Tuition Assistance for Dependent Children of Employees Policy

1. Introduction and Purpose

Loyalist College is committed to providing consistent guidelines for tuition assistance for the dependent children of eligible full-time permanent employees to further their education at the college.
The purpose of this policy is to outline the requirements for the tuition assistance program and the steps to receive approval for this benefit.

2. Application

The policy applies to employees who meet the eligibility requirements established under this 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 policy and an applicable collective agreement, the collective agreement will prevail to the extent of the conflict.

3. Definitions

Dependent child. A child who meets the definition of “dependent child” under the college’s group benefits plan in effect at the beginning of the applicable academic term.

Term. A defined period of time within an academic year when courses are offered. The academic year comprises three terms – Fall, Winter, and Spring.

4. Policy

Loyalist College supports individuals seeking to further their formal education through the adoption of a tuition assistance program for the dependent children of eligible college employees. The tuition assistance benefit is an employee benefit provided through an eligible employee for the benefit of their dependent child. Tuition assistance is applied directly to the student’s account and may result in a T4A being issued to the student for the relevant taxation year.

The tuition assistance program is valid for up to eight terms of study per eligible dependent child. Eligibility for this benefit begins at the start of the first full term one year after the employee’s permanent hire date.

Eligible programs include full-time, Ministry of Colleges, Universities, Research Excellence and Security funded post-secondary programs delivered by Loyalist College that lead to one of the following credentials: a Loyalist College Certificate, an Ontario College Certificate, an Ontario College Diploma, an Ontario College Advanced Diploma, a Graduate Certificate, or a Degree. The benefit does not apply to continuing education courses, non-credit courses, contract training, micro-credentials, apprenticeship programs, or other non-ministry-funded offerings.

Tuition assistance covers tuition fees assessed for eligible courses within the student’s approved program of study. Compulsory ancillary fees, program-specific fees (including lab fees), deposits, application fees, textbooks, equipment, supplies, and other non-tuition charges are not covered unless expressly identified as eligible.

Personal information collected for the administration of the tuition assistance program may be shared with college departments involved in administering the program, including Human Resources, the Registrar’s Office, Finance, and other departments as required to support program administration. Information is shared only with employees who require access to perform their duties, in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA) and ADMIN 128 Access to Information and Protection of Privacy.
Information regarding the dependent child’s eligibility, enrolment status, or academic record will not be disclosed to the employee through whom the benefit is accessed unless the student has provided consent through the college’s Authorization for Release of Student Information Form.

The college may amend or discontinue the tuition assistance program. Such changes will not affect tuition assistance already approved and distributed.

5. Eligibility and Conditions

a) The employee must be a full-time permanent employee with Loyalist College for more than one year from the employee’s permanent hire date.

b) The employee must have successfully completed their probationary period with the college before applying for the benefit.

c) A student must maintain full-time enrolment in the eligible program of study. However, a reduced course load will not affect eligibility where the reduced course load results from an approved academic accommodation or from transfer credit, advanced standing, PLAR, or another approved academic arrangement under applicable college policy.

d) The student must progress through their program of study in alignment with ACAD 202 Post-secondary Program Progression and Graduation.

e) The student consents to the release of information to allow for the administration of the tuition assistance program.

f) The student must reapply for the tuition assistance program following the associated procedure each academic year.

g) Eligibility for the program will remain unchanged during an approved leave for the employee, provided the employee continues to hold permanent employee status and remains eligible under the applicable leave provisions and collective agreement(s). Any required leave approval processes must be followed.

6. Related Documents

HR 407 Tuition Assistance for Dependent Children of Employees Procedure
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

7. References

• Freedom of Information and Protection of Privacy Act, 1990