6 CAR § 396-108 – Institutional responsibilities

(a)
1. (1) The chief executive officer of the eligible institution is responsible for designating one (1) institutional representative to act as administrator of the Student Undergraduate Research Fellowship and to receive all communications, forms, and the like for that institution.
2. (2) This representative is responsible for verification, data, and compliance with all law and Division of Higher Education rules related to the program.
3. (3) The institution must comply with all law and rules in order to maintain continued eligibility status.
(b) Each authorizing institutional official certifies, by signing the program application, that the applicant has met all conditions of the fellowship eligibility criteria in 6 CAR § 396-104.
(c) The institution shall maintain information on the student indicating disbursement of fellowship funds.
(d) The institution shall provide certification of full-time enrollment as of the close of business on the eleventh day of classes.
(e) The institution must comply with OMB Circular A-21, Cost Principles for Educational Institutions, and OMB Circular A-110, Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and other Non-Profit Organizations, when managing fellowship funds.
(f) Each institution shall establish a separate account for each student awarded a SURF fellowship.
(g) The appropriate faculty head of the academic discipline for which a recipient is conducting research under the fellowship is responsible for ensuring that the student and mentor are conducting research as set forth in the fellowship application submitted to the division.
(h)
1. (1) Funds shall be disbursed to students and mentors in accordance with the institution’s disbursement procedures according to OMB Circular A-21 and OMB Circular A-110.
2. (2) Any outstanding funds not disbursed by the end of the semester must be returned to the division within fifteen (15) days of the semester’s end.
3. (3) The institutional representative is responsible for issuing a refund under 6 CAR § 396-107(e) to the division within fifteen (15) days of the semester’s end.
(i) Each institution shall exercise due diligence in providing complete, accurate, and timely information as requested by the division on any fellowship recipient or former recipient.
(j) The division shall periodically review the program.