Nov 23, 2024

Policies and Procedures Manual

06:06:00 Support for Educational Expenses

Revision Responsibility:	Executive Director of Human Resources
Responsible Executive Officer:	Vice President for Business & Finance

Purpose

To identify and describe the educational assistance programs available to employees for career development and individual professional development.

Policy

I. Introduction

The Tennessee Board of Regents is committed to the need for the continued professional growth and development of faculty and staff. It considers support for educational expenses of personnel and their dependents an important vehicle for addressing that need. With the exception of the fee waiver (formerly referred to as PC-191) which is mandated by the State of Tennessee, the programs for TBR employees and dependents are available subject to funds being budgeted and available within the institution. The Office of Human Resources Department is responsible for the administration of the various programs with the exception of the program for dependents of veterans (TBR Guideline B-062) and two programs offered to general state employees and to dependents of licensed teachers and State employees (TBR Guideline B-061). The two programs are administered by the Office of Business & Finance.

Campuses may develop and administer educational or professional development programs that are designed to advance the objectives of the institution’s diversity plan. It is required that for-credit coursework attempted through one of the programs in this policy must be through an institution accredited by one of the Regional Accrediting Organizations recognized by the Council for Higher Education.

II. Types of Support for Educational Assistance

The TBR guidelines for Educational Assistance (P-130, P-131, B-061, B-062) contain a total of 10 programs. The programs in TBR Guideline P-130 provide benefits to personnel at TBR institutions, Tennessee Technology Centers and the Central Office to further their formal education. The program in TBR Guideline P-131 provides benefits for dependents of TBR employees. The programs in TBR Guideline B-061 provide assistance to dependents of veterans and to state employees 65 years of age and older. The programs in TBR Guideline B-062 provide assistance to state employees and dependents of public school teachers. The programs are:

P-130 - Educational Assistance for TBR Employees

Faculty or Administrative/Professional Staff Grant-in-Aid Program
Faculty or Administrative/Professional Staff Tuition or Maintenance Fee Reimbursement Program
Employee Audit/Non-credit Program
Clerical and Support Staff Tuition or Maintenance Fee Reimbursement Program
Fee Waiver for TBR/UT System Employees Program (PC 191)

P-131 - Educational Assistance for Spouse and Dependents of TBR Employees

Fee Discount for Spouse and/or Dependent Children Program

B-061 - Educational Assistance for State Employees and the Dependents of Public School Teachers by Institutions Governed by the Tennessee Board of Regents

Public Higher Education Fee Waiver for State Employees Program
Fee Discount for Dependent Children of Licensed Public School Teachers or State Employees Program

B-062 - Other Educational Assistance Programs

Veterans’ Dependents’ Post-Secondary Education Program
Age 65 or Above Program Complete eligibility information is contained within each Guideline.

III. Taxation of Educational Assistance Programs

A portion of undergraduate and graduate course tuition paid by the Tennessee Board of Regents institutions and the University of Tennessee System for their employees may be eligible for exclusion from the employees’ gross annual income, in accordance with Internal Revenue Code (IRC) Section 127.

IV. Faculty or Administrative/Professional Staff Grant-In-Aid Program

(Pertains only to credit courses taken at any public or private institution of higher learning)

This program is designed to provide tuition or maintenance fees and/or living allowance for an individual who on an approved leave of absence, is enrolled on a full-time basis in credit courses. This program’s availability is subject to funds being budgeted and available within the home institution.

Any full-time faculty member or administrator/professional non-faculty member who has been employed by the institution for two or more years may, upon approval of the president, be eligible for receipt of a grant-in-aid award. The status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in status after the first day of classes shall not affect eligibility for that term or the amount of assistance received. Requests shall be submitted on the approved TBR Grant-in-Aid Recommendation form. This form is maintained in the Human Resources Department.
The grant-in-aid shall be awarded on the basis of demonstrated need for further academic development which will ultimately benefit the institution, with written justification submitted to the president.
Grant-in-aid will normally be limited to personnel working toward the doctorate, or other terminal degree. However, requests for aid to pursue degrees below the doctoral level in technical professional disciplines, and for the training or retraining of administrative/professional staff will be considered. All grant-in-aid should be recommended on the basis of the following priorities:
1. Requests for minority and female personnel,
2. Requests for tenured faculty,
3. Requests for tenured/non-tenured personnel of departments in which the institution desires further development.
A contract form shall be executed between the institution and the recipient of the grant-in-aid stating the conditions under which the grant-in-aid is awarded.
The conditions of a grant-in-aid shall comply with the following minimum requirements:
1. The recipient shall be required to return and be employed by the institution for not less than three months of full-time employment for each month of grant-in-aid awarded. Repayment of time shall commence immediately after completion of the period of study, or withdrawal from the program.
2. Failure on the part of the recipient to remain employed for the period of time agreed upon on the contract shall result in a financial obligation to the institution based upon the terms of the contract.
3. Grant recipients must enroll as full-time students during the period.
4. Summer or short-term employment shall be considered part-time employment in cases where the employee holds an academic-year appointment. No part-time employment shall be creditable toward the fulfillment of the employment conditions of the contract.
5. No grant-in-aid shall be awarded for a period longer than 12 months. In general, a full-time grant-in-aid will be awarded on a one-time basis. If the program objectives are not achieved by the end of the designated period, the institution may grant a leave of absence for a maximum of an additional 12-month period. A second grant-in-aid may only be awarded after the recipient has fulfilled the return employment commitment of the first award.
The number of grants-in-aid of each institution shall not exceed three percent of the number of full-time faculty and administrative/professional staff at the institution at the time the awards are requested. At institutions where the number of full-time faculty and administrators totals less than 100, three such grants may be awarded.
Requests for grants-in-aid shall be submitted to the president for approval prior to the beginning of the semester. After approval, the institution may issue and execute the contract. A copy of the executed contract shall be filed in the personnel record of the employee concerned.
Complete materials supporting each grant-in-aid request shall be maintained. Also, each grant recipient shall be required to provide the president with official grade reports during and upon completion of the grant period. Continual participation is dependent on the recipient’s satisfactory progress toward completion of a course of study.

V. Faculty or Administrative/Professional Staff Tuition or Maintenance Fee Reimbursement Program

(Pertains only to credit courses taken at any public or private institution of higher learning)

This program is designed to encourage faculty and staff members to develop their skills and knowledge through participation in educational programs and is intended to serve as a means of job-related career development. The program is designed to provide assistance for an employee who takes credit courses on a part-time basis - either at employee’s own or at another institution - while continuing work responsibilities at the home institution. This program’s availability is subject to funds being budgeted and available within the institution.

This reimbursement program is available only to full-time faculty, administrators and professional non-faculty staff who have been employed continuously by the institution for at least six months. The employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received. Requests for tuition or maintenance fee reimbursement shall be submitted on the approved TBR form. This form is maintained in the Human Resources Department.
This program’s general goal is to encourage faculty and staff members to develop their skills and knowledge through participation in educational programs and is intended to serve as a means of job-related career development. The program is designed to provide assistance for an employee who takes credit courses in a degree program while continuing work responsibilities. The program should be used in the employee’s pursuit of a degree that is judged by the employer in its sole discretion to be beneficial to the institution.
In order to be approved for this tuition reimbursement, the employee must first utilize the fee waiver, if available, for a course before being approved for this tuition reimbursement.
Reimbursement may not exceed the actual maintenance or tuition for a maximum of four (4) credit hours per term, as term is defined by the employing institution. The maximum amount that would be reimbursed under any condition would be the amount charged for a comparable course at a Tennessee public institution. Tuition-related fees may include maintenance fees, tuition, registration fees, debt service fees, technology access fees, online course fees, TN eCampus fees, service charges and incidental fees payable at the time of registration. Employees are responsible for required deposits, special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facility fees, parking fees, traffic fines and similar fees.
Employees must meet the requirements for admission and the regular academic rules and regulations of the institution offering the course.
Reimbursement will be limited to the funds available for each semester instead of a set dollar amount per employee. Reimbursement funds will be determined by the administration on a yearly basis. The determined amount for each semester will be divided equally among the approved requestors (not to exceed the average cost of a graduate level course at a Tennessee public institution and not to exceed the cost of the course being reimbursed) if approved.
Requests for reimbursement must be turned in by the specified due date for each semester in which the course is taken. Due dates will be June 15 for fall, November 15 for spring, and April 15 for summer. Requests for reimbursement must be turned in no later than 4:00pm (EST) on the due date. Requests for reimbursement will be conditionally approved until receipt of payment and verification of successful completion have been documented. Reimbursement will occur after the requestor has provided verification of payment of tuition for course (receipt of payment) and satisfactory completion of the course (transcript showing grade). The deadline for verifying receipts and grades for reimbursement is the due date of the following semester.
Satisfactory completion of course work must be demonstrated to receive reimbursement and to remain eligible for additional assistance. Satisfactory completion is defined as a “C” or better in a course where letter grades are given and defined as a “P” (pass) in a course that is pass/fail. A grade of Incomplete or withdrawal from a course after the drop/add deadline is not considered as achieving a passing grade. The employee must pay for and successfully complete the same number of semester hours before again being eligible for this program. Exceptions will be made only in cases (1) where a course is failed for valid health reasons or (2) where another substantial reason has been approved by the president or his/her designee.
Courses should be scheduled in counsel with supervisors to assure maintenance of optimum job performance. Courses should be scheduled at times other than during regularly scheduled work assignments unless make-up time is scheduled, or annual leave or flex-time is used.
Complete materials supporting each tuition or maintenance fee reimbursement request shall be maintained. Also, each recipient shall be required to provide the president with official grade reports for each course taken.

VI. Employee Audit/Non-Credit Program

(Pertains only to non-credit courses taken at the institution employing the individual or another TBR or public institution)

This program is designed to provide course or maintenance fees only for an employee who takes courses based on one of the following: (1) audit; (2) job-related non-credit basis; (3) wellness-related courses that are clearly designed to positively affect one’s physical well-being. This program’s availability is subject to funds being budgeted and available within the institution. Such courses may be taken at the home institution or another Tennessee public institution while continuing work responsibilities at the home institution. Any regular full-time or part-time employee, including faculty, at a TBR institution who has been employed by the institution for at least six months is eligible to participate upon approval of the president. Regular part-time employees may receive a pro rata portion of assistance based on percentage of contract for employment. The employment status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in employment status after the first day of classes shall not affect eligibility for that term or the amount of assistance received. Requests for approval to participate in the employee audit/non-credit program shall be submitted on a WSCC Employee Audit/Non-Credit Program form which is available in the Human Resources Department. Requests shall be submitted at least two weeks prior to enrollment in the course or courses.

Employees who retire with at least 10 years of service, immediately preceding retirement maintain eligibility under this program.
Regular full-time and part-time employees and temporary employees who are 60 years of age or older during the academic term in which they begin classes may audit courses without charge. (see TBR Guideline B-060)
Retired state employees with 30 or more years of service are eligible to audit courses at state institutions of higher education without charge.
Employee may request sponsorship from their department or administrative unit for support not to exceed the course or maintenance fees for course work taken.
Employees requesting support must meet the requirements for admission and are subject to institutional regulations and academic procedures.
Except for retirees, employees, in counsel with their immediate supervisors, should limit the number of courses audited so as to maintain an optimum level of job performance.
Course enrollment will be permitted on a “space available” basis. An employee may register only after the formal registration period as defined by the institution.

VII. Clerical and Support Staff Tuition or Maintenance Fee Reimbursement Program

(Pertains only to credit courses taken at any public or private institution of higher learning)

This program is designed to encourage staff members to develop their skills and knowledge through participation in educational programs and is intended to serve as a means of job-related career development. The program is designed to provide assistance for an employee who takes credit courses on a part-time basis - either at employee’s own or at another institution - while continuing work responsibilities at the home institution. This program’s availability is subject to funds being budgeted and available within the institution.

This program is available to only to regular full-time clerical and support staff members who have been employed continuously by the institution for at least six months. The status of an employee on the published first day of classes for each term determines eligibility for participation in this program. Any change in status after the first day of classes shall not affect eligibility for that term or the amount of assistance received. Requests for tuition or maintenance fee reimbursement shall be submitted on the approved TBR form. This form is maintained in the Human Resources Department.
This program’s general goal is to encourage employees to develop their skills and knowledge through participation in educational programs and is intended to serve as a means of job-related career development. The program is designed to provide assistance for an employee who takes credit courses in a degree program while continuing work responsibilities. The program should be used in the employee’s pursuit of a degree that is judged by the employer in its sole discretion to be beneficial to the institution.
In order to be approved for this tuition reimbursement, the employee must first utilize the fee waiver, if available, for a course before being approved for this tuition reimbursement.
Reimbursement may not exceed the actual maintenance or tuition for a maximum of four (4) credit hours per term, as term is defined by the employing institution. The maximum amount that would be reimbursed under any condition would be the amount charged for a comparable course at a Tennessee public institution. Tuition-related fees may include maintenance fees, tuition, registration fees, debt service fees, technology access fees, online course fees, TN eCampus fees, service charges and incidental fees payable at the time of registration. Employees are responsible for required deposits, special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facility fees, parking fees, traffic fines and similar fees.
Employees must meet the requirements for admission and the regular academic rules and regulations of the institution offering the course
Reimbursement will be limited to the funds available for each semester instead of a set dollar amount per employee. Reimbursement funds will be determined by the administration on a yearly basis. The determined amount for each semester will be divided equally among the approved requestors (not to exceed the average cost of a graduate level course at a Tennessee public institution and not to exceed the cost of the course being reimbursed), if approved.
Requests for reimbursement must be turned in by the specified due date of each semester in which the course is taken. Due dates will be June 15 for fall, November 15 for spring, and April 15 for summer. Requests for reimbursement must be turned in no later than 4:00 pm (EST) on the due date. Requests for reimbursement will be conditionally approved until receipt of payment and verification of successful completion have been documented. Reimbursement will occur after the requestor has provided verification of payment of tuition for course (receipt of payment) and satisfactory completion of the course (transcript showing grade). The deadline for verifying receipts and grades for reimbursement is the due date of the following semester.
Satisfactory course work must be demonstrated to receive reimbursement and to remain eligible for additional assistance. Satisfactory completion is defined as a “C” or better in a course where letter grades are given and defined as a “P” (pass) in a course that is pass/fail. A grade of Incomplete or withdrawal from a course after the drop/add deadline is not considered as achieving a passing grade. The employee must pay for and successfully complete the same number of semester hours before again being eligible for this program. Exceptions will be made only in cases (1) where a course is failed for valid health reasons or (2) where another substantial reason has been approved by the president or his/her designee.
Courses should be scheduled in counsel with supervisors to assure maintenance of optimum job performance. Courses should be scheduled at times other than during regularly scheduled work assignments unless make-up time is scheduled, or annual leave or flex-time is used.
Complete materials supporting each tuition or maintenance fee reimbursement request shall be maintained. Also, each recipient shall be required to provide the president with the official grade reports for each course taken.

VIII. Fee Waiver for TBR/UT System Employees (formerly referred to as the PC-191)

(pertains only to credit courses taken at TBR and University of Tennessee institutions)

Pursuant to Chapter 191 of the Public Acts of 1985, full-time employees of the TBR and UT systems are eligible to enroll in one credit course per term at any state of Tennessee public post-secondary institution (TBR or UT), with fees waived for the employee, on a space available basis. Guidelines and procedures for administration of this program are printed on the reverse side of the Request for TBR System Employee Fee Waiver form. The forms are available in the Human Resources Department. The request needs to be submitted at least two weeks prior to enrollment in the course(s).

This waiver applies to one credit graduate or undergraduate course per term which includes tuition, maintenance fees, registration fees, debt service fee, technology access fees, online course fees, TN eCampus fees, service charges and incidental fees payable at the time of registration. Term shall mean any period of time in which a student may receive a grade for the completion of a course. Employees are responsible for special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facility fees, parking fees, and traffic fines. Employees are not eligible for fee waivers at more than one institution per term.
Courses under this program must be for credit, and employees must meet the regular academic rules and regulations of the institution offering the course. This program does not apply to continuing education or other non-credit courses. Auditing a course is allowed if the course is a credit course. Fees will not be waived for programs for which part-time or course by course enrollment is prohibited as determined by the institutions or costs exceed regular courses. Examples include, but are not limited to, programs of law, medicine, dentistry, pharmacy, and veterinary medicine.
Payback provisions do not exist.
Supervisors/department heads who approve fee waiver applications should keep in mind that job performance is paramount and must receive priority. Courses should be scheduled at times other than during regularly scheduled work hours unless the use of annual leave or flextime, based on the needs of the institution, has been approved.

IX. Student Fee Discount for Spouse and Dependent Children of Employees
(TBR Guideline P-131)

The Tennessee Board of Regents considers it appropriate to assist regular employees of the institutions by providing a student fee discount of up to 50 percent for their spouses, and dependent children age 26 and under, when enrolled in undergraduate courses at any of the institutions in either the TBR or the University of Tennessee systems. The purpose of this policy is to establish the provisions for such fee discounts and to encourage such qualified students to attend TBR and UT institutions. The detailed policy which provides guidelines and procedures for administration on this program are printed on the reverse side of the TBR Request for Fee Discount for Spouse and/or Dependent. The forms are available in the Human Resources Department. The request needs to be submitted at least two weeks prior to enrollment of the student in the course(s).

Eligibility
1. Regular full-time employees are eligible for a student fee discount for their spouses and dependent children who have been admitted to any of the institutions in the TBR or UT system as undergraduate students through regular admission procedures. Spouses and dependent children of regular part-time employees who have one or more years of continuous service within either system working a minimum of 50 percent time shall receive a pro rata discount based on the employee’s percentage of employment. (Part-time employees with temporary service immediately preceding regular service shall receive credit for such service if they are eligible for leave accrual adjustments.)
2. Spouses of employees having 10 or more years of continuous full-time service within the Tennessee Board of Regents system immediately preceding retirement or death are eligible for the fee discount for five years from the date of death or retirement of the employee whichever shall occur first. Dependent children of such employees who are age 26 and under are eligible for the fee discount.
3. Spouses of employees having less than 10 years of full-time continuous service within the Tennessee Board of Regents system immediately preceding retirement or death are eligible for the fee discount for two years from the date of death or retirement of the employee, whichever shall occur first.
4. Dependent children of employees having less than 10 years of full-time continuous service immediately preceding retirement or death are eligible for the fee discount for two years from the date of death or retirement of the employee, whichever comes first. The fee discount is only available for dependent children age 26 and under. However, in accordance with TCA§ 8-50-115, dependents under age 24 at the end of the two-year period become eligible for a 25 percent discount if the parent:
  1. died while employed full-time (effective May 31, 1997) or
  2. was killed on the job or in the line of duty while a full-time employee
5. Spouses of employees who had 10 or more years of continuous regular part-time service immediately preceding retirement or death are eligible for the fee discount on a pro rata basis for two years from the date of death or retirement of the employee.
6. Dependent children of such employees are eligible for the fee discount for two years from the date of death or retirement of the employee. The pro rata discount will be based on the employee’s percentage of employment at the time of retirement or death.
7. Spouses and dependent children must be admitted to the Tennessee Board of Regents or University of Tennessee institutions, or Tennessee Technology centers, through standard admissions procedures.
8. For purposes of this program, dependent children shall be defined as:
  1. The employee’s natural children 26 years of age or under;
  2. The employee’s stepchildren, provided such children are 26 years of age or under;
  3. The employee’s legally adopted children who are 26 years of age or under; or
  4. Any other individuals who are 26 years of age or under and living in a parent/child relationship with the employee, such as children of deceased parents who are being raised by a grandparent who is a TBR system employee.
  5. The institution, at its discretion, may require satisfactory proof of the relationship or criteria qualifying an employee’s dependent for eligibility under this program.
9. Benefits provided by the Veterans’ Dependents’ Post-Secondary Education Program are greater than those provided by the Student Fee Discount for Spouse and Dependent Children of Employees Program. Therefore, dependents receiving such benefits are not simultaneously eligible for benefits from this program.
10. The employment status of the employee on the first day of classes for each term in which the spouse and/or dependent enrolls shall be used to determine eligibility and the amount of the student fee discount for his or her spouse and/or dependent children; a change in employee status after the first day of classes shall not affect eligibility for the student fee discount for that term.
11. For employees who meet eligibility requirements after the first day of classes in which the spouse and/or dependent enrolls, the discount will be available at the beginning of the next term.
12. The institution shall be responsible for certifying employee eligibility for fee discounts under this policy.
13. Employees who are on leave of absence with pay will retain eligibility under this policy; the employee’s percentage of employment immediately prior to the effective date of the leave of absence shall determine the amount of the student fee discount.
14. Employees who are on leave of absence without pay are not eligible for the spouse/dependent discount under this policy unless the leave of absence (a) is due to an on-the-job injury, (b) complies with the provisions of the Family and Medical Leave Act of 1993, or (c) is approved by the institution to permit the employees to engage in teaching or other job-related activities intended to increase their efficiency as employees. Examples are activities such as student teaching or internships that are required parts of a degree program being sought.
15. If a regular employee also qualifies under this policy as an employee’s spouse or dependent child, other fee waiver and staff development provisions for employees shall take precedence.
16. Employees are responsible for notifying the Human Resources Department of any changes in eligibility.
Fees Paid/Type Course Paid/Number of Hours
1. Correspondence or non-credit courses are not eligible, except at the Tennessee Technology Centers. If the spouse or dependent child is receiving Title IV Financial Aid, the employee must notify the Financial Aid Office about the Title IV Financial Aid. The amount remaining after financial aid and the discount rendered under this program may be paid in accordance with the provisions of a deferred payment plan provided a deferred payment plan has been implemented at the institution the employee’s spouse/dependent is attending.
2. Auditing a course is allowed if the course is a credit course.

X. Fee Waiver for General State Employees

(Rules of The Tennessee Higher Education Commission, Chapter, 1540-1-4)
(TBR GUIDELINE B-061.)

These rules implement the provisions of the Tennessee Code Annotated, Title 8, Chapter 50, Part 1 in Public Chapter 1047 of the 1990 Public Acts (hereinafter called “the Act”). The Act enables full-time employees of the state of Tennessee to be eligible for enrollment in one credit course per term at any state supported college or university or Tennessee College of Applied Technology without paying tuition charges, maintenance fees, debt service fees, student activity fees, technology access fees, TN eCampus on-line course fees, or registration fees. Employees are responsible for special course fees, books and supplies, application fees, applied music fees, lab fees, off-campus facilities fees, parking fees and traffic fines. Based on Public Chapter 205 of the 1999 Public Acts, employees of the State’s regional library system became employees of the Department of State, effective July 1, 1999. As such, they became eligible to participate in the State’s educational assistance programs. Effective September 8, 1999, the Tennessee Higher Education Commission determined that Human Resources Agency employees are not State employees as that term is defined in the Commission’s rules governing these programs and thus are not eligible for fee waivers. Guidelines and procedures for administration of this program are printed on the reverse side of the Request for Public Higher Education Fee Waiver for Employees of the State of Tennessee form. These forms are available from the Tennessee Higher Education Commission. Attention is invited to the fact that this fee waiver program is for general state employees exclusive of TBR and UT system employees. The request needs to be submitted at least two weeks prior to enrollment in the course(s). The employer is responsible for verifying eligibility for the program.

XI. Student Fee Discounts for Dependents of Licensed Public School Teachers

(TBR Guideline B-061)

These rules implement the provisions of the Tennessee Code Annotated, Title 49, Chapter 7, Part 1 in Public Chapter 939 of the 1992 Public Acts (herein after called “the Act”). The Act enables children under the age of 24 to receive a 25 percent discount on tuition at any state operated institution of higher learning if their parent: (1) is employed as a full-time licensed teacher in any public school in Tennessee or as a full-time employee of the state of Tennessee, (2) is a retired employee of the state of Tennessee who retired after a minimum of 25 years of full-time creditable service, (3) was killed in the line of duty while a full-time employee of the state of Tennessee, or (4) died while a full-time employee, though not “in the line of duty.”

Tuition includes undergraduate maintenance fees, technology center program fees. It does not include application for admission fees, student activity fees, debt service fees, lab fees, applied music fees, books and supplies, dormitory charges or meal plans.

Other guidelines and procedures for administration of this program are printed on the reverse side of the Request for Public Higher Education Fee Discount for Dependents of Certified Public School Teachers form. These forms are from the Tennessee Higher Education Commission. The employer is responsible for verifying eligibility for this program.

XII. Veterans’ Dependents’ Post-Secondary Education Program

(TBR Guideline B-062)(pertains to any public institution of higher education in Tennessee)

Effective July 1, 2008, TCA §49-7-102 was amended to provide that: “every dependent child in this state under the age of 23 years, whose parent (father or mother) was killed, died as a direct result of injuries received, or has been officially reported as being either a prisoner of war or missing in action while serving honorably as a member of the United State armed forces during a qualifying period of armed conflict, or was formerly a prisoner of war or missing in action under such circumstances, or the spouse of such veteran, is entitled to a waiver of tuition, maintenance fees, student activity fees, required registration or matriculation fees, and shall be admitted without cost to any institutions of higher education owned, operated and maintained by the state.” Therefore, this program is available to both TBR employees and persons outside of the Tennessee Board of Regents system. TBR employees qualifying as a spouse or dependent for benefits under this program shall use this program first and shall not be simultaneously eligible for benefits under other programs in this guideline. Exceptions: Grant-in-Aid and Desegregation Program recipients.

Eligibility
The office responsible for veteran’s affairs issues shall be responsible for determining eligibility and providing application forms to those wishing to obtain benefits under this program.
1. To be eligible for educational assistance benefits under this program, a dependent child or spouse shall:
  1. Present official certification from the United States Department of Veterans Affairs that the parent or spouse veteran was killed or died as a direct result of injuries as stated above or
  2. Present official certification from the U.S. Department of Defense that the parent or spouse service member has been officially reported as being a prisoner of war or missing in action while serving honorably during a qualifying period of armed conflict; or
  3. Present Certificate of Release of Discharge from Active Duty, Department of Defense Form 214, for the veteran or service member from whom the eligibility for the benefits derives.
2. The deceased veteran, prisoner of war or missing in action service member shall have been a citizen of Tennessee at the time of the qualifying event.
3. The dependent child or spouse, prior to receiving benefits under this program, shall have or possess the necessary qualifications required for admission. To maintain eligibility, the recipient shall be in active pursuit of a specific and declared degree or certificate program.
4. No dependent child or spouse shall be entitled to receive benefits after the conclusion of any term during which the parent (father or mother) of the dependent child or spouse is officially removed from the status of being a prisoner of war or being a service member missing in action.
5. Eligibility of a veteran’s spouse for benefits shall terminate 10 years after the death of the veteran; however, eligibility shall terminate immediately upon the spouse’s remarriage within this period. The spouse’s eligibility shall extend to the end of the term in which the 10 year period expires. A spouse who has previously earned an undergraduate degree or certificate shall not be eligible for benefits. Otherwise, the spouse shall be eligible for benefits until one of the following occurs:
  1. Prior to the expiration of benefits, the spouse earns an undergraduate degree or certificate; or
  2. The spouse has accumulated 135 semester hours excluding required remedial or developmental hours, or the equivalent; or
  3. The spouse has attempted 150 semester hours, or the equivalent, inclusive of required remedial or developmental hours
6. A dependent child shall be matriculated as a full-time student at a state institution of higher education prior to attainment of age 23. However, the age limitation of dependent children shall not be strictly applied. Once declared eligible, a dependent child shall remain eligible until one of the following has occurred:
  1. Prior to attaining age 23 the dependent earns an undergraduate degree or certificate; or
  2. The dependent has accumulated 135 semester hours excluding required remedial or developmental hours, or the equivalent; or
  3. The dependent has attempted 150 semester hours, or the equivalent, inclusive of required remedial or developmental hours.
7. For purposes of this program, the following definitions are provided:
  1. “Dependent Child” means a natural or adopted child of a veteran or service member who is claimed as a dependent for income tax purposes.
  2. “Parent (father or mother)” means the parent of a natural or adopted child whom such parent claims as a dependent for federal income tax purposes.
  3. “Qualifying period of armed conflict” means any hostile military operation for which U.S. military campaign medals as listed in TCA 49-7-102 are authorized.
  4. “Service member” means a Tennessee resident who is engaged in active U.S. military service.
  5. “Served honorably” means the character of service condition as reported on Certificate of Release or Discharge from Active Duty (Department of Defense Form 214);
  6. “State institution(s) of higher education” means any post-secondary institution operated by the Board of Trustees of The University of Tennessee system or the Tennessee Board of Regents of the state university, community college and technology center system that offers courses of instruction leading to a certificate or degree; and
  7. “Veteran” means a Tennessee resident who has entered and served honorably in the U.S. armed forces.
Fees Paid/Type Courses Paid/Number of Hours
1. The participant is entitled to a waiver of tuition and/or maintenance fees, and/or student activity fees, and/or required registration or matriculation fees, and shall be admitted without cost to any TBR institution and/or technology center. A full-time student load (15 semester hours or equivalent) is required.

XIII. Employees 65 Years and Above Program

(TBR Guideline B-062) (pertains to any public institution of higher education in Tennessee)

In accordance with TCA §49-7-113 and TBR Guideline B-060, regular and temporary employees who are or will be age 65 during a quarter or semester and who also reside in Tennessee are eligible to enroll in courses at a reduced rate (See Section IX.B.)

Eligibility
Active and retired state employees who are or will be age 65 during the academic term in which they begin classes and who reside in Tennessee are eligible.
Fees Paid/Type Courses Paid/Number of Hours
A fee of $75 per semester or $50 per quarter may be assessed for credit courses. (This fee includes maintenance fees, student activity fees, technology access fees, and registration fees; it does not preclude an application fee, late fee, change-of-course fee, parking fee, etc.)

10/13; 01/15; 05/16; 04/18; 08/18; 07/23