Section 1020.10   Eligible Institutions

 

For purposes of the Health Services Education Grants Act (the Act), public institutions and proprietary institutions shall not be considered non-profit Illinois institutions eligible for grants. Eligible institutions shall be:

 

a)         Colleges and universities offering eligible medical, dental, optometric, podiatric, or pharmacy education programs.

 

b)         Colleges and universities offering eligible masters, baccalaureate, associate, or certificate level allied health education programs.

 

c)         Hospitals offering the clinical component of eligible masters, baccalaureate, associate, or certificate level allied health education programs.

 

d)         Colleges and universities offering eligible masters, baccalaureate, or associate level nursing education programs.

 

e)         Hospitals offering the clinical component of eligible masters or baccalaureate level nursing education programs; and hospitals offering eligible diploma nursing programs.

 

f)         Hospitals offering eligible residency programs in family practice or obstetrics/gynecology which are affiliated with and under the educational supervision of public or private medical schools or colleges.  Hospitals shall operate the residency program under written agreement with the medical school or college.

 

(Source:  Amended at 19 Ill. Reg. 928, effective January 13, 1995)

 

Section 1020.20  Classes of Grants

 

a)         Illinois Resident Grants – Annual stabilization grants that shall be distributed at an equal amount within a program and level for each Illinois resident enrollee or full-time-equivalent Illinois resident enrollee.

 

b)         Minority Incentive Grants – Annual stabilization grants, awarded in addition to Illinois Resident Grants that shall be distributed at an equal amount within a program and level for each Illinois resident minority enrollee or each full-time-equivalent Illinois resident minority enrollee.

 

c)         Program Priority Grants – Grants that may be awarded in addition to the Illinois Resident Grants and Minority Incentive Grants and that shall be distributed at an equal amount within a  program and level for each Illinois resident or full-time-equivalent Illinois resident enrollee.

 

1)         The Board may annually allocate up to 10 percent of appropriated funds to support program priority grants. (Section 4 of the Act)

 

2)         In determining program priority grants, the Board shall annually consult with constituent institutions. (Section 4 of the Act)

 

(Source:  Amended at 30 Ill. Reg. 7745, effective April 5, 2006)

 

Section 1020.30  Definitions

 

a)         "Allied health program" means an eligible program preparing students to provide services as allied health professionals in one of the following classifications: Communication Disorder Sciences and Services; Community Health Services; Dental Services (dental hygiene, lab technology, or assisting); Medical Records Technology/Technician; Health and Medical Assistants; Health and Medical Diagnostic and Treatment Services (radiologic, respiratory, and surgical technology); Health and Medical Laboratory Technologies; Ophthalmic and Optometric Services; Rehabilitation and Therapeutic Services (physical, occupational, art, recreational, and music therapy and assisting); Miscellaneous Health Aides; Medical Dietetics; and Medical Illustration.

 

b)         "Eligible program" means a specific health education program that is fully accredited or approved or formally classified as a candidate for accreditation or approval by a recognized accrediting body or, in those cases where there is no appropriate accrediting body, is otherwise determined by the Board of Higher Education to be eligible for funding.

 

c)         "Illinois resident" is defined as follows:

 

1)         For a student, except a medical resident, to qualify as an Illinois resident, a student must be a lawful resident of the United States and meet one of the following two requirements:

 

A)        At least one parent, stepparent or court appointed guardian of the student must reside in Illinois; or

 

B)        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 enrollment in an Illinois postsecondary educational institution.

 

2)         For a medical resident to qualify as an Illinois resident, the medical resident must be a lawful resident of the United States and meet the following requirements:

 

A)        The medical resident must be employed by a hospital affiliated with and under the educational supervision of a public or private medical school or college in Illinois; and

 

B)        The medical resident must be either a graduate of an Illinois medical school or college or a graduate of a high school, college or university located in Illinois and a graduate of a medical school or college located within the United States, the District of Columbia or the several territories.

 

3)         The resident/non-resident category in which the student or medical resident is placed at the time of initial matriculation will hold for his or her entire residency.

 

d)         "Minority" means a student having racial or ethnic origin in one of the following groups:

 

1)         Black (not of Hispanic origin) – A person having origins in any of the Black racial groups of Africa.

 

2)         Hispanic – A person of Mexican, Puerto Rican, Cuban, Central or South American or other Spanish culture or origin, regardless of race.

 

3)         American Indian or Alaskan Native – A person having origins in any of the original peoples of North America, and who maintains cultural identification through tribal affiliation or community recognition.

 

e)         "Program priority" grants are based on State residents enrolled in eligible programs that address public demand for health services, workforce needs and shortages, and other programmatic priorities, such as sole service providers, academic needs, or industry standards. (Section 4 of the Act)

 

(Source:  Amended at 30 Ill. Reg. 7745, effective April 5, 2006)

 

Section 1020.40  Grant Rates and Allocations

 

a)         Grant Rates

 

1)         Illinois Resident Grants

 

Program	Annual Grant Rate Per Enrollee
Medicine	4,500
Dentistry	3,500
Optometry, Podiatry, or Pharmacy	2,200
Allied Health or Nursing
Masters Level	2,000
Baccalaureate Level	1,000
Certificate/Associate/      Diploma Level	500
Medical Residency Programs Affiliated with Public and Private Medical Schools
Family Practice	20,000
Obstetrics/Gynecology	7,500

 

2)         Minority Incentive Grants

 

Program	Annual Grant Rate Per Enrollee
Medicine	4,500
Dentistry	3,500
Optometry, Podiatry, or Pharmacy	2,200
Allied Health or Nursing
Masters Level	1,000
Baccalaureate Level	1,000
Certificate/Associate/      Diploma Level	1,000

 

b)         Grant Allocations. 

 

1)         Illinois Resident Grants and Minority Incentive Grants.  Grant allocations to institutions shall be determined annually, based upon funds appropriated under the Act, the grant amounts specified in subsection (a), and the actual number of Illinois resident enrollments eligible for grant support.  In the event that funding is not sufficient to support the payment of grants at the annual grant rate, the grant rates shall be prorated on the basis of eligible enrollments and available funding.

 

2)         Program Priority Grants.  Grant allocations to institutions shall be determined annually based on funding designated for these grants, the grant amounts specified in subsection (a), and the actual number of Illinois residents eligible for grant support.  These grants may be used to restore reduced or prorated grant rates to the annual grant rates specified in subsection (a).

 

(Source:  Amended at 30 Ill. Reg. 7745, effective April 5, 2006)

 

Section 1020.50  Determination of Enrollment

 

a)         For all institutions except hospitals offering residency programs, the first day of the fourth full week of classes of the fall term shall be the date that the number of Illinois resident students enrolled and attending shall be determined.

 

b)         For hospitals offering residency programs, the first day of August shall be the date that the number of filled resident positions shall be determined.

 

c)         For institutions offering medicine, dentistry, optometry, podiatry, and pharmacy education programs:

 

1)         Headcount enrollments shall be reported.

 

2)         The maximum number of years a student may be counted for grant purposes is four years.

 

3)         A student repeating any portion of the program may be counted only once in each of the four years.

 

d)         For institutions offering allied health and nursing education programs:

 

1)         Full-time-equivalent (FTE) undergraduate or graduate Illinois enrollment shall be reported. Undergraduate FTE enrollment shall be determined by dividing the total credit hours (or equivalent) by 15.  For masters level programs, FTE enrollment shall be determined by dividing the total credit hours by 12.  Any fraction of the program's total FTE will be dropped.

 

2)         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 hour equivalency.

 

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

 

4)         A student repeating any portion of a program may not be counted for any repeated credit hours of the program.

 

e)         For institutions offering undergraduate allied health and nursing education programs, the classification of students by year shall be as follows:

 

1)         First year – less than 30 semester hours (45 quarter hours) or the equivalent.

 

2)         Second year – 30-59 semester hours (45-89 quarter hours) or the equivalent.

 

3)         Third year – 60-89 semester hours (90-134 quarter hours) or the equivalent.

 

4)         Fourth year – 90 or more semester hours (135 or more quarter hours) or the equivalent.

 

f)         For institutions offering allied health and nursing programs, the following Illinois resident enrollments are eligible for funding:

 

1)         Enrollments in all years of masters allied health and nursing programs shall be eligible for funding.

 

2)         Enrollments in the third and fourth years only of baccalaureate allied health and nursing programs shall be eligible for funding.

 

3)         Enrollments beyond the first year of diploma, associate or certificate programs in allied health or nursing shall be eligible for funding up to a maximum of two years.

 

g)         For hospitals offering eligible residency programs in family practice or obstetrics/gynecology affiliated with and under the educational supervision of public or private medical schools or colleges, enrollments in the first three years of such programs shall be eligible for funding.

 

(Source:  Amended at 19 Ill. Reg. 928, effective January 13, 1995)

 

Section 1020.60  Conditions for Grants

 

a)         Application requirements.  To be eligible for a grant under this grant program, an institution shall submit the following documents:

 

1)         A certification of enrollments and graduates for the previous year.

 

2)         A certification of enrollments for the current year.

 

3)         A projection of future enrollments.

 

4)         A certification of minority enrollments and graduates for the previous year.

 

5)         A certification of minority enrollments for the current year.

 

6)         A projection of future minority enrollments.

 

7)         A report on the persistence, graduation rates and location and activity of the previous year's graduates.

 

8)         Certification of compliance with an open policy with respect to race, color, creed, sex and national origin.

 

9)         An audit of grants received in the previous year performed by an external auditor who is registered as a public accountant by the Illinois Department of Professional Regulation.  Section 1020.80 provides audit guidelines for external auditors to conduct the audit and prepare the audit report.

 

10)         An annual expenditure report detailing the use of grant funds.

 

b)         In the event that an audit or other evidence establishes that an overpayment was made in a grant to an institution, one of the following courses of action will be followed:

 

1)         A reduction will be made on the amount of the institution's grant in the following year.

 

2)         A reimbursement to the State shall be required.

 

c)         In the event that no audit is submitted, an institution shall reimburse the State for the total amount of the grant.

 

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

 

(Source:  Amended at 30 Ill. Reg. 7745, effective April 5, 2006)

 

Section 1020.70  Application Forms

 

a)         Grant applications may be obtained from the Illinois Board of Higher Education, 431 East Adams Street, Second Floor, Springfield, Illinois 62701-1404 or the Board's website at www.ibhe.org. 

 

b)         Completed applications must be submitted to the Board at the address indicated in subsection (a) and must be received by the announced deadline for the submission of applications, which shall not be less than 45 days from the announcement and release of application materials.

 

(Source:  Amended at 30 Ill. Reg. 7745, effective April 5, 2006)

 

Section 1020.80   Audit Guidelines

 

a)         To fulfill the audit requirement in Section 1020.60(a) institutions shall contract to perform an audit of grants received with an external auditor who is registered as a public accountant by the Illinois Department of Professional Regulation.

 

b)         The auditor shall perform tests to determine whether the institution has administrative control structures to provide reasonable assurance that the enrollments claimed are accurate.

 

c)         The auditor shall obtain a copy of the certification of enrollment document(s) included with the application materials and a copy of this Part.  To verify enrollment the auditor shall perform tests of institutional records to assure that information reported in the certification of enrollment document(s) is true, accurate and meets the requirements of this Part.  Such tests should include at least the following steps:

 

1)         Test residency status of students for compliance with the Illinois Resident definitions;

 

2)         For Illinois Resident Grants in medicine, dentistry, optometry, podiatry, pharmacy, and residency training programs, test the number of Illinois resident students enrolled and in record of attendance on the date for the enrollment data and test the compliance with student eligibility requirements.

 

3)         For Illinois Resident Grants in allied health and nursing, test the number of credit hours for Illinois resident students enrolled and attending classes on the date of record for the enrollment data and test compliance with student eligibility requirements;

 

4)         For Minority Incentive Grants, test the students claimed for compliance with the definition in Section 1020.30(d) for minority racial or ethnic group and test for compliance with student eligibility requirements;

 

5)         For all grants, test for compliance with program eligibility requirements as specified in Section 1020.10(a)-(f) and 1020.30(b).

 

6)         Trace the extensions and totals from the enrollment records to the certification of enrollment document(s).

 

7)         For medical residency grants, test the hospital eligibility as to formal affiliation status with a public or private medical school or college as specified in Section 1020.10(f).

 

(Source:  Amended at 19 Ill. Reg. 928, effective January 13, 1995)