Tuition Assistance for Dependent Children of Employees Procedure

1. Purpose

This procedure outlines the processes required to ensure the tuition assistance program is managed in a fair and consistent manner.

2. Application

The procedure applies to employees who meet the eligibility requirements established under the policy and who have a dependent child seeking to enroll in an eligible program at Loyalist College.
In the event of a conflict between this procedure and an applicable collective agreement, the collective agreement will prevail to the extent of the conflict.

3. Procedure

Step One. The eligible employee’s dependent child will apply for an eligible program of study through the established Ontario College admissions process. Should the dependent child meet the requirements of the program of study and be provided with an offer of acceptance, they must formally accept the offer. 

Step Two. The eligible employee and their dependent child will submit a completed Appendix A Tuition Assistance Application Form to Human Resources. 

Step Three. Human Resources will confirm the employee’s eligibility. 

Step Four. The dependent child will pay the seat deposit to secure their registration in the program of study by the prescribed deadline, as prompted through the standard admissions and registration processes. 

Step Five. After the registration deadline, Human Resources will confirm the dependent child’s enrolment with the Registrar’s Office. 

Step Six. Finance will apply the approved tuition assistance to the dependent child’s account and reimburse the seat deposit for students remaining in their program of study after Day 10. 

Step Seven. At the end of each term, Human Resources will confirm continuing eligibility as required.

Step Eight. Throughout the program of study, the dependent child must review their account and pay any outstanding balance after tuition assistance and other funding sources have been applied. 

Step Nine. The dependent child and eligible employee must reapply to the tuition assistance program each academic year. 

4. Procedures for Tuition Assistance Program Eligibility Status Changes

• Should a student wish to enroll in part-time studies and seek approval for an exception to the tuition assistance program’s requirement of full-time studies, they must initiate additional approval processes prior to beginning their studies:
  • Where a reduced course load is an approved academic accommodation, the student must complete the applicable process through AccessAbility Services. Human Resources will receive confirmation only that the student’s course load meets the requirements for tuition assistance exception.
  • Students with eligible exemptions, transfer credits, or prior learning experiences will complete the approval and registration processes under AOP 221 Prior Learning Assessment and Recognition, Transfer Credit/Advanced Standing, Articulation Agreements and Exemption and seek the approval of the Senior Vice-President, Academic and Human Resources for tuition assistance program eligibility.
• Human Resources will confirm the student’s continued eligibility each term, in alignment with the tuition assistance program requirements and ACAD 202 Post-secondary Program Progression and Graduation, following entry of final grades.
• Should a student wish to change their program of study, they must follow the applicable processes through Admissions to enact the change and resubmit their application to the tuition assistance program.

5. Related Documents

HR 407 Tuition Assistance for Dependent Children of Employees Policy
HR 407 Appendix A Tuition Assistance Application Form
Authorization for Release of Student Information Form
ACAD 202 Post-secondary Program Progression and Graduation
ADMIN 128 Access to Information and Protection of Privacy

6. References

• Freedom of Information and Protection of Privacy Act, 1990