Tuition for Employees and Dependents Registered as Students (II.D.3)

Volume ­II: Business and Finance
Chapter D: Tuition and Scholarships
Responsible Executive: Chief Financial Officer and Treasurer
Responsible Office: Office of the Vice President for Human Resources and Office of the Bursar
Date Issued: March 1, 2018
Date Last Revised: N/A

TABLE OF CONTENTS

Contacts
Statement of Policy
Reason for This Policy
Individuals and Entities Affected by This Policy
Exclusions
Responsibilities
Definitions (defined terms are capitalized throughout the document)
Related Documents, Forms and Tools
Website Address for This Policy
History and Updates
Appendix

CONTACTS

STATEMENT OF POLICY

The University provides financial assistance for the ongoing education of qualified Employees, Spouses of Employees and Children of Employees as outlined below.

1. Tuition for Employees
   1. Eligible Employees registered in Purdue credit courses offered by any of the University’s campuses are eligible for a partial remission of tuition and will be assessed the applicable staff rate (resident or non-resident) approved annually by the Board of Trustees.
   2. The staff rate will apply to credit courses offered during the fall and spring Semesters, Summer Period, evening credit classes, credit extension classes, and summer intensive credit classes and may include undergraduate or graduate level courses subject to the following conditions:
      1. The Employee’s appointment must have been in effect during the first six weeks of a Semester, or prior to the date specified by the Office of the Bursar of the Summer Period.
      2. With the approval of the employing department head, eligible Employees of Purdue University may enroll for seven Credit Hours per Semester and four Credit Hours during the Summer Period. Exceptions to the seven and four Credit Hour limitations must be approved in advance by the employing department head and the applicable Vice President, Vice Provost or Vice Chancellor.
      3. The staff rate will apply for a maximum of seven Credit Hours per semester and four Credit Hours for the Summer Period. In addition, students will be charged all applicable special fees, technology fees, lab fees, deposits, workshop fees and differential fees. Employees authorized to enroll for more than the Semester and Summer Period limitations will be assessed the full Credit Hour tuition and other mandatory fees assessed for each additional credit hour in excess of the maximums.
      4. If an Employee’s appointment terminates within six weeks after the start of a Semester, or prior to the date specified by the Office of the Bursar for the Summer Period, and course work is continued, full tuition and fees will be assessed for the Semester or Summer Period.
      5. The Employee is subject to classification as a resident or non-resident in accordance with the policy on Residence Classification of Students for Tuition Purposes (II.D.1), and the corresponding staff rate will apply.
      6. If the Employee is a retiree, the requirements of the policy on Status and Privileges of Retired Faculty and Staff, Surviving Spouses and Surviving Children (VI.A.1) apply and only items b, c and e above.
      7. Adjunct faculty and associate staff as defined in Executive Memorandum No. C-12, as amended or superseded, who meet the requirements of items a through e above are eligible for the staff rate.
   3. Employees and adjunct faculty and associate staff noted in A.2.g above may register to audit a course without the payment of tuition and receive no credit for course work, subject to these conditions:
      1. The maximum number of hours is seven hours per Semester and four hours during the Summer Period.
      2. Enrollment as a visitor requires the approval of the Employee’s department head and the course instructor.
      3. Employees will be charged all mandatory fees, special fees, and differential fees established for the course or program.
      4. No fees will be charged to Employees who register for a course at the request of their supervisor for the purpose of job training and who do not receive academic credit for the course.
2. Tuition for Spouses of Employees and Special-Assignment Adjunct Faculty and Staff
   1. Spouses of Employees and Special-Assignment Adjunct Faculty and Staff registered in Purdue credit courses offered by any of the University’s campuses are eligible for a partial remission of tuition and will be assessed the applicable staff spouse rate (resident or non-resident) approved annually by the Board of Trustees.
   2. The staff spouse rate will apply to credit courses offered during the fall and spring Semesters, Summer Period, evening credit classes and summer intensive credit classes, and may include undergraduate or graduate level courses subject to the following conditions:
      1. The Employee or Special-Assignment Adjunct Faculty and Staff member must have been employed on a continuous basis for at least two years before the Spouse is eligible for the tuition remission.
      2. The staff spouse rate will be charged to students for a maximum of seven credit hours per Semester and four credit hours during the Summer Period. In addition, students will be charged all applicable special fees, technology fees, lab fees, deposits, workshop fees and differential fees. Students who enroll in more than the Semester and Summer Period limitations will be assessed the full Credit Hour tuition and other mandatory fees assessed for each Credit Hour in excess of the maximums.
      3. If the Employee's or Special-Assignment Adjunct Faculty and Staff member’s appointment terminates within six weeks after the start of a Semester, or prior to the date specified by the Office of the Bursar for the Summer Period, and course work is continued, full tuition and fees will be assessed for the Semester or Summer Period.
      4. The Spouse is subject to classification as a resident or non-resident in accordance with the policy on Residence Classification of Students for Tuition Purposes (II.D.1), and the corresponding staff spouse rate will apply.
3. Tuition for Spouses of Regular Adjunct Faculty and Associate Staff
   1. Unless eligible for remission under Standard S-8 (Tuition for Employees of Affiliated Entities), the Spouse of an adjunct faculty or associate staff member (as defined in Executive Memorandum No. C-12, as amended or superseded) registered for Purdue credit courses offered by any of the University’s campuses is not eligible for tuition remission in the same manner as Spouses of Employees and Special-Assignment Adjunct Faculty and Staff. 
   2. A Spouse, as described in C.1 above, enrolled as a non-resident student is eligible for remission of the amount by which non-resident tuition exceeds resident tuition, but is responsible for all resident tuition and applicable fees, subject to the condition specified in C.3 below.
   3. If the adjunct faculty or associate staff member’s appointment or assignment at the University terminates within six weeks after the start of a Semester, or prior to the date specified by the Office of the Bursar for the Summer Period, and course work is continued, full tuition and fees will be assessed for the Semester or Summer Period.
4. Tuition for Children of Employees and Special-Assignment Adjunct Faculty and Staff
   1. Children of Employees and Special-Assignment Adjunct Faculty and Staff enrolled in Purdue credit courses offered by any of the University’s campuses are eligible for and will be assessed the applicable staff child rate (resident or non-resident) approved annually by the Board of Trustees. The parent or legal guardian of the Child must meet one of the following criteria:
      1. The parent or guardian is an Employee or Special-Assignment Adjunct Faculty and Staff member whose appointment is in effect during the first six weeks of a Semester, or prior to the date specified by the Office of the Bursar for the Summer Period, or
      2. The parent or guardian is an official retiree (see definition of Employee).
   2. To be eligible for the tuition remission, the Child must not have earned a baccalaureate or professional degree from any institution; must be seeking a degree offered by the West Lafayette, Fort Wayne or Northwest campuses; and must be less than 26 years of age. Qualified Children who are enrolled and turn 26 years of age will be eligible for the tuition remission as long as they are continuously registered, excluding the Summer Period, and seeking a Purdue University degree.
   3. Tuition remissions for eligible Children will be discontinued when:
      1. The student attains his/her first baccalaureate degree or professional degree, from any institution, or
      2. The student is not continuously enrolled after age 26.
   4. The tuition remission for Children who qualify under the conditions outlined in D.1 through D.3 applies for registration in credit classes offered during an academic Semester, Summer Period, evening credit classes and credit extension classes. The student will be required to pay any deposits, workshop fees, technology fees, special fees, laboratory fees or differential fees approved for a course or program of study.
   5. The tuition remission for Children who qualify under the conditions outlined in D.1 through D.3 does not apply to graduate level study or programs developed specifically for external sponsors or to other targeted audiences.
   6. The Child is subject to classification as a resident or non-resident in accordance with the policy on Residence Classification of Students for Tuition Purposes (II.D.1), and the corresponding staff child rate will apply.
   7. If an Employee's or Special-Assignment Adjunct Faculty and Staff member’s appointment terminates within six weeks after the start of the Semester, or prior to the date specified by the Office of the Bursar for the Summer Period, and course work is continued, full student tuition and fees must be paid for the Semester or Summer Period.

REASON FOR THIS POLICY

The University’s primary goals for tuition remissions are to provide Employees with the opportunity to broaden their own knowledge and to reduce the financial burden for family members who register for courses offered by any of Purdue University's campuses.

INDIVIDUALS AND ENTITIES AFFECTED BY THIS POLICY

All campuses, colleges, schools, departments, offices, units and Employees of Purdue University.

EXCLUSIONS

This policy does not apply to tuition remissions offered to graduate student staff or their spouses. Refer instead to the standard on Graduate Student Staff Benefits (S-3) for information.

This policy does not apply to tuition remissions offered to Purdue University employees for course offered or administered by Purdue University Global. Refer to policies issued by the Purdue University Global board and/or administration for any applicable tuition remissions.

RESPONSIBILITIES

Chief Financial Officer and Treasurer

• Oversee the administration of this policy.

Vice Presidents, Vice Provosts and Vice Chancellors

• Review and make determinations on requests for Employees within their unit to enroll in more than the designated maximum number of Credit Hours.

Offices of the Bursar

• Assess tuition and fees in accordance with this policy and with the rates approved annually by the Board of Trustees.
• Issue tuition and fee refunds in accordance with standard refund procedures and practices.

Human Resources

• Assist supervisors and department heads in determining the eligibility of their Employees.

Employees, Spouses, Children, Adjunct Faculty and Associate Staff

• Provide any documentation requested by the University to verify eligibility under this policy.

DEFINITIONS

All defined terms are capitalized throughout the document. Additional defined terms may be found in the central Policy Glossary.

Child(ren)
A child of the Employee who meets the eligibility requirements for benefits as defined by the University.

Credit Hour
Normally one lecture or recitation hour per week for one semester equals one hour, or its equivalent for summer sessions, evening credit classes, credit extension classes, summer intensive courses, and credit workshops.

Employee
For purposes of this policy, Employees include:

1. Faculty and regular staff (i.e., not temporary or through a third-party contract) employed by Purdue University half-time or more for a period of time expected to continue for more than a year.
2. Individuals as defined above on approved leave of absence, with or without pay.
3. Official retirees of Purdue University as defined in the policy on Status and Privileges of Retired Faculty and Staff, Surviving Spouses and Surviving Children (VI.A.1), as amended or superseded.
4. Individuals as defined in item 1 above receiving benefits from one of the University's disability programs.

Semester
Regular fall and spring semesters as defined in the academic calendar for each campus.

Special-Assignment Adjunct Faculty and Staff
An adjunct faculty or associate staff member (as defined in Executive Memorandum No. C-12, as amended or superseded) who is employed full-time by the United States Department of Agriculture or who is on active duty as a member of the Armed Forces, and all of whose duties are, in each case, performed on a Purdue University campus.

Spouse
The legal spouse of the Employee. Separated spouses are still legally married.

Summer Period
The period between spring commencement and first day of fall classes and includes all summer session offerings as defined in the academic calendar for each campus.

RELATED DOCUMENTS, FORMS AND TOOLS

Dependent eligibility requirements

Related policies and standards:

• Classes of Purdue University Appointments for Personnel Not on the University Payroll (C-12)
• Graduate Student Staff Benefits (S-3)
• Residence Classification of Students for Tuition Purposes (II.D.1)
• Status and Privileges of Retired Faculty and Staff, Surviving Spouses and Surviving Children (VI.A.1)
• Tuition for Employees of Affiliated Entities (S-8)

WEBSITE ADDRESS FOR THIS POLICY

www.purdue.edu/policies/business-finance/iid3.html

HISTORY AND UPDATES

March 1, 2018: This policy supersedes the policy on Fees for Staff, Spouses of Staff, and Children of Staff Registering as Students in the University (Executive Memorandum No. C-7), dated January 24, 2000. In accordance with Board of Trustees action taken on October 13, 2017, the requirement for payment of income tax in Indiana was removed and references to residence classification were added. Definitions for Employee, Spouse, Child and Special-Assignment Adjunct Faculty and Staff also were added.

APPENDIX

There are no appendices to this policy.