Applicable to | Definitions | Policy summary | Policy principles | Policy details | Procedure |
Payment of the staff tuition rate on behalf of the staff member by the University | Application form
1.1. Staff, retired staff, and spouses/partners and dependents who fulfil the conditions listed in the policy.
1.2. This policy applies to full-time study at the University of Cape Town and University of the Western Cape.
Part-time study is only applicable to full-time UCT staff members.
2.1. Child: refers to biological children, step children or legally adopted children who are under the age of 28 years, are financially dependent on the staff member and normally reside with him/her
2.2 Life Partner: refers to a spousal equivalent that lives together, in the same residence, indefinitely with a staff member, with whom s/he shares a common domestic life. Whilst not being a legal marriage the relationship encompasses most or all of the obligations that would normally arise out of a legal marriage including responsibility for each other’s welfare. For the purposes of this policy, in addition to a sworn affidavit, the following, inter alia, serves as proof of a domestic partner relationship a) a joint mortgage or lease; b) designation of the domestic partner as beneficiary for life insurance; c) designation of the domestic partner as primary beneficiary in the employee's will; d) domestic partnership agreement; e) powers of attorney for property and/or health care; and f) joint ownership of either a motor vehicle, cheque account or credit account
2.3. Financial dependence: Financial dependence is where one relies on another person's income to the extent that they would not survive on their own income. By definition, a person in employment is not a dependent upon another.
2.4. Proof of income: Original or certified copies of bank statements for the first two months after registration.
Each eligible staff member qualifies for staff tuition rates for themselves, their spouse or life partner, and child(ren), if the child(ren) is/are financially dependent on the staff member. The staff tuition rate varies from 25% to 100% of the normal fee.
4.1. Children and spouses/partners of eligible staff qualify for a staff tuition rate. The child must be financially-dependant on the staff member.
4.2. The University Council has determined that students who qualify for both the staff tuition rate and a scholarship/bursary, will have their fee account adjusted
4.3. The relationship as child is the dominant and necessary condition, and if this is fulfilled, the further necessary condition is that the child be financially dependent on the staff member.
4.4. The staff tuition rate applies for courses which are credited towards formal qualifications (such as degrees and diplomas). The staff tuition rate also applies for staff members on an individual subsidy-earning course that gives credit towards a formal qualification.
4.5. Where students are staff, they qualify for a special staff tuition rate in their own right in all cases, other than those where the fee has already been reduced, for example for all MMed and MPhil (for sub-speciality training) degrees the staff tuition rate has already been applied to the fee published in the Student Fees Handbook.
4.6. Staff tuition rates for spouses/life partners and dependent children are for full-time study.
4.7. In the case of retirees, widows and widowers of deceased staff, the definition of spouse/partner and dependants applies to the relationship at the retirement date or date of death of the staff member.
4.8. UCT has an historical reciprocal agreement with the University of the Western Cape (for staff member and children only). This does not apply to any other tertiary institutions.
4.9. The staff tuition rates are applicable only while the listed conditions outlined below apply.
4.10. Should these conditions cease to exist during a year, the person/staff member must inform the relevant UCT Human Resources HR Practioner Practitioner for assessment. Failure to comply will result in breach of contract. If the rate no longer applies it will fall away and the pro-rata full fee will be payable.
4.11. Staff tuition rates may apply on a pro-rata basis (approved in quarters), where you are not employed for the full year. For example, if you are employed for 3-5 months of the year: 1 quarter will be approved, 6-8 months of the year: 2 quarters will be approved, 9-11 months of the year: 3 quarters will be approved
4.12. Fringe benefits tax will be applied, as applicable, based on the prevailing South African Revenue Services regulations.
Staff tuition rates apply where the conditions are met in Table 1: Conditions for Staff Tuition Rate eligibility.
6.1. The staff member must complete the application form (HR125) providing both student and staff particulars
6.2. The following supporting documentation must be attached to the form.
6.2.1. For application on behalf of a child:
6.2.1.1 certified copy of the child's unabridged birth certificate.
6.2.1.2. for children over the age of 28, details and proof of the child's income and financial dependence.
6.2.2. For application on behalf of a step- or adopted-child:
6.2.2.1. certified copy of the adopted child's unabridged birth certificate.
6.2.2.2. proof of adoption in the case of adopted child
6.2.2.3. Staff member’s marriage certificate in the case of step-child
6.2.2.4. for adopted/step-children over the age of 28, details and proof of the child's income and financial dependence
6.2.3. In the case of part-time staff, the number of hours worked per week must be indicated on the HR125 form, and in the case of joint/tripartite staff on WCG or NHLS conditions of service, the period of appointment must be indicated on the form.
6.3. The HoD/ Line Manager must confirm the staff member's relationship with UCT by signing the form.
6.4. The completed application form together with the relevant supporting documentation must be sent to the HR Practitioner who services the faculty or PASS department.
6.5. Should a staff member’s employment contract terminate, and consequently the condition which entitled them to a particular staff tuition rate during the current year, they must inform UCT Human Resources. The period to which the staff tuition rate is applicable will be adjusted and the fees amended through adjustment to the fee account. Termination reports are sent from HR monthly to the fees office and staff who have resigned will be required to refund UCT.
7. Deadlines for submission of staff tuition rate applications
Staff Tuition Rate applications (HR125 form) must be completed as soon as possible after registration and no later than by 15 August of the current registration year to qualify for the Staff Tuition Rate for that year unless course registration is after this date. Applications submitted after this date will forfeit the benefit for the current registration year. No retrospective applications will be considered.
HR125 - Tuition fee rates form.
Table 1: Conditions of Staff Tuition Rate eligibility
| 1. Full-time UCT staff member | |||||||
|---|---|---|---|---|---|---|---|
| Category of staff | Self | Dependant on a full-time course | |||||
| UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | Spouse/ partner (not applicable for UWC) |
children | UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | ||
| Permanent staff | yes | 0% | 25% | yes | yes | 10% | 25% |
| Staff on fixed term contracts (pro-rated per quarter) | yes | 0% | 25% | yes | yes | 10% | 25% |
| 2. Part-time UCT staff members | |||||||
| Category of staff | Self | Dependant on a full-time course | |||||
| UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | Spouse/ partner |
children | UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | ||
| Part-time staff (permanent and fixed term contracts) working at least 20 hours each week | yes | 35% | n/a | yes | yes | 45% | n/a |
| Permanent part-time staff working at least 20 hours each week who were previously permanent full-time staff for an uninterrupted continuous period of 10 years | yes | 0% | n/a | yes | yes | 10% | n/a |
| 3. Full-time and part-time joint/tripartite medical staff members not on UCT conditions of service (i.e. UCT/WCG and UCT/NHLS) | |||||||
| Category of staff | Self | Dependant on a full-time course | |||||
| UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | Spouse/ partner |
children | UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | ||
| Permanent full-time joint staff | yes | 25% | n/a | yes | yes | 25% | n/a |
| Full-time joint staff on fixed term contracts of one year or more but have not completed two years of continuous service. | yes | 25% | n/a | no | no | 100% | n/a |
| Full time joint staff on fixed term contracts who have completed two or more years of continuous service. | yes | 25% | n/a | yes | yes | 25% | n/a |
| Part-time joint staff who teach at least five sessions per week and have completed three or more years of continuous service | yes | 75% | n/a | yes | yes | 75% | n/a |
| 4. Full-time non-University staff | |||||||
| Category of staff | Self | Dependant on a full-time course | |||||
| UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | Spouse/ partner |
children | UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | ||
| Permanent staff of state sponsored research organisations such as Atomic Energy Board (AEB), Council for Scientific and Industrial Research (CSIR), National Research Foundation (NRF), Human Sciences Research Foundation (HSRC), Centre for Science Development (CSD) or Medical Research Council (MRC), who are seconded to UCT | yes | 25% | n/a | yes | yes | 25% | n/a |
| Staff of the University of the Western Cape | yes | 25% | n/a | no | yes | 25% | n/a |
| Members of the University Council | no | 100% | n/a | no | yes | 75% | n/a |
| Permanent staff of SHAWCO | yes | 25% | n/a | yes | yes | 25% | n/a |
| Permanent teaching staff of SACS. The rate may only be applied to full-time study for a total of four years (recoverable annually subject to passing) | no | 100% | n/a | no | yes | 75% | n/a |
| 5. Pensioners, widows and widowers | |||||||
| Category of staff | Self | Dependant on a full-time course | |||||
| UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | Spouse/ partner |
children | UCT Studies Rate (% of full fee charged) | UWC Studies Rate (% of full fee charged) | ||
| Pensioners who served as permanent UCT / joint / tripartite staff members | yes | 25% | n/a | yes | yes | 25% | n/a |
| Widows and widowers of deceased staff members and pensioners who served as permanent UCT/ joint/ tripartite staff members | yes | 25% | n/a | yes | yes | 25% | n/a |
** Note: For part-time permanent and fixed term contract staff the following table is to be used for calculating the benefit for those working more the 20 hours a week for “self” only, not dependents:
| Hours | Benefit | Rate |
|---|---|---|
| Fulltime | 100% | 0% |
| 35 | 95% | 5% |
| 30 | 85% | 15% |
| 25 | 75% | 25% |
| 20 | 65% | 35% |
HR125 - Tuition fee rates form.
Page last updated: 29 May 2023