SAA-101B IHL-NCD APPLICATION - NON-ACCREDITED - REFIT.DOC

ARIZONA DEPARTMENT OF VETERANS’ SERVICES
State Approving Agency (SAA)
Application for Education Institution and Program Approval
NON-ACCREDITED INSTITUTIONS
1. Please complete this application in the format provided. Information should be provided in the sequence of the
application and submitted in a hard copy. If attachments are necessary, please label them for the correct part of this
application. (Please note that there is no need to duplicate required information. If information is provided in sufficient
detail in your catalog, please note the catalog page number when duplications occur.)
2. Section I references your institution’s catalog, student handbooks, supplements, or addenda
3. Section II references required Additional Institutional and Program Elements
A. Administrative Requirements: Required documents or information
B. General Institutional Requirements: Institutional data
C. Academic Program Requirements: Detailed program information and Off-campus Practical Training
D. Instructional Resources and Support Services
4. Section III Acknowledgement of Approval Conditions applicable to the institution
5. Section IV Submission of the application
6. Section V Visit of your institution
SAA-101B
DEC 14

Section I
INSTITUTION CATALOG
CATALOG CHECKLIST for NON-ACCREDITED INSTITUTIONS
The completion of a “Catalog Checklist” is required with every catalog submitted to the SAA. The following catalog
elements are required in all catalogs. Please indicate the page number for each element listed below.
Name of Institution
Catalog Identification
YES NO Two copies of the institution’s catalog; to include, each catalog, all applicable student handbooks,
1.
Circle One supplements, and addenda
Each copy of a new catalog, student handbooks, supplements, or addenda must have the following
statement affixed to each item and each statement must be signed and dated:
YES NO Sample Label
2.
Circle One Certified as True and Correct in Content and Policy
____________________________ _______________________
School Official’s Signature Effective Date
Catalog
# Required catalog elements, which may be provided in student’s handbooks, supplements, or addenda.
Page #
3. Catalog identifying data which includes institution’s name, applicable dates, volume number, and date of
publication.
4. Statement that the institution is not accredited by a nationally recognized accrediting association.
5. Statement that the institution is licensed by applicable State licensing agency.
6. Name of the school and its governing body, officials and faculty.
7. Qualifications, both educational and experience related, of directors, administrators, and instructors are
adequate.
8. School policy and regulations on enrollment, with respect to enrollment dates and specific entrance
requirements for each program.
9. School policy and regulations relative to leave, absences, class cuts, makeup work, tardiness, and
interruptions for unsatisfactory attendance.
10. Requirements for Graduation.
11. Grading system, and explanation of grades.
12. Policy concerning the institution’s standards of progress.
13. Policy concerning minimum satisfactory grades or grade point average.
14. Policy concerning the point at which progress becomes unsatisfactory.
15. Policy concerning probation, including description of probation and period(s) of probation.
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16. Policy concerning dismissal or termination due to unsatisfactory progress.
17. Policy concerning the conditions for student's reentrance following dismissal for unsatisfactory progress.
18. Policy concerning satisfactory or unsatisfactory progress, and academic records maintained by institution.
Policy concerning maintained records & transcripts furnished to students and/or to others; may include,
19.
exam, and final grades or withdrawal information and last day of attendance.
20. Policy concerning student conduct and enforcement.
21. Policy concerning dismissal due to unsatisfactory student conduct.
22. Policy concerning the awarding and evaluation of credit for previous education and/or training and the
appropriate shortening of the program.
Program outline and descriptions for each program (diploma, certificate, or degree) offered at the
23. institution; to include program objectives, and whether credit is awarded in terms of either semester or
quarter credit hours, or clock hours.
24. Course descriptions for each program to include the credit and/or clock hours granted for each course.
25. Statement regarding Document issued upon completion of program.
26. A description of the available space, facilities and equipment.
27. A calendar showing beginning and ending dates of each term, quarter, or semester, legal holidays, and
other important dates.
28. Detailed schedule of tuition, fees, registration, and any other charges, i.e., books, supplies, tools,
activities, laboratory, services, rentals, etc.
Registration fee above $10.00; refund of a pro-rata amount above the $10.00 will be given within 40 days.
Note required policy: In the event the veteran or eligible person fails to enter the course, withdraws, or
is dismissed at any time prior to completion, any unused portion of tuition, fees, and other charges is
refunded. Any amount in excess of $10 of the application/registration fee is subject to proration. The
29. amount charged will not exceed the exact pro-rata portion of total charges. The length of the completed
portion of the course will be prorated over its total length, and the exact proration will be determined by
the ratio of the number of days of instruction completed by the student, to the total number of
instructional days in the course. Refunds are made within 40 days of the last date of the student’s
attendance.
30. Support Services: As an example; veterans assistance, student advisement, financial aid counseling,
and/or any other pertinent services for students provided by the institution
Notes:
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DEC 14

Section II
ADDITIONAL INSTITUTION AND PROGRAM ELEMENTS
A. ADMINISTRATIVE REQUIREMENTS: Complete the following required documents or information. (Forms are attached)
1. A copy of the applicable Arizona State license to operate a private school (Arizona State Board for Private
Postsecondary Education; Arizona Board of Barbers; Arizona Board of Cosmetology; etc.)
2. Complete the VA Form 22-8794, Designation of Certifying Officials. Only individuals listed on this form are
authorized to sign the initial and monthly certification forms for veteran’s benefits. When any changes in the
certifying officials occur, a new form must be completed and submitted to the SAA. SAA will forward a copy of this
form to the Department of Veterans Affairs (DVA).
3. Complete the VA Form 20-8206, Statement of Assurance of Compliance with Equal Opportunity Laws.
4. Complete the VA Form 22-1919, Conflicting Interests Certification for Proprietary Schools Only
5. Complete the SAA Form 027, Advance Payment Program Agreement, if you wish to participate in the
Advanced Payment Program.
6 Complete the SAA Form 026, Veterans Enrollment Limitation Policy, the total active veteran student
population may not exceed 85%.
7. Complete the VA 35% Waiver Form.
8. Go to the following link: http://www.benefits.va.gov/gibill/resources/education_resources/mou.html
Complete MOU, print, and submit with this package.
9. Proof that the school has been in operation for at least two years. (Licenses for two years.)
10. Please provide the effective date for this approval.
B. GENERAL INSTITUTIONAL REQUIREMENTS: Provide the following required information:
1. Provide the name, address, e-mail address, phone number, and fax number of the person completing the
application and the principal contact person for each Arizona location.
2. Provide the institutional profit/ownership status (Public, Proprietorship, Partnership, Corporation for Profit,
Corporation Nonprofit, etc.)
3. Indicate the maximum number of students that adequate instruction can be provided to in all programs for all
students at each Arizona location (Maximum Student Enrollment).
C. ACADEMIC PROGRAM REQUIREMENTS: The following additional information must be provided for each degree or
certificate program offered in the state of Arizona for which you are requesting veteran’s approval.
1. Provide a list of programs (degrees, certificates, or diplomas) to be approved for each location in Arizona.
2. Provide a ‘breakdown’ for each program of the clock hours and/or credit hours in the following academic
areas, for each program listed above: Total Clock Hours/Credit Hours: ; Theory: , Lab: , Clinical:
, Externship/Internship*: , Other: .
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*Off-campus training experience as part of an institution’s program must have a detailed description in the institution’s catalog. Off-
campus program portions may be considered as “resident” training only if all of the following conditions are met:
1. The entire program is accredited by a regional or nationally recognized accrediting agency.
2. The off-campus location is directly supervised by the institution, which includes weekly attendance and training evaluations of the
training being reviewed by the institution.
3. Students participating in off-campus training are advised and counseled on all segments of the program’s completion requirements.
4. All institutional policies, procedures, and academic requirements of the institution are applicable during the off-campus training.
5. A detailed, off-campus “supervised” training plan is listed in the institution’s catalog.
3. Provide the total length of time necessary to normally complete each program. For non-degree programs,
include periods of full time/part-time and day/night enrollment times, i.e., Days: Monday - Thursday, 8:30am to
2:00pm, 5 hours per day, 20 hours per week; Nights: Monday - Thursday, 6:00 p.m. to 9:50 p.m., 4 hours per day, 16
hours per week; Clinical: Monday - Saturday, 40 hours per week, total of 160 hours, etc.
4. Student to Teacher Ratio.
5. Provide information concerning the instructional methodology and delivery for each program; i.e., residency,
distance learning, hybrid, online, independent study, combinations, etc.
6. If any program, course, or part of course is being taught via “contract” with another company, institution, or
individual that is NOT part of your institution, please provide the contract information including: name of the point
of contact, address, telephone number, and name(s) of the Contract Company, institution, or individual. Please
attach a copy of the contract.
D. INSTRUCTIONAL RESOURCES AND SUPPORT SERVICES
1. Provide documentation that states all institution facilities are in compliance with applicable local, state, and
federal fire, safety, and health codes.
2. Provide audited/reviewed financial documentation stating that generally accepted accounting principles are
utilized for the most current fiscal year and that provides evidence that the institution has the capital to sustain its
purpose. This document must be completed by an independent CPA.
3. Provide examples of publications, advertisements, and other related communications describing the
institution and the programs offered in the State of Arizona.
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Section III
CONDITIONS FOR INSTITUTION APPROVAL
Non-Accredited Institution
I certify that all information and documents submitted with this application are true and correct. I certify that the certification of all
students receiving veteran’s education benefits (GI Bill) under Title 38, United States Code will be completed in an accurate and
timely manner. I certify that the following required approval criteria will be complied with:
 Adequate records will be maintained to show the progress (grades) of the student toward their educational/vocational objective.
If the student’s enrollment is terminated prior to completing a course or objective, the last day of attendance will be recorded in
their student file and reported to the Department of Veterans Affairs (VA).
 The institution will maintain a written record of the evaluation of all previous education and training which clearly indicates that
appropriate credit has been awarded for previous education and training, with the training period shortened proportionately, and
the veteran or eligible person and the VA so notified.
 The institution’s policies of academic progress and conduct will be enforced (these policies must describe the conditions under
which the student will be terminated due to lack of progress toward their educational objective or engaging in unacceptable
conduct).
 Attendance records will be maintained for students enrolled in ALL courses, and policies for attendance will be enforced. The
institution’s policy for attendance describes circumstances under which a student will be terminated due to lack of attendance.
 Required reports will be submitted to the VA advising them of the student’s beginning and ending dates, last day of attendance if
there is a termination or withdrawal, educational or vocational objective rate of pursuit, credit allowed for previous education and
training, or other student status requested by the VA.
 The institution is aware that the Code of Federal Regulations (CFR) 21.4201 requires compliance with the 85-15% enrollment
restriction. The total active veteran student population may not exceed 85%.
 A copy of the school catalog, which describes all required, policies, procedures, and information, as identified in Section I of this
application, will be furnished to the veteran or eligible person upon enrollment.
 The institution will report any changes in school name/ownership, licensure, accreditation, programs, facilities, address / location,
policies, catalogs, schedules, tuition and fees, faculty and staff, etc., as soon as they become effective.
 Representatives from the VA and the Arizona State Approving Agency will be permitted to visit the school for the purpose of
reviewing records, interviewing students, inspecting facilities, and evaluating the instructional processes.
 All institutional advertisement (ads, catalogs, published documents, website, etc.) does not and will not contain or use
erroneous, deceptive or misleading practices.
 The institution will not use any type of ‘aggressive’ or ‘misleading’ recruiting practices for anyone eligible for veteran’s education
benefits.
This institution is currently NOT accredited. We have applied or will be applying for accreditation through
____________________________________________ and should be fully accredited by __________________ .
__________________________________________ ___________________________________
Signature of Authorized School Official Title
__________________________________________ ____________________
Name of Institution Date
SAA-101B
DEC 14

Section IV
SUBMISSION
Submit this completed application with all attachments and signatures in one package to the following
address:
Arizona Department of Veterans’ Services
State Approving Agency (SAA)
3839 N. 3rd Street, Suite 209
Phoenix, Arizona 85012
Section V
ON-SITE VISITATION
Once the approval process requirements are completed then a comprehensive institutional wide visit will be completed to
ensure that all federal, state, and local requirements are met. A representative from the VETAA will contact you to schedule
this visit for initial approval.
Remarks:
State Approving Agency (SAA)
602-255-5395
education@azdvs.gov
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