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 POPE Recertification Training

BearingPoint,Inc., a management and technology consulting firm, designed a User-Friendly Web Based Recertification Process

POPE Recertification 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.

POPE Recertification Training Pursuant to 8 VAC , all postsecondary educational institutions certified to operate in Virginia must reapply for certification annually. Recertification Requirement

POPE Recertification 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

POPE Recertification Training Recertification Cycle Schools have a 60-day window of opportunity to complete recertification.

POPE Recertification Training A complete Recertification Application package must be submitted by Application Due Date. A complete package includes: Electronic submission Paper submissions

POPE Recertification Training Out-of-State, Degree-Granting & Career- Technical Private Institutions Recertification Notification Date – May 2 Recertification Application Due Date – July 2 Out-of-State, Public Institutions Recertification Notification Date – May 16 Recertification Application Due Date – July 16

POPE Recertification Training In-State, Degree-Granting, Non-Profit, Private Institutions Recertification Notification Date – June 2 Recertification Application Due Date – August 2 In-State, Degree-Granting, For-Profit, Private Institutions Recertification Notification Date – June 16 Recertification Application Due Date – August 16

POPE Recertification 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

POPE Recertification 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!

POPE Recertification Training To access the recertification application, go to: Each Primary Contact identified by the institution will be assigned a User Name and Password To facilitate application processing.

Notification

Log On Screen

Introduction & Instructions

POPE Recertification 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 :

POPE Recertification 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.

POPE Recertification 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

POPE Recertification 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

POPE Recertification Training Other Navigation Tips: Click the button in order to save inputted data. Click the link if experiencing difficulty navigating the application.

Introduction and Instructions

POPE Recertification Training Change Password

POPE Recertification 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.

POPE Recertification Training Help Topics On most screens, you will find Help Topics that give an explanation of that particular field.

Institutional Locations

POPE Recertification 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

General Information

POPE Recertification 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

POPE Recertification 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

Ownership Information Screen

POPE Recertification 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

POPE Recertification 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

POPE Recertification 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

Surety Information

POPE Recertification 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

POPE Recertification 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

POPE Recertification 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

POPE Recertification 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 2 nd page of Enrollment Data). The Confirmation box will activate after each credential for each location is accounted for.

Graduation Data

POPE Recertification 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

Job Placement

POPE Recertification 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

Certification Fee

POPE Recertification 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

Application Submission

Application Submission Screen cont’d

POPE Recertification 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.

POPE Recertification 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.

POPE Recertification Training A number of forms must be submitted to SCHEV after the electronic submission to complete the Recertification Application Process.

POPE Recertification 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

POPE Recertification 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 ).

POPE Recertification Training The Recertification Application Process Is considered complete upon receipt of the school’s Electronic submission & Paper submission Both must be received by the Application Due Date.

POPE Recertification Training Please direct questions to: Linda H. Woodley, Director, Private & Out-of-State Postsecondary Education , Keondra Nicholas, Certification Manager , Tosha Robinson, Certification Specialist ,

POPE Recertification Training This concludes the POPE Recertification Training Thank you for your time.