Trinity University
Faculty and Contract Staff Handbook

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(8)    Employment Policies and Benefits

(8A)    EMPLOYMENT OF FACULTY, CONTRACT STAFF, AND CLASSIFIED STAFF

(8B)    NON-DISCRIMINATION AND DIVERSITY POLICY

(8C)   ANTI-HARASSMENT POLICY

(8D)    CODE OF CONDUCT

(8E)    EDUCATIONAL BENEFITS

(8F)    INSURANCE AND OTHER BENEFITS

(8G)    LEAVES AND SCHEDULED ABSENCES


(8E)    EDUCATIONAL BENEFITS

For a summary of recent changes to this chapter, see Chapter 9A: Summary of Recent Revisions to This Handbook.

Contents of this page: 

  1. Tuition Remission Policy (Employee Tuition Remission; Dependent Tuition Remission)

  2. Tuition Exchange

  3. Tuition Remission and Exchange Policy Summary

  4. Conference and Special Programs Reduction

I.    TUITION REMISSION POLICY
(Approved by the Board of Trustees May 10, 1985. Effective July 1, 1985)

A.    Employee Tuition Remission

All full-time employees at Trinity University may enroll as a scholarship student in one undergraduate or graduate course each semester. Fees associated with courses are to be paid by the employee. Tuition remission for a graduate course is taxable. To secure a scholarship the employee must complete an application form available in the Office of Academic Affairs (faculty and contract staff) and in the Office of Human Resources (classified employees). The request should be made one month in advance of the registration period for the course to be taken. The tuition remission will be made prior to the registration for the course.

If the employee wishes to take a course and have the course appear on an official transcript, the person must go through the regular admission and registration process. This means that the first time the employee takes a course at Trinity University he/she will be charged the regular application fee charged all students for setting up academic records

Employees are exempt from student activity fees, but must pay any fees associated with a particular course or courses of study, including but not limited to the skeet fee, geology field trip fee, etc.

Full-time employees who retire from Trinity University or their spouses are eligible for 100% tuition remission for one undergraduate course or for one graduate course each semester. Graduate tuition remission is a taxable benefit.

Application and supporting materials must be submitted no later than 30 days prior to registration.

B.    Dependent Tuition Remission

1.   Undergraduate Tuition Remission

a.   Dependent Children

Undergraduate tuition remission will be granted to dependent children of full-time employees, while doing satisfactory work toward a baccalaureate degree, on the following basis: beginning with the third year of employment, dependent children are eligible for 50% tuition remission, and beginning with the fifth year of employment, dependent children are eligible for 100% tuition remission. All benefits cease upon the resignation or termination of the employee.

Tuition remission is available only when the prospective student has gained admission to the University by the regular process and paid the regular application fee charged all students for setting up academic records. To be eligible the child of the employee must be a legal dependent of the employee. If in the process of earning a baccalaureate degree the student ceases to be a dependent of the employee, tuition remission may be continued providing there is not an interruption of more than one semester in the progress toward a degree. The University reserves the right to request the employee to submit proof of the child’s dependency as it is defined by the IRS. To secure a scholarship the faculty and contract staff employees must complete an application form available in the Financial Aid Office. Classified employees must complete an application available in the Office of Human Resources. Employees who have children older than the traditional college age (18-22) are asked to add routinely a copy of their current IRS return (only the page that lists dependents by name) to the tuition remission application form. The form should be filed one month in advance of the anticipated registration period. If the request is approved, the scholarship award will be issued prior to the anticipated registration period.

Employees’ spouses and dependent children who receive a full-time tuition scholarship as part of the employee’s fringe benefits will not be eligible to receive President’s Scholarships or Trustee’s Scholarships.

b.   Dependent Children of Retired or Deceased Full-Time Employees

Dependent children of former full-time employees who retired or died at age 55 or later and who served the University for 10 or more years will be granted 100% tuition remission while making satisfactory progress toward a degree.

c.   Tuition Remission for Spouses

Spouses of full-time active or retired employees are eligible for full tuition remission for one undergraduate course per semester. The waiting period varies between the full-time, retired, and deceased employees. Non-degree-seeking spouses taking only one undergraduate course per semester will not be charged the Student Activity Fee.

2.    Graduate Tuition Remission

a.   Dependent Children

Graduate tuition remission will be granted to dependent children of full-time employees, while doing satisfactory work toward their first graduate degree, on the following basis: beginning with the third year of employment, dependent children are eligible for 50% tuition remission scholarship. All benefits cease upon the resignation or termination of the employee. All benefits are taxable.

b.   Dependent Children of Retired or Deceased Full-Time Employees

Dependent children of former full-time employees who retired or died at age 55 or later and who served the University for 10 or more years will be granted 50% tuition remission.  All benefits are taxable.

c.   Spouses

Spouses of full-time active or retired employees are eligible for 50% tuition remission for one graduate course per semester. All benefits are taxable. The waiting period varies between the full-time, retired, and deceased employees. (See the summary table).

NOTE: Tuition remission for spouses and dependent children of full-time employees and of retired or deceased full-time employees is granted only for work toward an undergraduate or graduate degree. The only exception to this policy is that full-time employees’ spouses or dependent children who have received a baccalaureate or master’s degree but are required to complete certain undergraduate courses for the purpose of achieving teaching certification in the State of Texas may take those undergraduate courses as a special student and receive tuition remission under the conditions stated above.


II.    TUITION EXCHANGE

Full-time employees will have to complete the four-year employment requirement before they can receive tuition exchange benefits for their dependent children. Trinity University currently offers tuition exchange benefits through established agreements with Rice University, Austin College, Southwestern University, and the Associated Colleges of the South. Such arrangements are subject to change. Information concerning tuition exchange is available in the Office of Academic Affairs.

The program through the Associated Colleges of the South (ACS) requires a payment by the student of $1,500 per year during the period of time in which the dependent student participates in the program. Trinity University pays an additional $1,500 per year to the Associated Colleges of the South for each Trinity University dependent participating in the program. Participating ACS institutions are: Birmingham-Southern College, Centenary College of Louisiana, Centre College, Furman University, Hendrix College, Millsaps College, Morehouse College, Rhodes College, Rollins College, Trinity University, University of Richmond, and University of the South.


III.    TUITION REMISSION AND EXCHANGE POLICY SUMMARY

The following chart gives an outline of the tuition remission and tuition exchange policy.

Category Level Wait Benefit Tax Status
Full-Time Employees Undergraduate 1
Graduate 1
No Wait
No Wait
100%
100 %
Tax Free
Taxable
Spouses of Full-Time Employees 3 Undergraduate 1
Undergraduate 1
Graduate 1
No Wait
4 Year Wait
No Wait
50%
100%
50%
Tax Free
Tax Free
Taxable
Same-Sex Domestic Partners Undergraduate 1
Undergraduate 1
Graduate 1
No Wait
4 Year Wait
No Wait
50%
100%
50%
Taxable
Taxable
Taxable
Spouses of Retired or Deceased Employees Who Would Otherwise Have Been Eligible for Retirement 2 3 Undergraduate 1
Graduate 1
No Wait
No Wait
100%
50%
Tax Free
Taxable
Dependent Children of Full-Time Employees 3 Undergraduate
Undergraduate
Graduate
Tuition Exchange
2 Year Wait
4 Year Wait
2 Year Wait
4 Year Wait
50%
100%
50%
100%
Tax Free
Tax Free
Taxable
Tax Free
Dependent Children of Retired or Deceased Employees Who Would Otherwise Have Been Eligible for Retirement 2 3 Undergraduate
Graduate
No Wait
No Wait
100%
50%
Tax Free
Taxable
Retired Employees 2 Undergraduate 1
Graduate 1
No Wait
No Wait
100%
100%
Tax Free
Taxable

 

1 (one course per semester)

2 (eligible only when employee retires or dies at age 55 or later and  has served the University for 10 or more years of service.)

3 (only for work toward degree except under special circumstances as noted in policy)


IV.    CONFERENCE AND SPECIAL PROGRAMS REDUCTION

Within the fee policies established for Conferences and Special Programs, full-time faculty and staff members and their families are entitled to the following benefits.

A.    Full-time faculty and staff members or their immediate family members may take courses or participate in special programs for a discounted fee on a space-available basis.

B.    All individuals will pay the full charge on meals or materials of the program for which they register.

Exceptions to this policy will be made only when the instructor or the size of the room limits the number of persons who can be accommodated in the course, or when the number of paid attendees is less than that required to cover expenses for the course. If faculty or staff members or their families wish to register for a course that has a limited enrollment, they may pay the full fee as a regular registrant.

To register on a space-available basis (discounted fee), faculty or staff members should notify the Office of Conferences and Special Programs of their intent to register for the course or program and will be enrolled on a first-come, first-served basis. Faculty or staff members and their families will be notified approximately three days before the beginning of the program if space will be available. In instances where a specific academic department is sponsoring the conference or program, special registration forms will be provided for that faculty or student group, and these people will get priority placement in the program.

Information concerning Conferences and Special Programs is available at the William Knox Holt Conference Center.


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This page was last modified on 07/20/12

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