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Handbook of Operating Procedures
Chapter 5 - Students
Publication Date: September 28, 2017
Responsible Executive: VP for Business Affairs


5.05 Certification of Employment for Resident Tuition


I. POLICY STATEMENT


A teacher or professor or assistant instructor, teaching assistant or research assistant of an institution of higher education and the spouse and children of such a teacher or professor are entitled to register in an institution of higher education by paying the tuition fee and other fees or charges required for Texas residents without regard to the length of time the teacher or professor has resided in Texas. A teacher or professor of an institution of higher education and the teacher's or professor's family are entitled to the benefit of this section if the teacher or professor is employed at least one-half time on a regular monthly salary basis by an institution of higher education.


II. RATIONALE


This policy ensures adherence to Title 3 of the Texas Education Code, Sections 54.059 and 55.063.


III. SCOPE


This policy applies to UTSA employees who are teachers, professors, assistant instructors, teaching assistants or research assistants and the spouse and children of such UTSA employees.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter5/5-5.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


Texas Education Code

  1. Title 3, Section 54.059
  2. Title 3, Section 54.063

Texas Higher Education Coordinating Board Rules

  1. Ch. 21.26 (b) (3)

VI. CONTACTS


If you have any questions about HOP policy 5.05, Certification of Employment for Resident Tuition, contact the following office(s):

Office of Financial Services
210-458-4221

Office of Human Resources
210-458-4250

Provost and Vice President for Academic Affairs
210-458-4110


VII. DEFINITIONS


Administrator: The faculty or staff member (or their designee) who supervises the professor, assistant instructor, research assistant, teacher or teaching assistant that is seeking certification of employment for resident tuition.

Assistant Instructor An assistant instructor who is employed at least one-half time on a regular monthly salary basis by UTSA.

Dependent: The spouse, child or legal dependent of a teacher, professor, assistant instructor, teaching assistant or research assistant.

Professor: A professor who is employed at least one-half time on a regular monthly salary basis by UTSA.

Research Assistant: A research assistant who is employed at least one-half time on a regular monthly salary basis by UTSA.

Sponsor:
The teacher, professor, teaching assistant, research assistant upon whose employment the resident tuition benefit may be provided to their dependent.

Student:
The teacher, professor, teaching assistant, research assistant or dependent who is intended to receive the benefit of resident tuition.

Teacher :
A teacher who is employed at least one-half time on a regular monthly salary basis by UTSA.

Teaching Assistant:
A teaching assistant who is employed at least one-half time on a regular monthly salary basis by UTSA.


VIII. RESPONSIBILITIES


  1. Teacher, Professor, Assistant Instructor, Teaching Assistant or Research Assistant          
    1. Contact the Administrator from the department where the employee works
  2. Administrator
    1. Complete and forward the Non-Resident Tuition Waiver Request Form to Financial Services via e-mail at financial.services@utsa.edu
      1. Provide the following information for the employee requesting the waiver:
        1. Name
        2. Banner ID
        3. Peoplesoft Employee ID (EMPLID)
        4. Statement certifying that the employee’s appointment is at least fifty (50) percent time
        5. For assistant instructors, teaching assistants or research assistants, a statement certifying that the employee’s appointment relates to their course work
        6. The start and end dates of the appointment
      2. If the waiver is not warranted, the Administrator will contact the student with an explanation.
      3. Notify the Office of Financial Services in the event the professor, assistant instructor, research assistant, teacher or teaching assistant’s employment appointment does not span the entire length of the semester. Per the Texas Higher Education Coordinating Board Rules cited above, it is the intent of this rule that the employment and waiver last for the same period of time.
      4. In the case of certifying a dependent, the Administrator will:
        1. Forward the e-mail from HR to Financial Services at financial.services@utsa.edu with a message that confirms that the sponsor/employee is appointed for at least fifty (50) percent time.
        2. If the sponsor/employee is also an assistant instructor, teaching or research assistant, the department will also certify that the assistant instructor, teaching or research assistant's appointment is directly related to their course work. If the waiver is not warranted, the Administrator will contact the student with an explanation.
        3. Notify the Office of Financial Services in the event a sponsor’s appointment does not span the entire length of the semester.
  3. Office of Financial Services
    1. Process the request in the Banner Student system.
  4. Dependents
    1. Request the benefit of resident tuition by meeting with the Office of Human Resources (HR) and presenting supporting documentation such as a birth certificate (child), marriage license (spouse), etc., that substantiates the relationship to the professor, assistant instructor, research assistant, teacher or teaching assistant.
  5. Office of Human Resources (HR)
    1. In the case of certifying a dependent will:
      1. Validate the dependent's relationship to the professor, assistant instructor, research assistant, teacher or teaching assistant
      2. Obtain both the employee and dependent’s name and Banner ID.
      3. Obtain the Employee ID of the professor, assistant instructor, research assistant, teacher or teaching assistant.
      4. The professor, assistant instructor, research assistant, teacher or teaching assistant’s appointment begin and end dates.
      5. HR will e-mail the information to the Administrator
  6. Provost and Vice President for Academic Affairs
    1. Consider appeals submitted by a student whose eligibility for resident tuition is denied by the Administrator.

IX. PROCEDURES


  1. Faculty, assistant instructor, teaching assistant or research assistant employees may request a waiver of non-resident tuition by:
    1. Contacting the administrative assistant or equivalent from the department where the employee works. The department will then complete and forward the Non-Resident Tuition Waiver Request Form to Financial Services via e-mail at financial.services@utsa.edu.
      1. provide the following information for the employee requesting the waiver:
        1. Name
        2. Banner ID
        3. PeopleSoft Employee ID (EMPLID)
        4. Statement certifying that the employee's appointment is at least fifty (50) percent time.
        5. For assistant instructors, teaching assistants or research assistants, a statement certifying that the employee’s appointment relates to their course work is also required.
        6. The start and end dates of the appointment
      2. If the waiver is not warranted, the department will contact the student with an explanation.
    2. Based on the departmental certification of the employee’s eligibility, Financial Services will process the request in the Banner Student system. It is the responsibility of the certifying department to notify Financial Services in the event the employee’s appointment does not span the entire length of the semester.  Per the Higher Education Coordinating Board Rules, Ch. 21.26 (b) (3), it is the intent of this rule that the employment and waiver last for the same period of time.
  2. Dependents - Either the spouse, child or legal dependent of a faculty member, assistant instructor, teaching assistant or research assistant (sponsor) may request a tuition waiver by:
    1. Meeting with Human Resources (HR) and presenting supporting documentation such as a birth certificate (child), marriage license (spouse), etc., that substantiates the relationship to the UTSA employee.
      1. HR will validate the dependent’s relationship, obtain both the employee and dependent’s name, Banner IDs of each, Employee ID of the UTSA employee, and the employee’s appointment begin and end dates. HR will e-mail the information to the department administrative assistant or equivalent where the employee’s sponsor works.
      2. The department will certify the employee dependent’s eligibility by forwarding the e-mail from HR to Financial Services at financial.services@utsa.edu with a message that confirms that the sponsor/employee is appointed for at least fifty (50) percent time. If the sponsor/employee is also an assistant instructor, teaching or research assistant, the department will also certify that the assistant instructor, teaching or research assistant's appointment is directly related to their course work. If the waiver is not warranted, the department will contact the student with an explanation.
      3. Based on the departmental certification of the employee’s eligibility, Financial Services will process the request in the Banner Student system. It is the responsibility of the certifying department to notify Financial Services in the event the sponsor’s appointment does not span the entire length of the semester.
  3. Appeals
    1. If a department does not certify a student’s eligibility for the waiver of non-resident tuition, a student may submit an appeal to the Provost and Vice President for Academic Affairs.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


  1. Non-Resident Tuition Waiver Request Form

XII. APPENDIX


None