1. Oregon SAA Continued Approval Process
Higher Education Coordinating Commission

2. State Approving Agency or SAA

3. Learning Objectives At the end of this session you will be able to:
Shorten the length of the approval process by submitting accurate & complete application materials
Amaze your co-workers; and
Get a well deserved promotion

4. Role of SAA Approval of programs within the state
Ensure compliance with local, state, & federal VA regulations
Notify VA of approval or modification of approval

5. Who
What
Where
When

6. Who You Gonna Call? Submission Questions New Catalog/Addendum
Application Packet
Program & approval ???’s
Who to contact about approval—THE SAA.
For years, accredited public and non-profit IHL’s where sending Modification Forms and the catalogs to VA. Now all catalog and catalog submission materials to the SAA.

7. The SAA
Any questions on approval-contact the SAA. No longer sending reminders at the start of the academic year. The responsibility of the SCO to send in when published. Different types of schools have different publication me for the continued approval application materials.

8. IHL & NCD Approval Process
Non-Accredited School
Non-College Degree School
Private For-Profit
IHL
Accredited Public or Not-For-Profit IHL
Requires SAA Approval of All Programs
Certificate Programs
Degree Programs
Review/Approve New Degree Programs

9. When to Submit Continued Approval Materials
30 days of publication
Changes
In most cases you need to revise or update your catalog every year.
Private career schools = OAR: “not to exceed one year”.
IHL’s - Academic year.
Office of Degree Authorization=Submit catalog every two years.

10. Continued Approval Remain approved unless there are changes
No statutory requirement to submit annually
In most cases you need to revise or update your catalog every year.
Private career schools = OAR: “not to exceed one year”.
IHL’s - Academic year.
Office of Degree Authorization=Submit catalog every two years.

11. When to Request Application Packet
New catalog, addendum, student handbook, any revised approval materials
Substantive revisions to school’s approval materials
Contact me for application materials. I will not be sending out reminders, since there are many different types of schools with different publication schedules. I will be running a report in January to identify schools that have not submitted a current catalog and will be sending them reminders.
If the approval material, such as an addendum does not have substantive changes (such as increased fees, a new instructor(s), information on uniforms, college services, etc.).
If no substantive revisions-Include a note stating - No substantive changes and list the changes.

12. Substantive Revisions
Changes to:
Approval criteria
Academic calendar or course schedule
Policies
Programs
Approval criteria-school policies, such as satisfactory academic progress, attendance, student conduct, etc. See list sent out to you.
Changes in academic calendar or schedule.
Changes to courses/programs: New courses/programs; change in credit or clock hours; new modes of course delivery-distance, clinical, externships, independent, etc.

13. What to Submit Two certified copies: Catalog Addendum Student handbook
Other publication(s)
Two (2) copies (two-sided) of the school Catalog(s), Addenda, Student Handbook(s), or any other publication(s) that contain the policies or program information required for SAA program approval. Refer to the Approval Criteria to see what publications you previously identified as having the required policies.

14. Application Materials
Continued Approval Application
Previously issued approval
Above must be submitted to be considered complete application
VA =Certifying Official Designation Form needs to be current, so Kate asked me to start sending the form to schools with the renewal application materials. If there have been recent staffing changes and you need immediate access to VA-ONCE, send the form directly to Kate as soon as possible since it might take me longer to review/process your catalog. If no recent changes, you can include and send in with the application materials so that the SAA and VA can have a current copy on file.

15. SAA Application
Report any changes to contact information, programs & policies
Certification: signed by the SCO or other designated school representative
VA =Certifying Official Designation Form needs to be current, so Kate asked me to start sending the form to schools with the renewal application materials. If there have been recent staffing changes and you need immediate access to VA-ONCE, send the form directly to Kate as soon as possible since it might take me longer to review/process your catalog. If no recent changes, you can include and send in with the application materials so that the SAA and VA can have a current copy on file.

16. SAA Application
Training modes: Independent, Distance, Practical, & Cooperative: definitions of each on application
Contract courses-include copy of contract & fee schedule
Extensions- list campuses
Review/revise training modes in previous approval letter as needed.

17. Approval Restrictions
Practical Training-such as internship/externship: only at accredited school
Independent Study-such as online training, seminar, special studies: only at accredited institute of higher learning
Review/revise training modes in previous approval letter as needed.

18. Online Education VA considers online training independent study
Any course, including “hybrid” that does not meet the requirements for resident training is considered Independent Training
Review/revise training modes in previous approval letter as needed.

19. Previous Approval One document with three sections: Approval Letter
List of Approved Programs
List of Approval Criteria
Training or course delivery mode. Address specific courses in last approval letter.

20. Previous Approval
The Word document will be sent to you for review & revision
Directions for completing the review & revision will be in the
Training or course delivery mode. Address specific courses in last approval letter.

21. Revise Document Use track changes (preferred method), or
Strike through incorrect info & add new information in BOLD

22. Approval Letter-Check:
Dates-academic year, effective date
Volume number (if applicable)
Delivery modes: practical, independent, distance, etc.
Training sites are extensions
Training or course delivery mode. Address specific courses in last approval letter.

23. Mr. Spock, Science Officer CPT James T. Kirk, Certifying Official
Starfleet Academy
13 Apollo Street Avenue
Fort Baker, CA 99999
Dear Mr. Spock, Captain Kirk,
We have reviewed the Academic Catalog and the
Student Handbook submitted by you to our agency for the purpose of approval to train students receiving VA education benefits at Starfleet Academy. Enclosed with this letter are: (1) a list of the Academy’s currently approved programs and (2) approval criteria as described in Title 38 Code of Federal Regulations (CFR)
Independent Study No longer teaching via independent study. Advanced Subspace Geometry is now being taught as practical training. Under CFR , courses described as independent study practical training and the Advanced Subspace Geometry course on page of the catalog are approved.

24. It is noted the academy has an additional extension in Kronos New Vulcan. All VA certifications must be completed by the VA School Official at the main campus at Fort Baker.
We authorize the approval of programs at Starfleet Academy for the training of veterans and other eligible individuals, under the above conditions in accordance with Title 38, CFR , with an effective date of August 26, 2015
April 1, 2016.
Extensions versus teaching sites.

25. Effective Date Varies by type of school Effective date of catalog
First day of first term included in catalog
If Catalog or other publication references a webpage (e.g., Student Conduct can be found at: please go to that website and PRINT TWO (2) copies of the policy. Do not cite the website and expect the SAA to print the policy.

26. Approval Criteria
If page number(s) have changed from the last list of the Approval Criteria, strike through the old information and add the new page numbers in BOLD.
If Catalog references website links for approval criteria, print & certify the document & include in application packet.
If Catalog or other publication references a webpage (e.g., Student Conduct can be found at: please go to that website and PRINT TWO (2) copies of the policy. Do not cite the website and expect the SAA to print the policy.

27. Format of the Approval Criteria document you receive in your application packet may look slightly different than this.

28. If school publishes separate Catalogs, Student Handbooks, etc
If school publishes separate Catalogs, Student Handbooks, etc., for graduate, undergraduate, programs, etc., need to review/revise the Approval Criteria for each program or catalog.
Approval Criteria will have: Catalog: Undergraduate; Catalog: Graduate, etc.
Example: different catalogs for law school or school of education (different programs) if not all of the criteria included in one document.

29. List of Programs
If program no longer offered, use track changes or strike through program name.
If page number &/or credits/clock hours have changed, strike through incorrect info & add new page number &/or credits in BOLD.
Add new programs & credits.
New programs-remember to include approval from appropriate agency or accrediting body.

30. Approved Degrees and Programs
Oregon Higher Education Coordinating Commission
State Approving Agency Veterans Ed
Approved Degrees and Programs
Masters in Science in Klingon Physiology
Bachelor of Science in Advanced Navigation
Bachelor of Science in Early Starfleet History
Associate Applied Science in Hand-to-Hand Combat
Associate Applied Science in Flight Control to Major Tom
Starfleet Academy
For profit school IHL format. Not deemed approved so MUST list degree programs.

31. Non-college degree school, using clock hours.
Oregon Higher Education Coordinating Commission
State Approving Agency Veterans Ed
Approved Programs Hours/Credits Page(s)
Certificate in Tactical Training
Certificate in Beam Technology
Certificate in Transporter Repair
Certificate in Warp Technology
Certificate in Astrogation
Certificate in Basic Warp Design
Total NCD: 5
Starfleet Academy
Non-college degree school, using clock hours.

32. Only approving programs that school has requested approval of

33. Standard College Degrees
Deemed approved (at accredited public & non-profit IHL’s) do not need to list Standard Degrees on Approved List of Programs
Only NCD/certificate/licenses programs.

34. Oregon Higher Education Coordinating Commission
State Approving Agency Veterans Ed
Approved Degrees and Programs
Degrees
All Standard Degrees
Certificates Credits Page
Certificate in Bridge Officer
Certificate in Romulan Studies
Total IHL 1
Total NCD 2
Total CORR 0
Starfleet Academy
Public and non-profit deemed approved, so DO NOT need to list Standard Degrees, just non-college degrees or certificates.

35. Standard College Degrees
Law changed & SAA must review/approve new standard degrees
Note new degree on application & provide page number(s) (next year)
This year, submit a list of all standard degrees (Excel or Word)
IF APPLICABLE. Agency that licenses, authorizes or approves new programs. Public Universities-certificates usually fall under approved standard degrees (substantially the same content, curriculum, etc.) and therefore, do not need additional approval. Non-profit universities-accrediting bodies.

36. Remember…. Certificates Licenses Endorsements
Non-college degree programs can include:
Certificates
Licenses
Endorsements
Most aware of certificate programs, but also licenses are NOT deemed approved like degrees. With change in the interpretation of deemed approved, certificates and licenses need SAA approval. Many schools forget about licenses-school counselor license, administrator license.

37. New Programs Copy of Agency Approval: Office of Degree Authorization
Private Career School Program
Commission
Accrediting body
IF APPLICABLE. Agency that licenses, authorizes or approves new programs. Public Universities-certificates usually fall under approved standard degrees (substantially the same content, curriculum, etc.) and therefore, do not need additional approval. Non-profit universities-accrediting bodies.

38. Email to SAA: Letter Approval criteria List of programs
Updated approval document that includes the following three sections:
Letter
Approval criteria
List of programs
Deemed approved: list of all degrees (this year only?)
VA would like the 8794 form to be CURRENT. If there are no changes to SCO’s, send the form in with the application materials. IF THERE ARE CHANGES and you need immediate help in setting up access in VA-ONCE-then send to Kate.
SCO form-VA : Designating a Certifying Official.

39. Mail to SAA: Completed & signed application
Two certified copies of catalogs, addendum, student handbook, etc.
One hardcopy of the revised approval document
VA would like the 8794 form to be CURRENT. If there are no changes to SCO’s, send the form in with the application materials. IF THERE ARE CHANGES and you need immediate help in setting up access in VA-ONCE-then send to Kate.
SCO form-VA : Designating a Certifying Official.

40. New Address State Approving Agency
Higher Education Coordinating Commission
255 Capitol St. NE
Salem, OR 97310
Our new address effective 9/20/16

41. Priority: Initial or new applications
Approval Queue
Priority: Initial or new applications
New programs at approved schools

42. Common Errors Catalog & publications NOT certified & dated
Not sending in publications that include criteria & program/certificate requirements. NEED COURSE REQUIREMENTS.
All certificate programs that you want approved---MUST HAVE COURSE REQUIREMENTS. This usually occurs when the courses are not in the catalog, but are online.

43. Certification: “Certified true and correct in content and policy.”
Sign and date the statement
VA would like the 8794 form to be CURRENT. If there are no changes to SCO’s, send the form in with the application materials. IF THERE ARE CHANGES and you need immediate help in setting up access in VA-ONCE-then send to Kate.
SCO form-VA : Designating a Certifying Official.

44. Common Errors (cont.)
Sending in catalogs & other publications electronically or providing links
Not listing additional extensions
Need printed so that it can be certified and dated that it is correct and true for that specific period in time. Web pages can be changed. Therefore, need to print and certify. REMEMBER to sign AND date.

45. Common Errors (cont.)
School’s satisfactory academic progress (SAP) policy in catalog only applies to students receiving federal financial aid.
If that applies to your school, submit addendum with SAP that applies to all students.
Need printed so that it can be certified and dated that it is correct and true for that specific period in time. Web pages can be changed. Therefore, need to print and certify. REMEMBER to sign AND date.

46. Incomplete application packets will be returned.

47. Faster Approvals & Less Work!
Benefits
Faster Approvals & Less Work!
Know that SCO’s have too much work, but if follow the instructions in the cover letter—
Faster approvals
Less back and forth s and follow up on application deficiencies=less work for you.

48. Approval Topics Non-credit courses Advertising Financial statements
Adverse actions
IF APPLICABLE. Agency that licenses, authorizes or approves new programs. Public Universities-certificates usually fall under approved standard degrees (substantially the same content, curriculum, etc.) and therefore, do not need additional approval. Non-profit universities-accrediting bodies.

49. Non-Credit Courses In catalog/addendum Vocational objective
On transcripts
IF APPLICABLE. Agency that licenses, authorizes or approves new programs. Public Universities-certificates usually fall under approved standard degrees (substantially the same content, curriculum, etc.) and therefore, do not need additional approval. Non-profit universities-accrediting bodies.

50. Non-Credit Courses CEU’s to clock hours Hour limitation
18 hours= VA full time
IF APPLICABLE. Agency that licenses, authorizes or approves new programs. Public Universities-certificates usually fall under approved standard degrees (substantially the same content, curriculum, etc.) and therefore, do not need additional approval. Non-profit universities-accrediting bodies.

51. Advertising Include when submitting continued approval application
Submit new or last 12 months
IF APPLICABLE. Agency that licenses, authorizes or approves new programs. Public Universities-certificates usually fall under approved standard degrees (substantially the same content, curriculum, etc.) and therefore, do not need additional approval. Non-profit universities-accrediting bodies.

52. Financial Statements
Include when submitting continued approval application
Same as Oregon authorizing or licensing
IF APPLICABLE. Agency that licenses, authorizes or approves new programs. Public Universities-certificates usually fall under approved standard degrees (substantially the same content, curriculum, etc.) and therefore, do not need additional approval. Non-profit universities-accrediting bodies.

53. Adverse Actions U.S. DoE, accrediting agency, state agencies
Notify the SAA within 30 days (other state agencies-less time for notification)
IF APPLICABLE. Agency that licenses, authorizes or approves new programs. Public Universities-certificates usually fall under approved standard degrees (substantially the same content, curriculum, etc.) and therefore, do not need additional approval. Non-profit universities-accrediting bodies.

54. School Responsibilities
Notify the SAA of any changes to approval
Only certify courses that are part of a student’s approved Program of Education (some exceptions apply for “rounding out” terms and non-matriculated students)
Courses that are offered under contract should not be certified unless the contracted facility has been approved by the SAA

55. School Responsibilities
Schools should make sure courses that are not approved for VA Education Benefits are not certified or part of the curriculum (such as Independent Study or Practical Training at a Non-Accredited school)
Schools are responsible for ensuring that the 85/15 Rule has been met prior to submitting an Enrollment Certification (unless waived).