- (1) Each participating institution shall establish and maintain current, adequate records which reflect all transactions with respect to scholarship and fiscal activity as they relate to the administration of the Alabama Law Enforcement Officers’ Family Scholarship. The records must be maintained in such a manner as to identify all scholarship and fiscal transactions separately from other institutional activities and funds.
- (2) The records for any award period shall be retained for a period of five (5) years following the date of certification on a participating institutional invoice, unless a longer retention period is necessary because of scholarship review or audit resolution. In the event a participating institution closes or ceases operation and fails to matriculate students, institutional Alabama Law Enforcement Officers’ Family Scholarship records of the participating institution shall be forwarded to the Commission.
- (3) Forms must be used to gather data in a uniform manner from each applicant. Such forms shall contain information relative to all eligibility criteria for an Alabama Law Enforcement Officers Family Scholarship award.
- (4) The Executive Director of the Commission or any of the Director's duly authorized representatives will have access for the purpose of review and examination to Alabama Law Enforcement Officers’ Family Scholarship records and supporting documents maintained by the participating institution.
- (5) The records involved in any claim or expenditure which has been questioned by scholarship review or by state audit must be retained until resolution of any such review or audit questions.
Author: Takena V. Jones, Stephanie C. Dolan
Statutory Authority: Code of Alabama 1975, §§16-5-1, et seq.
History: New Rule: Published September 30, 2025; effective November 14, 2025.