2. North Carolina: Atlanta DVA RPO School Conference, 2009

3. Good DAY to you…. Jim Little (James E.)

4. 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]

5. 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…

6. Opener….

7. 6

8. o Kathy Nicholson, Program Assistant o Albert Stanley, Program Specialists o Bill Doey o John Keso (the return of the “man…”) o John Pritchett, part-time PS o Joe Wescott, Director of Planning, Policy & Evaluation, Brunswick CC o Catherine Diederich, last day was 3.9.09 o Jim Little, Executive Director

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

10. Annual Activities: what do we do all year! o 245 separate schools (with Facility Codes) plus 30 Branch locations to visit & approve o 265 Supervisory visits (approx 85 per P / S / year) o 180 Applications for renewal o 210 Catalogs

11. CATALOG Activities: Good news…! o Lowest number of catalogs in 3 years… o Travel for summer periods will move Autumn visits, forward o 30 schools will submit applications, NLT August 09…

12. Break….

13. I’M BRINGING MY FRIENDS

14. 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..) o Applications (notices of Revision) are required with each NEW Catalog OR when school officials make any change that affects the current Approval

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

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

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

18. WHAT if a NEW Catalog is not published by the time the “calendars run out…”? Unusual, but… o Provide Letter from CEO / Dean / Approving Official (***Why at that level??) o Status of catalog, why not “ready” and when o Request an extension of current Catalog; “policies and procedures remain the same….” o Provide NEW calendars and tuition / fees

19. Break…. Pretty pictures….

22. The Approval…

23. o WHAT is it? o What does it do? o What do I do with it? o What is an Addendum to the Approval?

24. WHAT is it? o The Legal Document that conveys State & DVA approval for educational programs

25. o What does it do? It provides or lists… o General information o Programs and hours approved (or EXCLUDED…) o Calendars and Tuition and Fees o Unique programs or policies (Remedial / Branches, etc…) o **Coveys Requirements specific to your institution

26. o What do I do with it? Hummm… o Read it and review contents o Use it to manage your program: for record-keeping, certification, compliance… o File it WITH VA/SAA records (a place you will remember!!!) o DO NOT… o “Chunk” it away; destroy it, throw it into trash!!

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

28. o Addendum: What does it do? o Corrects or Changes some portion of an Approval (…that is final) o Examples: o Change of a Calendar date, after published o Change of policy in Requirements section o Delete a program or change the hours approved for a program

29. o Addendum: How does it work? How do I use it? o Addenda are generally conveyed as email attachments, with instructions o An Addendum changes the Approval; supersedes the original information in the Approval o Print a copy of the Addendum o Add it to the Approval o Comply with the Addendum change, not the Approval

30. Break… Less we forget!

34. Items of Special Interest…

35. o Prior Credit o “NO” Signatures o High School Transcripts o Conditional Admission o Electronic Catalogs o Compliance Surveys o Chapter 33…

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

37. ”NO” Signatures (to DVA…) o DVA Central Office directive: “..signatures are no longer required on applications (1990 / 5490)and 1995s…” o No further guidance… o So… What do you do? o Help students: ask and tell about on-line application o Complete / have student complete, a 1995 / 5495 o Retain Copy of 95‘s in the student’s record (with or without signature…)

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

39. High School Transcripts: Are High School transcripts required? o Depends on your school and on your Approval… o When HS transcripts document “part” of the admission process, YES! o Schools that teach degree / IHL programs generally require HS transcripts for new (freshmen) admissions (State standard for Public & Community. Colleges…) o Private and Proprietary schools are “generally” required to meet State standards o NCD / Diploma / Certificate programs generally require “proof of high school completion” OR “ability to benefit”… o READ YOUR APPROVAL….

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

41. 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: o Print a paper copy from the web… o Copy the web pages to a disc (PDF); 2 disc o Copy / Send an electronic copy to NC SAA… [PDF type-copies (cannot be changed) & specific (location or site or attachment)] [Get IT help…..]

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

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

44. Your questions….

45. Thank you’ll for coming……. NC State Approving Agency