Maricopa County Community College District
Handbook for Tuition Waivers, Affidavits and Exemptions
2411 West 14th Street Tempe, AZ 85281-6942
Revised April 2010
tuition waiver handbook
table of contents
Definition of Common Terms....................................................................................... 4 Tuition Waiver Request Processing Procedures........................................................... 5 Process cont’d, Withdrawals and Music Major Fee Waivers........................................ 6 HRS Field Values and Fiscal Codes................................................................................ 7 Eligibility for Tuition Waivers, Affidavits and Exemptions............................................. 8 PeopleSoft HRMS Procedures...................................................................................... 9 Appendices Tuition Waiver Request Employee/Active Retiree..............................................A Tuition Waiver Request Dependent.................................................................... B Tuition Waiver Request Adjunct Faculty............................................................. C Tuition Waiver Request Non-Employee............................................................. D Exemption for Full-Time Teachers/Classroom Aides........................................... E Adjunct Faculty Waiver Tuition Waivers............................................................. F Non-Employee Waiver Process.......................................................................... G Monitoring of Tuition Waivers........................................................................... H
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tuition waiver handbook
introduction
As part of ongoing efforts to update policies, regulations and procedures that guide the operations of the Maricopa County Community College District (MCCCD), this handbook is designed to address issues related to the treatment of tuition waivers and other instances (affidavits and exemptions) where students have been deemed eligible for the payment of costs at the same rate as either residents of Arizona or Maricopa County. Waivers, affidavits and exemptions are for credit classes only, unless otherwise specifically indicated. Credit by examination or evaluation is not eligible for waiver.
This handbook includes the following information: a A glossary of definitions to provide consistent terminology district-wide a The authority for which such waivers, affidavits and exemptions are established a Eligibility requirements for employees and non-employees a The procedures for processing each item a Sample waiver request forms a Reference contacts per topic
Revised 04/2010
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tuition waiver handbook
definition of common terms
Arizona Out of County Affidavits Form used to verify tuition eligibility for students from any part of Arizona that is not a part of an established community college district. Arizona/Sonora Exemption The provision of in-state tuition rates to students from Sonora, Mexico participating in the Arizona-Sonora Exchange Program. Credit Bearing Courses Courses with semester hour units that are used to: compute grades, transfer to other academic institutions, establish the granting of degrees and certificates, and whose tuition and fee rates receive approval by the MCCCD Governing Board. Dependent Spouse The employee’s spouse under a legally valid existing marriage. Domestic partners are not eligible under existing state statute. Dependent Child The employee’s unmarried children or the unmarried children of his/her spouse*. This includes natural children, legallyadopted children, step children, children placed for adoption, children under legal guardianship substantiated by a court order and living with the employee and children who are entitled to coverage under a medical support order. *Children of a domestic partner may also be eligible, even though the domestic partner is not, if the employee has established a legal responsibility for the children (via court order, etc.) with the benefits department.
Non-Employee Persons not employed by the Maricopa County Community College District who have been identified in statute as eligible for a tuition waiver, affidavit or exemption. Regular/Full-Time, Board Approved Employee Designation as a regular, full-time board approved employee varies according to the specific job group policy manual. Refer
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to job group policy manuals: http://www. dist.maricopa.edu/hrweb/policy.html Reimbursement Payment to an employee by the MCCCD after the employee used his/ her own funds to pay the cost of tuition. Reimbursements are subject to the requirements established in this manual.
tuition and fees that should be recorded as revenue. No waivers are involved unless the institution segregates and/or monitors the amount of revenue offset via the waivers.
Skill Center Programs Program offerings that are listed in skill center catalogs. In some instances, these programs are used to compute grades, transfer to other academic institutions or to grant certificates of completion. Teacher and Classroom Aide Exemption The classification of a full-time teacher or full-time classroom aide as an in-state student for tuition purposes for courses necessary to complete the requirements for certification by the State Board of Education in order to teach in a school district in this state. Waivers Waivers are a release from obligation to pay all or a portion of the normal charges for tuition and fees. When MCCCD waives tuition/credit hour costs, it is agreeing to use institutional funds to cover the loss of revenues represented by the waiver. Waivers used to reduce the cost of attendance for employees or their spouses or dependents are considered an employee benefit and are charged to the appropriate expense account. Waivers used to reduce the cost of attendance for students who are not employees, are considered a contra-revenue and are charged to the appropriate allowance or discount account. Published rate structures that denote reduced tuition and fees for certain categories of students do not give rise to a waiver, and thus are categorized as either affidavits or exemptions. Rather, the published rate represents the full
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tuition waiver handbook
tuition waiver request processing procedures
Waivers Eligibility for tuition waivers, affidavits or exemptions is established via state statute and Governing Board policy. Employees must be Board approved prior to the start date of the class for an employee or dependent waiver to be considered valid. If a class conflicts with an employee’s normal working hours of accountability, supervisory approval is required. Supervisory approval must be obtained by the employee in writing, with the written approval maintained by the supervisor and the employee. Questions regarding eligibility status may be directed to the area referenced on the chart located on page 7. An official request form must be presented in order to initiate the waiver process. The proper form(s) to be submitted are: a Regular Governing Board approved employees and Active Retirees participating in the MCCCD Active Retirement Program fill out the Employee or Early/Active Retiree Tuition Waiver Request (Appendix A). a Eligible Dependents of employees fill out the Dependent Tuition Waiver Request (Appendix B). Note: For new hires and existing employees with dependent children and spouses—employee must be Board approved PRIOR to the start date of the class for the dependent or spouse to be eligible. a If an existing employee has a change of status in the middle of the year where a dependent child or spouse has been added, the effective start date for tuition waiver eligibility begins on the first of the month following in which the addition was made. a Adjunct Faculty members fill out the Adjunct Faculty Tuition Waiver Request (Appendix C). a Employees, dependents and spouses shall also provide the Admission and Records/Enrollment Services Office with appropriate documents for verification of citizenship or legal status. a Dependents of a slain Arizona Peace Officer, Firefighter, Emergency Paramedic, or Arizona National Guard
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Member or Member of the United States Armed Forces Who Was a Resident of the State of Arizona or Stationed in Arizona killed in the line of duty, disabled Arizona National Guard Members, or Arizona National Guard Member Purple Heart recipients fill out the Qualified Non-Employee Tuition Waiver Request (Appendix D). Dependent(s) should also have a letter issued by the authorized agency (i.e., Arizona Peace Officers Memorial Board, Adjutant General of the National Guard, Arizona Attorney General’s Office). Typically, waiver forms are processed by the Cashier’s Office. The general process is as follows: 1. Student registers for his/her class(es) and completes the approprite tuition waiver form, obtaining all necessary signatures, prior to turning the form in to the Cashier’s Office. Tuition waiver forms can be found online via the Office of Public Stewardship web at www.maricopa.edu/ publicstewardship/resources/TW.php. Refer to this web site for the most current version of the waiver forms. Older forms are not valid because they do not contain the most current requirements and will not be processed. 2. Cashier reviews form for completeness and for appropriate signatures. Employees must be Board Approved (or in the case of adjunct faculty, must have an initial assignment* enacted) prior to the start date of the class in order for a waiver form to be valid. Fees not covered by the waiver must be paid before any tuition waivers will be processed (including any course credit costs over the six credit hour limit for adjunct faculty). 3. Authorized college personnel connect to the Human Resource System Custom Report titled “MCCD Tuition Waivers” for eligibility verification (see pg. 8). 4. Waiver Request forms are then given to the cashier’s supervisor or designee for review and sign-off.
5. If person is eligible, waiver request is approved. NOTE: Cashiers should not post their own dependent’s tuition waiver forms. 6. If person is deemed to be ineligible, the person is contacted and given an explanation why the waiver will not be processed. The waiver is reversed and the person is billed. 7. Waivers are totaled at the end of the shift. NOTE: Some colleges may depart from the stated process if college structure necessitates it, as long as it is documented, maintains a separation of duties and is applied to every instance. *See Appendix F for more information.
Waiver requests may be submitted for courses offered at Skill Centers and are limited to the per-clock-hour cost of the program. The requirements for waiver eligibility still apply. Waivers, affidavits and exemptions are not permitted for noncredit courses at any MCCCD locations. Skill Center locations will process waiver requests in a manner consistent with the guidelines prescribed in this handbook. The tuition waiver process for the SaltRiver Pima-Maricopa Indian Community is administered solely through Scottsdale Community College. Contact the SCC Fiscal Office for additional information. Authorizations for the Arizona Sonora Exchange Program are processed through the office of International & Intercultural Education. Students seeking to participate in the program should be directed to contact the office at 480-731-8250. Teacher and Classroom Aide Exemption Teachers and classroom aides seeking in-state classification for courses required by the State Board of Education to teach in a school district in Arizona must fill out the designated form (Appendix E) in the Admissions and Records Office. By signing the form, the student affirms eligibility for instate classification under ARS §15-1802.B.3. No member of the person’s family is eligible as an in-state student. Forms should be kept on file in the event of an audit.
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tuition waiver handbook
process cont’d, withdrawals and music major fee waivers
Reimbursement Process Tuition waiver requests will only be honored through the semester in which the class ends. If the tuition waiver request form has not been completed, approved and submitted prior to the tuition and fee due date, the student will be required to make payment in full by the due date. If eligible, a refund will subsequently be made upon approval of the tuition waiver request within the same semester.
Music Major Fee Waivers To maintain excellence in Music at the Maricopa Community Colleges, a common practice throughout higher education requires all Music students to enroll in private instruction in order to complete their course of study. To accomplish this, all Music students are eligible to receive a private instruction course fee scholarship. In FY 2009-2010, this ranged between $320 for one credit hour to $538 for two credit hours.
Terminated Employment Change in employment status will impact tuition waiver eligibility. Parties that are considered to be terminated or separated from the Maricopa County Community College District, or as having an assignment that was canceled prior to the first meeting of the class(es) for which a waiver was submitted, may either withdraw or pay for the course. If termination occurs after the first meeting of class in which the party has already attended, he or she may continue through the end of the course.
Documentation and Eligibility Private Instruction Course Fee Scholarship (2 Credits) In order to receive the two-credit PICF Scholarship, a Full-Time Music Major needs to be registered for the following credits: • At least nine (9) credits of Music Courses (includes Private Instruction) plus an additional three (3) credits of Music and/or General Studies courses. Specific requirements will be required by the individual programs offered at each campus.
Course Withdrawals The number of withdrawals for the same course number (i.e., ECN211) is limited to two. Upon the third attempt, the eligible person will not receive a waiver of tuition for subsequent registration in the same course. See page 20 for directions on how to remove a course from a tution waiver.
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Private Instruction Course Fee Scholarship (1 Credit) In order to receive the one-credit PICF Scholarship a Part-Time Music Major needs to be registered for the following credits: • At least two (2) credits of Music Courses (includes Private Instruction) plus an additional four (4) credits of Music and/or General Studies courses. Specific requirements will be required by the individual programs offered at each campus.
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tuition waiver handbook
HR system field values and fiscal codes
MCCCD Tuition Waiver Rules, HRS Field Values and Fiscal Codes Amended November 7, 2008
Type Of Participant
FTE
Employee Eligibility
Fiscal Code
Dependent** Eligibility
Fiscal Code
Employees Full-time regular employees
1.00
Yes
Faculty 400000101000 Staff 400000010000
Yes
Faculty 400002010000 Staff 400002020000
On leave if otherwise eligible
1.00
With Employee Services Authorization
Athletic Specialists
1.00
Yes
400000101000
Yes
400002010000
Full-time, board-approved specially funded employees*
1.00
Yes
400001090000
Yes
400002030000
Full-time, Skill Center Employees
Yes
Instructor 400060000000 After determination of Staff 400060020000 financial aid eligibility
Part-time, Skill Center Employees
No
With Employee Services Authorization
Instructor 400060030000 Staff 400060010000
No
Part-time, board-approved Specially Funded employees*
0.50 to 0.99
Yes
400001090000
No
Part-time regular employees*
0.50 to 0.99
Yes
Faculty 40001030000 Staff 400000010000
No
On leave if otherwise eligible*
0.50 to 0.99
With Employee Services Authorization
Employees participating in the District’s retirement programs*
Any
Yes
400001150000
No
Full-time, board-approved short-term employees*
1.00
Yes
Faculty 400001100000 Staff 400001110000
No
Adjunct Faculty during the fiscal year of contract (does not include contracts to teach non-credit courses)
N/A
Yes, up to 6 credit hours per semester****
400001120000
No
Tuition waiver eligible non-employees (Dependents of Slain Arizona Peace Officers, Firefighters, Emergency Paramedics).
N/A
N/A
With Authorization by Appropriate Designee
400003010000
Arizona National Guard Members or members of the United States Armed Forces who were residents of the State of Arizona or stationed in Arizona killed in the line of duty; Disabled Arizona National Guard members; or Arizona National Guard member Purple Heart recipients.
N/A
N/A
With Authorization by Appropriate Designee
400003080000
Arizona Sonora Exchange Program
N/A
N/A
With Authorization by Appropriate Designee
400003040000
Non-Employees
* **
Dependents of employees who are less than .99 FTE; temporary; one-year-only (OYO); or one-semester-only (OSO) are not eligible for tuition waivers. A spouse or unmarried child less than 24 years old. In order to receive a tuition waiver, the qualified employee must be Board approved by the first class meeting. Dependent children must be less than 24 years old at the time of the first class meeting. *** Questions regarding eligibility status should be directed to Employment Services, 480-731-8469. **** See Appendix F for additional information on adjunct faculty waiver eligibility.
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tuition waiver handbook
eligibility references Category/Group
Tuition Issue/Provision
Authority Reference
Reference Contact
Non-Employee Arizona Out of County
Affidavit: Allows a college district to admit students in counties without a college district on the same conditions as Maricopa residents
ARS §15-1469
Appropriate County Treasurer’s Office
Arizona-Sonora Exchange Program
Exemption: The provision of in-state tuition rates to students from Sonora, Mexico that are participants in the Arizona-Sonora Exchange Program
ARS §15-1444, Section (F), Governing Board Motion No. 8785, July 28, 1998
International Education 480-731-8250
Dependents of Slain Peace Officers, Fire Fighters, Emergency Paramedics, and Arizona National Guard Members or Members of the United States Armed Forces Who Were Residents of the State of Arizona or Stationed in Arizona Killed in the Line of Duty; Disabled Arizona National Guard Members; or Arizona National Guard Member Purple Heart Recipients.
Waiver: Admission with a tuition waiver scholarship to children 30 years of age or younger or to a spouse who has not remarried; or a member of the Arizona National Guard who received a purple heart citation on or after 9/11/01; or a former Arizona National Guard member medically discharged due to injury suffered during status. Limit to no more than 64 credit hours.
ARS §15-1808
Verification of eligibility received on official stationary of peace officers, fire fighters, emergency paramedics association, Adjutant National Guard, or Arizona Attorney General’s Office.
Salt River Pima-Maricopa Indian Community (offered exclusively at Scottsdale Community College)
Waiver: All tuition and fees, including registration and lab fees for credit and non-credit classes. Noncredit provision is through college action.
Governing Board Motion No. 4703, December 9, 1980, Administrative Regulation No. 2.2.9
American Indian Programs Department
Full-Time Teacher/Full-Time Classroom Aide
Exemption: Classification as an in-state student (for persons domiciled for less than one year) for an employee of a school district who is contracted to teach on a full-time basis, or is employed as a full-time noncertified classroom aide at a school within that district.
ARS §15-1802.B.3
Director of College Admissions & Records (Enrollment Services)
Adjunct Faculty
Waiver: Maximum of six (6) credit hours when assigned to teach credit courses, to be taken during the semester in which they teach. Courses will not be waived prior to the start of the faculty member’s first teaching assignment. Benefits can not be extended prior to employment. Use of a waiver may be deferred during a term that follows teaching, but the deferral must take place within the same fiscal year of the assignment. Assignments to teach non-credit courses are not eligible for the waiver benefit.
ARS §15-1445, All-Employee Group Policy
Employment 480-731-8469
Adjunct Contractors (Librarians & Counselors; Hourly; Team-Taught; Non Residential Fitness)
Waiver: Maximum of six (6) credit hours when assigned to teach credit courses, to be taken during the semester in which they teach. Use of a waiver may be deferred during a term that follows teaching, but the deferral must take place within the same fiscal year of the assignment.
ARS §15-1445, All-Employee Group Policy
Employment 480-731-8469
Early/Active Retirees
Waiver: Tuition and fee waivers are limited to the percredit-hour cost of classes and to out-of-county and out-of-state fees. Other fees, such as lab or towel fees are not waived and must be paid by the employee.
ARS §15-1445, All-Employee Group Policy
Employment 480-731-8469
Full-time Regular Employees, Spouses & Dependents
Waiver: Tuition and fee waivers are limited to the percredit-hour cost of classes and to out-of-county and out-of-state fees. Other fees, such as lab or towel fees are not waived and must be paid by the employee.
ARS §15-1445, All-Employee Group Policy
Employment 480-731-8469
Skill Center Employees
Waiver: Tuition and fee waivers are limited to the percredit-hour cost of classes and to out-of-county and out-of-state fees. Other fees, such as lab or towel fees are not waived and must be paid by the employee.
ARS §15-1445, All-Employee Group Policy
Employment 480-731-8469
Specially Funded Employees
Waiver: Tuition and fee waivers are limited to the percredit-hour cost of classes and to out-of-county and out-of-state fees. Other fees, such as lab or towel fees are not waived and must be paid by the employee.
ARS §15-1445, All-Employee Group Policy
Employment 480-731-8469
Employee
* Waiver eligibility start dates for dependent children and spouses are subject to the applicable employee Board approved hire date or the date established for benefits eligibility to begin when employees have had a change in status by adding a dependent(s) child or spouse.
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tuition waiver handbook
tuition waiver procedures
The following are the procedures to locate Tuition Waiver information in PeopleSoft HRMS Version 8.8. 1. The student delivers Tuition Waiver Request to the Cashier’s Office. 2. The Cashier receiving the Tuition Waiver Request will verify the form for completeness and to determine the final payment. If an employee would like to enroll in a course that takes place during their normal working hours the appropriate administrator needs to approve the tuition waiver. 3. The payment will be collected and posted. 4. Either the Cashier’s Office or designated person(s) at the college will verify the student’s eligibility in the Human Resources System. Whether a “Dependent Tuition Waiver Request” or an “Employee or Early/Active Retiree Tuition Waiver Request” there are two ways to locate the employee in the Human Resources System: Locate the Employee’s Empl ID Number before proceeding to the Tuition Waiver Pages 1. Search by Social Security Number (National ID)
National ID: Type in the Social Security Number and click on the Search Icon. Note: Hitting the enter key will not pull up the employee’s information. 2. Search directly in MCCD Tuition Waivers Name: First Name Last Name: Last Name
navigation workforce administration personal information biographical search by national id
mccd custom mccd human resources inquire mccd tuition wavier
Simon smith
Revised 04/2010
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tuition waiver handbook
tuition waiver procedures
Or, by Empl ID
12345678
The MCCD Fiscal Subcodes screen is obsolete; SIS inputs Item Types automatically. Item Types may be entered manually for special cases. Item Type codes are on page 10.
Simon Smith
If the Employee is an Adjunct Faculty, check for the following Information: - Check to make sure that the semester of the waiver is within the current fiscal year (and on or after the assignment begin date). Verify that the total credit hours requested does not exceed the allowable 6.0 credit hours per semester District-wide. MCCCD Adjunct Faculty
12345678
Verify the following information: - Look up the eligibility information on this page to determine whether the employee is eligible or not eligible.
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tuition waiver handbook
tuition waiver procedures
MCCD Employee/Dependents The Tuition Waiver Fiscal Item Types are automatically entered into the Student System. The purpose of the Item Types is to keep track of the accounting expenditures. MCCD employees and their dependents may not appear on this page if the
12345678
Simon Smith
employee has multiple board-approved 1 2 3 4
Smith, Simon Reg InsFac 1.000000 Employee Patterson, Missy Spouse Mikelson, Jodi Dependent Paris, Denny Dependent
01/11/1966 09/18/1971 05/24/1997 12/27/2000
44 39 13 09
jobs. Please refer to the Employee Services Departments at (480) 731-8313.
MCCCD Fiscal Item Types Below is the list of the Tuition Waiver Fiscal Item Types Employees Adjunct Faculty............................................................. 400001120000 Faculty Employee......................................................... 400000101000 Faculty Employee-Part Time......................................... 400001030000 Faculty Dependent....................................................... 400002010000 Faculty-Short-Term Full Time........................................ 400001100000 Faculty-Skill Center Full Time....................................... 400060000000 Faculty-Skill Center Dependent.................................... 400060030000 Special Funded Employee............................................ 400001090000 Specially Funded Dependent........................................ 400002030000 Staff Employee............................................................. 400000010000 Staff Employee-Part-Time............................................. 400000010000 Staff Dependent........................................................... 400002020000 Staff-Short-Term Full Time............................................ 400001110000 Staff-Skill Center Full Time............................................ 400000010000 Staff-Skill Center Dependent........................................ 400060020000 Retirees........................................................................ 400060010000 Non-Employees Peace Officers Dependent............................................ 400003010000 National Guard............................................................. 400003080000 AZ Sonora Out of State................................................. 400003040000 Out of County Resident (OCR) Apache.......................................................................... 400004010000 Greenlee....................................................................... 400004020000 Santa Cruz..................................................................... 400004030000 For assistance with the Tuition Waiver Pages, contact Marjorie Klein at (480) 731-8313.
Revised 04/2010
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tuition waiver handbook
appendix A
SAMPLE Maricopa County Community College District (MCCCD)
Employee or Early/Active Retiree Tuition Waiver Request Instructions to Employee: You must complete a separate form for EACH college that you plan to attend. Please keep a copy for your records. Tuition waiver requests will only be honored through the semester in which the class ends. If you add or change classes at a later date (but within the same semester), a new form will need to be completed. Failure to submit proper forms can result in assessment of applicable tuition charges. To avoid any delays in your registration, attach your payment to this form for any fees you owe in addition to the credit hour cost. Please fill out this form completely and accurately and give it to the cashier at the college where you are registered. InComPlETE And/ or oldEr Forms wIll noT bE ProCEssEd. Employee Information name _____________________________________ Employee Id _______________________________ student Id _________________ Job Title ___________________________________ Job location _______________________________ date _____________________ work Hours _______________to _______________ daytime Phone _____________________________ College and Course Enrollment Information
semester __________________________________
a PC a GCC a GwCC a MCC a sCC a rsCC a smCC a CGCC a PVCC a EMCC a msC a swsC a other (list):_____________ Prefix & No.
Section No.
Days
Times
Credit Hours
NOTE: The number of withdrawals for the same course number (i.e., ECn211) is limited to two (2). Upon the third attempt, you will not receive a waiver of tuition for subsequent registration in the same course. Employee’s Statement of Certification, Understanding, and Agreement (Check that you have read and understood each statement) I certify that I am currently a Board-approved employee* or early/active retiree** of the Maricopa County Community College District. I understand and agree that: c The waiver for the above-listed class(es) is for the credit-hour cost ONLY (including out-of-county and out-of-state credit-hour costs); waiver for no other fee is expressed or implied by the acceptance of this request. Credit by examination or evaluation is not eligible for waiver. c Acceptance of this request by the College Cashier’s Office does not imply that it has been approved. Eligibility will be based on state statute and MCCCD polices and regulations. If it is determined that I am not eligible for a waiver, I understand and agree that I am responsible for paying the full student cost of any courses I am enrolled in as of the drop/add period for the course(s). Eligibility may or may not be verified prior to the end of the drop/add period. c In compliance with the Enrollment Irregularities Administrative Regulation, I will submit an online “Employee Course Declaration” form via www.maricopa.edu/disclosure. I understand that at the point of registration and in compliance with Prop 300, I shall also submit appropriate citizenship documentation to the Admissions and Records/Enrollment Services Office at the college in which I am enrolling. Employee Signature ____________________________________________________________________ Date _____________________ Class Conflicts with Hours of Accountability If the class conflicts with normal working hours of accountability, approval is required. We understand that one of more of the above-listed classes conflict with this employee’s normal working hours of accountability and we give our approval for the employee to attend the work-conflicting class(es). Supervisor’s Signature ____________________________________________________________________ Date _____________________ President or Designee/Vice-Chancellor’s Signature _____________________________________________ Date _____________________ Employees on Leave If the employee is currently on administrative, educational or sabbatical leave of absence, approval to attend/participate in the above listed class(es) must be approved by the employee relations manager. For FmlA, military, medical, personal, or industrial leaves of absence, approval to attend/participate in the above listed classes must be approved by the leaves department. If you are currently out on a leave of absence and unable to work, you are not eligible for a tuition waiver. I certify that this employee is a Board-approved employee who was eligible prior to the current leave of absence. Further, I certify that the conditions of the employee’s leave of absence do not preclude him/her from attending/participating in the above listed class(es). Employee Relations Manager/ Leaves Department Representative Signature _________________________________________________ Date _____________________ *A regular, board-approved employee is an individual who is compensated up to a 1.0 FTE Assignment. One-Year-Only (OYO) and One-Semester Only (OSO) working less than full-time and Temporary employees are not eligible for tuition waivers. Full-time is currently defined as .51-1.0 FTE, based on your policy group definition. **An early/active retiree is a current participant in either the Early retirment Program or the Active retirment Program of the maricopa County Community College district. MCCCD retirees not currently participating in one of these programs are not eligible for tuition waivers. College Personnel/Fiscal Office Use:
a Approved
a denied
Verification Completed by__________________________ date____________________
revised 03/10
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SAMPLE
tuition waiver handbook
appendix B
Maricopa County Community College District (MCCCD)
Dependent Tuition Waiver Request
Instructions to Student: Complete the Student Portion of this form for EACH college that you plan to attend this semester. If you plan to attend more than one college, you must complete more than one form. If you add or change classes at a later date (but within the same semester), a new form will need to be completed. Failure to submit proper forms can result in assessment of applicable tuition charges. Have the employee (your parent or spouse) complete the Employee Portion. Please keep a copy for your records. Tuition waiver requests will only be honored through the semester in which the class ends. To avoid any delays in your registration, attach your payment to this form for any fees you owe in addition to the credit hour cost. Please fill out this form completely and accurately and give it to the cashier at the college where you are registered. InComPlETE And/or oldEr FormS wIll noT bE ProCESSEd. STuDenT PoRTIon name _____________________________________ Student Id _________________________________ date ____________________ Semester __________________________________ a PC a GCC a GwCC a mCC a SCC a rSCC a SmCC a CGCC a PVCC a EmCC a mSC a SwSC a other (list):_____________ Prefix & no.
Section no.
Days
Times
Credit Hours
noTe: The number of withdrawals for the same course number (i.e., ECn211) is limited to two (2). Upon the third attempt, you will not receive a waiver of tuition for subsequent registration in the same course. Student’s Statement of Certification, understanding, and Agreement I certify that I am a a spouse / a unmarried dependent (less than 24 years old) of a Maricopa employee, who is currently a regular, full-time, Board-approved employee* of the Maricopa County Community College District. If it is determined that I am not eligible for a waiver, I understand and agree that I am responsible for paying the full student cost of any courses I am enrolled in as of the drop/add period for the course(s). Eligibility may or may not be verified prior to the end of the drop/add period. Student Signature ____________________________________________________________________
Date _____________________
emPloyee PoRTIon Employee name ____________________________ Employee Id _______________________________ Job location _______________ work Phone _______________________________ c Staff*
c residential Faculty*
c Skill Center Staff*
c Skill Center Faculty*
employee’s Statement of Certification, understanding, and Agreement (Check that you have read and understood each statement) I certify that I am currently a regular, full-time, Board approved employee* of the Maricopa County Community College District and that the above-signed student is my a spouse / a unmarried dependent (less than 24 years old) who is claimed as an exemption for state and federal tax purposes. I understand and agree that: c The waiver for the above-listed class(es) is for the credit-hour cost ONLY (including out-of-county and out-of-state credit-hour costs); waiver for no other fee is expressed or implied by the acceptance of this request. Credit by examination or evaluation is not eligible for waiver. c The eligibility of my spouse/unmarried dependent to receive a waiver is subject to verification. c Acceptance of this request by the College Cashier’s Office does not imply that it has been approved. Eligibility will be based on state statute and MCCCD polices and regulations. *A regular, full-time, Board-approved employee is an individual who is compensated at a 1.0 FTE Assignment, is Governing Board approved, and covered by an appropriate policy manual. Dependents of employees who are less than .99 FTE; Temporary; One-Year-Only (OYO); or One-Semester Only (OSO) are not eligible for tuition waivers. employee Signature ____________________________________________________________________ Date _____________________ College Personnel/Fiscal office use:
a Approved
a denied
Verification Completed by _____________ date _________
revised 03/10
Revised 04/2010
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tuition waiver handbook
appendix C
SAMPLE Maricopa County Community College District (MCCCD)
Adjunct Faculty Tuition Waiver Request (Credit Classes Only) Instructions to Requester: Complete this form for EACH college for which you enroll every semester. Please keep a copy for your records. Waiver requests for registered courses will only be honored through the semester in which the class ends. If you add or change classes at a later date (but within the same semester), a new form will need to be completed. Failure to submit proper forms can result in assessment of applicable tuition charges. To avoid any delays in your registration, attach your payment to this form for any fees owed in addition to the credit hour cost. Fill out the form completely and accurately and submit to the cashier at the college where you are registered. InComPlEtE And/or oldEr Forms WIll not bE ProCEssEd. Employee Information name ________________________________________________________________________________ date _____________________ Employee Id _______________________________ student Id _________________________________ Phone ____________________ College and Course Enrollment Information
semester __________________________________
a PC a GCC a GWCC a mCC a sCC a rsCC a smCC a CGCC a PVCC a EmCC a msC a sWsC a other (list):__________________ Prefix & No.
Section No.
Days
Times
Credit Hours
subtotal total credit hours paid for by adjunct faculty waiver during this semester at any other mCCCd college/center Grand total credit hours paid for by adjunct faculty tuition waiver this semester (may not exceed 6.0) NOTE: The number of withdrawals for the same course number (i.e., ECN211) is limited to two (2). Upon the third attempt, you will not receive a waiver of tuition for subsequent registration in the same course. Adjunct Faculty’s Statement of Certification, Understanding, and Agreement (Check that you have read and understood each statement) I certify that I am currently an adjunct faculty of the MCCCD, or have had a teaching assignment as an adjunct faculty within this current fiscal year (July 1—June 30). I understand and agree that: c I am eligible for a tuition waiver for up to six (6) credit hours during the semester in which I am employed; though I may elect to defer use of the waiver during a term that follows my teaching, but that is still within the same fiscal year as my contract. c No more than six (6) credit hours may be deferred within a given fiscal year meaning that unused hours cannot be accumulated above six (6) credit hours. c My eligibility for this waiver does not begin until after my initial assignment is enacted—courses will not be waived prior to the start of my assignment, even if there is only a one-day difference. Benefits can not be extended prior to employment. c Acceptance of this request by the College Cashier’s Office does not imply that is has been approved. Approval is subject to eligibility verification. If it is determined that I am not eligible for a waiver, I understand that I am responsible for paying the full student cost of any courses that I am enrolled in as of the drop/add period for the course(s). Eligibility may nor may not be verified by the end of the drop/add period. c The waiver for the above-listed class(es) is for credit-hour cost ONLY (including out-of-county and out-of-state credit hour costs); waiver for no other fee is expressed or implied by the acceptance of this request. c Credit by examination or evaluation is not eligible for waiver. Courses held during Summer Session II are not eligible for waiver deferral from the previous fiscal year. c If all of the sections listed below are canceled, the waiver will become invalid and I am responsible for paying the full student costs of any classes I take. My assignment term is/was from __________________________ to __________________________. List location, term or start date, course number, and section number of each course you are teaching or have taught in the fiscal year:
c In compliance with the Enrollment Irregularities Administrative Regulation, I will submit an online “Employee Course Declaration” form via www. maricopa.edu/disclosure/. I understand that at the point of registration and in compliance with Prop 300, I shall also submit appropriate citizenship documentation to the Admissions and Records/Enrollment Services Office at the college in which I am enrolling. Employee Signature ____________________________________________________________________ Date _____________________ c Check here if you are an adjunct in one of the following categories: Contract for Credit Courses, Hourly Adjunct, Team-Taught, Non-Residential Fitness, Librarian, or Counselor. This section must be completed by the Supervisor (Division Chair, Vice President, or Dean) I certify that this individual is employed as described above. Supervisor’s Signature __________________________________________________________________ Date _____________________ Supervisor’s Title ______________________________________________________________________ Location __________________ College Personnel/Fiscal Office Use: a Approved pending instructional audit a Denied Verification Completed By _____ Date _____ Revised 03/10
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SAMPLE
tuition waiver handbook
appendix D
Maricopa County Community College District (MCCCD)
Qualified* Non-Employee Tuition Waiver Request Instructions to Requester: Complete this form for EACH college that you plan to attend this semester. If you plan to attend more than one college, you must complete more than one form. Please keep a copy for your records. Tuition waiver requests will only be honored through the semester in which the class ends. This waiver is subject to limitations imposed by law. If you add or change classes at a later date (but within the same semester), a new form will need to be completed. Failure to submit proper forms can result in assessment of applicable tuition charges. To avoid any delays in your registration, attach your payment to this form for any fees you owe in addition to the credit hour cost. Please fill out this form completely and accurately and give to the cashier at the college where you are registered. InComPlETE And/or oldEr Forms wIll noT bE ProCEssEd. Personal Information name _____________________________________ student Id _________________________________ date ____________________ Phone _____________________________________ last 4-digits of social security number ___ ___ ___ ___ c dependent or un-remarried spouse of an Arizona Peace officer, Firefighter, Emergency Paramedic, or Arizona national Guard member or member of the United stated Armed Forces who was a resident of the state of Arizona or stationed in Ariziona Killed in the line of duty c Arizona national Guard member who received a purple heart citation on or after 9/11/01 or a former Ariziona national Guard member medically discharged due to injury or disability suffered during status College and Course Enrollment Information
semester __________________________________
a PC a GCC a GwCC a mCC a sCC a rsCC a smCC a CGCC a PVCC a EmCC a msC a swsC a other (list):_____________ Prefix & No.
Section No.
Days
Times
Credit Hours
NOTE: The number of withdrawals for the same course number (i.e., ECn211) is limited to two (2). Upon the third attempt, you will not receive a waiver of tuition for subsequent registration in the same course. Requestor’s Statement of Certification, Understanding, and Agreement Pursuant to Ars §15-1808 I certify that I am: c The dependent child or un-remarried spouse of _____________________________________________, an Arizona Peace Officer, Firefighter, Emergency Paramedic, or Arizona National Guard Member or Member of the United Stated Armed Forces who was a resident of the State of Arizona or stationed in Arizona Killed in the Line of Duty c An Arizona National Guard Member who received a purple heart citation on or after 9/11/01 or a former Arizona National Guard Member medically discharged due to injury or disability suffered during status I understand and agree that: c the waiver for the above-listed class(es) is for the credit-hour cost ONLY (including out-of-county and out-of-state credit-hour costs); waiver for no other fee is expressed or implied by the acceptance of this request; c should my eligibility status, as indicated above, change prior to the end of the semester, I will pay the tuition for the above-listed class(es) or I will be dropped from instruction; c this tuition waiver is limited to dependents who are thirty years of age or younger or a spouse who has not remarried (if applicable); and c this tuition waiver is limited to no more than sixty-four credit hours, including any transfer credits from an Arizona community college, or equal to the number of credits required for a baccalaureate degree at an Arizona university for my initially declared course of study. Student Signature ____________________________________________________________________ College Personnel/Fiscal Office Use:
a Approved
a denied
Date _____________________
Verification Completed by ____________________ date ________
* Verification of eligibility must be received on official stationary of peace officers, fire fighters, emergency paramedics association, Adjutant National Guard, or Arizona Attorney General’s Office. Verification may also be sent from the agency designee via email to the Senior Manager of Human Resources and the Manager of the Office of Public Stewardship. revised 03/10
Revised 04/2010
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tuition waiver handbook
appendix E
SAMPLE
Exemption of Non-Resident Tuition for Approved Courses for Full-time Teacher or Full-time Classroom Aide per ARS §15-1802 Under ARS §15-1802, an individual may be eligible for an exemption of non-resident tuition for approved courses if such person is: • an employee of a school district in this state and is under contract to teach on a full-time basis, or • employed as a full-time non-certified classroom aide at a school within that school district. For purposes of the above paragraph, the person is eligible for classification as an in-state student: • only for courses necessary to complete the requirements for certification by the State Board of Education to teach in a school district in this state. No member of the person’s family is eligible for classification as an in-state student if the person is eligible for classification as an in-state student pursuant to the paragraphs.
Exemption Process 1. Provide verification of full-time employment as a teacher or non-certified classroom aide in an Arizona school district. 2. Provide evidence of intent to be a resident of Arizona by the absence of ties to former state of residence (i.e., Arizona Driver’s License, Arizona Vehicle Registration, etc.). In establishing domicile, an alien must not hold a visa that prohibits establishing domicile in this state. 3. Officially declare with the Office of Admissions and Records a program of study that leads to 1) a degree in elementary or secondary education or 2) teacher certificate recognized by the Arizona Department of Education. 4. Submit documentation regarding 1) coursework required by the Arizona Department of Education or 2) coursework required for a degree in elementary or secondary education as signed by an Academic Advisor. Under ARS §15-1802, only “courses necessary to complete the requirements for certification by the State Board of Education to teach in a school district in this state” qualify for in-state tuition. 5. Re-apply and prove eligibility for an exemption of non-resident tuition under this exception each semester until which time a petition is approved for reclassification to resident status as per ARS §15-1802.
Affirmation of Eligibility for In-state Classification Under ARS §15-1802.B.3 Student Name ________________________________________________
Student ID Number___________________________
I certify that the following courses are required for certification by the State Board of Education to teach in a school district in the state of Arizona. Course Number and Title
Credit Hours
_____________________________________________
_______________________________
_____________________
Student Signature
Semester / Year
Date
College Personnel/Fiscal Office Use: c Job = Item Type 400084000000 Teachers/Aide WVR (manual)
c Approved
c Denied
Date __________ By __________________________________________________ Title ________________________________________ College ____________ Revised 01/10
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tuition waiver handbook
appendix F Adjunct Faculty Tuition Waivers I. Eligibility and Limitations MCCCD adjunct faculty members are eligible for up to six (6) credit hours of waived tuition when they have a teaching assignment (this does not include assignments to teach noncredit courses). Adjuncts may also elect to defer the use of their tuition waiver to a term that is within the same fiscal year of the assignment, but that follows their actual teaching assignment. No more than six (6) credit hours may be deferred within a given fiscal year, meaning that earned unused hours cannot be accumulated above six (6) credit hours. Additional items related to the implementation of processing waivers for adjuncts on a fiscal year basis include: • Depending on the number of contracts that an adjunct has within the fiscal year, it is possible for a party to utilize a waiver more than once within that fiscal year. However, regardless of the number of assignments within a fiscal period, no more than six (6) credit hours shall be deferred during the entire fiscal period. • Eligibility for waiver does not begin until after the initial assignment is enacted. Thus, courses will not be waived prior to the start of the faculty member’s first teaching assignment, even is there is only a one-day difference. Benefits can not be extended prior to employment. • The provision to defer use of the waiver is not retroactive, thus parties whose contracts began prior to July 1 are not eligible to defer use unless that party has another contract that begins on or after the designated program start date. • Deferred waivers may not be utilized to enroll in classes that begin during the second summer semester (Summer Session II), since this session begins after the current fiscal year and starts
Revised 04/2010
the next cycle of eligibility review. However, deferred waivers may be utilized to enroll in 8-week summer courses that start in Summer Session I from May-July, with the course having begun prior to the end of the fiscal year in which a party had already been determined as eligible to defer. In other words, an individual that elects to delay use of the waiver can only do so for credit courses that begin in the same fiscal year of his/her assignment. • Adjunct tuition waivers are not transferable to other parties and may only be used by the employee. • If the courses that a party is assigned to teach are canceled, the waiver will become invalid and that person is responsible for paying the full student costs of any classes taken. • Parties that teach as a result of dual or concurrent enrollment agreements (and where the individual teacher does not have an adjunct faculty assignment with MCCCD) are not eligible to receive waived tuition. II. Processing Adjunct Waiver Requests The Tuition Waiver screen in PeopleSoft HRMS allows for determining eligibility on a fiscal year basis (see page 10). Since the function of processing tuition waivers may be administered among different departments throughout the district, the determination of employee access to People-Soft HRMS should be made at the local college level. Inquiries on how to utilize the system should be directed to Marjorie Klein at 480-731-8313. III. Waiver Form/Tuition Waiver Handbook Waiver forms are available online at: http://www.maricopa.edu/ publicstewardship/resources/tw.php
Old versions of the tuition waiver forms, including those that feature multiple copies, should be discarded as they will not be processed. The adjunct waiver form has been revised to contain language relative to the limitations described in Section I. The Tuition Waiver Handbook is available at: http://www.maricopa.edu/ publicstewardship/resources/tw.php IV. Eligibility Case Scenarios a. Teaching a course/deferring a course 1. Sam teaches biology part-time and the duration of his assignment is from August 5–December 31. Sam enrolls in EDU 250 which begins online on August 15. Sam is eligible to receive the waiver. TRUE or FALSE Response: TRUE—Sam’s assignment began after July 1, begins before the class start date and the course is being taken within the same fiscal year.
2. Sam’s assignment doesn’t begin until August 20 and he submits a waiver for a class that begins on August 19. Sam is still eligible to receive the waiver.
TRUE or FALSE Response: FALSE—Sam’s assignment begins after the start date of the class. He should enroll in a class that begins on August 20 or later. b. Teaching a course/taking a course/ deferring a course (review number of contracts) Adrianna has worked as an adjunct faculty member for three years. During the current fiscal year, she has an assignment for both the fall
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tuition waiver handbook
appendix F (cont’d)
and spring semesters. Adrianna enrolls in two courses during the fall semester (6 credits), and decides to take a foreign language course (3 credits) during summer session I after she has completed her teaching assignment in the spring. Adrianna is eligible to receive and use the waiver both in the fall and the first summer session? TRUE or FALSE Response: TRUE—Both of Adrianna’s assignments are within the fiscal year. During the fall semester, she takes courses that are within the six credit hour limit. During the spring semester, she elects to defer the use of the waiver that is enacted with the second assignment and the use of the waiver is still within the current fiscal year.
for the summer I semester when she is not teaching. Cathy is eligible for all nine (9) credits because she did not use her six (6) eligible hours for fall, nor the six (6) eligible hours for spring. TRUE or FALSE Response: FALSE—Cathy can only defer six (6) credit hours per fiscal year, so she is only eligible to receive a waiver for six (6) hours in summer I. V. Points of Contact Questions or situations that arise that are not expressly addressed within this appendix or within the Tuition Waiver Handbook should be directed either to Lupe Gutierrez at 480-731-8649 or Teresa Toney at 480-731-8880 for review and approval.
c. Not teaching and taking up to six (6) credit hours Bryan’s assignment to teach began July 3 and ends on December 31. Although he will not teach during the spring semester, he wishes to take an online course while he has more free time. Would this activity be approved? YES or NO Response: YES—both the assignment and the deferred use are within the same fiscal year. d. Taught both fall/spring, taking nine (9) summer credit hours Cathy teaches two classes during both fall and spring but does not use her eligible tuition waivers. She then enrolls in nine (9) credit hours
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tuition waiver handbook
appendix G Non -Employee Waiver Process Verification of eligibility must be received on official stationary of peace officers, fire fighters, emergency paramedics association, Adjutant National Guard, or Arizona Attorney General’s Office. Verification may also be sent from the agency designee via email to the Senior Manager of Human Resources and the Manager of the Office of Public Stewardship.
How to Process Tuition Waiver Requests for Non-Employees 1. Agency* that verifies eligibility notifies the Maricopa Community Colleges (Senior Manager of Human Resources or Manager of the Office of Public Stewardship at the District Office), making sure to include the college designation(s) the dependent will be attending. 2. The Senior Manager of Human Resources or Manager of the Office of Public Stewardship will notify** the appropriate Admissions and Records and College Fiscal offices at the designated college(s). 3. The dependent student will need to fill out the Non-Employee Tuition Waiver (see Appendix D) and submit it to each college they attend every semester. 4. The District Office will maintain a copy of the eligibility notification provided by the appropriate agency. * Verification of eligibility must be received on official stationary of peace officers, fire fighters, emergency paramedics association, Adjutant National Guard, or Arizona Attorney General’s Office. Verification may also be sent from the agency designee via email to the Senior Manager of Human Resources and the Manager of the Office of Public Stewardship. ** The Non-Employee Tuition Waiver Qualified Participant List will be posted on http://www.maricopa. edu/publicstewardship/resources/tw.php. The list is password protected and can be accessed only by designated college personnel responsible for processing non-employee tuition waivers.
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tuition waiver handbook
appendix H Monitoring of Tuition Waivers via BOEXI Reports There are four reports written for monitoring tution waivers: • MCCD_SF_1810 Employee Enrollment & Tuition Waivers (Formerly MCCD_SR_3070) • MCCD_SF_1820 Dependent Enrollments & Tuition Waivers (Formerly MCCD_SR_3071) • MCCD_SF_1830 Other Tuition Waivers (Formerly MCCD_SR_3072) • MCCD_SF_1840 Part-Time Faculty Enrollments & Tuition Waivers (Formerly MCCD_SR_3073)
• Enrollment and subsequent withdrawal for the sole purpose of making a class “go” • Enrollments during an employee’s normal work schedule
College Monitoring of Employee Tuition Waivers The report, MCCD_SF_1810, should be used by the colleges to monitor employee tution waivers. To place this report into production at your college, let your BOEXI Report Administrator know the report MCCD_SF_1810 is located in the folder named DO Report Bank, and they will place the report in the appropriate folder for your college. Let the BOEXI Administrator know who needs access/ permission to run the report. When you run the report, enter parameters for your College (Institution) and the semester (Term). Talk with your BOEXI Administrator if you need assistance running the report.
4. Once the report has been reviewed for enrollment irregularities by the Department/Division Chairs, the Vice President of Academic Affairs reviews the dispositions. If VPAA/VPSA decides if employee should not be registered in a couse, VP will notify the employee and: a. VP sends email with rationale to VCASA b. Employee may appeal to VCASA c. VCASA reviews situation and makes determination i. VCASA notifies employee and college ii. VCASA documents findings
Instructions 1. In the fall and spring semesters, run the report by the end of the first week of classes and again after the 45th day. Run additional reports by the end of the first week for late-start and/or short-term classes as needed. In the summer semesters, run the report the first week of classes. 2. Distribute the report to the appropriate people for review (i.e., Department/Division Chairs). Ask Chairs to review the report for the following enrollment irregularities: • Instructor enrolled in a class they are teaching (student name will be in bold) • Instructors enrolled in a class in the department in which they teach (student name will be in bold) • Enrollment taught by a relative
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3. On the right side of the report is a column titled “Disposition.” If there is no enrollment irregularity, simply place a check in the Disposition column. When an enrollment irregularity is identified, note the issue in the Disposition column.
District Office Monitoring of Dependents, Part-Time Faculty, and Other Tuition Waivers The report, MCCD_SF_1820, MCCD_ SF_1830, and MCCD_SF_1840, should be used by the Office of Public Stewarship to monitor all other tuition waivers. These reports are located in the BOEXI folder District Office > Student Records > RDS Reports. When you run the report, enter parameters for the semster (Term). Instructions 1. In the fall and spring semesters, run the report by the end of the first week of classes and again after the 45th day. Run additional reports by the end of the first week for late-start and/or short-term classes as needed. In the summer semesters, run the report the first week of classes. 2. The Manger, Office of Public Stewardship or designee reviews the reports for the following enrollment irregularities: • Enrollment taught by a relative • Part-Time Faculty who exceed the tuition waiver limit in a year • Part-Time Faculty who receive a tuition
waiver in a semester prior to their first teaching semester in the year 3. On the right side of the report is a column titled “Disposition.” If there is no enrollment irregularity, simply place a check in the Disposition column. When an enrollment irregularity is identified, note the issue in the Disposition column. 4. Once the report has been reviewed for enrollment irregularities, the Manager, Office of Public Stewardship decides if employee should not be registered in a couse and will notify the employee and: a. Manager, Office of Public Stewadship sends email with rationale to VCASA b. Employee may appeal to VCASA c. VCASA reviews situation and makes determination i. VCASA notifies employee and college ii. VCASA documents findings District Office Monitoring of Withdrawals Using data from the reports described, the Office of Public Stewardship will perform quarterly audits reviewing course enrollment and withdrawals to ensure that an individual is not using a tuition waiver and subsequently dropping the same course multiple times. Eligible receipients will no longer have course tuition waived for any course from which they have already withdrawn from two times. The Office of Public Stewarship will notify the college of attendance of any findings. Removing Specific Courses Colleges can remove the automatic waiver via equation variables and post the waiver to eligible courses manually via student post by using a manual item type (a new item type may need to be requested from the district office) and “select charges to pay” link. NOTE: Students will be subject to enrollment cancellation for any ineligible courses that remain unpaid.
Revised 04/2010
2411 West 14th Street Tempe, AZ 85281-6942
Tuition Waiver Handbook Revised April 2010