Tuition Reimbursement Policy

    PURPOSE

    St. Olaf College is committed to supporting the professional development of its staff employees when such development aligns with the College’s mission and institutional needs. This policy outlines the eligibility criteria and terms under which staff employees may apply for and receive tuition reimbursement for degree-seeking academic programs that directly relate to their current or anticipated prospective roles within the College.

    scope

    This policy applies to staff employees of St. Olaf College. It does not apply to faculty, student employees, or temporary employees.

    eligibility

    To be eligible to apply for tuition reimbursement under this policy, a staff employee must meet all of the following criteria:

    1. Length of Service: At the time of application, the employee must have completed three (3) years of continuous employment with the College within a .75 FTE or greater position.
    2. Good Standing: The employee must be in good performance standing as reflected in current performance reviews and not subject to any active performance improvement plans or disciplinary actions.
    3. Position Relevance: The proposed academic program must be reasonably related to the employee’s current role or an anticipated future role within the College.
    4. Institutional Benefit: The College must, in its sole discretion, determine that the employee’s participation in the program is beneficial to the College.
    5. Intent to Remain: This benefit is available to employees with a good faith intent to remain employed with the College for a period of at least two year upon completion of the academic program.

    benefits terms

    1. Tuition Reimbursement Amount: At the discretion of the College, eligible employees approved under this policy may receive tuition reimbursement up to four years and up to the maximum amount of $3,000 per year.
    2. Program Approval: Applications for tuition benefits must be pre-approved by the Office of Human Resources and the employee’s supervisor. Future reimbursements beyond the initial reimbursement are contingent upon successful completion of previous coursework with a grade of “B” or better or a “pass” in a pass/fail course.
    3. Repayment Obligation: Employees approved for and receiving reimbursement under this policy must sign a Promissory Note Agreement obligating them to repay the College if they separate from employment for any reason within two (2) years of receipt of tuition benefits.  Under the Promissory Note Agreement employees receiving the benefit will be required to repay 100% of the tuition benefit received that year if the employee’s employment with the College ends for any reason within one year of the employee’s receipt of the tuition benefit.  The employee will be obligated to repay 50% of the tuition benefit received if the employee’s employment with the College ends for any reason after the first year, but prior to the second year after receipt of the tuition benefit.  After two years of employment the employee will not be obligated to repay any of the benefit receive.

    By way of example, Employee X applies for and is approved to receive tuition benefits for a four-year graduate program.  

    • During the first year of the program Employee X receives $3,000 and signs a Promissory Note Agreement. 
    • During the second year of the program Employee X receives another $3,000 and signs a second Promissory Note Agreement.  
    • During the third year of the program Employee X receives another $3,000 and signs a third Promissory Note Agreement. 
    • During the final year of the program Employee X receives another $3,000 and signs a fourth Promissory Note Agreement.  

    Fourteen months after the date Employee X signed the fourth Promissory Note Agreement, Employee X resigns employment with the College.  Because Employee X remained employed for more than two years after signing the first, second, and third Promissory Note Agreements, Employee X has no repayment obligations under these agreements.  Because Employee X is leaving within two years of receiving the payment under the fourth Promissory Note Agreement, but after a year of signing the fourth Promissory Note Agreement, Employee X is obligated to repay the College $1,500.

    1. Payment Method: Tuition benefits will be provided as reimbursements upon submission of satisfactory evidence of tuition payment. No advance payments will be made.

    application process

    1. Submission: Employees must submit a written application to Human Resources including:
      • A description of the degree-seeking academic program and its relevance to the employee’s role;
      • A copy of the program curriculum or course outline;
      • A current performance evaluation;
      • Supervisor’s written endorsement;
      • Acknowledgement of intent to remain employed post-completion.
    2. Review and Approval: The Human Resources Office, in consultation with relevant department and division leadership, will review applications for alignment with policy criteria.
    3. Annual Renewal: Approval is granted on an annual basis. Employees must reapply each year, even if enrolled in a multi-year program.

    Reimbursement application promissory note

    general conditions

    • This policy does not constitute a contract of employment or guarantee of continued employment.
    • The College reserves the right to amend, modify, or terminate this policy at any time.
    • Participation in this program does not affect eligibility for other College tuition benefits unless expressly stated.
    • The College reserves its discretion to interpret all terms of this policy.

    Questions regarding this policy should be directed to the Office of Human Resources.