Alabama Administrative Code
Title 300 - ALABAMA COMMISSION ON HIGHER EDUCATION
Chapter 300-4-7 - POLICE OFFICER'S AND FIREFIGHTER'S SURVIVOR'S EDUCATIONAL ASSISTANCE PROGRAM
Section 300-4-7-.09 - Maintenance Of Records

(1) Each eligible institution shall establish and maintain on a current basis adequate records which reflect all transactions with respect to program and fiscal activity as they relate to the administration of the Police Officer's and Firefighter's Survivor's Educational Assistance Program.

(2) The academic records for any award period shall be retained for a period of five (5) years following the date of certification on an institutional invoice, unless a longer retention period is necessitated because of program review or audit resolution problems. In the event an eligible institution closes or otherwise ceases operation and fails to matriculate students, institutional Police Officer's and Firefighter's Survivor's Educational Assistance Program records of the eligible institution shall be forwarded to the Alabama Commission on Higher Education.

(3) Forms must be used to gather data in a uniform manner from each applicant; such forms shall contain information relative to all eligibility criteria for a Police Officer's and Firefighter's Survivor's Educational Assistance Program award.

(4) The executive director of the Alabama Commission on Higher Education, or any of the director's duly authorized representatives, will have access, for the purpose of review and examination, to Police Officer's and Firefighter's Survivor's Educational Assistance Program records and supporting documents maintained by the eligible institution.

(5) The records involved in any claim or expenditure which has been questioned by a program review or by a state audit must be retained until resolution of any such review of audit questions.