Grant-In-Aid Process

TMCC Professional Staff and Dependents Grant-In-Aid Policy

As per the Board of Regents Handbook (Title 4, Chapter 3, Section 11):

Unless otherwise provided, the following provisions govern the administration of NSHE grants-in-aid for professional staff, including their spouse or registered domestic partner and financially dependent children.

1. The registration fees associated with the William S. Boyd School of Law, the University Of Nevada School Of Medicine, and the pre-doctoral program at the UNLV School of Dental Medicine are eligible for a grant-in-aid.
2. Persons who receive a grant-in-aid and enroll in a state-supported course at any NSHE institution shall receive a grant-in-aid equivalent in value to that portion of the per credit registration fee at the enrolling institution allocated to the State Supported Operating Budget (or General Fund). The Capital Improvement Fee and the General Improvement Fee shall be waived at all institutions as part of the grant-in-aid, except at the universities where the Capital Improvement Fee only will be waived.
3. Laboratory and other special course fees, including but not limited to the technology fee, will not be included in a grant-in-aid award.
4. Grants-in-aid may be awarded fall, spring and summer semesters only.
5. Summer session grants-in-aid for state-supported courses shall be equivalent in value to the per credit grant-in-aid allowed in the subsequent fall semester.
6. Self-supporting courses, including community service and continuing education courses, may be eligible for a grant-in-aid equivalent in value to the total registration fee charged or the amount of the per credit registration fee that would be allocated to the State Supported Operating Budget (for state-supported courses), whichever is less. It is the responsibility of each institution to designate any self-supporting programs that are not grant-in-aid eligible.
   1. Non-credit classes offered through Education Programs Inspiring the Community (EPIC), and workshops, conferences, seminars, etc. are not eligible for this benefit. 

As per the Board of Regents Handbook (Title 4, Chapter 3, Section 12):

1. The following classifications for professional staff are eligible for grants-in-aid as defined by this section:
   
   1. Professional staff members who are on an "A" or "B" contract for at least .50 FTE employment;
   2. Professional staff members who are on sabbatical or leave of absence without pay;
   3. Emeritus faculty and emeritus professional staff;
   4. Adjunct and clinical faculty; and
   5. Retired professional staff members who are age 55 or over at the time of retirement and have at least 20 years of NSHE service.
2. Except for adjunct and clinical faculty, the spouse and financially dependent child for all categories of professional staff defined in subsection 1 are eligible for grants-in-aid as defined by this section.
3. For purposes of this section, "adjunct faculty" means any individual holding a professional position with any member institution or unit of the System, except as a clinical faculty member, for which the individual receives no salary. For purposes of this section, "clinical faculty member" means any individual holding a professional position within the University of Nevada School of Medicine; the Orvis School of Nursing, University of Nevada, Reno; or the School of Dental Medicine at the University of Nevada, Las Vegas for which the individual receives no salary, or other professional positions designated by the president for which the individual receives no salary.
4. The domestic partner and their financially dependent children are eligible for grants-in-aid for all categories of professional staff defined in subsection 1 if the domestic partnership is registered with the office of the Nevada secretary of state.
5. For the purposes of this policy, "financially dependent child" shall mean a natural, adopted or stepchild of a professional staff member who is not financially independent, is claimed as an exemption for federal income tax purposes under the U.S. Internal Revenue Code (26 U.S.C. § 152), and has not attained the age of 24. The professional staff member must attest to a dependency each time a grant-in-aid is issued. Institutions awarding a grant-in-aid to a spouse or financially dependent child may at any time request proof of dependent eligibility for verification purposes.
6. Institutions may establish a deadline for the submission of a grant-in-aid request.
7. For qualified dependent children who have served on active duty in the United States Armed Forces, the age limitation set forth in subsection 3 shall be extended for the period of such active service, but not to exceed six years.
8. Professional staff members as defined in this section are restricted to no more than six credits in the fall and spring semesters. Professional staff members employed under an "A" contract shall be limited to three credits for a grant-in-aid across all summer semesters. Professional staff members employed under a "B" contract are not limited in the number of credits that are grant-in-aid eligible during all summer sessions. There shall be no restriction on the number of credit hours a spouse or financially dependent child may register for under this policy. Upon approval by the institutional president, community college faculty while on sabbatical may take additional courses under this policy if for professional development.
9. A professional staff member, spouse or financially dependent child enrolled in a course under a grant-in-aid at the time the professional staff member's contract terminates shall be permitted to finish the course under the grant-in-aid.
10. System Administration or an institution awarding the grant-in-aid to an employee or his spouse or financially dependent child must notify the employee and the Internal Revenue Service of the appropriate taxable benefit pursuant to the NSHE's Section 127 Educational Assistance Plan.
11. Widows or widowers and financially dependent children of deceased former professional staff members, or professional staff members who have become totally and permanently disabled, their spouses and financially dependent children may request a grant-in-aid on the form prescribed by the Chancellor. Such individuals are eligible for a grant-in-aid under the following conditions:
    
    1. The professional staff member shall have held a valid unfulfilled "A" or "B" contract or have been granted sabbatical leave at the time of death or such disability.
    2. The spouse, widow, widower, financially dependent child, or disabled former professional staff member may receive a grant-in-aid for no more than eight semesters.
12. Grant-in-aid requests by professional staff must be approved by their supervisor. Grant-in-aid requests on behalf of a spouse or financially dependent child do not require supervisor approval, but each institution and the System Office shall designate a central office to be responsible for reviewing and processing the requests. All requests for grant-in-aid by professional staff members must be made on a form prescribed by the Chancellor. Institutions may utilize an on-line grant-in-aid form if the content of the online form includes the same information that is required on the form prescribed by the Chancellor.
13. By completing this form I attest that my:
    
    1. Named dependent student meets the Board of Regents' definition of "financially dependent child" as a natural, adopted or stepchild of a professional staff member or his/her domestic partner who is not financially independent, is claimed as an exemption for federal income tax purposes under the U.S. Internal revenue Code (26 U.S.C. 152), and has not attained the age of 24.
       • If over the age 24, has served on active duty in the United States Armed Forces.
    2. Named student is my spouse or domestic partner.
    3. I understand that the value of this fee waiver, if for a dependent or spouse graduate-level course, may represent taxable income to me and, as such, will be included on my form W-2; No deductions for federal income tax will occur as a result of this fee waiver, but I may make adjustments to federal income tax withholding by completing and submitting a new form W-4 to the Payroll Department

TMCC Classified Staff Grant-In-Aid Policy

Fee Benefit Application Rules and Regulations for Classified Staff:

1. Courses taken by classified staff are subject to the provisions of NRS 284.343 and NAC 284.482 through 284.522.
2. Grant-in-Aid for all course fees will be provided to classified staff who are working half-time (.53 FTE) or more. Temporary classified staff are not eligible for this program.
3. Full-time classified staff under a grant-in-aid may take a limit of two courses in a regular semester and one course during each Summer session.
4. Half-time or more classified staff (.53-.99 FTE) under a grant-in-aid may take only one course in a regular semester and no courses may be taken during the Summer sessions.
5. Distinguished classified staff, having received status as of Fall 2020, under grant-in-aid may take a limit of two courses in a regular semester and one course during Summer sessions at TMCC only.
6. When a course is required by a supervisor, release time must be granted. Release time is considered time worked. The department is responsible for any overtime earned as a result of such training.
7. Courses taken for audit and non-credit are not eligible for grant-in-aid.
   1. Non-credit classes offered through Education Programs Inspiring the Community (EPIC), and workshops, conferences, seminars, etc. are not eligible for this benefit. 
8. Eligible classified staff and distinguished classified who are also the spouse/domestic partner or dependent of a professional employee cannot take courses under the professional grant-in-aid.
9. The Grant-in-Aid Application for classified staff must be approved by the immediate supervisor and appointing authority.
10. No more than one course may be taken during work hours.
11. Once Human Resources issues the grant-in-aid, classified staff or distinguished classified must inform TMCC Human Resources of any changes on the course taken for grant-in-aid.
12. The deadlines for grade submission to Human Resources for classes taken other than TMCC is two weeks after the end of the semester.
13. Grade requirements: If the course is not passed with a "C" or better for undergraduate courses or a "B" or better for graduate courses, the classified staff or distinguished classified must reimburse the full amount for the course following the repayment schedule.
14. Grant-in-Aid cannot be used for any class previously taken to improve a grade. If a classified staff or distinguished classified withdraws from a class after the deadline, the class may be repeated the semester following the completion of the re-payment to the grant-in-aid account.
15. As a student, classified staff and distinguished classified are subject to the rules, regulations, and deadlines in student registration and records.
16. The value of the grant-in-aid for graduate-level classes is considered income and is subject to federal tax withholding.
17. Applications must be completed online through the GIA application portal. After the initial application, TMCC Human Resources will notify the immediate supervisor or appointing authority of the classified staff's application and ask for approval for course times and/or release of employee if granted as release time, and/or approved as annual leave and/or arranged through flexible work schedule. Once TMCC Human Resources has received approval from the immediate supervisor or appointing authority a waiver will be issued.
18. By completing this online form and acknowledgment of intent to apply for and obtain Grant-In-Aid the TMCC classified staff and distinguished classified agrees to the following:
    • TMCC classified staff and distinguished classified are authorizing the TMCC Human Resources office access to final grades.
    • For courses taken at campuses other than TMCC, the TMCC classified staff must provide proof of grades no later than two weeks after the end of the semester in which the courses are taken.
    • If a class is officially dropped in the 100% refund period, the entire refund goes to TMCC. If a class is officially dropped in the 50% refund period, the staff member and distinguished classified must repay TMCC 50% of the course fees.
    • The TMCC classified staff and distinguished classified understands that if they do not complete the course(s), if the student drops any class, quits attending, terminates employment at TMCC, receives an incomplete, or does not receive a grade of "C" or better for an undergraduate course(s) or a "B" or better for a graduate course(s) they must repay the full amount of the course(s) to TMCC.
    • The TMCC classified staff and distinguished classified hereby authorizes either NSHE Payroll to deduct the full amount owed for the course(s) from the next payroll check issued to them or TMCC Accounts Services to apply the amount owed to their TMCC student account.

TMCC Grant-In-Aid Application

Important: As of June 1, 2023, all grant-in aid applications for employees and their dependents need to be completed through Workday with the exception of retirees, emeritus and distinguished classified which will continue to use the form below.

To complete the form in Workday, enter "Create Request" in the search bar. Choose the relevant request type based on your employee category. The form will automatically populate in Workday according to your selection.

Ensure you read the information above before submitting the form. Please submit one form per individual.