School Certifying Official Workshop State Approving Agency (SAA) Approvals

1. School Certifying Official Workshop State Approving Agency (SAA)Approvals 2019 SCO Workshops

2. Approval Requirements The approval process is based upon standards set forth in Public Law, US Code and the Code of Federal Regulations. An IHL or NCD may be accredited or non-accredited and be evaluated by the appropriate approval criteria. For Pennsylvania, the State Approving Agency is the authority for approval of your programs.

3. Approval Requirements The approval process requires the SAA to evaluate an institution’s programs in two ways: Ensure the programs meet basic standards of education quality. Assess the institution’s policies regarding student academic progress and maintenance of appropriate records.

4. Approval Requirements • The following list requirements for approval actions: • Written application for approval of programs (new programs). • Certified copies of the school publication/catalog or bulletin. At least 2 copies, signed to be “certified to be true and correct in content and policy”. • The Publication “must include” (all Schools): • Identifying data such as volume, number and date. • Name of the school, governing body & faculty. • A calendar with appropriate information • Start date, end date, holidays, days off , etc. • Policy on enrollment and admission requirements. • Policy regarding attendance (Note: if accrediting schools have a policy it must enforce such standards).

5. Approval Requirements • The Publication “must include” (all Schools): • Policy relative to standards of progress including grading system, graduation requirements, satisfactory progress, probationary period and conditions for re-entrance. • Policy on student progress records maintained and furnished to the student. • Policy relative to granting credit for previous education and training. • Policy regarding student conduct and dismissal for unsatisfactory conduct. • Detailed schedule of tuition and fees including student activities and all additional charges. • Refund policy for the unused portion of tuition, fees and other charges. • A program outline/description for each program for which approval is requested and specific requirements for graduation. To include degree awarded, diploma or certificate obtained. • Class schedule for NCD programs. • Enrollment limitations. • Any additional reasonable criteria deemed necessary by the SAA.

6. Approval Requirements • The Publication “must include” (Non-accredited ONLY): • Class-cuts • Make-up work. • Tardiness. • Leave of Absence. • Interruption for unsatisfactory attendance. • Pro-Rata Refund policy. Refund for unused portion of tuition and fees. This is a day-for-day refund policy.

7. Approval Criteria Standards of ProgressSatisfactory Progress, Attendance, Grades, Probation & Dismissal, Readmission

8. Satisfactory Pursuit Regulation Excerpt from Title 38 of CFR, Part 21 §21.7153  Progress and Conduct. (a) Satisfactory pursuit of program. In order to receive educational assistance for pursuit of a program of education, an individual must maintain satisfactory progress. VA will discontinue educational assistance if the individual does not maintain satisfactory progress. Progress is unsatisfactory if the individual does not satisfactorily progress according to the regularly prescribed standards of the educational institution he or she is attending.

9. Standards of Progress • Both accredited and non accredited schools must include in the catalog a policy and regulations relative to standards of progress required of the student by the institution. • This policy will define: • The attendance policy (if applicable), • The grading system of the institution, • The minimum grades considered satisfactory, • Conditions for interruption for unsatisfactory grades or progress, • A description of the probationary period, if any, allowed by the institution, • Conditions of reentrance for those students dismissed for unsatisfactory progress; and, • A statement regarding progress records kept by the institution and furnished to the student

10. Standards of Progress – CFR 21.4253 (4) The school enforces a policy relative to standards of conduct and progress required of the student. The school policy relative to standards of progress must be specific enough to determine the point in time when educational benefits should be discontinued, pursuant to 38 U.S.C. 3474 when the veteran or eligible person ceases to make satisfactory progress. The policy must include the grade or grade point average that will be maintained if the student is to graduate. For example, a 4-year college may require a 1.5 grade point average the first year, a 1.75 average at mid-year the second year, and a cumulative average of 2.0 thereafter on the basis of 4.0 for an A. (5) If the school has a standard of attendance, it maintains records of attendance for veterans and eligible persons enrolled in resident courses which are adequate to show the student meets the school's standard of attendance. (Authority: 38 U.S.C. 3474, 3675)

11. Attendance

12. Sample IHL Grading Policy: Grades, Grade Points, Credits, and Skills • I (incomplete) • The instructor reports an I if the completed work is passing and the instructor decides that, due to unusual circumstances, the student cannot complete the course assignments by the scheduled end of the term. If the student completes the work by the end of the third week of the next semester, the instructor will send the Registrar a grade for the course. • X (absent from the final examination) • The instructor reports an X only when a student missed the final examination and when passing it with a high mark could have given the student a passing grade for the course. If the student would have failed the course regardless of the grade on the final examination, the student will receive an F. • What is the minimum satisfactory grade??

13. Satisfactory Progress • Satisfactory Academic Progress (SAP) is • typically broken • down into two • components:

14. Policy The school is required to have a policy that ensures students are meeting certain benchmarks to successfully complete the program. • Grades and attendance must be periodically evaluated by the school. • Requirements and periods SAP will be reviewed must be disclosed to the student. • Standards and policies that speak to probation, dismissal, appeal and readmission. • School may have different policies for different programs. Schools that issue Title IV funds (Financial Aid) are required to have an SAP policy in place. • Review this policy as it may only result in a loss of Title IV eligibility. • Ensure that this policy speaks to dismissal of a student if progress continues not to be met.

15. Satisfactory Progress • Progress Records: • Acceptable items: • Unofficial transcript • Grade Report (Accredited, may not require attendance) • Academic Progress Report • They must include: • Final grades for each evaluation period • Record of withdrawal from any subject, if applicable • Record of reenrollment, if applicable • Record of attendance, if applicable (required for non-accredited institutions)

16. Satisfactory Progress – Cont’d Sample Accredited IHL Policy: Defined Standards of Satisfactory Academic Progress Minimum Grade Point Average (GPA): Undergraduate students must maintain a cumulative GPA of at least 1.8 prior to earning twenty-three (23) credit hours and at least 2.0 subsequent to earning twenty-four (24) credit-hours. Courses that are repeated will have only the most recent course counted towards the GPA calculation. Graduate students must maintain a cumulative GPA of at least 3.0. Pace: All students must earn a minimum of seventy-five (75) percent of their cumulative attempted credit hours.

17. Satisfactory Academic Progress Sample Accredited NCD Policy (Porter & Chester Institute): Defined Standards of Satisfactory Academic Progress I. Cumulative Grade Point Average (Cum GPA): Students in the Practical Nursing program must maintain a minimum grade point average of 75 in all courses every term. In all other programs, a student must maintain a cumulative GPA (C-GPA) of 70 (which is the equivalent of a “C” average). II. Academic Pace (Hours Earned Compared to Hours): Students must earn at least 67% of total cumulative hours attempted.

18. Probation Students should be advised of any counseling services available to them at the school in order to resolve academic or other problems and to establish a meaningful plan for successful completion of their education or training. Schools and training establishments are asked to remind students of the counseling services and tutorial§ 21.4254 Nonaccredited courses. (6) School policy and regulations relative to standards of progress required of the student. This policy will define the grading system of the school, the minimum grades considered satisfactory conditions for interruption for unsatisfactory grades or progress, and a description of the probationary period, if any, allowed by the school, and conditions of reentrance for those students dismissed for unsatisfactory progress. A statement will be made regarding progress records kept by the school and furnished the student; tutorial assistance benefits available through VA.

19. Dismissal § 21.4277 Discontinuance: unsatisfactory progress, conduct and attendance. (a)Satisfactory pursuit of program. Entitlement to benefits for a program of education is subject to the requirement that the veteran or eligible person, having commenced the pursuit of such program, continues to maintain satisfactory progress. If the veteran or eligible person does not maintain satisfactory progress, educational benefits will be discontinued by the Department of Veterans Affairs. Progress is unsatisfactory if the veteran or eligible person does not satisfactorily progress according to the regularly prescribed standards and practices of the institution he or she is attending. (b)Satisfactory conduct. Entitlement to a program of education is subject to the requirement that the veteran or eligible person, having commenced the pursuit of such program, continues to maintain satisfactory conduct in accordance with the regularly prescribed standards and practices of the institution in which he or she is enrolled. If the veteran or eligible person will no longer be retained as a student or will not be readmitted as a student by the institution in which he or she is enrolled, educational benefits will be discontinued, unless further development establishes that the action of the school is of a retaliatory nature. See § 21.4253. (c)Satisfactory attendance. Entitlement to benefits for a program of education is subject to the requirement that the veteran or eligible person, having commenced the pursuit of such program, continues to maintain satisfactory attendance in accordance with the regularly prescribed standards and practices of the institution in which he or she is enrolled. If the veteran or eligible person will no longer be retained as a student or will not be readmitted as a student by the institution in which he or she is enrolled, educational benefits will be discontinued. (Authority: 38 U.S.C. 3474, 3524)

20. Readmission § 21.4278 Reentrance after discontinuance. (a) Conditions permitting reentrance after discontinuance. A veteran or eligible person may be reentered following discontinuance because of unsatisfactory conduct, progress or attendance only when either of the following sets of conditions exist: (1) The veteran or eligible person is resuming enrollment at the same educational institution in the same program of education and the educational institution has - (i) Approved the veteran's or eligible person's reenrollment, and (ii) Certified it to the Department of Veterans Affairs; or (2) All of the following exist: (i) The cause of unsatisfactory conduct, progress or attendance has been removed, (ii) VA determines that the program which the veteran or eligible person now proposes to pursue is suitable to his or her aptitudes, interests and abilities, and (iii) If a proposed change of program is involved, the change meets the requirements for approval under §§ 21.4234,21.5232, 21.7114 and 21.7614 of this part. (Authority: 38 U.S.C. 3474 and 3524) (b) Programs which may be reentered after discontinuance. Reentrance may be for the same program, for a revised program or for an entirely different program depending on the cause of the discontinuance and the removal of that cause. (Authority: 38 U.S.C. 3474 and 3524)

21. Contract Learning • A college/university may offer a course, as part of a program of education, in which some or all of the instruction is provided by another educational institution or entity (this is referred to as a third party contract).  This may be approvable under the following circumstances: • Such school or entity actually providing the training must obtain approval of the course from the State approving agency in the State having jurisdiction of that school or entity. • The primary school must submit to the SAA a copy of the contract/agreement between the two entities and any other documents deemed appropriate by the SAA to determine if the program of education meets approval criteria.  • If the course is a course of flight training, the school or entity actually providing the training must also obtain approval of the course from the Federal Aviation Administration. • Authority: 38 USCS § 3680A(f)(1-2); and 38 C.F.R. §21.4233 (e)

22. Independent Study/Distance Education • 38 C.F.R. § 21.4267(b) defines a course to be entirely independent study when: • It consists of a program of study that provides for interaction between the student and the regularly employed faculty of the institution. The interaction may be personally or through use of technology. • It is offered without any regularly scheduled, conventional classroom or laboratory sessions. • The VA views independent study to include distance education/online classes. • A course taken by independent study must lead to a standard college degree or a certificate that reflects educational attainment at an accredited IHL. The recent “Forever GI Bill” passage included the addition of area career and technical education schools (limited in scope) and postsecondary vocational schools (also limited scope). 38 U.S.C. §3680A(a)(4) • Remedial and deficiency courses offered by independent study cannot be approved.

23. Practical Training Practical training, such as internship, residency, practicum, externship, etc. provides a student with the opportunity to apply theories learned in the classroom to a workplace environment. 38 C.F.R. § 21.4265 (f) defines practical training as resident instruction if all of the following conditions are met. The course is: Accredited by a nationally recognized accrediting agency or offered by a school that is regionally accredited; Part of an approved curriculum of the school; Directly supervised by the school; Measured in the same units as other courses; Required for graduation

24. Questions

25. Contact/Mission For more information on the (the topic of the presentation) please visit PDE’s website at www.education.pa.gov The mission of the Department of Education is to ensure that every learner has access to a world-class education system that academically prepares children and adults to succeed as productive citizens. Further, the Department seeks to establish a culture that is committed to improving opportunities throughout the commonwealth by ensuring that technical support, resources, and optimal learning environments are available for all students, whether children or adults.