Tobacco Use Policy

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HR 4.2 Policies and Guidelines For Tuition Remission And Exchange Programs At Virginia Wesleyan University

All faculty, staff and full time employees of campus-based Aramark and Sodexo, and in some cases their dependents, are eligible for Tuition Remission and Tuition Exchange through The Tuition Exchange (TTE) and The Council of Independent Colleges Tuition Exchange (CICTE).

TUITION REMISSION

This program offers free tuition at VWU to all full-time University employees, full-time Aramark and Sodexo employees assigned to the VWU campus, and their dependent children and/or spouse (please see Definitions section). To qualify for this benefit you must: - Have been employed by VWU, Aramark, or Sodexo for one full year before the start of the semester in which you, or your dependent(s) wish to take classes, - Be a full-time employee, or a regularly scheduled part-time employee working a minimum of 20 hours per week (please note: dependents of part-time employees are not eligible for this benefit), - Have completed an application for Tuition Remission in accordance with the deadlines as follows: July 15 – fall semester, December 15 – spring semester, May 1 – summer semesters. If you submit a Tuition Remission form for the fall semester, you do not need to complete one for the spring semester. However, if you submit one for the spring semester, you must still complete one for the following fall. A form must always be submitted for the summer semesters. Tuition remission is not available for January Term. Each employee is expected to successfully complete each course. An employee who fails to complete two or more courses taken in this program will be required to reimburse the University at a rate equal to 1/3 the current posted rate for the course in question. Such reimbursement begins with the second unsuccessfully completed course. Full time employees who are working toward a degree may take no more than 6 courses in the remission program in any given fiscal year; there is a limit of 18 credit hours per semester of enrollment at VWU in the Tuition Remission program. Students will pay regular, existing costs for overloads. No employee may take the same course twice tuition free. Employees who are taking courses but are not working toward a degree may take no more than 2 courses in any fiscal year. Part-time employees may take no more than one course per semester. Students may enroll in classes through Tuition Remission on a space available basis only. Applications for tuition remission for employees should be received by Human Resources in accordance with the above indicated schedule, but in all cases must be received by Human Resources prior to the start of classes.

TUITION REMISSION FOR ONLINE PROGRAMS

Tuition remission is available for all eligible full-time employees who are accepted into the University's online MBA or Degree Completion programs. Tuition remission is not available for spouses and/or dependent children enrolled in the online MBA or Degree Completion programs. Tuition remission is available for all eligible employees, their spouse and/or their dependent children taking online courses while enrolled in the traditional undergraduate program or Evening and Weekend Program.

TUITION EXCHANGE

To be eligible for this program an employee must: - Be a full-time administrative employee or faculty member of VWU, - Have been employed for one full year prior to the start of the semester in which your dependent child wishes to take classes and,

- Have completed the Intent to Apply form prior to October 31 of the year preceding the dependent’s entry into college. After one year of employment, eligible employees may apply for tuition privileges for their dependent children within one of two Tuition Exchange programs in which the University participates. The lists of member institutions are available online for TTE at www.tuitionexchange.org, and for CICT at www.cic.edu, and/or from the Director of Financial Aid and/or the Director of Human Resources. The University must maintain a balanced exchange program, which means that in some years we may not be able to send out our students or accept those from other institutions. The exchange program requires reciprocity and we must remain in balance as part of the criteria for membership in the programs. Applications for the Tuition Exchange program may be obtained from the Financial Aid Department. An Intent to Apply for Tuition Exchange Form may be obtained from the Department of Human Resources and must be submitted before October 31 for the following academic year.

Tuition Assistance

Effective July 1, 2018, this benefit was eliminated for any new hire from that date forward. Any faculty employed prior to July 1, 2018 have grandfathered eligibility for the Tuition Assistance Program. Staff are not eligible for this benefit. Any faculty employed after this date are eligible CICTE or TTE. Below describes the program as it applies for current participants. With this program, VWU will pay up to ½ of the posted VWU tuition charge each semester per accepted applicant for a dependent child of an administrative employee (see Definitions later in this document) or of a VWU faculty member’s dependent who is enrolled in another institution. Such grants are limited to the amount budgeted each year. To qualify for this program, faculty and staff must: 1. Have been a full-time administrative employee or faculty member of Virginia Wesleyan University, 2. Have been employed for one full year before the start of the semester in which your dependent child wishes to take classes, 3. Have completed the Intent to Apply Form prior to October 31 of the year preceding the dependent’s entry into another institution less any financial aid given. These forms are available from the Human Resources Department.

If the employee leaves VWU during the time a dependent child is enrolled in another institution through the Tuition Assistance Program, the tuition assistance will be prorated based on the percentage of the semester the employee is actively employed at VWU. If the complete semester has already been paid for by VWU, the leaving employee will be responsible for reimbursing the university accordingly. Each year, the Cabinet will approve, during the budget process, the amount of Tuition Assistance that will be available for the following academic year. The Office of Finance and Administration will notify each employee of the final decision on his/her tuition assistance request. When budget limitations occur, consideration will be given to length of service. In addition, please refer to “General Guidelines” (later in this document) to determine how tuition assistance grants will be allocated when budget limitations occur.

Definitions Dependent:

- Is under 25 years of age at any time during enrollment in the appropriate tuition program, - Is the documented dependent of the employee (not just of the employee’s spouse) and is included on the employee’s federal tax return as a dependent, and - Is the documented legal son or daughter of the employee (i.e., the employee himself or herself is the documented legal parent or guardian of the child).

Administrative Employee:

Is a department head and/or a member of upper management who has the authority to hire and fire. (Please note: This definition is effective August 2005. Any exempt employee who is currently using this benefit and who does not fit this new definition will be allowed to continue using the Tuition Assistance benefit for his/her dependent(s) who is currently receiving tuition assistance from VWU).