Private Postsecondary Education PPE Recertification Training 1 Training Agenda Benefits of Completing Recertification on the Web Recertification Requirement Minimum System Requirements Recertification Cycle ID: 766544
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Private Postsecondary Education (PPE) Recertification Training
1 Training Agenda:Benefits of Completing Recertification on the Web Recertification RequirementMinimum System RequirementsRecertification CycleOn-Line Recertification ProcessRecertification Documents to SubmitSCHEV Contact Information PPE Recertification Training
2 BearingPoint , Inc., a management and technology consulting firm, designed a Recertification Process that is:User-FriendlyWeb BasedPPE Recertification Training
3 Benefits of Completing Recertification on the WebElectronic 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 PPE schools. PPE Recertification Training
4 PPE Recertification Training Pursuant to 8 VAC 31-170(E), all postsecondary educational institutions certified to operate in Virginia must recertify annually . Recertification Requirement
Minimum System RequirementsInternet ConnectionInternet Browser (tested on Internet Explorer 5.5 and higher and Mozilla Firefox 2.0)Microsoft Word and Microsoft ExcelPrinterPPE Recertification Training 5
Recertification Cycle Schools have a 60-day window of opportunity to complete the recertification application . 6 PPE Recertification Training
7 PPE Recertification Training A complete Recertification Application packagemust be submitted by the Application Due Date. A complete package includes: Electronic (on-line) application submission AND Paper documents mailed to SCHEV office
8 Out-of-State, Degree-Granting & Career-Technical Private Institutions Recertification Notification Date–May 2 Recertification Application Due Date-July 2Out-of-State, Public Institutions Recertification Notification Date–May 16 Recertification Application Due Date–July 16 PPE Recertification Training
9 PPE 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
10 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 PPE Recertification Training
11 In-State, Career-Technical, Private Institutions ( Q–Z, and all others)Recertification Notification Date–August 2Recertification Application Due Date–October 2 Your complete recertification application package must be submitted to SCHEV by the Application Due Date!PPE Recertification Training
12 To access the recertification application, go to: http ://pope.schev.edu/certification/ The Primary Contact designated by the institution will be assigned the User Name and Password to facilitate application processing.PPE Recertification Training
13 Email Notification
14 Login Screen
15 Introduction & Instructions Page
Enrollment Data Graduation DataJob Placement DataFees Submission 16 Locations General Information Ownership Information Program Information Surety Information PPE Recertification TrainingThe Recertification Application Menu is comprised of ten sections:
17 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 have checkmarks. PPE Recertification Training
18 At the bottom of the Recertification Application Menu, find:A link to all SCHEV formsCertification Application Status of “In Progress” or “Submitted” Application Due Date PPE Recertification Training
19 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.PPE Recertification Training
20 Other Navigation Tips :Click the “Save” button in order to save inputted data.Click the “Contact Us” link if experiencing difficulty navigating the application. PPE Recertification Training
21 Introduction and Instructions
22 PPE Recertification Training
23 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 . The User Name will never change. PPE Recertification Training
24 Help Topics On most screens, you will find “Help Topics” that give an explanation of that particular field.PPE Recertification Training
25 Institutional Locations Screen
26 Review and confirm all instructional locations in Virginia.Complete and submit a “Branch Application” if a branch location has opened and is not on the list. Complete and submit an “Institutional Site Listing Form ” if an instructional site has opened and not on the list.Complete and submit a “School Closure Form” if a branch location has closed.Complete and submit an “Institutional Site Listing Closure Form” if an instructional site has closed.Check the Confirmation Box to verify information has been reviewed and is accurate before clicking the “Save” button. Institutional Locations Screen
27 General Information Screen
28 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. Items highlighted in gray cannot be updated by the institution. Please contact SCHEV staff to make updates. General Information Screen
29 The drop-down box will display each institution’s status as “Complete” upon confirmation of the data. The section is marked complete after all location statuses are converted to “Complete ” status. Check the Confirmation Box to verify information before clicking the “Save” button.General Information Screen
30 Ownership Information Screen
31 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 the “Save” button. Ownership Information Screen
32 If registered (corporation, limited liability corporation, etc.) with the State Corporation Commission (SCC), submit current , unexpired proof of good standing with recertification information. If required by the locality, submit a valid, current business license. If an out-of-state institution, submit evidence of main campus’ authorization to operate in home state. Ownership Information Screen
33 Program Information Screen
34 Review and verify each program offered.Complete program verification for each location operating in Virginia (utilize drop box for other locations).Check the Confirmation Box to verify information before clicking the “ Save” button. Complete and submit the “New Program Approval Form” and fee to add a new program. Complete and submit the “Notification of Program Modification Form” and fee to report changes to existing approved programs. Program Information Screen
35 Surety Information Screen
36 Each institution must either submit a surety instrument or demonstrate eligibility for a surety waiver .Must have been certified for five years (60 months) to be considered for surety waiver. Must input Total Surety Required or Composite Score in the appropriate field. Surety Information Screen
37 If submitting a surety instrument ( Surety Bond or Letter of Credit), complete and submit the “Surety Instrument Calculation Worksheet”.Must submit the ORIGINAL Surety to the office with SCHEV as the obligee. If seeking surety waiver, submit the most recent audited, reviewed or compiled year-end financial statement and the appropriate “ Composite Score Calculation Worksheet ”. Surety Information Screen
38 Enrollment Data Screen–Page 1
39 Enter enrollment data for each location operating in Virginia. Degree-granting schools, use enrollment data from most recent fall headcount.Non-degree granting schools, use enrollment from most recent academic/calendar year. Provide total number of students claiming Virginia residence. Enrollment Data Screen-Page 1
40 Enrollment Data Screen–Page 2
41 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 (on second page of Enrollment Data table). The Confirmation box will activate after each credential for each location is accounted for. Enrollment Data Screen–Page 2
42 Graduation Data Screen
43 Graduation data should be reported for each location operating in Virginia. Provide the total number of degrees, certificates, or diplomas conferred for each program since last certification.Place a checkmark in the Confirmation Box to verify information before clicking the “Save” b utton. Graduation Data Screen
44 Job Placement Data Screen
45 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 six months and one year of graduation.Check the Confirmation Box to verify information before clicking the “Save” button. Job Placement Data Screen
46 Recertification Fees Screen
47 The recertification fee amount is based on the gross tuition as reported on the school’s most recent financial statement. Enter the amount in the gross annual tuition field and the fee amount will populate in the total fee required field.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 the “Save” b utton. Recertification Fees Screen
48 Application Submission Screen
49 Application Submission Screen ( cont)
50 Click “Create Coversheet” button to create coversheet/checklist; should be signed by Primary Contact.Download and complete “Institutional Certification Checklist for Institutions of Higher Education” or “Career-Technical/Vocational Institutions” and must be signed by CEO/President and notarized.Compile application packet contents. Application Submission Screen
51 Click “Create Printable Copy” button to retrieve printer-friendly copy of application for school records.Once you have completed the components and downloaded all documents to include as a complete application, click the “Submit” button to submit on-line portion of recertification application packet. THE ON-LINE APPLICATION CANNOT BE RE-ENTERED ONCE THE “SUBMIT” BUTTON HAS BEEN ACTIVATEDApplication Submission Screen
52 A number of forms must be submitted to SCHEV after the electronic submission to complete the Recertification Application Process. PPE Recertification Training
53 Institutional Recertification Application CoversheetAccreditation Status Form (for unaccredited institutions)Accreditation Status Report (for accredited institutions)Institutional Certification Checklist for Institutions of Higher Education or Career-Technical/Vocational Schools PPE Recertification Training
54 Surety Instrument Calculation WorksheetSurety InstrumentFinancial Composite Score Worksheet (if seeking waiver from Surety Instrument)Plan for Accreditation for unaccredited Institutions of Higher Education (if applicable) Approval to offer Licensure Programs (if applicable) PPE Recertification Training
55 Recertification Fee Payment Most Recent Year-End Financial StatementSurety Instrument Calculation Worksheet (if applicable)Surety InstrumentFinancial Composite Score Worksheet (if seeking waiver from Surety Instrument) PPE Recertification Training
56 Current State Corporation Commission Certificate of Good Standing (if applicable)Authorization to Operate from the higher education agency where main campus is located (for Out-of-State Institutions)Current Local Business License (if applicable) Documentation of Board Approval to offer Licensure programs PPE Recertification Training
57 Instructional Site Listing Form, (if applicable)New Program Approval Form (if applicable)Notification of Program Modification (if applicable) PPE Recertification Training
58 The Recertification Application Process is considered complete upon receipt of the school’s Electronic (on-line) submission and Paper submission have been received by the office. Both must be received by the Application Due Date.PPE Recertification Training
59 Please direct questions to: Sylvia Rosa-Casanova Director, Private Postsecondary Education SylviaRosaCasanova@schev.edu 804-225-3399 Joseph Crook, Certification Coordinator JosephCrook@schev.edu 804-225-2712 Tosha Robinson, Certification Specialist (first point of contact)ToshaRobinson@schev.edu 804-225-2609PPE Recertification Training
60 This concludes the PPE Recertification TrainingThank you for your time.GOOD LUCK!!!!!PPE Recertification Training