, the employee authorizes the Office of Admissions and Records to release to the Office of Human Resources the final grades of courses taken at the University with the Classified Staff Grants-In-Aid. For classes taken at other institutions, the employee is responsible for providing proof of final grades to the Office of Human Resources or the employee will be liable for repayment of all costs. Grades for courses taken at other institutions must be submitted by the due dates listed below:

  • Fall: January 15
  • Spring: June 15
  • Summer: September 15

After the Classified Staff Grants-In-Aid is approved, Human Resources must be notified of any change of class to be taken or changes to the employee's status in the class.

If a class taken under this program is officially dropped within the 100% refund period as determined by the Office of Admissions and Records, the entire refund reverts to the University. If the class is officially dropped after the 100% refund period, the employee must pay the non-refundable amount.

Payments due from the employee must be made to the Cashier's Office or by calling Human Resources to set up payroll deductions. If the payment is not received from the employee by the above scheduled due dates, the amount will be deducted from the employee's next paycheck. Failure to pay may result in withholding transcripts, grades, diploma, registration and any check made payable to the employee by the University.

For details on classified employee dependent educational benefits, please see UAM 2,362, Classified Employee Opportunity Program for Spouses, Domestic Partners and Dependents.