Classified Dependent Grant-in-Aid Policy (HR 2)

POLICY STATEMENT

This policy provides the framework and procedures for the Nevada State College Classified Dependent Grant-in-Aid benefit.

DEFINITIONS

Spouse: Any individual lawfully married to another individual.

Domestic Partner: Any individual so registered with the Office of the Secretary of the State of Nevada.

Financially Dependent Child: A natural, adopted, or step child of a classified staff member who is not financially independent, is claimed as an exemption for federal income tax purposes under the U.S. Internal Revenue Code (26 U.S.C. § 152), and has not attained the age of 24. The classified staff member must attest to a dependency each time a grant-in-aid benefit is issued.  Financially Dependent children of a registered Domestic Partner are also eligible. For qualified dependent children who have served on active duty in the United States Armed Forces, the age limitation will be extended for a period of such active service, but not to exceed six (6) years.

Qualifying Classified Employment: Benefit-eligible Classified Staff appointment with an FTE at .50 or higher.

PROCEDURES

I. Benefit Overview

The Nevada State College Classified Dependent Grant-in-Aid program establishes a tuition assistance benefit in which qualified dependents of Nevada State College classified staff will receive reduced base registration fees for undergraduate courses.

Under this policy, qualified dependents shall refer only to Spouses or Domestic Partners and Financially Dependent Children. Classified employees must attest to dependency for each tuition reduction request and Nevada State College may at any time request proof of dependent eligibility for verification purposes.

II. Program Eligibility

Dependents of Qualifying Classified Employees must apply for the grant-in-Aaid benefit each academic term and are subject to the following limitations and requirements:

A. Limitations and Course of Study

• The Nevada State College Classified Dependents Grant-in-Aid benefit may only be used for undergraduate state-supported courses taught at Nevada State College;
• There are no limitations to the number of credits that will be covered for each academic term (fall, spring, summer);
• Fees covered by this program will be equivalent to the current amount of the grant-in-aid benefit for professional employees, which pays only the State Operating Budget portion of the base registration fee as specified in Chapter 7, Section 17 of the Nevada System of Higher Education Procedures and Guidelines Manual;
• This program does not pay for the cost of additional fees such as differential registration fees, special course fees, excess credit fees, or books;
• If a Spouse or Financially Dependent Child does not qualify as a resident student, only the portion of the per-credit registration fee allocated to the State Operating Budget is paid by this benefit;
• Individuals are personally responsible for, and agree to indemnify and hold Nevada State College harmless for, any and all tax liabilities that may arise from this benefit.

B. Maintenance of Award Eligibility

• Recipients of the Nevada State College Classified Dependents Grant-in-Aid benefit must meet the Financial Aid Satisfactory Academic Progress (SAP) requirements as follows:
  • Meet the minimum required undergraduate cumulative grade point average;
  • Satisfactorily complete at least 70% of cumulative credit hours attempted;
  • Complete their degree/certificate program within the maximum time frame of credit hours allowed. Undergraduates seeking their first baccalaureate degree cannot attempt more than 180 credits.

III. Procedure for Requesting Benefit

Requests for benefit shall be processed and approved via the following process:

A. Submission of the Classified Dependent Grant-in-Aid Request Form

• Form is located on the Nevada State College portal and can accessed via the following path: Documents > Human Resources > Forms > Benefits.
• Must be completed and submitted for each academic term in which a benefit is being requested.
• Completed forms must be received in Human Resources no later than two (2) weeks before the start of the academic term in which the benefit is requested. Submission after the two-week deadline may delay processing of the benefit and may require out-of-pocket payment for courses with reimbursement to follow.

B. Course Registration and Payment

• If not already complete, finalize course registration for the selected academic term.
• Pay for additional fees and/or credits not covered by the Classified Dependent benefit.

FORMS/INSTRUCTIONS

Classified Dependent Grant-in-Aid Request Form

APPROVALS

Approved by Kevin Butler, Senior Vice President of Finance & Administration
Approved by President Bart Patterson.