MILITARY DEPENDENTS' SCHOLARSHIP PROGRAM RULES AND
REGULATIONS
RULE 1 - ORGANIZATION AND
STRUCTURE
I. The Arkansas Department of Higher
Education shall administer the Military Dependents' Scholarship Program within
the policies set by the Arkansas Higher Education Coordinating Board. All
formal communications shall be addressed to or signed by the Director of the
Arkansas Department of Higher Education or his/her designee.
II. The final responsibility for determining
eligibility of scholarship recipients shall rest with the Director of the
Arkansas Department of Higher Education pursuant to the provisions of Act 188
of 1973, Act 2127 of 2005, and subsequent legislation.
III. When functioning under Act 188 of 1973,
Act 2127 of 2005, and subsequent legislation, the Arkansas Department of Higher
Education shall follow the provisions of the Administrative Procedures
Act.
RULE 2 --
SCHOLARSHIP ELIGIBILITY CRITERIA
I. To be
eligible for the Military Dependents' Scholarship, an applicant must meet the
following conditions:
A. The student's parent
or spouse must have been a disabled veteran, prisoner of war, missing in
action, killed in action, or killed on ordnance delivery during the course of
active military duty after January 1, 1960.
B. The student's parent or spouse must have
been a resident of the State of Arkansas at the time he/she entered service in
the United States Armed Services, or whose official residence was within the
State of Arkansas.
C. The student
must qualify as the dependent of a disabled veteran, prisoner of war, or a
person declared to be missing or killed in action, or on ordnance delivery by
meeting one of the following criteria:
1. The
spouse of a prisoner of war or a person declared to be a disabled veteran,
missing or killed in action, or killed on ordnance delivery; or,
2. The dependent child born before or during
the time his/her parent was a disabled veteran, prisoner of war, or was
declared to be missing or killed in action, or killed on ordnance delivery;
or,
3. The dependent child was
legally adopted or in the legal custody of the parent prior to and during the
time the parent was a disabled veteran, prisoner of war or was declared to be
missing or killed in action or killed on ordnance delivery.
D. The applicant must be enrolled
or accepted for enrollment as a full-time student in a public college or
university in Arkansas.
E. The
applicant must be either:
1. An undergraduate
student seeking a baccalaureate degree or certificate of completion;
or
2. A graduate student seeking a
professional degree, and who has not received any undergraduate education in
Arkansas.
F. The
applicant must apply for the scholarship prior to the published deadline in
order to receive the scholarship. Reimbursement can only be made for the year
in which the student is currently enrolled and has made application.
II. Once a person qualifies as an
eligible student under the terms of the program, there shall be no situation,
such as the return of a parent or spouse, or the reported death of a parent or
spouse that will remove the dependent from the benefits of this program.
III. Continued Eligibility
A. Undergraduate students
The scholarship will be awarded for one academic year and
renewed annually for a total of no more than four (4) years or until the
student earns a baccalaureate degree, whichever occurs first, if the student
satisfies the following conditions:
1.
The student must maintain a cumulative grade point average of at least 2. 0 on
a 4. 0 scale;
2. The student is
making satisfactory progress toward a degree or certificate of
completion;
3. The student is
enrolled in at least twelve semester hours or the equivalent per semester and
completes 24 semester hours, or the equivalent, per academic year.
B. Graduate students
The scholarship will be awarded for one academic year to
applicants seeking a master's degree and renewed annually for a total of no
more than two (2) years or until the student earns a graduate degree, whichever
occurs first.
The scholarship will be awarded for one academic year to
applicants seeking a professional degree and renewed annually for a total of no
more than three (3) years or until the student earns a professional degree,
whichever occurs first. Graduate students must satisfy the following
conditions:
1. The student must
maintain a cumulative grade point average of at least 2. 5 on a 4. 0
scale;
2. The student must make
satisfactory progress toward a degree; and,
3. The student must be enrolled full-time as
defined by the institution.
RULE 3 -- APPLICATION PROCESS
I. Applications
A. Applications and brochures are mailed to
counselors and principals at public and private Arkansas high schools.
B. Applications and brochures are
mailed to financial aid officers at public colleges and universities in the
state of Arkansas. The institutional financial aid officer is responsible for
ensuring that eligible students are made aware of the Military Dependents'
Scholarship Program and its benefits.
C. Applications may also be obtained upon
request from the Arkansas Department of Higher Education.
II. Submission of Applications
A. All interested students planning to enroll
in a public college or university in Arkansas may apply. The application
deadline is August 1 for the Fall Term, December 1 for the Spring/Winter Terms,
May 1 for Summer I and July 1 for Summer II.
B. Scholarship applicants shall submit to the
Arkansas Department of Higher Education the following:
1. Military Dependents' Scholarship
Application;
2. A death certificate
or other documentation certifying the death of the parent or spouse if they
were declared killed in action;
3.
A Report of Casualty from the appropriate branch of the United States Armed
Services if the parent or spouse was declared missing in action or killed in
action;
4. Documentation from the
federal Department of Veterans Affairs citing service-connected, one hundred
percent (100%) total and permanent disability if the parent or spouse has been
declared disabled;
5. A copy of
birth certificate, if a dependent child;
6. A copy of marriage license, if a spouse;
and,
7. Graduate/professional
applicants must submit a copy of their undergraduate transcript.
RULE 4 --
AWARD PROCESS
I. Applications and supporting
documentation will be reviewed for completeness and to determine whether the
applicant meets all the eligibility requirements. Applicants will be notified
within thirty (30) days of the status of their application.
II. Eligible students will be mailed an award
notice, which contains the conditions of the award, the requirements for
continued eligibility, an explanation of the benefits, and the student's
responsibilities.
III. The
institution will also be mailed an award notice, which contains the student's
name, social security number, award limits, conditions of the award,
verification process, and payment process. The institution will be required to
complete a Reimbursement Form listing all charges covered by this program.
IV. The institution will be
responsible for verifying the student's continued eligibility each semester.
V. The award will be renewed
annually provided the student satisfies the continued eligibility requirements
as defined by the Arkansas Department of Higher Education in Rule 2, Section
III.
VI. Reimbursement can only be made for the
year in which the student is currently enrolled and has made
application.
RULE 5 --
SCHOLARSHIP PAYMENT POLICIES
I. The
scholarship will pay the cost of tuition at the in-state rate, room and board
when provided in campus facilities, and fees or other charges from such
institution or school.
II. Payment
on behalf of the scholarship recipient will be made directly to the recipient's
institution. The Arkansas Department of Higher Education will reimburse the
institution at the beginning of each semester for approved charges covered by
this program upon receipt of the Reimbursement Form, and verification of the
charges. Reimbursement can only be made for the year in which the student is
currently enrolled and has made application.
III. The Arkansas Department of Higher
Education will pay the institution for the award covered by this program upon
receipt of the Reimbursement Form, and verification of the charges.
A. Transfer Policy
A recipient who has received a Military Dependents' Scholarship
may transfer to another eligible institution provided the Arkansas Department
of Higher Education receives written notification of the change of status by
October 1 for the Fall Term, February 1 for the Winter/Spring Terms, and June 1
for the Summer Terms. Failure to notify the Arkansas Department of Higher
Education of the transfer by the deadline will disqualify the student for
waiver of tuition and fees at the institution to which he/she has transferred.
B. Withdrawal Policy
Recipients may withdraw from the Military Dependents'
Scholarship Program upon written notification to, and approval by, the Arkansas
Department of Higher Education. The petition shall give the reason for
withdrawal and will be supported with documentation. Recipients who withdraw
from school and fail to notify the Arkansas Department of Higher Education by
October 1 for the Fall term, February 1 for the Winter and/or Spring terms, and
June 1 for the Summer terms will not be eligible for a tuition waiver for that
semester. The recipient may receive the tuition waiver if he/she can
demonstrate that extraordinary circumstances prevented him/her from notifying
the Arkansas Department of Higher Education.
C. Revocation Policy
The award will be permanently revoked if the recipient fails to
enroll full-time and the Arkansas Department of Higher Education receives
neither written notification of transfer to another eligible institution, nor a
petition for withdrawal by the recipient by October 1 for the Fall Term,
February 1 for the Winter/Spring Terms and June 1 for the Summer Terms. At the
discretion of the Arkansas Department of Higher Education, the award will not
be revoked if the Department determines that extraordinary circumstances
prevented the student from notifying the Department by the required dates.
D. Military Service
Recipients who are members of the Arkansas National Guard or
Armed Forces Reserve units who are called to active duty for reasons other than
regular unit training and are unable to complete the current term will not be
penalized. They will be placed in deferred status until six (6) months after
release from active duty.
IV. Act 1180 of 1999 states that students who
receive scholarships from public funds may not use those funds in a financial
aid package to exceed the Federally recognized cost of attendance at the
institution where the student enrolls. The institution must follow ADHE policy
in repaying public funds in the amount exceeding the total cost of attendance
for any student who receives public funds in a financial aid package above the
cost of attendance.
RULE
6 -- INSTITUTIONAL RESPONSIBILITIES
I. Administrative Agreement
The chief executive officer of the state-supported institution
of higher education is responsible for appointing one representative from the
Financial Aid Office to act as administrator of the Military Dependents'
Scholarship Program and to receive all communications and forms issued by the
Arkansas Department of Higher Education. This representative is responsible for
completing all forms, verification of data, and complying with all program
rules and regulations. The institution must comply with these responsibilities
in order to maintain continued eligibility status.
II. Verification
The institution shall provide verification to the Arkansas
Department of Higher Education (ADHE) at the close of each term concerning the
student's name and continuing eligibility. This is accomplished using the
Verification Form issued by the Department. Reimbursement to the institution
will be made after the institution has completed the Verification Form and the
Reimbursement Form and returned them to the Arkansas Department of Higher
Education.
III.
Identification of Eligible Students
Institutions will be responsible for exercising all reasonable
efforts to identify students eligible for the program. Reimbursement can only
be made for the year in which the student is currently enrolled and has made
application.
IV. Deadline
for Disbursement of Funds
The deadline for disbursement of funds is no later than 10 days
after written receipt of funds. Any outstanding funds not disbursed must be
returned to the Arkansas Department of Higher Education.
V. Refund Policy
It is the institution's responsibility to notify ADHE of the
names of persons owing a refund, the date of the withdrawal and the refund
amount. This information should be placed on the institution's verification
roster before returning it to ADHE.
VI. Due Diligence
The institution will exercise due diligence in providing
complete, accurate, and timely information as requested by the Arkansas
Department of Higher Education on any scholarship recipient. In addition, the
institution will exercise due diligence in complying with all the rules and
regulations of the Military Dependents' Scholarship Program.
RULE 7 -- RECIPIENT
RESPONSIBILITIES
I. It is the recipient's
responsibility to notify the Arkansas Department of Higher Education, in
writing, of any change in status within 21 days. This includes:
A. Changes in name, or
B. Change in address, or
C. Change in Institution, or
D. Change in full-time status, or
E. Withdrawal from an institution.
Failure to notify the Arkansas Department of Higher Education
of any change in status may affect future eligibility.
RULE 8 - PROGRAM DEFINITIONS
The following definitions are used in the Military Dependents'
Scholarship Program:
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Approved Institution
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A public college or university or technical school
located in Arkansas that is accredited by the North Central Association
Commission on Higher Education, or has achieved candidacy status, and does not
discriminate against applicants, or employees on the basis of race, color,
religion, sex, age, handicap, or national origin, consistent with the
provisions of applicable state and federal laws.
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Dependent
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A spouse of a prisoner of war or person declared to be
a disabled veteran, missing in action or killed in action, or killed on
ordnance delivery, or any child born before or during the period of time its
parent served as a prisoner of war or was declared to be a disabled veteran,
missing or killed in action, or killed on ordnance delivery, or any child
legally adopted or in the legal custody of the parent prior to and during the
time the parent served as a prisoner of war, declared to be a disabled veteran,
or was declared to be a person missing in action or a person killed in action
or killed on ordnance delivery.
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Disabled Veteran
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A person who has been awarded special monthly
compensation by the Federal Department of Veterans Affairs for
service-connected, one hundred percent (100%) total and permanent disability.
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Full-time Student
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An undergraduate student enrolled in at least twelve
(12) semester credit hours, or its equivalent, per semester; or a graduate
student enrolled in at least nine (9) college semester credit hours, or the
equivalent, per semester.
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Satisfactory Progress
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Undergraduate students must maintain a cumulative
college grade point average of at least 2. 0 on a 4. 0 scale, and make
satisfactory progress toward a degree or certificate of completion, as defined
by the institution.
Graduate students must maintain a cumulative grade
point average of at least 2. 5 on a 4. 0 scale, and make satisfactory progress
toward a graduate or professional degree, as defined by the institution.
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Fees Waived
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Includes tuition at the in-state rate, room and board
when provided in campus facilities, fees or other charges incurred from the
approved institution. Non-reimbursable charges would include any penalty
charges, including but not limited to, parking tickets, or other penalty
payments.
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