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Tuition Exchange Program

Policy Number: HR-24
Effective Date: August 2011
Last Revision: March 2013
Responsible Officer: Executive Vice President, Treasurer and Chief Financial Officer

PURPOSE

Drexel University participates in a consortium of over 600 U.S. colleges and universities in a reciprocal scholarship exchange program, through which Drexel University awards up to eight (8) new scholarships per academic year to dependents of full-time faculty and Professional Staff Members who meet eligibility criteria and matriculate to institutions in the consortium other than Drexel University.    

 

APPLICABILITY

This policy applies to all eligible full-time Faculty and Professional Staff Members, including full-time Professional Staff Members affiliated with a collective bargaining unit, including Drexel Affiliates as negotiated.

 

IMPLEMENTATION

Implementation of this policy is the responsibility of the Department of Human Resources in collaboration with the Office of Enrollment Management.

 

ADMINISTRATIVE OVERSIGHT

The Executive Vice President, Treasurer and Chief Financial Officer is the Drexel University official responsible for the administration of this policy.

 

POLICY

Drexel will award up to eight (8) new scholarships per academic year to eligible dependents of eligible full-time faculty and Professional Staff Members who wish to attend institutions that are members of the Tuition Exchange other than Drexel University. 

 

DEFINITIONS

Eligible Dependent is defined to include a dependent child who:

  1. qualifies as a dependent of an Eligible Employee for federal income tax purposes for the period for which the TEP scholarship is sought;
  2. is 24 years of age or younger immediately prior to the first day of classes of  the academic year for which the TEP scholarship is sought;
  3. is a first-time entering freshman to the Import Institution;
  4. has met the Import Institution’s established requirements for admission;
  5. and once admitted to the Import Institution, continues to demonstrate satisfactory academic progress (as measured by the Import Institution) and otherwise is in good standing with the Import Institution.

Eligible Employees are full-time Faculty or full-time Professional Staff Member of the University.

Full-Time Employee is an employee who is regularly scheduled to work forty (40) hours per week or 100% appointment.

Import Institution is defined to mean a college or university that is a member of the Tuition Exchange, and is attended by an Eligible Dependent recipient of a TEP scholarship.

Professional Staff Member is defined as an individual employed in any non-faculty category by Drexel University, including an individual who is deemed to be either exempt or non-exempt under the provisions of the Fair Labor Standards Act (FLSA) and/or applicable state law.

Tuition Exchange Program (TEP) refers to a reciprocal scholarship exchange program for eligible dependent children of eligible full time faculty and Professional Staff Members. 

Tuition Exchange refers to the consortium of colleges and universities that have agreed to participate in the TEP.

University refers to Drexel University, but does not include its affiliated entities.

 

PROCEDURES

  1. Scope of Benefit
    1. A maximum of eight (8) new TEP scholarships will be awarded by the University each academic year.  Accordingly, TEP is not a benefit that is automatically awarded to every Eligible Dependent, and not all Drexel TEP applications will result in the award of a TEP scholarship.  Rather, TEP is a competitive scholarship program for which Eligible Dependents may compete.
    2. TEP scholarships may only be used for undergraduate work at the Import Institution. TEP scholarships are not available for graduate or professional study, non-degree study, study abroad, summer programs or work toward a second undergraduate degree.
    3. The amount of the TEP Scholarship is determined on a year-to-year basis.  The maximum amount (“Annual Limit”) of a TEP Scholarship in any given year is determined by The Tuition Exchange.  Students will be entitled to receive the amount of the Annual Limit the cost of full tuition for one year at the Import Institution, whichever is less.  If the tuition at the Import Institution exceeds the Annual Limit, the difference between the actual tuition, costs for room and board and any other fees and the Annual Limit is the responsibility of the Eligible Employee.
    4. An Eligible Dependent may not receive a TEP scholarship from the University for more than four (4) academic years, or after the completion of his or her baccalaureate degree, whichever occurs first.
    5. Eligible Employees whose dependents receive a TEP Scholarship are fully responsible for any tax liability incurred as a result of receipt of any such award.  TEP Scholarships are not taxable; however, federal tax law provides that scholarships or grants that exceed the cost of tuition, fees and books (e.g. awards for room or board) are taxable.  Tax-related information regarding the TEP is provided to Eligible Employees as a courtesy and is not intended as tax advice.  An Eligible Employee whose Eligible Dependent receives a TEP scholarship should consult his or her own tax advisor regarding the tax implications of such an award.
    6. If an applicant is the Eligible Dependent of two Eligible Employees, the years of service of the longer-tenured parent or guardian will be used to determine length of service for purposes of the TEP, and the years of service of the two Eligible Employees may not be combined for such purposes.
    7. An Eligible Employee may not have more than two (2) Eligible Dependents receiving a scholarship through the TEP at the same time.
    8. Eligible Employees receiving Tuition Remission are not eligible for any other aid that is funded by the University. Recipients of a TEP scholarship will not be eligible to participate in the University’s Grant-in-Aid or Tuition Remission programs during an academic year to which the TEP scholarship applies.
    9. Additional information regarding TEP, including the identity of the University Liaison Officer for TEP, may be found on the University Human Resources website.  Notwithstanding any information provided at any time by the University regarding this program, Drexel University and the Tuition Exchange reserve the right to modify or terminate this program at any time and without notice.
  2. Eligibility
    1. An Eligible Dependent may apply for participation in the TEP if his or her parent or guardian, as of the first day of classes for the term for which the TEP Scholarship is sought, has completed at least seven (7) years of consecutive full-time employment with the University and is employed full time by the University.  Approved sabbaticals and approved leaves of absence are counted toward years of service for purposes of calculating eligibility to apply for a TEP Scholarship.
    2. During the period of enrollment at the Import Institution, a TEP Scholarship recipient must remain in good personal, academic and financial standing with the Import Institution. If the recipient does not meet these standards, then her or his TEP Scholarship may be terminated at the discretion of the Import Institution.
    3. If the recipient of a TEP Scholarship withdraws from the Import Institution, the student must inform the University Liaison Officer within 30 days of the date of withdrawal.  Failure to provide this notice in a timely manner may result in permanent forfeiture of the TEP Scholarship.
    4. If the Eligible Employee who is the parent or guardian of a TEP Scholarship recipient ceases to be employed by the University, or otherwise becomes ineligible while the recipient is receiving a TEP Scholarship, the TEP Scholarship will not be rescinded for the academic year during which such event occurs, and the student will be permitted to complete her or his studies for that academic year.  Following the conclusion of that academic year, the student will no longer be eligible to receive a TEP Scholarship from the University.
    5. If the Eligible Employee who is the parent or guardian of a TEP Scholarship recipient dies while the dependent is receiving the TEP Scholarship, the recipient will continue to receive the TEP Scholarship in accordance with the terms of this Policy.
  3. Application and Recertification
    1. On an annual basis, the University’s Human Resources Department will establish a date by which the Tuition Exchange Application  must be completed.  This date typically occurs during the Fall of the year preceding the academic year for which the TEP Scholarship is sought.
    2. TEP Scholarships are awarded with the intention that the student will hold the award for four academic years, or until obtaining an undergraduate degree, whichever occurs first.  Accordingly, TEP Scholarships are renewable each year provided the student remains in good academic and social standing with the Import Institution.  Nevertheless, the student's eligibility must be recertified by the University’s Department of Human Resources each academic year.  In order to be recertified, the Eligible Employee and the TEP Scholarship recipient must complete the following steps no later than January 30 each year:
      1. Complete a Recertification and Renewal Form and submit it to the Import Institution;
      2. Confirm with the University Liaison Officer that the Recertification and Renewal Form has been submitted to the Import Institution; and
      3. Remit to the University Liaison Officer the then-current annual processing fee, made payable to Drexel University.

 

AT-WILL EMPLOYMENT NOT AFFECTED

Notwithstanding anything to the contrary stated in this policy, nothing herein is intended to alter the at-will status of any Professional Staff Member.  Drexel University at all times retains the right to terminate any at-will faculty or Professional Staff Member at any time for any lawful reason, or for no reason at all.