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Tuition Remission

 

TUITION REMISSION POLICY

 

Policy:                                           PER 7.02

Title:                                              Tuition Remission

 Approval Authority:              Board of Trustees

Administrative Authority:    Vice President for Human Resources 

Responsible Office:             Staff Development & Employee Relations

 

Adopted:                                April 1954

Last Revised:                        May 8, 2008

Effective:                               July 1, 2011

 

  1.  Tuition Remission for Employees.  
    1. All regular/provisional 80% FTE or above employees are eligible to take up to two courses (not counting associated labs as separate courses) up to eight credit hours tuition free each semester, i.e., spring semester, summer semester, and fall semester; not to exceed 18 credit hours per year. These hours may not be accumulated. The individual must be a regular or provisional 80% FTE or above employee of the university on the first day of class for the semester as determined by the Registrar to be eligible for this benefit. 
    2. All regular/provisional employees working at least 40% FTE but less than 80% FTE are eligible to take up to one course (not counting associated labs as separate courses) up to  four  credit hours tuition free each semester, i.e.  spring semester,  summer semester, and  fall semester; not to exceed nine credit hours per year. These hours may not be accumulated. The individual must be a regular or provisional 40% FTE or above employee of the university on the first day of class for the semester as determined by the Registrar to be eligible for this benefit. 
    3. Contract faculty working at least 40% FTE are eligible to take up to one course (not counting associated labs as separate courses) up to  four  credit hours tuition free each semester, i.e.  spring semester,  summer semester, and  fall semester; not to exceed nine credit hours per year. These hours may not be accumulated. The individual must be a  contract faculty working at least 40% FTE or above on the first day of class for the semester as determined by the Registrar to be eligible for this benefit. 
    4. Active duty military personnel assigned to a UofL ROTC Detachment shall be construed as regular/provisional employees, as provided in paragraphs 1 or 2 above, for the purpose of employee tuition remission benefits. 
    5. Employee tuition remission shall include 100% of in-state undergraduate,  graduate, or professional program tuition, including  any tuition differential that applies to distance education courses , but excluding course fees, graduation fees, or regular student fees.  Effective Fall Semester 2011, employee tuition remission shall also exclude mandatory student fees  bundled in tuition.  Tuition remission may be used for credit courses offered during regular semesters (whether taken for credit or taken for audit), but may not be used for non-credit continuing education courses. 
    6. Effective Fall Semester 2011, in order to maintain eligibility to receive tuition remission benefits in a succeeding semester, employees must attain a course grade of “C” or better in the current semester (or a two-course GPA of 2.0 or better if attempting two courses under tuition remission in one semester, excluding any courses for which the employee pays tuition); a “Pass” if the course is graded on a Pass/Fail basis; or a statement of “Satisfactory Participation” from the instructor if a course is taken for audit.   

If an employee fails to meet this course-level performance standard in one semester, the employee must enroll in, pay for, and attain satisfactory performance (as above) for at least one course in any succeeding semester to re-establish eligibility to receive tuition remission benefits in any semester following attainment of satisfactory performance.  Withdrawals which do not result in a refund of 100% of tuition paid shall constitute unsatisfactory performance for the semester. 

  1. Tuition Remission for Dependent Children.  
    1. Emancipated children of regular, full-time faculty and staff (at 100% FTE) appointed prior to February 1, 1966 may take courses toward their first undergraduate degree tuition-free.  
    2. Dependent children of regular, faculty or staff at 80% FTE or greater may take courses toward their first undergraduate degree tuition-free provided that:  
      1. the employee was hired prior to July 1, 2011 and is a regular employee at 80% FTE or greater on the first day of class for the semester (with no continuous service requirement); or the employee was hired on or after July 1, 2011, is a regular employee at 80% FTE or greater on the first day of class for the semester, and has one year of continuous service on the first day of class for the semester. 
      1. the employee  provides evidence that he or she is claiming the child for tax purposes or  certifies in writing that the employee is providing more than 50% of the child’s support.  
      1. If an employee hired prior to July 1, 2011 becomes permanently disabled, retires or dies, his or her children shall continue to be eligible for tuition remission benefits (regardless of length of service).  If an employee hired on or after July 1, 2011 has five years of continuous service and becomes permanently disabled, retires or dies, his or her children shall continue to be eligible for tuition remission benefits. 
    3. For the purpose of tuition remission, dependent children shall be eligible for tuition remission through the end of the semester in which they attain the age of 26.  

The Office of Human Resources will be responsible for verifying the eligibility of dependent children during the 1st semester in which the child is enrolled.  The enrollment of a child under the tuition remission program who is subsequently determined to be ineligible shall be construed as misappropriation of university funds and subject the sponsoring employee to discipline, including dismissal, and the forfeiture of any tuition remission benefits previously received. 

    1. Dependent children tuition remission shall include 100% of in-state undergraduate tuition, but shall exclude course fees, graduation fees, or regular student fees.  Effective Fall Semester 2011, dependent tuition remission shall also exclude mandatory student fees  “bundled” in  tuition and any tuition differential that applies to distance education courses. 
    2. Effective Fall Semester 2012, total tuition remission benefits for a dependent child (regardless of the sponsoring employee’s hire date) shall be limited to 144 credit hours attempted (including credit hours transferred to UofL, if any). 

Note:  The children of military personnel assigned to a UofL ROTC Detachment are not eligible for tuition remission. 

  1. Tuition Remission for Faculty Spouses. 
    1. Spouses of regular status full-time (100% FTE) faculty members who were hired prior to July 1, 1978 and who have had continuous, regular, full-time employment since July 1, 1978 may take three credit hours tuition-free each semester. There is no tuition remission for spouses of regular, full-time faculty who were hired on or after July 1, 1978. Eligible faculty members as of July 1, 1992, will retain this benefit as long as their employment is at least 80% FTE or above.

              2. If an eligible employee becomes permanently disabled, retires, or dies, his or her spouse is still eligible for tuition remission benefit. 

  1. Kentucky State Waiver Program  

The 1997 First Extraordinary Session of the General Assembly resulted in the creation of a faculty and staff tuition waiver program [KRS 164.020(32)] with the express purpose of promoting employee and faculty development.  

According to this interim policy, any regular full-time employee of a Kentucky post-secondary public institution may, with prior administrative approval of the course offering institution, take a maximum of six (6) credit hours per term at any Kentucky public post-secondary institution. The institution shall waive the tuition up to a maximum of six (6) credit hours per term. The program applies to the waiver of tuition and does not include mandatory student fees, course and other fees, text books and other charges assessed by a course-offering institution. Tuition waivers under the program may generate taxable income under provisions of the federal tax code for graduate, professional, and doctoral level programs. 

An employee, to be eligible for participation in the Faculty and Staff Tuition Waiver Program, must be classified by the employing institution as a regular full-time employee. Certification of employment shall be provided by the employing institution for each academic term in which the employee seeks to participate in the program.  If employment is terminated prior to the first day of classes, an approved tuition waiver will be cancelled. 

The program does not provide for credit hours over and above the six credit hours available under the university’s Tuition Remission Program. Employees who use their credits at the University of Louisville either for themselves or transfer the hours to a spouse will not be eligible for any additional tuition waiver credits in excess of six hours either at UofL or another post-secondary institution. 

II.  PROCEDURE 

The online forms for Tuition Remission can be found on our education benefits site.

The online form for the Kentucky State Waiver Program can be found on the Bursar's website.

The President or the Vice President for Human Resources, as the President’s designee, exercises authority to interpret and implement the tuition remission policy.   

III.  ADDITIONAL CONTROLLING PROVISIONS 

As adopted by the Board of Trustees June 22, 1998, the University expressly reserves the right to alter or abolish the Tuition Remission benefit at any time in the future by action of its Board of Trustees except to the extent of prior contractual obligations for tuition remission to:  

i)     Emancipated children of current full-time regular status faculty or staff (at 100% FTE) employed prior to February 1, 1966 for courses at the University counting toward their first undergraduate degree (as provided in Paragraph B.1 of this policy); 

ii)    Dependent children of current regular status faculty or staff who were employed at 100% FTE prior to July 1, 1978, and who continue to be employed at least 80% FTE, for courses at the University counting toward their first undergraduate degree (as provided in Paragraph B.2. of this policy); and 

iii)   Spouses of regular status faculty members who were employed at 100% FTE prior to July 1, 1978, who have been continuously employed since July 1, 1978, and who continue to be employed at least 80% FTE, may take three credit hours tuition-free each semester (as provided in Paragraph C.1. of this policy).

 

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