Tuition Remission/Exchange Benefit Policy

Benefits are provided at the discretion of the College and are subject to amendment or termination.

Initial Employee Eligibility Criteria

For the purposes of the Tuition Remission/Exchange Program, initial eligibility is determined as follows: any active employee with a status of full-time or limited full-time, or an hourly employee who worked a minimum of 1,400 hours in the preceding year. (Limited part-time and temporary/seasonal employees are not eligible for tuition remission).

Remission Eligibility

Employees who meet the initial employee eligibility criteria above qualify for remission according to the following:

• One course per semester for academic credit for eligible employees who have been employed for at least three months
• Supervisor permission received and arrangements for a satisfactory alternate work schedule established to ensure a full eight-hour workday.
• Office of Academic Affairs permission granted to ensure that class participation will not create a class space issue and that necessary prerequisites have been satisfied.
• Registration process completed by employee.

Initial Dependent Eligibility Criteria

Employee's dependents are eligible for tuition remission according to the following schedule.

Prior service credit awarded for employment at other institutions of higher education immediately prior to employment at Hendrix College. The applicability of equivalent professional experience will be determined by the President of the College on a case-by-case basis. Any prior service credit awarded can be used to satisfy the eligibility requirements.

• Employed by College for less than two years, eligible dependents will receive a waiver of one-fourth of tuition.
• Employed by College for at least two years but less than five years, eligible dependents will receive a waiver of one-half of tuition.
• Employed by College for five years or longer, eligible dependents will receive a waiver of full tuition.

The appropriate waiver will be applied the semester immediately following the appropriate anniversary date. Example: A new employee is hired on May 2, 2004. On January 18, 2009, the employee's son has met all of the admission requirements and is approved for tuition waiver. For the first semester, one- half of the tuition would be waived. The full tuition will begin with the fall semester in August 2009.

Eligible dependents will be defined as:

• Spouse/Domestic Partner: A person currently legally married to an eligible employee or an eligible employee's domestic partner who has been certified by the Human Resources Director.
• Children: A child age 24 or under who is dependent on the eligible employee for the majority of his/her support. To be considered dependent, the child must be a son or daughter by birth, current marriage, or adoption, or have the eligible employee as their legal guardian. If the child is married, the spouse is not eligible to receive the tuition remission benefit.

Spouses and dependents must meet the admission requirements of Hendrix College and must maintain the continuing academic standards required of all students at the College.

High school students wishing to take one or two courses, and who are admitted to the College as a special student, will be eligible for tuition remission.

Application Procedure

Tuition Remission Applications are available at the Office of Human Resources. Each person must complete a Tuition Remission Application form per academic year (if enrollment plans are known) or per semester. Tuition Remission Application forms must be completed and submitted by the following deadline(s):

• July 1 for fall and spring semesters.
• December 1 for spring semester only.
• Part-time students - 30 days prior to the beginning of each semester.

All parents of unmarried, dependent children applying for tuition remission, and any employees or spouses who plan to enroll are encouraged to file a Free Application for Federal Student Aid (FAFSA) with Federal Student Aid Programs. If more than one student from a family is applying for tuition remission, then a separate FAFSA should be filed.

Ongoing Eligibility Requirement: Academic

Students must attain at least a 2.0 cumulative grade point average after the equivalent of four semesters of full-time course work at Hendrix College. Those not meeting these criteria will lose their tuition remission for at least the next two semesters, and until they achieve a 2.0 cumulative grade point average.

Ongoing Eligibility Requirement: Employment

If an employee resigns or is terminated during the course of a semester, the employee, the employee's spouse and dependent children will receive tuition remission on a pro rata basis only for the courses in which they are currently enrolled. For example: If the employee leaves after ten weeks of a fifteen-week semester, two-thirds tuition remission would be granted. Upon completion of those courses, they will lose eligibility for tuition remission.

Ongoing Eligibility Requirement: Marital Status

If an employee is divorced during the course of a semester, the employee's spouse will continue to receive tuition remission only for the courses in which he/she is currently enrolled. Upon completion of those courses, the former spouse will lose eligibility for tuition remission.

Ongoing Eligibility Requirement: Dependent Child's Age

Dependent children who reach the age of 25 during the course of a semester will continue to receive tuition remission only for the courses in which they are currently enrolled. Upon completion of those courses, they will lose eligibility for tuition remission.

Ongoing Eligibility Requirement: Room and Board

Dependents receiving this benefit are required to either: live on-campus and purchase an applicable meal plan for the duration of their undergraduate experience at Hendrix College or petition to live off campus via the Hendrix College off campus petition process and must reside with a parent/legal guardian within a 35-mile radius of campus, if this petition is approved.

Ongoing Eligibility Requirement: Post Employment

Dependents (see above definition) of retirement benefit eligible employees who have retired, resigned or otherwise ended employment (included due to disability or death) at Hendrix College will continue to receive tuition remission on the following basis:

• If the employee has served the College for a minimum of 15 years, those eligible will receive full tuition remission.
• If the employee has served the College for at least 10 years and less than 15 years, tuition remission will be pro-rated according to the number of years of service. If a person has begun a new year of employment, s/he will be given credit for a full year of service. For example: Ten years, two months of service equals 11 years = 73.3% remission.
• Tuition remission (whether full or pro-rated) will only be granted to those eligible dependents that are eligible (eg. Not to children who were not yet born, adopted or otherwise legally associated with the employee) at the time of retirement, resignation or termination.

The foregoing applies only to courses taken at Hendrix College.

• Tuition Remission applies only to the College's tuition charge. Fees and any other charges are specifically excluded.
• Tuition remission applies only to courses taken for academic credit
• The limit of a recipient's tuition remission is determined as follows:
•  A single recipient's full tuition remission is limited to 8 semesters or 36 credits, whichever is longer.
• Graduate courses are covered by this policy; however, if a student has already received 8 semesters or 36 credits of tuition remission but is still eligible under the preceding criteria, he/she will be entitled to one-half tuition remission.

The following process will be used to determine the amount of tuition remission for which a student is eligible.

• Begin with the full tuition amount and subtract the appropriate amount based on whether the eligible dependent is qualified for full, half or quarter tuition remission.
• Subtract the total of all external forms of financial aid which a student receives from the previous amount. The only exception to this will be if an award had been specifically designated by the awarding body to be used for a charge other than tuition. Examples of external forms of financial aid include, but are not limited to 1) Pell Grants; 2) National Merit Scholarships; and 3) State of Arkansas Scholarships.
• With the exception of certain awards, no Hendrix funded sources of aid can be applied for those receiving tuition remission awards. Questions about individual cases should be directed to the Director of Financial Aid.
• The amount of tuition charged the dependent will be the amount determined from the preceding steps. If this calculation produces a negative number, then the amount of tuition charged will be $0.
• Note that tuition remission will not be used to give a student aid in excess of the total tuition bill, unless the students eligible to receive federally-based grants and assistant. Tuition remission students are eligible to apply for campus employment and loans.

Hendrix College is a member of Tuition Exchange, Inc., an association of colleges and universities that subscribe to a program of reciprocal remission of tuition charges for children of the participating schools' employees. Limited opportunities are available under this plan.  Tuition exchange policies and procedures are administered in the same manner as tuition remission at Hendrix College. However, the participating College administers acceptance and award amounts. (A student using Tuition Exchange is subject to the participating College's entrance requirements and tuition remission policies.) Children of faculty members receive priority consideration for this program. 

The Tuition Remission/Exchange Program is administered by the Office of Financial Aid and the Office of Human Resources. Further information can be obtained from those offices.

• Employee Enrollment Form  - If you are taking a class for the first time
• Employee Tuition Waiver - Must be completed each time you take a class.
• Dependent Tuition Waiver  - To verify employee eligibility, degree seeking students must also apply for Admission .
• Tuition Exchange  - For information and a list of participating schools.