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Moravian College
Human Resources

TITLE: Educational Benefits

PURPOSE:  

This policy is provides guidance to the educational benefits Moravian College offers to faculty, staff and qualified dependents to assist in their ongoing learning and self-development.

POLICY:

Tuition Benefits for Faculty, Administrative and Support Staff

To further aid employees with their career goals, the institution permits each benefits-eligible employee to take advantage of various tuition benefits effective the next semester following the completion of the conditional period of employment. Employees wishing to utilize this benefit are required to complete a TUITION WAIVER APPROVAL form for every term they wish to enroll in a class. An employee who has completed the form for an initial registration but who wishes to either add courses or to replace the initial course(s) with different course(s) must complete a new form. Employees utilizing the remission benefit are expected to take classes outside of their normal work hours. Rare exceptions may be granted with the approval of the divisional vice president and the vice president for human resources. The time spent in class during normal working hours must be charged to personal time or vacation or may be made up by performing work outside of normal working hours during the same pay period. The benefit excludes the following:

  • Music lessons, music practica or recitals;
  • Nursing (those courses with a NURS prefix);
  • Pre-student teaching field experiences (education courses numbered 158.2, 358, 358.2, 359.2 and 360 through and including 368);
  • Student teaching including related seminars 370, 374, 378 and 379;
  • MEDU coursework (with the exception of PT coaches as listed below);
  • Certain internships or independent studies that may be excluded at the discretion of the relevant academic Dean.
  • AT, OT, S-LP and PT
  • For Seminary coursework that requires the payment of a fee to an outside organization, the fee is the responsibility of the student

The available plans are as follows.

 

Tuition Remission at the College

Benefits-eligible employees may enroll in College undergraduate, College MBA., College MSHRM, College MHA , Masters of Arts in teaching coursework (less student teaching experience), and Seminary graduate courses with full waiver of tuition on a space-available basis. Undergraduate tuition benefits are tax-free under current federal tax code. However, current IRS regulations indicate that the first $5250 of graduate tuition benefits are not taxable. The taxable portion of graduate tuition benefits (above $5250) will be added to wages in Box 1 of your W-2 and noted in Box 14 as TUITION. The institution makes no commitment or guarantee regarding the future taxability of tuition benefits. The waiver of tuition is contingent upon verification of eligibility by the vice president for human resources. Employees must meet the normal admissions requirements and must remain employed through completion of the course. If separation of employment occurs, a pro-rated charge of tuition costs will be made. Non-tuition fees are the responsibility of the student. Employees are subject to all College and Graduate Studies and Continuing Education policies pertaining to enrollment in day division courses on the same basis as non-employees (newly enrolled after 05-06 academic year). Courses taken through the Graduate Studies and Continuing Education Program on either a matriculated or non-matriculated basis must meet the standards of academic progress by the college and the Graduate Studies and Continuing Education programs (newly enrolled after 05-06 academic year).

Certain full-time, cohort-based graduate programs are excluded from tuition remission for full-time, benefits eligible employees, as well as for part-time coaches and interns.

Part-time coaches may enroll in up to two courses (undergraduate, graduate, or seminary-6 credits) per semester in which they are paid employees on a space-available basis. For those coaches working two full semesters fall and spring, a total of four classes (12 credits seminary) can be taken in the academic year including winter, may or summer terms. Assistant coaches currently certified and actively teaching in a full time position may enroll in MEDU courses. Proof of application for course reimbursement from their sponsoring school district is required. The college will underwrite any course expense outside of that provided by the sponsoring district. Certain MEDU courses may be excluded at the discretion of the provost or associate provost. Courses may be deferred but must be taken in the same academic year as the coach’s employment. This benefit is not available to full-time day students. Similarly, assistant coaches currently licensed and actively working in the nursing field may enroll in the MSPN courses. Proof of application for course reimbursement from their sponsoring employer is required. The college will underwrite any course expense outside of that provided by the sponsoring district. Certain MSPN courses may be excluded at the discretion of the provost or associate provost.

Part-time coaches, interns, and other benefits-eligible employees may enroll in short-term study abroad courses (faculty-led travel). In such cases, the employee/coach/intern is fully responsible for the costs of the trip, but the tuition is waived. The instructor is not “credited” for this student in the course enrollment.

Athletic interns may enroll in up to two courses (undergraduate, graduate, or seminary – 6 credits) per semester (fall and/or spring) on a space-available basis. For those interns working two full semesters (fall and spring), a total of four classes (12 credits seminary) can be taken in the academic year including winter, may or summer terms. These courses must be taken during the same academic year (including the summer following employment) as their internship. Any additional athletic intern coursework over and above coursework allotted requires the approval of the vice president of student affairs and the vice president for human resources.

College interns (non-athletic) may enroll in up to two courses (undergraduate, graduate, or seminary – 6 credits) per semester (fall and/or spring) on a space-available basis. For those interns working two full semesters (fall and spring), a total of four classes (12 credits seminary) can be taken in the academic year including winter, may or summer terms. Interns employed for twelve (12) months receive an additional two classes or 6 credits for the summer months and up to one (1) additional class (3 credits) for May or winter term. This benefit is not available to full time day students. Classes beyond two per semester must be budgeted within the department budget. College internships allowing for tuition waiver require the approval of the provost or her/his designee, and the vice president for human resources.

Graduate assistant or graduate fellow tuition remission must be funded by the supporting departmental budget and is not supported by the institutional tuition remission budget. New program planning should consider the use of graduate assistants or fellows when building their respective business plans. College graduate assistantships allowing for any tuition waiver require the approval of the provost or her/his designee, and the Vice president for human resources.

Adjunct faculty may enroll in undergraduate courses each term equal to the number of courses taught by said adjunct in that same term. The adjunct faculty member may defer such tuition-free enrollment to a subsequent term, but not later than the summer following the term in which the teaching is performed.

An artist/lecturer who provides private music lessons to ten (10) Moravian College enrolled students in a semester at the College may enroll in one undergraduate course unit without tuition charge, with deferment of the benefit to no later than the summer following the term in which the teaching is performed. (Since private music lesson enrollments for specific artist/lecturers are not usually verified until a month after a term begins, assurance of a tuition waiver in the same term that the teaching is performed may not be possible at the time the artist/lecturer enrolls in the course. If the number of the artist/lecturer’s students that term falls short of 10, the artist/lecturer will be charged unless a tuition-waiver has been deferred from a previous term). A full-unit music course equates to ten (10) college students in this calculation; a half-unit music course equates to five (5) college students.

Official college retirees may take up to four (4) courses per academic year while adhering to the same space availability requirements listed above.

In any of the above situations, the employee/retiree enrollment would not be counted in enrollment numbers with regard to decisions concerning the minimum number of students necessary to sustain a course offering. Space available in all instances is defined as space available after all paying students are enrolled.

 

Exchange with Area Private Schools—LVAIC Tuition Exchange

Following the completion of the conditional period of employment, benefits-eligible employees may take two (2) undergraduate courses per semester during the fall, spring or summer semesters at a member institution of the Lehigh Valley Association of Independent Colleges on a space-available basis. These schools include Lehigh University, Lafayette College, Muhlenberg College, Cedar Crest College and DeSales University. Non-tuition fees associated with such courses are the responsibility of the student. This benefit does not apply to courses offered in a January term or winter term and applies only to undergraduate, credit-bearing courses. Faculty-led travel courses are excluded from this tuition benefit.

 

Tuition Benefits for Spouse or Domestic Partner

Effective the next semester following the completion of the conditional period of employment, an employee’s spouse or same-sex domestic partner may enroll in up to a maximum of 40 units of College undergraduate and/or Seminary graduate courses with full waiver of tuition if space is available in the class. Undergraduate benefits for spouses are tax-free; graduate tuition benefits are taxable. Undergraduate tuition for same-sex domestic partners is taxable. The taxable portion of graduate tuition benefits (above $5250) will be added to wages in Box 1 of your W-2 and noted in Box 14 as TUITION. The waiver of tuition is contingent upon verification of eligibility by the vice president for human resources. The spouse/same-sex domestic partner must meet normal entrance requirements and meet or exceed satisfactory academic progress in order to maintain eligibility. The spouse/same-sex domestic partner is subject to all institutional policies pertaining to enrollment in day division courses on the same basis as non-employees. If separation of employment occurs before the semester is completed, a prorated charge of tuition will be made. Non-tuition fees are the responsibility of the student. The benefit excludes the following for spouse/same-sex domestic partner:

  • Music lessons, music practica or recitals;
  • Nursing (those courses with a NURS prefix);
  • Pre-student teaching field experiences (education courses numbered 158.2, 358, 358.2, 359.2 and 360 through and including 368);
  • Student teaching including related seminars 370, 371, 374, 378 and 379;
  • MEDU coursework;
  • Certain internships or independent studies that may be excluded at the discretion of the relevant academic Dean.
  • For Seminary coursework that requires the payment of a fee to an outside organization, the fee is the responsibility of the student.
  • AT, OT, S-LP, and PT

Beginning with the next full semester following the commencement of employment and after the completion of the employee’s first 90 days, the employee’s spouse/same-sex domestic partner may take advantage of the same LVAIC tuition exchange plan provided to the employee (excluding summer cross-registration and providing the host school recognizes and extends benefits to same sex domestic partners).

The spouse/same-sex domestic partner would not be counted in enrollment numbers with regard to decisions concerning the minimum number of students necessary to sustain a course offering. Space available in all instances is defined as space available after all paying students are enrolled.

The TUITION WAIVER APPROVAL form must be completed by the active faculty or staff member on behalf of the student for every term prior to initial registration and for any class(es) the student registers for after the initial approval. This form MUST be completed and approved not less than two (2) weeks prior to the first class meeting.

 

Tuition Benefits for Dependent Children

Children of benefits-eligible employees may take advantage of various tuition plans. Benefits from the plans are effective beginning with the next full semester following the completion of two years of service as a benefits-eligible employee for tuition remission and five years as a benefits eligible employee for tuition exchange.

For budgeting purposes, an application for enrollment to Moravian, either for a freshman or transfer, must be completed not later than January 31 of the academic year prior to enrollment. Midyear transfers or freshmen admitted midyear are not guaranteed funding for that first semester. A dependent child is defined as a naturally born or legally adopted dependent child or stepchild, or another child for whom the employee has legal custody, who is deemed to be financially dependent on his or her parent(s) by the federal dependency criteria utilized by the Financial Aid Office. The remission benefit will expire when the student reaches the age of 24. Exceptions may be made for those dependents whose education has been interrupted by military service.

The TUITION WAIVER APPROVAL form (current version) must be completed by the active faculty or staff member on behalf of the student for every term prior to initial registration and for any class(es) the student registers for after the initial approval. This form MUST be completed and approved not less than two (2) weeks prior to the first class meeting. 

 

Tuition Remission

If an employee’s child satisfies the federal dependency criteria described above, the dependent child may enroll in College undergraduate courses with full waiver of tuition on a space-available basis.. The waiver of tuition is contingent upon verification of eligibility by the vice president for human resources and completion of the required financial aid application process (including completion of the FAFSA--Free Application for Federal Student Aid at www.fafsa.gov and submission of any/all requested applicant information verification documents) through the Financial Aid Office. For returning students, satisfactory academic progress is required. Remission will be adversely affected by the late submission of financial aid required documentation. Non-tuition fees are the responsibility of the student.

For dependent, part-time or non-degree candidates the benefit excludes the following:

  • Music lessons, music practica or recitals;
  • Nursing (those courses with a NURS prefix);
  • Pre-student teaching field experiences (education courses numbered 158.2, 358, 358.2, 359.2 and 360 through and including 368);
  • Student teaching including related seminars 370, 374, 378 and 379;
  • MEDU coursework (with the exception of PT coaches as listed below);
  • Certain internships or independent studies that may be excluded at the discretion of the relevant academic Dean.
  • For Seminary coursework that requires the payment of a fee to an outside organization, the fee is the responsibility of the student
  • Tuition fees related to May and summer travel courses

Certain course work for dependents in a baccalaureate degree program will be covered (i.e. music lessons, student teaching or nursing), assuming such coursework is required for the major. Certain field studies or independent studies may be excluded at the discretion of the relevant academic Dean. Dependents are subject to all College policies pertaining to enrollment in day or evening courses on the same basis as non-employees (newly enrolled after 05-06 academic year). Courses taken through this benefit on either a matriculated or non-matriculated basis must meet the standards of academic progress by the college.

Students must meet the normal entrance requirements and the employee must remain employed through completion of the course. A maximum of 40 registered units (or the equivalent of 10 full-time semesters –withdrawals and failures count against the 40 units) is available under this benefit. If separation of employment occurs, a pro-rated charge of tuition costs will be made.

In any of the above situations, the dependent child would not be counted in enrollment numbers with regard to decisions concerning the minimum number of students necessary to sustain a course offering. Space available in all instances is defined as space available after all paying students are enrolled.

 

Tuition Grants for Adjuncts

Moravian College recognizes the contributions of its regular adjunct teaching faculty and artist/lecturers by providing a limited tuition grant program for contributions toward a FTfull-time student’s tuition at the College.

Eligibility Criteria: An adjunct faculty member who has been at Moravian for five (5) consecutive years. Is actively teaching and maintained at least one full unit undergraduate or 3 credit graduate class per year for five consecutive years (exceptions to be determined by the Provost and the vice president for human resources). In the case of an artist/lecturer a full-unit music course equates to 10 college students in this calculation; a half-unit music course equates to 5 college students. Grant eligibility is evaluated annually based on the following criteria:

  • Has the student met academic progress (SAP)
  • Has the adjunct faculty member-artist/lecturer taught in the previous 12 months
  • A limit of 1 unit per student per academic year and a maximum of four(4) over four years.
  • Allocation of benefit over two successive semesters which assumes SAP
  • The benefit is limited based on the availability of funds in any given year.
  • In cases where there are limited units available, existing students would be given first priority (based on SAP). Initial determination will be made based on date of deposit and class (seniors get priority over juniors etc)

The student is limited to one (1) course equivalent (1) unit per year, with a total of nine (9) units typically being available in any academic year. All adjunct grant awards are awarded by the associate provost.

 

Tuition Exchange

During the next full semester following the completion of five years of service as a benefits-eligible employee, the dependent child may also apply for a Tuition Exchange Scholarship. Moravian College is a member of the organization known as Tuition Exchange, the membership of which is made up of over 700 institutions. In most cases, the scholarship covers the cost of tuition, subject to the restrictions agreed upon by the member institutions as a condition of membership or as established by the individual member institutions. Tuition benefits from this program are limited to eight semesters. A $25.00 per semester processing fee will be charged to the employee for each dependent receiving a Tuition Exchange Scholarship.

A Dependent who transfers into Moravian after one or more terms as a tuition exchange student is subject to the same total unit and semester maximums as remission students. For purposes of the maximum calculation, a semester at an exchange institution is assumed to equal to 4.5 registered units (= 18 credit hours) maximum per term.

 

Rules Governing Tuition Waiver Benefits

Remission applies to tuition only, less any applicable state, federal, or outside grants for which the student will be expected to apply. Should additional funds be needed to cover room, board, books, mandatory fees, and incidental expenses, the institution will endeavor to award student employment and assist with obtaining educational loans for which the student might be eligible. Any fees and charges not covered by tuition remission must be paid to the institution by the due date for payment of such bills. Awards will normally be continued until the student completes his or her program of study. In order that the institution may ascertain the student’s eligibility for federal and state funds, students planning more than half-time study must, on an annual basis, complete the financial aid application process (including completion of the FAFSA--Free Application for Federal Student Aid at www.fafsa.gov and submission of any/all requested applicant information verification documents) in accordance with stated deadlines and requirements before they can receive initial or renewal awards. If requested by the Financial Aid Office, submission of signed copies of the parent’s and student’s most recent federal income tax returns (or tax return transcripts) must also be provided, along with any other required supporting documentation.

Students qualifying for tuition remission are subject to certain financial aid policies of the institution, such as but not limited to those related to off-campus study, academic progress, the disclosure of outside grants, special sessions, and financial aid refunds. Statements of these policies are available from the Financial Aid Office.

 

Procedure for Tuition Waiver Approval

  1. The employee must obtain and complete the Tuition Waiver Approval Form (TWAF) available in the Human Resources Office, on the HR webpage and on the intranet (P:\hr\FORMS\Tuition Waiver Approval.pdf) for themselves or a qualified dependent. Except in the first term of registration for full-time day students, the form must include the list of courses intended for registration. One form is required for each eligible employee, spouse/same-sex domestic partner, or dependent in each term of registration. (Separate forms are required, for example, for May Term, Summer I, and Summer II.)
  2. The Tuition Waiver Approval Form is then submitted to the Human Resources Office for verification of eligibility or the associate provost for adjuncts-/artist/lecturer grants. The Chief HR Officer or his/her designee checks the employee’s eligibility for the benefit as well as the student’s eligibility (if the employee and student are not one in the same).
    1. Based on employment status (is the employee in question benefits-eligible?
    2. Financial aid requirements (does the student meet FA eligibility requirements?)
    3. Course enrollment limitations (has the student exceeded the 40 unit limit)
  3. Once the TWAF is signed by HR or the associate provost, the student must bring the completed, signed form along with his or her registration to the appropriate office – the registrar’s office for day-division degree candidates; the Graduate and continuing education office for graduate, continuing education and non-degree candidates; the Seminary for Seminary degree candidates and other students wishing to enroll in Seminary courses.
  4. The student is then registered for classes.
  5. An employee who has completed the form for an initial registration but who wishes to either add courses or to replace the initial course(s) with different course(s) must complete a new form.

 

SOURCE DOCUMENTS

Tuition Waiver Approval Form

 

SCOPE OF POLICY

X       Moravian College – assumes benefits eligibility or as classified within policy.

X          Administration

X          Faculty

X          Adjunct Faculty (grants)

X          Support staff

X          Assistant Coaches and Interns

X          Graduate Assistants