Purpose

To define the terms and conditions under which eligible spouses and dependents of retired or deceased employees may qualify for tuition remission benefits.

Policy Statement

It is the policy of the University to support the program of tuition remission for Undergraduate course work for the qualified spouses and dependents of long-term employees who are no longer actively employed due to retirement or death. The extent of this benefit will depend upon the total accrued years of service of the employee at the time of his or her separation from service.

Definitions

Spouse : The legally recognized husband or wife of the qualified employee.

Dependent Child: Dependent children must meet the following criteria to qualify for this benefit:

1. **Be the natural or legally adopted child of the qualified employee;
2. Be under the age of twenty-five (25);
3. Be claimed as a dependent on the qualified employees for Federal Income Tax purposes.

** Step-children who have not been legally adopted do not qualify for this benefit.

Academic Year

One academic year means two full semesters (i.e. Fall and Spring) and one summer session.

Enrollment Requirements

The eligible spouse or dependent child must satisfy all normal academic enrollment requirements (i.e. admission requirements, prerequisites, registration deadlines).

Eligibility

Spouses and Dependent Children

Spouses and dependent children of employees, who are enrolled, or who have been enrolled within the last academic year, at the time of the qualified employees retirement or death, are eligible for tuition benefits for a specified number of academic years, based upon the total number of years of service that the employee has accrued at the University. Eligibility for this benefit will commence at the beginning of the next scheduled semester following the retirement or death of the employee. The schedule of benefits is as follows:

Tuition

Spouses and dependents are eligible for tuition remission for undergraduate classes only. Whatever credits are taken during the eligibility period will satisfy in full the University's obligation.

Exclusions

The following fees are excluded from the tuition remission program and are the responsibility of the student to pay:

1. Registration fees;
2. Laboratory fees;
3. Other incidental fees and fines;
4. Fees for non-degree courses, seminars, and workshops.

Verification

The following documents must be submitted to the Human Resources Office for purposes of verification of eligibility:

Spouses

1. Marriage certificate. Must be submitted with initial registration form.

Dependents

1. Birth certificate or certification of adoption. Must be submitted with initial registration form.
   
2. Federal Income tax form listing the child as a dependent. Must be submitted once a year at the beginning of the Fall semester.

** Employees are required to report any changes in eligibility status of spouses or dependents to the Human Resources office within thirty (30) days.

Registration permits will not be approved for spouses or dependents without submission of proper verification documents.

Procedure for Application

1. The eligible spouse or child completes a Registration Permit Form listing all classes for which the person intends to register.
   
2. The spouse or dependent submits the completed form, along with verification documents to the Human Resources Manager for certification.
   
3. The Human Resources Manager establishes the eligibility to participate in the tuition remission program by verifying employment status, length of employment, and any other conditions of eligibility.
   
4. Once eligibility has been established the Human Resources Manager signs the Registration Permit and returns it to the spouse or dependent.
   
5. The Registration Permit is presented to the Registrar, Financial Aid Office, and Accounting Office, as required for registration purposes.