VII - 4.10 & 4.20 - Policy on Tuition Remission for Faculty and Staff and Policy on Policy on Tuition Remission for Spouses and Dependent Children of Faculty and Staff

I. Objective

The purpose of this policy is to provide guidelines and procedures for access to the tuition remission benefit.

II. Applicability

This policy applies to regular faculty and staff employees and eligible senior citizens.

III. Definitions

A. Regular Faculty and Staff - employees in budgeted positions or PINS that include full benefits.

B. Responsible Administrator - Vice Presidents, Deans, Directors, Department Heads, and/or supervisors with responsibility or authority over employees.

IV. Policy Administration and Accountability

A. The Director of Human Resources is responsible for administering this policy.

V. Guidelines and Standards

A. Tuition Remission for Faculty and Staff. Bowie State University (BSU) encourages its staff to enroll in courses either for the purpose of pursuing a degree or for enrichment. However, enrollment in classes shall not interfere with the employee's assigned responsibilities. Employees are expected to enroll in classes which occur prior to or after the employee's normal work shift. BSU employees may request tuition remission by completing and submitting the appropriate forms to the Office of Human Resources. Tuition remission is subject to the following terms and conditions of eligibility:

1. Employees must be a regular employee of the University or another participating UMS University or College working 50% or more. Part-time employees employed at 50% or more shall be permitted tuition remission proportional to percentage of employment. Employees must have successfully completed their probationary period.

2. Staff and faculty members are limited to a maximum of (2) courses not to exceed (7) credit hours per semester tuition-free.

3. Regular employees may enroll in classes provided that the schedule of the classes does not interfere with the employee's assigned work shift or responsibilities. Tuition remission for classes scheduled during the employee's regular work shift may be approved only with the express written approval of the employee's supervisor or responsible administrator with certification that:

a) Such classes are job related and required by management; or

b) The taking of such classes will not adversely affect the operations of the employee's office or department.
In either case, the employee is required to fulfill all work requirements for the day(s) on which the classes are taken including compliance with approved or modified work schedules (i.e., starting times, stopping times and lunch periods), completion of assigned duties and responsibilities, and satisfaction of project deadlines. Supervisors may deny tuition remission for classes during the employee's regular work shift if the employee has failed to fulfill the work requirements for his/her position or if the taking of classes will have an adverse effect on the productivity of the office or department.

B. Tuition Remission for Spouses and Dependent Children of Faculty and Staff

1. Spouses and children of regular employees whose employment began prior to January 1, 1990, may receive tuition remission of 100% at both the undergraduate and graduate levels, subject to the restrictions noted in paragraphs 7, 8, 11 & 12 below. (Effective July 1, 1990, in accordance with BOR Policy, VII 4.20, paragraph II.A.l.)

2. Spouses and children of full-time regular employees whose employment began on or after January 1, 1990 and before July 1, 1992, may receive tuition remission of 100% on courses toward a first undergraduate degree only. Spouses and children of part-time employees employed at 50% or more shall be permitted tuition remission proportional to the faculty or staff member's percentage of employment. Tuition remission shall not apply to courses registered at the graduate or post-baccalaureate level.  (Effective July 1, 1990 in accordance with BOR Policy, VII 4.20, paragraph II.A.2.)

3. Spouses and children of full-time regular employees whose employment began on or after July 1, 1992, in addition to the restrictions outlined in paragraph number 5 above and paragraphs 7,8, 11 & 12 below, may receive tuition remission benefits only after the faculty or staff member has been in the university service for 2 years prior to the anticipated date of registration for course work. (Effective July 1, 1990, in accordance with BOR Policy, VII 4.20, paragraph II.A.3.)

4. Spouses may not be estranged or maintaining a separate domicile.

5. Children must be financially dependent upon the employee as defined by the U.S. Internal Revenue Service.

C. Graduate Assistants are limited to 9-12 credit hours per regular session and 6 credit hours per summer session tuition free. The space-available restriction does not apply to graduate assistants, but graduate assistants shall be governed by the provisions of the UMS policies and procedures governing graduate assistants.

D. Senior Citizens may receive tuition remission benefits for not more than 3 courses in a single academic semester or term. This privilege is available on a space available basis. Senior citizens may enroll in a degree granting program only if he or she is admissible to that program. To be eligible a Senior Citizen:

1. Must be a resident of the State of Maryland;

2. Must be 60-years of age or older;

3. Must be retired and chief income must be derived from retirement benefits; and

4. Must not be employed full-time.

E. Tuition remission benefit applies to tuition only. Payment of applicable fees or other charges are the responsibility of the applicant.

F. The exercise of the tuition remission privilege is subject to:

1. the availability of space after tuition-paying students have been accommodated;

2. the approval of the employee's immediate supervisor or department head;

3. the approval of the Area Vice-President; and

4. the approval of the Director of Human Resources or designated Human Resources Representative.

G. Consistent with Internal Revenue Service regulations, tuition remission for certain courses at the graduate and/or professional level will be reported as taxable income.

H. The Director of Human Resources or designee will determine eligibility for tuition remission and authorize the request if appropriate. Request forms are reviewed for proper completion. Determination of eligibility includes verification of employment status and funding sources from personnel rosters for employees; and for senior citizen, the review and photocopy of proof of age, residency, and retirement through a driver's license, birth certificate, and/or passport and written certification of retirement. Applicants are advised of eligibility requirements and that their signature on the request form indicates 1) that they have read and understand the requirements, and 2) their affirmation that the information on the form is accurate. Request forms are not valid unless signed by an authorized Human Resources Representative. Authorized requests will be forwarded to the appropriate University of Maryland System (UMS) institution or BSU Student Accounts Office. The employee will be provided a copy of the authorized request.

I. Requests from other UMS institutions for courses to be taken at BSU will be received and processed by the Director of Human Resources or designee. Review and processing includes verification of authorizing signatures, appropriateness of credit hours and original date of hire, submission of copies to the BSU Student Accounts Office and inclusion of necessary information in a database file.

J. The Director of Human Resources or designee will maintain appropriate records related to tuition remission and prepare an annual report on the use of the tuition remission program at BSU as requested by the Chancellor. Employee, student and enrollment information on authorized remissions is recorded and maintained in an automated database file. The names and actual credits remitted are verified through the BSU Registrar's Office each semester. Semester reports which include name, employee, spouse, dependent or senior citizen status, social security number, number of credit hours remitted and associated dollar amounts, degree level of courses, and home institution will be sent to the BSU Registrar, Academic Affairs Office and Financial Aide Office. Additionally, a list of individuals from other institutions receiving tuition remission for graduate courses and the amount remitted is sent to the institution Human Resources Offices each semester. (Effective July 1, 1990 in accordance with BOR Policy, VII 4.20, paragraph II.A.2.)

 

Effective Date:  08/29/1995