Section 1000.10  Eligibility and Application Documentation

 

a)         The institution through the Chairman of its governing board or its Chief Executive Officer is required to certify that the institution operates privately, not-for-profit and that the majority of its undergraduate students are enrolled in programs which are at least two-year programs of collegiate grade directly applicable to the attainment of a baccalaureate degree.  Institutions annually shall submit a catalog of programs and courses offered for the current academic year, and when necessary to establish that the institution is in conformity with standards substantially equivalent to those of the State-supported institutions of higher learning, the institution shall provide evidence that program credits are accepted for transfer by State-supported, baccalaureate degree granting institutions in Illinois.  (Section 2 of the "Illinois Financial Assistance Act for Nonpublic Institutions of Higher Learning" (the Act), Ill. Rev. Stat. 1987, ch. 144, par. 1332).

 

b)         The institution through the Chairman of its governing board or its Chief Executive Officer shall certify that the governing board possesses its own sovereignty, including final authority in all matters of local control, educational policy, choice of personnel, determination of program, and financial management.  In addition, the institution must annually file its Articles of Incorporation and By-Laws with the Board of Higher Education.

 

c)         The institution through the Chairman of its governing board or its Chief Executive Officer shall certify that it maintains an open policy with respect to race, creed, and color in the admission of students, appointment of faculty and employment of staff.  In addition, the institution must furnish the Board of Higher Education:  a copy of the institution's policy for employment of faculty and staff; a sample copy of the institution's faculty and staff employment contract or letter; a copy of the institution's policy for admission of students; and a copy of the student admission application form and requirements for admission to the institution.

 

d)         The institution through the Chairman of its governing board or its Chief Executive Officer shall file annually with the Board of Higher Education a certified audit including an audit of the enrollment claimed for this grant program and an audit verification that grant funds have not been used for sectarian purposes.

 

e)         The institution through the Chairman of its governing board or its Chief Executive Officer shall participate in the Board of Higher Education's:  annual Fall Enrollment Study; annual Student Financial Aid Study; annual Integrated Postsecondary Education Date Systems (IPEDS) Survey; and any other studies requested by the Board of Higher Education.

 

f)         The institution's Chief Executive Officer shall provide the list of names, addresses, classification and credit hours of each resident of Illinois claimed as a freshman, sophomore, junior or senior enrolled at the institution and shall certify that that is a true and accurate representation of such enrollments and credit hours on the reporting date.

 

g)         The Board of Higher Education staff shall review application documents of all institutions for compliance with the eligibility requirements in the Illinois Financial Assistance Act for Nonpublic Institutions of Higher Learning.  The Board of Higher Education staff may require additional documents or a meeting with institutional representatives to discuss questions about application documents.

 

h)         Institutions under the jurisdiction of "AN ACT providing for the regulation of privately operated colleges, junior colleges and universities" (Ill. Rev. Stat. 1987, ch. 144, pars. 121 et seq.) or "AN ACT to regulate the granting of academic degrees, diplomas and certificates by certain educational institutions, to provide penalties for the violation thereof and to make an appropriation therefor" (Ill. Rev. Stat. 1987, ch. 144, pars. 231 et seq.) shall possess both operating authority and degree granting authority as required under those Acts before becoming eligible for a grant under the Illinois Financial Assistance Act for Nonpublic Institutions of Higher Learning (Ill. Rev. Stat. 1987, ch. 144, pars. 1331 et seq.).

 

(Source:  Amended at 14 Ill. Reg. 2030, effective January 18, 1990)

 

Section 1000.20  Definitions

 

a)         Illinois Resident Student – To qualify as an Illinois resident, one of the following two requirements must be met:

 

1)         At least one parent, step-parent or court appointed guardian must reside in Illinois;

 

2)         The emancipated (self-supporting) student must have lived in Illinois, in some capacity other than as a student at a postsecondary educational institution, for a period of twelve continuous months immediately prior to the enrollment in an Illinois postsecondary educational institution.

 

b)         Student Classification – The classification of students as freshman, sophomore, junior or senior shall be as follows:

 

1)         Freshman – less than 30 semester hours (45 quarter hours)

 

2)         Sophomore – 30-59 semester hours (45-89 quarter hours)

 

3)         Junior – 60-89 semester hours (90-134 quarter hours)

 

4)         Senior – 90 or more semester hours (135 or more quarter hours)

 

A)        Lower Division – includes Freshman and Sophomore students.

 

B)        Upper Division – includes Junior and Senior students.

 

C)        If the institution does not grant credit hours, the equivalent classification of students as freshman, sophomore, junior or senior shall be as follows:

 

i)          Freshman – the equivalent of less than 30 semester hours in a typical baccalaureate degree program

 

ii)         Sophomore – the equivalent of between 30-59 semester hours in a typical baccalaureate degree program

 

iii)        Junior – the equivalent of between 60-89 semester hours in a typical baccalaureate degree program

 

iv)        Senior – the equivalent of 90 or more semester hours in a typical baccalaureate degree program.

 

D)        The first two years of the hospital-based diploma-registered nursing program shall be considered lower division.

 

E)        The two year hospital-based X-Ray technology program will be considered lower division.

 

F)         The third year of hospital-based diploma-registered nursing programs will be considered upper division level.

 

G)        Students entering the first two years in medical programs such as chiropractic, podiatry, and optometry, after completing the required hours of prerequisite course work, will be considered upper division.

 

H)        The clinical internship year of the four-year medical technology program will be considered upper division.

 

c)         Date of Enrollment Data – The first day of the fourth full week of classes of the Fall term shall be the date of enrollment data.  On that date, the number of full-time-equivalent (FTE) undergraduate, Illinois resident students enrolled and attending classes shall be.

 

d)         Full-Time-Equivalent (FTE) – The statistical enrollment unit calculated by dividing all degree/diploma/certificate credit hours generated by undergraduate, Illinois resident students for the current Fall term by 15.  For this calculation, quarter credit hours should not be converted to semester hours.  For institutions on terms other than the traditional semester or quarter system, an equivalency to either the semester or quarter hours must be made and a statement of the equivalency should be included on the report form.  Any fraction of the total institution's FTE will be dropped.

 

1)         For institutions which do not grant credit hours:  The credit hour value of each unit is obtained by dividing the number of units required for a typical baccalaureate degree into 120 for semester hour equivalency or 180 for quarter hours equivalency.

 

2)         For educational programs offered by hospitals:  A FTE student is a statistical unit based upon the typical full-time academic load.  Of the required full-time academic load, a student taking three-fourths of the courses will account for .75 FTE, one-half will account for .5 FTE and one-fourth will account for .25 FTE.  Any fraction of the total institution's FTE will be dropped.

 

3)         Medical education programs such as chiropractic, podiatry, and optometry shall count only the credit hours of courses applicable to a baccalaureate degree.

 

(Source:  Amended at 8 Ill. Reg. 16890, effective September 4, 1984)

 

Section 1000.30  Application Requirements

 

a)         Format for Student Listing and Credit Hours Claimed

 

1)         Illinois resident students enrolled in interinstitutional cooperative programs involving two private not-for-profit institutions may be claimed by only one institution.  The institution that may claim students in such programs is the principal institution for the student's records and the one to which the students pay the institution's regular tuition and fees.  A private not-for-profit institution which is involved in either a cooperative or contract program with a proprietary institution may not claim students in such programs.

 

2)         Illinois resident students enrolled in interinstitutional cooperative programs involving a public institution may be claimed by the private institution if the private institution is the principal institution for the student's records and the one to which the student pays the institution's regular tuition and fees.

 

3)         The list of names and addresses must coincide with the figures reported on the Enrollment Report Form.  The list may be submitted in a machine readable form, a computer print-out, or a typed listing.  The format for preparing and submitting the list on magnetic tape is available upon request from the Board of Higher Education staff.  The format for preparing the list must include:

 

A)        The name and address of each student claimed in alphabetical order by class level;

 

B)        The total credit hours previously earned by each student, on the date of enrollment data;

 

C)        The number of credit hours each student is enrolled in, on the date of enrollment data;

 

            AGENCY NOTE:  The Hospital Schools are not required to include subsections 3 (B) and (C) of the above but shall submit a separate alphabetized list for each class level.  The statement of equivalency shall appear at the beginning of each list.

 

D)        The institution's total number of lower division credit hours, and the total number of upper division credit hours, and the FTE calculation for lower division and upper division;

 

E)        For those institutions having cooperative programs with another institution, either public or private, the list must identify the students being claimed who are enrolled in the cooperative program and identify the credit hours enrolled at each institution.

 

            AGENCY NOTE:  Institutions that do not grant credit hours shall provide a statement of the equivalency to the student classification by semester hours.

 

b)         Audit of Enrollment and Non-Sectarian Compliance.  Institutions shall annually contract with their external auditors to conduct an enrollment audit of the enrollment claimed for grant funds in this program and to verify that grant funds have not been used for sectarian purposes and report the results to the Board of Higher Education.

 

c)         Reductions and Reimbursements

 

1)         A reduction will be made on the amount of an institution's grant when the enrollment audit from the previous fiscal year identifies an overpayment made for the previous fiscal year grant or where an audit fails to verify that grant funds were not used for sectarian purposes.

 

2)         A reimbursement to the State will be required of any institution which does not continue to participate in the program when the enrollment audit from the previous fiscal year identifies an overpayment made for the previous fiscal year grant, when no enrollment audit is submitted, or where an audit fails to verify or is not submitted to verify that grant funds were not used for sectarian purposes.

 

3)         Underpayments of a previous fiscal year's grant revealed by an enrollment audit shall not be disbursed to an institution in subsequent year grants.

 

(Source:  Amended at 14 Ill. Reg. 2030, effective January 18, 1990)

 

Section 1000.40  The Formula For Funding

 

a)         Institutional grants shall be determined by allocating the annual appropriation for this Act among the eligible institutions in accordance with a formula based on the number of full-time-equivalent (FTE) undergraduate, Illinois resident students enrolled at each eligible institution with double credit being given to the FTE of such students who are junior or senior (upper division) students at such institutions.

 

b)         Reductions will be made on an institution's grant where the enrollment audit of the previous fiscal year identifies an overpayment made in that previous fiscal year.

 

(Source:  Amended at 14 Ill. Reg. 2030, effective January 18, 1990)

 

Section 1000.50  Application Procedure

 

Grant application materials may be obtained from the Illinois Board of Higher Education, 500 Reisch Building, 4 West Old Capitol Square, Springfield, Illinois 62701.  Applications should be submitted to the Board at the same address.  Applications must be submitted by the fourth Tuesday in November of each year.

 

(Source:  Amended at 8 Ill. Reg. 16890, effective September 4, 1984)

 

Section 1000.60  Audit Guidelines for Enrollment and Non-Sectarian Use of Funds Audits

 

a)         To fulfill the enrollment and non-sectarian use of funds audit requirements in Section 1000.30 institutions shall contract with an external auditor who is registered as a public accountant by the Illinois Department of Professional Regulation.

 

b)         The auditor shall obtain the following copies of the grant program application documents:  the certified application form; the enrollment report form; the list of student names and addresses and credit hours; and these Rules.  To verify enrollment the auditor shall perform tests of institutional records to assure that information reported in the grant application materials is true, accurate and meets the requirements of these Rules.  Such checks should include at least the following steps:

 

1)         Test the residency status of students for compliance with the Illinois resident definition;

 

2)         Test the classification level and the number of degree/diploma/certificate credit hours being earned by Illinois students enrolled and attending classes of record on the date for the enrollment data;

 

3)         Trace the extensions and totals of Illinois resident student credit hours by class level from the institution's enrollment records to the grant application forms.

 

c)         A description of the enrollment audit procedure and calculations shall be included in the audit.

 

d)         To verify non-sectarian use of funds, the auditor shall perform tests of institutional records to ensure that sectarian activities have not been supported by grant funds.  Sectarian activities are activities which further the religious interests of specific religions, denominations, or sects, and include, but are not limited to the following:

 

1)         Expenditures for a campus church, chapel, or temple;

 

2)         Expenditures for salaries, housing or other support for religious or denominational pastors, teachers, or chaplains except for remuneration for teaching of non-sectarian classes;

 

3)         Expenditures to host conferences, seminars or other religious/denominational meetings for either students or sponsoring religions or denominations;

 

4)         Grants to specific religious or denominational groups or grants, scholarships or fellowships for only members of such groups.

 

(Source:  Amended at 14 Ill. Reg. 2030, effective January 18, 1990)