South Carolina Commission on Higher Education

State Approving Agency (SAA)

“Protecting the GI Bill”

SCAVA Training Workshop

November 1, 2018

Programs Deemed Approved

Effective October 1, 2016, Public and not for profit educational institutions will have degree programs approved and reapproved by the State Approving Agency.

Crisis Mode What’s the definition of a crisis?

According to Siri, “a crisis is a time of

of intense difficulty, trouble or danger.

A time when a difficult or important

decision must be made.”

State Approving Agency Approval Flow Chart

The Request for the Approval Action is Completed

Requestor/Education Institution

State Approving Agency (SAA)

Reviewed by the SAA

Requested Action is approved/disapproved

The Approval Action will be forwarded to the VA

VA will send a WEAMS Report to the SAA & Education Institution

Facility/Branch /Extension

Program Approvals

Authority: Title 38 CFR § 21.4266 Approval of courses at a branch campus or extension.

(a)Definitions. The following definitions apply to the terms used in this section.

(1)Administrative capability means the ability to maintain all records and accounts that § 21.4209 requires.

(2)Certifying official means a representative of an educational institution designated to provide VA with the reports and certifications that §§ 21.4203, 21.4204, 21.5810, 21.5812, 21.7152, and 21.7652 require.

Facility/Branch /Extension

Program Approvals

Authority: Title 38 CFR § 21.4266 Approval of courses at a branch campus or extension.

(3)Main campus means the location where the primary

teaching facilities of an educational institution are located.

If an educational institution has only one teaching location,

that location is its main campus. If it is unclear which of the

educational institution's teaching facilities is primary, the main

campus is the location of the primary office of its Chief

Executive Officer.

South Carolina Program

Minimum Requirements

The SAA will approve the following programs at the State

minimum requirements.

> Barbering – 1500 clock hours

> Cosmetology – 1500 clock hours

> CDL – 148 clock hours

> Esthetics – 450 clock hours

Note: Institutions not granting a certificate of completion at the conclusion of the State minimum requirements will have the approval for the program in question withdrawn

Facility/Branch /Extension

Program Approvals Authority: Title 38 CFR § 21.4266 Approval of courses at a branch campus

or extension.

(4) Branch campus means a location of an educational institution that –(i) Is geographically apart from and operationally independent of the main campus of the educational institution;

(ii) Has its own faculty, administration and supervisory organization; and(iii) Offers courses in education programs leading to a degree, certificate, or other recognized education credential.

(5) Extension means a location of an educational institution that is geographically apart from and is operationally dependent on the main campus or a branch campus of the educational institution.

Catalog Certification Continued New

The SAA can accept an online version(CD or email copies) of the catalog and student handbook.

Required statement for the catalog/handbook: I certify this catalog/handbook is true and correct in content and policy.

Please ensure you complete the academic catalog certification checklist for your catalog/student handbook.

Academic Catalog Certification Checklist

(ACCC)

School certifying official revision to signature authority on the ACCC

The school certifying official can sign the ACCC

The ACCC can also be signed by an authorized institutional representative (the individual responsible for the catalog)

Currently Approved Programs Education Institution VA School Certifying Officials

should know what programs are currently approved, revised, disapproved, on teach-out and new programs.

VA SCOs will have to submit to the SAA the appropriate applications noted above when a new catalog/handbook is completed.

How would the VA SCO know this information?

VA ELR (Ms. Gwen Youngblood will send a WEAMS Report each time an action is completed on your institution.

State Approving Agency Approval Flow Chart

The Request for the Approval Action is Completed

Requestor/Education Institution

State Approving Agency (SAA)

Reviewed by the SAA

Requested Action is approved/disapproved

The Approval Action will be forwarded to the VA

VA will send a WEAMS Report to the SAA & Education Institution

Additional Reasonable Criteria

Prior Credit(s) Colleges, universities and schools must evaluate prior

credit for VA students

VA student(s) will have two semesters or three quarters to provide the educational institution their transcript(s)

Failure to provide the transcript(s) should result in no further certification (for VA benefits) by the educational institution until the transcript(s) have been evaluated

Prior Credit (Continued)

Any post-secondary education, training, and experience completed by the student, including Military training. Also known as transfer credit or Prior Learning Assessment (PLA).

Civilian Institution of Higher Learning (IHL) Non-college degree (NCD) Corporate training National Testing Programs (CLEP, COMPASS, DSST) Portfolio review/assessment Challenge exams/test-out procedures Correspondence courses

Military Advanced Individual Training (AIT) or Occupational Training (examples: DD 214 or Joint Service

Transcript) Continuous Learning

Title 38, Code of Federal Regulations, Sections 21.4253(d)(3) and 21.4254(C)(4)

FY 2019 Compliance Survey Visit

South Carolina State Approving Agency will be conducting 31 compliance survey visits.

The compliance surveys will be conducted at the following educational institutions and training establishments:

- Institution of Higher Learning - 17

- Non-College Degree Institutions –7

- Apprenticeship –1

- On-the-Job Training -4

Compliance Survey Visit

The SAA will send a compliance survey confirmation

letter that will outline what documents are needed for the

visit.

Entrance briefing:

-The SAA will discuss the previous compliance survey

visit with the SCO or the designated representative.

Certifying official please be available during the visit

School Checklist for the scheduled compliance

survey visit

Requested documents for each VA student and non-VA student

Yes No N/A

1 Application for Admission2 Program Curriculum/Degree Plan3 Unofficial Transcript for your Facility4

Tuition and Fees Payment Ledger (Note: Please identify the amount certified to the VA on the student account payment ledger for each term that was certified. This should include the amount of tuition and fees and any other cost that would identify the amount of tuition certified to the VA.

5 Registration Information6 Drop/Add Slips7 Evidence of Remedial Training8 Prior Credit Evaluations9 Schedule of Tuition and Fees10

Please identify any scholarships, grants and private donations that have been designated solely for tuition and fees on the student ledger or provide a list of the scholarships and what does each of them represent

11

Schedule of Classes (Residence or Distance) for survey period12

Official Academic Calendars - (for the period beginning with the requested survey period) fall 2012 through current academic year

13

Financial records on the students being surveyed as well as on some similarly14

Yellow Ribbon enrollment agreement & roster15

Access to a copy of your catalog(s) for the survey period(s).

Compliance Survey VisitWhat does VA/SAA look for on Compliance Surveys?

Catalog policy on graduation requirements for individual programs.

Transcripts showing the prior attempt and grade received.

Enrollment certifications and justification for what was or was not certified to the VA.

Student financial ledger (Chapter 33)

Compliance Survey VA Student Sample Size

VA Students Record to Review

0 to 99 10

100 to 199 15

200 to 299 20

300 to 399 25

400 to 499 30

500 or more 35

Compliance Survey VA Student Sample SizeChapter Percentage

CH 33 Minimum of 80%

Non-CH33 At least one of each type

Note:

Records of any SCO who has received education benefits for attending the same facility will be included in the review sample.

Initial Compliance Survey & Expansion

of Survey Findings and Potential Findings

Initial Compliance Survey: If review of the initial sample reveals major findings in 30 percent or more of the cases, or discrepancies in any type in 50 percent or more of the cases reviewed, will warrant an Expansion Survey Visit. Record sample size will be equal to the initial sample size.

Expansion of Surveys: If review of the expanded sample reveals discrepancies in payment in 30 percent or more of the cases, the survey specialist or SAA must confer with the Chief Education Liaison Officer of jurisdiction.

Note: Submission of VA Form 22-1999b prior to the compliance survey

visit is still a noted finding.

Compliance Survey Visit Continued

If there are payment findings during the survey visit, the SAA will work with the certifying official in submitting VA Form 22-1999b(s) to the VA.

Compliance Survey Exit Briefing:

- Please have your institution officials present for the exit

briefing.

Compliance survey letter detailing the visit will be sent to the

President and SCO of the college, university or school.

Compliance Survey Training for Quality Schools found with discrepancies, other than clerical

errors, will receive training from the ELR of jurisdiction in addition to any training received from the survey specialist / SAA while on site.

Website Navigation

Go to www.che.sc.gov

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Please select the appropriate approval form

Veteran’s Education and Training

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