Virginia Administrative Code › Title 8 - EDUCATION › Agency 40 - STATE COUNCIL OF HIGHER EDUCATION FOR VIRGINIA › Chapter 71 - VIRGINIA TUITION ASSISTANCE GRANT PROGRAM REGULATIONS › Section 8VAC40-71-60 - Administration

Current through Register Vol. 40, No. 24, July 15, 2024
A. The council. The
				council retains the right to periodically review institutional administrative
				practices to determine compliance with this chapter. If the council determines
				that an institution has failed to rectify substantial compliance errors after
				an opportunity to do so is provided by the council, or otherwise no longer
				meets the definition of an eligible institution, the council may, after a
				written notice of pending action to the institution, suspend or terminate its
				future participation in the program. In all instances, the council will require
				the institution to recover and refund to the council any state funds that were
				expended improperly. An institution that is suspended or terminated from the
				program may ask for reconsideration by submitting a written appeal within 30
				days of the council's decision.
The council shall provide assistance, interpretation of
				  policy and regulations, and guidance to the institution in their handling of
				  administrative matters. The assistance may be in the form of information about
				  the program and preparation of the student application.
If an institution wishes to do so, it may prepare its own
				  application, as long as it is approved by the council.
B. Participating institutions. Institutions
				shall:
1. Certify student eligibility in all
				respects;
2. Notify, in writing,
				students whose applications are rejected that they are not eligible for awards,
				the reason they are not eligible, and the deadline date for submitting appeals
				to the council;
3. Use the program
				Units Web Tool, if available, to verify units used by students prior to making
				new awards;
4. Secure and provide
				to the council such information regarding student applicants and award
				recipients as the council deems necessary for the proper administration of the
				program;
5. Act, with the student's
				authorization, as the student's agent to receive and hold program funds for the
				student's use as tuition assistance;
6. Furnish periodic reports and other
				pertinent information as may be required by the council. The reports shall
				include, but not be limited to, copies of institutional financial aid audit
				reports and audited financial statements;
7. Ensure that each application bears a
				timestamp indicating the date the application was received by the
				institution;
8. Retain all records
				regarding the application and award process for at least three years after the
				last award year for the student unless directed otherwise by the Library of
				Virginia's Virginia Records Retention and Disposition, Schedule GS-111;
				and
9. Withdraw from the program
				only upon a 60-day written notice to both its student body and the council.
				Withdrawal shall be effective at the conclusion of the academic year designated
				by the withdrawing participant.
The institution's chief executive officer shall designate one
				  individual at the institution to act as the primary representative of the
				  institution in all matters pertaining to the administration of the program. The
				  chief executive officer shall, in addition, indicate whether the primary
				  institutional representative may designate a single subordinate who may act as
				  an alternate representative for routine administrative operational matters at
				  the campus. At multi-campus institutions, an alternate representative may be
				  designated for each branch campus if the chief executive officer authorizes the
				  appointment of alternate representatives. If there is a change in the primary
				  representative, the chief executive officer shall designate another individual
				  and notify the council in writing within 30 days of the change. It is the
				  responsibility of the primary representative to advise the council in a similar
				  fashion of changes in alternate representatives, if any.