11 KAR 13:010. National Guard Tuition
RELATES TO: KRS 164.516-164.5169
STATUTORY AUTHORITY: KRS 164.746(6),
NECESSITY, FUNCTION, AND CONFORMITY: The
1996 regular session of the General Assembly enacted the Kentucky National
Guard Tuition Award Program, and directed that the Kentucky Higher Educational
Assistance Authority adopt administrative regulations pertaining to the
financial management of the program, including the disbursement of funds. This
administrative regulation is necessary to prescribe procedures for the
disbursement of funds. The administrative regulation provides that the
authority shall transfer funds to educational institutions upon receipt of an
enrollment verification roster provided by the Department of Military Affairs
identifying eligible participants and the amounts to be awarded.
Section 1. Definitions. The terms listed
below shall have the following meanings:
(1) The definition of
"authority" is governed by KRS 164.740(1).
(2) The definition of "educational
institution" is governed by KRS 164.516(1).
(3) "Participating educational
institution" means an educational institution that has a contract in force
with the authority on such terms as the authority may deem necessary or
appropriate to the administration of the Kentucky National Guard Tuition Award
Program and other programs administered by the authority.
Section 2. Prior to the beginning of each
award period, defined in 106 KAR 3:010, Section 1(1), for which funds are to be
disbursed, the Department of Military Affairs shall prepare enrollment
verification rosters which identify the participating educational institution,
the names and Social Security numbers of eligible students planning to attend
each participating educational institution, the award amount for each eligible
student to be disbursed by the authority, the award period for each eligible
student, the academic year, and the total number of eligible students and total
amount of awards. The enrollment verification rosters shall be transmitted by
the Department of Military Affairs to the financial aid director at each
participating educational institution.
Section 3. Following enrollment of
students listed on the enrollment verification roster, the financial aid
director or his designee at each participating educational institution that
receives an enrollment verification roster shall verify each student's
enrollment status and return the properly certified enrollment verification
roster to the Department of Military Affairs.
Section 4. The Department of Military
Affairs shall transmit the certified enrollment verification rosters to the
authority with a request to transfer funds to the participating educational
institutions. Upon receipt, the authority shall begin the necessary procedures
to disburse funds to the appropriate educational institution.
Section 5. (1) A student who withdraws,
changes enrollment status, or for any other reason is charged less than the
amount certified on the enrollment verification roster may be due a refund of
monies paid to the institution or owe a repayment to one (1) or more student
financial assistance programs. If the student received student financial
assistance, a portion of any refund shall be due to the student financial
assistance programs. The amount of any refund or repayment shall be determined
in accordance with the participating educational institution's refund and
repayment policies relative to student financial assistance funds, except that
if a Kentucky National Guard Tuition Award Program recipient officially or
unofficially withdraws from or is expelled by an institution before the first
day of classes of the award period, the award shall be cancelled and a full
refund or repayment of the Kentucky National Guard Tuition Award shall be
required, notwithstanding any institutional policy to the contrary. These
policies shall be consistently administered and published or otherwise made
publicly available by the participating educational institution. The authority
shall be notified in writing of any changes in such policies.
(2) In cases of unofficial withdrawal,
the institution shall use the last recorded date of class attendance by the
student as the end of the student's enrollment. If the institution is unable to
document the student's last date of attendance, any Kentucky National Guard
Tuition Award Program disbursement for that award period shall be subject to
full refund and repayment. If, at any time, a Kentucky National Guard Tuition
Award Program recipient's enrollment is terminated with no assessment of
tuition and fees by the institution, then the full Kentucky National Guard
Tuition Award shall be subject to cancellation, if not yet disbursed, or refund
and repayment if the award has already been disbursed.
(3) Any refunds or repayments due on
funds disbursed as Kentucky National Guard Tuition Award Program funds shall be
paid to the authority. The authority shall deposit the refunds and repayments
to an account to be used for other awards made pursuant to the program.
(4) Refunds by institutions and
notifications of student repayments due transmitted to the authority shall be
accompanied by the student's name and Social Security number, the reason for
the refund or repayment, date of enrollment status change, the semester and
year, and the calculation used for determining each refund or repayment.
Section 6. All documentation and
correspondence relating to the cancellation, disbursement, and refund of awards
shall be retained by the authority for audit purposes for a period of five (5)
years from the date that the award was certified. Documentation may be retained
in any format used by the authority for storage of its records in the normal
course of business. (23 Ky.R. 2636; Am. 3310; eff. 3-6-97.)