Section 30801 - Institution Responsibilities(a) Each Institution shall designate a coordinator to manage the MCS Program through the Commission's WebGrants database system. Institutions shall provide the name and contact information for the coordinator to the Commission.(b) Institutions participating in MCS must enroll in EFT to receive funds from the Commission.(c) Institutions shall maintain written policies and procedures governing the administration and processing of MCS Program funds. Institutions shall develop and retain program and fiscal records that demonstrate Institutional and student eligibility and ensure the accuracy of payments reported. Retention of program and fiscal records shall be consistent with the Institution's record retention policy.(d) Institutions shall have a written MCS refund policy. This policy shall comply with any federal return of Title IV requirements pursuant to Title 34 CFR 668.22.(e) Each Institution shall submit to the Commission MCS Enrollment Records for all eligible students for award consideration. The Enrollment Record shall contain demographic information from the student's FAFSA or CADAA, the student's COA, and other financial aid awarded to the student pursuant to Education Code Section 70022(a)(2).(f) Institutions shall disburse an MCS award to an eligible student pursuant to Education Code Section 70022(d). The institution shall disburse payments based on the recipient's enrollment status using the Institution's financial aid census date, or its equivalent. The Institution shall follow the financial aid census date policies when payment adjustments are made past the census date.(g) Institutions shall submit appropriate corrections for any MCS awarded students who are enrolled less than full time which result in a change in COA or financial aid awards. Payment transactions shall only occur once a student's award information has been verified as accurate.(h) The MCS award is a non-need-based award and should not be based on a student's EFC or SAI. The maximum MCS award plus any other estimated gift aid shall not exceed the COA but may exceed financial need for state aid programs (e.g. Cal Grant). Therefore, an MCS award may supplant the EFC or SAI for state aid programs.(i) Institutions shall comply with federal aid regulations to resolve any overpayments. Institutions shall reduce MCS awards if the amount assigned, coupled with other need-based gift aid programs, exceeds maximum need or COA limits.(j) Where a student's total MCS award (coupled with other financial assistance pursuant to Title 34 CFR 668.164(c)) exceeds the allowable gift aid of regulations of Title 34 CFR 668.164(c), the MCS award shall be reduced to maintain compliance with federal financial aid regulations.(k) Institutions are required to reconcile all MCS funds by the year-end reconciliation deadline noticed by the Commission and provided to Institutions. Unused funds shall be returned to the Commission within 90 days of receiving the year-end notice and invoice.(1) MCS awards must be disbursed for the fiscal year in which they were appropriated under the budget act of each fiscal year. Excess funds must be returned to the Commission.(2) Institutions are required to resolve balance discrepancies on a per-record basis where the variance between the actual award and paid amount exceeds six dollars.Cal. Code Regs. Tit. 5, § 30801
Note: Authority cited: Sections 70021, 70022 and 70023, Education Code. Reference: Sections 70021, 70022 and 70023, Education Code.
1. New section filed 3-21-2024; operative 3/21/2024 (Register 2024, No. 12). Pursuant to Education Code section 70023(c) and (g), this action is a deemed emergency. A Certificate of Compliance must be submitted to OAL by 9-17-2024 or the emergency language will be repealed by operation of law on the following day.