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Reporting, Disclosure, and Filing Calendar

As part of the program participation agreements signed in connection with financial aid, the college 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 of Education. Surveys are to be completed 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.  These surveys are reflected below in the appropriate month. 20 U.S.C. § 1094(a)(17); 34 C.F.R. § 100.6; 29 C.F.R. §§ 1602.48-50

This calendar highlights import reporting deadlines for institutions of higher education. While most reports listed below are in accordance with state or federal requirements, this calendar also reflects reports submitted as part of institutional best practice or consortial obligation (denoted by asterisk).

Colorado Department of Higher Education Request for Payment (Financial Aid)

Used by local district colleges, area vocational-technical schools, private institutions and proprietary schools in Colorado. Collects data on financial aid funds aid by type and amount utlized and committed. Due to the Department of Education in January.  

American Association of Uuniversity Professors (AAUP) Faculty Compensation Survey*

Collects salary and benefit data for full-time faculty by gender and rank as well as percent change from prior year. Due to AAUP early to mid-January

Wage and Tax Statements (W-2 Forms) (26 CFR §31.6051-1)

By January 31st of the year succeeding the calendar year in which wages were paid to an employee, the institution must prepare and send to each employee and the IRS Form W-2s.

Tuition Payment Credit Reporting (26 U.S.C. §6050S’ 26 CFR 1.6050S-2T)

Under IRC 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. 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 31st 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.

Student Loan Interest Reporting (26 U.S.C. §6050S)

As a participant in the Perkins Loan Program, the institution must provide statements to all persons who made student loan interest payments on or before January 31st 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.

Annual Return of Withheld Federal Income Tax (Form 945)

Due January 31st but can be filed February 10th if deposits were made on time in full payment of taxes for the year.

Form 1099 – Miscellaneous Income (Recipient)

Return filed to reflect miscellaneous income, distributions from pensions, annuities, retirement or pension plans, and other sources. Reporting to the recipient is due January 31st: reporting to the IRS is due March 31st.

College and University Professional Association for Human Resources (CUPA-HR) Faculty in Higher Education, Administration in Higher Education, Professionals in Higher Education, Non-Exempt Staff in Higher Education Salary Surveys*

Set of four reports due to CUPA-HR in mid-to-late January.

Fringe Benefits (26 U.S.C. § 132)

Any property or service (or cash under certain circumstances) provided to an employee in addition to or in lieu of regular wages will be a taxable fringe benefit to the employee, unless specifically excluded by statute. Any fringe benefit is taxable and must be included in the recipient's pay unless the law specifically excludes it. Must report the actual value on Forms 941 (or Form 944) and W-2. The employer can use a separate Form W-2 for fringe benefits and any other benefit information. The actual value of fringe benefits provided during a calendar year (or other period as explained under special accounting rule) must be determined by January 31st of the following year.

Reporting of Foreign Donations (Higher Education Opportunity Act Title VI, Sec. 628(a)-(b))

Section 1011(f) mandates that, whenever schools are owned or controlled by a foreign source, or receive a gifts from or enters into contracts with a foreign source totaling more than $250,000 within a calendar year, the school shall file a disclosure report with the Secretary of Education. By January or July 31st of each year, whichever is sooner depending on the time of the gift, the college must file a disclosure report about any contribution from a foreign entity (whether a foreign government or private sector or foundation) received by a program or center that is a recipient of Title IV funds. Criteria for disclosure are that the amount of the contribution (including cash and the FMV of any property) is greater than $250,000 and all or a significant portion of the contribution will be used by the program or center.

Mandatory Reporting of Greenhouse Gases (Public Law No. 110-161)

Effective December 29, 2009, and implemented under the Environmental Protection Agency’s (EPA) powers under the Clean Air Act, the rule requires that the institution submit an annual report on greenhouse gas emissions. Gases covered by the rule include carbon dioxide (CO2), methane (CH4), nitrous oxide (N2O), hydro fluorocarbons (HFC), per fluorocarbons (PFC), sulfur hexafluoride (SF6) and other fluorinated gases and hydro fluorinated ethers. Due mid-February

U.S. Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Student Financial Aid Survey

Section 101 of the Higher Education amendments of 1965 (P.L. 105-244) requires that NCES collect the following information about undergraduate students from institutions of higher education: tuition and fees, cost of attendance, the average amount of financial assistance received by type of aid, and the number of students receiving each type. Section 1 of SFA collects financial aid data for undergraduate students. Additional data are collected for full-time, first-time degree/certificate-seeking undergraduate students to calculate the annual average net price of college attendance in accordance with the Higher Education Act of 1965, as amended. Section 2 of SFA collects military servicemembers and veteran’s benefits (DoD Tuition Assistance Program and VA Post 9/11 GI Bill) for undergraduate and graduate students. Due annually in mid-February.

U.S. Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Admissions

Collects basic information on the selection process including: Requirements for admission; Admissions yields; Test scores (for institutions where test scores are required). Due annually in mid-February.

U.S. Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Outcome Measures

The Outcome Measures component collects outcomes data from degree-granting institutions on 4 degree/certificate-seeking student cohorts (full-time, first-time; part-time, first-time; full-time, non-first-time entering; and part-time, non-first-time entering students). For each of the 4 cohorts, the component collects a status update 8 years after the cohort enters the institution using the following categories: Received award; Did not receive award, Still enrolled at reporting institution; Did not receive award, subsequently enrolled at another institution; Did not receive award, subsequent enrollment status unknown. Due annually in mid-February.

Colorado Department of Education - SURDS Calendar-Year Enrollment

The Enrollment File includes all students enrolled in courses creditable toward a degree or other formal award. Also reports students enrolled in courses that are part of a vocational or occupational program, including those enrolled in off campus centers, as well as high school students taking college-level courses for credit. The population reported is not limited to students whose credit hours are included in official FTE reports. The file is collected annually from each private post­secondary education institution. Due to CCHE mid-February

Student Loan Interest Reporting - IRS (26 U.S.C. § 6050S; 26 CFR 1.6050S-3)

Under IRC 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 on Form 1098-E which must be filed with the IRS on or before February 28th, or March 31st if filed electronically. The required statement to all persons who made student loan interest payments must be sent to the payor on or before January 31st 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. As a participant in the Perkins Loan Program, the college must report student loan interest payments to the IRS. This is done by filing Form 1098-E on or before February 28th (hard copy), or March 31st (electronic).

Tuition Payment Credit Reporting Requirements (26 U.S.C. § 6050S; 26 CFR 1.6050S- 2T)

The college must file Form 1098-T with the IRS by February 28 (hard copy) or March 31 (electronic filing) of the year following the calendar year during which payments were received.

Reporting of Payments of Royalties - IRS (20 U.S.C. § 6041; 26 U.S.C. § 6050N)

Those who make payments to attorneys aggregating $600 or more per calendar year in connection with legal services must file an information return for such payments. This requirement applies whether or not the services were performed for the payor, so for example, if the university was a defendant in a lawsuit, and was required to pay attorney’s fees, this rule would apply. The filer must also provide to the attorney a written statement of the information required to be included on the return. Note that employers must report entire settlement amounts, including the amount paid to the attorneys, as income to the plaintiff, and also prepare a Form 1099 reporting the amount paid to the attorneys as income to the attorneys. Annual reporting is required for payments: Of $400 or more made for non-payroll purposes; Of $10 or more made for royalties; and made to attorneys not performing services under a contract with the university. Reporting is done on Form 1099-MISC. Deadline for reporting to the IRS is February 28th.

Transmittal of Wage and Tax Statement (26 CFR § 1.6041-2)

The requirement of the college to file a Statement of Wage and Taxes (W-2) with the IRS creates a requirement for the college to file Transmittal of Wage and Tax Statement (W-3). The W-3 is filed with the Social Security Administration along with copies of each W-2. The college must file February 28th (hardcopy) or March 31st (electronic).

Association for the Advancement of Sustainability in Higher Education, Sustainability Tracking, Assessment and Rating System (STARS) Report*

The Sustainability Tracking, Assessment and Rating System is a self-reporting framework for colleges and universities to measure their sustainability performance. Incorporating the full spectrum of colleges and universities, STARS encompasses long-term sustainability goals for already high-achieving institutions as well as entry points of recognition for institutions that are taking first steps toward sustainability. Generally due late February.

Student Loan Interest Reporting (26 U.S.C. § 6050S; 26 CFR 1.6050S-3 and 26 CFR 1.6050S-4T)

Having provided required statements to all persons who made student loan interest payments in January, in March, the college reports student loan interest payments to the IRS on or before March 1st (hard copy) or March 31st (electronic).

PHS Annual Report on Possible Research Misconduct (42 C.F.R. PART 93.302)

The college currently has not applied for or received a grant or cooperative agreement under Public Health Research (PHS), however, it files the PHS Annual Report on Possible Research Misconduct with the Office of Research Integrity (ORI) between January 1st and March 1st.

Higher Education Data Sharing Consortium (HEDS) Starting Salaries Survey*

Rolling dates after December 1st. Final due mid-March.

Institute of International Education’s (IIE) Open Doors International Student Census*

Collects data on all non-immigrant students who were enrolled at CC or pursuing post-completion Optional Practical Training in the U.S. during the preceding Fall term, e.g. the report due in March 2015 collected data for the Fall 2014 term, including new vs. continuing student enrollments, and international students’ academic level, enrollment status, visa type, gender, marital status, primary source of funds, field(s) of study, and place of origin. Due on or around March 15th.

Form 1042/1042-S Filing and Information Returns(26 USCS § 871; 26 CFR 1.146-1)

The college uses Form 1042-S to report all non-employee payments to non-resident aliens and payments to non-resident employees who claim exemptions from federal income taxes due to a tax treaty. The form is due to the IRS and to each recipient by March 15th of the calendar year following the year in which the income was paid.

Form 1099 – Miscellaneous Income

Return filed to reflect miscellaneous income, distributions from pensions, annuities, retirement or pension plans, and other sources. Reporting to the recipient is due January 31st: reporting to the IRS is due March 31st.

Transmittal of Wage and Tax Statement - electronic (26 CFR § 1.6041-2)

The requirement of the college to file a Statement of Wage and Taxes (W-2) with the IRS creates a requirement for the college to file Transmittal of Wage and Tax Statement (W-3). The W-3 is filed with the Social Security Administration along with copies of each W-2. The college must file February 28th (hardcopy) or March 31st (electronic).

Tuition Payment Credit Reporting Requirements - electronic (26 U.S.C. § 6050S; 26 CFR 1.6050S- 2T)

The college must file Form 1098-T with the IRS by February 28th (hard copy) or March 31st (electronic filing) of the year following the calendar year during which payments were received.

Employer Report of Special Wage Payments (SSA-131)

Report of payments made from nonqualified deferred compensation plan or 457 plan in the same year that the employee makes a deferral. Due to April 1st.

Higher Learning Commission Annual Update

HLC requires each member and candidate institution to provide an update, including on organizational health, through the Institutional Update, as a requirement for maintaining accreditation or candidacy with HLC. Some information is collected and monitored in compliance with Federal requirements. Collects data on enrollement changes, degrees awarded, full-time faculty, student default rates, graduation and persistence, campus information, contractual agreements, and composite financial index. Certain indicators of organizational health (financial and non-financial) are reviewed to determine whether there are any trends that suggest HLC follow up. Due annually to NCA in early-April

National Association of College and University Business Officers (NACUBO) Student Financial Services Benchmarking Study*

Examines student financial services operations including structuring, unpaid balances, student accounts in collections, payment channels and methods, student refunds, third-party billing, and staffing and financial services operating budget. Due to NACUBO mid-to-late-April.

Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Academic Libraries

The Academic Libraries component collects basic information on library collections, expenditures, and services for degree-granting postsecondary institutions. Data collected include: Counts of books, media, and database collection held in the physical and digital/electronic form; and Library expenditures on salaries/wages, materials/services, and operations/maintenance. Institutions with annual library expenditures less than $100,000 are only required to report collections information. Due annually in mid-April.

Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Human Resources

Collects data on employees by primary occupational activity, faculty status, full and part time; Full-time instructional staff by academic rank, gender, and contract length/teaching period; Total salary outlay and number of months covered, by academic rank and gender annually; Full-time and part-time employees by primary occupational activity, race/ethnicity and gender and New hires by primary occupational activity, race/ethnicity and gender required biannually. Due to NCES mid-to-late-April

Department of Education,Integrated Post-Secondary Education Data System (IPEDS) Fall Enrollment

Fall enrollment data are collected for all students enrolled in credit-bearing courses/programs which could potentially lead to awards ranging from postsecondary certificates of less than 1 year to doctoral degrees. Data collected include the number of full and part-time students enrolled in the fall by level, race/ethnicity, and gender; Residence and high school graduation status of first time, first-year students (in even years); Age of students (in odd years); Cohort numbers to compute retention rates; Student-to-faculty ratio. In even-numbered years, four-year institutions are also required to provide enrollment data by level, race/ethnicity, and gender for 9 selected fields of study for the Office for Civil Rights. Due annually to NCES mid-to-late-April

Department of Education,Integrated Post-Secondary Education Data System (IPEDS) Finance

This component collects data related to the financial condition of the institution. Data collected include: Revenues by source (e.g., tuition and fees, government grants and contracts, private gifts); Expenses by function (e.g., instruction, research, academic support, institutional support); Assets and liabilities; Scholarships and fellowships. Different formats are used based on the institution’s accounting standards (GASB or FASB). Due annually to NCESmid-to-late-April

Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Graduation Rates (150%)

Graduation rates data are collected for full-time, first-time degree and certificate-seeking undergraduate students. Data collected include: Number of students entering the institution as full-time, first-time degree or certificate-seeking students in a particular year (cohort), by race/ethnicity and gender; Number of students completing their program within a time period equal to one and a half times (150%) the normal period of time; and Number of students who transferred to other institutions. This survey was developed to help institutions comply with requirements of Student Right-to-Know. Due annually to NCES mid-to-late-April.

Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Graduation Rates (200%)

Graduation rates data are collected for full-time, first-time, degree- and certificate-seeking undergraduate students. Numbers of students who completed within their program’s normal time to completion, 150% of normal time, and 200% of normal time are used to calculate the graduation rates. This survey was developed to fulfill requirements in the Higher Education Opportunity Act of 2008. Due annually to NCES mid-to-late-April

Colorado Commission on Higher Education Utilization Report (Financial Aid)

Collects data regarding state financial aid funds aid by type and amount utlized and committed. If neccessary, The Department will transfer the balance of the financial aid allocation to the institutions who submit the April Utilization Report. The final transfer will occur after DHE has reviewed the financial aid utilization report. Due to the Colorado Commission on Higher Education annually on April 15th.

Teacher Education Program Reporting Requirements: Higher Education Opportunity Act (Public Law No. 110-315); Title II Reporting System (IPRC)

Section 488: Requires each institution to disclose information about any plans to improve the academic program to current and prospective students on an annual basis. Section 497: Provides to institutions of higher education an adequate opportunity to review and respond to any program review report and relevant materials related to the report before any final program review report is issued. Section 206: Requires institutions of higher education (IHE) to set goals for preparing teachers in shortage areas including math, science, special education and ELL. IHEs must also assure the Secretary of Education that they are preparing general education teachers to teach children with special needs, preparing special education teachers in content areas, preparing teachers that will meet the needs of local education areas (LEAs) and states where graduates are likely to teach, preparing teachers to meet the needs of K-12 schools, preparing teachers for urban and/or rural schools as applicable. The college must report annually to the State of Colorado the pass rate on state teacher certification examinations taken by its graduates. The reporting deadline is April 30th

Higher Education Data Sharing Consortium (HEDS) Actionable Applications Survey*

Rolling dates after January 1st . Generally due by late May or early June.

Higher Education Data Sharing Consortium (HEDS) Tuition and Fees Survey*

Includes data on the institution's tuition and fees, room and board average expenditures for the upcoming academic year. Rolling dates after January 1st . Generally due by late May or early June.

Institute of International Education Open Doors International Scholars Survey

Collects data on all non-immigrant scholars who were sponsored or employed by CC during the preceding year, including the scholars’ visa status, sex, primary function (e.g. research, teaching, both research and teaching, other, etc.), major field of specialization, and place of origin. Due annually in mid June.

Colorado Department of Education Final Request for Payment (Financial Aid)

Used by local district colleges, area vocational-technical schools, private institutions and proprietary schools in Colorado. Collects data on financial aid funds aid by type and amount utlized and committed. Due June 15th to the Colorado Commission on Higher Education.

Foreign Bank Accounts and Tax Filings (FBAR)(31 U.S.C. 5314(a))

The FBARs prepared by Colorado College are ones in which individuals have signature authority but no financial interest. The form TD F 90.22-1 is to be completed by the college by June 30th of the year following the year in which there was signatory or other authority, or a monetary interest in foreign financial accounts exceeding $10,000 at any time during the calendar year.

Voter Registration Provision (20 U.S.C. §1094(a)(23)(A))

The state of Colorado has a voter registration requirement. So, this law applies and requires the college to either to make voter registration forms widely available to students 120 days prior to the deadline for registering to vote or to provide a message devoted exclusively to the topic of voter registration (including an internet address where voter registration forms can found).

The Student Right to Know Law: Report on Completion or Graduation Rates for Student Athletes (20 U.S.C § 1092; 34 CFR §§ 668.41 and 668.48)

By July 1st of each year, (Since the college offers athletically related student aid), it must submit a report to the Secretary of Education that covers the 1-year period ending August 31 of the previous year. As a member of the NCAA, the NCAA’s compilation and distribution of graduation rate statistics satisfies the college’s responsibility to provide prospective student-athletes and their parents, high school coach and guidance counselor its report on completion or graduation rates for student athletes.

Higher Education Data Sharing Consortium (HEDS) Deposits Survey*

Rolling dates after May 1st. Final due July 1st

Toxic Substances Control Act (15 USCS §2607; 40 CFR 761.180)

Regulates the use and disposal of certain chemicals, including PCBs used in electrical transformers. Must comply with regulations concerning use, service, storage, and disposal of transformers containing PCBs. The Act requires the identification, inventory, marking and quarterly inspection of PCB transformers. A written annual document log of the disposition of polychlorinated biphenyl (PCB) 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.

Colorado Department of Education Fiscal Report of Expenditures (Financial Aid)

Due July 15th to the Colorado Commission on Higher Education.

U.S. Department of State J-1 Exchange Visitor Program Sponsor Annual Report Student -Exchange and Visitor Information System (SEVIS); 22 C.F.R. § 62.1567 Fed. Reg. 34,862

Due July 15th. All J-1 sponsors must submit an annual report to the Department of State, generated from SEVIS and a narrative report. The report provides information to the U.S. Department of State about CC’s J-1 Exchange Visitor Program activities for the prior academic program reporting cycle (July 1st – June 30th), including: the total number of J-1 principal alien and J-2 dependent records created for each J-1 program category, the number of Forms DS-DS2019 used during the reporting period, the record statuses of all J-1 records for the reporting period, and a program evaluation narrative statement that: summarizes our exchange program activities and evaluates our program effectiveness, highlights new directions, trends or significant changes in our exchange program, describes the nature and extent of the reciprocity occurring in our exchange program, summarizes the cross-cultural activities provided to CC’s exchange visitors, notes any difficulties we are having that are working against the quality and quantity of exchange in our program, and identifies the number of staff used to administer our exchange program.

Employee Retirement and Income Security Act (ERISA)(29 USC § 1024; 29 CFR § 2520.104a-5; 29 CFR § 2520.104b-10)

Sets minimum standards for participation, vesting, benefit accrual and funding pension plans. Requires employers to regularly provide participants with information about the plan including information about plan features and funding. Requires accountability of plan fiduciaries and gives participants the right to sue for benefits and breaches of fiduciary duty. 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.The administrator of the University’s employee benefit plan must file IRS Form 5500 by the last day of the seventh month after the plan year ends (July 31st for a calendar-year plan).The administrator of the college’s employee benefit plan must file a form 5500 by July 31st (210 days after the end of the plan year (plan year and calendar year are the same for the college).

Reporting of Foreign Donations (Higher Education Opportunity Act Title VI, Sec. 628(a)-(b))

By January or July 31st of each year, whichever is sooner depending on the time of the gift, the college must file a disclosure report about any contribution from a foreign entity (whether a foreign government or private sector or foundation) received by a program or center that is a recipient of Title IV funds. Criteria for disclosure are that the amount of the contribution (including cash and the FMV of any property) is greater than $250,000 and all or a significant portion of the contribution will be used by the program or center.

Annual Registration Statement Identifying Separated Participants with Deferred Vested Benefits (Form 8955-SSA)

Due July 31st.

Colorado Department of Education Student Unit Record Data System (SURDS) Educator Preparation File

Pursuant to Colorado Revised Statute §23-1-121(4)(c), the Colorado Department of Higher Education (DHE) shall work cooperatively with each institution of higher education that offers an educator preparation program to obtain any data requested by the department. The Department of Higher Education uses this data to prepare a report to the House and Senate Education Committees on enrollment in and review of educator preparation programs in Colorado and to link Colorado educators to the preparation program from which they graduated as part of the new Educator Identifier System (C.R.S. §22-68.5). Due annually to the CDHE in mid-August.

Colorado Department of Education Student Unit Record Data System (SURDS)Degrees Granted File

Collects information on all degrees and other formal awards conferred by Colorado postsecondary education institutions and approved by the commission. The Degree File is the system for reporting all students enrolled in Colorado postsecondary education institutions who have received a certificate, degree, or other formal award signifying the completion of a program. The file is the official source of completions data for public postsecondary education in Colorado. data is used to provide information on the numbers and types of degrees conferred in Colorado postsecondary education institutions and the types of students who receive these degrees as well as generate a yearly data report on the number of degrees granted, calculate graduation rates for the Quality Indicator System, and complete projections for the program approval process and productivity statistics for program discontinuation. Due annually to CDHE mid-August.

Mandatory Reporting of Greenhouse Gases Public Law No. 110-161

Effective December 29, 2009, and implemented under the Environmental Protection Agency’s (EPA) powers under the Clean Air Act, the rule requires that the institution submit an annual report on the institution greenhouse gas emissions. Gases covered by the rule include carbon dioxide (CO2), methane (CH4), nitrous oxide (N2O), hydro fluorocarbons (HFC), per fluorocarbons (PFC), sulfur hexafluoride (SF6) and other fluorinated gases and hydro fluorinated ethers. The institution must submit an annual report on its greenhouse gas emissions. Generally reported mid-August

Resource Conservation and Recovery Act (42 U.S.C. §§ 6901-6992k; 40 C.F.R. § 98.25040 C.F.R. § 260)

Gives the EPA authority to control hazardous waste – generation, transportation, treatment, storage and disposal. If the institution is a hazardous waste generator it must: Certify there is a program in place to reduce quantity and toxicity of waste to the degree economically practicable; Establish record-keeping practices for waste generated; Use appropriate containers and labeling practices for storage, transport or disposal, and use a manifest system.If the institution is a small quantity generator, it must provide to the EPA every year setting out quantities and nature of waste generated, how disposed, efforts to reduce volume and toxicity, and changes in volume and toxicity achieved. Underground Storage Tank training must be conducted every 7 years. Underground Storage Tank annual registration and postings required by September 1st of each year.

National Collegiate Athletic Association (NCAA) Division III Financial Aid Report

The NCAA Division III membership adopted 2004 NCAA Convention Proposal No. 56, which established an annual electronic reporting process that requires all institutions to compare the financial aid packages of freshmen and transfer student-athletes with the aid packages of other freshmen and transfers. This program is rooted in NCAA Division III Bylaw 15 which not only prohibits financial aid where athletics participation, leadership, performance and ability are considered, but also establishes the equitable treatment and consistent financial aid packaging of athletes and other students as an expectation. To meet NCAA requirements, a data file containing the required information is submitted electronically to the NCAA for a systematic review. The final submission file contains final financial aid package data on all full-time, first-time students entering the institution in the academic year requested. A student-athlete is an individual listed on the institution's official roster on or after the first scheduled contest or date of competition in the NCAA championship segment.Due September 15th to the NCAA.

Colorado Department of Higher Education Request for Payment (Financial Aid)

Used by local district colleges, area vocational-technical schools, private institutions and proprietary schools in Colorado. Collects data on financial aid funds aid by type and amount utlized and committed. Due September 15th to the Colorado Commission on Higher Education.

Annual FERPA Disclosure to Students (20 U.S.C. § 1232g; 34 C.F.R. § 99)

The institution must provide students the right to inspect their education records and obtain written consent to release the records to anyone other than school officials, authorized government personnel, in connection with financial aid, in an emergency, or for other specifically-allowed purposes. 20 U.S.C. § 1232g(e); 34 C.F.R. § 99.7 and 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. Sent to students concurrent with fall or spring registration (whichever comes first for the student). Due early to mid-September.

National Association of College and University Business Officers (NACUBO) Communfund Study of Endowment*

Due to NACUBO late-September to mid-October.

Fiscal Operations Report & Application to Participate (FISAP)

Fiscal Operations Report and Application to Participate (FISAP) reports cover the institution's fiscal operations and request for future funding for Title IV Federal campus-based funds (SEOG, Perkins Loans, Work-study, and Federal Pell Grants. Due by October 1 each year. To provide Federal Supplemental Educational Opportunity Grant (FSEOG)  grants to exceptionally needy undergraduate students the institution must: 1) Sign a Participation Agreement with ED; 2) maintain funds in accordance with 34 C.F.R. § 668.163; 3) maintain an internal control system so no office can both authorize and disburse payments; 4) maintain program and fiscal records; 5) contribute at least 25% of each grant; 6) limit and account for carry-forwards or carry-backs of funds; 7) follow the eligibility requirements and selection criteria set forth by ED; and 8) submit a Fiscal Operations Report and Application to Participate (FISAP) report each year. The institution may not transfer FSEOG funds to any other program. HEOA now allows the institution to transfer 25% of FSEOG to Federal Work Study. Due October 1st to the Department of Education.

Council for Aid to Education (CAE) Voluntary Support of Education Survey*

Collects data on outright and deferred giving, donor totals, and other data pertaining to fundraising by colleges and universities. Due to CAE early-October.

Campus Safety Annual Report and Fire Safety Report (Cleary Act 20 U.S.C. §1092(f); HEOA (Public Law No. 110-315; 20 U.S.C. § 1092)

As an institution receiving federal financial aid, the University must keep information on campus security policies and campus crime statistics on and near its respective campuses and provide an annual report (including crime statistics, security measures and policies, and where crimes should be reported) to all students, employees, and the Department of Education. Under the Clery Act, statistics on incidents of domestic violence, dating violence and stalking, and reportable hate crimes that are reported to campus security authorities or local police agencies must also be reported; Institutions are also required to report and make public an annual fire safety report, including the installation of fire detection and prevention technologies in student housing, dormitories, and other buildings. Requires institutions to implement procedures for managing reports of missing persons and notify on-campus residing students to that the institution is required to notify a parent or guardian 24 hours after the time that the student is deemed to be missing. All aspects are combined in to the annual security report. The annual security report must also be submitted to the Secretary of Education each year, by October 15th.

Drug and Alcohol Prevention Program (Annual Notification) - Drug Free Schools and Communities Act (20 U.S.C. § 1011i)

The Drug-Free Schools and Campuses Act requires institutions receiving federal financial assistance to provide materials to students and to employees on (1) the standards of conduct that clearly prohibit illicit drugs and alcohol; (2) legal sanctions; (3) health risks associated with the use of illicit drugs and the abuse of alcohol; (4) drug or alcohol counseling, treatment, or rehabilitation available; (5) sanctions that Colorado College will impose for violations of the college’s Drug Free Campus and Workplace Policy. 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.

Campus Sex Crimes Prevention Act (§ 1601 of the Victims of Trafficking and Violence Protection Act of 2000) (Public Law No. 106-386 (Title VI); 34 C.F.R. § 668

The Campus Sex Crimes Prevention Act requires sex offenders, who must register under state law, to provide notice of enrollment or employment at any institution of higher education (IHE) in that state where the offender resides, as well as notice of each change of enrollment or employment status at the IHE. In turn, this information will be made available by the state authorities to the local law enforcement agency that has jurisdiction where the IHE is located. Institution must issue a statement advising the campus community on where information concerning registered sex offenders can be obtained. Notification may be accomplished by adding the statement to the Annual Security Report required by the Campus Security Act. Suggested deadline of October 1st of each year to coincide with the Annual Security Report.

Colorado Department of Education Student Unit Record Data System (SURDS) Financial Aid File and Signed Verification

The primary purpose of this file is to collect the most complete data possible about student aid awards for a fiscal year. Include all students who are enrolled with a FAFSA on file and applied for (even if the student has not received aid) or received aid (even if the student has not applied for aid). Student aid includes all need-based aid, non-need based aid, merit awards, loans, and any other forms of aid. Due mid-October to the Colorado Commission on Higher Education.

U.S. Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Institutional Characteristics Survey

Data collected in the Institutional Characteristics survey provide general information about the institution. Data collected include: Institution address, telephone number, and website; Educational offerings and mission statements; Control/affiliation, award levels, and calendar system; Student charges, including tuition and required fees and room and board charges for institutions with full-time, first-time degree/certificate-seeking undergraduate students. Due annually to NCES mid to late-October.

U.S. Department of Education, Integrated Post-Secondary Education Data System (IPEDS) Completions

Completions data are collected for award levels ranging from postsecondary certificates of less than 1 year to doctoral degrees. Data collected include: Degree completions by level and other formal awards by length of program, by race/ethnicity and gender of recipient, and by program (6-digit CIP code). Beginning in 2012, IPEDS begin collecting data on the number of completers at an institution by gender, by race and ethnicity, and by age. These data are collected at the total as well as by award level. IPEDS also collects information on the number of students receiving degrees with double majors by 6-digit CIP code (for the second major) and by race/ethnicity and gender of recipient. Due to annually NCES mid to late-October.

U.S. Department of Education, Integrated Post-Secondary Education Data System (IPEDS) 12-Month Enrollment

12-month enrollment data are collected for undergraduate and graduate levels. The 12-month reporting period is July 1-June 30. Data collected/calculated include: Unduplicated headcounts by level of student and by race/ethnicity and gender, Instructional activity (contact or credit hours); and Full-time equivalent (FTE) enrollment (calculated based on instructional activity). FTE is used in computing expenses by function per FTE and revenues per FTE, which are reported on the IPEDS Data Feedback Report. Due to NCES mid to late-October.

Institute of International Education Fall International Student Enrollment Snapshot Survey

The purpose of this survey is to obtain quick and early feedback on CC’s international student enrollment trends so far for the current academic year (based on registration data for the current Fall term), including total international student enrollments, total NEW international student enrollments, institutional changes and other economic factors that were the major reason(s) for the increase or decline (as applicable) in the total number of international students enrolling at CC for the first time, and international students’ country of origin. The survey also collects information about student recruitment and internationalization efforts on the CC campus. Due annually mid-October..

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 October 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, (i.e., no later than October 30th of each year) the school must submit the report to the Secretary of Education. Through its participation in Title IV programs and its coeducational status, no later than Oct 15th, the college must make available (on request) to enrolled students, prospective students, and the public, the report (for the preceding year) that includes information (including but not limited to a listing of varsity teams, number of participants by team, operating expenses attributable to teams, funds spent on athletically related student aid, ratio of athletically related student aid awarded to male athletes to athletically related student aid awarded to female athletes). Within 15 days of making the report available to students, prospective students, and the public Oct. 30th, the college must submit the report to the Secretary of Education.

Drug and Alcohol Prevention Program (Biennial Review)

In accordance with the Drug Free Schools and Campuses requirements (amended by the Higher Education Opportunity Act), the college will assess the Drug and Alcohol Program that it has established. This review will allow the college to determine the effectiveness of its program and also determine the number of drug and alcohol-related violations and fatalities that occur on campus or as part of the college’s activities. In keeping with the Department of Education’s recommendation, the review will be conducted in even numbers years and focus on the two prior academic years.

Return of Organization Exempt from Income Tax (Form 990)(26 U.S.C § 6033)

As a tax exempt organization that is not eligible for a statutory exception, the college 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 college’s fiscal year end is June 30th, the return is due November 15th of each year.

Colorado Commission on Higher Education Mid-Year Utilization Report (Financial Aid)

Collects data regarding state financial aid funds aid by type and amount utlized and committed. If necessary, a request for adjustment to decrease the total amount of financial aid allocation for a particular financial aid program (e.g., Need-based, Merit, Work-Study) may occur. The Department will transfer the balance of the financial aid allocation to the institutions who submit the April Utilization Report. Due November 15th to the Colorado Commission on Higher Education.

National Association of College and University Business Officers (NACUBO) Tuition Discounting Study*

Due to NACUBO late-November.

Animal Welfare Act (7 U.S.C. §§ 2131-2159; 9 C.F.R. §§ 1-4)

9 C.F.R. § 2.36: Each reporting facility shall submit an annual report to the AC Regional Director for the State where the facility is located on or before December 1 of each calendar year. AC Regional Director means a veterinarian or his designee, employed by the U.S. Department of Agriculture Animal and Plant Health Inspection Service (APHIS), who is assigned by the Administrator to supervise and perform the official work of APHIS in a given state or states. Governs the treatment of animals used for research: dogs, cats, monkeys, guinea pigs, hamsters, and other warm-blooded animals.