Compliance Calendar

Higher education is a highly regulated endeavor. As an institution of higher education, GovState must comply with numerous federal and state laws and regulations. Many of those laws and regulations require GovState to make reports or disclosures to various recipients—including the federal government, other state agencies, GovState students, GovState employees, and the general public—on a regular basis.

Below is a “Compliance Calendar” that is intended to provide general guidance to GovState’s employees regarding key dates for various reports and disclosures. Given the volume of and frequent changes to, the laws and regulations that require reporting and disclosure by universities, this Compliance Calendar should not be considered a complete listing of all GovState’s obligations. Further, there may be delays in updating the information hereon. To submit revisions or additions for the Compliance Calendar, please contact the Director of Compliance at ethicsofficer@govst.edu.

  • January

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Jan. 1Agency Workforce ReportAnnual5 ILCS 410/15, 20IL Secretary of StateOIRE
    Jan. 1Annual Workforce Report and Progress Report under the State Employment PlansAnnual5 ILCS 410/20; 20 ILCS 405/405-125IL GovernorOIRE
    Jan. 15Travel Headquarters (TA-2) Designations (2nd half of previous year)Semiannual30 ILCS 105/12-3IL Legislative Audit Comm.Financial Services
    Jan. 31Qualified Tuition and Student Loan Interest ReportingAnnual26 USC § 60505; 26 CFR § 1.60505-0 et seq.Students--Fin'l Aid RecipientsFinancial Services
    Jan. 31Disclosure of Foreign Gifts/ Contracts (2nd half of previous year)Semiannual20 UCS § 1011fUS Dept. of Education 

     

  • February

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Feb.Mid-Fiscal Yr Small Business Contracts Utilization ReportAnnual30 ILCS 500/45-90(d); 44 IL Adm. C. § 4.4545(f)(3)(B)IL CPO for Higher Ed.Procurement & Bus. Svcs.
    Feb. 1Ethics Training Compliance ReportAnnual5 ILCS 430/5-10(b); 23 IL Adm. C. § 1620.900(a)-(b)IL Executive Ethics Comm'nEthics Officer
    Feb. 1Harassment & Discrimination Prevention Training Compliance ReportAnnual5 ILCS 430/5-10.5(b); 23 IL Adm. C. § 1620.910IL Executive Ethics Comm'nEthics Officer
    Feb. 1Submission of Certified List of Filers of SEIAnnual5 ILCS 420/4A-106IL Secretary of StateEthics Officer
    Feb. 1OSHA 300-A Summary PostingAnnual820 ILCS 219/30; 56 IL Adm. C. §§ 350.370, 350.700; 29 CFR § 1904.32EmployeesHuman Resources
    Feb. 1Activity Report under the State Employment PlansAnnual5 ILCS 410/20IL General AssemblyOIRE

     

  • March

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Mar. 1Submission of Material Safety Data Sheets (MSDS) and Emergency & Hazardous Chem. Inventory FormsAnnual430 ILCS 100/11; 29 IL Adm. C. § 620.210; 820 ILCS 219/25; 56 IL Adm. C. § 350.700; 42 USC §§ 11021-11022; 29 CFR § 1910.1200(e), (g)-(h)Will Cnty. LEPC; Univ. Park FD; IEMA/SERCFacilities Dev. & Mgmt
    Mar. 2Student and Exchange Visitor Information System (SEVIS) User VerificationAnnual44 USC § 2551 et seq.US ICE Student & Exchange Visitor Prog. (US DHS)Int'l Services
    Mar. 31Qualified Tuition & Student Loan Interest [Electornic] ReportingAnnual26 USC § 60505; 26 CFR § 1.60505-0 et seq.US Internal Rev. Svc.Financial Services
    Mar. 31Submission of Title IV, HEA Audit ReportsAnnual2 CFR § 200.512(a)(1); 34 CFR § 668.23US Dept. of EducationFinancial Services

     

  • April

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Apr. 30Report on Possible Research MisconductAnnual42 CFR § 93.302(b)US PHS Office of Research IntegrityOSPR

     

  • May

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    May 1Submission of Statements of Economic InterestsAnnual5 ILCS 420/4A-101(f), -102, -105IL Secretary of StateEthics Officer/ Employees
    May 1Submission of Supp. Statements of Economic InterestsAnnualIL Exec. Order 2015-09 § 4; 5 ILCS 420/4A-101(f), -102, -105IL Executive Ethics Comm'nEthics Officer/ Employees
    May 1Governors State Univ. Found. IL NFP Annual ReportAnnual805 ILCS 105/114.5IL Secretary of StateFoundation
    May 1Certification of Internal Fiscal Controls (FCIAA Cert.)Annual30 ILCS 10/3003IL Auditor GeneralPresident/ Internal Auditor
    May 15Governors State Univ. Found. Charitable Annual ReportAnnual225 ILCS 460/4; 760 ILCS 55/7IL Secretary of StateFinancial Services

     

  • June

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Jun. 1IL Gift Assistance Budget Information ReportAnnual110 ILCS 947/20; 23 IL Adm. C. § 2700.30(f)IL Student Assistance Comm'n 

     

  • July

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Jul. 1Report on Completion/ Graduation Rates for Student-AthletesAnnual20 USC § 1092(e); 34 CFR §§ 668.41(f), 668.48(a)US Dept. of EducationAthletics; Registrar
    Jul. 1Salary and Benefits ReportAnnual110 ILCS 670/15-165IL Bd. of Higher Ed.BOT/ President/ Human Resources
    Jul. 1Undergraduate Tuition ReportAnnual110 ILCS 205/9.29(b); 23 IL Adm. C. part 1075IL Bd. of Higher Ed.Budget & Fin. Planning
    Jul. 1IL Monetary Award Prog. (MAP) Advising Data ReportAnnual110 ILCS 947/20, 35; 23 IL Adm. C. § 2700.30(e)IL Student Assistance Comm'nFinancial Aid
    Jul. 1Disclosure of Adverse Judgments/ Admin. Rulings on Form IDHR 2-108Annual775 ILCS 5/2-108(B)IL Dept. of Human RightsLegal
    Jul. 1Exchange Visitor Prog. Sponsor ReportAnnual22 USC § 2451 et seq.; 22 CFR § 62.15(a)US State Dept.Int'l Services
    Jul. 1Graduation Rate Report for Fin. Aid DisclosuresAnnual20 USC § 1092(a)(3)(A); 34 CFR §§ 668.41(d), 668.45Students--Enrolled, PerspectiveFinancial Aid
    Jul. 15Travel Headquarters (TA-2) Designations (1st-half current yr.)Semiannual30 ILCS 105/12-3IL Legislative Audit Comm.Financial Services
    Jul. 15Identification of GovState employee responsible for distribution of agency pubs.Annual23 IL Adm. C. § 3020.150IL State Library Gov't Docs. SectionLibrary
    Jul. 31Board of Trustees Training CertificationAnnual100 ILCS 205/13(c)IL Bd. of Higher Ed.BOT Chair
    Jul. 31Annual Real Property Utilization ReportAnnual30 ILCS 605/7.1(b)IL Dept. of Central Mgmt Svcs.Facilities Dev. & Mgmt
    Jul. 31Disclosure of Foreign Gifts/ Contracts (1st-half of current yr.)Semiannual20 USC § 1011fUS Dept. of Education 

     

  • August

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Aug.General deadline for GAAP reporting packagesAnnualSAMS Proc. 27.10.10IL ComptrollerFinancial Services
    Aug. 1Agency Fee ImpositionAnnual15 ILCS 405/16.2; SAMS Proc. 33.16.20IL ComptrollerFinancial Services
    Aug. 15AIM HIGH Data ReportAnnual110 ILCS 947/65.100(j); 23 IL Adm. C. § 2766.40IL Student Assistance Comm'nFinancial Aid

     

  • September

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Sep.IPEDS Data Collection - Fall (opens)Annual20 USC § 1094(a)(17); 34 CFR § 668.14(b)(19)US Dept. of EducationOIRE
    Sep. 1Higher Ed. Veteran Service Act Fiscal Impact ReportAnnual110 ILCS 49/20IL Bd. of Higher Ed. 
    Sep. 1Construction Agency Annual ReportAnnual30 ILCS 500/45-105(d)IL Governor; IL Gen. AssemblyProcurement & Bus. Svcs.
    Sep. 15Tuition and Fee Waivers ReportAnnual110 ILCS 670/15-93IL Bd. of Higher Ed.BOT/ President/ Fin'l Svcs.
    Sep. 30Fiscal Operations Report & Application to Participate (FISAP)Annual34 CFR § 673.3US Dept. of EducationFinancial Aid

  • October

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Oct. 1Distribution of Employee Drug & Alcohol Abuse Prevention PolicyAnnual20 USC § 1011i; 34 CFR § 86.100(a)EmployeesHuman Resources
    Oct. 1Physical Inventory of State PropertyAnnual30 ILCS 605/6.04; 44 IL Adm. C. §§ 5010.410(a), 5010.460IL Dept. of Central Mgmt Svcs.President/ Procurement & Bus. Svcs.
    Oct. 1Submission of Permanent Record of State PropertyAnnual30 ILCS 605/6.02IL Dept. of Central Mgmt Svcs.President/ Procurement & Bus. Svcs.
    Oct. 1Annual Small Business Contracts Utilization ReportAnnual30 ILCS 500/45-90(d); 44 IL Adm. C. § 4.4545(f)(3)(B)IL CPO for Higher Ed.Procurement & Bus. Svcs.
    Oct. 1Small Business Contracts Procurement Compliance PlanAnnual30 ILCS 500/45-90(c); 44 IL Adm. C. § 4.4545(f)(3)IL CPO for Higher Ed.Procurement & Bus. Svcs.
    Oct. 1Submission of SDVOSB/ VOSB contractor dataAnnual30 ILCS 500/45-57(a)-(b)IL CPO for Higher Ed.Procurement & Bus. Svcs.
    Oct. 1Clery Act Annual Security ReportAnnual20 USC § 1092(f); 34 CFR § 668.46Students; Employees; US Dept. of Ed.Public Safety
    Oct. 1Fire Safety ReportAnnual34 CFR §§ 668.41((e), 668.49Students; Employees; US Dept. of Ed.Public Safety
    Oct. 1Update of Campus Sex Crimes Prevention Act sex offender informationAnnual20 USC § 1092(f)(1)(I); 34 USC § 20923; 34 CFR § 668.46(b)(12)Students; Employees; US Dept. of Ed.Public Safety
    Oct. 1Publication of Emergency Response and Evacuation ProceduresAnnual20 USC § 1092(f)(1)(J); 34 CFR §§ 668.46(g)(6)(ii)Students; EmployeesEmergency Response Team
    Oct. 15Equity in Athletics Disclosure Act (EADA) ReportAnnual20 USC § 1092(g); 34 CFR §§ 668.41(g), 668.47(c); 110 ILCS 205/9.24Students; General PublicAthletics Department
    Oct. 15GAAP basics financial statements (including footnote disclosures)AnnualSAMS Proc. 27.10.10IL ComptrollerFinancial Services
    Oct. 30Submission of EADA ReportAnnual20 USC § 1092(g)(4); 34 CFR § 668.41(g)(2)US Dept. of EducationAthletics Department

     

  • November

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Nov. 1Bus. Enterprise for Minorities, Women & Persons w/ Disabilities Act (BEMWPDA) Compliance PlanAnnual30 ILCS 575/6; 44 IL Adm. C. §§ 4.4570, 10.30IL Bus. Enterprise Prog. CouncilProcurement & Bus. Svcs.
    Nov. 1Utilization Report under BEMWPDAAnnual30 ILCS 575/6(c)IL Bus. Enterprise Prog. CouncilProcurement & Bus. Svcs.
    Nov. 1Preventing Sexual Violence in Higher Ed. Act Annual ReportAnnual100 ILCS 205/9.21(b); 110 ILCS 155/1 et seq.IL Attorney General; IL Dept. of Human RightsTitle IX Coordinator
    Nov. 15Operations and Capital Budget ProposalsAnnual110 ILCS 205/8IL Bd. of Higher Ed.BOT/ President/ Budget & Fin. Planning
    Nov. 15Annual "Transaction" ReportAnnual110 ILCS 670/15-105IL GovernorBOT/ President
    Nov. 27Annual Financial ReportsAnnual30 ILCS 105/13.5(b)IL Bd. of Higher Ed./ IL Governor, IL Gen. AssemblyBOT/ President/ Financial Svcs.

     

  • December

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    Due DateReport/DisclosureFrequencyAuthorityRecipient(s)Responsible GovState Party
    Dec.IPEDS Data Collection - Winter/Spring (opens)Annual20 USC § 1094(a)(17); 34 CFR § 668.14(b)(19)US Dept. of EducationOIRE
    Dec. 1Drug-Free Schools & Campuses Act Biennial ReviewBiennial (even yrs)20 USC § 1011i(a)(2); 34 CFR § 86.100(b) Office of Dean of Students
    Dec. 15Public Accountability ReportAnnualSAMS Proc. 33.20.20IL ComptrollerOIRE
    Dec. 30Title IV, HEA Program Compliance AuditAnnual34 CFR § 668.23; OMB Circular A-133UP Dept. of EducationFinancial Aid
    Dec. 31Certificates of Participation ReportAnnual110 ILCS 73/20IL Comm'n on Gov't Forecasting & AccountabilityFinancial Services