Tuition Waiver Athens State University Employees/Dependents

Policy Number: IV.26
Policy Level: Operating Policy

Originally Issued: October 1, 2019

Policy Owner: Vice President for Financial Affairs
Policy Implementation: Vice President for Financial Affairs, Business Manager

I.  Policy Statement and Purpose

This tuition waiver program is designed for Athens State University employees and dependents who enroll in courses at the University.

This policy does not apply to University employees/dependents enrolling for courses at an institution within the Alabama Community College System (ACCS).  Employees/dependents enrolling in an ACCS institution must adhere to requirements as stated in Alabama Community College System Policy 612.02 and Procedures  and governed by the signed Tuition Assistance Agreement between the University and ACCS.

II.  Definitions

Employee: Individual employed on a non-temporary basis at the University.   This program will not include temporary employees, sponsored program employees, adjunct/part-time faculty or individuals working at the University under independent contractual agreements.

Dependent: The spouse of any employee, the unmarried, natural or adopted children of any employee, residing in the household of the employee or the employee’s former spouse; the unmarried stepchildren of any employee, residing in the household of the employee; a legal ward (a minor child placed by the court under the care of a guardian), who has not attained the age of 26.

III.  Eligibility

To be eligible for a tuition wavier for undergraduate courses, employees must have been employed by the University for at least 12 consecutive months prior to the first scheduled day of class for the term for which the employee is applying. Eligible employees (or dependent) will be allowed a waiver of 1/3 of the current tuition rate after the first full year of employment; 2/3 of the tuition rate after the second full year of employment; and full tuition rate after the third year of full employment.  Employee eligibility will remain in effect for the duration of their employment at the University.  Dependents will be eligible when said employee is eligible, and to the same degree to which the employee is eligible, except as herein modified.

Original Tuition Waiver request (certified by Human Resources) and current unofficial transcripts must be received by the Business Office no later than the last day of late registration.  Student accounts may be subject to a late fee of $35 on unpaid balances remaining at the end of regular registration.

Termination of Eligibility

Employees: Eligibility terminates if the employee discontinues employment at the University for any reason except on an approved leave of absence.

Dependents: Dependents will be ineligible when said employee becomes ineligible, except that dependents of any employee who has 25 years or more of continuous service at the University are eligible to participate in the program for a five-year period commencing with the date of the employee’s retirement.

IV.  AMOUNT OF ASSISTANCE, LIMITATIONS, CONDITIONS, AND AUDITING

A.  Tuition Cost for Undergraduate Program

Tuition Waivers for undergraduate courses will be calculated as follows:

Years of Employment     Normal Schedule                             Amount of
    at University                    Work Hours                               Tuition Waiver

1                                       40 hours                                      100% of 1/3 the current tuition rate
2                                      40 hours                                      100% of 2/3 the current tuition rate
3                                      40 hours                                      100% of current tuition rate

1                                      30-39 hours                                75% of 1/3 the current tuition rate
2                                      30-39 hours                                75% of 2/3 the current tuition rate
3                                      30-39 hours                                75% of current tuition rate

1                                      20-29 hours                                 50% of 1/3 the current tuition rate
2                                      20- 29 hours                               50% of 2/3 the current tuition rate
3                                      20-29 hours                                50% of current tuition rate

1                                      less than 20 hours                   25% of 1/3 the current tuition rate
2                                      less than 20 hours                   25% of 2/3 the current tuition rate
3                                      less than 20 hours                   25% of current tuition rate

All remaining tuition, fees, books and supplies will not be waived and are the responsibility of the student.

Limitation/Conditions
There is no limitation as to the number of credit hours taken, other than the regular academic limitations that apply.

All students will be required to abide by the academic policies that are in effect at University.

The student-employee or dependent must maintain at least a 2.00 GPA to remain eligible for tuition waiver assistance.   Failure of the student-employee or dependent to meet this grade requirement will result in the employee or dependent’s having to pay tuition for courses taken until his/her GPA is a 2.00 or better. The student-employee or dependent can then again be eligible when his/her cumulative grade point average is brought back up to the 2.00 requirement.

Auditing/Repeating/Re-Certifying
The student-employee or dependent will be allowed to audit one course (up to three semester hours) per semester at no cost. The student-employee or dependent must meet all attendance requirements, class participation, and assignments as required of credit-enrolled students except the final examination is not required. Failure to comply with these requirements will result in the student-employee or dependent becoming ineligible for further participation as an audit student in credit hour-producing courses reported for funding purposes.

Tuition waiver does not apply to repeated courses.

The student-employee or dependent must re-certify eligibility, prior to registering for a new term by providing verification of successful course completion.

B.  Tuition Cost for Graduate Program

To be eligible for a tuition wavier for graduate courses, employees must have been employed by the University for at least 12 consecutive months prior to the first scheduled day of class for the term for which the employee is applying.  Dependents become eligible when the employee is eligible.

Tuition waiver for graduate courses will be allowed on a maximum of 2 graduate classes per semester.

Employees will be allowed a waiver of 100% of the current graduate tuition rate after one full year of employment.

Employee Dependents will be allowed a waiver of up to 50% of the current graduation rate.  The waiver will be applied as follows based on employee years of employment:

Years of Employment                                    Amount of
    at University                                            Tuition Waiver

1                                                              50% of 1/3 the current graduate tuition rate
2                                                              50% of 2/3 the current graduate tuition rate
3                                                              50% of the current graduate tuition rate

All remaining tuition, fees, books and supplies will not be waived and are the responsibility of the student.

Original Tuition Waiver request (certified by Human Resources) and current unofficial transcripts must be received by the Business Office no later than the last day of late registration.  Student account may be subject to a late fee of $35 on unpaid balances remaining at the end of regular registration.

IV.  Responsibility for this Operating Policy

Policy Owner

As part of the initial approval of this policy by the President and subsequent to the original dissemination of the policy, the President has assigned the Vice President for Financial Affairs as the policy owner for the ongoing evaluation, review, and approval of this policy.  Subsequent reviews and revisions to this policy must be in accordance with approved operating policy procedures and processes.

This policy will be reviewed every three years or more frequently as needed by the Policy Owner.  Revisions will be reviewed/affirmed by the Cabinet and approved by the University President.  This policy will be updated/published in the University’s Policy Library.

Responsibility for Policy Implementation

The President has assigned the responsibility of implementing this policy to the Vice President for Financial Affairs, and the University Business Manager.