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Tuition Assistance - Family

TOPIC:	Tuition Assistance - Family
EFFECTIVE DATE:	1 November 2000
UPDATED:	9 February 2009
Approved By:	B. Reissenweber, VP for Finance
Policy Number:	351

POLICY
Aurora University allows and encourages (when possible) employee's family members the opportunity to further their education. Educational opportunities are available to specified family members of active full time regular employees at either no tuition cost or discounted tuition cost.

SPECIAL NOTES/FORMS/RELATED POLICIES:
355 Tuition Exchange
302 Domestic Partnership Policy/Statement
Dependent/Non-Dependent Tuition Assistance Form
Financial Aid Forms

PROCEDURE

1. Family members (as defined below) of the employee who wish to take coursework must meet all qualifications for academic standing that are required of all students and are subject to all academic regulations.
   1. Family member must meet qualifications for course work, including prerequisites.
   2. Family members taking more than one course in a school year at the undergraduate level must apply for Federal and State aid, meet all the filing deadlines, and be in compliance with all previous federal loan programs.
   3. No financial paperwork is required for Student at Large status.
2. Eligibility for tuition assistance begins with the first term following the employee's hire date, or following a transfer to full time status.
3. Enrollment in a particular class is contingent upon the availability of class space, without depriving a tuition-paying student from taking a class in accordance with Section 132 of the IRS code.
4. Tuition assistance is only available for courses which the university does not incur direct costs per student enrolled. Items such as fees, private instruction, Life and Vocational Experience Credit evaluations and so on, are not included. It is the responsibility of the employee and family member to note special charges and pay in accordance with university payment guidelines.
5. Applications for Tuition Reimbursement are available in Human Resources or via the online link, above.
   1. Employee must complete an application prior to each term in which a family member enrolls. Forms are due in Human Resources no later than 5 p.m. on the Friday before the beginning of the semester. Late enrollees may be denied tuition remission for that semester.
   2. Employees must maintain Full Time Regular status prior to the start and throughout the coursework for family members to receive assistance for Undergraduate or Graduate courses.
   3. Tuition remission is not available for Doctoral level coursework.

BENEFIT AVAILABLE

I. Two levels of benefit are available to family members, based on dependent status as defined by IRS regulations:

1. Level I Benefit: Tuition costs waived for coursework toward an initial bachelor's degree. Available to:
   • Legal spouse, and children under age 25 who are claimed as dependents on the employee's Federal Tax return.
2. Level II Benefit: Tuition charged at a discounted rate. The discounted rate represents 1/3 of the tuition charges paid by the employee and 2/3 of the tuition charges waived. The discounted rate, which is a taxable fringe benefit, will be added to the employee's wages and applicable taxes will be withheld. Available to:
   • Legal spouse, and children under age 25 whether or not claimed as dependent on the employee's tax return, who wish to take graduate level coursework.
   • Children under age 25 who are not claimed as dependent on the employee's tax return, who wish to take undergraduate level coursework.
   • Domestic partners, and legally dependent children of domestic partners who are under age 25, who wish to take undergraduate or graduate level coursework.
   NOTE: If an employee legally marries or establishes domestic partnership, the benefits for the new family members shall commence the beginning of the term following the status change.

II. Tuition assistance and discounted tuition assistance are available to the extent that other forms of financial aid do not cover the cost of tuition.

III. Recipients who are eligible for Aurora University academic scholarships will receive those scholarships in name only.
IV. Tuition benefits will be prorated if the employee terminates or moves to ineligible status during the term in which a family member is receiving benefits.
V. Family members retain their eligibility if the parent/spouse/domestic partner becomes permanently disabled or dies while an Aurora University employee. In such cases, the eligibility shall continue for a time equivalent to the employee's length of service prior to the disability/death, with a maximum extension of six calendar years from that date.
VI. Eligibility is also maintained if the employee becomes a retiree after a minimum of ten years of service, and will extend for six calendar years from the date of retirement.

Questions regarding this policy should be directed to Human Resources.