The Citadel

The Military College of South Carolina

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COMPLIANCE CALENDAR

For additions and questions, contact the Office of Institutional Compliance

(OIC) at (843)953-2667 or This email address is being protected from spambots. You need JavaScript enabled to view it.

January February March April May June July August September October November December Other

Note: The hyperlinks noted under resources are located on the Catholic University of America webiste.

Catholic University has graciously giving us permission to use their resources.

 

JANUARY Back to Top
Title, Description, and Other Pertinent Information Resources

Higher Education Act of 1965 as amended

20 U.S.C. § 1011f

By January or July 31 of each year, whichever is sooner depending on the time of the gift, a postsecondary institution must file a disclosure report about ownership or control by, or contracts with or gifts from foreign sources. The institution shall file disclosure report with the Department of Education for gifts and contracts of $250,000 or more received within a calendar year.

OPR: Financial Services

Higher Education Act of 1965 and Higher Education Amendments

20 U.S. Code § 1011f

Tuition Payment Credit Reporting Requirements

26 U.S.C. § 6050S; 26 CFR 1.6050S- 2T

An institution or insurer must furnish a statement to each individual for whom it is required to file a Form 1098-T, on or before January 31 of the year following the calendar year in which payments were received, or amounts were billed, for qualified tuition and related expenses, or reimbursements, refunds, or reductions of such amounts were made.

OPR: Financial Services

Tuition Payment Credit Reporting Requirements

26 U.S. Code § 6050S

§ 1.6050S-1

Student Loan Interest Reporting

26 U.S.C. § 6050S; 26 CFR 1.6050S-3 and 26 CFR 1.6050S-4T (see 67 Fed. Reg. 20901 final and temporary regulations)

Under I.R.C. § 6050S lenders, including most colleges and universities that participate in the Perkins Loan Program or operate institutional loan programs, must report student loan interest payments to the IRS. This is done by filing Form 1098-E, which must be filed with the IRS on or before February 28, or March 31 if filed electronically. The required statement to all persons who made student loan interest payments must be sent to the payer on or before Jan. 31 of the year following the calendar year in which the interest payments were received. The statement may simply be a copy of Form 1098-E.

OPR: Financial Services

Secondary OPR: Financial Aid

Student Loan Interest Reporting

§ 1.6050S-1

The Controlled Substances Act of 1970

21 U.S.C. 827; 21 CFR § 1304.33

Reporting obligations for those registered to manufacture and distribute controlled substances. By Jan. 15th of every year, file reports with data on the stocks of each controlled substance on hand by close of business on Dec. 31 of prior year. Manufacturing transaction reports are also to be filed by Jan. 15th for prior calendar year.

Acquisition/Distribution reports shall be filed every quarter not later than the 15th day of the month succeeding the quarter for which it is submitted.

OPR: Infirmary

The Controlled Substance Act of 1970

Program Participation Agreements and IPEDS

20 U.S.C. § 1094(a)(17); 34 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50

As part of the program participation agreements signed in connection with financial aid, an institution must complete surveys conducted as a part of the Integrated Postsecondary Education Data System (IPEDS) or any other Federal postsecondary institution data collection effort, as designated by the Secretary, in a timely manner and to the satisfaction of the Secretary. Filing the required IPEDS forms also fulfills certain reporting requirements under Titles VI and VII and the ADA.

OPR: Institutional Research

Secondary OPR: Financial Services

General Provisions Relating to Student Assistance Programs

20 U.S. Code § 1094

Internal Revenue Code: W-2 Forms

26 CFR § 31.6051-1

By Jan. 31 of the year succeeding the calendar year in which wages were paid to an employee, the employer must furnish the tax return copy and the employee's copy of Form W-2.

OPR: Director of Financial Services

Secondary OPR: Human Resources

Internal Revenue Code: W-2 Forms

Animal Welfare Act: Report by Licenses

9 CFR § 2.7

Each year, within 30 days prior to the expiration date of his or her license, a licensee shall file with the AC Regional Director an application for license renewal and annual report. This report is filed in January of each year. See the Animal Welfare Act page for specifics.

OPR: Dean of School of Science and Mathematics

Animal Welfare Act

Foreign Accounts Tax Compliance Act (FACTA)

[H.R. 2847]

Enacted in March 2010 as part of Title V of the Hiring Incentives to Restore Employment (“HIRE”) Act, FATCA amends the Internal Revenue Code by imposing a 30% withholding tax on certain U.S. source payments made to “foreign financial institutions” (“FFIs”) and “non-financial foreign entities” (“NFFEs”) that refuse to identify certain U.S. investors, even if such U.S. persons directly or indirectly hold only non-U.S. assets. The FATCA withholding tax applies to payments of both U.S. source income and gross proceeds from the sales of securities that could pay U.S. source interest and dividends. Effective for payments made on or after January 1, 2013.

OPR: Financial Services

Foreign Account Tax Compliance Act

FEBRUARY Back to Top

Occupational Safety and Health Act of 1970 (OSHA)

29 U.S.C. § 654; 29 CFR 1904.32

Employers with 11 or more employees must post, from February 1 to April 30, a summary of the total number of job-related injuries and illnesses that occurred in the prior calendar year. Required to post the annual totals of the information contained on the right-hand portion of OSHA Form 300, "Log and Summary of Occupational Injuries and Illnesses. The form is to be displayed wherever notices to employees are usually posted. Download the form from the OSHA website.

OPR: Director of Environmental Health and Safety

Occupational Safety and Health Act of 1970

Tuition Payment Credit Reporting Requirements

26 U.S.C. § 6050S; 26 CFR 1.6050S- 2T

Form 1098-T must be filed with the IRS by February 28 (or March 31, if filed electronically) of the year following the calendar year during which payments were received. The proposed regulations requiring filing Forms 1098-T on magnetic media impose no additional reporting or record keeping and only prescribe the method of filing information returns that are already required to be filed.

OPR: Director of Financial Services

Secondary OPR: Financial Aid

Tuition Payment Credit Reporting Requirements

Student Loan Interest Reporting

26 U.S.C. § 6050S; 26 CFR 1.6050S-3 and 26 CFR 1.6050S-4T (see 67 Fed. Reg. 20901 final and temporary regulations)

Under I.R.C. § 6050S lenders, including most colleges and universities that participate in the Perkins Loan Program or operate institutional loan programs, must report student loan interest payments to the IRS. This is done by filing Form 1098-E, which must be filed with the IRS on or before February 28, or March 31 if filed electronically. The required statement to all persons who made student loan interest payments must be sent to the payer on or before Jan. 31 of the year following the calendar year in which the interest payments were received. The statement may simply be a copy of Form 1098-E.

OPR: Director of Financial Services

Secondary OPR: Financial Aid

Student Loan Interest Reporting

Return of Information as to Payments of Employees

26 CFR § 1.6041-2

Employers must file Form W-2 for wages paid to each employee from whom income, social security or Medicare taxes were withheld or income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exemption from withholding on Form W-4. Anyone required to file Form W-2 must file Form W-3 to transmit Copy A of Forms W-2. The employer must file these forms with the IRS by Feb. 28, or March 31 if filed electronically. Copies B, C and 2 must be furnished to the employee by Feb. 1st.

OPR: Director of Financial Services

Secondary OPR: Human Resources

Return of Information as to Payments of Employees

Effective Period of Withholding Exemption Certificate

26 CFR § 31.3402(f)(4)-2

A Form W-4 filed by an employee expires on February 15th of the year following the year in which the Form W-4 was given to employer. The employer must now begin withholding for any employee who previously claimed an exemption, but has not given the employer a new Form W-4 for the current year. If the employee does not give the employer a new Form W-4 (see December), withhold tax as if the employee is single, with zero withholding allowances.

OPR: Human Resources

Secondary OPR: Financial Services

Effective Period of Withholding Exemption Certificate

PHS Annual Report on Possible Research Misconduct

Once established, institutions maintain their assurance by filing the Annual Report on Possible Research Misconduct (between January 1 and March 1 each year), submitting their policy for responding to allegations of research misconduct for review when requested by ORI, revising their policy when requested by ORI to bring the policy into compliance with the PHS regulation, and complying with the PHS regulation.

OPR: Academic Affairs

The Public Health Service Act

MARCH Back to Top

Emergency Planning and community Right-to-Know Act (EPCRA)

42 U.S.C. §§ 11021 and 11022; 40 CFR §370.21 and 370.25

By March 1st of each year, the owner or operator of any facility which is required to prepare or have available a material safety data sheet for a hazardous chemical under OSHA shall prepare and submit an emergency and hazardous chemical inventory format the appropriate local emergency planning committee; the state emergency response commission; and the fire department with jurisdiction over the facility.

OPR: Director of Environmental Health and Safety

Secondary OPR: Director Public Safety

Emergency Planning and Community Right-to-Know Act

Tuition Payment Credit Reporting Requirements

26 U.S.C. § 6050S; 26 CFR 1.6050S- 2T

Form 1098-T must be filed with the IRS by February 28 (or March 31, if filed electronically) of the year following the calendar year during which payments were received. The proposed regulations requiring filing Forms 1098-T on magnetic media impose no additional reporting or record keeping and only prescribe the method of filing information returns that are already required to be filed.

OPR: Financial Services

Tuition Payment Credit Reporting Requirements

Student Loan Interest Reporting

26 U.S.C. § 6050S; 26 CFR 1.6050S-3 and 26 CFR 1.6050S-4T (see 67 Fed. Reg. 20901 final and temporary regulations)

Under I.R.C. § 6050S lenders, including most colleges and universities that participate in the Perkins Loan Program or operate institutional loan programs, must report student loan interest payments to the IRS. This is done by filing FORM 1098-E, which must be filed with the IRS on or before March 1, or March 31 if filed electronically. The required statement to all persons who made student loan interest payments must be sent to the payer on or before Jan. 31 of the year following the calendar year in which the interest payments were received. The statement may simply be a copy of Form 1098-E.

OPR: Director of Financial Services

Student Loan Interest Reporting

Instructions for Form 1098-E

Return of Information as Payments to Employees

26 CFR § 1.6041-2

Employers must file Form W-2 for wages paid to each employee from whom income, social security or Medicare taxes were withheld or income tax would have been withheld if the employee had claimed no more than one withholding allowance or had not claimed exemption from withholding on Form W-4. Anyone required to file Form W-2 must file Form W-3 to transmit Copy A of Forms W-2. The employer must file these forms with the IRS by March 1, or March 31 if filed electronically. Copies B, C and 2 are due to the employee by Feb. 1st.

OPR: Director of Financial Services

Secondary OPR: Human Resources

Return of Information as Payments to Employees

Form 1042/1042-S Filing and Information Returns

26 USCS § 871; 26 CFR 1.146-1

Form 1042-S is used to report all non-employee payments to non-resident aliens and payments to nonresident employees who claim exemptions from federal income taxes due to a tax treaty. (The taxable portion of payments to nonresident employees are reported on IRS Form W-2 in January.)

The institution must file FORM 1042 and copies of all Forms 1042-S with the IRS by March 15 of the calendar year following the year in which the income was paid. In addition, Form 1042-S must be sent to each recipient of an amount subject to reporting by March 15 of the calendar year following the year in which the income was paid.

OPR: Human Resources

Secondary OPR: Financial Services

Form 1042/1042-S Filing and Information Returns

1042 INSTRUCTIONS

Employee Retirement and Income Security Act (ERISA)

The administrator of an employee benefit plan must file a form 5500 within 210 days after the close of the plan year. Thus, if the plan year is the same as the calendar year, and ends Dec. 31, then the filing deadline is July 31 of the next year. An extension of the filing deadline of up to two-and-a-half months can be obtained by using form 5558. If the plan year and tax year are the same, and you obtain an extension for filing the institution's tax return, then the deadline for the 5500 is automatically extended as well.

A summary annual report must be sent to each plan participant and beneficiary receiving benefits within nine months of the end of the plan year. If the institution obtains an extension for filing the 5500, the extension for distributing is extended to two months after the filing of the form 5500. See FORM 5500 Filing Guidelines and Due Dates for due dates and extension dates based upon when your plan year ends.

OPR: Human Resources

Employee Retirement and Income Security Act (ERISA)

The Student Right to Know Law: Information on Completion or Graduation Rates

20 U.S.C § 1092; 34 CFR §§ 668.41 and 668.45

The disclosure date is July 1 following 150% of the normal time for completion/graduation from its programs. Completion of the Graduation Rate Survey (GRS) (part of IPEDS reporting done in March -April meets the reporting requirements of the Student Right to Know Law.

OPR: Office the Registrar

Secondary OPR: Budget Office

Tertiary OPR: Institutional Research

Information on Completion or Graduation Rates

The Student Right to Know Law: Information on Completion or Graduation Rate for Student Athletes

20 U.S.C § 1092; 34 CFR §§ 668.41 and 668.48

By July 1st of each year, an institution that offers athletically related student aid must submit a report to the Secretary of Education that covers the 1-year period ending August 31 of the previous year. If the school is a member of the NCAA, the NCAA satisfies the individual institution's responsibility to provide prospective student-athletes and their parents, high school coach and guidance counselor their report on completion or graduation rates for student athletes by distributing the NCAA compilation of graduation rate statistics to all secondary schools in the United States.

OPR: Institutional Research

Secondary: OPR: Office of the Registrar

Tertiary OPR: Athletics Department

Information on Completion or Graduation Rate for Student Athletes

Program Participation Agreements and IPEDS

20 U.S.C. § 1094(a)(17); 34 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50

As part of the program participation agreements signed in connection with financial aid, an institution must complete surveys conducted as a part of the Integrated Postsecondary Education Data System (IPEDS) or any other Federal postsecondary institution data collection effort, as designated by the Secretary, in a timely manner and to the satisfaction of the Secretary. Filing the required IPEDS forms also fulfills certain reporting requirements under Titles VI and VII and the ADA.

OPR: Academic Affairs

Secondary OPR: Institutional Research

Program Participation Agreements and IPEDS

APRIL Back to Top

Teacher Education Program Reporting Requirements

20 U.S.C. § 1027 (f)

Universities must report annually to their state government and the public the pass rate on state teacher certification examinations taken by their graduates. The reporting deadline is April 1. Link to reports on the ED website.

OPR: Academic Affairs

Teacher Education Program Reporting Requirements

JUNE Back to Top

Hazardous Materials Transportation Act of 1994

49 USCS § 5108; 49 CFR § 107.608

Each person who transports or causes to be transported hazardous material shall file annually a complete and accurate registration statement on DOT Form F 5800.2 not later than June 30 for each registration year. Each registration year begins on July 1 and ends on June 20.

OPR: Director of Environmental Health & Safety

Hazardous Materials Transportation Act of 1994

Foreign Bank Accounts and Tax Filings (FBAR)

31 USC 5314(a)

US institutions and citizens that have an ownership interest in foreign bank accounts, or US citizens with signature authority over a foreign bank account have to file form FBAR. The latter must report the account on an FBAR even if the foreign financial account is reported on an FBAR filed by the owner of the account (or other person that has a financial interest in the account). This form must be filed by June 30th of the year following any year during which they possessed signature or other authority over, or had a monetary interest in foreign financial accounts whose value exceeded $10,000 at any time during the calendar year. Note the proposed regulations contain an exception for public entities, includes IHEs. The proposed regulations also state that the IRS must have received the form by June 30th, a postmark by June 30th does not count.

Method of Transmittal: FBAR E-Filing

OPR: Financial Services

Foreign Bank Accounts and Tax Filings (FBAR)

Legislative Incentives for Future Excellence (LIFE) Scholarships

§59-149-140

All institutions participating in the LIFE Scholarship Program must report their enrollment and other relevant data as solicited by the Commission on Higher Education which may audit these institutions to ensure compliance with this provision.

OPR: Institutional Research

SC LIFE Scholarship Regulations

JULY Back to Top

Employee Retirement and Income Security Act (ERISA)

29 USC § 1024; 29 CFR § 2520.104a-5; 29 CFR § 2520.104b-10

The administrator of an employee benefit plan must file a form 5500 within 210 days after the close of the plan year. Thus, if the plan year is the same as the calendar year, and ends Dec. 31, then the filing deadline is July 31 of the next year. An extension of the filing deadline of up to two-and-a-half months can be obtained by using form 5558. If the plan year and tax year are the same, and you obtain an extension for filing the institution's tax return, then the deadline for the 5500 is automatically extended as well.

A summary annual report must be sent to each plan participant and beneficiary receiving benefits within nine months of the end of the plan year. If the institution obtains an extension for filing the 5500, the extension for distributing is extended to two months after the filing of the form 5500. See FORM 5500 Filing Guidelines and Due Dates for due dates and extension dates based upon when your plan year ends.

Higher Education Opportunity Act of 2008 and ISBN Textbook Provision

Effective July 1, 2010 (to the maximum extent feasible) each school shall disclose the International Standards Book Number ("ISBN") and retail price for required and recommended textbooks and supplemental materials for each course listed on the schedule (posted on the web or print course schedule). If no ISBN is available, the institution may provide the textbook's author, title, publisher, and copyright date. If the disclosure is not practical for a certain text, a designation of *to be determined* can be noted. Written course schedules should indicate where on the university web page this info will be posted. HEOA encourages schools to disseminate information regarding book rentals, used textbooks, buy back programs, and alternative delivery programs or other cost saving strategies. Schools shall make available to the college bookstore, upon request, the most accurate information regarding the course schedule for the next academic period and for each course offered, the information described above, the number of students enrolled in such course, and the maximum enrollment for each class.

OPR: Human Resources

Employee Retirement and Income Act (ERISA)

Toxic Substances Control Act

15 USCS § 2607; 40 CFR 761.180

A written annual document log of the disposition of PCBs and PCB items must be prepared for each facility by July 1, covering the previous calendar year (January through December). The written annual report, which summarizes the records and annual document log shall be submitted to the EPA Regional Administrator by July 15th of each year.

OPR: Director of Environmental Health and Safety

Secondary OPR: Financial Services

Toxic Substances Control Act

Voter Registration Provision in Higher Education Amendments of 1998 [1]

Pub. L. No. 105-244, 112 Stat. 1581 (1998) and 20 U.S.C. § 1094(a)(23)(A)

This law does not apply in states without a voter registration requirement, or if the voter can register at the time of voting. For all other states, the institution must request voter registration forms from the state 120 days prior to the deadline for registering to vote and make the forms "widely available" to each student enrolled in a degree or certificate program and physically in attendance at the institution. Many states have voter registration forms online, which makes compliance easier and the timeline less onerous, as links can be posted in September for November elections covered under the law.

OPR: Office of the Registrar

Voter Registration Provision in Higher Education Amendments of 1998

Occupational Safety and Health Act of 1970 (OSHA)

29 U.S.C. § 654 and 29 CFR 1904.32

Establishments with 250 or more employees in industries covered by the recordkeeping regulation must submit information from their 2016 Form 300A by July 1, 2017. These same employers will be required to submit information from all 2017 forms (300A, 300, and 301) by July 1, 2018. Beginning in 2019 and every year thereafter, the information must be submitted by March 2.

[1] This law applies to general and special elections for federal office (defined in Section 301(3) of the Federal Election Campaign Act of 1971, 2 U.S.C. § 431(3), as the office of President or Vice President, or of Senator or Representative in, or Delegate or Resident Commissioner to, the Congress) and the election for governor or other chief executive within such state.

[2] This law applies to general and special elections for federal office (defined in Section 301(3) of the Federal Election Campaign Act of 1971, 2 U.S.C. § 431(3), as the office of President or Vice President, or of Senator or Representative in, or Delegate or Resident Commissioner to, the Congress) and the election for governor or other chief executive within such state.

Method of Transmittal: E-Filing

OPR: Director of Environmental Health and Safety

Occupational Safety and Health Act of 1970 (OSHA)

OSHA Form 300, Log and Summary of Occupational Injuries and Illnesses

Injury Reporting

OSHA Technical Manual

Higher Education Act of 1965 and Higher Education Amendments of 1998

20 U.S.C. § 1011f (see also January)

By January or July 31 of each year, whichever is sooner depending on the time of the gift, a postsecondary institution must file a disclosure report about ownership or control by, or contracts with or gifts from foreign sources. The institution shall file a disclosure report with the Department of Education for gifts and contracts of $250,000 or more received within a calendar year.

Annual Report for all J-1 Sponsors for the Exchange Visitor Program
All J-1 sponsors must submit an annual report generated from SEVIS along with a narrative of the year. Sponsors must submit an annual report to DoS. The report must be filed on an academic calendar, or fiscal year, as stipulated on the program's designation or re-designation letter. The annual reporting cycle is also listed on the Program Information screen. The due dates are: • Academic Year ends: June 30 Report due to DoS: July 31; • Calendar Year ends: December 31 Report due to DoS: January 31; • Fiscal Year ends: September 30 Report due to DoS: October 31. See 22 CFR 62.15 for what must be included in the report.

OPR: Financial Services

Higher Education Act of 1965 and Higher Education Amendments of 1998

AUGUST Back to Top

Campus Security Act of 1990

20 U.S.C. § 1092(a)(1) (O) and § 1092 (f) (5) and 34 C.F.R. § 668.46 and § 668.41

The Campus Security Act requires colleges to report campus crime statistics and security measures to all students and employees by October 1 of each year. The annual security report must also be submitted to the Secretary of Education (over the internet) each year, by Oct. 15th of each year.

OPR: Director of Public Safety

Campus Security Act of 1990

The Family Educational Rights and Privacy Act of 1974 (FERPA)

20 U.S.C. § 1232g(e); 34 CFR § 99.7 and distribution also referred to in 20 U.S.C. § 1092(a)

Each educational agency or institution shall annually notify students currently in attendance, of their rights under FERPA. Notification of these rights concurrent with fall registration is suggested, as the student needs to be told what information the student has identified as directory information and notified of his/her opportunity to place a hold on release of directory information.

OPR: Office of the Registrar

Secondary OPR: Financial Services

Tertiary OPR: Commandant’s Department

The Family Educational Rights and Privacy of 1974 (FERPA)

Program Participation Agreements and IPEDS

20 U.S.C. § 1094(a)(17); 34 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50

As part of the program participation agreements signed in connection with financial aid, an institution must complete surveys conducted as a part of the Integrated Postsecondary Education Data System (IPEDS) or any other Federal postsecondary institution data collection effort, as designated by the Secretary, in a timely manner and to the satisfaction of the Secretary. Filing the required IPEDS forms also fulfills certain reporting requirements under Titles VI and VII and the ADA.

Method of Transmittal: Reporting IPEDS

OPR: Director of Financial Services

Secondary OPR: Institutional Research

Program Participation Agreements and IPEDS

Integrated Postsecondary Education Data System
September Back to Top

Voter Registration Provision in Higher Education Amendments of 1998

Pub. L. No. 105-244, 112 Stat. 1581 (1998) and 20 U.S.C. § 1094(a)(23)(A)

This law does not apply in states without a voter registration requirement, or if the voter can register at the time of voting. For all other states, the institution must request voter registration forms from the state 120 days prior to the deadline for registering to vote and make the forms "widely available" to each student enrolled in a degree or certificate program and physically in attendance at the institution. Many states have voter registration forms online, which makes compliance easier, and the timeline less onerous, as links can be posted in August or September for November elections covered under the law. [2]

OPR: Office of the Registrar

Voter Registration Provision in Higher Education Amendments of 1998

Internal Revenue Code: Filing Form 990

26 U.S.C § 6033 and 26 CFR § 1.6033-2

Exempt organizations who do not fall under a statutory exception must file an annual return with the Internal Revenue Service. The return must be filed on or before the 15th day of the fifth calendar month following the close of the institution's fiscal year. As the fiscal year at CUA ends on April 30th, the return is due Sept. 15th of each year.

OPR: Financial Services

Internal Revenue Code

Program Participation Agreements and IPEDS

20 U.S.C. § 1094(a)(17); 34 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50

As part of the program participation agreements signed in connection with financial aid, an institution must complete surveys conducted as a part of the Integrated Postsecondary Education Data System (IPEDS) or any other Federal postsecondary institution data collection effort, as designated by the Secretary, in a timely manner and to the satisfaction of the Secretary. Filing the required IPEDS forms also fulfills certain reporting requirements under Titles VI and VII and the ADA.

Method of Transmittal: Reporting IPEDS

OPR: Office of the Registrar

Secondary OPR: Institutional Research

Program Participation Agreements and IPEDS

Integrated Postsecondary Education Data System

Executive Orders 11,246 and 11,375

41 CFR§ 60-1.7

Contractors and subcontractors with 50 or more employees or who have a contract, subcontract, or purchase order with the federal government amounting to $50,000 or more must file the IPEDS forms as required each year. This is what is used by IHE's in place of EEO-6 forms.

OPR: Human Resources

Secondary OPR: Procurement

Executive Orders

General Provisions Relating to Student Assistance Programs (Program Participating Agreements): Financial Aid and Institutional Information

20 U.S.C. §§ 1092(a) and 1094; 34 C.F.R. §§ 668.42 and 668.43 et seq

The institution must publish and make readily available to current and prospective students information on the entire Federal, State, local, private and institutional financial assistance programs available to students who enroll at the institution. Institutional information must also be made available as well. No deadline specifically enumerated, September 1 is suggested. The Citadel’s required disclosures are online at

http://www.citadel.edu/root/images/financial_aid/2017_cons_info_website.pdf

OPR: Financial Services

General Provisions Relating to Student Assistance Programs: Financial Aid and Institutional Information

The Veterans Readjustment Benefits Act

41 C.F.R. § 61-250.10

By Sept. 30 of each year, federal contractors and subcontractors must file Federal Contractor Veterans' Employment Report (VETS-100). See the DOL web page for more on this requirement. The report is for information required with respect to the prior calendar year.

Method of Transmittal:VETS-4212 Federal Contractor Reporting

OPR: Human Resources

The Veterans Readjustment Benefits Act

VETS Compliance Assistance

CHE Annual Reporting for Student Completions

Report §59-101-350(B)

(B) Each four-year, post-secondary institution shall submit to the commission the following information for inclusion in the report, with the South Carolina Department of Corrections' students identified and reported separately: (1) the number and percentage of accredited programs and the number and percentage of programs eligible for accreditation; (2) the number and percentage of undergraduate and graduate students who completed their degree program; (3) the percent of lower division instructional courses taught by full-time faculty, part-time faculty, and graduate assistants; (4) the percent and number of students enrolled in remedial courses and the number of students exiting remedial courses and successfully completing entry-level curriculum courses; (5) the percent of graduate and upper division undergraduate students participating in sponsored research programs; (6) placement data on graduates. (September 29, 2017)

OPR: Institutional Research

CHE Annual Reporting for Student Completions

OCTOBER Back to Top

Missing Student Notification Policy and Procedures

20 USC 1092 (j)

Any institution participating in a Title IV federal student financial aid program that maintains on campus housing facilities must established a missing student notification policy and related procedures for those students who line in on campus housing and who have been missing for 24 hours. Based upon the status of negotiated rulemaking, it appears likely that this policy will have to be in place by the annual security report distributed by October 1.

OPR: Director or Public Safety

The Citadel's Missing Persons Policy

Missing Student Notification Policy and Procedures

Disclosure of Fire Safety Standard and Measures

20 USC 1092(i)

Any institution participating in a Title IV federal student financial aid program that maintains on-campus housing facilities must track fire safety statistics as follows:

Annual Fire Safety Report

The school must, on an annual basis, publish a fire safety report with the following information:

A) statistics concerning the following in each on-campus student housing facility during the most recent calendar years for which data are available:

(i) the number of fires and the cause of each fire;
(ii) the number of injuries related to a fire that result in treatment at a medical facility;
(iii) the number of deaths related to a fire; and
(iv) the value of property damage caused by a fire.

B) A description of each on-campus student housing facility fire safety system, including the sprinkler fire system;
C) The number of regular, mandatory, supervised fire drills;
D) Policies or rules on portable electrical appliances, smoking, open flames (such as candles), procedures for evacuation, policies regarding fire safety education and training programs provided to students, faculty, and staff; and
E) plans for future improvements in fire safety, if determined necessary by such institution.

Report to Secretary of Education
The statistics set forth in A above must be reported to the Secretary of Education on an annual basis.
The first report is due October 1, 2010. The statistics will be reported on the campus safety site. First you will be asked if you have on campus housing. If yes, then how many. There is reporting for each facility.

Method of Transmittal: Campus Safety and Security Survey

OPR: Director of Environmental Health and Safety

Secondary OPR: Director of Public Safety

 

Disclosure of Fire Safety Standard and Measures

Program Participation Agreements and IPEDS

20 U.S.C. § 1094(a)(17); 34 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50

As part of the program participation agreements signed in connection with financial aid, an institution must complete surveys conducted as a part of the Integrated Postsecondary Education Data System (IPEDS) or any other Federal postsecondary institution data collection effort, as designated by the Secretary, in a timely manner and to the satisfaction of the Secretary. Filing the required IPEDS forms also fulfills certain reporting requirements under Titles VI and VII and the ADA.

Method of Transmittal: Reporting IPEDS

OPR: Director of Financial Aid

Secondary OPR: Institutional Research

Program Participation Agreements and IPEDS

Integrated Postsecondary Education Data System

Equity in Athletics Disclosure Act of 1994

20 U.S.C. § 1092g; 34 C.F.R. §§ 668.41 and 47

Each coed institution of higher education that participates in Title IV programs, and has an intercollegiate athletic program, must no later than Oct. 15th of each year, make available on request to enrolled students, prospective students, and the public, the report required to be produced under this law. Within 15 days of making the report available to students, prospective students, and the public, (so at the latest Oct. 30th of each year) the school must submit the report to the Secretary of Education. See the User's Guide for Equity in Athletics Web Based Data Collection.

Method of Transmittal: Equity in Athletics Disclosure Act Survey

OPR: Senior Associate Athletic Director for Internal Operations/ Senior Women's Administrator

Equity in Athletics Disclosure Act of 1994

Campus Security Act of 1990

20 U.S.C. § 1092(a)(1) (O) and § 1092 (f) (5) and 34 C.F.R. § 668.46 and § 668.41

The Campus Security Act requires colleges to report campus crime statistics and security measures to all students and employees by October 1 of each year. The annual security report must also be submitted to the Secretary of Education (over the internet) each year, by Oct. 15th of each year.

Method of Transmittal: Campus Safety and Security Survey

OPR: Director of Public Safety

Campus Security Act of 1990

Campus Sex Crimes Prevention Act

Pub. L. No. 106-386 and 42 U.S.C. § 14071j and 20 U.S.C. § 1092(f)(1)(I)

Notification may be accomplished by adding the statement to the Annual Security Report required by the Campus Security Act. Suggested deadline of Oct. 1 of each year to coincide with Annual Security Report. The notice requirement is ongoing.

Method of Transmittal: Submit with Campus Security Report

OPR: Director of Public Safety

Secondary OPR: Cadet Advocacy Response and Education (CARE)

Campus Sex Crimes Prevention Act

CHE Annual Reporting for Student Enrollment

Report §59-101-350(B)

(B) Each four-year, post-secondary institution shall submit to the commission the following information for inclusion in the report, with the South Carolina Department of Corrections' students identified and reported separately: (1) the number and percentage of accredited programs and the number and percentage of programs eligible for accreditation; (2) the number and percentage of undergraduate and graduate students who completed their degree program; (3) the percent of lower division instructional courses taught by full-time faculty, part-time faculty, and graduate assistants; (4) the percent and number of students enrolled in remedial courses and the number of students exiting remedial courses and successfully completing entry-level curriculum courses; (5) the percent of graduate and upper division undergraduate students participating in sponsored research programs; (6) placement data on graduates. (October 31, 2017)

OPR: Institutional Research

CHE Annual Reporting for Student Enrollment

The Drug-Free Schools and Communities Act Amendments of 1989

20 U.S.C. § 1011i and 34 C.F.R. § 86.100

Annual distribution to students and employees the institution's standards of conduct with respect to illegal drugs and alcohol, a description of the applicable legal sanctions and health risks; as well as availability of drug and alcohol counseling available to employees and students. Must also include a statement on sanctions the institution will impose for violation of the standards of conduct. The law does not mandate a particular date for distribution, but suggested distribution is to make this information part of the Annual Security Report distribution of which is required by October 1st of each year.

Method of Transmittal: Submit with Campus Security Report

OPR: Director of Public Safety

Secondary OPR: Director of Environmental Health and Safety

The Drug-Free Schools and Communities Act Amendments of 1989

November Back to Top

CHE Annual Reporting for Faculty

Report §59-101-350(B)

(B) Each four-year, post-secondary institution shall submit to the commission the following information for inclusion in the report, with the South Carolina Department of Corrections' students identified and reported separately: (1) the number and percentage of accredited programs and the number and percentage of programs eligible for accreditation; (2) the number and percentage of undergraduate and graduate students who completed their degree program; (3) the percent of lower division instructional courses taught by full-time faculty, part-time faculty, and graduate assistants; (4) the percent and number of students enrolled in remedial courses and the number of students exiting remedial courses and successfully completing entry-level curriculum courses; (5) the percent of graduate and upper division undergraduate students participating in sponsored research programs; (6) placement data on graduates. (November 30, 2017)

OPR: Institutional Research

CHE Annual Reporting for Faculty

December Back to Top

Program Participation Agreements and IPEDS

20 U.S.C. § 1094(a)(17); 34 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50

As part of the program participation agreements signed in connection with financial aid, an institution must complete surveys conducted as a part of the Integrated Postsecondary Education Data System (IPEDS) or any other Federal postsecondary institution data collection effort, as designated by the Secretary, in a timely manner and to the satisfaction of the Secretary. Filing the required IPEDS forms also fulfills certain reporting requirements under Titles VI and VII and the ADA.

Method of Transmittal: Reporting IPEDS

OPR: Director of Financial Aid

Secondary OPR: Institutional Research

Program Participation Agreements and IPEDS

Integrated Postsecondary Education Data System

Animal Welfare Act

9 CFR § 2.36

If live animals are used by the institution in research, tests, experiments or for teaching, then the part of the institution responsible for the research must submit an annual report to the AC Regional Director for the state where the institution is located on or before December 1 of each calendar year. The report shall be signed by the CEO of Institutional Official and shall cover the previous fiscal year.

OPR: Academic Affairs

Animal Welfare Act

Animal Care and Use

Preparing Annual Reports

U.S. Tax Code: Withholding Exemption Certificates

26 C.F.R. § 31.3402(f)(2)-1(c)(3).

The employer is required to request a withholding exemption certificate from each employee, but if the employee fails to furnish such certificate, the employer shall consider that employee a single person claiming no withholding. On or before December 1 of each year, every employer should request of each employee a newly completed withholding exemption certificate for the ensuing calendar year.

OPR: Financial Services

Secondary OPR: Human Resources

U.S. Tax Code: Withholding Exemptions Certificates

Internal Revenue Code: Tuition Payment Credit Reporting Requirements

26 CFR § 1.6050S-3 and 26 C.F.R. § 301.6109

If the institution does not have a record of the individual's correct TIN, then it must solicit the TIN on or before December 31.

OPR: Financial Services

Internal Revenue Code: Tuition Payment Credit Reporting Requirements

OTHER Back to Top

Immigration and Naturalization Act

Student Exchange Visitor Information System (SEVIS)

[67 FR 34862; 8 CFR §214.3 and 214.4]

The Student and Exchange Visitor Program (SEVP) acts as the bridge for varied government organizations that have an interest in information on foreign students. Via SEVIS, the University must keep the following information and records relating to each F-1 or M-1 student to whom it has issued a Form I-20A or I-20M while the student is attending: 1) Name; 2) date and place of birth; 3) country of citizenship; 4) current residential address; 5) current academic status; 6) date of commencement of study; 7) degree program and field of study; 8) whether the student has been certified for practical training, and the beginning and end dates of certification; 9) termination date and reason; 10) number of credits completed each semester; 11) photocopy of the student's I-20 ID. the University also must keep a record of having complied with the reporting requirements for at least one year. NOTE: When implemented, SEVIS II will require increased tracking and monitoring of certain non-immigrants during approved participation in the U.S. education system or designated exchange visitor programs.

OPR: Director of Multi-Cultural Affairs

Secondary OPR: Admissions

Tertiary: Office of the Registrar

Student and Exchange Visitor Program

Enhanced Border Security and Visa Entry Reform Act of 2002

Public Law [107-173]

Registration: As the required means by which the University must maintain and submit information on foreign students, the University must be certified to use and to register on the Student and Exchange Visitor Information System (SEVIS), and must submit Form I-17 and pay a fee. Documentation: (See related entry for Immigration and Naturalization Act,SEVIS). Compliance Review: INS conducts a periodic review every 2 years for compliance with the documentation and reporting requirements. Reporting: the University must report to DHS within 30 days after the deadline for class registration or scheduled participation in a visitor program if the student or visitor has not enrolled or commenced participation.

Institutional Compliance Review

Section 502 requires the INS to conduct a review every two years of all the institutions approved to receive F, J or M nonimmigrants to determine whether they are in compliance with all record keeping and reporting requirements. State is required to conduct a similar review every two years of all entities designated to sponsor J nonimmigrant exchange visitors. The penalty for noncompliance is suspension for at least one year or termination, at the discretion of the INS Commissioner or the Secretary of State, of the institution or entity’s authorization to receive F, J or M nonimmigrants.

OPR: Multicultural Affairs

Secondary OPR: Admissions

Tertiary OPR: Office of the Registrar

Enhanced Border Security and Visa Entry Reform Act

Hazardous Waste Reporting

[40 CFR §372.1 et seq.; DC Code Title 8, Subtitle C, Chapter 13, Subtitle I, §8-1301 et seq.]

(Only entities w/ 10 or more employees and a Standard Industrial Classification (SIC) Major Group Code per 40 CFR §372.22 are covered by this reg). If covered, the University must: 1) For each toxic chemical manufactured, processed, imported, processed, or used at the facility above an applicable threshold quantity (per §§372.25, 372.27, or 372.28) for a calendar year, submit EPA Form R to the EPA and State where the facility is located; and 2) if required to file Form R with DC, also submit a Source Reduction Plan to DC's Mayor every 4 years.

OPR: Director of Environmental Health and Safety

Hazardous Waste Generator Summary

Hazardous Waste Report

Residential Lead-Based Paint Hazard Reduction Act of 1992

Lead Based Paint Poisoning in Certain Residential Structures

[42 USC §4852d; 40 CFR §745.100 et seq.]

Lead-paint Activity: When performing any lead-based paint inspection, hazard screen, risk assessment or abatement, an EPA-certified inspector must perform that activity in accordance with the testing, sampling and remediation requirements of this section, and must prepare a report detailing the required steps undertaken for the activity. All such reports must be maintained by the certified individual for 3 years. Notification: Annually, the University must provide an EPA-approved lead hazard information pamphlet, and disclosure of any known lead-based paint or hazards, to lessees of housing built prior to 1978 unless the housing is a “0-bedroom dwelling” such as a dormitory.

OPR: Director of Environmental Health and Safety

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Use with the permission of and adapted from the Catholic University of America Compliance Calendar on the CUA Office of General Counsel website as well as other reference doucments.

 

For additions and questions, contact the Office on Institutional Compliance (OIC) AT (843) 953-2667 OR This email address is being protected from spambots. You need JavaScript enabled to view it.

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