2013 Recertification Workshop

1. 2013Recertification Workshop Governor’s Office Building Room 450 February 8, 2013

2. Workshop Agenda/Topics Announcements and Introductions Department Overview Overview of the New Proprietary Rules / Fees 2013-2014 Recertification Process Application Items and Exhibits Common Problems and Questions Student Data Records Questions and Answers

3. Meet the Staff Leroy Wade - Assistant Commissioner Laura Vedenhaupt - Senior Associate Dory Hamburg - Research Associate Leslie Winter – Senior Office Support Specialist

4. What is the CBHE? Coordinating Board for Higher Education Created by Missouri Constitution • Nine Members • Geographically/Politically Diverse • Appointed by the Governor Head of the Missouri Department of Higher Education (MDHE) Hires the Commissioner of Higher Education

5. What is the MDHE? Missouri Department of Higher Education Statewide Higher Education Agency • Public Colleges and Universities • Independent Missouri Colleges and Universities • Proprietary/Out-of-State Institutions Four Major Divisions • Academic Affairs • Administration/Operations • Guaranty Agency for FFELP Loans and Default Prevention • Financial Assistance, Outreach, and Proprietary Certification

6. What is a proprietary school? Defined by statute • Offer a course of instruction • Profit or not-for-profit • Classroom or distance Categories • Missouri Private Career Schools • Missouri For-profit College-level Institutions • Out-of-state Colleges/Universities • Recruit-only Schools

7. 2011 Statistics Enrollment – 93,919 Programs Offered – 2,867 Graduates – 20,516 Financial Aid – More than $400 Million Employment – 70% in Training Related Fields

8. Program Profile – FY 2012 Main Campus Certificates – 149 • 101 Mo. Private Career • 31 Non-Missouri • 17 Recruit-only Instructional Locations – 201 New Applications – 46 Site Visits – 11 Program Revisions – 1,176 School Closings – 8

9. Proprietary School Advisory Committee (PSAC) Gary Myers (Chair) – Everest College Tunya Carr – National American University Larry Cartmill – Heritage College Charlene Corley – IHM Academy of EMS Victoria Queen – Victory Trade School Varghese Samuel – American Trade School

10. State Agency Cooperation • Department of Elementary and Secondary Education • Veterans Education • Vocational Rehabilitation • Economic Development • Workforce Investment Act • Department of Insurance, Financial Institutions and Professional Registration • Professional Registration • Department of Health and Senior Services

11. Questions?

12. New Proprietary Legislation • HB 1042 signed into law June 7, 2012 • Statutory Changes effective August 28, 2012 • Converts program to dedicated fee funding • Increases fees • Increases maximum security deposit • Authorizes two year certification • Establishes time limits for program review • Other technical changes

13. Proprietary Rulemaking • Final rule published in the Code of State Regulations January 29, 2013 • Rule changes effective February 28, 2013

14. New Proprietary Rules • Definitions • Continuous operation • Formal grievance • Lapse • New program • Substantive change • Assessment of late fees

15. Rule Changes • Biennial recertification • Not available for the 2013-2014 recertification cycle • Program review • Substantive change (60 days) • New program (90 days)

16. Fees • Payable to MDHE – Proprietary • Fee List • Applications • Program Review • Change of Ownership, Name, Location • Student Record Verification • Late Fees • Review Team Expenses

17. Questions?

18. Annual Recertification Process Site Visit Program Approval Certificate of Approval Enrollment/ Exit Records Institutional Changes

19. Recertification Timeline Application Available – January 7, 2013 Submission Deadline – March 15, 2013, 5 p.m. Review of Application Materials – April/May Notice of Action/Issues – April to June Security Deposit Verification (DHE 900) and Payment of Certification Fee – June Issue Certificate of Approval – by June 30, 2013

20. Electronic Application • Available in two formats • Portable Document Format (PDF) • Microsoft Word (DOC) • Access from department Internet site • http://www.dhe.mo.gov/psc/proprecertinstructions.php • Download, save, and complete

21. Electronic Data Forms • Available Forms • Additional Locations (Pages 11 -13) • Program Inventory (Item 43) • Personnel Data (Item 44) • Financial Statement (Items 45 – 53) • Student Financial Aid Report (DHE 14-P) • Enrollment, Completion, Employment (DHE 27-P) • Administrative/Instructional Personnel (Exhibit 4) • Available in one of two formats (Word or Excel) • Access from department Internet site • http://www.dhe.mo.gov/psc/proprecertinstructions.php

22. Application Overview • Three Sections • Certification Standards • Institutional Information • Exhibits • Common Problems • Incomplete Application • Inconsistent Information • Noncompliant with Standards

23. Certification Standards • Verification of compliance • Review each item carefully • Original, handwritten initials • Narrative explanation of any items left blank (Exhibit Six) • Attestation page • Original signature of owner/administrator • If different, name and title of person initialing

24. Institutional Information • Primary data source about schools • General institutional information • Five Data Reports • Program Inventory • Personnel • Finance • Student Financial Aid • Enrollment/Completion/Employment • DHE Code (Identification Number) • Lower right corner of the Certificate to Operate

25. Institutional Information • Location/Control/Approval • Additional Locations • Program Inventory • Do Not Include New/Program Review Requests • Personnel Data • Financial Statement • Certification Fee • Security Deposit

26. Institutional Information • Student Financial Aid (DHE 14-P) • If eligible, complete even if no aid was delivered • Ensure you use appropriate program areas • Federal programs • State administered federal programs • State programs • Institutional aid • Other aid sources • Third-party loans • Unduplicated students and total dollars awarded

27. Institutional Information • Enrollment/Completions/Employment • (DHE 27-P) • Four data sections • Section I – Headcount enrollment • Section II – Graduate placement/employment • Section III – Completions • Section IV – Outcomes • Reporting period for sections I, III, IV – 2012 • Reporting period for section II – any 12 months • Consistent totals in sections III and IV

28. Exhibits • All current publications • Completed enrollment agreement • Completed transcript • Personnel forms (administration/instructors) • Resumes for new personnel (if applicable) • Financial reports (if applicable) • Supplemental information

29. Checklists • Exhibit Checklist • Signed and dated • Publication Checklist (Exhibit One) • Document and page • Category code • Enrollment Agreement (Exhibit Two) • Completed current agreement • Transcript (Exhibit Three) • Completed current transcript

30. Personnel Information(Exhibit Four) • Administrative Personnel Form • Check box and attach resume, if new • Check all administrative duties that apply • Designate one person to receive application • Designate one person to receive certificate • Instructional Personnel Form • Check box and attach resume, if new • Include name and courses taught for each • Special circumstances • Accredited • Massage program

31. Questions?

32. Top 5 Recertification Questions • Do I have to send the whole application? • How do I request approval for a new program? • What is the difference between a branch campus and an extension site? • Can I send my certification fee with the application? • Can I get an extension of the March 15 deadline?

33. Common Errors/Omissions • Application Item 39 – State of Incorporation • Application Item 43 – Program Inventory • Student Financial Aid Report (DHE 14-P) • Enrollment, Completion and Employment (DHE 27-P) • Exhibit One – Catalog/Handbook • Exhibit Two – Enrollment Agreement • Exhibit Three – Transcript • Exhibit Four – Personnel Information • Original signatures

34. Online Resources • MDHE Information • Online Program Inventory • Tips and Suggestions page • Information Request Form • CIP Information • Browse CIP Categories • Searchable Database • CIP Wizard • CIP Selector

35. Student Data Records • Overview • Primary source of data about students at certified schools • Point in time format • Snapshot of student at entry/enrollment • Snapshot of student at exit • Importance of Data • Understand institutional scope and performance • Describe certified schools • Integrate with data about other education sectors • Reduce reporting requirements by sharing with other agencies

36. Student Record Web Application • Available from any Internet connection • Data entry options through application • Data entry by student (enrollment portion only) • Data entry by school (enrollment and exit) • Contact MDHE for more information • Laura Vedenhaupt

37. Data Collected • Enrollment Data • Do not report “No Shows” • Can be completed by students • Exit Record • Complete on exit (graduation, termination or withdrawal) • Completed by school

38. Data Collected (cont.) • State in which the student’s high school was located • Full date of birth • Location of permanent home (U.S. or non-U.S.) • Ethnic origin [based on USDE’s Integrated Postsecondary Education Data System (IPEDS)] • Type of postsecondary school previously attended Career/technical Two-year college/community college Seminary/theological Four-year college/university

39. Data Collected (cont.) • School-assigned student ID • Do not include the student’s full name • Do not use duplicate IDs for different students

40. Discontinued Programs If teach-out is complete and all exit records have been submitted: • Provide notification letter. • Report date the last student records were submitted. Specify method used to submit (paper, web). • If paper forms are submitted, MDHE will enter data and remove program from official program inventory If teach-out is incomplete: • Provide notification letter with anticipated date of teach-out completion. • Notify MDHE when teach-out is complete and all records are submitted.

41. Questions?

42. Current Issues • Reciprocity • Licensed Occupation Disclosures • HB 114 / SB 106 (credits for military courses)

43. Application Deadline Friday, March 15, 2013

44. Contact Us 205 Jefferson Street P.O. Box 1469 Jefferson City, MO 65101 Phone: (573) 751-2361 Fax: (573) 751-6635 Info. Center: (800) 473-6757 info@dhe.mo.gov www.dhe.mo.gov