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Staff
Handbook:
Employment Policies and Procedures:
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Part I — Earlham Benefits
Section 8
Tuition Remission
Tuition Remission for Dependent Children
The aim of the tuition remission program at Earlham
is to provide assistance to eligible full-time employees in meeting
the tuition costs of undergraduate education in degree programs
for employee dependents. This is a
tuition remission program; assistance will not be provided to pay
for fees, room, board, and other charges. The program is limited
to undergraduate education; if a dependent completes a B.A. program
without using all 8 semesters (4 academic years or 12 academic
quarters or terms) or equivalent of eligibility, he or she is not
eligible for further assistance toward another B.A. or higher degree
program.
Questions concerning eligibility or dependency that
arise in the administration of this policy will be resolved by
the Vice President
for Financial Affairs (see the Appeals procedure at the end of
this section).
Dependent children of full-time employees may receive,
upon written application to the Business Office, tuition scholarships
under
the following conditions:
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Upon the completion of two consecutive years
of full-time employment, the employee's child may receive a full
tuition scholarship while
attending Earlham as a student. The child shall pay all non-tuition
fees, regular room charges in college housing and board rates.
The child is subject to the same financial aid policies as are
other Earlham students; e.g., the child is eligible to receive
scholarship assistance for only one off-campus program.
Upon the completion of four consecutive years
of full-time employment, the employee's child may receive a tuition
scholarship, when attending
another regionally accredited college, equal to one-half of that
institution's tuition or one-half of Earlham's tuition, whichever
is less. The scholarship is paid directly to the institution, not
to the employee nor to the child.
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This tuition scholarship for all the employee's
children will be limited to 32 semesters or 48 terms (the equivalent
of 16 "academic
years" of undergraduate education), no more than 16 semesters
or 24 terms (eight (8) academic years) of which may be at institutions
other than Earlham College. Participation in the GLCA Tuition Exchange
and/or the tuition export benefit are each applied against this
combined 16 semester limit. Under this policy, tuition scholarships
for any individual shall be limited to 8 semesters (4 academic
years) at Earlham or a comparable period of time at other institutions
or a combination thereof. Tuition scholarships paid for part-time
enrollment during academic semesters (or other terms) or short
academic terms will count as full academic semesters.
In order to qualify for assistance under this
tuition scholarship program, the employee and his/her dependent
first must attempt
to qualify for all potential government (federal and state) sources
of aid, unless waived in writing by the Business Office before
March 1. Earlham assistance will not be granted until the Earlham
employee can demonstrate that application has been made. Assistance
from non-Earlham sources (e.g., federal government, state government,
another college) will be taken into account in determining the
amount of Earlham assistance, according to the following rule:
the combination of Earlham and non-Earlham assistance will not
exceed the total tuition costs.
For example, assume that the Earlham College tuition
(not including fees) is $24,000. The maximum Earlham tuition scholarship
for a
student attending another institution is $12,000, which is one-half
of Earlham's tuition, even if the other institution's tuition exceeds
that of Earlham. If the other institution's tuition is less than
Earlham's (e.g., $18,000), the Earlham tuition scholarship is limited
to one-half of the lower tuition figure (in this example, one-half
of $18,000, or $9,000). For answers to specific situations, please
contact the Business Office.
For dependents receiving tuition remission, any non-tuition-specific
outside scholarships may be applied to non-tuition cost of attendance
items. However, if the outside scholarship is tuition-specific, then it
reduces the tuition benefit, so that the combination of the scholarship
and the tuition remission do not exceed tuition costs.
The student must be enrolled in a regionally
accredited four-year undergraduate college or in a regionally accredited
two-year college.
Employees who are on an approved leave of absence
for not more than one year may apply in writing for tuition remission
for their
dependents, stating the nature and the duration of the leave of
absence, provided that they are not employed full-time elsewhere.
Students on Earlham administered off-campus study
programs, either domestic or foreign, shall be entitled to the
same scholarship
as if they were on campus, i.e. up to Earlham’s tuition.
However, if they participate in an off-campus program administered
by another institution the scholarship shall be equal to one-half
of that institution's on-campus tuition or one-half of Earlham's
tuition, whichever is less. The other institution in which the
student is enrolled must be regionally accredited.
Children of employees who are no longer considered
to be dependent upon their parents under IRS or Department of Education
guidelines
will not be eligible for tuition scholar-ships. Dependency requires
that the child be claimed as a dependent on the latest Federal
Income Tax return. In no case will a child be considered dependent
for academic terms beginning after his or her 25th birthday.
Tuition scholarships shall be extended to the
dependent children of deceased employees and to the dependent children
of employees
who have retired because of age or disability, provided that the
employee had an unbroken service record of seven or more years
of full-time service with Earlham.
Children of full-time employees are not eligible
to apply these tuition scholarships to any high-ability high school
student program
or summer programs at Earlham
College or elsewhere.
Dependents eligible for tuition scholarships
shall not be considered eligible
for other Earlham scholarships.
Tuition Exchange for Dependent Children
GLCA Tuition Exchange: In special situations, the
dependent children of full-time Earlham employees may be eligible
for Tuition Exchange
at other GLCA colleges,
provided that they have satisfied the years of service requirements for Tuition
Export. Please inquire in the Business Office.
Tuition Remission for Employees
After the first year of employment, full-time and
part-time employees will be eligible, upon written application
to the Business Office,
to take up to five
semester hours per semester at Earlham College or one graduate course at the
Earlham School of Religion without paying tuition upon admission to the academic
program. (Note that graduate credit tuition scholarship grants may be considered
taxable income and, if so, will be reported on the employee’s W-2.)
In order to use this benefit the following conditions
must also be met:
The immediate supervisor of the employee approves
release time to attend the course.
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The employee shall not be paid for any working
hours spent in attending the course, but if it is practical may
be granted
the opportunity by the supervisor
to make up the lost work time while attending the class during the same
workweek.
The requirements of the employee's job assignment
must always take priority, so that class attendance does not result
in
inconvenience or hardship for
other employees.
Tuition Remission for Spouses
Upon the completion of two years of full-time employment,
the employee's spouse will be eligible to take undergraduate courses
at Earlham College
tuition-free
if he or she does not hold a bachelor's or higher degree and is admitted
to the College. Tuition Remission for spouses does not extend to
classes offered
by
ESR. Waivers to this policy must be approved in writing by the Provost,
the Vice President for Financial Affairs or the Dean of ESR.
Appeals under Tuition Remission
Employees who feel that they have been denied tuition
scholarships benefits to which they are entitled must submit an
appeal in
writing to the Vice President
for Financial Affairs before the first official day of classes of the academic
semester or term at the college or university that the student is attending
and for which the tuition scholarship application is being made.
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