Revised: October 1, 2015, October 1, 2016; October 1, 2017; October 1, 2018; April 1, 2019; October 1, 2020; February 6, 2023; March 11, 2024

It is Sandhills Community College’s policy to grant a one-time increase of 5% in annual salary, subject to availability of funds, to employees who complete one of these degrees: a first-time associate’s degree, a first-time bachelor’s degree, a first-time master’s degree, or a first-time doctoral degree, or other educational milestone (as approved by the President). If the completion of a degree is a condition of employment, employees are ineligible for additional compensation. Employees should refer to Policy 6.1 for more information regarding participation in this program.

Eligibility

Faculty and staff who meet all the following criteria are eligible to participate in the Employee Educational Achievement Program (EEAP) funded through the SCC Career Educational Enrichment Benefit afforded all employees in year four after completion of the probation/mentoring period:

• Full-time employment
• Thirty-six months of continuous and non-probationary service with Sandhills Community College prior to the first day of class

Approved Courses of Academic Study

Academic courses/degrees from regionally accredited community colleges/universities are eligible for approval. Courses not accredited by the U.S. Department of Education are not eligible under this policy. Eligibility of academic programs is subject to all the following criteria:

1. Courses must provide academic credit.
2. The community college/university must charge tuition in the traditional meaning of tuition (as opposed to registration fees).
3. Accreditation must be via an accrediting agency authorized by the U.S. Department of Education and the regional accrediting authority.
4. Courses must begin and end on the traditional semester or quarter system utilized by the university or community college system. Reimbursement of web-based course work under accelerated learning course programs may not be covered in this policy.

Reimbursement

The Vice President of Institutional Advancement reviews available funds each semester to determine availability of funds. Factors such as enrollment and market performance impact this funding source. When funds are limited, funding decisions will be based on the applicants’ original date of application.(i.e., someone who applied in 2020 would be given priority for funds over someone who applied in 2023, if the 2020 applicant has made continual progress each in advancing toward the degree). The College funds the EEAP at the following rate:

EEAP Caps:

• SACSCOC discipline-related education and leadership programs:
  $3000 per academic year.

These funds are governed by these criteria:

1. Reimbursement may be received for tuition and fees.
2. Reimbursement will not be awarded for transportation costs, late fees, graduation fees, examination fees, or supplies. The following do not qualify for tuition reimbursement under this policy: professional seminars and workshops, symposia, non-credit courses, college/university entrance exams, review programs for entrance exams, or courses at non-accredited institutions. Itemized fees which are not reimbursable to employees also include application/preadmission registration fees, transcript fees, test preparation fees, admission testing fees, placement fees, course waiver or challenge fees, travel costs (i.e., transportation, housing, meals, etc.), parking fees, equipment/kit purchase costs, tutoring fees, deferred tuition fees, student activity fees, student union fees, petition fees, recreation fees, health coverage costs, dissertation or thesis typing fees, development or foundation fees, institution fees, alumni fees, and other similar fees.
3. Tuition reimbursement for undergraduate or graduate courses will not exceed the tuition prevailing rate charged by the University of North Carolina system. Thus, more expensive degree programs may far exceed those rates, but SCC caps annual available funds at the rates described above.
4. Funds permitting, the maximum annual employee reimbursement per semester is for two courses.
5. The College will only allow funds for two thesis/dissertation courses in the pursuit of the masters and doctoral degrees.

For undergraduate courses: Tuition and fees are reimbursed only for courses taken and completed with a final grade of “C” or equivalent, or higher.

If an eligible employee’s hours are reduced, or if the employee goes on a disability leave of absence, any approved course(s) in progress will be reimbursed, provided the course is completed with a final grade of “C” or higher, and fulfills the other provisions of this policy.

The following do not qualify for tuition reimbursement under this policy: professional seminars and workshops, symposia, non-credit courses, college/university entrance exams, review programs for entrance exams, or courses at non-accredited institutions.

Itemized fees which are not reimbursable to employees include application/pre-admission registration fees, transcript fees, test preparation fees, admission testing fees, placement fees, course waiver or challenge fees, travel costs (i.e., transportation, housing, meals, etc.), parking fees, equipment/kit purchase costs, tutoring fees, deferred tuition fees, student activity fees, student union fees, petition fees, recreation fees, health coverage costs, dissertation or thesis typing fees, development or foundation fees, institution fees, alumni fees, and other similar fees.

Tuition and eligible fees are not reimbursable when employees voluntarily terminate employment, when terminated for cause, prior to course completion, or when employees have not received advance approval as described below.

Tax Considerations
The taxability of payments under the tuition reimbursement plan is in accordance with current Internal Revenue Service guidelines.

Required Preapproval

Employees wishing to obtain permission for reimbursement must complete the Employee Educational Achievement Program Proposal, available on the College website under For Faculty & Staff, the semester prior to beginning any educational program or registering for any class(es).

Employees must, of course, discuss the proposal with their direct supervisor and make certain the supervisor approves and supports the plan. While not all proposals may be approved, the college welcomes submissions of these EEAP funding requests. Following institutional review of the employee’s application for participation in the EEAP, the employee will be notified if the application has been approved and any caps on funding. No tuition reimbursement or 5% salary increase will be approved without following all these steps to application for EEAP.

Reimbursement Procedure

Each semester the employee must submit the following documents to the Executive Assistant to the President for reimbursement:

1. Employee Educational Reimbursement Request form
2. Grade Report
3. Receipt(s) for tuition
4. Copy of approved Employee Educational Achievement Proposal
   form

The Executive Assistant to the President will process the reimbursement request, and, the request for payment will be sent to the Business Office so a check can be written.

Miscellaneous

Certification of degree program completion must be submitted through the appropriate administrative channel for approval to the Senior Director of Human Resources by completing a Personnel Action Form (PAF). The PAF submission must be accompanied by a memo from the employee’s department head and a certified transcript indicating date and type of degree awarded.

All such salary increases will be effective January 1 of the following year for July through December graduates and July 1 for January through June graduates of that same year, depending on availability of funds. The recipient of funds should notify the President’s office at least one month prior to graduation utilizing the Employee Educational Reimbursement Request.

Employees are expected to retain their full-time employment with Sandhills Community College for a period of two years after the receipt of tuition assistance.

Limitation

All approved coursework must be taken on the employee’s own time unless the course is not offered after working hours. Courses taken during work hours are subject to the discretion of the employee’s supervisor. Revised work schedules must not adversely affect departmental services or job performance.

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