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Loyola University Chicago

Human Resources

Tuition Benefits Policy

 


Policy Statement

Loyola University Chicago offers the privilege of tuition remission to full-time, benefits eligible employees, qualified retirees, and/or their spouses, legally domiciled adults and dependent children. This policy supercedes all previous tuition remission policies at University Lakeside and Health Sciences (Schools of Medicine & Nursing), and eligibility is contingent on compliance with the guidelines contained herein.

Purpose

The purpose of this policy is to clearly explain the responsibilities and parameters by which these benefits become available, the limits to these benefits and the conditions under which the benefits might become forfeit.

To Whom this Policy Applies

This policy applies to University Lakeside and Health Sciences Division (Schools of Medicine & Nursing), active, full- time benefits eligible employees, including staff, faculty and librarians, and qualified retirees as defined below.

Eligibility for Benefits:

Full-time, benefits eligible faculty and staff hired (including those promoted from part-time to full-time) may use the employee tuition benefit at the start of the academic term that begins after they have completed one (1) year of continuous full-time, benefits eligible employment, AND may use the spouse legally domiciled adult or dependent child tuition benefit at the start of the academic term that begins after the employee has completed one (1) year of continuous full-time, benefits eligible employment as maintained by the Department of Human Resources.

Loyola University’s definition of dependent child, legally domiciled adult and spouse follows the guidelines set forth by the Internal Revenue Service, which would make a dependent child no longer eligible for the tuition benefit once they turn the age of 24 (http://www.irs.gov/uac/A-%E2%80%9CQualifying-Child%E2%80%9D).  

Company Transfers: When an employee transfers from Loyola University Medical Center to University Lakeside and Health Sciences Division with one or more years of continuous full-time, benefits eligible service at the time of transfer they may use the employee and dependent tuition benefit at the start of the academic term that begins after the date of transfer as maintained by the Department of Human Resources.

Full-time, benefits eligible faculty and staff who retire and are age sixty (60) or more years of age and have at least ten (10) years of continuous full-time, benefits eligible service with the University at the time of retirement are eligible for the faculty & staff and spouse & dependent child tuition benefit as if the retiree were still active and working full-time at the time the benefit is applied.

Deceased Employees: Dependent children of deceased employees who had more than 10 years of continuous full-time, benefits eligible service with the University at the time of death, will be treated as though the deceased employee was still active and working full-time at the time the benefit is applied for their dependent children.

In addition to the "full-time, benefits eligibility" and the service requirement, eligibility for tuition benefit is premised on the student's application and admission into the desired academic program. Admission into any academic program is never guaranteed and competition may be intense for a limited number of available openings. The application and admission processes with their stated requirements and requisite costs are the student's responsibility and must be complete before the employee, spouse, legally domiciled adult and/or dependent child is eligible for any tuition benefit.

Students who are eligible and receiving an employee, spouse, legally domiciled adult or dependent child tuition benefit must remain in strict compliance with all academic, financial and financial aid policies and requirements, including but not limited to the satisfactory academic progress policy at: http://www.luc.edu/academics/catalog/undergrad/reg_academicstanding.shtml .  Failure to comply with stated policies and requirements will result in forfeiture of the tuition benefit for current or future terms.

Benefit Coverage

Faculty and Staff - Undergraduate Tuition Benefits

Almost all undergraduate and certificate programs are covered under the employee tuition benefit program. Exclusions, enrollment caps or specialized application procedures will be determined by the Chief Academic Officer and posted annually at www.luc.edu/hr/tuition_be_ex.shtml.

The Employee Tuition Benefit pays 100% of tuition for eligible employees taking undergraduate or eligible certificate courses. At no time will the tuition benefit apply to more than three courses per semester (9 semester hours) or two courses per quarter (8 quarter hours).

Faculty and Staff - Graduate & Professional Tuition Benefits

Most graduate and professional programs (except executive education, law and medicine) are covered under the graduate employee tuition program. They are specialized courses of study and require a special time commitment from the faculty and staff member in the advancement of their career and reflect a significant investment by the university in the faculty or staff member.

Exclusions, enrollment caps or specialized application procedures will be determined by the Chief Academic Officer and posted annually at: http://www.luc.edu/hr/tuition_be_ex.shtml.

The graduate employee tuition program pays 100% of tuition for eligible employees taking graduate and professional program courses. At no time will the graduate tuition benefit apply to more than two courses per semester (8 semester hours) or two courses per quarter (8 quarter hours).

Dependent Tuition Benefits - Undergraduate Courses or Programs Only

Almost all undergraduate courses or programs are covered under the employee tuition benefit program. Exclusions, enrollment caps or specialized application procedures will be determined by the Chief Academic Officer and posted annually at: http://www.luc.edu/hr/tuition_be_ex.shtml.

The spouse, legally domiciled adult and dependent child tuition benefit pays 100% of undergraduate tuition (including Rome Center tuition) of full time benefits eligible employees, retirees and deceased employees. Note the benefit covers tuition only and does not include student activity or instructional fees; room and board or other expenses.    

Loyola University’s definition of dependent child, legally domiciled adult and spouse follows the guidelines set forth by the Internal Revenue Service, which would make a dependent child no longer eligible for the tuition benefit once they turn the age of 24 (http://www.irs.gov/uac/A-%E2%80%9CQualifying-Child%E2%80%9D).

Tuition Benefit Contribution or Co-Pay for Dependent Tuition Benefit

Note: The Co-Pay for the 2013-2014 (July 1, 2013 - June 30, 2014) year is listed below.

The student will pay $715 per academic term towards tuition if the student is enrolled in 12 or more hours (adjusted year to year)

The student will pay $360 per academic term towards tuition if the student is enrolled in 11 or fewer hours per term (adjusted year to year)

 

FACHEX

 

FACHEX is an acronym for Faculty and Staff Children Exchange Program. It is an undergraduate tuition remission program for children of full-time, benefits eligible faculty and staff of the participating institutions. It permits dependent children of full-time, benefits eligible faculty and staff an opportunity to receive the same tuition benefit offered at 25 of the 28 Association of Jesuit Colleges and Universities. Details, benefits and application procedures vary by college and university. See information on the FACHEX programs which are available and updated at www.luc.edu/finaid/fachex.shtml.

 7.23.2012

Responsibility

In order to maintain eligibility for the benefit, it is the employee's responsibility to comply with all the guidelines and deadlines explained in this document.

Guidelines: Application Procedures and General Information

Financial Aid Application and Process

All employees or their dependents who are or may be admitted at least half-time in a degree-granting program and who wish to use tuition benefit must complete and file the key financial aid form called the Free Application for Federal Student Aid (FAFSA) with the Department of Education and must complete the entire financial aid process, including all required documentation and signatures before the academic term for which they are seeking the benefit but typically in the spring semester prior to each academic year.

Additionally the student must continue to file for financial assistance at the beginning of each calendar year thereafter (usually in February before the next academic year). The Free Application for Federal Student Aid (FAFSA) form is available online at www.fafsa.ed.gov or from the Office of Student Financial Aid and Human Resources. Note: Employees and/or their dependents must comply with all of the posted deadlines that pertain to filing financial aid forms. Failure to turn in forms before the latest deadline prior to beginning of the academic term for which tuition benefit is requested will result in the forfeiture of the tuition benefit for that term.

Tuition Benefit Process

Effective any academic term that begins October 2010 or later, the process for determining eligibility for the employee and dependent tuition benefit has been automated, meaning that there is no longer a need to submit the tuition benefit requisition form to Human Resources for each academic term you or your dependents are enrolled.  Once you have applied and have been accepted into the academic program of your choice you must complete a FAFSA form for the academic year you wish to receive the Tuition Benefit. The electronic online FAFSA form can be reached via Internet Explorer only on their website at www.fafsa.ed.gov using Loyola University of Chicago School Code 001710. Loyola University uses the data from the FAFSA to apply the Tuition Benefit, however those completing the FAFSA form are not obligated in any way to apply for and/or secure grants, student loans or any other financial aid offered via the FAFSA website. For more information on how to complete the FAFSA online please visit the Office of Financial Aid. Please remember that the FAFSA must be renewed every year to continue to receive the Tuition Benefit. So that eligibility for the dependent tuition benefit can be determined it is the responsibility of the employee to ensure that Human Resources has the correct dependent information on file, including the name, date of birth and social security number of all eligible dependents. An employee can add, edit or view their dependent information online through the Lawson employee self service application on campus via Internet Explorer. Failure to provide Human Resources with correct dependent information in a timely fashion will result in the forfeiture of the tuition benefit for that academic term.

Fees and Payments

This benefit applies to tuition only. The employee is responsible for all fees (i.e., room, board, late fees, activity fees, online course fees, etc.). Payment must be made, in full or via acceptable payment arrangements made through the Bursar's Office, by the payment deadlines established by the Bursar for the term in question. Failure to make timely payments or negotiate a satisfactory repayment schedule with the Bursar's office on the schedule posted by the Bursar's Office, will result in the forfeiture of the tuition benefit for one or more future academic terms.

Deadlines

Those eligible who take advantage of the tuition benefit must comply with all posted deadlines pertaining to application, registration, fee payments, financial aid, and comply with the tuition benefit process, as stated by Human Resources.  If a deadline is missed or dependent information is not provided to Human Resources in a timely fashion or an outstanding balance is unpaid, the tuition benefit can be forfeited for the current term and, if an employee's failure to meet deadlines continues to be an ongoing problem, payment of the benefit will be suspended for future terms.

General Information

Appendix

Related Documents and Web Links:

Up to date list of Academic Program Exclusions or Special Application Procedures

Up to date list of Financial Aid, Tuition Benefit and Payment Deadlines can be found at luc.edu/bursar/ or luc.edu/finaid

Up to date information on qualifying work-related educational expenses

Forms:

Financial Aid Forms

Online Forms Through Loyola

Admissions:

Undergraduate Admissions

Graduate and Professional programs admission

Academic Progress policy

Tuition Exchange program at Jesuit Institutions (FACHEX)



(rev:10/07, 9/08, 4/09, 06/09, 10/10, 02/11, 10/11, 05/2013)

Loyola

Office of Human Resources
820 N. Michigan Ave., Chicago, IL 60611
312.915.6175 · hr-wtc@luc.edu

Notice of Non-discriminatory Policy