GOVERNOR'S SCHOOL 2010 SELECTION & TUITION PAYMENT PROCEDURES

This information is intended to complement the memorandum dated September 18, 2009. It lists the specific steps that will be followed for notification of selection; acceptance/declination; and tuition payment methods for students (including alternates) attending the 2010 session of the North Carolina Governor's School

INITIAL SELECTION AND ACCEPTANCE

The North Carolina Governor's School (NCGS) Office will mail, on or before March 12, 2010, a packet to each Nominating Entity (i.e., public school system, charter school, federal school or private school), via its Governor's School contact person and Superintendent/Headmaster. This packet identifies which nominees have been selected to attend the 2010 session of the NCGS. It will contain four documents:

1. Notification Letter
   This letter will give information on notifying selected and non-selected students and instructions on how to proceed with the acceptance and tuition payment process.
   
   
2. List of Selected and Non-Selected Students
   This list will include the name, area of study, and assigned Governor's School campus of each selected student from that Nominating Entity. It will also list non-selected students.
   
   
3. Acceptance/Declination Form
   This form will include the name of each selected student and a space to indicate each student's acceptance or declination of selection. This must be filled out completely, totaling the number of students who accept selection in the NCGS. This will determine the total tuition to be submitted. The completed Acceptance/Declination Form must be submitted according to directions on the form and postmarked no later than April 9, 2010. NOTE - Submission of this form obligates the Nominating Entity to submit a tuition payment for these students.
   
   
4. Invoice
   This invoice must be completed by the Nominating Entity's Finance Officer, in cooperation with its Governor's School contact person, to determine the total tuition (i.e., # of students x $500 per student) to be paid for accepting students. A copy of the form must be submitted along with a tuition payment check, according to the instructions on the invoice. Invoices and tuition payments for all initially selected/accepted students must be submitted (postmarked) no later than April 23, 2010. After this deadline, the NCGS Office will seek alternate students, as ranked by the judges/selection committees, to fill all unpaid student assignments. No initially selected student may attend NCGS without tuition being paid in full.

The NCGS Office will mail, on or before March 19, 2010, a letter to each nominated student of selection or non-selection.

1. Selected students will receive a note of congratulations with instructions on how to proceed with accepting or declining this selection, and a Student Handbook of their assigned campus. They will also receive important documents that must be completed and submitted if they accept selection.
   
   
2. Non-selected students will receive a letter notifying them of their non-selection but recognizing the accomplishment of being nominated.

ALTERNATE STUDENT SELECTION

• After all Acceptance/Declination Forms have been reviewed, alternate students will be sought to fill any remaining slots. A Nominating Entity's Governor's School contact person will be reached about a specific student, according to rankings by the earlier state selection process. These will be handled by the NCGS Office on an individual case-by-case basis, usually by phone or email.
  
  
• The Governor's School contact will confer with the student (and his/her family) and, within three business days, notify the NCGS Office whether the student accepts selection. If accepting, the contact must download and complete an Alternate Acceptance Form from the NCGS website and fax it to the NCGS Office immediately. At that time, the Nominating Entity will be obligated for tuition submission.
  
  
• This process will continue until all slots are filled. Should any accepted student later decide to not attend, the tuition obligation remains. Unpaid tuition will still be owed; paid tuition will not be refunded.
  
  
• Tuition is required for all students, including alternates. Invoices for alternate students will be sent to the Nominating Entities after all slots have been filled and Governor's School commences (likely in mid to late June). Tuition payments for alternates must be submitted (postmarked) by July 9, 2010.

TUITION COLLECTION/PAYMENT METHODS

• All Nominating Entities will submit tuition payments for accepting students through the same manner: by sending an invoice and corresponding official check from the Nominating Entity made out to the North Carolina Department of Public Instruction. No other forms of payment (e.g., personal check, money order, credit card, purchase order, cash, etc.) will be accepted.
  
  
• As earlier noted, tuition payments for initially selected students must be postmarked by April 23, 2010. Tuition payments for alternates must be postmarked by July 9, 2010.