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Employee Tuition and Fee Policy

Employee Tuition and Fee Policy

Authority: 
Business Affairs
Date enacted or revised: 
REV March 6, 2013; May 2015
Employees of the University of Louisiana System and their spouses and dependent children may enroll at any of the institutions within the system at a reduced tuition, plus certain applicable fees as provided for in this policy. This policy shall apply only to courses and programs for which regular tuition is charged. Tuition reductions under this policy are considered Qualified Tuition Reductions for purposes of Internal Revenue System (IRS) Publication 970.

I.   The following conditions apply to faculty and staff:
A.  Faculty or staff members must be employed on a full-time basis at a University of Louisiana System institution. Enrollment at an institution other than the home institution requires the joint approval of the home institution president and the president of the institution the employee wishes to attend (“host institution”).
 
1.  Enrollment in classes may not conflict with work responsibilities.  Non-faculty employees who work a 40-hour week may not take more than three (3) credit hours per semester during normal     working hours.  All time taken for class attendance must be recorded as leave time if not taken during the employee’s normal lunch period or if such time exceeds the employee’s normal lunch period.  Total classroom attendance may not exceed three clock hours per week during normal working hours.  No restrictions are placed on attending night courses, 100% online courses, or courses outside of normal work hours. 

2.  Faculty/staff members may not take courses for credit which are taught in the department or the discipline in which the faculty/staff member is employed.
 
B.  Full time System Office staff may also attend any System institution.  Enrollment at an institution requires the joint approval of the System President and the president of the institution the employee wishes to attend.
 
C. Full time employees may enroll in undergraduate or graduate course work for up to six (6) hours per semester (or its equivalent under the quarter system) for a reduced charge of $25.00 per credit hour, not to exceed $150.00 for any undergraduate or graduate level courses.
 
D.  In addition to tuition, faculty and staff shall also be assessed the following fees: Academic Excellence Fee, Operational Fee, Facilities/Building Use Fees, Energy Surcharge, and Technology Fee, E-learning fees if applicable, and  special lab fees.  Participants must be assessed all State and federally required fees including fees approved by the Board of Supervisors for the University of Louisiana System.
 
E.  Retired faculty and staff, including those in the disability retirement system, who have served not less than 25 years in the University of Louisiana System shall maintain eligibility for this tuition and fee policy.

II. The following conditions apply to spouses and children of full time faculty and staff members.
F.  Spouses and dependent children of faculty and staff members employed on a full-time basis by a System institution are eligible to enroll in undergraduate course work and may attend another System institution with the joint approval of the employee's president and the president of the host institution.
 
G.  Similar dependent children of System Office staff employed in full-time service may also attend any System institution for undergraduate course work with the joint approval of the System President and the president of the institution the employee wishes to attend.
 
H.  In order for the employee to receive the tuition reduction for a dependent, the employee must attest that the dependent for whom the tuition reduction is sought qualifies as the employee’s “dependent child” for tax purposes as defined according to the Internal Revenue Tax Code Working Families Tax Relief Act of 2004 in the given taxable year in which the tuition reduction and fee waiver is sought under this policy.  The employee’s dependent child ceases to be eligible for the tuition reduction and fee waiver under this policy when the employee’s child no longer qualifies as a “dependent child” for tax purposes. For the purposes of this policy, a dependent child of divorced parents is treated as the dependent of both parents.
 
I.  Spouses and Dependent children of retired faculty and staff as provided in I.E shall be eligible for this tuition and fee policy.
 
J.  Spouses and Dependent children of deceased faculty and staff shall be eligible for this tuition and fee policy provided the faculty or staff was in service to or retired from the System as provided in I.E and eligible for the reduction when death occurred.
  
K. Spouses and dependent children are eligible for reduced tuition and fee waivers for undergraduate coursework only.
 
L.  The reduced tuition for spouses and dependent children shall be $25.00 per credit hour, not to exceed $300 ($200 per quarter) for full-time enrollment and shall be prorated for part-time enrollees.
 
M.  Spouses and Dependent children shall be assessed all State and Federally required fees including  the  following  fees:  Academic Excellence Fee, Operational Fee, Facility/Building Use Fees, Energy Surcharge Fee, E-learning fees if applicable, and Technology Fee and any and all student-assessed fees.  Participants must be assessed all State and federally required fees including fees approved by the Board of Supervisors for the University of Louisiana System.


 
III.  The Following Pertains to Continuing Eligibility to Participate:
Participants must maintain good academic standing in order to continue participation.  Withdrawal from courses may impact continuing eligibility to participate.
 
 
IV.  Waivers to allow exceptions to this policy can be granted.
Any exceptions to the provision of this PPM shall be submitted, with a full justification, to the University of Louisiana System President who shall determine if such an exception will be made.