5:005 Educational Assistance for Spouses and Dependents of APSU Employees
|Austin Peay State
|Educational Assistance for Spouse and Dependents of APSU Employees
||November 17, 2017
||Vice President for Finance and Administration
Austin Peay State University is committed to the need for the continued professional
growth and development of employees. Support for education assistance of employees
and their dependents is an important vehicle for addressing that need.
The purpose of this policy is to establish the process and procedures regarding educational
assistance for spouses and dependents of University employees.
*Pertains only to undergraduate courses taken by spouses and dependent children at
- The programs described in this policy provide benefits to spouses and dependents of
employees at the University to further their formal education.
- The programs for University employees and dependents are available subject to funds
being budgeted and available within the institution.
- For-credit coursework attempted through one of the programs in this guideline must
be through an institution accredited by one of the Regional Accrediting Organizations
recognized by the Council for Higher Education (www.chea.org).
Fee Discount for
- The purpose of this policy is to establish the provisions for such fee discounts up
to 50% of the undergraduate fee and all mandatory student fees payable at the time
of registration for spouses and dependent children of regular full-time and regular
part-time employees, members of the ROTC Cadre, and to encourage qualified students
to attend State institutions.
- These mandatory student fees include maintenance fees, registration fees, tuition,
debt service fee, online course fees, TN eCampus (formerly RODP/ROCC) fees, service
charges, student activity fee, general access fee, student government fee, and technology
- The mandatory student fees do not include the application fee, off-campus facilities
fee, or any special course fees.
- Eligibility - The following groups will be eligible under this program:
- 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 State
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 fifty percent
(50%) time shall receive a pro rata discount based on the employee’s percentage of
- Part-time employees with temporary service immediately preceding regular service shall
receive credit for such service if they are eligible for leave accrual adjustments.
- Spouses of employees having 10 or more years of continuous full-time service within
the State system immediately preceding retirement or death are eligible for the fee
discount for 5 years from the date of death or retirement of the employee whichever
shall occur first.
- Dependent children of employees having 10 or more years of continuous full-time service
within the State system immediately preceding retirement or death that are age 26
and under are eligible for the fee discount.
- Spouses of employees having less than 10 years of full-time continuous service within
the State 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.
- 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 2 years from the date of death or retirement of the employee, whichever comes
- The fee discount is only available for dependent children age 26 and under.
- However, in accordance with T.C.A. § 8-50-115, dependents under age 24 at the end
of the two-year period become eligible for a 25% discount if the parent:
- Died while employed full-time; (effective May 31, 1997) or
- Was killed on the job or in the line of duty while a full-time employee
- Example 1: A dependent is 24 years of age when an employee with less than 10 years
of service retires/dies. The dependent is eligible for the 50% discount for 2 years
or through age 26, whichever comes first. Since he/she is 26 at the end of 2 years,
no additional benefit is available under TCA§8-50-115.
- Example 2: A dependent is 18 years old when an employee dies with less than 10 years
of service. He/she is eligible for a 50% discount for 2 years. Since he/she is 20
when the two-year period expires, the dependent is then eligible for a 25% discount
through age 23.
- 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 2 years from the date of death or retirement of the employee.
- Dependent children of such employees are eligible for the fee discount for 2 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.
- Spouses and dependent children must be admitted to the State institutions through
standard admissions procedures.
- For purposes of this program, dependent children shall be defined as:
- The employee's natural children 26 years of age or under;
- The employee's stepchildren, provided such children are 26 years of age or under;
- The employee's legally adopted children who are 26 years of age or under; or
- 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 University employee.
- The institution, at its discretion, may require satisfactory proof of the relationship
or criteria qualifying an employee's dependent for eligibility under this program.
- 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.
- Example: A female employee has an eighteen (18) year old son whose father died while
serving in the U.S. military during a qualifying period of armed conflict as defined
in the Veterans’ Dependents’ Post-Secondary Education Program. The dependent has been
approved for monetary benefits under that program. As a result, he is no longer eligible
for benefits under the Student Fee Discount for Spouse and Dependent Children of Employees
- 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.
- 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.
- The University shall be responsible for certifying employee eligibility for fee discounts
under this policy.
- 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.
- 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 University 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.
- 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
- Employees are responsible for notifying the Office of Human Resources of any changes
- Fees Paid/Type Course Paid/Number of Hours
- This program is applicable to undergraduate courses at State institutions up to and
including full-time study.
- Correspondence or non-credit courses are not eligible, except at the Tennessee Colleges
of Applied Technology.
- If the spouse or dependent child is receiving Title IV Financial Aid, the employee
must notify the Financial Aid Office.
- The amount remaining after financial aid and the discount rendered under this program
may be paid in accordance with the provisions of APSU Policy 1:021, provided a Deferred Payment Plan has been implemented at the institution the employee's
spouse/dependent is attending.
- Auditing a course is allowed if the course is a credit course.
- Payback Provisions
- Payback provisions do not exist.
- Accounting/Budgeting Provisions
- Discounts of 50% of the undergraduate maintenance fee and mandatory student fees are
available for dependents of full-time employees; discounts for dependent children
and spouses of eligible part-time employees are prorated based on percentage of time
- The discount shall not be applicable to other fees, i.e., application for admission
fees, applied music fees, lab fees, books and supplies, parking fees, dormitory charges
or meal plans. The amount of the discount shall be rounded to the nearest dollar.
- The request needs to be submitted two weeks prior to enrollment on APSU Request for
Fee Discount for Spouse and/or Dependent form found at https://www.apsu.edu/student-account-services/discounts.
- The University where the person is an employee shall account for the chargeback as
an employee benefit to indicate that the employer (the University) is paying the cost
for the benefit of the employee. The charged University remit the tuition fees to
the institution providing instruction as maintenance income.
- Where the Participant May Attend
- Spouses and dependent children may enroll in undergraduate courses in the State System.
APSU Policy 5:005 - Rev.: November 17, 2017
APSU Policy 5:005 – Issued: March 25, 2017
President: signature on file