Tuition Benefit

    [Faculty Handbook Category #4]

    TUITION ALLOWANCES FOR EMPLOYEES’ CHILDREN

    St. Olaf College offers a partial tuition waiver for dependent children of faculty and staff to attend and receive a bachelor’s degree from St. Olaf College or other eligible Evangelical Lutheran Church in America (ELCA) or Associated Colleges of the Midwest (ACM) post-secondary institutions around the country.

    ELIGIBILITY

    All children having at least one parent who is employed at 0.50 FTE or more by St. Olaf College are eligible for participation in the plan provided all of the following criteria are met prior to the start of the applicable term:

    1. The wages of the parent are paid by the college.
    2. The parent has been employed by the college for a minimum of three consecutive years of full-time service (0.75 – 1.0 FTE) or a minimum of six consecutive years of part-time service (0.5 – 0.749 FTE) prior to the student’s enrollment. If an employee’s FTE has varied, St. Olaf will use the average FTE over the appropriate 3- or 6-year time frame.
    3. The student has one of the following relationships to the eligible employee:
        1. Natural born child
        2. Legally-adopted child
        3. Step-child
    4. The student has not yet earned a bachelor’s degree.
    5. The student is under the age of 25
    6. The student is dependent upon eligible employee’s household for at least one-half of the household’s financial support and/or is claimed as a dependent for tax purposes.

    TUITION BENEFIT AMOUNT AT ST. OLAF

    The benefit amount will be reviewed annually by Human Resources after the employee submits the Tuition Benefit Application. The dependent’s benefit amount may change from one academic year to the next if an employee’s FTE varies. The benefit amount will not change mid-year.

    1. For dependent children of full-time (0.75 -1.0 FTE) employees, the amount of the waiver will be 80% of the cost for tuition.
    2. For dependent children of part-time (0.50 – 749 FTE) employees, the amount of the waiver will be 40% of the cost for tuition.
    3. This benefit will continue for eligible students while they are participating in the Olaf Study Abroad programs.
    4. While Olaf participates in both the ELCA and ACM tuition remission programs, children of St. Olaf employees will follow the ELCA annual process.

    LIMITATIONS

    1. Each host institution has its own parameters and when a dependent attends a host institution, that institution will determine program limitations regarding enrollment, study abroad usage, maximum time frame, etc.
    2. At St. Olaf, this tuition benefit is limited to a maximum of eight semesters. It will terminate earlier if degree is achieved in less than four years:
        1. Enrollment in three or more course credits in any semester constitutes full-time enrollment (January Term credit counts toward fall enrollment) and will apply to the 8 semester maximum.
        2. If enrolled below 3 credits during a term, a student can choose to use the tuition benefit, which will count toward the eight semesters benefit maximum, or choose to not use the tuition benefit and thus will not deduct from the 8 semesters of benefit.
    3. All rights to the tuition benefit for children shall end upon an employee’s resignation or termination from employment at St. Olaf, unless:
        1. In the event of an eligible employee’s death, the following provisions shall apply:
            1. If length of service is 3 – 10 years, currently enrolled children shall remain eligible for the tuition allowance.
            2. If length of service is 10+ years, children will be eligible for the tuition allowance regardless of whether or not they are enrolled in college at the time of the employee’s passing.
        2. ln the event of an eligible employee’s retirement, the following provisions shall apply:
            1. An eligible retiree is a minimum of 55 years of age with at least five consecutive years of service at the College.
            2. If length of service is 5 – 10 years, currently enrolled children shall remain eligible for the tuition allowance.
            3. If length of service is 10+ years, children will be eligible for the tuition allowance regardless of whether or not they are enrolled in college at the time of the employee’s retirement.
    4. Parents who are on approved leaves with salary continue to be eligible for the benefit, as long as they were eligible prior to the leave.

    TUITION BENEFIT AT OTHER ELCA INSTITUTIONS

    St. Olaf is a participant in a tuition exchange program with other ELCA institutions. This program allows children of employees to receive tuition benefits at other ELCA schools.  The amount of the benefit varies by institution, and the “host” institution has the authority to establish policies regarding the student’s eligibility, amount of the discount, and how many recipients will be awarded the tuition benefit.

    ELCA Process:

    1. Employee completes St. Olaf Tuition Benefit Application by May 1st each year at: Tuition Benefit web page
    2. St. Olaf Human Resources will validate eligibility for this benefit and will notify the St. Olaf Financial Aid Office.
    3. The St. Olaf Financial Aid Office will notify other participating ELCA institutions of student’s eligibility based upon Tuition Benefit Application. The host institution will communicate with the St. Olaf employee’s dependent regarding benefit amount.
    4. Following the decision of the St. Olaf employee’s dependent, the employee must complete the online Enrollment Confirmation Form by May 1st each year.

    TUITION BENEFIT AT ACM INSTITUTIONS

    St. Olaf is a participant in a tuition remission exchange program with other ACM institutions. This program allows children of employees to receive a tuition benefit at other ACM schools. The amount of the benefit varies by institution, and the “host” institution has the authority to establish policies regarding the student’s eligibility and how many recipients will be awarded the tuition benefit.

    ACM Process:

    1. Employee completes St. Olaf Tuition Benefit Application by May 1st each year at: Tuition Benefit web page
    2. The employee submits the required application fee to St. Olaf Human Resources via a $25 check made payable to ACM. This is a one-time fee required during the initial application for each dependent.
    3. St. Olaf Human Resources will validate eligibility for this benefit and will notify the St. Olaf Financial Aid Office and forward the application check and Tuition Benefit Application information to ACM.
    4. The host institution will communicate with the St. Olaf employee’s dependent regarding benefit amount.
    5. Following the St. Olaf employee’s dependent decision, the employee must complete the online Enrollment Confirmation Form by May 1st each year.

    PARTICIPATING INSTITUTIONS

    A current list can be found on the Tuition Benefit web page. Note: ELCA and ACM institutions choose whether or not to participate in the exchange/remission programs and may withdraw their participation at any time.

    TUITION ALLOWANCE FOR EMPLOYEE, EMPLOYEE SPOUSE, OR RETIREE

    Employees (with a minimum of 0.50 FTE), their spouses, and retirees of the college are allowed to take one course credit per term at St. Olaf, up to a maximum of two course credits per year, at no charge.  Courses may be audited free of charge if permission is obtained from the instructor of the course.

    Limitations

    1. Additional courses above the maximum per year will be at 50% of the full, per-course tuition charge.
    2. For courses involving special costs beyond basic local classroom work, calculated cost fees will be charged.
    3. This benefit is not available for independent study/independent research, music lessons, summer school courses, off-campus courses, or courses through the St. Olaf Alumni and Family Travel Office.

    Process

    1. Employees, spouses, and/or retirees complete the form that authorizes eligibility. lt is available in the Human Resources Office.
    2. Registration must take place through the Registrar’s Office, for audit or credit, on the first day of class for each term.
    3. The Student Accounts Office will then adjust the tuition to reflect the benefit for the registered individual.
    4. Additional instructions can be found on the Tuition Allowance for Employees, Spouses or Retirees web page.

    Policy updated April 2024