1. (a)

   1. (1) Arkansas Rehabilitation Services will assist individuals in pursuing two-year and four-year college and university training programs in only those colleges and universities:

      1. (A) Accredited by the appropriate accrediting agency; and
      2. (B) Whose courses will be given full recognition by other accredited colleges and universities.
   2. (2) It is the counselor's duty to determine if the selected institution is approved by the state Department of Education or by another qualified accrediting agency of the state in which it is located.

2. (b)

   1. (1) Arkansas Rehabilitation Services will only sponsor an individual to the bachelor’s degree level unless sufficient justification is provided in writing that demonstrates that the individual is unable to reach the desired employment goal without additional training and education.
   2. (2) This information should be obtained from an employer or other credentialed professional in the field for which the individual is seeking an advanced degree.

3. (c)

   1. (1) The individual will provide a yearly degree audit signed by an academic advisor or program supervisor.
   2. (2) This degree audit will be used to ensure that the required course work is being taken for consideration of continued Arkansas Rehabilitation Services funding.
   3. (3) The yearly audit will also ensure that the classes are being taken that lead to the degree and employment goal listed on the IPE.

4. (d)

   1. (1) Preference will be given to institutions in Arkansas.
   2. (2) If training is not available within the state, or if there are other circumstances that the counselor feels justifies out-of-state training, such training will be permitted on a case-by-case basis.

5. (e)

   1. (1) If training is available within the State of Arkansas and the client attends an out-of-state institution, the maximum amount payable will be the same as that paid if the individual would be attending an institution within the state as a full-time student.
   2. (2) The individual must attend on a full-time basis.
   3. (3) The cost of tuition, fees, textbooks, will not exceed the institution’s established education costs.

6. (f)

   1. (1) The application of maintenance and/or transportation costs will be applied according to the maintenance and transportation policies.

   2. (2) Maintenance may only be considered for those expenses incurred that are:

      1. (A) Directly related to attending college; and
      2. (B) In excess of normal living expenses.
   3. (3) Expenses such as housing may be considered at a rate of seventy percent (70%) of the lowest double occupancy dorm room cost per term.

7. (g)

   1. (1) The cost of private school training will not exceed the cost of State of Arkansas-supported institutions.
   2. (2) For training at a private Arkansas institution, Arkansas Rehabilitation Services may supplement the individual’s resources and pay up to, but not more than, training fees at state-supported institutions for a full-time student.
   3. (3) If training is not available within the state, Arkansas Rehabilitation Services may pay the fees charged by the particular out-of-state university or college for a full-time student.

8. (h)

   1. (1) A threshold of five thousand dollars ($5,000) has been established per twelve-month period, beginning with initiation date of the IPE, for:

      1. (A) Tuition;
      2. (B) Required textbooks;
      3. (C) Academic fees;
      4. (D) Maintenance; and
      5. (E) Transportation.
   2. (2) For an exception form refer to Appendix G.

9. (i) Required time frames for completion of academic training.

   1. (1) Arkansas Rehabilitation Services sponsorship of academic training is limited to the following time frames:

      1. (A) An associate’s degree must be completed within three (3) years;
      2. (B) A bachelor's degree must be completed within a total of six (6) years (including time at a junior college or community college); and
      3. (C) A master's degree must be completed within three (3) years (this does not include time to complete the bachelor's degree before beginning the master's degree program).

   2. (2)

      1. (A) When a consumer has spent time in a college or university before Arkansas Rehabilitation Services sponsorship, prorate the time frames according to the remaining hours needed to complete the degree.
      2. (B) This information can usually be found on the student's individualized degree plan from the college or university.
      3. (C) Document the justification for the prorated and agreed upon time frame in the ECF.

10. (j) Advanced degree.

    1. (1)

       1. (A) It is Arkansas Rehabilitation Services policy to assist individuals in obtaining an advanced degree only when this degree is a minimum requirement for the vocational objective.
       2. (B) The decision to obtain an advanced degree must be determined at the time of initial plan development.

    2. (2)

       1. (A) Arkansas Rehabilitation Services may assist clients beyond the bachelor’s level in occupations that require advanced training for entry level, such as medicine, dentistry, law, science, technology, engineering, and mathematics, and this need must be determined at the time of plan development.
       2. (B) Arkansas Rehabilitation Services will sponsor advanced degrees beyond the bachelor’s level with sufficient justification provided in writing that demonstrates that the individual is unable to reach the desired employment goal without additional training and education.
       3. (C) This information should be obtained from an employer or other credentialed professional in the field for which the individual is seeking an advanced degree.

11. (k) Full-time student.

    1. (1) Undergraduate.

       1. (A)

12. (i) A full-time student receiving financial support from Arkansas Rehabilitation Services is one (1) who completes twelve (12) per semester hours or six (6) semester hours per summer term at the college level.

    1. (ii) Arkansas Rehabilitation Services will follow the same timeline for completion of an undergraduate program as established by Federal Student Aid.

       1. (iii) Individuals will have no more than six (6) years or twelve (12) semesters to complete an undergraduate degree.

       2. (B)

          1. (i) At the counselor’s discretion, exceptions may be made when the record of services reveals that, because of the severity of the disability or for other obvious reasons such as schedule difficulties, the need for part-time work, or upon the recommendation from the client’s physician, school officials, etc., the client cannot be expected to carry twelve (12) hours of course work.
          2. (ii) Documentation of the exception must be made in the ECF.

    2. (2) Graduate level.

       1. (A) An individual taking nine (9) semester hours or six (6) quarter hours is considered a full-time graduate student.
       2. (B) Individuals seeking a master’s-level program must be enrolled on a full-time basis.
       3. (C) The individual has no more than three (3) years to complete the graduate level program.

    3. (3) Doctorate level.

       1. (A) Doctorate programs differ in programming and requirements.
       2. (B) A yearly audit of the coursework and progress towards the doctoral level program is required.
       3. (C) An individual has seven (7) years to complete an approved and accredited doctorate program.
    4. (4) Summer courses. At the counselor’s discretion, Arkansas Rehabilitation Services will pay for summer courses for students classified as a junior or higher.

    5. (5) Remedial courses.

       1. (A) Arkansas Rehabilitation Services will pay for a total of six (6) semester hours of remedial courses to fulfill academic requirements within the first year of college.

       2. (B) The counselor will review the above policy with the client and document in a case note using the description: “ARS Policy on Remedial Course”.

          1. (l) Satisfactory performance — College and universities.
    6. (1) Any full-time college student who does not complete twelve (12) hours of course work during the regular semester or six (6) hours during summer semester with a “C” average (2.0) may be placed on probation for the following semester at the counselor’s discretion.
    7. (2) If the client is placed on probation and fails to make a “C” average (2.0), college training will be terminated.
    8. (3) More than one (1) probationary period during the student’s entire training program will require the manager’s approval.

    9. (4) Failure to do acceptable college course work will result in:

       1. (A) A reevaluation of the client’s program; and

       2. (B) The selection of a more realistic vocational objective.

          1. (m) Grades — College and universities.

    10. (1)

        1. (A) The counselor is responsible for obtaining grades from the student to document satisfactory progress.
        2. (B) This responsibility should be delegated to the student.
        3. (C) The grades (GPA) will be used as the measure of satisfactory progress and must be provided to the counselor in a timely manner in order to approve payment for tuition for the next semester.
        4. (D) The Responsibilities of College Students Form must be signed by the individual and counselor and placed in the individual’s record of services prior to the initial semester and each following fall semester.

    11. (2)

        1. (A) Accredited universities/colleges are beginning to offer classes via internet and other distance education options.
        2. (B) These classes can provide college training to individuals with most significant disabilities whose accessibility or environmental needs made traditional campus-based training difficult.

    12. (3)

        1. (A) This type of training, however, may be impractical for students who require the reinforcement and motivation of time-scheduled classes and social participation.
        2. (B) Because of the many nonaccredited correspondence courses offered by businesses or companies, the counselor should evaluate this option carefully.

13. (n) Procedure — College and university training.

    1. (1) Documentation of the action to be taken will be made in the case note.

    2. (2)

       1. (A) The individual will provide the counselor with documentation of any financial aid awards and scholarships.

       2. (B) This documentation can include:

          1. (i) College award letter;
          2. (ii) Student financial aid grant response letter;
          3. (iii) Online student financial aid printouts; or
          4. (iv) Copies of student financial aid grant application forms.
       3. (C) Attach documents to the ECF.

    3. (3)

       1. (A) The individual will provide a copy of an official degree plan at IPE to the counselor.
       2. (B) Attach documents to the ECF.
    4. (4) The individual will provide yearly a degree audit signed by an academic advisor or program supervisor, and will be used to ensure that the required course work is considered for Arkansas Rehabilitation Services funding and that good progress is made toward the training outcome.
    5. (5) The counselor will review the grade report each period.
    6. (6) The counselor will review all planned courses the consumer will take during the next period to ensure that they are a part of the consumer's required coursework.
    7. (7) The counselor and the individual will complete the College Student’s Responsibilities Form prior to the first semester and then each fall semester.
    8. (8) Refer to the Arkansas Rehabilitation Services vendor list or secure W-9 from new vendor.

    9. (9)

       1. (A) If specialized equipment, i.e., computers, software, etc., is purchased a title of retention will need to be completed.
       2. (B) See Appendix E.
    10. (10) The case management system will generate the status move after required data is keyed for Status 18.
    11. (11) Key required information into the case management system for Arkansas Rehabilitation Services purchase authorization.

    12. (12)

        1. (A) When billing statement is received, verify the individual received the service.
        2. (B) Document in the ECF.

    13. (13)

        1. (A) Key required information into the case management system for payment.
        2. (B) Support staff will be responsible for making payments.
        3. (C) Payment will not be processed without an attached bill from the vendor.
    14. (14) Refer to out-of-state policy limitations, if necessary.
    15. (15) Complete annual review documenting any changes to the IPE.
    16. (16) Update the RS16 Financial Resources Form at annual review, if appropriate.

14. (o) College textbooks.

    1. (1) Arkansas Rehabilitation Services may purchase required textbooks for full-time students who are making satisfactory progress.
    2. (2) Authorizations for textbooks must be submitted to the bookstore in a timely manner, usually prior to the beginning of classes.
    3. (3) Payments for textbooks must fall within the threshold of five thousand dollars ($5,000) unless an exception is approved.

    4. (4) The request for payment from the bookstore must be accompanied by:

       1. (A) A list of books purchased;
       2. (B) Individual book prices; and
       3. (C) The individual’s signature.

15. (p) Procedures — College textbooks.

    1. (1) Documentation of the action to be taken will be made in the case note.

    2. (2)

       1. (A) The individual will provide the counselor with documentation of any financial aid awards and scholarships.

       2. (B) This documentation can include:

          1. (i) College award letter;
          2. (ii) Student financial aid grant response letter;
          3. (iii) Online student financial aid printouts; or
          4. (iv) Copies of student financial aid grant application forms.
       3. (C) Attach documents to the ECF.
    3. (3) The counselor and the individual will complete the College Student’s Responsibilities Form prior to the first semester and then each fall semester.
    4. (4) Refer to the Arkansas Rehabilitation Services vendor list or secure W-9 from new vendor.
    5. (5) The case management system will generate the status move after required data is keyed for Status 18.
    6. (6) Key required information into the case management system for Arkansas Rehabilitation Services purchase authorization.

    7. (7)

       1. (A) When billing statement is received, verify the individual received the service.
       2. (B) Document in the ECF.

    8. (8)

       1. (A) Key required information into the case management system for payment.
       2. (B) Support staff will be responsible for making payments.
       3. (C) Payment will not be processed without an attached bill from the vendor.
    9. (9) Refer to out-of-state policy limitations, if necessary.
    10. (10) Complete annual review documenting any changes to the IPE.
    11. (11) Update the RS16 Financial Resources Form at annual review, if appropriate.

Codification Notes: “ECF” means electronic case file. "GPA" means grade-point average. "IPE" means individualized plan for employment.