FHSU-AAUP Article XXIII: Tuition Assistance Program

1. EMPLOYEE ELIGIBILITY
   
   Fort Hays State University (“FHSU”) provides tuition assistance on a first come, first served basis, depending upon the availability of the resources in the merged fund, for all currently employed, eligible, full-time faculty and staff for courses taken from FHSU. A full-time employee is defined, for purposes of this program, as an employee with a contract stipulating work for FHSU of ninety (90) percent of a full time contract or above in a contract year. The merged fund is defined, for purposes of this program, as the fund existing for the purpose of providing tuition assistance pursuant to the dependent, spouse, and employee tuition assistance programs.
   
   The eligible employee may receive tuition assistance for up to twelve (12) hours of coursework per academic year, not to exceed six (6) hours in any semester. Tuition assistance under this program is available only for courses that have space available. An employee who receives tuition assistance will be responsible for the payment of any and all fees, including student, campus, use, other associated or mandatory class fees. Tuition assistance may be utilized by employees for FHSU virtual college or on-campus courses, including undergraduate or graduate academic credit classes. Tuition assistance may not be used for workshop, community education or non-credit classes, audited courses or private instruction.
   
   Employees seeking tuition assistance must meet admission requirements to Fort Hays State University and the FHSU college or program to which they are applying and be accepted for admission prior to granting of any tuition assistance under this program. Employees must maintain a cumulative 2.0 undergraduate grade point average or 3.0 graduate grade point average for all FHSU coursework to remain eligible for the tuition assistance program.
   
   No employee is eligible for tuition assistance until the employee has completed one full year of FHSU service (12 continuous months of employment at FHSU) or one (1) academic year contract, in the case of faculty members. The employment requirement must be completed prior to the first day of classes for which the employee seeks tuition assistance. Employment at other academic institutions or state agencies is not counted toward the longevity schedule.
   
   In the event the employee ceases to be employed at FHSU while a fall or spring academic semester is in session, the tuition assistance will continue only for that semester. No further tuition assistance will be granted.
   
   Generally, employees are not to take classes during normal working hours unless under extenuating circumstances. However, faculty members may take classes during the day provided there is no conflict with their teaching responsibilities and/or office hours. Exceptions to this policy must be requested in writing by the employee in order to attend the class. The request for exception must include a statement of the extenuating circumstances and how the time will be made up within a given workweek. The employee’s supervisor must approve and forward the request and the tuitions waiver form to the vice president of that area for final approval. The approval must be processed as outlined below.
   
   Tuition assistance may be subject to taxation as earned or other income by the IRS. Employees are urged to contact their personal tax advisor for more information. All employees should be aware that tuition assistance may affect eligibility for other forms of financial assistance. In the event an employee drops or withdraws from any or all classes, the tuition assistance will be considered before any other payment of tuition or fees is refunded or credited. FHSU reserves the right to deny tuition assistance if the employee acts in a manner that undermines the spirit of this program.
   
   The tuition assistance program may be modified, adjusted or eliminated as determined by the FHSU President. Changes that affect faculty members must be negotiated with FHSU-AAUP except in the case of financial exigency. FHSU will complete a yearly analysis of this program and provide the same to the Kansas Board of Regents.The KBOR will review the program following the 2008-2009 academic year.
   
   Tuition Assistance Forms and Process
   
   Applicants must complete the tuition assistance form, located on the FHSU Web site (www.fhsu.edu/finaid/).
   
   If an employee is taking a class during regular or normal working hours, the employee is responsible for obtaining written approval and attaching the approval to the tuition assistance request form.
   
   To be eligible for tuition assistance in any semester, the Office of Student Financial Assistance must receive the application on or before the established deadline dates.


2. SPOUSE ELIGIBILITY
   
   FHSU provides tuition assistance on a first come, first served basis, depending upon the availability of resources in the merged fund, for spouses of eligible, full-time FHSU employees for undergraduate or graduate courses taken during the fall and spring academic semesters.
   
   
   Definitions:
   
   
   Spouse - A spouse is any lawful spouse of an eligible employee of Fort Hays State University.
   
   
   Full-time employee - An employee with a contract stipulating work for FHSU of at least ninety (90) percent of a full time contract or above in a contract year.
   
   
   Merged Fund - The fund existing for the purpose of providing tuition assistance pursuant to the dependent, spouse and employee tuition assistance programs.
   
   Spouses of eligible, full-time faculty and staff of Fort Hays State University may receive tuition assistance for up to twenty four (24) undergraduate credit hours per academic year, not to exceed twelve (12) undergraduate credit hours or nine (9) graduate credit hours, or combination thereof not to exceed twelve (12) hours, in any academic semester. Tuition assistance under this program are available only for courses that have space available. No costs for community education or non-credit classes will be covered. Private lessons are also excluded from the tuition assistance program. The spouse will be required to pay for courses taken during the summer session and all virtual college courses. A spouse who receives tuition assistance will be responsible for payment of any and all fees, including student, campus, use, other associated or mandatory class fees.
   
   No spouse is eligible for tuition assistance until the eligible employee has completed twelve (12) continuous months of full–time employment at FHSU or one (1) academic year contract, in the case of faculty members. The employment requirement must be completed prior to the first day of classes in the academic semester for which tuition assistance is sought by the spouse. Employment at other academic institutions or state agencies is not counted toward the longevity schedule. In the event the employee ceases to be employed at FHSU while a fall or spring academic semester is in session, the tuition assistance will continue only for that semester. No further tuition assistance will be granted.
   
   Spouses must meet admission requirements to Fort Hays State University and the FHSU college or program to which they are applying and be accepted for admission prior to the granting of any tuition assistance under this program. Spouses must maintain a cumulative 2.0 undergraduate grade point average or 3.0 graduate grade point average for all FHSU coursework to remain eligible for the tuition assistance program.
   
   Tuition assistance may be subject to taxation as earned or other income by the IRS. Employees are urged to contact their personal tax advisor for more information. All spouses should be aware that tuition assistance may affect eligibility for other forms of financial assistance. In the event a spouse drops or withdraws from any or all classes, the tuition assistance will be considered before any other payment of tuition or fees is refunded or credited. FHSU reserves the right to deny tuition assistance if the spouse or employee acts in a manner that undermines the spirit of this program.
   
   The tuition assistance program may be modified, adjusted or eliminated as determined by the FHSU President. Changes that affect faculty members must be negotiated with FHSU-AAUP except in the case of financial exigency.  FHSU will complete a yearly analysis of this program and provide the same to the Kansas Board of Regents.  The KBOR will review the program following the 2008-2009 academic year.
   
   Tuition Assistance Forms and Process
   
   Applicants must complete the tuition assistance form, located on the FHSU Web site (www.fhsu.edu/finaid/).
   
   To be eligible for tuition assistance in any semester, the Office of Student Financial Assistance must receive the application on or before the established deadline dates.


3. DEPENDENT ELIGIBILITY
   
   FHSU provides tuition assistance on a first come, first served basis, depending upon the availability of resources in the merged fund, for dependents of eligible, full-time FHSU employees for undergraduate courses taken during the fall and spring academic semesters.
   
   
   Definitions:
   
   
   Dependent - A dependent is defined as an unmarried natural child, adopted child, stepchild or legal ward of an eligible employee. No tuition assistance will be provided to any dependent after the dependent reaches 25 years of age. To be eligible, the dependent must be claimed as a dependent by the employee for income tax purposes based on IRS guidelines. In the case of legal separation or divorce, a natural or adopted child or legal ward may participate in this program regardless of which parent declares the child as a dependent for income tax purposes. In addition, the dependent must be a high school graduate.
   
   
   Full-time employee - An employee with a contract stipulating work for FHSU of at least ninety (90) percent of a full time contract or above in a contract year.
   
   
   Merged Fund - The fund existing for the purpose of providing tuition assistance pursuant to the dependent, spouse and employee tuitions assistance programs.
   
   Dependent(s) of eligible, full-time faculty and staff of Fort Hays State University may receive tuition assistance for up to twenty-four (24) undergraduate credit hours per academic year, not to exceed twelve (12) hours in any academic semester. Tuition assistance under this program is available only for courses that have space available. Tuition assistance for a dependent may only be used for undergraduate classes taken for degree credit on–campus at Fort Hays State University. Graduate credit hours are not eligible for tuition assistance under this program. No costs for community education or non-credit classes will be covered. Private lessons are also excluded from the tuition assistance program.
   The dependent will be required to pay for courses taken during the summer session and all virtual college courses. A dependent who receives tuition assistance will be responsible for payment of any and all fees, including student, campus, use, other associated or mandatory class fees.
   
   No dependent is eligible for tuition assistance until the eligible employee has completed thirty six (36) continuous months of full–time employment at FHSU or three (3) academic year contracts, in the case of faculty members. The employment requirement must be completed prior to the first day of classes in the academic semester for which tuition assistance is sought by the dependent. Dependent tuition assistance is granted according to the longevity schedule, outlined below.
   
   

   Length of Employment with FHSU	Percentage (%) of tuition assistance
   Following three full years of employment	20%
   Following four full years of employment	40%
   Following five full years of employment	60%
   Following six full years of employment	80%
   Following seven full years of employment	100%

   
   
   Employment at other academic institutions or state agencies is not counted toward the longevity schedule. In the event the employee ceases to be employed at FHSU while a fall or spring academic semester is in session, the tuition assistance will continue only for that semester. No further tuition assistance will be granted.
   
   Dependent(s) must meet admission requirements to Fort Hays State University and the FHSU college or program to which they are applying and be accepted for admission prior to the granting of any tuition assistance under this program. Dependents must maintain a cumulative 2.0 undergraduate grade point average for all FHSU coursework to remain eligible for the tuition assistance program.
   
   Tuition assistance may be subject to taxation as earned or other income by the IRS. Employees are urged to contact their personal tax advisor for more information. All dependents should be aware that tuition assistance may affect eligibility for other forms of financial assistance. In the event a dependent drops or withdraws from any or all classes, the tuition assistance will be considered before any other payment of tuition or fees is refunded or credited. FHSU reserves the right to deny tuition assistance if the dependent or employee acts in a manner that undermines the spirit of this program.
   
   The tuition assistance program may be modified, adjusted or eliminated as determined by the FHSU President. Changes that affect faculty members must be negotiated with FHSU-AAUP except in the case of financial exigency. FHSU will complete a yearly analysis of this program and provide the same to the Kansas Board of Regents. The KBOR will review the program following the 2008-2009 academic year.
   
   Tuition Assistance Forms and Process
   
   Applicants must complete the tuition assistance form, located on the FHSU website (www.fhsu.edu/finaid/).
   
   To be eligible for tuition assistance in any semester, the Office of Student Financial Assistance must receive the application on or before the established deadline dates.

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