Ohio Admin. Code 3364-25-35 - Tuition waiver policy
(A)
Policy
statement
(B)
Purpose of
policy
(C)
Scope
(1)
All main campus and health science campus benefit
eligible full-time and regular part-time (minimum twenty hours per week)
employees are eligible for tuition waiver effective the first semester
following date of hire and following successful completion of the probationary
period. The human resources department will verify employee eligibility.
(a)
Employees are
eligible for maximum of eight credit hours of tuition per semester.
(i)
Full-time
employees are eligible for one hundred per cent tuition waiver for
undergraduate courses. For graduate courses, the tuition waiver will cover the
program per credit hour tuition rate, not to exceed the non-specialized
graduate tuition per credit hour rate.
(ii)
Part-time
employees are eligible for pro-rated tuition waiver according to their full
time employment ("FTE") status for undergraduate courses. For graduate courses,
the tuition waiver will cover the pro-rated program per credit hour tuition
rate, not to exceed the non-specialized graduate tuition per credit hour rate
according to FTE status.
(iii)
Courses in the
doctorate of medicine program at the college of medicine are excluded from
coverage, as are any students enrolled as medical students.
(iv)
The waiver
cannot be applied to coursework used for the J.D. program at the college of law
unless precluded by collective bargaining agreements. Employees who
matriculated into the J.D. program at the college of law prior to June 30, 2020
are eligible to continue to use the tuition wavier for college of law
coursework until they complete the program as long as they are continuously
enrolled and continuously employed by the university.
(b)
The
tuition waiver request form must be submitted prior to the semester payment due
date posted by the office of the treasurer.
(c)
The tuition
waiver will only pay for each course only once including courses that are
retaken due to a withdrawal unless the withdrawal is due to an extenuating
circumstance as defined in rule
3364-71-16
of the Administrative Code (the university's administrative adjustment for
extenuating circumstances policy). The only exception is courses that are
designed to be repeated for credit.
(2)
Spouses of
benefit eligible full-time and part-time (minimum twenty hours per week)
employees are eligible for tuition waiver for undergraduate courses subject to
the following:
(a)
Spousal eligibility will be verified through a marriage
certificate.
(b)
All employees must complete one calendar year of
service with the university prior to the first day of the academic term to
which the benefit applies before the spouse is eligible for coverage under this
policy.
(c)
The human resources department will verify spousal
eligibility.
(d)
Spouses are eligible for a maximum of one hundred fifty
undergraduate credit hours of waived tuition.
(e)
The tuition
waiver request form must be submitted prior to the semester payment due date
posted by the office of the treasurer.
(f)
The tuition
waiver will only pay for each course only once including courses that are
retaken due to a withdrawal unless the withdrawal is due to an extenuating
circumstance as defined in rule
3364-71-16
of the Administrative Code (the university's administrative adjustment for
extenuating circumstances policy). The only exception is courses that are
designed to be repeated for credit.
(g)
Coursework is
subject to annual verification of satisfactory academic progress where
satisfactory academic progress is defined by rule
3364-71-01 of the Administrative
Code (the University's Academic standing policy).
(3)
Dependent
children of benefit eligible full-time and part-time (minimum twenty hours per
week) employees are eligible for tuition waiver for undergraduate courses
subject to the following:
(a)
Dependents children are defined as:
(i)
Natural children,
stepchildren or adopted children of the eligible employee;
(ii)
Younger than
twenty-four years old as of the end of the calendar year, or any age if
permanently and totally disabled at any time during the year;
(iii)
Unmarried;
and
(iv)
Claimed as an IRS tax dependent on the eligible
employee's income taxes.
(b)
All employees
must complete one calendar year of service with the university prior to the
first day of the academic term to which the benefit applies before dependent
children are eligible for coverage under this policy.
(c)
The human
resources department will verify dependent eligibility.
(d)
Dependent
children are eligible for a maximum of one hundred fifty undergraduate credit
hours of waived tuition.
(e)
The tuition waiver request form must be submitted prior
to the semester payment due date posted by the office of the
treasurer.
(f)
The tuition waiver will only pay for each course only
once including courses that are retaken due to a withdrawal unless the
withdrawal is due to an extenuating circumstance as defined in rule
3364-71-16
of the Administrative Code (the University's Administrative adjustment for
extenuating circumstances policy). The only exception is courses that are
designed to be repeated for credit.
(g)
Coursework is
subject to annual verification of satisfactory academic progress where
satisfactory academic progress is defined by rule
3364-71-01 of the Administrative
Code (the University's Academic standing policy).
(4)
For employees who
have completed a minimum of five years of service at the university and who
retire from the university through a state retirement system or the alternative
retirement program, the employees' eligible dependents will be entitled to use
the tuition waiver benefit until the last day of the academic term in which the
fifth anniversary of employee's retirement occurs unless precluded by
collective bargaining agreements. Eligible dependents who matriculated in a
degree-seeking program at the university of Toledo prior to June 30, 2020 are
eligible to continue to use the tuition wavier until they complete the program
as long as they are continuously enrolled.
(5)
If an eligible
employee dies and, at the time of the event, he or she had completed at least
five years of service, the tuition waiver benefit will apply as follows. The
employees' surviving spouse (so long as he or she has not remarried) and
eligible dependents who have used this benefit once during the ten-year period
following the date of the employee's death will be entitled to continue to use
the benefit until they graduate or are no longer eligible for the benefit
unless precluded by collective bargaining agreements.
(6)
For changes in
employment status other than retirement or death during a semester in which a
fee waiver is in effect for the employee, spouse or dependent, the employee
will be eligible to receive the benefit only for the remainder of the term in
which the change in employment status occurs unless precluded by collective
bargaining agreements.
(7)
Reciprocity with Bowling Green state university
("BGSU"):
(a)
The reciprocity program is available only for employees.
Spouses and dependent children are not eligible to participate.
(b)
Reciprocity is
available only for programs of study not offered at the university of
Toledo.
(c)
Courses of study must be degree-seeking and taken for
credit.
(d)
Courses and programs in the university of Toledo's
college of law and college of medicine and life sciences are not included in
the reciprocity agreement.
(e)
Eligible
employees must follow BGSU rules and regulations regarding use of BGSU waiver
which is available from the BGSU human resources - https://www.bgsu.edu/human-
resources/benefits/tuition-fee-waivers.html
(f)
This benefit is
available only for as long as both the university of Toledo and BGSU agree to
maintain the reciprocity agreement between the two institutions.
(D)
Procedure
(1)
Scheduling courses for employees
(a)
Scheduled courses
and related course work should not interfere with the performance and
completion of job duties and responsibilities of faculty, staff, and employees.
The individual's supervisor determines any effect on job
performance.
(b)
Classified civil service employees may not take courses
during regularly scheduled working hours. In the event the job requires the
courses and the courses are work-related, or if the courses are required for a
degree and are not offered at another time, the employee may be permitted to
take the courses during regularly scheduled working hours. The employee will be
required to make up the work time. The employee may not utilize break times to
make up this time. The employee may make up the time before or after regular
work hours or on Saturdays. Any arrangements for unpaid leave will result in
temporary reduction in pay. The employee's immediate supervisor must approve
arrangements for any courses taken during regularly scheduled working hours and
the employee must notify in writing the human resources department
("HR").
(c)
Unclassified staff may take courses during working
hours provided the individual's immediate supervisor and vice president approve
in advance in writing.
(d)
Immediate supervisors and vice presidents should
exercise reasonable efforts to provide a flexible work schedule in situations
in which courses must be taken during regularly scheduled work
hours.
(2)
Waiver applications
(a)
Courses of study
taken by spouses and dependents must be degree-seeking and taken for
credit.
(b)
The tuition benefit cannot be used for enrollment in
non-credit courses or credit courses which are audited.
(c)
Eligible students
must apply for admission to the university of Toledo through the admissions
office and register for courses through the university's registration
process.
(d)
Tuition waiver applications must be completed online in
the "MyUT" portal by the employee.
(e)
Tuition waivers
must be submitted each semester for each eligible student. Tuition waiver
applications must be received prior to semester payment due date of the term in
which the student is registered. Retroactive tuition waiver applications will
not be processed.
(f)
Payment of all fees not covered by the waiver are the
student's obligation. HR will not be responsible for the removal of late fees
on the student's account prior to the waiver submission.
(g)
Tuition waiver
applies to the first enrollment of a course with the exception of courses that
are intended to be repeated for credit and withdrawals that are made for
extenuating circumstances as defined in rule
3364-71-16
of the Administrative Code (the University's Administrative adjustment for
extenuating circumstances policy). The class participant will be charged the
full tuition if they wish to retake a course for which a grade was previously
issued.
(h)
The tuition waiver can only be applied to university of
Toledo tuition assessment for the fall, spring and summer
semesters.
(i)
With the exception of the reciprocity agreement with
BGSU, the tuition waiver can be applied to university of Toledo
only.
(3)
The provost and HR are authorized to create additional
employee waiver benefits to support instruction in strategically identified
academic programs. The terms of those waivers will be specified by the provost
and implemented by HR.
Notes
Promulgated Under: 111.15
Statutory Authority: 3364
Rule Amplifies: 3364
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