Purpose
To provide financial assistance for post-secondary and/or graduate level courses, which are related to the employee's current job or other career related positions in State government. Applications must be received by the Department of Human Resources before the appropriate Spring/Fall Cycle of the Tuition Assistance Program. (See details below.)
Courses must be post-secondary or graduate level to be taken at a properly accredited educational institution. Non-credited courses, classes or seminars which are job-related may be approved by the Commissioner of Human Resources, whether they are provided at a properly accredited educational institution, or not. Courses or degree programs must be related to the employee’s current position or another position within Vermont State government. Mandatory courses that are required by an employee’s Agency/Department are not eligible for assistance under this program.
Eligibility
Only classified employees in the non-management bargaining unit, supervisory bargaining unit as well as managerial, confidential and exempt positions, who have completed original probation by the application deadline, are eligible to apply. Tuition assistance is also available for Managerial, Confidential, and Exempt employees of the Executive Branch.
Note: Members of the Corrections and State Police bargaining units and non-management employees in the Defender General’s Office are covered under separate programs and should contact their Department HR Administrator for more information.
Expenses Covered by Tuition Assistance:
Tuition assistance covers tuition only. Books and fees are not covered. Depending upon available funds, up to two (2) courses, and a maximum of eight (8) credits may be reimbursed per Cycle (Spring Cycle of Program: January – June, Fall Cycle of Program: July – December). The maximum for the Fiscal Year (July – June) is four (4) courses, twelve (12) credits. Tuition assistance will not exceed 80% of the actual tuition cost, up to a maximum assistance of $540, per credit. When combined with other sources of tuition assistance (federal grants or department contribution, for example) the maximum amount of total assistance cannot exceed 90% of the cost for tuition.
Application Timeframe
The Tuition Assistance Program operates on two Cycles per year:
Spring Cycle
Course start date: between January 1 - June 30
Application Submission: November 30th - December 15th of the previous year
Fall Cycle
Course Start Date: between July 1 – December 31
Application Submission: May 25th - June 7th
As shown, Applications must be received by the Department of Human Resources well before the “Spring Cycle” or “Fall Cycle” of the Tuition Assistance Program. If they are received Before or After the dates indicated above, they will not be accepted.
Occasionally, schools have not posted specific information for upcoming courses and employees are not certain how to complete the Application. In this instance, employees should provide information based on what they expect the facts will be regarding the courses, tuition fees and financial assistance they will be provided from other sources. If facts change, employees must notify the Tuition Assistance Coordinator at the Department of Human Resources.
Tuition Assistance Application Instructions
The Tuition Assistance Application form and detailed instructions are in the Forms and Documents section of the State of Vermont website. Employees must complete the first two sections and their Department Approving Authority must complete the third section.
Section I:
Employee Information – Please provide complete home address in addition to other information.
Section II:
Academic Information - Contains information regarding the school and courses for which assistance is being requested. Courses #1 and #2 should be completed in the order of employee’s priority in the event that a Lottery is necessary and only Course #1 can be funded.
Section III:
Applicant’s Department - Must be completed, signed and dated by employee’s Department Approving Authority. Note, mandatory courses that are required by an employee’s Agency/Department are not eligible for assistance under this program.
NEW** A certification of enrollment in the courses that are indicated on the application, must be supplied prior to any funds being dispersed. This is verification that enrollment in the courses has been solidified.
Deadline Application Must Be Received by Human Resources:
The Application must be RECEIVED by the Department of Human Resources BEFORE the Spring or Fall Cycle of the Tuition Assistance Program.
START DATE of the Course RECEIVED DATE
Jan. 1st - June 30th Nov. 30th - Dec. 15th of the prior year
July 1st - Dec. 31st May 25th- June 7th
Emailed Applications are preferred.
Email Address: DHR.Tuition@vermont.gov
If mailing applications, please send an email in advance to advise that the application will be forthcoming.
Mailing Address:
Tuition Coordinator
Department of Human Resources
120 State Street, 5th Floor
Montpelier, VT 05620-2505
Payment Method
There are two methods for payment of the Tuition Assistance granted to employees:
- Prepay Direct to Educational Institution: The State will prepay its share of tuition directly to the educational institution. Assistance is contingent upon employee’s successful completion of the course(s). The employee must provide documentation of successful completion of the approved course(s), as well as a financial recap showing charges/payments for the course(s), to the Tuition Coordinator at the Department of Human Resources. If the course is not successfully completed, the employee must repay the State for all funds paid on their behalf within three months of the course ending. If the employee fails to register for the course, they must notify the Tuition Coordinator in writing and contact the educational institution to arrange for the funds to be returned to the state.
If an employee terminates employment prior to course completion, they must repay the State for all funds paid on their behalf within three months of termination.
- Assistance Directly to Employee: The state will reimburse the employee directly upon successful completion of the course(s). Employee must provide documentation of successful completion of the approved course(s), and financial recap showing charges/payments for the course(s), to the Tuition Coordinator at the Department of Human Resources.
Lottery Drawing
A Lottery drawing is required when there are not enough funds to cover Tuition Assistance for all courses requested by all applicants. The Lottery is performed in a two-part process. First, it is determined if there are enough funds to cover all Course #1 requests. If there are not enough funds, everyone’s name will be put in a “hat” and drawn out, one at a time. Funds are allocated in the order that names are drawn. (Historically, there has been enough money to cover everyone for Course #1.) If there are funds remaining after all of Course #1 is covered, then the names of everyone that applied for Course #2 will be put into a “hat” and drawn out, one at a time. Funds are allocated in the order that names are drawn, until funds are depleted.
Documentation of Successful Completion:
All tuition assistance payments made by the State of Vermont are contingent upon the employee’s successful completion of the course(s).
Upon completion of the course(s), employees must provide the following to the Tuition Coordinator at the Department of Human Resources:
- A financial recap showing charges/payments from the school
- Proof of their passing grade from the school
This documentation can usually be found on the School’s Website and can be sent to the Tuition Coordinator via email attachment. If for some reason an employee does not enroll, or fails to pass the course, the funds must be repaid to the State within three months of course ending date. If the employee terminates employment before the course is completed, the funds must be repaid within three months of termination. Failure to return funds or submit required documentation showing successful completion by the due date will result in the debt being sent to the Tax Department for collection.