Illinois Tution Waiver Programs


	Tuition Waiver Record Keeping

Examples of "good practices"

Published eligibility criteria for the waiver program

The existence of the waiver program and the eligibility for the program should be published widely, ideally on a web site. Eligibility criteria identify minimum criteria for the waiver. All recipients must meet these minimum requirements. Any exceptions that can be made must be stated in the eligibility requirements in order to ensure that applicants are not discouraged from applying. Here are examples of some typical ways to describe eligibility:

"Student must be enrolled in or be applying to Art, Band, Music, Dance, or Theatre"
"Applicant must have checked the box requesting financial aid"
"Student must be registered in the Graduate College in good standing. Exceptions may be granted for students during the summer, provided they were registered in good standing during the previous spring term"
"If English is not the applicant's native language, the student must have demonstrated proficiency in English by passing the SPEAK exam before classes begin."

Published selection criteria for the waiver program

Criteria used to select the recipient for the waiver. The applicant selected must be demonstrably superior to rejected applicants when evaluated against these criteria. Here are examples of some typical ways to describe selection criteria:

"Academic merit, specific talent, and needs of the discipline"
"Grade point average, GRE scores, the personal statement, and recommendation letters will be the primary factors used to select recipients."
"Research assistantships are awarded based on a match between the student's planned area of research and the research interest of a faculty member who has space in his/her lab and funds to support the student."

Completed application form

The type of "application form" needed will vary with the type of waiver:

Type of application form	Waiver program
Application form designed specifically for the waiver program	Child of employee Child of veteran Spouse out-of-state ROTC SROP/McNair Related agency Chancellor's scholars Cooperating teacher Field supervisor Senior citizen
Application for admissions (appropriate box must be checked)	Assistantships, fellowships, or waivers that were part of a financial aid package at recruitment High school concurrent Military out-of-state Foreign exchange student Courtesy/off campus
Application for employment	UI Academic staff waivers UI Civil Service staff waivers Assistantship positions requiring an application. (example)
No application is needed, waiver is granted automatically	Bridge/transition program Athletic waiver Rehabiliation athlete waiver Summer automatic
No application form is held by the campus. Applications are processed and held by an outside agency.	General Assembly Need-based undergraduate waivers DCFS Special Education

Completed evaluation document for the selected applicant

The November, 2000 audit report stated:

"The individuals who evaluated tuition waiver applicants (e.g., faculty and administrators) did not maintain complete documentation of their evaluation. The records that were maintained could not demonstrate that applicants who best met the criteria were selected and that applicants rejected did not meet criteria or were less qualified. Complete records can also serve to defend the university by providing documentation if there are claims of favoritism or discrimination."

Evaluation documents should show that the recipient met all eligibility criteria for this waiver. When multiple applicants are eligible but not all can receive waivers, the unit must carefully document the recipients' performance on the selection criteria to show why some applicants were selected and some were not.

Here are examples of some typical ways to document evaluation, and some samples that were approved by the auditors in the Spring, 2000 audit:

A list of students applying for a fellowship, with undergraduate GPA and GRE scores, department rankings, and comments for each.

A signed form from a payroll officer of Western attesting that the parent of the applicant for a child of employee waiver was employed for at least seven years.

Sample phone reference interview sheet
Sample evaluation for reappointment of a teaching assistant
Sample evaluation form for candidate interview
Sample evaluation form for applicant to a degree program
Sample evaluation for reappointment of a teaching assistant

Recommendation document for the selected applicant

A document should be retained showing who looked at the evaluations of all applicants and made the decision to select the recipient. This should be signed and directed to the person(s) who will make the final decision. Often a unit will combine the evaluation form and recommendation form into one document.

Here are examples of some typical ways to document who made the recommendation, and some samples that were approved by the auditors in the Spring, 2000 audit:

A letter from a selection committee listing the applicants in rank order, signed by the committee chair.

A letter from an admissions or financial aid committee listing the applicants in rank order, signed by the committee chair.

A letter from a faculty advisor recommending the awarding of an assistantship to the student.

A letter from a supervisor to the department head requesting that the recipient be appointed to the position.

Sample combined evaluation & recommendation document
Sample recommendation form

Decision document

Once the recommendation has been made, someone must make the final decision about awarding the waiver or the appointment carrying a waiver. This is often a department head; it may also be a business manager, director of graduate programs, or other administrator.

Here are examples of some typical ways to document who made the decision, and some samples that were approved by the auditors in the Spring, 2000 audit:

A letter from the department head to the student awarding the waiver or appointment.

A signed letter or form from a selection jury which makes a final decision.