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NC State Approving Agency

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…

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NC State Approving Agency

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  1. North Carolina: Atlanta DVA RPO School Conference, 2009 NC State Approving Agency

  2. Good DAY to you…. Jim Little (James E.) NC State Approving Agency

  3. 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

  4. 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

  5. Opener…. NC State Approving Agency

  6. Kathy Nicholson, Program Assistant Albert Stanley, Program Specialists Bill Doey John Keso (the return of the “man…”) John Pritchett, part-time PS 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

  7. Program Specialists’ Assignments All: Public, Community Colleges, Private schools Albert: Trade, Business, Hospitals & Massage Bill: Bible & Nursing John: On-Military-Bases, Truck, Beauty & Barber Jim: Flight, High Schools, L&C, all NEW NC SAA: Staff and Office Updates

  8. Annual Activities: what do we do all year! 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

  9. CATALOG Activities: Good news…! Lowest number of catalogs in 3 years… Travel for summer periods will move Autumn visits, forward 30 schools will submit applications, NLT August 09… NC SAA: Staff and Office Updates

  10. Break…. NC State Approving Agency

  11. I’M BRINGING MY FRIENDS

  12. 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..) Applications (notices of Revision) are required with each NEW Catalog OR when school officials make any change that affects the current Approval The Application: What is it?

  13. HOW do you know if your Application is due….? Look at the last date on the calendar in Approval Look at item #2 in Visit Report: due date is there Email from your Program Specialist… has or will The Application: When is it due?

  14. WHAT is required ?You must submit… Application page w/ signature A Marked-Up Copy of Approval(List of ALL programs…) Two (2) Catalogs w/ certification NON-Accredited: 1) pages with policies & 2) Instructor info 30 minutes…… The Application: What do I do?

  15. WHAT else ?Other things to consider… Addenda or Supplements Branch application, if NEW or Other Program: 1) outline and 2) course descriptions and 3) policies / procedures Calendars: odd or not published DVA Form 22-8794, Certifying Official changes, if NON-Accredited: Administrator / Instructor Info Forms The Application: What other things…?

  16. WHAT if a NEW Catalog is not published by the time the “calendars run out…”? Unusual, but… Provide Letter from CEO / Dean / Approving Official (***Why at that level??) 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 The Application: What and How

  17. Break…. Pretty pictures…. NC State Approving Agency

  18. The Approval… NC State Approving Agency

  19. WHAT is it? What does it do? What do I do with it? What is an Addendum to the Approval? The Approval: huh??

  20. WHAT is it? The Legal Document that conveys State & DVA approval for educational programs The Approval:

  21. What does it do? 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:

  22. What do I do with it?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… “Chunk” it away; destroy it, throw it into trash!! The Approval:

  23. What is an ADDENDUM? (to the Approval) A NC SAA Form that contains the General Information section from the Approval AND a specific change to the Approval The Approval:

  24. Addendum: What does it do? Corrects or Changes some portion of an Approval (…that is final) Examples: 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:

  25. Addendum: How does it work? How do I use it? 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 The Approval:

  26. Break… Less we forget! NC State Approving Agency

  27. Items of Special Interest… NC State Approving Agency

  28. Prior Credit “NO” Signatures High School Transcripts Conditional Admission Electronic Catalogs Compliance Surveys Chapter 33… SPECIAL INTERESTS: A List of Items…

  29. Prior Credit Must be evaluated and recorded (by law…) Prior to enrollment OR within 2-terms Must be “program” specific (what does that mean?) No schools reports PC to ATL / DVA… NOW MUST be documented in the student’s file… SPECIAL INTERESTS Items…

  30. ”NO” Signatures (to DVA…) DVA Central Office directive: “..signatures are no longer required on applications (1990 / 5490)and 1995s…” No further guidance… So… What do you do? 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…

  31. The 1995: Forgotten / mis-understood Must have a copy for school’s record, w/ or w/o signature Requires “Prior Credit” review PC Review is program specific… SPECIAL INTERESTS Items…

  32. High School Transcripts: Are High School transcripts required? Depends on your school and on your Approval… When HS transcripts document “part” of the admission process, YES! 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 NCD / Diploma / Certificate programs generally require “proof of high school completion” OR “ability to benefit”… READ YOUR APPROVAL…. SPECIAL INTERESTS Items…

  33. Conditional Admission: Am I approved? Depends on your Catalog and on your Approval… May be approved under the following… Written policy (clear, precise and contains definitive “termination”) 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…

  34. The ELECTRONIC Catalog: What to do? “East Carolina University will no longer provide students and others printed copies of the Catalog…. The official Catalog will be on the web.” OK, now what…. THREE options are acceptable: 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…

  35. Compliance Surveys: DVA responsibility; back and on track… Mike is doing very good job… Copy of the Compliance Survey Letters… Time to get to NC SAA Time to get to Certifying Official Check with your President / CEO for your copy; coordinate with NC SAA… SPECIAL INTERESTS Items…

  36. Chapter 33: Great program; will help / benefit a great number of Veterans / Others… BUT, Chapter 33 is not for everybody!! Read / Listen / Have patience; it is a work in progress… Keep checking gibill web page Seek help for your students Questions or issues do you want to discuss? SPECIAL INTERESTS Items…

  37. Your questions…. ATL DVA RPO Schools Conference, April 2009

  38. Thank you’ll for coming……. NC State Approving Agency ATL DVA RPO Schools Conference, April 2009

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