Santa Clara University

STATEMENT

The University grants education benefits to provide opportunities for personal and educational development for all benefits eligible employees taking Santa Clara University courses for credit. It also grants tuition remission for spouses and children of eligible employees. Spouses and children pursuing an academic degree (matriculating) will be granted tuition remission for one degree, graduate or undergraduate.

PROCEDURES

Eligibility

Santa Clara University Courses

Current benefits eligible employees who have at least one year of continuous service with the University are eligible for tuition remission for themselves. Current employees who have at least three years of continuous service with the University are eligible for tuition remission for their spouses and children. Verification of dependent status is required for all undergraduate courses.

FACHEX

Eligible employees who have at least three years of continuous service with the University are eligible for tuition remission for their dependent children. Verification of dependent status is required. Participation in this program is in lieu of eligibility for enrollment at Santa Clara University.

Tuition Exchange Program

Eligible employees who have at least three years of continuous service with the University are eligible for tuition remission for their dependent children. Verification of dependent status is required. Participation in this program is in lieu of eligibility for enrollment at Santa Clara University.

The service requirement for all programs must be met within 15 calendar days of the close of late registration for the quarter/semester. Eligible children must be less than 25 years of age and claimed as a dependent for income tax purposes at the time of each and every registration for any undergraduate course and less than 30 years of age at the time of each and every registration for any graduate course. In the event that the employee resigns or is terminated, eligibility for this program will cease as of the end of the quarter/semester in which the employee leaves the University.

Eligibility for tuition remission continues for the spouse and/or dependent children of an eligible employee with ten years of continuous service who becomes disabled or dies during active employment or is on an approved leave.

Employees with twenty years of continuous service who resign or retire are eligible to receive tuition remission for themselves, their spouses and/or dependent children. All eligibility requirements as defined in the above programs must be met.

Eligibility for tuition remission continues for an employee, spouse and children when an employee is on an approved leave of absence.

Amount of Remission

Tuition remission covers 100% of tuition for employees and their dependents, provided the employee is working 30 hours or more per week. Employees working 20-29 hours per week will receive tuition remission on a pro-rated basis, and the benefit is not available to their dependents. Tuition remission does not include other costs such as books, laboratory, application, service, and other fees. All charges other than tuition must be paid to the University in the same manner as required of other students.

Requirements and Limitations

Courses Included

Santa Clara University

Tuition remission is available for all undergraduate and graduate courses offered in any term at the university, excluding ancillary or continuing education courses, and the executive MBA program. Employees will be granted tuition remission for up to a maximum of two undergraduate courses per academic year quarter, or six units for graduate courses per academic year quarter or semester, and one undergraduate course or three units for graduate courses per summer.  For purposes of administering this policy, one undergraduate course will be defined by the offering department in the schedule of classes, e.g., one course may be a 3 credit lecture while another course may be a 4 credit lecture plus lab.  The employee must pay tuition for any additional undergraduate courses or graduate units taken.   All normal course prerequisites must be met. Dependent children attending the Young Scholars' program are also eligible for tuition remission.

FACHEX

The Faculty-Administrator’s children exchange program (FACHEX) is a program in which children of eligible employees of participating Jesuit colleges and universities may apply for undergraduate admission to one of the institutions and, if accepted, are eligible for tuition remission subject to the terms and conditions set by the accepting institution.

Tuition Exchange Program

The Tuition Exchange Program is a national scholarship exchange program for institutions of higher education. Children of eligible employees may apply for undergraduate admission to one of the participating institutions and, if accepted, are eligible for tuition remission subject to the terms and conditions set by the accepting institution.

Admission Requirement

The employee, spouse or children must qualify for admission under the standards required of other applicants for Santa Clara University, FACHEX, and Tuition Exchange Program admission.

Registration

Employees, spouses, and children are permitted to register for courses during the general or late registration periods. Payment of the applicable registration fees or tuition penalties resulting from withdrawing from a course after the formal add/drop period are the responsibility of the employee.

Time-off from work

Release time for class during regularly scheduled working hours may be granted to employees provided the employee and his/her supervisor arrange in advance for the employee to make up the lost time without creating overtime payment. The operational requirements of the department must be taken into consideration when granting such release time.

Satisfactory completion

Employees, spouses and children must maintain the same academic standards required of other students to remain eligible for tuition remission.

Application Procedure

Tuition remission application forms are available from Human Resources. The applicant must meet eligibility requirements each quarter/semester. An applicant who is a full-time student or an employee taking classes need complete only one application per academic year. The application should be completed in the Winter or Spring quarter/semester of the prior academic year. Applicants who are employees and taking classes during work hours are required to have their supervisor sign the application, however the supervisor's signature does not guarantee release time. Employees must notify Human Resources immediately if they, their spouse or children become ineligible for the benefit.

Taxability

Courses taken under the tuition remission program may be subject to federal and/or state income tax. Verification of dependent status is required. In the event that benefits under this plan are deemed to be taxable income, the University may be required to withhold the applicable taxes from the employee’s paycheck(s). The employee will not be reimbursed by the University for any taxes owed.

RESPONSIBILITY

It is the responsibility of the employee to conform with the requirements outlined in this policy, in order to remain eligible for and receive these benefits. Human Resources is responsible for the interpretation and administration of this policy.

RESOURCES

Contact Human Resources if you have questions regarding this policy, including any questions relating to the taxation of the benefit. Questions regarding FACHEX can be addressed by the Financial Aid Office.

Policy Approved: October 23, 1998

Last Updated: February 7, 2002
Maintainer: Human Resources