Human Resources
I. Purpose
This policy outlines the guidelines and procedures governing Union College's participation in the Tuition Exchange (TE) program, specifically addressing the "export" of the TE scholarship for eligible employees and their dependents. This policy aims to ensure fairness, transparency, and consistency in the application of the TE scholarship.
II. Eligibility
A. Employee Eligibility:
- Regular, full-time employees of Union College are eligible to apply for the TE scholarship for their eligible dependents after completing 7 years of continuous, full-time employment at the College prior to the beginning of the academic term for which the TE scholarship is being requested
- See additional eligibility information on our Tuition Benefits Page
B. Dependent Eligibility:
- See dependent eligibility requirements on our Tuition Benefits Page.
- Dependent must meet the admission requirements of the participating TE institution to which they are applying.
- Dependent is or will be enrolled as a full-time, matriculated student in an undergraduate program. TE participation is not offered for graduate study, non-degree study or for a second undergraduate program.
- Once a TE scholarship is granted, continuation or renewal of the TE scholarship is based upon the established requirements of the TE institution the dependent is or will be attending.
- Eligibility for all Union College Tuition benefits for the dependent will be forfeited if the dependent rejects the TE scholarship but still attends the TE institution.
The employee must provide relevant documents (birth certificate, legal papers, tax returns, etc.) showing the above criteria are satisfied prior to the initial request for the TE scholarship. The age requirement must be met at the beginning of each academic term for which the TE scholarship is being requested.
III. Application Process
A. Dependent (Student) Application:
- The TE application should only be completed by a dependent applying for a TE Scholarship for the first time, unless the dependent is transferring to a new school or the employee has changed employers.
- The dependent (not the employee) must submit a completed TE application form by the established deadline, generally between July and October of the year in which they are applying for admission, but no later than the established deadline of the import school(s).
- The application must indicate the desired TE institution(s) and the dependent's academic program.
- The dependent must meet the receiving institution’s admission requirements and deadlines.
- The dependent is responsible for updating their application should they decide to withdraw their interest in any TE institution.
B. Union College Response to Application:
- The Human Resources Department will review all application submissions and verify student’s eligibility for the TE scholarship, based on the employee and dependent meeting the eligibility criteria, and will update the TE system accordingly.
- Eligibility verification made by Union College does not guarantee acceptance by the receiving institution.
- The Human Resources Department will receive notification of the eligible dependent’s acceptance to any of the other institutions and, if admittance is confirmed, will approve the TE scholarship export.
C. Receiving Institution Decision:
- The receiving institution (import institution) makes the final decision regarding admission and tuition waiver eligibility.
- Union College has no control over the receiving institution's decision. Eligible employees and their dependents are not guaranteed a TE scholarship.
- The receiving institution will communicate its decision directly to the dependent and the employee and update the TE system accordingly.
IV. Tuition Scholarship
A. Scholarship Amount:
- The TE scholarship amount is determined by the receiving institution and may vary.
- TE scholarships typically cover tuition only and do not include fees, room, board, or other expenses.
- Union College is not responsible for any expenses that are not covered by the TE scholarship.
B. Waiver Duration:
- The duration of the TE scholarship is determined by the receiving institution and may be limited to a specific number of semesters or years.
- The TE scholarship may be contingent based on criteria defined by the receiving institution.
V. Responsibilities
A. Employee Responsibilities:
- Employees are responsible for understanding and adhering to the TE policies and procedures of both Union College and the receiving institution.
- Employees and their dependents are responsible for ensuring the dependent provides accurate and complete information on the application form.
- Employees are responsible for communicating with the receiving institution regarding admission and financial aid.
B. Union College Responsibilities:
- Union College is responsible for providing employees with accurate and timely information about the program.
- Union College is responsible for certifying that an employee and their dependents are eligible to participate in the TE process.
VI. Policy Review
This policy will be reviewed periodically and may be amended as necessary to ensure compliance with applicable laws and regulations and to reflect the evolving needs of Union College and its employees.
While Union College intends to continue the TE program, the College reserves the right, at its sole discretion, to change the eligibility requirements or any other part of the program, or discontinue the TE program described herein.
VII. Contact Information
For questions regarding this policy, please contact the Human Resources Department.
VIII. Additional Information
Additional information about the Tuition Exchange program can be found at: www.tuitionexchange.org