Printed on: 09/21/2019. Please go to http://policy.umn.edu for the most current version of the Policy or related document.
University of Minnisota  Administrative Policy

Regents Scholarship Program

Responsible University Officer(s):
  • Vice President, Office of Human Resources
Policy Owner(s):
  • Senior Director of Talent Acquisition
Policy contact(s):
  • See Contacts Section
Date Revised:
Jun 5, 2019
Effective Date:
Feb 1, 2007

Policy Statement

The University is committed to providing its employees opportunities to participate in professional development, education, and training. The Regents Scholarship Program provides for all or a portion of tuition costs as a way for the University to invest in its employees and foster a culture of excellence.

The scholarship covers:

  • 100% of the tuition cost for eligible employees pursuing their first baccalaureate degree and who are admitted into a University baccalaureate program.
  • 75% of the tuition cost for all other eligible employees enrolled in courses covered under the Regents Scholarship program.

Depending on the type of coursework, Regents Scholarship benefits may be taxable to the employee. 

The University funds and manages this program at the University level.  Departmental, professional development or grant funds may not be used to cover the employee contribution portion of the tuition cost.

Employee Eligibility

The Regents Scholarship Program is available to faculty, P&A, civil service and labor represented employees who hold 75 to 100 percent time appointments for the entire semester in which the course is taken. Eligibility for this program extends to employees on approved leaves of absence from qualifying appointments. Eligible employees on academic year appointments may use this program for summer session courses if they were employed the preceding spring term and will be employed the following fall term. With the required approval, former eligible civil service and labor represented employees who are on the layoff list have access to the Regents Scholarship Program.

Eligible employees must be enrolled in the University's credit-bearing courses for which admittance eligibility is met. For employees who terminate University employment prior to the end of the semester, the Regents Scholarship will cover a pro-rated amount of the tuition it would otherwise have provided, equivalent to the time the person remained employed during the term of enrollment. For employees whose appointment will end due to a non-renewal of appointment or layoff, the program will cover the appropriate amount of tuition for the entire semester in which the appointment ends.

Exclusions

Excluded from coverage under this policy are graduate assistants and professionals-in-training, except as provided for in this policy; affiliates; and family members of the employee.

Tuition Benefit

Costs Covered

The Regents Scholarship Program covers only the prescribed percentage of tuition costs (100 percent or 75 percent) designated for undergraduate, graduate school, or post baccalaureate professional course credits, including thesis credits. Employees who are not Minnesota residents will have a non-resident tuition waiver included with their tuition benefits.

NOTE: In situations where the course is typically offered under a fee-only structure, rather than a tuition and fee structure, an appropriately determined amount of the fee, consistent with the level and credits of the course, may be designated as a tuition equivalent by the offering unit.

Costs Not Covered

Employees who are not pursuing their first undergraduate degree are required to pay 25 percent of their tuition cost. All employees receiving a Regents Scholarship must pay any non-tuition fees (e.g., books, material fees, technology fees, late fees) associated with the courses in which they register. Tuition and non-tuition fees are billed to the employee's student receivable account.

Departmental, professional development, scholarship or grant funds may not be used to cover the employee contribution portion of the tuition cost.

Eligible Courses

Courses Covered

Courses covered under the Regents Scholarship Program are those courses offered for academic credit that appear on a University transcript with A-F or S-N grading only. Independent study credit courses are covered by this program, as well as Online and Distance Learning (ODL) coursework. Preparatory math courses offered for no credit are a permitted exception to the for-credit requirement and are covered under this program.

Courses not covered under this program include:

  • non-credit courses offered through the College of Continuing and Professional Studies (CCAPS) or other University departments
  • preparatory courses such as GMAT or MCAT
  • Carlson Executive MBA Program
  • Academic Distributed Computer Services short courses
  • Student Union mini-courses
  • Recreational Sports offerings
  • study abroad courses offered through the Learning Abroad Center (Twin Cities) and similar programs on the system campuses
  • audited courses; and
  • any other courses that do not qualify under Courses Covered

It is the prerogative of the University to restrict the coverage of additional programs/courses not currently addressed in this policy.

Local units and departments may choose to allocate funds toward non-covered coursework. Units may not augment funds for courses where tuition benefit is provided by the Regent’s Scholarship Program.

Restrictions

Registration Limits

  1. Registration for one course per term is generally considered appropriate. Approval of more than one course per term is left to the judgment of the responsible administrator/supervisor and should be carefully considered in terms of potential impact on the person's University work.
  2. Faculty on sabbatical or P&A classified employees on professional development leave may enroll as a full-time student.
  3. Eligible civil service or union-represented staff on the layoff list are limited to two courses per term (job- or degree-related).
  4. Employees should submit the Request for Regents Scholarship form prior to the first billing due date of the registration term.

Employees seeking degrees must follow the policies, requirements, and procedures of the college in which they are enrolled and will only be awarded a degree in programs where they have been formally admitted.

Reason for Policy

This policy implements Board of Regents Policy: Employee Development, Education, and Training. The Regents Scholarship Program for eligible employees is offered by the University in support of contributing to a culture of excellence through educational investments in its employees.

Procedures

Forms/Instructions

Appendices

Frequently Asked Questions

Contacts

Subject Contact Phone Email
General Information or Procedural Assistance Office of Human Resources Call Center 612-624-UOHR (8647) ohr@umn.edu
Information for Employees on Layoff List Layoff Coordinator
Office of Human Resources Call Center
612-625-2016
612-624-UOHR (8647)
llrqst@umn.edu
Registration Twin Cities - One Stop Service Centers Use email onestop@umn.edu
Crookston - Office of the Registrar 218-281-8548 umcreg@umn.edu
Duluth - Student Assistance Center 218-726-8000 umdhelp@d.umn.edu
Morris - One Stop Student Services 320-589-6030 ummregistrar@lists.umn.edu
Rochester - One Stop Student Services 507-280-1299 stuserv@umn.edu

Definitions

University Funds
All funds; non-sponsored, private, public, noncurrent, discretionary.

Responsibilities

Employee Requesting Regents Scholarship
  • Applies for a Regents Scholarship if eligible and interested in accordance with established procedures.
  • Satisfactorily completes course(s) for which one is registered under this program.
  • Notifies responsible administrator/supervisor if a decision is made to cancel or withdraw from a course.
  • Pays for employee portion of the tuition amount required and/or those costs not designated as tuition.
  • Takes responsibility to learn about relevant tax implications of the Regents Scholarship benefit.
Responsible Administrator/Supervisor/HR Lead
  • Reviews and approves Regents Scholarship requests in accord with the provisions and terms of this policy.
  • Provides authorization for time away from work and alternative work scheduling if applicable pursuant to this policy and applicable rules and contract language.
  • Ensures no department, professional development, scholarship or grant funds are used to cover the employee contribution portion of the tuition.
Department Head
  • Reviews and approves Regents Scholarship requests in conjunction with approval of the responsible administrator/supervisor.
Layoff Coordinator
  • Reviews and approves Regents Scholarship requests for civil service/union-represented staff employees who are on the layoff list.
Tax Management Office

Related Information

History

Amended:
June 2019 - Comprehensive Review. Minor Revisions: Policy statement strengthened to include language prohibiting departmental funds to supplement scholarship funds and prominently state potential tax consequences. Also, policy statement now includes welcoming opening statement regarding purpose and intent. Form improved. Appendix modified.
Amended:
July 2014 - Comprehensive Review, Minor Revision.
  1. Incorporates minor revisions to the policy language and structure, which will align with similar changes on all HR policies.
  2. Reorganizes and simplifies the eligibility language.
Amended:
June 2012 - A change was made to the program providing for 100% tuition coverage rather than the current 90 % for eligible employees matriculated for the first time in a baccalaureate degree program.
Amended:
June 2009 - The following revisions were made:
  1. The Regents Scholarship will cover a prescribed portion of tuition costs with the employee contributing the remaining amount.
  2. Language was added regarding pro-rated tuition benefits should an employee voluntarily terminate University employment during the semester in which the person is taking a course covered by the Regents Scholarship Program.
  3. Language was added for individuals who have received a non-renewal or layoff notice regarding Regents Scholarship tuition benefit coverage during the semester in which their appointment ends.
  4. Information regarding tax implications of the Regents Scholarship Program was moved to an Appendix and updated.
  5. Procedural language within the policy was moved to the Procedure document.

These revisions become effective for Fall term 2009 enrollment.

Adopted:
February 1994 - Academic Staff Tuition Benefit Certification Policy and Procedures
Adopted:
April 1966 - Board of Regents Policy: Regents' Scholarship Program
Effective:
February 2007
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