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Private and Out-of-State Postsecondary Education
Recertification Training
Training Agenda
• Benefits of Completing Recertification on the Web
• Recertification Requirement• Minimum System Requirements• Recertification Cycle• On-Line Recertification Process• Recertification Documents to Submit• SCHEV Contact Information
POPERecertification Training
POPERecertification Training
BearingPoint,Inc., a management and technology consulting firm,
designed a
• User-Friendly
• Web Based
Recertification Process
POPERecertification Training
Benefits of Completing Recertification on the Web
• Electronic filing allows you to confirm and/or correct data currently maintained by SCHEV.
• Online help topics are available for most sections.
• There are automatic edit checks that finds errors on your application and prompts you to fix them.
• There is a link to the SCHEV website listing all forms that must be submitted for recertification.
• Allows for the electronic collection of enrollment, graduation and placement data from POPE schools.
POPERecertification Training
Pursuant to
8 VAC 31-170, all postsecondary educational institutions certified to operate in Virginia must reapply for certification annually.
Recertification Requirement
POPERecertification Training
Minimum System Requirements
• Internet Connection• Internet Browser (tested on Internet Explorer
5.5 and higher and Mozilla Firefox 2.0)
• Microsoft Word and Microsoft Excel
• Printer
POPERecertification Training
Recertification Cycle
Schools have a 60-day window of opportunity to complete recertification.
POPERecertification Training
A complete Recertification Application package
must be submitted by Application Due Date.
A complete package includes:• Electronic submission
• Paper submissions
POPERecertification Training
Out-of-State, Degree-Granting & Career-Technical Private InstitutionsRecertification Notification Date – May 2
Recertification Application Due Date – July 2
Out-of-State, Public InstitutionsRecertification Notification Date – May 16
Recertification Application Due Date – July 16
POPERecertification Training
In-State, Degree-Granting, Non-Profit, Private InstitutionsRecertification Notification Date – June 2
Recertification Application Due Date – August 2
In-State, Degree-Granting, For-Profit, Private InstitutionsRecertification Notification Date – June 16
Recertification Application Due Date – August 16
POPERecertification Training
In-State, Career-Technical, Private Institutions (A – D)Recertification Notification Date – July 2
Recertification Application Due Date – September 2
In-State, Career-Technical, Private Institutions (E – P)Recertification Notification Date – July 16
Recertification Application Due Date – September 16
POPERecertification Training
In-State, Career-Technical, Private Institutions (Q – Z, and all others)Recertification Notification Date – August 2
Recertification Application Due Date – October 2
Don’t let time fly away from you!
Your complete recertification application package
must be submitted to SCHEV by the
Application Due Date!
POPERecertification Training
To access the recertification application, go to:
http://www.schev.edu/higherEd/pope/Recertification.asp
Each Primary Contact identified by the institution will be assigned a
User Name and Password
To facilitate application processing.
E-mail Notification
Log On Screen
Introduction & Instructions
POPERecertification Training
• Locations
• General Information
• Ownership Information
• Program Information
• Surety Information
• Enrollment Data
• Graduation Data
• Job Placement Data
• Fees
• Submission
The Recertification Application Menu is comprised of 10 sections :
POPERecertification Training
The checkbox beside each of the sections
will either be empty or checked.
An empty box indicates that information required on that screen is not complete.
A checked box indicates a completed section.
You will not be able to submit your
application until all boxes are checked.
POPERecertification Training
At the bottom of the Recertification Application Menu, find:
• A link to all SCHEV forms
• Certification Application Status –
“In Progress” or “Submitted”
• Application Due Date
POPERecertification Training
• Recertification Instructions
– Provide instructions on how to verify or enter data on each page of the application
• Frequently Asked Questions
– A list of frequently asked questions with appropriate answers
POPERecertification Training
Other Navigation Tips:
Click the button in order to save inputted data.
Click the link if experiencing difficulty navigating the application.
SAVE
CONTACT US
Introduction and Instructions
POPERecertification Training
Change Password
POPERecertification Training
Institutional Recertification Log-In Screen:
• After the initial log-in, the password can be changed. The Password must be at least 6 characters in length, including one numeral (0 – 9).
• The Password is only valid during the school’s recertification cycle.
• A new Password will be assigned at the beginning of each recertification cycle.
• The Username will never change.
POPERecertification Training
Help Topics
On most screens, you will find Help Topics that give an explanation of that particular field.
Institutional Locations
POPERecertification Training
Institutional Locations Screen
• Review and confirm all instructional locations in Virginia
• Complete and submit a “School Closing Form” if a branch is closed
• Complete and submit an “Institutional Site Listing Form” if a site is closed
• Check the Confirmation Box to verify information before clicking SAVE
General Information
POPERecertification Training
General Information Screen
• Review and confirm the demographic information for each location operating in Virginia.
• Review and confirm the demographic information for the Primary Contact for the institution.
• The Primary Contact is the institutional representative that SCHEV should contact when communicating with the institution.
• Item “Grayed Out” can not be updated by the institution. Please contact SCHEV staff if updates needed
POPERecertification Training
General Information Screen
• The drop-down box will display each institution’s status as “Complete” upon confirmation of the data.
• Section is marked complete after all location statuses are converted to “Complete”.
• Check the Confirmation Box to verify information before clicking SAVE
Ownership Information Screen
POPERecertification Training
Ownership Information Screen:
• Review and verify the legal name of the institution.
• Review and verify the name and demographic information for the CEO of the institution.
• If adding a New CEO, select NEW contact in the drop-down box, and enter new data.
• Check the Confirmation Box to verify information before clicking SAVE
POPERecertification Training
Ownership Information Screen:
• If incorporated, submit current, unexpired State Corporation Commission approval notification with recertification information.
• If required by locale, submit a valid, current business license.
• If an out-of-state institution, submit evidence of authorization to operate from home state.
Program Information
POPERecertification Training
Program Information Screen:• Review and verify each Program offered.• Complete Program verification for each location
operating in Virginia.• Complete and submit the “New Program
Notification Form” to add a new program.• Complete and submit the “Notification of Program
Modification Form” to modify an existing program.• Check the Confirmation Box to verify information
before clicking SAVE
Surety Information
POPERecertification Training
Surety Information Screen:
• Each institution must either submit a surety instrument or demonstrate eligibility for a surety waiver.
• Must have been certified for two years (24 months) to be considered for surety waiver.
• Must input Total Surety Required or Composite Score
POPERecertification Training
Surety Information Screen:
• If submitting a surety instrument, complete and submit the “Surety Instrument Calculation Worksheet”.
• Must submit the ORIGINAL Surety with SCHEV as obligee.
• If seeking surety waiver, submit most recently prepared, year-end financial statement and appropriate “Composite Score Calculation Worksheet”.
Enrollment Data – Page 1
POPERecertification Training
Enrollment Data Screen:
• Enter enrollment data for each location operating in Virginia.
• Degree-granting school, use enrollment data from most recent fall headcount
• Non-degree granting schools, use enrollment from most recent academic/calendar year
• Record total number of students claiming Virginia residence
Enrollment Data Screen – Page 2
POPERecertification Training
Enrollment Data Screen:
• Must select a Location from the drop-down box before entering enrollment data.
• Click ‘N/A’ box for each credential not offered. • Click the appropriate credential in order to enter
enrollment data (record on 2nd page of Enrollment Data).
• The Confirmation box will activate after each credential for each location is accounted for.
Graduation Data
POPERecertification Training
Graduation Data Screen:
• Graduation data should be reported for each location operating in Virginia.
• Record the total number of degrees, certificates, or diplomas conferred for each program since last certification.
• Check the Confirmation Box to verify information before clicking SAVE
Job Placement
POPERecertification Training
Job Placement Data Screen:• Unaccredited institutions of higher education and
career-technical schools must report job placement data.
• Other schools should click the ‘N/A’ button.
• Record the total number of graduates reporting employment in their field of study within 6 months and 1 year of graduation.
• Check the Confirmation Box to verify information before clicking SAVE
Certification Fee
POPERecertification Training
Certification Fees Screen
• Select the appropriate fee amount based on the gross tuition as reported on the school’s most recent financial statement.
• Submit a company check, certified bank check or money order, made payable to the Treasurer of Virginia.
• Check the Confirmation Box to verify information before clicking SAVE
Application Submission
Application Submission Screen cont’d
POPERecertification Training
Application Submission Screen
• Download and complete “Institutional Certification Checklist”; must be signed by CEO/President and notarized.
• Click ‘Create Coversheet’ button to create coversheet/checklist; should be signed by Primary Contact.
• Compile application packet contents.
POPERecertification Training
Application Submission Screen
• Click ‘Submit’ button to submit on-line portion of recertification application packet.
• Click ‘Create Printable Copy’ button to retrieve printer-friendly copy of application for school records.
• Mail application packet to SCHEV.
POPERecertification Training
A number of forms must be
submitted to SCHEV
after the electronic submission
to complete the Recertification Application Process.
POPERecertification Training
• Institutional Recertification Application Coversheet
• Institutional Certification Checklist• Most Recent Year-End Financial Statement• Valid Business License, if applicable• State Corporation Commission Certificate,
if applicable• Evidence of Authorization to Operate in
Virginia, if applicable
POPERecertification Training
• Surety Instrument Calculation Worksheet.• Surety Instrument.• Financial Composite Score Worksheet, if
seeking waiver from Surety Instrument.• Notification of New or Modified Programs.• Notification of New or Defunct Locations• Plan for Accreditation, if applicable.• Certification Fee (no personal checks
accepted).
POPERecertification Training
The Recertification Application ProcessIs considered complete upon receipt of
the school’s
Electronic submission &Paper submission
Both must be received by the Application Due Date.
POPERecertification Training
Please direct questions to:
Linda H. Woodley, Director, Private & Out-of-State Postsecondary Education
804-371-2938, [email protected]
Keondra Nicholas, Certification Manager
804-225-3093, [email protected]
Tosha Robinson, Certification Specialist
804-225-2609, [email protected]
POPERecertification Training
This concludes the
POPE Recertification Training
Thank you for your time.