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Employee Tuition Waiver Instructions
Additional Resources
This section explains how the Employee Tuition Waiver Program works. This section also includes information on how to enroll in a UVA course.

For complete information on tuition waiver program requirements, read the Employee Tuition Waiver Policy. The Employee Request for Tuition Waiver form is used to apply for the waiver, and includes specific instructions and a detailed information sheet for employees and supervisors. If you still have questions after reading this information, contact UHR Faculty and Staff Career Services at employeecareerservices@virginia.edu or 434-924-4343.

Quick Overview of Employee Tuition Waiver Program Requirements
  • The UVA Employee Tuition Waiver program applies to courses taken at the University of Virginia.
  • You may take one course (and required lab/discussion group if applicable) per semester for which tuition and normally required fees are waived.
  • The course may be job-related or not job-related.
  • You must take the course for a grade, credit (versus non-credit) or pass (versus fail). You may not audit courses under tuition waiver.
  • The tuition waiver benefit cannot be applied to certain Schools or programs or to one-on-one courses such as music lessons, topical & non-topical research.
  • You must have your supervisor's permission to use the tuition waiver.
  • You must register for the course and submit your approved tuition waiver form before the semester registration period is over.
  • You must retain your eligibility by receiving a C- or better (or credit or pass); or you must drop the course before the last drop date. Otherwise, you must reimburse the cost of the tuition waiver to the University.
There are additional requirements for this program. The Employee Tuition Waiver Policy explains the complete policy and requirements for this program. The McIntire MIT Tuition Waiver Program has some different requirements and terms. The Employee Request for Tuition Waiver form is used to apply for the waiver, and includes specific instructions and a detailed information sheet for employees and supervisors.

What is the Employee Tuition Waiver Program
The Tuition Waiver Program allows eligible University faculty, classified staff and medical center employees to enroll in one UVA course per academic semester without paying tuition and normally required fees.

Who is eligible?
  • Full-time salaried faculty, classified staff and medical center employees who have been employed by the University for at least one year of continuous salaried service from the date of hire to the last date to add into the course are eligible.
  • Part-time salaried faculty, classified staff and medical center employees who have been employed by the University for at least 2 years of continuous salaried service from the date of hire to the last date to add into the course are eligible. Part-time is defined as at least 20 hours per week or 50% effort excluding students.
  • Full-time ROTC faculty who have been at UVA for at least one year from arrival to the last date to add into the course are eligible.
(Note: the last date to add into a course is based on what course the employee enrolls in and is determined by the registration office where he/she submits the tuition waiver form.)

Who is not eligible?
Individuals who are connected with the University, but are not University employees or those described above, are not eligible for tuition waiver. These include, but are not limited to, foundation and association employees, contractor employees, federal employees, state agency employees, and family members. Questions on eligibility should be directed to UHR Faculty and Staff Career Services at employeecareerservices@virginia.edu or 434-924-4343.

How do I apply for a tuition waiver?
  • Determine that you are eligible based on the requirements in the Tuition Waiver Policy.
  • Decide what course you wish to take. See How do I Enroll in UVA Course, below.
  • Discuss attending the course with your supervisor, including content and work coverage.
    If you are a full-time classified staff or medical center employee and the course is job related, you will need departmental approval to attend the course during working hours. Read the Tuition Waiver Policy for rules about full-time and part-time classified staff and medical center employees attending courses during and after work hours for courses that are job-related and not job-related.)
    If you are a full-time classified staff or medical center employee, your supervisor may excuse you from duties to attend no more than three semester credit hours per semester (fall, spring, summer). Refer to the TW Policy for the specifics.
  • Complete the Employee Request for UVA Tuition Waiver form and obtain the supervisor information and his/her signature (and department head's signature if required).
    The Tuition Waiver Form is a contract between you, as an individual, and the University. Be sure you have read and understood the instructions and the information sheet included with the tuition waiver form before you complete and submit it. Read the Tuition Waiver Policy to be sure you understand the requirements of the program.
  • Submit the approved Tuition Waiver form to the appropriate office and register for the course before the end of the registration period. If you change the course you are registered for, it may change the value of your waiver. See also "Why is the drop date so Important?"
    Make sure you receive a copy of the processed form that shows the dollar value of the Waiver on it.
Note: If you are registered for more than one course, you must decide for which course you want the tuition waived. Since the waiver applies to one course, it is most economical to apply it to the course with the most credit hours.

IMPORTANT: The value of your Education Benefits may be taxable income under federal tax law. The first $5250 of education benefits received in a calendar year are non-taxable. The amount of education benefits over that amount is taxable, and will be included on your UVA W-2 statement.

How do I enroll in a UVa Course?
There are 3 ways to enroll in a UVA course. Select the method that applies to you: Look up the School that offers the course you want to take and check to see for the location for enrollment/waiver submission and any special rules apply for your situation. Then select from the three choices above - individual choice, degree program, or McIntire MIT degree program, follow the instructions for enrollment.

School Where Course is Offered Location to Enroll/ Submit Waiver
Arts & Sciences
SCPS-CS requires instructor permission to enroll.		 Register for class and submit tuition waiver in person to SCPS - Community Scholar
At Charlottesville Center during spring and fall semester
At Summer Session during summer semester
Architecture
SCPS-CS requires instructor & registrar permissions to enroll.		 Register for class and submit tuition waiver in person to
SCPS - Community Scholar
At Charlottesville Center during spring and fall semester
At Summer Session during summer semester
Curry School of Education
You must hold at least a Bachelor's degree, and apply for professional development student status through an application process. There is a one time fee.

If approved, register for the course/s through ISIS during spring and fall, through Summer Session Office during summer		 Call the Curry Admissions Office at 924-3334 or go to http://curry.edschool.virginia.edu/admissions/procedures.html for more information on how to apply for professional development student status
Waiver-Student Financial Services /Register - ISIS.
At Summer Session during summer semester
Darden
SCPS-CS requires instructor and registrar permission to enroll.		 Call Darden registrar at 924-4785 for more information.
Register for class and submit tuition waiver in person to
SCPS - Community Scholar
At Charlottesville Center during spring and fall semester
At Summer Session during summer semester.
Engineering
SCPS-CS requires instructor & other permissions to enroll.		 Register for class and submit tuition waiver in person to
SCPS - Community Scholar
At Charlottesville Center during spring and fall semester
At Summer Session during summer semester.
Nursing School
Undergraduate courses are available through SCPS-Community Scholar

SCPS-CS requires instructor and registrar permission to enroll. If approved, register for the course/s through ISIS during spring and fall, through Summer Session Office during summer.

Individual graduate courses available through Student Financial Services.		 Requires special student status. Call Nursing School registrar at 924-0076 for more information on how to apply for special student status

Undergrad: SCPS - Community Scholar at Charlottesville Center

Grad: Student Financial Services
Register: ISIS.

Undergrad and Grad classes - At Summer Session during summer semester.
School of Continuing & Professional Studies (SCPS)
Tuition waiver for individual SCPS credit courses in Charlottesville are handled through the Community Scholar program.

NOTE: non-credit courses are not covered by Tuition Waiver. BIS courses are submitted to Student Financial Services.		 Register for class and submit tuition waiver in person to SCPS - Charlottesville Center during spring and fall semester.
SCPS - Community Scholar

If you wish to take a course through a SCPS regional center elsewhere in the state, contact the regional center directly, and submit the tuition waiver to the regional center where you register. SCPS - main website

At Summer Session during summer semester.
Northern Virginia Center - School of Continuing & Professional Studies
On-line Courses		 Waiver Not Accepted for on-line courses.
Waiver is accepted for courses held at the Center.
Submit registration form and Tuition Waiver form to:
Hal Glover
hng2n@virginia.edu
703-536-1100
UVA -NOVA Center
7054 Haycock Rd.
Falls Church, VA 22043
McIntire School of Commerce
(Waiver accepted ONLY for Master's in Information Technology Degree Program)		 Waiver not accepted
Law School Waiver not accepted
School of Medicine Waiver not accepted


Individual Course - Employee Not Enrolled in a Degree Program

To learn what courses are offered, go to the University Registrar's website at http://www.virginia.edu/registrar and select the Course Offering Directory to view courses, or research courses through each School's website. Refer to the tables below for instructions on where to enroll and submit your tuition waiver form for an individual course.
Note: If you are considering taking individual courses in anticipation of entering a degree program, check with the School to be sure the credits will transfer into the program.
IMPORTANT: IN ADDITION TO COMPLETING THE TUITION WAIVER PROCESS, IT IS YOUR RESPONSIBILITY TO FOLLOW ALL NORMAL REGISTRATION PROCEDURES FOR ANY CLASS YOU TAKE THROUGH TUITION WAIVER.

a. Individual Course - Registration & TW Submission to School of Continuing & Professional Studies - Community Scholar Program
Employees using Tuition Waiver for on-Grounds courses use the same process as the SCPS - Community Scholar Program. (Note: This program does not register students for the Curry School of Education. To register and use the Tuition Waiver for a single course through the Curry School, you must have professional development student status with them. Call the Curry Admissions Office at 924-3334 or go to http://curry.edschool.virginia.edu/admissions/procedures.html for more information.
This section summarizes the enrollment process:
  • You must complete a "Permission to Enroll Form" in addition to the tuition waiver form. This form is available from the SCPS University Center, Community Scholar Program Office or may be downloaded from their website at http://www.uvacommunityscholar.info.
  • If you wish to register for a graduate course you must show proof of an undergraduate degree.
  • You must register in person at the Charlottesville Center, Zehmer Hall, 104 Midmont Lane. Bring your completed tuition waiver form to register. For directions or questions on registration call 982-4789. For questions about tuition waiver contact UHR Faculty and Staff Career Services at 924-4343 or email employeecareerservices@virginia.edu.
  • There are other rules that apply. Visit the SCPS - Community Scholar website for more information, to download forms, and to obtain important dates for course registration and course add/drop dates.
Note: If you enroll through the SCPS-Community Scholar Program, use the last ADD and DROP dates listed on the Community Scholar website for the last ADD and DROP dates required on your tuition waiver form.

Your eligibility to use tuition waiver is calculated from your hire date to the last date to add into the course. You must drop a course by the last drop date to maintain tuition waiver eligibility and avoid being invoiced for the course. Withdrawing from a course does not count.

IMPORTANT RE Curry School of Education: In order to register and use the Tuition Waiver for a single course at the Curry School, you must have professional development student status. Call the Curry Admissions Office at 924-3334 or go to http://curry.edschool.virginia.edu/admissions/procedures.html for more information.

b. Individual Course - Registration through ISIS and TW Submission to Student Financial Services
  • Submit your tuition waiter waiver form to Student Financial Services, located in Carruthers Hall, lower level or Messenger Mail Box # 400204. If you have questions about your billing status, or add/drop dates for your course, contact them by phone at 434.982.6000 or by email at studentaccounts@virginia.edu. If you have questions about the tuition waiver program, contact UHR Faculty and Staff Career Services at 434.924.4343 or employeecareerservices@virginia.edu.
  • Student Financial Services calculates the amount of the tuition waiver based on the number of credits taken each semester, and deducts fees covered by the waiver. Your account is credited for the waived amount. You will be billed for amounts not covered.
Note: If you submit your tuition waiver to Student Financial Services and register through ISIS, use the last ADD and DROP dates listed on the Registrar's Dates webpage for the School your course is offered in, and write them in the boxes for the Last Day to ADD and Last Day to DROP dates on your tuition waiver form. If you are not sure, ask Student Financial Services for assistance.
Your eligibility to use tuition waiver is calculated from your hire date to the last date to add into the course. You must drop a course by the last drop date to maintain tuition waiver eligibility and avoid being invoiced for the course.
Withdrawing from a course does not count.

Employee enrolled in a UVA degree program (except McIntire MIT)
If you wish to enroll in a degree program follow these instructions by degree program:

a. Bachelor of Interdisciplinary Studies (BIS) degree for part-time adult students

Apply to the BIS Office of Admissions at 106 Midmont Lane, Annex Building. If admitted, register for course(s) via ISIS during spring and fall, and according to Summer Session Office directions during summer. Use the add/drop dates for your School as the add/drop dates on your tuition waiver form. Submit completed tuition waiver forms to Student Financial Services.

b. Traditional Undergraduate degree
Apply through the Office of Admissions, Miller Hall. If admitted, register for course(s) via ISIS during spring and fall, and according to Summer Session Office directions during summer. Use the add/drop dates for your School as the add/drop dates on your tuition waiver form. Submit completed tuition waiver forms to Student Financial Services.

c. Graduate Degree
Apply to and enroll in the School from which you seek a degree. Be sure to verify whether the School will accept tuition waiver courses for their degree program. If admitted, register for course(s) via ISIS during spring and fall, and according to Summer Session Office directions during summer. Use the add/drop dates for your School as the add/drop dates on your tuition waiver form. Submit completed tuition waiver forms to Student Financial Services.

Note: The Law School, the School of Medicine, the Master's in Systems Engineering through SCPS (School of Continuing and Professional Studies) do not accept the tuition waiver

Employee enrolled in McIntire MIT degree program

McIntire School Master's in Information Technology (MIT) Degree: Apply to and enroll in the program. If admitted, the Program accepts one 3-credit tuition waiver course during the fall and spring semesters, for a total of 2 tuition waiver courses. The Register will announce the designated tuition waiver course prior to course registration each semester. Register for the course according to normal McIntire Graduate registration procedures and submit your tuition waiver form to the McIntire Graduate Registrar at the time of registration. Use the add/drop dates for your School as the add/drop dates on your tuition waiver form. For complete details, go to the Tuition Waiver Addendum covering this Program.

Why is the drop date so important?

General Information Item 9 for the Tuition Waiver Policy states:

"To retain eligibility for the tuition waiver, a course must be completed with a grade of C- or better (or pass if pass/fail or credit if credit/no credit) to be considered a passing grade. If the employee does not pass the course or does not complete the course within the required timeframe, or drops a course after the last drop date, the employee will be billed for their tuition and must reimburse the University of Virginia within the stated period on the invoice. If payment is not forthcoming, the University may deduct payment from the employee's paycheck."

Don't make a costly error! Make a note of the drop date for your course, in the event you need to drop the course. After the drop date, you will be billed as stated above.
(Please note that the appeals process does not recognize increased home or office workload as valid reasons for dropping a class after the drop date. An example of a valid reason for which an appeal was granted was an employee/student, whose child suffered a life-threatening accident and who was not in Charlottesville at the time of the drop date.)
It is the employee's responsibility to be aware of the drop date for his/her course. The drop date is based on what course the employee enrolls in and is determined by the registration office where the employee registers (Student Financial Services, SCPS, Summer Session, of McIntire MS-MIT Program). If you have questions on your drop date contact your registration office.

What do I need to arrange with my supervisor?

Your supervisor needs to approve your request for tuition waiver (faculty, classified staff, and medical center employees).
For classified staff and medical center employees there are additional rules that apply on attending the course during working or non-working hours:
  • Part-time classified staff and medical center employees must attend the course during non-working hours, or, with your supervisor's permission, you may adjust your work schedule. Supervisors are encouraged to adjust work schedules as far as practical to permit attendance.
  • If the course is not job related, full-time classified staff and medical center employees must attend the course during non-working hours, or, with your supervisor's permission, you may adjust your work schedule or take annual leave. Supervisors are encouraged to adjust work schedules as far as practical to permit attendance.
  • If a course is job-related and offered during working hours, full-time classified staff and medical center employees may attend no more than 3 semester credit hours per semester (fall, spring, summer). Supervisors may permit full-time classified staff and medical center employees to attend a course as "hours worked" and not require that leave be used. Supervisors are encouraged to adjust work schedules as far as practical to permit attendance. (If the course is more than 3 semester credit hours, the employee must make up the difference by adjusting their work schedule or using leave, with their supervisor's permission.)
You must explain how the course is job-related (i.e., education related to your current job or part of a degree program related to your current job) on the tuition waiver form and your supervisor must initial his/her agreement. If you want to take the course during working hours, your department head must also sign the tuition waiver form.

What performance standards are required?

In order to maintain your eligibility for the tuition waiver, you must receive a C- or better, (or pass if pass/fail or credit if credit/no credit) or you must drop the course before the last drop date. Note: Withdrawing from the course does not count.
If you fail to meet these standards, you are obligated to reimburse the University for the full amount of the tuition waiver benefit you received. You will be invoiced for the amount, and you will be blocked from registration from further courses until payment is received. If payment is not forthcoming, it may be deducted from your paycheck. There is an appeals process that may be made through UHR Employee Career Services if you receive an invoice you believe to be in error.
You may check your account status through web ISIS at http://www.virginia.edu/isis or contact the office where you submitted your waiver. If you have questions about the Tuition Waiver Policy or the appeals process, contact UHR Faculty and Staff Career Services at 434-924-4343 or employeecareerservices@virginia.edu.
Your Department may provide tuition assistance or reimbursement for the entire cost of approved courses up to the maximum credits for part-time study. (The maximum credits for part-study per semester are 11 credits for undergraduate and 8 credits for graduate study.)

Where can I get more information?

The webpage for University Education Benefits policies resides at the University Human Resources website as http://www.hrs.virginia.edu/benefits/educben and includes the Tuition Waiver Policy as well the Employee Request for Tuition Waiver form, which includes instructions and an information sheet for employees and supervisors.
The Employee Request for Tuition Waiver form also resides on the UVA forms directory at http://uvaforms.virginia.edu/cgi-local/formsDir.cgi.
If you have questions on the Tuition Waiver Policy or how to complete the form, contact UHR Faculty and Staff Career Services at 434-924-4343 or employeecareerservices@virginia.edu.