Transcript Slide 1

North Carolina: Atlanta DVA RPO School Conference, 2009
NC STATE APPROVING AGENCY
Good DAY to you….
Jim Little (James E.)
NC STATE APPROVING AGENCY
ATL DVA RPO School Conference
Thursday, April 2, 2009: State Break-out Sessions
WELCOME,
one and all…
Thank you to…
RPO:
Linda McAllister
GAVCO: Louis Hardcastle [plus]
NC STATE APPROVING AGENCY
ATL DVA RPO School Conference
Thursday, April 2, 2009: State Break-out Sessions
AGENDA
NC
SAA: Update
The NC Application
The Approval
Special Topics for NC
Your Time: questions and dialog with you…
NC STATE APPROVING AGENCY
Opener….
NC STATE APPROVING AGENCY
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NC SAA: Staff and Office Updates
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Kathy Nicholson, Program Assistant
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Albert Stanley, Program Specialists
Bill Doey
John Keso (the return of the “man…”)
John Pritchett, part-time PS
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Joe Wescott, Director of Planning, Policy & Evaluation, Brunswick CC
Catherine Diederich, last day was 3.9.09
Jim Little, Executive Director
NC SAA: Staff and Office Updates
Program Specialists’ Assignments
o All:
Public, Community Colleges, Private schools
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Albert:
Bill:
John:
Jim:
Trade, Business, Hospitals & Massage
Bible & Nursing
On-Military-Bases, Truck, Beauty & Barber
Flight, High Schools, L&C, all NEW
NC SAA: Staff and Office Updates
Annual Activities: what do we do all year!
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245 separate schools (with Facility Codes) plus 30
Branch locations to visit & approve
265 Supervisory visits (approx 85 per P / S / year)
180 Applications for renewal
210 Catalogs
NC SAA: Staff and Office Updates
CATALOG Activities:
Good news…!
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Lowest number of catalogs in 3 years…
Travel for summer periods will move Autumn visits, forward
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30 schools will submit applications, NLT August 09…
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Break….
NC STATE APPROVING AGENCY
I’M BRINGING MY FRIENDS
The Application: What is it?
The Application is required by Federal Law.
It is the document that provides information to get
your Program Approved (Initial) or to get your
Program Approved AGAIN (Revised..)
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Applications (notices of Revision) are required
with each NEW Catalog OR when school officials
make any change that affects the current
Approval
The Application: When is it due?
HOW do you know if your Application is due….?
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Look at the last date on the calendar in Approval
Look at item #2 in Visit Report: due date is there
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Email from your Program Specialist… has or will
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The Application: What do I do?
WHAT is required ? You must submit…
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Application page w/ signature
A Marked-Up Copy of Approval
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Two (2) Catalogs w/ certification
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(List of ALL programs…)
NON-Accredited: 1) pages with policies & 2) Instructor info
30 minutes……
The Application: What other things…?
WHAT else ? Other things to consider…
o Addenda or Supplements
o Branch application, if
o NEW or Other Program: 1) outline and 2) course
descriptions and 3) policies / procedures
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Calendars: odd or not published
DVA Form 22-8794, Certifying Official changes, if
NON-Accredited: Administrator / Instructor Info Forms
The Application: What and How
WHAT if a NEW Catalog is not published by the time
the “calendars run out…”? Unusual, but…
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Provide Letter from CEO / Dean / Approving
Official (***Why at that level??)
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Status of catalog, why not “ready” and when
Request an extension of current Catalog; “policies and
procedures remain the same….”
Provide NEW calendars and tuition / fees
Break….
Pretty pictures….
NC STATE APPROVING AGENCY
The Approval…
NC STATE APPROVING AGENCY
The Approval: huh??
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WHAT is it?
What does it do?
What do I do with it?
What is an Addendum to the Approval?
The Approval:
WHAT is it?
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The Legal Document that conveys State
& DVA approval for educational programs
The Approval:
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What does it do?
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It provides or lists…
General information
Programs and hours approved (or EXCLUDED…)
Calendars and Tuition and Fees
Unique programs or policies (Remedial / Branches,
etc…)
**Coveys Requirements specific to your institution
The Approval:
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What do I do with it?
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Hummm…
Read it and review contents
Use it to manage your program: for record-keeping,
certification, compliance…
File it WITH VA/SAA records (a place you will remember!!!)
DO NOT…
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“Chunk” it away; destroy it, throw it into trash!!
The Approval:
What is an ADDENDUM? (to the Approval)
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A NC SAA Form that contains the General Information
section from the Approval AND
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specific change to the Approval
The Approval:
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Addendum: What does it do?
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Corrects or Changes some portion of an Approval (…that is final)
Examples:
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Change of a Calendar date, after published
Change of policy in Requirements section
Delete a program or change the hours approved for a program
The Approval:
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Addendum: How does it work? How do I
use it?
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Addenda are generally conveyed as email attachments, with
instructions
An Addendum changes the Approval; supersedes the original
information in the Approval
Print a copy of the Addendum
Add it to the Approval
Comply with the Addendum change, not the Approval
Break… Less we forget!
NC STATE APPROVING AGENCY
Items of Special Interest…
NC STATE APPROVING AGENCY
SPECIAL INTERESTS: A List of Items…
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Prior Credit
“NO” Signatures
High School Transcripts
Conditional Admission
Electronic Catalogs
Compliance Surveys
Chapter 33…
SPECIAL INTERESTS Items…
Prior Credit
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Must be evaluated and recorded (by law…)
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Must be “program” specific
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Prior to enrollment OR within 2-terms
(what does that mean?)
No schools reports PC to ATL / DVA… NOW
MUST be documented in the student’s file…
SPECIAL INTERESTS Items…
”NO” Signatures (to DVA…)
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DVA Central Office directive: “..signatures are no
longer required on applications (1990 / 5490)and
1995s…”
No further guidance…
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So… What do you do?
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Help students: ask and tell about on-line application
Complete / have student complete, a 1995 / 5495
Retain Copy of 95‘s in the student’s record (with or
without signature…)
SPECIAL INTERESTS Items…
The 1995: Forgotten / mis-understood
Must have a copy for school’s record,
w/ or w/o signature
o Requires “Prior Credit” review
o PC Review is program specific…
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SPECIAL INTERESTS Items…
High School Transcripts: Are High School transcripts required?
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Depends on your school and on your Approval…
When HS transcripts document “part” of the admission process,
YES!
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Schools that teach degree / IHL programs generally require HS transcripts for
new (freshmen) admissions (State standard for Public & Community.
Colleges…)
Private and Proprietary schools are “generally” required to meet State
standards
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NCD / Diploma / Certificate programs generally require “proof of
high school completion” OR “ability to benefit”…
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READ YOUR APPROVAL….
SPECIAL INTERESTS Items…
Conditional Admission: Am I approved?
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Depends on your Catalog and on your Approval…
May be approved under the following…
o Written policy (clear, precise and contains definitive
“termination”)
o School officially submits request AND NC SAA
documents Approval
Note: Proprietary schools “generally” required additional
written policies / procedures
Check (READ) your approval or call your Program Specialist
SPECIAL INTERESTS Items…
The ELECTRONIC Catalog: What to do?
“East Carolina University will no longer provide students and others printed copies of the Catalog….
official Catalog will be on the web.” OK, now what….
The
THREE options are acceptable:
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Print a paper copy from the web…
Copy the web pages to a disc (PDF); 2 disc
Copy / Send an electronic copy to NC SAA…
[PDF type-copies (cannot be changed) & specific (location or
site or attachment)] [Get IT help…..]
SPECIAL INTERESTS Items…
Compliance Surveys:
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DVA responsibility; back and on track…
Mike is doing very good job…
Copy of the Compliance Survey Letters…
o Time
to get to NC SAA
o Time to get to Certifying Official
Check with your President / CEO for your copy;
coordinate with NC SAA…
SPECIAL INTERESTS Items…
Chapter 33:
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Great program; will help / benefit a great number of
Veterans / Others…
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BUT, Chapter 33 is not for everybody!!
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Read / Listen / Have patience; it is a work in progress…
o Keep checking gibill web page
o Seek help for your students
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Questions or issues do you want to discuss?
ATL DVA RPO Schools Conference, April 2009
Your questions….
ATL DVA RPO Schools Conference, April 2009
Thank you’ll for coming…….
NC State Approving Agency