W. Va. Code R. § 157-1-4

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

Section 157-1-4 - Scholarships for Prospective Division of Highways Personnel

4.1. General. Pursuant to the provisions of W. Va. Code § 17-2A-4b, the Commissioner of Highways is authorized to award scholarships to competent persons, whether employed by Division of Highways or not, for the purpose of enabling and encouraging them to attend a college or university to pursue such course of study as may be approved by the Commissioner of Highways, to aid in attracting and holding competent personnel for the Division of Highways. No more than 15 students may hold such scholarships at any one time.

4.2. Eligibility. To be eligible for a scholarship, an applicant must:

4.2.a. have a minimum overall (cumulative) college grade point average (GPA) of 2.50 on a four-point scale;

4.2.b. be enrolled in an accredited college or university program within the State of West Virginia seeking a degree in engineering, computer sciences, accounting, a doctor of juris prudence, or other programs for professionals and para-professionals which have an application to some aspect of the activities of the Division of Highways;

4.2.c. declare an intent to work for the Division of Highways immediately following the date of the receipt of an eligible degree;

4.2.d. complete and file, as referenced in this rule, an application as well as comply with all other requirements adopted by the Commissioner of Highways;

4.2.e. be a Division of Highways Co-op student in good standing for at least one (1) year; and

4.2.f. be entering the junior year of college in degree program of study or second year of law school.

4.3. Application. Applicants may request an application packet by visiting or contacting the West Virginia Department of Transportation, Human Resources Division, 1900 Kanawha Boulevard, East, Building 5, Room 450, Charleston, West Virginia 25305-0430, telephone (304) 558-3111 or DOHCareers@wv.gov. The following must be delivered or mailed to the Division of Highways at the address specified in the application packet by the date prescribed by the, Commissioner of Highways:

4.3.a. a completed application packet with all specified forms with information printed or typed legibly and with original or digital signatures;

4.3.b. a written essay of not less than 300 or more than 500 words explaining why the applicant is interested in the Division's scholarship program; and

4.3.c. an official college transcript.

4.4. Applicant Review and Ranking. Applications will be reviewed and those applicants meeting the eligibility requirements will be ranked according to the following criteria:

4.4.a. college grade point average;

4.4.b. written essay;

4.4.c. honors and awards from, and participation in, technical or academic organizations;

4.4.d. vocational education; and

4.4.e. work experience as a Co-op documented by recommendation of Division of Highway supervisor of applicant.

4.5. Personal Interview. If after receiving the application and other papers required by the preceding sections, the Commissioner feels that the applicant is entitled to further consideration, a personal interview will be arranged and the applicant will be notified of the time and place at least 10 days in advance.

4.6. Award of Scholarship. Upon the basis of the documented information and personal interview, the Commissioner may award a scholarship to such person or persons as he or she considers competent and entitled thereto. The Division will send a written notice to applicants selected to receive a scholarship informing them of the amount to be awarded for the scholarship.

4.6.a. Any such scholarship shall carry a stipend in an amount fixed by the Commissioner. The amount of the scholarship may vary depending on the number of students accepted into the program and funds available but will not be less than $3,000 per semester.

4.6.b. Each scholarship awarded will be paid to the recipient of the scholarship in equal installments at the beginning of each quarter or semester for which the recipient is enrolled.

4.7. Execution of Notes. Each recipient of a scholarship will be required to execute a negotiable promissory note prior to receiving each quarter or semester stipend. The note will be in a form prescribed by the Commissioner and will set forth the terms and conditions of the scholarship including, but not limited to, the amount of the stipend and the requirements of continued eligibility pursuant to section 4.8 of this rule. The negotiable promissory note shall state that if the recipient is held in default at any time prior to or after graduation, he or she must choose one of the following repayment plans:

a) repayment of the full amount within 48 months with no interest accruing to the debt; or

b) repayment of the full amount within 60 months with 6% annual interest added to the debt.

4.8. Maintaining Scholarship Eligibility After Award. In order to maintain eligibility, the scholarship recipient must:

a) be enrolled as a full-time college student pursuing the eligible declared degree program with a minimum of 12 credit hours of course study each semester;

b) maintain an overall institutional grade point average of 2.50 cumulative through graduation;

c) maintain employment in the Division of Highways' Co-op program until graduation unless relevant summer employment in the field of study is obtained elsewhere and approved by the Commissioner of Highways; and

d) receive satisfactory evaluations from the Co-op supervisor. The recipient enrolled in the Co-op program will complete an evaluation at the end of each Co-op year on his or her Co-op experience and submit it to the Department of Transportation's Human Resources Training and Development Section.

4.8.a. If the scholarship recipient fails to meet the minimum grade point average or fails to meet the minimum credit hours for a single quarter or semester, eligibility will be maintained if:

a) the recipient receives credit for no fewer than 12 credit hours in each successive quarter or semester; and

b) attains a grade point average of at least 3.00 cumulative in subsequent years for all quarters or semesters thereafter until graduation.

4.8.b. If the scholarship recipient fails to maintain employment as a Division of Highways Co-op, the recipient is in default of the scholarship agreement and will receive no further scholarship funds. Upon graduation, the defaulting recipient is required to repay the amount of funds he or she has received by setting up a repayment schedule with Division of Highway Finance Division, Accounts Receivable Section.

4.9. Employment Credited Against Notes. If, upon graduation, or completion of the approved course of study, the person awarded a scholarship becomes an employ of the Division of Highways and remains so employed, the Commissioner of Highways will credit the oldest outstanding note of such person in the amount of $1,500.00 for every six-month period that the person is employed by the Division of Highways.

4.10. Default. The Commissioner of Highways will declare a recipient in default of the scholarship agreement and will require the recipient to repay all scholarship funds received from the Division of Highways if the recipient:

1) withdraws from the education institution; or

2) fails to comply with any portion of these rules or the promissory note; or

3) changes their major or declared course of study that is not approved through the scholarship program.

4.11. Repayment. If a scholarship recipient is required to repay funds as a result of being declared in default or as a result of leaving employment of the Division of Highways prior to earning full credit for all notes, a repayment schedule will be established. The recommended repayment schedule will be:

a) repayment of the full amount within 48 months with no interest accruing to the debt or

b) repayment within 60 months with 6% annual interest added to the debt. However, the scholarship recipient may elect a shorter term for repayment and an alternative schedule may be approved by the Division of Highways' Business Manager if it meets the needs of the agency and/or the recipient.

4.11.a. The scholarship recipient will make the first installment payment 90 days after being declared in default or after leaving the employment of the Division of Highways.

4.11.b. Installment payments may be temporarily reduced or deferred and the prescribed repayment schedule extended if the scholarship recipient demonstrates an inability to pay due to catastrophic illness or family emergency. The recipient must submit a written request and justification for the temporary payment reduction or suspension to the Commissioner of Highways for approval. Any reduction, deferral or extension will not relieve the scholarship recipient's responsibility to repay all funds.

4.12. Deviation. Any deviation in the process or policies dictated by Section 4 of this rule must have the written approval of the Commissioner of Highways.

W. Va. Code R. § 157-1-4