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Tuition Remission for Family Members

Policy Number: HR-23
Effective Date: July 2011
Revisions: August 2011
Responsible Officer: Senior Vice President of Student Life & Administrative Services

PURPOSE

This policy sets forth the terms and conditions governing the Tuition Remission benefit available to qualified spouses, Domestic Partners and dependent children of eligible faculty and Professional Staff Members of Drexel University.  The Tuition Remission benefit offers development opportunities to qualified spouses, Domestic Partners and dependent children of eligible full-time faculty and Professional Staff Members by providing tuition assistance for credit courses taken at Drexel University.



APPLICABILITY

This policy applies to qualified spouses, Domestic Partners and dependent children of eligible full-time faculty and Professional Staff Members of Drexel University, excluding any Professional Staff Member who is affiliated with a collective bargaining unit, and excluding any faculty or Professional Staff Member of any affiliate of Drexel University.



IMPLEMENTATION

Implementation of this policy is the responsibility of the Department of Human Resources.



ADMINISTRATIVE OVERSIGHT

The Senior Vice President of Student Life and Administrative Services is the Drexel University official responsible for the administration of this policy.



POLICY

Drexel University provides Tuition Remission for undergraduate credit courses to qualified spouses, Domestic Partners and dependent children of eligible full-time faculty and Professional Staff Members.



DEFINITIONS

Tuition Remission provides qualified spouses, Domestic Partners and dependent children of eligible faculty and Professional Staff Members with a tuition waiver for selected Drexel University academic programs providing all requirements are met.

Professional Staff Member are individuals employed by Drexel University, including individuals who are either exempt or non-exempt under the provisions of the Fair Labor Standards Act.

Eligible Employees are full-time faculty or full-time Professional Staff Members of Drexel University.

Full-Time Employee is an employee who is regularly scheduled to work forty (40) hours per week or 100% appointment.

Domestic Partner is defined as two individuals of the same gender who have a committed relationship of indefinite duration with mutual obligations (akin to those of marriage) which include financial responsibility for each other. The partners must share joint responsibility for their household. The partners must reside together and intend to do so for an indefinite period of time.

Qualified Family Member is defined to include an Eligible Employee’s:

  1. Spouse, as evidenced by a copy of an authentic and verifiable certificate of marriage.
  2. Domestic Partner, as evidenced by an authentic and verifiable certificate of marriage or civil union, or if not married or legally joined by civil union, by a completed and signed Domestic Partnership Certification Form [PDF]
  3. Dependent Child, a child who qualifies as a dependent of an Eligible Employee for federal income tax purposes for the period during which Tuition Remission would apply who is 24 years of age or younger.

University refers to Drexel University, but does not include its affiliated entities.



PROCEDURES

  1. Scope of Benefit
    1. Tuition Remission is available to Qualified Family Members for undergraduate credit courses only.     The amount of Tuition Remission is based on the Eligible Employee’s years of full-time employment with the University as of the commencement date of the academic term, according to the following schedule:

      Number of Completed Full-Time Year(s) of Service Amount of Tuition Remitted

      Less than 1

      0%

      1

      20%

      2

      40%

      3

      60% 

      4

      80%

      5 or more

      100%


    2. Tuition Remission is not available to Qualified Family Members for graduate or professional level courses or for non-credit course work.
    3. Tuition Remission covers the cost of tuition only.  Any additional fees or expenses are the responsibility of the Qualified Family Member.
    4. Tuition Remission for a Qualified Family Member may not be combined with Grant-in-Aid or Tuition Exchange benefits. Qualified Family Members receiving 100% Tuition Remission are not eligible for any other aid that is funded by the University.
    5. If the Qualified Family Member is the dependent child of two Eligible Employees, the years of service of the longer-tenured parent or guardian will be used to determine length of service for purposes of the Tuition Remission, and the years of service of the two Eligible Employees may not be combined for such purposes.
  2. Eligibility
    1. Tuition Remission is available to Qualified Family Members as of the one year anniversary of the Eligible Employee’s date of employment and is available to cover charges appearing on the Qualified Family Member’s electronic bill with payment due dates on or after the anniversary date of the Eligible Employee’s date of employment. Any charges due prior to the one year anniversary date of the Eligible Employee’s date of employment will not be eligible for Tuition Remission.
    2. Qualified Family Members of retired Eligible Employees are eligible to receive Tuition Remission to the same extent that the benefit was available immediately prior to retirement, provided that the Qualified Family Member has met Drexel University admission requirements  and the retired faculty or Professional Staff Member meets the retirement criteria set forth in the “Retirement Eligibility and Benefits” Policy, HR-21.
    3. If an Eligible Employee, whose Qualified Family Member is enrolled in a course paid through  Tuition Remission, voluntarily resigns from employment prior to the end of the term, Tuition Remission will end as of the date the Eligible Employee ceases employment and the Qualified Family Member will be personally responsible for the prorated cost of tuition for that term.   
    4. If an Eligible Employee is involuntarily terminated from employment for cause or performance, Tuition Remission for a Qualified Family Member will end as of the date the Eligible Employee ceases employment and the Qualified Family Member will be personally responsible for the prorated cost of tuition for that term.   
    5. If an Eligible Employee is involuntarily terminated from employment due to layoff or other reduction-in-force, Tuition Remission for a Qualified Family Member will cease at the end of the academic term in which the termination occurs.  Eligibility to participate in the Tuition Remission program for any subsequent term ceases.
    6. Dependent children of employees who have at least five years of full-time service at the University and die while employed at the University, shall be eligible for Tuition Remission benefits for undergraduate courses until they no longer meet the definition of a dependent child. To be eligible, dependent children of deceased employees must have 1) begun their course work before the employee’s death or 2) officially enrolled at the University at the time of the employee's death.
    7. Any abuse of this policy, as determined by the University in its sole discretion, may result in the suspension or loss of the Tuition Remission benefit.
  3. Application
    1. All Qualified Family Members who plan to use Tuition Remission must apply for and be accepted into the applicable University program.
    2. The Qualified Family Member and the Eligible Employee must complete, print and sign the Tuition Remission application [PDF] for the academic year during which she or he is applying to receive Tuition Remission.  Incomplete applications or applications containing inaccurate information will not be processed. 
    3. The application for a Dependent Child must include the following documentation demonstrating that the child qualifies as a dependent for federal income tax purposes:
      1. The Eligible Employee’s federal income tax return for tax year immediately preceding the date of application; and 
      2. IRS Form 4506-T [PDF]
    4. The application for a Spouse must include a copy of an authentic and verifiable certificate of marriage.
    5. The application for a Domestic Partner must include an authentic and verifiable certificate of marriage or civil union, or if not married or legally joined by civil union, by a completed and signed Domestic Partnership Certification Form [PDF].


AT-WILL EMPLOYMENT NOT AFFECTED

Notwithstanding anything to the contrary stated in this policy, nothing herein is intended to alter the at-will status of a Professional Staff Member.  The University at all times retains the right to terminate any Professional Staff Member at any time for any lawful reason, or for no reason at all.