When seeking tuition reimbursement for SCCC courses for yourself, a spouse or domestic partner, or a dependent, the most important step is to get prior approval.

Because the FA has long valued the educational development of members and their families, language has been negotiated in our contract for tuition reimbursement for courses taken at SCCC by members and by their spouses or domestic partners as well as for their dependents.

The following explains these contractual provisions as well as some basics of the process for members availing themselves of these valuable benefits.

The most important item to keep in mind is prior approval; it’s the primary reason FA members are denied reimbursement. So while this article provides some basics, you will need to work with your academic chair or area supervisor and/or your campus business office as you go through the process.

Contract language for SCCC tuition reimbursement

Tuition reimbursement for FA members who wish to take SCCC courses is covered in the FA contract, Article V Faculty Benefits, Section F Admission to Courses. This covers the tuition and fees of up to two courses per semester for any full-time or adjunct FA member who’s worked for two or more semesters. Contract provision V.F.1 reads as follows:

1. A full-time or part-time faculty member who has served more than two (2) semesters may be admitted under a tuition reimbursement plan to any two (2) courses offered in the College per semester, provided the faculty member secures prior approval from the Executive Dean/Campus CEO of faculty and successfully completes the course. Tuition and related fees for the employee only for such courses shall be paid by the College.
   
   It is important to know that before registering for any course for which you seek tuition reimbursement, you must submit the Application For Faculty/Guild Member Tuition Reimbursement to your campus executive dean and receive prior approval. Failure to get approval prior to course registration will result in not being reimbursed.
   
   Prior approval is also mandatory for tuition reimbursement for FA members’ spouses or domestic partners as well as dependent children. There are more restrictions here, including that it covers tuition only, not associated fees, as specified in Article V.F.2:
   
   
2. The spouse and dependent children of full-time faculty who have been employed at the College two (2) or more consecutive semesters or part-time faculty who have been employed at the College eight (8) out of the last twelve (12) semesters may be admitted to courses offered by the College under a tuition reimbursement plan. (Only Fall and Spring semesters shall be considered in the “twelve (12) semester” time frame for part-time faculty eligibility although summer assignments shall count toward calculating the eight (8) semesters needed by a part-time faculty member to be eligible under this provision.) Full-time faculty are entitled to a maximum of thirty (30) credits per year and adjuncts are entitled to a maximum of eighteen (18) credits per year. This reimbursement is subject to registration/enrollment requirements and successful completion of the course. Tuition for such courses shall be paid by the College.

Note that reimbursement is subject to registration and enrollment requirements and upon successful completion of the course, which the college defines as a passing grade of C or higher. The final provision in Article V.F. adds one exception for dependents and spouses, which is that “Except under extraordinary circumstances and when approved by the Executive Dean/Campus CEO, dependent children and spouses shall not take courses taught by parents or spouses.”

Process for requesting reimbursement

To take advantage of this educational opportunity for yourself, your spouse or domestic partner, and/or your dependents, here is how to access the college’s tuition reimbursement forms:

1. From the OneLogin portal, click MySCCC
2. Click Employees, then Employee Forms
3. Under Forms and Procedures at the top left, click Reimbursement Forms
4. Scroll down to Tuition Reimbursement.

The following is a list of documents you’ll see in this Tuition Reimbursement section, along with some annotations to take note of as you go through the process.

1. Procedure — This provides an overview of the procedure, but note that it is marked “reviewed October 15, 2013” at the top and includes some outdated information (such as indicating that faculty must have five or more semesters of service at the college).
   
2. Tuition Reimbursement Checklist — This document includes useful reminders of documentation you may need, such as the application request pre-approved by your campus executive dean, statement of intent to claim as a dependent, a copy of courses and grades received and proof of payment for courses.
   
3. Application for Faculty Tuition Reimbursement — Use this form if you wish to take and be reimbursed for SCCC courses; there are helpful instructions and notes at the bottom of the form.
   
4. Application for Dependent Tuition Reimbursement — Use this form if you seek reimbursement for SCCC courses taken by your spouse/domestic partner or dependents.
   
5. Intent to Claim form (for dependents) — This is needed for dependents due to federal regulations for who may be declared as a dependent.
   
6. Cover Sheet — This cover sheet should accompany your formal request for reimbursement, along with your original approved request (not required for dependents), proof of payment and proof of completion.

Again, the most important point of advice is to gain prior approval and to work with your department chairperson or area supervisor and campus business office as you go through the process. Failure to gain approval before course registration remains one of the primary reasons for FA members to be refused reimbursement.