Tuition Waiver Guide

Summary. Hamline University actively supports opportunities for the growth and development of the whole person. As a community, we strive every day to deliver lifelong learning as a cornerstone of our mission as a university.

Hamline currently participates in five programs that provide tuition exchange, or waivers, with other cooperating institutions to fund or subsidize a portion of personal expenses associated with the cost of higher education. Hamline’s participation in these programs is subject to change, as are the eligibility requirements of each program. The following sections will guide you through the various programs currently available.

I. The Hamline Employee Tuition Waiver Program
II. The Council of Independent Colleges 
III. Tuition Exchange Program Inc.
IV. The Associated Colleges of the Twin Cities
V. Mitchell Hamline School of Law
VI. General Questions for Tuition Waiver Programs

The guide supersedes all previously issued. This guide is for informational purposes only. It is not a contract of employment, and nothing in it is intended to create or imply a contract for employment or for the provision of any employment benefit. Hamline University reserves the right to interpret the provisions of this guide and to modify any or all matters contained in it at any time, with or without prior notice, subject to applicable law. Hamline also may choose not to apply this guide in certain circumstances, if it determines a different course of action is more appropriate in that circumstance.

Eligible Hamline employees, their spouses, and their eligible dependents may receive a waiver of certain tuition expenses for courses at Hamline University as outlined below. In approving participation, Hamline University retains the right to limit enrollment under this program in specific courses due to space availability, class size or other concerns. Hamline University retains the right to modify this program in a manner consistent with business needs and organizational objectives at its sole discretion.

A. Eligibility for Tuition Waiver as an Employee Taking Classes:

Hamline employees eligible for the program are those who are active, full-time, non-temporary/seasonal, and working greater than 30 hours per week during a full academic year for a continuous 18-month period prior to the start of the course for which there is a requested tuition waiver. (Previous and/or part time employment does not count toward waiver eligibility.) This program does not apply to union members, who should refer to their current contract for any tuition waiver eligibility.

Terms of Tuition Waiver Program for Eligible Employees Taking Classes:

1. Hamline will waive 100% of tuition expenses for up to four (4) credits per semester (fall, spring and summer) undergraduate and graduate, graduate/doctorate degrees programs, and post-baccalaureate programs at Hamline.
2.  Study abroad, labs, continuing education programs (courses not leading to a degree), music lessons, individualized instruction; courses without assigned credits, room & board, and any other fees are excluded from any tuition waiver.
3. Enrollment in any course is on a space available basis.
4. If a course needs to be retaken due to an unsatisfactory grade or any other reason, tuition waiver will not cover the tuition for retaking the course.
5. The amount of tuition waived may be considered taxable income, and it is the employee’s responsibility to be aware of and properly report any required taxable income. Currently, the amount of the tuition waiver considered taxable income is for any graduate credits if the amount exceeds $5,250. Student/taxpayer is responsible for reporting as income on the tax return the amount of tuition waived in excess of taxable income limits.
6. The ability to enroll in any class during regular work hours is subject to:
   
   a. The employee receiving written documentation from their leader for courses taken during scheduled work hours. The employee is responsible for submitting this documentation to the Benefits Office.
   b. If an employee is nonexempt, the employee also is expected to clock out during class time. Leaders may choose to have non-exempt employees use accrued and unused vacation or floating holiday time for any courses held during business hours.
7. Employees participating in this program are required to abide by all policies, rules and regulations which are applicable to regularly enrolled students at the institution. Failure to adhere to these will result in the loss of eligibility in the tuition waiver program, and other penalties as applicable.

B. Eligibility for Tuition Waiver as a Spouse or Dependent Child of an Eligible Employee:

The spouses of eligible employees (as defined above) are eligible for this tuition program. Proof of spousal status is required to be submitted to the Benefits Office by a marriage certificate, court order, notarized statement, or income tax documents as filed with the IRS.

The dependents of eligible employees are also eligible to participate. Covered dependents are defined as: 

1. Dependent children under the age of 24 before January 1 of the upcoming academic year
2. Unmarried
3. Not supporting dependents of their own

 All eligible dependents and spouses participating in the program must complete a FAFSA form annually. The employee must be the parent or record listed on the FAFSA form for dependent children. Proof of dependency may be required.

Terms of Tuition Waiver Program for A Covered Spouse or Dependent of An Eligible Employee:

1. Hamline will waive 90% of tuition expenses for undergraduate full or part time studies toward an academic degree at Hamline for the fall and spring academic terms.  If the student also is awarded Hamline-based merit scholarships, the amount of the tuition waiver will be 90% of the remaining tuition costs.  This 90% may be covered by Hamline, Federal or State funding.  By way of example only:
    

   	Example 1	Example 1	Example 1	Example 1
   Tuition	$35,000	$35,000	$35,000	$35,000
   Minus HU Merit Scholarship	$20,000	$10,000	0	0
   Remaining Tuition	$15,000	$25,000	$35,000	$35,000
   Multiplied by 90%	x 90%	x 90%	x 90%	x 90%
   Minus Federal/State Financial Aid	0	0	0	$6,000
   HU Staff Waiver	$13,500	$22,500	$31,500	$25,500
   Total Gift Aid	$33,500	$32,500	$31,500	$31,500

2. Hamline will waive 50% of tuition expenses for graduate/doctorate degree programs, and post-baccalaureate programs at Hamline.
3. Study abroad, labs, graduate continuing education programs (courses not leading to a degree), music lessons, undergraduate summer school, individualized instruction, courses without assigned credits, room & board, and all fees are excluded from any tuition waiver.
4. Enrollment in any course is on a space available basis.
5. If a course needs to be retaken due to an unsatisfactory grade or any other reason, tuition waiver will not cover the tuition for retaking the course.
6. The tuition waiver for covered dependents, children of eligible employees, as defined by FAFSA, is limited to a maximum of four (4) years, or eight (8) semesters, as an undergraduate, graduate, post-baccalaureate, and doctorate student. There are no time commitments or constraints associated with the length of study for eligible employees and their spouse. 
7. To receive and maintain a tuition waiver under this program for courses toward an academic degree, covered spouses and dependents of an eligible employee must:
   
   a. Show evidence of being admitted to a Hamline University degree program.
   b. Maintain matriculated status throughout the program of study; and
   c. Maintain a satisfactory grade point average of 2.0 or better (See Hamline’s Satisfactory Academic Progress (SAP) for additional information).
8. Should a spouse or dependent of an eligible employee drop a class they have registered for, they will be billed on a prorated basis (See Hamline’s Return of Financial Aid Policy).
9. Spouses and dependents participating in this program are required to abide by all policies, rules and regulations which are applicable to regularly enrolled students at the institution.  Failure to adhere to these policies, rules, and standards will result in the loss of eligibility for the student and for the eligible employee in the tuition waiver program, and other penalties as applicable.
10. The amount of tuition waived may be considered taxable income and it is the employee’s and the student’s responsibility to be aware of and properly report any required taxable income.  Currently, the amount of the tuition waiver is considered taxable income for any graduate credits if the amount exceeds $5,250. 

*Mitchell Hamline School of Law employees and their dependents interested in taking courses at Hamline follow the same course eligibility as Hamline employees, but they must have their status verified by Mitchell Hamline School of Law HR department. Contact Mitchell Hamline school of law for eligibility information and the application.

What is the Council of Independent College Tuition Waiver program?

• Tuition is waived 100% for dependent children of eligible employees.
• Charges for room and board, fees, laboratory, individualized instruction or any other fees may not be included in tuition waiver discounts.
• This program and the terms of this program are subject to elimination or change at CIC’s discretion and are conditional on Hamline’s participation in the program (which is at its discretion).

Who is eligible to apply?

• All dependent children (as defined on Page 3 of the guide) of regular, full-time employees who have been employed for a continuous 18-month period prior to the start of the course(s) for which there is a requested waiver. (Previous and/or part-time employment does not count toward eligibility.) Full-time employees are defined as employees working greater than 30 hours a week on average.  Dependent eligibility is subject to change in the event the CIC changes the program eligibility.

What programs are eligible for The Council of Independent Colleges (CIC) tuition waiver program?

• Please see program information on The Council of Independent Colleges website.
• Undergraduate study up to one hundred percent (100%) of tuition for full time study at nearly 440 member institutions nationwide.
• Graduate and Professional study up to one hundred percent (100%) of tuition for full-time study at many member institutions, but not all institutions offer graduate and professional study. 
• This program does not guarantee tuition at any participating member institution. Since the Council of Independent Colleges’ scholarships are awarded by the participating member institutions, their availability, value and duration may vary.
• The Council of Independent Colleges’ tuition waiver program is available to eligible dependent children of eligible employees only.

• Other restrictions and requirements may apply at the member institutions. The student and the employee are responsible for locating and reviewing these requirements at the appropriate office of their school of choice.

Important Information. If eligible, Hamline accepts the waiver application for employees and their family members based on employment status, dependent eligibility and employee seniority; however, students must be accepted to their school of choice through the usual enrollment process.  The Council of Independent Colleges Tuition Waivers are granted by the participating institution, these programs require that the import and export of students must balance, therefore the waiver of tuition is not guaranteed.  Each participating institution may accept only three new students annually.

What is the Tuition Exchange program?

• Tuition discount varies, and is determined by the participating member institution, up to 100% of tuition could be waived for dependents of eligible employees.
• Charges for room and board, fees, laboratory, individualized instruction or any other fees may not be included in tuition waiver discounts.
• This program and terms of the program are subject to elimination or change at TE’s discretion and are conditional on Hamline’s participation in the program (which is at its discretion).

Who is eligible to apply?

• All dependent children (as defined on Page 3 of the guide) of regular, full-time employees who have been employed full-time for a continuous 18-month period prior to the start of the course(s) for which there is a requested waiver. (Previous and/or part-time employment does not count toward eligibility.) Full-time employees are defined as employees working greater than 30 hours a week on average. Dependent eligibility is subject to change in the event the TE changes the program eligibility.
• Applications are accepted based on employee seniority.

What programs are eligible for the Tuition Exchange Program Inc. (TE) tuition waiver program?

• Please find more information about the program on The Tuition Exchange Program Inc. website.
• Undergraduate study up to one hundred percent (100%) of tuition for full-time study at over 600 member institutions nationwide.
• Graduate and Professional study up to one hundred percent (100%) of tuition for full-time study at many member institutions, but not all. 
• The decision to grant a tuition scholarship remains with the participating institutions and is based on seniority of the eligible employee.  This program does not guarantee tuition at all participating member institution. Since tuition exchange scholarships are awarded by the participating member institutions, their availability, value and duration may vary.
• The Tuition Exchange Program Inc. program is available to eligible dependent children of eligible employees only.

• Other restrictions and requirements may apply at the member institutions; the student and the employee are responsible for locating and reviewing these requirements at the appropriate office of their school of choice.

Important Information. If eligible, Hamline accepts the waiver application for employees and their family members based on employment status, dependent eligibility, and employee seniority; however, students must be accepted to their school of choice through the usual enrollment process.  Tuition Exchange Program Inc. waivers are granted by the participating institution and is based on a variety of variables which may be different at each institution; additionally, these programs require the import and export of students must balance, therefore the waiver of tuition is not guaranteed.