(a) Administrative agreement.

1. (1)

   1. (A) An administrative agreement outlining all of the requirements of the institutions participating in the Arkansas High Technology Scholarship Program will be obtained from each institution and kept on file in the Division of Career and Technical Education.
   2. (B) This document will be updated as necessary.

2. (2)

   1. (A) The institution must comply with the following responsibilities in order to maintain continued eligibility status.
   2. (B)

(i) The chief executive officer of the eligible institution is responsible for appointing one (1) representative from the financial aid office to act as administrator of the Arkansas High Technology Scholarship Program and to receive all communications, forms, etc.

1. (ii) This representative is responsible for:

(b) (b) Completing all forms;

1. (c) (c) Verification of data; and

   1. (d) (d) Complying with all scholarship rules.

(b) Disbursement records.

1. (1) In addition to maintaining records, it is the responsibility of the institution to ensure that a scholarship recipient’s signature acknowledging the amount of scholarship funds awarded and/or received is maintained at the institution.

2. (2) The institution shall maintain information on the student indicating that he or she does acknowledge disbursement of these funds.

   1. (c) Institutional Information Sheet.
3. (1) The institution is required to complete annually the Institutional Information Sheet for the Arkansas High Technology Scholarship Program.
4. (2) The institutional representative must record the refund policy governing all students who completely withdraw from the institution and those who drop below full-time enrollment.

5. (3) The administrator is responsible for designating a:

   1. (A) Certifying official responsible for certifying full-time enrollment; and
   2. (B) Disbursing official who is responsible for the disbursement of scholarship recipient’s checks.

6. (4)

   1. (A) This information sheet is due annually by March 1.

   2. (B) Any changes in institutional information after submission of the sheet should be promptly reported to the division.

      1. (d) Notification to division concerning student ineligibility.

7. (1) The designated administrator of the Arkansas High Technology Scholarship Program is asked to notify the division when a scholarship recipient:

   1. (A) Has completed his or her high technology program; or
   2. (B) Is in any other way ineligible to receive scholarship support.
8. (2) The reporting of this information is imperative so that awards will be distributed only to those students who meet the necessary eligibility requirements.

(e) Institutional verification.

1. (1)

   1. (A) The institution shall provide certification to the division each semester after registration, giving the names of the scholarship recipients who:

      1. (i) Are officially enrolled as full-time students;
      2. (ii) Meet the satisfactory academic progress rules as established by the Arkansas High Technology Scholarship Program; and
      3. (iii) Meet all other eligibility criteria as established by the division.
   2. (B) This information is reported on a verification roster.
2. (2) The person responsible for verification of full-time enrollment and satisfactory progress is the registrar or a member of his or her staff.

3. (3) The chosen certifying official is responsible for completing the verification roster:

   1. (A) Twice a year for those schools on the semester system; and
   2. (B) Three (3) times a year for those schools on the quarter system.
4. (4) The verification roster will be mailed to the financial aid administrator at the time of registration for the semester or quarter.

5. (5) The signed scholarship recipient’s verification roster should be returned to the division by:

   1. (A) October 15 for the fall semester; and
   2. (B) March 15 for the spring semester.
6. (6) The verification roster is an alphabetical listing by institution of all persons the scholarship for a given academic year.
7. (7) Students who do not meet all eligibility requirements in the current term may not receive scholarship benefits in that term period.

(f) Deadlines for check disbursement.

1. (1) All checks must be disbursed by:

   1. (A) December 1 for the fall term; and
   2. (B) May 1 for the winter/spring terms.
2. (2) Any outstanding checks after May 1 must be returned to the division for cancellation.

(g) Refund policy.

1. (1) Any student dropping below full-time enrollment or withdrawing from the institution owes a refund to the Arkansas High Technology Scholarship Program if the above action occurs before the end of the institutional tuition refund period.

2. (2) It is the institution’s responsibility to notify the division of the:

   1. (A) Name of the person owing a refund;
   2. (B) Date of the withdrawal; and
   3. (C) Refund amount.
3. (3) This information should be placed on the institution’s verification roster before returning it to the division.

(h) Due diligence.

1. (1) The institution will exercise due diligence in providing complete, accurate, and timely information as requested by the division on any scholarship recipient or former recipient.
2. (2) In addition, the institution will exercise due diligence in complying with all the rules of the Arkansas High Technology Scholarship Program.