6. Education

Non-exempt employees, spouses and children, when admitted in accordance with University of Dayton admission standards, are eligible for tuition remission benefits consistent with the eligibility for benefits (see page 6). Tuition remission will be granted to dependents of an employee when the employee’s anniversary date of hire into a benefits eligible classification (see page 6) falls within a two-week period after the start of the term. The same applies when percentage levels change due to an anniversary date. If the anniversary date occurs within the two-week period after the beginning of the term, the higher level of benefit will be given. Employees whose anniversary occurs between terms will qualify for the higher percentage of tuition remission the following term. If employment terminates before the end of the second week of classes, no tuition remission will be given.

6.2 Employee Tuition Remission – Undergraduate Courses

Employees are eligible immediately upon hire into a benefits eligible classification (see page 6) for 100% remission of tuition and University fee for undergraduate courses up to 18 credit hours per academic year (fall, spring, and the following summer terms) including not more than six hours in either the fall or spring term.

Whenever possible, employees are expected to attend classes held outside their regular working hours. Employees MUST obtain prior approval from their supervisor before registering for classes held during working hours. In the event an employee takes classes during working hours, time spent in class away from work should either be made up during the same work week or charged to vacation.

a. Registration - Employees who wish to take undergraduate credit courses in a non-degree program (Academic Enrichment Studies) must register each term in the Registration Office. Only 18 Academic Enrichment Studies hours may be applied to a University of Dayton undergraduate degree. For questions concerning registration, contact the Registration Office at 937-229-4131. Questions involving academic advising should be directed to Julie Mitchell at 937-229-2605. Employees who are current students may register on the Web at http://register.udayton.edu or go to Albert Emanuel Hall, Room 240.

b. Tuition remission will be credited to the employee’s bill automatically up to the number of credit hours per term allowable according to University policy. The employee will receive a bill for any balance of tuition owed after the remission credit along with all lab and special fees. Payment for the balance due on bills should be made directly to the bursar.

c. Employees who decide to withdraw from a course should do so as soon as possible after the beginning of the semester. Since charges are made to the tuition remission budget on a sliding scale according to when the course is dropped an early withdrawal results in lower charges.

NOTE: Employees taking 8 or more credit hours in a fall or spring term will be charged at the applicable University rate for ¾-time or full-time students, as appropriate to their case, however the University will pay for up to a maximum of 6 credit hours per term at the (lower) hourly rate for part-time students with the student paying for the balance of the cost.

6.3 Employee Tuition Remission – Graduate Courses

Employees are eligible immediately upon hire into a benefits eligible classification (see page 6) for 100% remission of tuition and University fee for graduate courses up to 18 credit hours per academic year (fall, spring, and the following summer terms) including not more than six hours in either the fall or spring term. Tuition Remission is not available to employees for Law School.

Whenever possible, employees are expected to attend classes held outside their regular working hours. Employees MUST obtain prior approval from their supervisor before registering for classes held during their working hours. In the event an employee takes classes during work hours, time spent in class away from work should either be made up during the same work week or charged to vacation.

a. After registering, the employee will receive a bill for any balance of tuition owed after the remission credit and for all lab and special fees. Payment for the balance due on bills should be made directly to the bursar.

b. Employees who decide to withdraw from a course should do so as soon as possible after the beginning of the semester. Since charges are made to the tuition remission budget on a sliding scale according to when the course is dropped, an early withdrawal results in lower charges.

6.4 Undergraduate Tuition Remission for Children and Spouse of Current and Deceased Employees

· Children and the spouse of an employee (see note 1, p. 41): Eligible for undergraduate tuition remission according to the following schedule:

Completed Years of Continuous Service in a Benefits Eligible Classification	Percent Tuition Remission
Less than 1	0%
1 but less than 2	50%
2 or more	100%

· Children and the spouse of a deceased employee (see note 2, p. 41): Eligible for tuition remission provided that the individual died while an employee of the University and had completed at least five years of full-time active service. This benefit is 100% tuition remission for undergraduate courses.

Regardless of the number of years of service, in the event that a full-time staff member dies while his or her children or spouse are enrolled as full-time undergraduate students at the University, tuition remission will be continued at the remission level for which the children or the spouse was eligible at the employee's death. This benefit will continue through the completion of the children's or spouse’s graduation.

a. Application for undergraduate tuition remission is required for each child or spouse of current or deceased employee under the following circumstances:

- any student who has interrupted status (occurs when a student does not register for consecutive terms)

No further application is required for returning students. Tuition remission will be credited to the student’s bill automatically in accordance with University policy. The employee will receive a bill for each child or spouse for the balance of tuition owed after remission credit and for all lab and special fees.

b. A student who wishes to withdraw from a course should do so as soon as possible after the beginning of the semester. Since charges are made to the tuition remission budget on a sliding scale according to when the course is dropped, an early withdrawal results in lower charges.

c. Scholarships and Financial Aid – An individual receiving tuition remission benefits may be eligible for other forms of financial aid including merit-based scholarships, need-based grants, and educational loans. Federal grants, such as the Pell Grant, are in addition to the 100% tuition remission benefits. State grants will be applied toward tuition before any tuition remission benefits are applicable. University scholarships may be reduced, depending on the value of the award. The maximum amount of a UD scholarship for dependents of UD employees is $1,000 per year and may be used toward fees and room and board. Dependents who are National Merit Scholarship Finalists may receive up to $2,500 per year from a UD scholarship and/or UD sponsored scholarship, which may be used toward fees and room and board. All families are eligible for low interest educational loans designed to cover other educational related expenses. Each employee is encouraged to investigate these programs by contacting the Scholarship and Financial Aid Office (937-229-4311).

6.5 Graduate/Law School Tuition Remission for Children and Spouse of Current and Deceased Employees

· Hired on or after January 1, 1983: no tuition remission for children or spouse.

Children - 70% tuition remission. Children must be unmarried (natural or adopted) who are considered dependents under the provisions of the Internal Revenue Code.

Graduate tuition remission for the spouse and children of an employee is considered to be taxable income by the IRS. The amount of graduate tuition remission will be added to the employee's gross pay each applicable term and all taxes will be withheld (based on the employee’s taxation option selected upon the application for graduate tuition remission). Taxation will continue at that level until the employee selects a new tax option. Forms are available in the office of human resources. Shortly after the beginning of the term, the employee will be notified in writing of the amount that will be taxed and the number of pays over which the tax will be deducted. If courses are dropped, the employee will be taxed on the cost assessed to the staff benefits account.

a. Application for graduate tuition remission is required for each child or spouse of employee under the following circumstances:

- any student who has interrupted status (has not registered for consecutive terms).

No further application is required for returning students. Tuition remission will be credited to the student’s bill automatically in accordance with University policy. The employee will receive a bill for each child or the spouse for the balance of tuition owed after remission credit and for all lab and special fees.

c. Scholarships and Financial Aid – Graduate students may be eligible for scholarships and grants in addition to the 100% tuition remission benefits. In addition, low interest educational loans are available to all students. For more information contact the Office of Scholarships and Financial Aid (937-229-4311).

NOTE 1: Individuals eligible for undergraduate tuition remission are the employee's spouse as well as natural or adopted children or stepchildren who are considered dependents for the purpose of the Internal Revenue Code and who are under age 25 at the beginning of the academic year, regardless of marital status. If the dependent turns 25 after the beginning of the academic year, such child will be eligible for tuition remission throughout the entire academic year in which the child or stepchild reaches 25.

NOTE 2: Children who are considered dependents for the purpose of the Internal Revenue Code will be eligible for tuition remission if under age 25 at the beginning of the academic year. If a dependent turns 25 after the beginning of the academic year, such child will be eligible for tuition remission throughout the entire academic year in which the child or stepchild reaches 25. Spouse’s of deceased employees are ineligible for tuition remission upon remarriage.

6.6 Tuition Remission Extension For Dependents Involuntarily Called to Active Duty

When an eligible employee’s dependent under age 25 is involuntarily called to active duty in any of the armed forces and that dependent would otherwise have been eligible to receive tuition remission during the period of duty, the dependent should be given tuition remission benefits for a period of time equal to the length of the active duty service or up to attaining age 25, whichever occurs first.

This period of time of eligibility will begin immediately following return from active duty and continue for the period of time stated above, as long as the parent remains employed at UD or is a retiree from the University of Dayton and is in a tuition remission eligible classification.

6.7 Tuition Remission – Continuing Education

Eligible staff members may, upon hire into a benefits eligible classification (see page 6), enroll in special non-credit courses offered on a space-available basis. Employees must register in the office of special programs and continuing education. They must then contact the office of human resources prior to the beginning of each course to complete a tuition remission form certifying the employee’s status and benefits entitlement.

6.8 Fees for Testing Out of Classes

An employee who is eligible for tuition remission and has successfully tested out of classes required for admission may be reimbursed for any testing fees. The employee is responsible for paying the fees. Upon completion of the test, a paid receipt should be submitted to the office of human resources for reimbursement. Spouses and dependents are not eligible for this benefit.

6.9 Tuition Exchange Program

The University of Dayton has been a member of Tuition Exchange, Inc. since the 1999-2000 academic year. This program provides the opportunity each year for a limited number of faculty or staff dependents per year to attend one of more than 500 colleges and universities nationwide. Participants in the program receive scholarships toward tuition at the university or college to which they are accepted. Scholarship amounts are set by Tuition Exchange, Inc. and can be found on their Web site (www.tuitionexchange.org). Scholarship amounts may or may not cover the full amount of the tuition at the chosen school. Employees will be responsible for any difference in tuition amounts.

To participate in the program, dependents must be accepted into the school of their choice and must also be accepted into the Tuition Exchange Program at that school. Many schools have limited slots available under the Tuition Exchange Program, so in some instances acceptance in the program is much more competitive than acceptance into the school.

Eligibility for the University of Dayton program is based on the seniority of the faculty or staff member. Seniority will be determined by first looking at the fiscal year of hire. Anyone hired within the same fiscal year will have the same seniority. If necessary to break ties within the same year, scholarships will be awarded by a lottery system. In determining seniority, years of service will be understood to mean years of continuous benefit-eligible service.

The eligibility for children of deceased employees and retirees will be determined in the same manner as for active employees, going by years of benefit-eligible service of the deceased employee or retiree.

The benefit under this program will be undergraduate tuition only for children of active and deceased employees and retirees who are eligible for 100% undergraduate tuition remission for their children. Eligibility criteria for children will be the same as for tuition remission at the University of Dayton. Spouses are not eligible under the Tuition Exchange Program.

Eligibility will be limited to 8 semesters/12 quarters that must be completed within five years. An appeal may be presented to the Vice President for human resources to extend the eligibility period. Applicants are encouraged to limit the Tuition Exchange applications to five institutions, increasing their chances of being considered credibly interested in the specific institutions of their choice. Applicants are also encouraged to apply for Tuition Exchange only as they make application for admission to member institutions. The University of Dayton will grant scholarship eligibility for four years except in cases where a student will become ineligible by virtue of reaching age 25 before the end of four years. In this case, the scholarship will be approved for a shorter time period. The exchange school may also accept the student under the Tuition Exchange program for less than four years, depending upon the policy of that school.

Once a child of an employee is awarded a Tuition Exchange scholarship, additional children in the same employee, deceased employee or retiree during any year in which the first child is still in the Tuition Exchange Program will be eligible only if there is space available and there are no other qualified applicants. If both parents are eligible for this benefit by virtue of working at the University, then each parent may sponsor a child with priority on the list being determined by the sponsoring parent’s years of eligible service.

Children of UD employees may apply for the program in their first, second, third or fourth years of college and will be considered for acceptance on the same basis as other children who apply in the same year. Children who are approved for a place in the program may begin in the first or second semester of the year for which they are approved.

The fee assessed to UD by Tuition Exchange, Inc. will be assessed to the employee once approved for the benefit. Application deadlines are November 30 of the year prior to the start of the next academic year.

6. EDUCATIONAL BENEFITS

6.1 General Tuition Remission Information – Credit Courses