Employee Education Program Policy

Note that the EEP Policy is a summary of the University of Florida Regulations found on http://regulations.ufl.edu/chapter1/1200.pdf. If the EEP Policy differs in any way from the University of Florida Regulations, the University of Florida Regulations shall supersede the EEP Policy.The Employee Education Program offers opportunities for full-time employees of the University of Florida to take courses at UF and other Florida state universities. TEAMS employees also may take classes at state colleges (formerly community colleges).  In all cases, employees must take classes at the qualifying institution closest to their work location with one exception noted below.

Employees who participate in the Employee Education Program may only take classes at a qualifying institution closest to where they work.  Therefore, if you work in Gainesville or Alachua County, the EEP will only apply to classes taken at UF or SFC—with one exception.  Employees who began taking classes under the EEP before Summer 2008 have been “grandfathered” under a previous provision that allows them to continue their degree programs on other campuses.  These employees must have been enrolled, registered, and participated in the EEP prior to Summer 2008 in degree programs on other campuses.  For these employees, EEP funding is available for a period not to exceed three years beginning in Fall 2008, unless there are budgetary changes that have implications for the EEP.

Summary

Please note that the EEP is distinct from the Department of Management Services’ State Employee Education Voucher Program created by the 2001 Florida Legislature. The 2001-02 Appropriation Act prohibits tuition waivers for university employees as used in the past. The EEP is an entirely new and independent opportunity funded from limited existing university resources and is not a condition of employment, but rather a privilege determined solely by the university.

Purpose

To encourage UF’s faculty and staff to pursue educational opportunities for professional growth and development.

Eligibility

To be eligible to participate in the Employee Education Program, employees must meet the following criteria:

  • Full-time UF employees classified as TEAMS, USPS, or Academic Personnel (including post-docs if they are receiving state health benefits through their department).
    • This program is not available to OPS, part-time personnel, or employees assigned to temporary, visiting, or probationary appointments. Therefore, graduate assistants, residents, and some academic personnel members are not eligible to participate.
  • In good standing with their department.
  • Employed for at least six months with the University in one of the above categories (not OPS). Calculation of six-month window begins on date of hire and ends on the fee deadline date for the semester of enrollment.
  • Must meet academic requirements (for the enrolling institution) for admission as a degree or non-degree seeking student.
  • USPS and Academic Personnel employees are not eligible to use the EEP to enroll at a public community college or vocational technical center.
  • The state university or community college/vocational technical center (TEAMS only) the employee attends must be the closest one to his or her work location.

Eligible employees can apply for enrollment in up to six (6) credit hours of instruction per semester each fall and spring semester, as well as three (3) credit hours per condensed summer semester totaling no more than six (6) credit hours combined over the summer semesters at the University of Florida or another state university inFlorida.

Additionally, a full-time TEAMS employee meeting these eligibility requirements may use this program to enroll at a Florida public community college or vocational technical center closest to his or her work location. In either case, the EEP will cover a maximum of six credit hours per semester.

It is the sole discretion of the employee’s department chair as to the number of credit hours, up to six, for which an employee may register each semester under this program. Participation in the EEP is not a guaranteed benefit of employment. Employees are permitted to take courses in any discipline and the courses taken by an employee do not have to be job related to their current position.

Participating employees must meet academic requirements and be in an established position on the date fees are due. They must also be admitted to the enrolling institution as a degree or non-degree seeking student. The university will establish the periods of enrollment each semester for employees registering for courses at the University of Florida to be paid for by this program. EEP paperwork may be submitted early, but course registration may not occur prior to the start of each registration period. Please refer to the following registration dates for the current academic year.

Please note: The EEP will not cover any late fees associated with registration outside of the EEP registration periods described above.

This program does not permit enrollment in thesis, dissertation, internships, directed individual study, individual performance courses, non-credit courses, sponsored-credit programs, off-book programs, correspondence courses, and some distance education course offerings.

Exclusions

  • This program is not available to OPS, part-time personnel, or employees assigned to temporary, visiting, or probationary appointments. Therefore, graduate assistants, residents, and some academic personnel members (OPS appointments) are not eligible to participate.
  • According to current university policy, courses taken in a non-degree seeking status may not apply to a degree program. Please consult the graduate or undergraduate catalogs for details regarding the transfer of credit.
  • USPS and Academic Personnel employees are not eligible to use the EEP to enroll at a public community or state college (formerly community college) or a vocational technical center.
  • The costs associated with non-credit courses and program offerings otherwise required as an extension of regular employee training are not covered under this program.
  • The university’s fee petition and fee refund policies and procedures are not applicable to courses taken through this program. Therefore, there is no petition process for a refund of any fees paid.

Scheduling

To the extent possible, class attendance should be scheduled during non-working hours. If any university employee enrolls for a course during working hours, all time taken during that period, including time taken in traveling to and from classes, will be charged to annual or compensatory leave or leave without pay, unless the work schedule has been adjusted to accommodate the class, subject to approval by the appropriate supervisor or administrator.

Eligible employees may apply for enrollment in up to six (6) credit hours per semester each fall and spring semester, as well as three (3) credit hours per condensed summer semester totaling no more than six (6) credit hours combined over the summer semesters.

Approval for Participation

In addition to securing admission to the institution as a degree or non-degree seeking student, the employee must:

  • Complete the online EEP application.
  • Secure written approval from his or her department chair or division head via the application.

The employee’s department chair or division head must certify that:

  • The employee meets the employment requirements for participation.
  • The time used is covered by appropriate leave or schedule adjustment.

Participant’s Responsibilities

As a precondition to approving an employee’s request to participate in this program, the university will require the employee to enter into an agreement that requires the following in order to enjoy continued participation in this program:

  • Achieve a passing grade in all courses taken through this program.
  • Complete all courses taken through this program. The employee can drop/withdraw before the expiration of the regular drop/add period. However, designations such as withdraw (W), withdraw/passing (WP), or withdraw/failing (WF) will not satisfy the requirements of this paragraph.
  • In the event an employee does not receive a passing grade in a course taken through this program and/or receives a (W), (WP), (WF), an incomplete (I) or failing (F), with the exception of medical/disability withdraw, the following schedule will apply:
***First instance: the employee will be required to wait one semester before taking classes through the EEP Program
***Second instance: the employee will be required to wait one semester before taking classes through the EEP Program
***Third instance: the employee will no longer be eligible, during the course of their employment with the University of Florida, to participate in the EEP Program.
*** No appeals/petitions to this process will be accepted.

Financial Obligations

Unless otherwise required by applicable law or regulation, the value of courses in which the employee has enrolled under the provisions of this program will not be used to compute the employee’s base rate of pay or regular rate of pay; however, certain courses may be subject to taxes as defined by the United States Internal Revenue Service.

Courses may be subject to taxes as defined by the Internal Revenue Service. The portion of employer-provided tuition assistance that is in excess of $5,250 per year will be taxed as part of an employee’s personal income. This tax assessment is usually entered on the “third paycheck of the month” during the fall.  Remember, the third paycheck of the month has only limited deductions.  Applicable taxes (e.g. Social Security, Medicare, Federal Withholding Tax) are calculated and deducted for the tuition in excess of $5,250 and reduce the employee’s net paycheck for that pay period. Employees are responsible for any individual tax liability that may result from participation in this tuition program and should refer any tax questions to their personal tax advisor.

  • University’s Responsibilities
    For courses taken at UF and any other state university, the university shall be responsible for the payment of:
***Matriculation Fees
***Building Fees
***Capital Improvement Fees
***Student Financial Aid Fees
(The university will be responsible only for the instate portion of these fees.)
  • Employee’s Responsibilities
    The employee shall pay any additional fees including, but not limited* to:
***Application Fees
***Out-of-State Tuition and Fees
***Photo I.D. Fees
***Late Registration Fees
(Only assessed if registration or fee payment occurs after the drop/add period)
***Late Payment Fees
(Only assessed if registration or fee payment occurs after the drop/add period)
***Material and Supply Fees
(Some material and supply fees can be significant. You may wish to determine what these are for your courses of interest before you register.)
***Distance Education or Online Course Fees
***Any other fees not covered by this program as listed in paragraph

The university will waive the following local fees for students attending UF and the employee will not be eligible for services provided by these fees. These fees will be paid for students attending any other qualifying institution.

    • Technology Fees
    • Activity and Service Fees
    • Athletic Fees
    • Student Health Fees
    • Transportation Fees

*An example of another type of fee for which an employee may be responsible is the “Repeat Course Surcharge” which is levied when a student takes a class for the third time.

Termination of Program/Participation

  • Continuation of this program is contingent upon the university’s continuing ability to meet the financial obligations of the program. At any time and with 10 days’ notice, the university may terminate this program.
  • Participation in a course by an employee is contingent upon the department’s continuing ability to meet workload requirements. At any time, with 5 days’ notice, the university may terminate an individual’s participation in this program.