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Home > System Admin Role > Page Builder > Students > Tuition Assistance

Tuition Assistance

Page Location: Admin > Page Builder > Students > Tuition Assistance

The tuition assistance feature allows students and/or users (depending on the company process) to enter a class for consideration of tuition reimbursement.  The class and cost are entered and the information is reviewed and approved. Upon completion of the class, a request for payment can be initiated through the system to get approval for the payment as well as obtaining the payment.  The overall tuition reimbursement allotted for the year displays to the student as well as the information to track how much has been used year-to-date.

User View:
- Student File > Tuition Assistance Page
 
Student/Manager View:
- My Record > Tuition Assistance
- Manager> Tuition Assistance

The summary grid gives some general information about the tabs on this page for the tuition assistance feature. 

Summary View

Field  Purpose 
Company Selected  This drop-down field is populated with Companies codes.  The default on this field is the first company in the list and the list is ordered alphabetically.  Select another company from the list as needed, the page refreshes and populates the tabs with the information that is particular for that company.
General Tab This tab sets up the general overview and conditions of the tuition assistance program for the company.
Max Amounts Tab This tab is where the maximum amount for the tuition reimbursement is entered as well as any special conditions where the maximum amount might be higher or lower.
Main Instructions Tab This is the information that displays to the students when entering the tuition assistance approval request.  Typically this text box contains the information and policies for the student to use as needed when entering a request.
Request Instructions Tab This is the information that displays to the students when entering the tuition assistance approval request.  Typically this text box contains the instructions for the student to use as needed when entering a request.
Completed Instruction Tab This is the information that displays to the students when completing the tuition assistance approval request.  Typically this text box contains the instructions for the student to use as needed when entering a request.
Approvers Tab This tab is where the approvers or those who should be notified are entered so that when a student enters a tuition assistance approval  request, these people are either made aware of that or need to approve/decline the request.
Miscellaneous Tab This tab allows for user-defined fields as needed.  If there is additional  information needed to be captured and it is not currently in the default for this feature, here is where additional fields of information can be created and used in the process of requesting and/or recording the classes.

General Tab

This tab is where the general setup for the tuition assistance reimbursement is decided such as what is the yearly amount and when it resets as well as any eligibility standards.
Field Purpose
Calendar Basis Select the calendar necessary to track the maximum amounts allowed for the year.  The options are:

    (1) Calendar - Starts on the first of the year (01/01/2015)
    (2) Anniversary - Starts on the Student's Hire Date (From Student File > Contact Info Page > Job Details Tab)
    (3) Fiscal - Enables the field below for you to set the Fiscal Day and Fiscal Month.
Fiscal Day This field is enabled when 'Fiscal' is selected in the 'Calendar Basis' field.  Allows the user to set the day needed.
Fiscal Month This field is enabled when 'Fiscal' is selected in the 'Calendar Basis' field.  Allows the user to set the month needed.
Email A/P on Completion This checkbox, when checked, sends an automated email to the email address entered in the 'A/P Email' field when the tuition payment approval process is completed.  Click the 'Edit' icon to create the email that should be send to the 'Accounts Payroll' person.
A/P Email Here is where the 'Accounts Payroll' person's email address is entered and after the tuition payment approval is completed, the custom email is sent to this person to process the payment.
Eligibility This text field is where eligibility standards can be set.  It is not necessary to have anything here.  Entering something here will hide the 'Tuition Assistance' option on the Student's Home Page until a certain criteria is met.  For example, if you have to qualify into the tuition assistance program, upon qualifying, the option becomes available.  If you want something other than the examples below, please contact Product Support to get the SQL Statement needed.

Common Examples:

    (1) EmpType='FT' 
This statement means that when the employment is full-time, then the student will see the option on the Home Page.  It pulls from the Student File > Contact Info Page > Job Details Tab - Employment Type Field.
 
    (2) msic1='Y' 
This statement means that when 'Y' or Yes is entered in a Misc1 field (Perhaps Misc1 is Eligible for Tuition Assistance?), the student will see the option on the Home Page.  It pulls from the Student File > Misc Page - Misc1 Field.

    (3) PrimaryJobCode='AAAAA' and 'EmpType='FT' 
This statement means that when the employment is full-time and the job title equals a certain one, the student will see the option on the Home Page.  It pulls from Student File > Contact Info Page > Job Details Tab - Primary Job Code Field AND Employment Type Field. 

    (4) datediff(d,hiredate,getdate())>365
Eligibility criteria for Tuition Assistance after 1 year of employment such that the hire date has to be at least 1 year to the current date or greater. 

    (5) (select count(*) from EdAsstRequests where EdAsstRequests.studentid=student.studentid and EdAsstRequests.misc2='BS')>0
The yearly maximum amount is determined by the degree program in which the student is enrolled.

Max Amounts Tab
This tab is where the maximum tuition reimbursement amount is entered along with other special tuition reimbursement amounts that might not fit the general plan.
Field Purpose
Default    This field is where the maximum allowed tuition reimbursement limit is set for the year.

If there are special circumstances where the maximum amount would be different for a certain group of people, entering custom amounts here is how to do that.  Click the 'Add new record' link to add the circumstance and amounts.
Field Purpose
Order This field indicates the order in which the amount is considered and will be applied. 
Amount     Enter the amount that should be the maximum amount for this group of people.
Criteria Enter the SQL Statement that determines the group of people of who should be displayed this amount instead of the general maximum amount.  If you want something other than the examples below, please contact Product Support to get the SQL Statement needed.

Examples:

    (1) StudentType='EXEC'
Maximum Amount is $2500 but for Senior Management it is $3000.

    (2) Supervisor='Y'
Maximum Amount is $2500 but for Supervisors it is $2800.

Main Instructions Tab

This tab is where the company policy, the function of this option and/or what the student can expect the process to be when enrolling into the tuition assistance program.  This is great place to let the student know that this feature is to be used only upon being accepted into the program.  If there are regulations and rules for eligibility, those need to be met beforehand. 

Request Instructions Tab

This tab is where instructions for the class approval request is entered.  When the student requests a class, certain pieces of information are needed to be entered in order to create the record in the system along with other instructions as needed by the company to approve the class to tuition assistance/reimbursement. 

Complete Instructions Tab

This tab is where instructions for completed classes are entered.  Upon completion of the class, the student enters a few key pieces of information to get credit for the class in accordance with other instructions as needed to get approval for payment approval. 

Approvers Tab

The summary view of this approver's table.

Field  Purpose 
  The pencil icon allows the user to edit the approval level.  
Approvers The name of the user who is the approver/notification person for class requests.
Order Indicates the order in which the approver will get his/her approval email and where they are in the chain.  You can have approvers at the same order number.  In setups like that, all persons at that number will be emailed and all persons at that level will need to approve the request before it can go to the next level.
Notify Only This field indicates if the person is a true approver or just someone who is getting a notification.  'YES' in this field marks the person as a person who only gets a notification email whereas 'NO' in this field marks the person as a true approver.
  The X icon allows the user to remove the approver from this process.

If a new approver needs to be added, click the 'Add new record' link above the summary grid.  If an approver needs to be edited, click the icon to access the details.  
Field  Purpose 
Approver If you are editing the approval level, this field will display as a 'Read Only' field.  You can only change the details about the approval level but not the approver.  If that needs to change, delete the approver and click the 'Add new record' to start over.

If you are adding an approval level, this drop-down list pulls all users in the system as well as a system role of either 'Manager' or 'Secondary Approver'.  When the role is selected, the system looks to that student's record to see who was named as the 'Manager or 'Secondary Approver' to fill that approval level.
Order Indicates the order of the approval level. 
Notification Only When checked, this approval level acts as a notification person only meaning that this person will receive a notification email at the point their order number comes up and will not be required to approve anything.  When it is NOT checked, the approver is a true approve and the email sent requires action.

Miscellaneous Tab

This tab is where you can enter user-defined fields as needed to be tracked and report on for tuition assistance classes.

Field Purpose
Screen Name This is where and how you make a new field to track additional information. What you enter here is the name of the field as it will display in the feature. 
Field Type This field determines the type of answer desired for the field.  There are two (2) options:

(1) Text-Box - This allows for a short open text field looking for a one to two word answer.
(2) Drop-down - This allows for a drop-down selection looking for one of the options to be selected. **

** With the drop-down option selected, upon saving the page, an 'Edit Values' link become available next to the field.  Here is where the options for the drop-down list are created and the information is listed below.

Edit Values Hyperlink

To create the drop down answer types, you click on the 'Edit Values' hyperlink and it takes you to a place to enter the codes needed. 

Important Considerations: Cyber Train codes cannot contain certain symbols such as commas, quotes, periods, apostrophes or ampersands and the user will get an error message when trying to enter or import codes containing them. There are also certain character combinations that must be avoided because Cyber Train is programmed to strip them (even if they are in the middle of a code or description) as they can be used by others to reference potentially dangerous procedures or scripts that could cause harm to your Cyber Train system. These combinations include: SP_ or sp_ and XP_ or xp_. Also a double dash will be converted to a single dash. There are a few other combinations not listed here that could be stripped, but it is extremely unlikely that they would be used in codes or descriptions.
Field Purpose
Company Selected This drop-down field is populated with Companies codes.  The field defaults the company that you are you currently setting up.  If another company is needed, click on the drop-down list to select another company.
Options This radio button determines how to populate the codes in the table after the 'Company Selected' field is determine. 

'Use the code table below' option - allows the user to enter the codes specific to this company like the other code tables that are not company specific. 

'Use another company's code table' option - updates the page to create a drop-down list that is populated with the 'Companies' code table allowing the user to borrow the codes built for another company to use in this list.  Additionally, when this option is selected, the code table become 'Read Only' because you cannot add or delete codes from another company's list.  If you want to make changes, you need to make changes to the other company's list and that will update this list of codes too.

If the 'Option' field equals 'Use the code table below' then the User can click "Add new record" to start building the list and create a new code.    

After clicking "Add new record." enter in the necessary information to create a new code.

Field Purpose
Code This is the unique identifier for the drop-down option. This code is written in the raw data and is referenced to determine the description to show on the screen. If the code is removed from the Admin > Codes section, this value will still be in the Student File for reporting purposes unless the file is edited and saved after the code was deleted.
Description This is what is displayed on the screens and for students/users when in the system.

Import Code Key: EA1, EA2... EA10
.csv file should contain Code & Description & Company Code. The fields must appear in this order and the last column must be the Company Code. 

Inactivating Codes:

These codes cannot be inactivated. 

NOTE: If a code cannot be inactivated, it is not recommended to delete the code as this could cause "holes" in your data. Instead, consider adding a "z" to the beginning of the Description field as this will move the code to the bottom of the list.