W. Va. Code R. § 133-28-13

Current through Register Vol. XLI, No. 50, December 13, 2024

Section 133-28-13 - Collections

13.1. Institutions and the Vice Chancellor shall exercise due diligence in collecting monetary repayments from scholarship recipients.

13.2. Institutional due diligence means conducting and documenting an exit interview with the scholarship recipient in which the institution provides the recipient with information necessary to carry out the terms of repayment, reminds the recipient of the rights and responsibilities associated with the scholarship funds, updates the recipient's personal information to assist in locating the recipient if he or she fails to keep the institution or the Vice Chancellor informed of his or her current address, and notifying the Vice Chancellor in writing of a recipient's separation date.

13.3. Vice Chancellor due diligence means:

13.3.1. Conducting and documenting an entrance interview with the scholarship recipient before disbursing funds in an academic year.

13.3.2. Notifying the scholarship recipient of his or her obligations at least twice annually during any grace or deferment period.

13.3.3. Performing regular billing.

13.3.4. Following up past due payments with a series of at least four documented and reasonably spaced attempts to contact the recipient using his or her last known contact information before the obligation becomes 120 days past due.

13.3.5. Performing searches for addresses and other contact information when necessary.

13.3.6. Referring defaulted scholarships more than 120 days past due to the Secretary of the Department of Administration or to a collection agent for collection of a claim due to the State in accordance with W. Va. Code § 14-1-1, et seq.

13.4. In place of one or more of the procedures outlined above, institutions and the Vice Chancellor may substitute collection techniques that are equally or more effective, Provided, That those collection techniques are allowed by State and federal law.

W. Va. Code R. § 133-28-13