private and out-of-state postsecondary education recertification training

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

POPERecertification Training


BearingPoint,Inc., a management and technology consulting firm,

designed a

• User-Friendly

• Web Based

Recertification Process


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.


Pursuant to

8 VAC 31-170, all postsecondary educational institutions certified to operate in Virginia must reapply for certification annually.

Recertification Requirement


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


Recertification Cycle

Schools have a 60-day window of opportunity to complete recertification.


A complete Recertification Application package

must be submitted by Application Due Date.

A complete package includes:• Electronic submission

• Paper submissions


Out-of-State, Degree-Granting & Career-Technical Private InstitutionsRecertification Notification Date – May 2

Recertification Application Due Date – July 2

Out-of-State, Public InstitutionsRecertification Notification Date – May 16

Recertification Application Due Date – July 16


In-State, Degree-Granting, Non-Profit, Private InstitutionsRecertification Notification Date – June 2

Recertification Application Due Date – August 2

In-State, Degree-Granting, For-Profit, Private InstitutionsRecertification Notification Date – June 16

Recertification Application Due Date – August 16


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


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!


To access the recertification application, go to:

http://www.schev.edu/higherEd/pope/Recertification.asp

Each Primary Contact identified by the institution will be assigned a

User Name and Password

To facilitate application processing.

E-mail Notification

Log On Screen

Introduction & Instructions


• 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 :


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.


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


• 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


Other Navigation Tips:

Click the button in order to save inputted data.

Click the link if experiencing difficulty navigating the application.

SAVE

CONTACT US

Introduction and Instructions


Change Password


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.


Help Topics

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

Institutional Locations


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 SAVE

General Information


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


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”.


Ownership Information Screen


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.



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


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 SAVE

Surety Information


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


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


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


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 2nd page of Enrollment Data).

• The Confirmation box will activate after each credential for each location is accounted for.

Graduation Data


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.


Job Placement


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.


Certification Fee


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.


Application Submission

Application Submission Screen cont’d


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.


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.


A number of forms must be

submitted to SCHEV

after the electronic submission

to complete the Recertification Application Process.


• 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


• 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).


The Recertification Application ProcessIs considered complete upon receipt of

the school’s

Electronic submission &Paper submission

Both must be received by the Application Due Date.


Please direct questions to:

Linda H. Woodley, Director, Private & Out-of-State Postsecondary Education

804-371-2938, [email protected]

Keondra Nicholas, Certification Manager


Tosha Robinson, Certification Specialist



This concludes the

POPE Recertification Training

Thank you for your time.

private and out-of-state postsecondary education recertification training

Documents

pope schools

training agenda benefits

private institutions

microsoft excel printer

complete package

schev website

web electronic filing

internet explorer