Kansas State University, as an employer, recognizes and appreciates the significance of continuing education for the personal growth and professional development of its classified employees. To this end, the University has established various educational assistance programs. These include:
Academic study
Tuition Assistance Program
President's Scholarship
In addition, training and development programs are offered. These programs are detailed in PPM Chapter 4880, through printed brochures, and other media.
Full-time classified employees, at their expense, and with approval of their supervisor and the director or department head, may enroll for college courses for personal growth or to develop job-related skills. The employee may enroll in college courses which require no more than six contact hours per week of graduate or undergraduate work for a regular semester (or six contact hours for a summer session), during his or her work hours at Kansas State University. The work required of the position must be made up. Due to the nature of some University positions, work release time to take college courses during normal work time may be highly unlikely. There is no restriction on the course work taken outside work hours. Employees working less than full-time may not enroll in academic courses during hours that they are scheduled to work. Approved enrollment may be at Kansas State University or any public or private 2 - or 4-year university, college or community college within the State of Kansas.
Employee Eligibility - The eligibility requirements to be used in determining if an employee may enroll in college classes during work time are that the employee must be a regular, full-time (1.0 FTE) classified employee who has been employed at Kansas State University a minimum of one year and whose most recent performance evaluation rating is at least satisfactory.
Approval - Approval by the employee's supervisor and the director or department head is required for an employee to enroll for college credit courses or to audit college classes during work time. In auditing courses, permission is also required from the instructor of the course. Such approval must be requested in writing by the employee by completing an Educational Authorization (PER-25) (PDF) form. The employee may make such request and approval part of his or her official personnel file by submitting a copy of the approved PER-25 form to the Division of Human Resources. Approval is based upon the supervisor's determination that the responsibilities of the unit can continue to be met effectively during the employee's absence and must include a prior agreement regarding any work adjustments. The University encourages supervisors to permit various options subject to the provisions of the Fair Labor Standards Act (FLSA). Employees, with supervisory approval, may opt to use vacation leave, compensatory leave, or leave without pay.
Appeal - If the request to enroll in a course is denied for what the employee feels is an unwarranted reason, the employee may appeal to the next higher administrator. There is no appeal beyond this level.
Kansas State University may pay, from available appropriations, a flat dollar amount for tuition for a regular KSU undergraduate or graduate level course that carries academic credit (excluding internships, practicums, and practices) or for a course that carries academic credit at any State of Kansas accredited vocational institution, in order to provide professional development, or growth opportunities for any qualified classified or unclassified employee of Kansas State University when such assistance is determined to be of educational value to both Kansas State University and the employee. The exact dollar amount of the tuition assistance will be based upon such factors as: availability of funds, number of applicants, etc.
Employee Eligibility - Employees eligible for tuition assistance will be those Kansas State University classified and unclassified employees who have held a full-time (1.0 FTE) regular benefits eligible position continuously for at least one year prior to course start date. The employee must remain employed at Kansas State University as a regular full-time benefits eligible employee for the entire duration of such assistance The employee must have a current (within the past twelve months) performance evaluation of at least "satisfactory" or "meets expectations."
All applicants for tuition assistance must be admitted to the applicable educational institution or accredited vocational institution. It is the applicant's responsibility to meet all admission requirements and to pay all related admission costs.
The applicant must have a minimum cumulative grade point average of C or better for completed undergraduate course work and B or better for completed graduate level course work.
Course Eligibility - Approved courses include any Kansas State University regular curriculum undergraduate or graduate level courses that carry academic credit, excluding internships, practicums, and practices; and any regular academic credit course at any State of Kansas accredited vocational institution. See exception below.
Exception: An employee of Kansas State University, whose physical work location is other than Manhattan, may take a regular curriculum undergraduate or graduate level course, that carries academic credit, at another public or private 2- or 4- year educational institution or at an accredited vocational institution within the State of Kansas or within states contiguous to the State of Kansas.
The course of instruction must be related to the employee’s professional development or growth.
Tuition assistance is limited to one (1) course carrying academic credit (to a maximum of three (3) credit hours) during the Fall, Spring and Summer semesters or terms thereof; and the August, January and May intersessions. The tuition assistance is limited to a maximum dollar amount equivalent to the same amount awarded at Kansas State University for those applicants qualifying for tuition assistance at another educational institution or at an accredited vocational institution.
Work Release /Class Time Accountability – Employees approved for tuition assistance will be authorized work release time to attend the course of instruction, to a maximum of six hours per week during his or her work hours at Kansas State University. An employee approved for tuition assistance will not be required to use accrued leave credits or make-up any time spent in a class.
Funding - All funding for the tuition assistance program will be administered by the Office of the Vice President for Administration and Finance, Kansas State University. The Vice President for Administration and Finance will determine the funding level in support of the tuition assistance program, based upon fund availability and necessity. For any given academic year, there may not be sufficient funding available to meet all requests for participating in this program.
Application and Review Process - Application for tuition assistance is made on an Application for Tuition Assistance - Kansas State University (PER-32 form). (PDF)
Applicants must receive supervisor and department head approval in order to participate in the tuition assistance program. Such approval constitutes agreement by the supervisor and department head to the provisions of the tuition assistance program, including work release time.
The approving authority for participation in the tuition assistance program is vested in the employee’s department head. There is no appeal beyond the employee’s department head for a denial of participation.
The awarding authority for tuition assistance is the Vice President for Administration and Finance, based upon recommendations of the tuition assistance committee. There is no appeal to the tuition assistance committee recommendations, or the awarding authority decision.
The PER-32 form, along with supporting documents, is to be submitted to the Division of Human Resources based upon the following schedule:
Effective May 30, 2007:
| Due Date | Semester | Due Date | Intersession | ||
|---|---|---|---|---|---|
| July 1 | Fall Semester | July 1 | August intersession | ||
| December 1 | Spring semester | December 1 | January intersession | ||
| April 1 | Summer semester | April 1 | May intersession |
NOTE: A copy of current transcript(s) for all completed post-secondary course work (including Vocational/Technical school, college, etc.) must accompany the PER-32 application form.
Incomplete applications and late submissions will be returned to the applicant without consideration by the tuition assistance committee. It is the applicant's responsibility for assuring completeness of the application and timely submission of a complete application.
Employee Agreement - Acceptance of tuition assistance by an employee means the employee agrees to the following stipulations:
the employee is responsible for qualifying for admission to the educational institution or accredited vocational institution and the course for which s/he has been approved, including any pre-requisites, and for paying any related admission costs.
the employee is to notify the Division of Human Resources at least ten days prior to the course start date if s/he is not going to enroll in the approved course.
the employee agrees that, if s/he withdraws from the approved course for other than an extended personal illness, s/he will not be eligible to receive tuition assistance for the next three semesters following the semester in which s/he withdrew from the course.
the employee agrees to remit to Kansas State University any monies returned as a result of withdrawing from the course.
the employee agrees to remain employed at Kansas State University as a regular full-time benefits-eligible employee for the entire duration of the course.
the employee agrees to provide a grade report to the Division of Human Resources upon completion of the course.
Certification of Completion - For every course taken under this program, the employee is obligated to furnish the Division of Human Resources a grade report or other official certification of completion and/or passage of the course to maintain eligibility for future tuition assistance. If the employee does not furnish such information or does not pass a course in which s/he enrolled under this program, s/he can reestablish eligibility for tuition assistance by completing at least one semester or unit of course work or equivalent at his or her own expense. Failure to reestablish standing in this program precludes further assistance.
Tuition Assistance Committee Membership - The Tuition and Educational Assistance Committee membership shall be composed of three classified and three unclassified professional staff employees, as selected by the respective Classified and Faculty Senates, to serve for a three-year term. The Director, Division of Human Resources shall appoint the committee chairperson. The committee is responsible for:
developing and administering a priority system for evaluating applications, using, but not limited to, such factors as:
establishing a priority methodology for award of tuition assistance.
making a recommendation to the Vice President for Administration and Finance concerning award of tuition assistance.
Appeal - There are no appeals to the department head denial for participation in the tuition assistance program; to the Tuition and Educational Assistance Committee recommendation; or to the awarding authority decision.
In 1989 Kansas State University created the President's Scholarship for Classified Employees. It is a one academic year scholarship granted to an outstanding classified employee to be used towards completion of an undergraduate or graduate degree at Kansas State University. The degree may be in any discipline offered by the University and does not need to be related to the employee's current job. The scholarship may be awarded to one employee taking classes on a full-time basis or to multiple employees taking classes on a part-time basis. The scholarship includes tuition and fees for either full or part-time enrollment.
An employee awarded a President's Scholarship may not receive a scholarship award under the Tuition Assistance Program during the same semester(s) that the President's Scholarship is in effect.
Employee Eligibility -
applicant must be a regular full-time classified employee at Kansas State University (including local agency) for a minimum of three years with the last year being in continuous service.
applicant must have a current (within the past twelve months) performance evaluation of at least satisfactory.
applicant must be at least a Sophomore undergraduate student.
applicant must have a 3.0 grade point average.
Course Eligibility - Approved courses include those undergraduate and graduate courses offered by Kansas State University regardless of location of the instruction.
Criteria for Selection -
course of study must be with Kansas State University in a degree discipline offered by the University.
preference will be given to any work-related degree program but this is not a requirement.
involvement in University and community activities.
outstanding achievement on the job or in class work.
Release Time for Class Work - Employees awarded a President's Scholarship are eligible for up to nine months leave without pay from their current job duties but may work whatever schedule is satisfactory to both the employee and the department while attending classes as long as it conforms to Fair Labor Standards Act provisions. A less than full-time appointment would require a corresponding decrease in compensation. The time away from work is required to be made up by the employee or the employee may use accrued vacation leave, compensatory time, be on leave without pay (LWOP), or any combination thereof.
Application and Review Process - Application for the President's Scholarship is made on a PER-32-A Application for President's Scholarship for Classified Employees (PDF) form. The Tuition and Educational Assistance Committee shall review the application and supporting documents and forward a recommendation to the Vice President for Administration and Finance who is the approving authority. The application form is to be submitted to the Division of Human Resources by April 15 each year for the next academic year.
The following documents must accompany the application form:
a statement from the employee regarding degree/career goals and if it will be a direct benefit to Kansas State University.
a listing of involvement in University and community activities.
up to three letters of recommendation including:
the employee's supervisor or department head,
the employee's academic advisor indicating the feasibility of completing a degree or one from an instructor who is knowledgeable of the employee's academic ability, and
anyone of the employee's choice.
current transcript for any post-secondary course work.
The application form requires the approval of both the employee's supervisor and department head. Such approvals constitute agreement by the supervisor and department head as to the provisions of the President's Scholarship program.
Employee Agreement - Acceptance of a President's Scholarship by an employee means that the employee agrees to the following stipulations:
the employee is responsible for meeting all criteria for admission to the college or university, degree program and/or courses of study for which they have been approved and to pay any related admission costs.
the employee agrees to work for Kansas State University at least one full year in a regular position following the end of the scholarship or repay the scholarship in full.
the employee agrees to remit to Kansas State University any monies returned to them as a result of withdrawing from the course of study.
the employee agrees to provide a grade report to the Division of Human Resources upon completion of the course(s) paid for by the President's Scholarship.
the employee agrees that they cannot be selected for the President's Scholarship more than once.
Appeal - There is no appeal to the Tuition and Educational Assistance Committee recommendation or the approving authority's decision.
Any questions regarding college study programs for classified employees, policies and procedures should be addressed to the Division of Human Resources (785) 532-6277.
