3.1.40 Tuition and Fee Waivers

Purpose of Mandatory and Discretionary Tuition and Fee Waivers

Tuition and fee waivers are an agreement between the student and the university to reduce or eliminate tuition and/or fees. All Illinois public universities are authorized to award two general types of tuition and fee waivers: Mandatory Waivers and Discretionary Waivers. Mandatory waivers (e.g., Reserve Officers’ Training Corps (ROTC) Scholarships, General Assembly Scholarships) are authorized by legislation and mandate an award to eligible students who meet the specific parameters and criteria included in the statute. Discretionary waivers (e.g., tuition waivers, faculty/staff waivers) are granted at the option of the university. Discretionary waivers include statutory waivers (e.g., Gender Equity in Intercollegiate Athletic waivers) that may be awarded to specific individuals at the discretion of the institution.

Mandatory Tuition Waivers

Mandatory tuition waivers are programs designed by state statute. The purpose and goals of these programs are described below.

1. Teachers Scholarships: Special Education Grants (110 ILCS 947/65.15) provide financial incentives for students to pursue special education teacher training. The goal is to increase the number of certified special education teachers.
2. General Assembly Scholarships (105 ILCS 5/30-9) extend opportunities for state-supported universities. The goals are to promote scholarship and to provide incentives for students living in a legislator’s district.
3. Reserve Officers’ Training Corps (ROTC) Scholarships (105 ILCS 5/30-16). The General Assembly found that it is essential for national and state defense that among the residents of Illinois receiving higher education, provisions should be made to the Reserve Officer’s Training Corps in order to provide officers for the Armed Forces of the United States of America. To that end, scholarships should be furnished to eligible residents to encourage their participation in the Reserve Officer’s Training Corps (ROTC) programs. The goal of the program is to increase student participation in ROTC programs.
4. Department of Children and Family Services (DCFS) Scholarships and Fee Waiver (20 ILCS 505/8) gives financial assistance for college expenses to selected children under the care of the DCFS. The goal is to provide educational incentives for children under the care of the Department with an interest and aptitude for higher education.
5. Partial Tuition Waivers for Children of University Employees (110 ILCS 305/7f, 660/5-90, 665/10-91, 670/15-90, 675/20-91, 680/25-91, 685/30-90, and 690/35-90) grants partial tuition waivers to the children of employees to attend the University. The goals are to provide financial incentives for the children of employees to attend the University and to provide an employee benefit for the faculty and staff of state supported universities.
6. Senior Citizen Courses Act (110 ILCS 990) provides tuition free credit courses for senior citizens that attend public institutions of higher education in Illinois. The goal is to provide opportunities for financially disadvantaged senior citizens to enroll in courses in higher education.

Discretionary Tuition Waivers

Discretionary waivers are divided into four sub-categories: Undergraduate  Tuition Waivers, Graduate Tuition Waivers, Graduate Assistantships with Tuition Waiver Fellowships, and Benefit Utilization programs for undergraduate and graduate coursework. All four discretionary tuition waivers programs at Illinois State University are used with the express purposes of student, faculty and staff recruitment, diversification, enrichment, and retention by:

1. Providing financial assistance to students with academic talent or special status. The goals are to attract academically talented students to Illinois State and to increase student diversity by encouraging students with special talents or standing to attend the University. Waivers in this category are Academic/Other Talent, Athletic Waivers, Gender Equity in Intercollegiate Athletics (110 ILCS 205/9.24), Foreign Exchange Students, Out-of-State-Students, Foreign Students, and Fellowships.
2. Providing financial assistance to students who demonstrate financial need or hardship. The goal is to attract academically talented students to Illinois State who otherwise would be prohibited from attending due to cost. Waivers in this category are Financial Aid Waivers and Special Program Waivers (currently, there are no waiver dollars allocated to these categories at Illinois State University).
3. Providing educational benefits and financial incentives that aid in student retention. The goal is to provide students with valuable educational experiences. Waivers in this category are: Cooperating Professionals, Research Assistants, Teaching Assistants, Other Assistants, and Contract/Training Grants.
4. Providing educational benefits to the employees of the University, their dependents and employees of other institutions or agencies with reciprocal agreements. The goal is to reward employee service and increase employee retention through free or reduced-cost educational benefits. Waivers in this category are: Faculty/Administrators; Civil Service Staff; University Employees at Interinstitutional/Related Agencies; Retired University Employees; Children of Deceased Employees; and Children of Employees.

Names and Descriptions of Tuition Waiver Programs

The following are the names and description of the tuition waiver programs as broken out by mandatory waivers and discretionary waivers. Also included are eligibility requirements and selection criteria.

Mandatory Waivers

1. Teachers Scholarships: Special Education Grants (110 ILCS 947/65.15): Provides tuition and necessary fee awards to encourage current teachers and academically talented students to pursue careers in any area of special education as a public or private elementary or secondary school teacher in Illinois. Recipients are exempt from paying tuition and fees at an eligible institution for up to four years.
   Purpose: To provide financial incentives to pursue special education teacher training.
   Goals: To increase the number of certified special education teachers.
   Eligibility and Criteria: Participants must be a United State citizen or an eligible non-citizen; an Illinois resident; agree to take courses to prepare for the teaching of handicapped children or children with learning disabilities; be an Illinois high school graduate and rank in the upper half of the graduating class, or hold a valid teaching certificate that is not in the discipline of special education; and not have received a waiver under this program in the past. Participants are required to contract with the Illinois State Scholarship Commission and teach special education for two years within the 5 year period following graduation.
2. General Assembly Scholarships (105 ILCS 5/30-9): Each member of the General Assembly may grant, annually, two four-year scholarships, one for the University of Illinois, and the other for any state-supported university, to persons from his/her district. The scholarships exempt the holder from paying tuition or fees, with the exception of fees for book rental, service, laboratory, supply, union building, hospital and medical insurance, and any fees pledged for the payment of interest and principal on bonds for the operation and maintenance of buildings.
   Purpose: To extend opportunities for attending the University of Illinois or other state-supported universities.
   Goals: To promote scholarship, and provide incentives for students living in a legislator’s district.
   Eligibility and Criteria: Students must live in the nominating legislator’s district and are required to sign a waiver of confidentiality concerning scholarship information.
3. Reserve Officers’ Training Corps (ROTC) Scholarships (105 ILCS 5/30-16): Scholarships are offered to residents of Illinois whose scholastic standing enables them to enroll in ROTC programs. The scholarships exempt the holder from paying tuition or fees, with the exception of fees for book rental, service, laboratory, supply, union building, hospital and medical insurance, and any fees pledged for the payment of interest and principal on bonds for the operation and maintenance of buildings.
   Purpose: The General Assembly declared that it is essential for the national defense and for the defense of the state of Illinois that among those residents of this State receiving higher education, provisions should be made for Reserve Officer’s Training Corps training. In order to provide officers for the several Armed Forces of the United States of America, scholarships should be furnished to eligible residents, in order to encourage their participation in the Reserve Officer’s Training Corps programs.
   Goals: To increase the participation of students in the Reserve Officer’s Training Corps programs.
   Eligibility and Criteria: Residents of the State of Illinois whose scholastic standing will enable them to enroll in the Reserve Officer’s Training Corp programs available at universities supported by the State of Illinois. Applicants are required to take an examination each year according to rules prescribed by the presidents, or designees, of participating institutions. Scholarships are awarded on a merit basis to those eligible recipients receiving the highest grades with evidence of leadership ability. Applicants also must submit to the institution Selective Service registration compliance documentation. Waivers shall be awarded at each university on the basis of the equivalent of 10 scholarships per class, per branch of service, each academic year to eligible recipients.
4. Department of Children and Family Services (DCFS) Scholarships and Fee Waiver (20 ILCS 505/8): DCFS annually selects 48 children, at least four of whom are children of veterans, for scholarship and fee waivers for four consecutive years at any university or college maintained by the State of Illinois. Selection is based on scholastic record, aptitude, and general interest in higher education.
   Purpose: To give financial assistance for college expenses to selected children under the care of the Department.
   Goals: To provide educational incentives to children under the care of the Department with an interest and aptitude for higher education.
   Eligibility and Criteria: The Department may select 48 students under their care, at least four of whom must be children of veterans, on the basis of scholastic record, aptitude, and interest in higher education, and who have completed four years of high school.
5. Partial Tuition Waivers for Children of University Employees (110 ILCS 305/7f, 660/5-90, 665/10-91, 670/15-90, 675/20-91, 680/25-91, 685/30-90, and 690/35-90): Public university governing boards must offer fifty percent tuition waivers for undergraduate education to the children of employees who have been employed by the granting university and/or any public university in Illinois for an aggregate of at least seven years. Participants must be under the age of 25 and qualify for admission to the university.
   Purpose: To grant partial tuition waivers to the children of employees to attend the university.
   Goals: To provide financial incentives for the children of employees to attend the university and to provide an employee benefit for the faculty and staff of state supported universities.
   Eligibility and Criteria: The parent or guardian of the waiver recipient must have been employed by any public university for at least seven years. Children receiving the waivers must be undergraduates, under age 25 at the commencement of the academic year the waiver takes effect, must qualify for admission, and can only receive a maximum of four years of partial tuition waiver benefits.
6. Senior Citizen Courses Act (110 ILCS 990): Permits senior citizens, over the age of 65, to enroll in regularly scheduled credit courses at public institutions of higher education without payment of tuition. Does not include payment of fees. Limited to persons whose annual income is less than the threshold amount in the Senior Citizens and Disabled Persons Property Tax Relief and Pharmaceutical Assistance Act.
   Purpose: To provide tuition free credit courses for senior citizens that attend public institutions of higher education in Illinois.
   Goals: To provide opportunities for financially disadvantaged senior citizens to enroll in courses in higher education.
   Eligibility and Criteria: Must be age 65 or older with an annual household income below the threshold amount of the Senior Citizens and Disabled Persons Property Tax Relief and Pharmaceutical Assistance Act.
7. Honorary Scholarships (110 ILCS 305/9): Each county is entitled, annually, to one four-year honorary scholarship at the University of Illinois for children of persons who served in the armed forces of the United States during the periods of hostility specified in statute. Preference is given to children of such persons deceased or disabled. The waiver does not include payment of fees. This waiver only applies to students who are or will be attending the University of Illinois.
   Purpose: To provide four-year scholarships to the children of veterans of the armed forces who served during a period of hostility.
   Goals: To provide an educational benefit for the children of veterans.
   Eligibility and Criteria: Each Illinois county is entitled to award one scholarship to the University of Illinois. Preference is given to the children of deceased or disabled veterans. Recipients must have attained proficiency in the courses usually taught in secondary schools, be of good moral character, be older than 15 years of age, and qualify for admission to the university.

Discretionary Waivers

1. Faculty/Staff Waivers: Tuition and fee waivers awarded to university faculty, staff, or other employees or their dependents. Includes tuition waivers given to other university employees or agencies as a condition of employment or through reciprocal agreements.
   Purpose: To provide educational benefits to the employees of the university, their dependents and employees of other institutions or agencies with reciprocal agreements. 
   Goals: To reward employee service, and increase employee retention through free or reduced-cost educational benefits. 
   Eligibility and Criteria: Must be a member of the university faculty or administrative staff or an employee covered by the State Universities Civil Service System. 
   1. 1.1 Faculty/Administrators: Waivers granted to faculty and administrative staff of the university. Does not include civil service employees under the State Universities Civil Service System.
   2. 1.2 Civil Service Staff: University Employees: Tuition waivers recommended by the University Civil Service Merit Board and adopted by public university governing boards for tuition charges for their own university employees covered under the State Universities Civil Service System. These waivers are excluded from the Board of Higher Education’s tuition waiver limitation. 
   3. 1.3 Civil Service Staff: Interinstitutional/Related Agencies: Tuition waivers granted at the discretion of the University or through reciprocal agreements for employees of other institutions or agencies whose positions are considered equivalent to positions of the university and who are under the State Universities Civil Service System. These waivers are excluded from the Board of Higher Education’s tuition waiver limitation. 
   4. 1.4 Retired University Employees: Waivers granted at the discretion of the University to retired university employees. 
   5. 1.5 Children of Deceased Employees: Waivers granted at the discretion of the University to dependents of deceased university employees. 
   6. 1.6 Children of Employees: Waivers granted to dependents of employees of the university, other universities, or related agencies, other than those waivers authorized by state statute as partial tuition waivers for dependents of university employees. May include waivers granted to children of employees who have been employed by the university system for less than seven years, or waiver amounts that exceed 50 percent of the tuition rate. (This category is being phased-out and no waivers will be allowed in this category after fiscal year 2005.)
2. Student Talent/Merit Waivers: Tuition and fee waivers awarded to students based on student talent in a particular field, academic merit, or special status such as minority students, foreign exchange students, out-of-state students, or academically disadvantaged students.
   Purpose: To provide financial assistance to students with academic talent or special status.
   Goals: To attract academically talented students to the institution and to increase student diversity by encouraging students with special talents or standing to attend the institution.
   Eligibility and Criteria: Based on academic record, other academic talent, or special status.
   1. 2.1 Academic/Other Talent: Waivers granted to students based on their enrollment and abilities in a particular academic program or activity or students belonging to underrepresented groups. This includes waivers granted to minority students, student government leaders, student members of debate teams, music or theater groups, or non-degree students participating in a special department or school program.
   2. 2.2 Athletic Waivers: Waivers granted to students who are part of an institution’s intercollegiate athletic program, including athletes, trainers, and assistants. This category would include full or partial waivers for the non-resident portion of tuition for out-of-state recipients, but does not include waivers issued to achieve gender equity in intercollegiate athletics pursuant to 110 ILCS 205/9.24.
   3. 2.3 Gender Equity in Intercollegiate Athletics (110 ILCS 205/9.24): Public university governing boards may grant tuition waivers, in an amount not to exceed one percent of all tuition income, for the purpose of attaining gender equity in intercollegiate athletics. Waivers may be granted only for those sports sanctioned by the National Collegiate Athletic Association or the National Association of Intercollegiate Athletics. These waivers are excluded from the Board of Higher Education’s tuition waiver limitation.
   4. 2.4 Foreign Exchange Students: This category should only be used as part of an exchange program where students are enrolled in a foreign university and enroll in the Illinois university by paying tuition at the foreign university or paying the Illinois resident rate. In these cases, the difference between the foreign student tuition rate and the Illinois resident tuition rate should be included as a foreign exchange student waiver. In cases where a foreign student receives a waiver for the full tuition amount in exchange for providing a service to the university, such as a teaching or research assistant, the entire waiver should be reported as a student service waiver. Foreign exchange student waivers are excluded from the Board of Higher Education’s tuition waiver limitation.
   5. 2.5 Out-of-State-Students: Waivers granted to students whose home of record is outside Illinois, but within the United States of America at the time of first admission to the university. This category includes both full tuition and fee waivers and waivers for the difference between residential tuition rates and non-residential rates. These waivers should be valued at the difference between the actual amount of tuition and fees paid by the student and the established out-of-state tuition and fee rate. Waivers to out-of-state students receiving full or partial waivers in other categories, for example athletic or talent waivers should not be reported here.
   6. 2.6 Foreign Students: Waivers granted to students whose official home of record for the purpose of determining tuition and fee charges is outside the United States of America. This category includes both full tuition and fee waivers and waivers for the difference between residential tuition rates and non-residential rates. These waivers should be valued at the difference between the actual amount of tuition and fees paid by the student and the established tuition and fee rate for foreign students. Waivers for foreign students receiving full or partial waivers in other categories, for example athletic or talent waivers should not be reported here.
   7. 2.7 Fellowships: Waivers granted to students who also are receiving a fellowship for which no service is required.
3. Student Need Waivers: Tuition and fee waivers granted to students demonstrating financial need.
   Purpose: To provide financial assistance to students who demonstrate financial need or hardship.
   Goals: To attract academically talented students to the institutions who otherwise would be prohibited from attending due to cost.
   Eligibility and Criteria: Recipients must demonstrate financial need and/or be enrolled in special academic programs or other university activities.
   1. 3.1 Financial Aid Waivers: Tuition and Fee waivers awarded by the university through the financial aid office for students demonstrating financial need.
   2. 3.2 Special Program Waivers: Tuition and fee waivers awarded to economically disadvantaged students based on enrollment or participation in special academic programs or other university activities.
4. Student Service Waivers: Tuition and fee waivers granted to students to support the university mission, goals, and objectives through participation in outside contracts; graduate or undergraduate research, teaching, or other assignments; training or grant programs; external internship programs; clinical portions of degree programs conducted at other institutions; or other student experiences.
   Purpose: To provide educational benefits and financial incentives to students.
   Goals: To provide students with valuable educational experiences.
   Eligibility and Criteria: Recipients must be enrolled in the university or under contract, and, for the educational experiences and benefits, agree to perform related services.
   1. 4.1 Cooperating Professionals: Waivers granted to outside professionals who cooperate with the university or supervise clinical experiences for university students. Includes local elementary and secondary school district personal that work with student teachers, librarians, health care professionals, industrial relations field supervisors, and social welfare supervisors.
   2. 4.2 Research Assistants: Waivers granted to graduate or undergraduate students that have a research assignment with the university for an academic term, including waivers for summer sessions.
   3. 4.3 Teaching Assistants: Waivers granted to graduate or undergraduate students that have a teaching assignment with the university for an academic term, including waivers for summer sessions.
   4. 4.4 Other Assistants: Waivers granted to graduate or undergraduate students that have an assignment, other than research or teaching, with the university for an academic term, including waivers for summer sessions.
   5. 4.5 Contract/Training Grants: Tuition and fee waivers awarded to students as a condition for receiving funds for an outside grant program. Includes waivers for students participating in federally funded programs at the university or for tuition for required courses necessary for participation in outside internship programs. (No waiver should be recognized when student charges are paid from an outside funding source.)

Procedural Guidelines for Mandatory Tuition Waiver Programs

Mandatory waivers involve application procedures, eligibility criteria, and selection processes external to Illinois State University. The Scholarship Area of the Financial Aid Office retains eligibility rosters approved by the appropriate external agency as documentation that the student met the eligibility criteria for the tuition and/or fee waiver program.

Procedural Guidelines for Discretionary Waiver Programs

Determining Discretionary Waivers to be Awarded by the University

The process for allocating discretionary waivers awarded by the University is determined by the number of budgeted waivers that are available for distribution. Statewide policy established by the IBHE limits the amount of undergraduate tuition revenue that a public university may waive in discretionary waivers to three percent of the total available undergraduate tuition revenue (i.e., the total of all tuition charged and waived). There is no statewide policy limiting the amount of graduate tuition revenue that a public university may waive through Tuition Waivers or Graduate Assistantships with fellowships. However, departments are limited in the number of graduate assistantships they award by their graduate assistantship stipend budget.

Budgeted Undergraduate Tuition Waivers. The process for determining total institutional budgeted waivers (the estimated amount identified by the University as the total amount available to undergraduate students in a particular fiscal year) is part of Illinois State University’s Resource Allocation Management Plan, which is submitted annually to the IBHE. Each semester, Institutional Research provides the University Budget Office with current and budget year (fall, spring, and summer) estimates of student enrollment by registered semester hours. The University Budget Office calculates the number of annual students and multiplies that number by the tuition rate to estimate tuition revenue for a given fiscal year. That figure multiplied by three percent, less the projected value of dependent waivers, is the estimated amount of undergraduate tuition that may be waived for a given fiscal year.

Graduate Tuition Waivers. The Associate Vice President for Research, Graduate Studies, and International Education recommends budgeted waivers for each academic college (Applied Science and Technology, Arts and Sciences, Business, Education, Fine Arts, and Mennonite College of Nursing) to the Vice President and Provost. Recommendations are based on historical use (supply and demand). A pro rata share is assumed with adjustments based on utilization and/or market conditions. Deans are notified of budgeted waivers.

Graduate Assistantships with Tuition Waiver Fellowships. Graduate Assistantships are provided as financial support for graduate students in a degree program. A tuition waiver fellowship is carried with all graduate assistantships at Illinois State University. Graduate assistantships are available from academic departments, schools, and administrative units within the University. There are no limits placed on the amount of tuition waiver fellowships for graduate assistantships.

Benefit Utilization Programs. The Children of Employees, Children of Retired Faculty and Staff, Dependents and Spouses of Deceased Faculty and Staff, Current Faculty and Staff, and Civil Service Employees from Other Universities programs are treated as entitlements. There is no ceiling placed on these programs.

Allocating Discretionary Waivers to Units Within the University

The process for allocating waivers awarded by the University is determined by the number of granted waivers that are available for distribution.

Granted Undergraduate Tuition Waivers. The Office of Vice President and Provost notifies programs in Academic Affairs and Intercollegiate Athletics with regard to program allocation or granted waivers (the total amount available for programmatic tuition and fee waivers). Sixty percent of the available funds are allocated to Academic Affairs and the remaining 40 percent are allocated to Intercollegiate Athletics.

• Programs in Academic Affairs receiving granted waivers are Forensics, Honors, International Studies, National Student Exchange, Presidential Scholars, and Undergraduate Studies. Each program receives an annual allocation based on historical use (supply and demand). A pro rata share is assumed with adjustments based on utilization and/or market conditions.
• Illinois State University follows National Collegiate Athletic Association (NCAA) guidelines regarding the allocation of scholarships, including tuition waivers. Programs receiving granted waiversare:men’s baseball, basketball, cross country, football, golf, tennis, track, and women’s basketball, cross country, golf, gymnastics, soccer, softball, swimming/diving, tennis, track, and volleyball.
• The annual value and number of granted waivers per sport is contingent on offers made to student athletes (full or partial), Pell Grants, student residency status, and maximum grant-in-aid limitations established by the NCAA. The out-of-state (non-resident) cost for a student with a Pell Grant is two times higher than an in-state (resident) student; the value is based on a 2:1 tuition ratio. The number of granted waiversfollows similar protocol. Unless otherwise stated, each full waiver for a resident or non-resident is counted as one waiver; each waiver for a non-resident with Pell Grant funds is counted as two waivers; and a partial waiver is counted as one waiver.

Granted Graduate Tuition Waivers and Graduate Assistantships with Tuition Waiver Fellowships. Graduate Tuition Waivers are allocated to colleges, the Graduate School, and the Office of International Studies. Decisions made about Graduate Assistantships are done at the college level; however, the original allocation of funds is determined by the Provost’s Office based on the requests from each college.

• The Associate Dean in the College of Applied Science and Technology makes granted waiver recommendations for each of the academic units to the Dean. Four factors determine departmental allocation: historical use, changes in enrollment patterns, college reallocation (for example, Health Education will begin to offer tuition waivers with no new monies awarded to the College), and funds available for student recruitment, vis-à-vis departmental Graduate Assistantship Stipend Budgets.
• Each department/school in the College of Arts and Sciences annually makes a formal budget request to the Dean in January. Departmental/school requests include applications for centrally administered funds, including budgeted waivers. The Dean and Associate Dean determine granted waivers based on past allocations and utilization, desirability of investment (support of University and College priorities), and applicability for student recruitment.
• Two programs utilize graduate tuition waivers in the College of Business (Accounting and the Master of Business Administration program). Allocation of granted waivers is based on program size and full-time enrollment. Approximately 75 percent of the granted waivers are allocated to the Master of Business Administration program and 25 percent of the granted waivers are allocated to Accounting. Tuition waivers are used for full-time student recruitment in the College of Business.
• Graduate tuition waivers in the College of Education are available to non-graduate assistants for part-time or full-time study. Allocation is based on the proportion of students in each department/school. Highest departmental priority for tuition waiver award is given to demographically underrepresented and special population groups and doctoral students in residency.
• The College of Fine Arts uses an allocation model based on historical use, amount available to academic units through graduate assistantships, and student enrollment. In addition, a college study group, with representation across academic units, has been formed to analyze the most effective use of tuition waiver dollars given school, college, and university priorities.
• Mennonite College of Nursing has one academic unit; discussion of allocation of granted waivers is not applicable.
• The Graduate School has a fixed amount of funds for tuition waiver fellowships to minority students who are admitted or seeking admission to a degree program and who are in need of financial assistance.
• Graduate Tuition Waivers are awarded on a competitive basis by the International Studies Office to students who show promise for success and who have not received a fellowship or other award funding tuition costs. Students who are interested in a tuition waiver should complete an application. International students may apply to either their department/school or the Office of International Studies.
• Benefit Utilization Programs. Granted waivers are allocated to individual students and not programs. There is no process for granting waivers in this regard.

Eligibility Requirements and Selection Criteria for Waiver Programs

The University defines minimum eligibility requirements for tuition waivers. However, specific selection criteria as defined by the awarding department or unit may exceed university minimums. Units that issue tuition waivers must develop specific and measurable written selection criteria and document that the student has met all requirements before awarding a tuition waiver.

Application Procedures and Selection Processes

Discretionary waiver application, selection, and notification processes are decentralized activities. The unit awarding the tuition and/or fee waiver is responsible for maintaining written documentation supporting tuition and fee waiver advertising, application, selection, notification, and where performance of duties is a condition for the receipt of a tuition waiver (graduate assistantships, grant programs), a copy of the contract signed by the student. All awarding units complete a Tuition Waiver Award Reporting Form that lists tuition waiver recipients by the amount of the expended waiver and session(s) in which the award has/will be used. This form is returned to the Scholarship Resource Office who enters the data into central university computer files, provides periodic information to the sponsoring unit, and answers specific student questions.

Undergraduate and Graduate Tuition Waivers. Students who are interested in an undergraduate and graduate tuition waivers should complete an application provided by the department/school offering the degree program in which they wish to enroll. Information about Tuition Waivers is also available on each department/unit’s individual web sites. The verification of student eligibility and all student tuition waiver files are maintained within each individual administrative or academic unit. The Scholarship Resource Office provides periodic information to sponsoring units and answers specific student questions.

Graduate Assistantships with Tuition Waiver Fellowships. Graduate assistantship applications are available in the Graduate School, on the Graduate School website, and within each academic and administrative unit. Assistantships are advertised throughout campus, including the Career Center's employment  website. Human Resources verifies student eligibility and maintains all graduate assistantship contracts. The Scholarship Resource Office provides periodic information to the sponsoring units and answers specific student questions.

Benefit Utilization Programs. Human Resources maintains files of completed applications for dependents of employees at Illinois State and other Illinois public universities.

Cut-Off Dates for Accepting Waivers

Application cut-off dates are department/unit specific and appear on their web sites. However, all cut-off dates must precede reporting deadlines for new tuition waiver recipients to the Scholarship Resource Office (December 1 for fall, May 1 for spring, and August 1 for summer). Exceptions may be made through an appeal to the Director of Graduate Studies and the Director of  Financial Aid, for undergraduate waivers, the appeal is made to the Director of Financial Aid.

Following the June 1999 recommendations from the Illinois Board of Higher Education, Illinois State University reports tuition and fee waivers within a consistent statewide fiscal year framework. In instances where waivers are adjusted after the end of the fiscal year, the University utilizes a cut-off date of August 31 to facilitate fiscal year reporting. Adjustments made after the cut-off date are allocated to the following fiscal year.

Record Keeping Responsibility for Waivers

Record keeping responsibility occurs within the academic or administrative unit awarding Undergraduate Tuition Waivers, Graduate Tuition Waivers, and Graduate Assistantships with Tuition Waiver Fellowships. The Scholarship Resource Office retains completed and verified application forms from Human Resources for Benefit Utilization programs and Tuition Waiver Award Reporting Forms. Award reports for Benefit Utilization programs are computer generated from Payroll, Registration, and the Centralized Accounts Receivable System.

In all of the programs mentioned above, unless otherwise stated by state statute or institutional policy identified in Illinois State University Records Retention Guidelines, student records are maintained for the greater of five years from the completion of the academic year in which the waiver was awarded or the close of an audit by the State of Illinois Office of the Auditor General involving that academic year. Student records are maintained if there is pending or anticipated litigation.

Reporting Guidelines for Mandatory and Discretionary Tuition Waiver Programs

Creating New Waiver Programs

All Illinois public universities annually provide the Board of Higher Education with a copy of its’ policies and procedures for administering tuition waiver programs. IBHE staff review the policies and procedures and report to the Board the results of that review in its evaluation of tuition waiver programs. Institutions report tuition waivers using only the categories listed in the Standard Tuition and Fee Waiver Chart of Accounts established by the IBHE. The IBHE must approve all university requests for additional waiver reporting categories not specifically listed in the Standard Tuition and Fee Waiver Chart of Accounts. prior to reporting.

Documenting Award Processes

Through the coordination of the Financial Aid Office, Illinois State University uses university-wide application forms for undergraduate and graduate tuition waivers that include a Department Use section.  The completion of the Department Use section  verifies that students meet the eligibility criteria for the tuition waivers.  The Illinois State University tuition waiver policy contains an entry for each sponsoring academic or administrative unit and includes: 1) a description of each tuition waiver program; 2) stated eligibility criteria; 3) stated purpose and goals; 4) a statement of  how long student records are retained.

Counting and Reporting Waivers

As stated by the Illinois Board of Higher Education, each university must identify the administrative unit responsible for the overall monitoring for their tuition waiver program. That unit shall be responsible for assuring that procedures are in place and that waivers are awarded within the requirements of the State of Illinois and the policies of the University Board of Trustees. The designated administrative unit is responsible for assuring that their university adopts written policies and procedures and implements appropriate methods of counting and reporting the value and number of waivers. This is the responsibility of the Financial Aid Office at Illinois State University. In addition, the University participates in all external audits conducted by the Auditor General’s Office and conducts internal audits of tuition and fee waivers. Audits occur as needed to allow for process improvements from previous audits to be enacted.

Monitoring Waivers

Departments/units are responsible for assuring that all tuition waivers are documented and applicable. The Scholarship Resource Office receives award reporting forms from the various academic and administrative units and reviews them for special requests or problems, such as conflicting scholarships, satisfactory progress violators, or incorrect information. After the forms are reviewed and verified, awards are added to the student’s financial aid package.