NOTICE OF PROPOSED REGULATION AMENDMENT
Date: February 12, 2008
REGULATION TITLE: REGULATION NO.:
Tuition-Free Courses 6C1-1.012
SUMMARY: This regulation has been revised to conform to the requirements of Section 127
of the Internal Revenue Code which generally permits employees to exclude from income up to
$5,250 per year of employer-provided educational assistance. The revision eliminates the
requirement that courses must be "job related." The revision outlines the fees for which
employees are responsible and those that will be waived by the University and includes a
provision clarifying that the University will pay for fees which are incurred when taking courses
at another educational institution. In addition, the revision updates the application procedures and
indicates that the approval form for the processing applications of employees of State agencies
participating in State Agency Tuition Fee Waiver program must be submitted to the Registrar's
AUTHORITY: BOG Resolution dated January 7, 2003
COMMENTS CONCERNING THE PROPOSED REGULATION SHOULD BE
SUBMITTED WITHIN 14 DAYS OF THE DATE OF THIS NOTICE TO THE
CONTACT PERSON IDENTIFIED BELOW. The comments must identify the regulation
you are commenting on.
THE PERSON TO BE CONTACTED REGARDING THE PROPOSED REGULATION
IS: Rebecca J. Holt, Administrative Assistant, 123 Tigert Hall, Post Office Box 113125,
University of Florida, Gainesville, Florida 32611, 352-392-1358 office, 352-392-4387 facsimile,
NAME OF PERSON WHO APPROVED THE PROPOSED REGULATION: Kyle
Cavanaugh, Senior Vice President for Administration
THE FULL TEXT OF THE PROPOSED REGULATION IS ATTACHED TO THIS
UNIVERSITY OF FLORIDA
6C1-1.012 University of Florida; Tuition-Free Courses.
(1) The University of Florida deeply values the education of its employees and strongly
encourages its staff to pursue educational opportunities for professional growth and
development. To this end, the university has adopted the Employee Education Program
("EEP"), which is described in section (1) of this regulationafte.
(a) Full-time University of Florida Academic Personnel (AP), Technical, Executive,
Administrative and Managerial Support (TEAMS) employees and University Support Personnel
System (USPS) employees in good standing who have been employed for at least six (6) months
are eligible to apply for enrollment in up to 6 credit hours of instruction per semester at the
University of Florida. Such employees with a principal place of employment outside of
Alachua County are eligible to apply for enrollment in up to 6 hours of instruction per semester
at the state university in Florida closest to the place of employment. USPS employees must have
attained permanent status to participate in this program. It shall be the sole discretion of the
employee's department chair or equivalent unit administrator as to the number of credit hours,
up to six, that may be registered for under this program each semester. Participation in the EEP
is neither a benefit of employment nor a guaranteed right.
1. Participating employees must meet academic requirements and be in an established
position on the date that fees are due. The University will establish the periods of enrollment
each semester for employees registering for courses to be paid for by this program.
2. This program does not permit enrollment in thesis, dissertation, internships, directed
individual study, individual performance courses, non-credit courses, and sponsored credit
programs, off-book programs, and some distance education course offerings. A participating
employee must be admitted to the University as a degree or non-degree seeking student. Courses
taken in a non-degree seeking status may not apply to a degree program.
3. In order to continue to participate in the EEP, an employee must achieve a passing
grade in and complete all courses taken in the EEP program.
(b) This program is not available to OPS or part-time personnel or employees assigned
to temporary, visiting or probationary appointments. As a result, graduate assistants, residents,
and some faculty members are not eligible to participate.
1. The costs associated with non-credit courses and program offerings otherwise
required as an extension of regular employee training are not covered under this program. The
University's fee petition and fee refund policies and procedures are not applicable to courses
taken through this program. Therefore, there is no petition process for a refund of any fees paid.
2. No employee may participate in both the EEP and either the Department of
Management Services' State Employee Education Voucher Program or the State Employee Fee
Waiver Program in the same semester. No employ may participate in both th ELIP and thc
TEAM4S Employee Development Program set forth in Rule 6C1 1.200(6), F.A.C., in the same
(c) To the extent possible, class attendance should be scheduled during non-working
hours. If any University employee enrolls for a course during working hours, all time taken
during that period, including time taken in traveling to and from classes, shall be charged to
annual or compensatory leave or leave without pay, unless the work schedule has been adjusted
to accommodate the class, subject to approval by the appropriate supervisor or administrator.
(d) The employee must complete the application form, available from the
OfficeDivision of Human Resources Services at 903 W. University Avenue317 Stadium West
and from the HRS website at www.hr.ufl.edu/educationDivision's website, and must secure
written approval from his or her supervisor and department chair or equivalent unit
administrator. The employee's department chair or equivalent unit administrator must certify
+that each cour-se involved is job relad, that the employee meets the employment requirements
for participation- and that the time used is covered by appropriate leave or schedule adjustment.
In this regard, the department chair or equivalent unit administrator may view each course
individually .or as part f an overall degre program m t t+ improve jo b skills. The completed
form must be submitted to the University RegistrarFinancial Services, 222S43- Criser Hall by
the published EEP applicationfee-payment deadline each semester. In the case of an employee
with a principal place of employment outside of Alachua County who wishes to attend another
state university, the completed form must be submitted to the Education Coordinator for Human
Resource Services, 903 W. University AvenueDirector, University Budgets, 223 Tigert Hall, by
the published application deadlineone week prior to the first day of cla sss.
(e) Unless otherwise required by applicable law or regulation, the value of courses in
which the employee has enrolled under the provisions of this program shall not be used to
compute the employee's base rate of pay or regular rate of pay; however, certain courses may be
subject to taxes as defined by the United States Internal Revenue Service. Employees are
responsible for any individual tax liability that may result from participation in this tuition
program and should refer any tax questions to their tax advisor.
(f) The employee shall pay any additional fees including, but not limited to:
1. Application fees.
2. Out-of-State Tuition and Fees (in-state tuition rates apply for exempt TEAMS
employees and faculty regardless of residency requirements).
3. Photo I.D. Fees.
4. Late Registration Fees.
5. Late Payment Fees.
6. Material and Supply Fees.
7. Off-Campus Course Fees, which include but are not limited to, distance education or
online course fees.
8. Any other fees not covered by this program.
(gf) The University shall be responsible for the payment of (The University shall be
responsible only for the in-state portion of these fees):
1. Matriculation Fees.
2. Building Fees.
3. Capital Improvement Fees.
4. Student Financial Aid Fees (thc University shall b responsible only for th in tate
portion of these fees).
(h) The University shall waive the following local fees and the employee will not be
eligible for services provided by these fees. (For students attending another state of Florida
public university these fees will be paid by the University). The services provided through these
fees are, therefore, not available to the employee, and the employee does not have the option to
pay any of these fees to take advantage of these services.Employees may nt choose to pay any
1. Activity and Service Fees.
2. Athletic Fees.
3. Student Health Fees.
4. Transportation Fees.
(ig) Continuation of this program of instruction is contingent upon the University's
continuing ability to meet workload requirements and meeting the financial obligations of the
program. At any time and with 10 days notice, the University may terminate this program.
Participation in a course by an employee is contingent upon the department's continuing ability
to meet workload requirements. At any time, with 5 days notice, the University may terminate
an individual's participation in this program.
(jh) The OfficeDivisien of Human Resources Services shall be the administrator of this
program and shall make available application forms both in their offices and on their website at
(2) Persons who supervise interns from the University of Florida will be given one non-
transferable Certificate of Participation for completion of an approved internship experience (or
its equivalent) in a program area, upon the recommendation of the President or the President's
designee. A certificate will also be awarded to persons who attend a required training session for
the preparation of intern supervisors provided that the training session is approved for this
purpose by the President or the President's designee.
(a) For purposes of this regulationfmte an internship experience shall be defined as a
supervised field experience in an identified program area of the University which has been
approved by the University's Director of Internship Programs in the Office of Academic Affairs.
(b) Verification of the supervised internship experience for all areas shall be made by
the program area college or unit. All requests for Certificates of Participation shall be forwarded
to the Director of Internship Programs for review and processing.
(c) Each Certification of Participation is valid for one term only except that for the
Summer terms, the Certificate may be used for registration during both Summer terms. The
Certificate entitles the holder to register at the University of Florida after paying only the
building fee and the capital improvement trust fund fee for each credit hour attempted each term
of instruction, including courses offered through Continuing Education programs of the
University. Refer to RegulationRl-e 6C1-3.0375, F.A.C., for the cost of said fees at the
University of Florida. No Certificate will be valid after three (3) years from the date of issue.
(d) The University of Florida will honor Certificates of Participation issued by other
state universities in Florida on the same terms as set forth in this section.
(3) A State of Florida employee with the approval of the agency head or equivalent is
permitted to enroll at a state university for up to six (6) credit hours of courses per term on a
space-available basis. Tuition and fees for these credit hours are waived pursuant to Section
(a) Space-available courses do not include TBA (to be arranged), directed
individualized study, distance learning courses, internships, thesis and dissertation courses,
individual performance courses, and non-credit courses.
(b) A state employee participating in the program must be admitted to the University of
Florida as a degree or non-degree seeking student and meet all academic requirements for
enrollment in the coursess.
(c) The State Agency Employee TuitionRegistratien Fee Waiver Application, Ferm
Ro,,ginfo/fowai. v.pm Rev. 08/06410/2, must be filled out, including all approvals. The form is
available from the Office of the University Registrar, 222 Criser Hall or online at
www.hr.ufl.edu/education and must be submitted to University Financial Servi e, S 113 Crisr
Hall and-the Office of the University Registrar, 222 Criser Hall by the published fee-payment
deadline each semester.
Specific Authority: BOG Resolution dated January 7, 2003 1001.7 (4) 4CS.
Law Implemented 1001.71(19), 1009.26(2), (3), 1009.265 FS.
History--New 3-26-80, Formerly 6C1-7.35, Amended 3-6-85, Formerly 6C1-1.12,
Amended 3-2-87, 5-19-93, 10-7-99, 5-22-01, 6-27-02, 1-19-03,