Employee Handbook

11.13 Dependent Tuition Assistance Program (DTAP)

The Dependent Tuition Assistance Program (DTAP) for full-time and eligible part-time faculty and staff members (exclusive of members of collective bargaining units) provides for tuition assistance at a number of colleges and universities.

Description of the Program

The Dependent Tuition Assistance Program (DTAP) is available for full-time, regularly appointed faculty and staff members (exclusive of members of collective bargaining units), and provides tuition assistance for dependent children and spouses at various local and regional colleges and universities.

Faculty and Staff who are classified as .50 - .74 FTE and who have completed ten years of service at an average FTE between .50 and .74 FTE are eligible for a pro-rated benefit at Macalester and participating ACM schools (does not include other ACTC schools). The prorated benefit will be equal to four semesters of a full-time DTAP benefit (prorated from the normal eight semesters.

Terms and eligibility conditions vary by institution and type of dependent; employees should refer to both the General Provisions and specific terms for each section. Employees will be required to verify their dependents eligibility according to the College's definitions and provisions. In addition, if benefits are provided under the DTAP for a person who is not the lawful "spouse" or the "dependent child" of an eligible employee, then the employee is to so advise the College and the amount of such benefits will be reported to the Internal Revenue Service and applicable state authorities as taxable income to the employee. See the definitions under part 3. "TAXABLE VS. NONTAXABLE INCOME". The terms and conditions of the program are subject to periodic review and modification by participating colleges. Programs currently available are as follows:

Section I Dependent children at Macalester College

Section II Dependent children at the Associated Colleges of the Twin Cities - (Augsburg College, the College of St. Catherine, Hamline University, and the University of St. Thomas)

Section III Dependent children at participating Associated Colleges of the Midwest -(Beloit, Coe, Colorado, Cornell, Grinnell, Knox, Lake Forest, Lawrence, Luther, Monmouth, and Ripon)

Section IV Spouses and registered Domestic Partners at Macalester and the Associated Colleges of the Twin Cities (ACTC)

Section V Dependent high school children at Macalester College

Definitions

Dependent Children: "Any naturally born, legally adopted, stepchildren or children of registered domestic partnerships who are under age 25 and dependent upon the employee's household for at least one half of his or her financial support or are claimed as a dependent on the employee's tax form.

Full-time Employment: Annual appointment of .75 FTE or greater.

Host Institution: College or university which the dependent is attending.

Regular Appointment: An appointment which is for a period of at least six-months.

TAXABLE VS. NONTAXABLE INCOME

If benefits are provided for a person who is not the lawful "spouse" or the "dependent child" of an eligible employee (i.e., registered domestic partners and children of registered domestic partnership), it will be considered taxable income. The employee is to notify the College so the amount of the benefit will be reported to the Internal Revenue Service and applicable state authorities as taxable income to the employee. For these purposes, the term "dependent child" means a son, stepson, daughter or stepdaughter of the employee, over one-half of whose support for the year comes from any combination of: (i) the employee and his/her spouse; or (ii) the child's other parent and such other parent's spouse if the employee and such other parent are divorced.

General Provisions

Eligibility

Dependent (as defined in part 2. "DEFINITIONS") Spouses, and registered Domestic Partners of employees who are appointed to full-time positions are eligible to participate in the program. Dependent children who have more than one parent employed by the College will be eligible to participate if the combined appointment of both parents is equal to or greater than .75 FTE, and they have met all other program requirements.

Service Requirements

Employees will be required to complete one calendar year of full-time service at Macalester College prior to participating in the program, with the following considerations:

  1. Employees who have terminated employment with another college or university within the 12-month period prior to their employment at Macalester, and who were eligible for tuition remission under that institution's plan shall be allowed to count service at the institution toward the program service requirement at Macalester (one year).

    Host Institution Service Requirement

    College Employees Years of Service
    Macalester College
    1 year
    Augsburg College
    90 days
    Hamline University
    Six months
    College of St. Catherine
    1 year
    University of St. Thomas
    No wait
  2. Employees who change status from part-time to full-time may count previous continuous part-time service toward the one-year waiting period. Participation may commence when the employee has completed one of the following service requirements; 1) Staff - 2015 hours of service, or 2) Faculty - 6 courses taught, providing that full-time status continues.
  3. If eligibility commences after the start of a semester (or term), but prior to the second half of that semester, assistance will be granted for the full semester. For eligibility commencing during the second half of the semester or term, assistance will be delayed until the following semester or term.
  4. If an employee experiences a break in service of less than twelve months, all previous service will be counted toward fulfillment of the waiting requirement. Employees with a break in service of greater than twelve months will begin their waiting period from their rehire date.
  5. Should a loss of eligibility occur after the start of a semester, assistance will be granted only for the remainder of that semester.

Miscellaneous Provisions

  1. If an employee dies or becomes disabled after meeting program eligibility and service requirements, their dependent children who have applied to and/or have been admitted to any participating institution will be eligible for full participation in the program. Additionally, dependents who have not previously applied to or been admitted to a participating institution will be eligible for the program at Macalester (upon admission) and participating ACM schools, under the following provisions:
    Employee's Years of Service Dependents in Grades:
    Two - Four
    12
    Five-Nine
    9, 10, 11, 12
    Ten or more
    All dependent children
  2. If a full-time employee retires after at least 30 years of service, and is age 59 or over, or is participating in the Macalester Senior Faculty Employment Option (MSFEO), their dependent(s) will be eligible for full participation in the program at Macalester and participating ACM schools.
  3. A bilateral imbalance of five students among participating schools is permitted. Each of the five (ACTC) cooperating colleges, therefore, has a maximum potential imbalance of twenty students (5 from each of the other colleges). The receiving college may accept additional students only in the same proportion that theirs are received by the sending institution. However, any two colleges may accept an imbalance to which they mutually agree.
  4. Dependents, spouses or domestic partners must be admitted to Macalester College in order to take courses at Macalester.

Administration

  1. DTAP is administered by the Employment Services Department.
  2. Applications for DTAP must be obtained from, completed and returned to Employment Services for approval by March 15th for Macalester and ACTC participation, and by March 15th for ACM participation.
  3. A separate application must be submitted for each academic year for students attending Macalester or other ACTC institutions. Dependents enrolled at other ACM schools need only apply for their first year of attendance, and report any subsequent changes in enrollment status to Macalester's Employment Services Department.
  4. Faculty and staff dependents applying under Sections I, II and III who wish to apply for scholarship/grants should contact the host institution's finacial aid office by February 1st each year to assure that all financial aid requirements are met.

Section I

Dependent Children Attending Macalester College

  1. Dependent children of faculty and staff members meeting program requirements are eligible for eight semesters of tuition assistance paying up to 90% of the College's current tuition.
  2. Only full-time students admitted and enrolled for their first baccalaureate degree are eligible for assistance.
  3. Monies granted under this section are specifically prohibited from leaving the College for whatever reason or status of student. If a student wishes to enroll in a program that necessitates cash outlay by the College, the tuition assistance will be held in abeyance during the student's period of off-campus study.
  4. Students are responsible for all other fees and tuition payments.
  5. Financial aid in addition to DTAP may be a possibility. Students must apply for need-based financial aid to be considered. If demonstrated need for financial aid exceeds the amount of the DTAP benefit, need-based financial aid from Federal, State, and Macalester sources may be awarded in addition to DTAP. Eligibility to participate in student employment programs will be determined based on demonstrated financial need. Eligibility for student loans may be determined by completing the FAFSA. For a student receiving the DTAP benefit, Macalester-sponsored National Merit and/or other merit-based scholarships may not exceed $1,000 per academic year.
  6. Summer Sessions are excluded from this policy.

Section II

Dependent Children Attending ACTC Schools

  1. Macalester College: Dependent children of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 90% of the current tuition at Macalester.
  2. University of St. Thomas: Dependent children of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 75% of the current tuition.
  3. College of St. Catherine: Dependent children of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 75% of the current tuition.
  4. Augsburg College: Dependent children of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 90% of the current tuition.
  5. Hamline University: Dependent children of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 90% of the current tuition.
  6. Students are responsible for all other fees and tuition payments.
  7. Summer Sessions are excluded from this policy.
  8. Only full-time students enrolled for their first baccalaureate degree are eligible for assistance under this section.
  9. Tuition assistance is available up to eight semesters.
  10. All other conditions for tuition assistance will be defined by the host institution.
  11. Contact the host institution's financial aid office by February 1st each year for information about other forms and sources of financial aid that may be available.

Section III

Dependent Children Attending the Associated Colleges of the Midwest

  1. Dependent children of full and part-time faculty and staff members at Macalester are eligible for tuition assistance from participating ACM colleges in accordance with the host College's policies, the policies contained in this section and the policies of the ACM Faculty/Staff Children Tuition Exchange Program.
  2. Students are responsible for all other fees and tuition payments.
  3. Summer Sessions are excluded from this policy.
  4. Only full-time students enrolled for their first baccalaureate degree are eligible for assistance under this section.
  5. Tuition assistance is available up to eight semesters.
  6. Contact the host institution's financial aid office by February 1st each year for information about other forms and sources of financial aid that may be available.

Section IV

Spouses and registered Domestic Partners attending Macalester College or attending the Associated Colleges of the Twin Cities

  1. Macalester College: Spouses and registered Domestic Partners of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 90% of the current tuition at Macalester. Tuition remission is available for undergraduate courses only. Students may be part-time or full-time, and course may be related or unrelated to obtaining a degree. Degree-seeking students must apply to the college through the Admissions Office. Non-degree-seeking students must apply through the Registrar's Office.
  2. University of St. Thomas: Spouses of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 75% of the current tuition. Tuition remission is available for undergraduate courses only. Students may be part-time or full-time, and course may be related or unrelated to obtaining a degree.
  3. College of St. Catherine: Spouses of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 75% of the current tuition. Tuition remission is available for undergraduate courses only. Students may be part-time or full-time, and course may be related or unrelated to obtaining a degree.
  4. Augsburg College: Spouses and registered Domestic Partners (same sex only) of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 90% of the current tuition. Tuition remission is available for undergraduate courses only. Students may be part-time or full-time, and course may be related or unrelated to obtaining a degree.
  5. Hamline University: Spouses and registered Domestic Partners of full-time faculty and staff members who have been employed one-year are eligible for assistance paying 90% of the current tuition. Tuition remission is available for full-time students working toward their first baccalaureate degree.
  6. Students are responsible for all other fees and tuition payments.
  7. Summer sessions are excluded from this policy.
  8. This policy is not applicable to summer sessions or to programs which involve payment to another institution or agency, such as study abroad or interim courses outside ACTC.
  9. All other conditions for tuition assistance will be defined by the host institution.
  10. Contact the host institution's financial aid office by February 1st each year for information about other forms and sources of financial aid that may be available.

Section V

Dependent High School Children attending Macalester

  1. Macalester accepts a small number of high school students to take a course at the College through the Post-Secondary Enrollment Options program.
  2. To be eligible for the program students must have exhausted the programs and curriculum available at their high school in the subject they wish to study at Macalester and be in high academic standing.
  3. Interested students should contact the Admissions Office for application information.