State Council of Higher Education for Virginia

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Frequently Asked Questions about Recertification

How is a new contact person added?

  1. On the General Information screen, click on the drop box
  2. Click “New Contact"
  3. Enter new contact information
  4. Click SAVE button

How can I delete a contact person?

Submit information via email, fax, or regular mail to ToshaRobinson@schev.edu.

Can changes be made to my institutional recertification application on-line after submission?

No, after the recertification application has been submitted, any changes will have to be reported using the appropriate form. Visit POPE Forms to obtain the appropriate form and mail directly to SCHEV at the address listed at the top of the form.  The form may also be e-mailed to ToshaRobinson@schev.edu.

How can changes be made to our list of program offerings?

To add new programs since last certification, complete and submit New Program Approval form.  For changes to an existing program (i.e. program name, number of credit/clock hrs), or discontinuation of a program, complete and submit the Notification of Program Modification form.

Do I need to complete the surety instrument calculation worksheet?

Yes, it is necessary for schools that are not applying for a surety waiver to complete the form to verify the surety instrument amount.  A surety is required each year that is adequate to provide refunds to students for the unearned non-Title IV portion of tuition and fee for any enrollment period.

What name should be listed as the oblige on the surety bond or beneficiary on the Letter of Credit (LOC)?

State Council of Higher Education for Virginia (SCHEV)

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How do I determine my certification fee amount?

The annual recertification fee amount is based on the previous year’s tuition/revenue.   Please see 8 VAC 40-31-260 (POPE Regulations) to see the recertification fee structure.

To whom do I make my check payable?

Business check, cashier’s check or money orders must be made payable to: Treasurer of Virginia.  Personal checks, credit card payments and cash are not accepted. 

Do I have to fill out the certification application sections in the order as it appears on the screen?

No, the recertification application does not have to be completed in any particular order.

How will I know the section of the application I am working on is complete?

A check  will appear in the box next to the section name upon its completion.

Do I have to click the SAVE button after completing each section?

Yes. It is the only way to ensure that you can progress through the application.

Should I print a copy of the application before submitting it?

It is advisable to ensure accurate information is submitted for recertification. 

Should I submit a cover sheet with the application?

Yes. The recertification application will not be considered complete until all required documents have been submitted.

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What should I do if I can not access the web application?

Contact your institutional information technology representative.

What do I do if I report incorrect information?

Contact ToshaRobinson@SCHEV.edu or JosephCrook@SCHEV.edu for further instructions.

Who do I need to contact to help with the composite score process?

The contact person is Monica Lewis, Fiscal Specialist at (804) 225-2424.  Her email address is MonicaLewis@SCHEV.edu.

What is the turn around time for call backs?

SCHEV’s goal is to return all calls within 24 to 72 business hours.

Will I be notified once my application is processed?

Yes, the institution will receive its new Certificate to Operate within 45 business days after receipt of a completed recertification package. The recertification package will be considered complete after the receipt of the electronic application submission as well as the required paper documents.

What is the purpose of CIP codes and how do I access them?

The purpose of the Classification of Instructional Programs (CIP) is to provide a taxonomic scheme that will support the accurate tracking, assessment, and reporting of fields of study and program completions activity. CIP was originally developed by the U.S. Department of Education's National Center for Education Statistics (NCES) in 1980, with revisions occurring in 1985 and 1990. The 2000 edition (CIP-2000) is the third revision of the taxonomy and presents an updated taxonomy of instructional program classifications and descriptions.   To research a program to determine its appropriate CIP code, visit http://nces.ed.gov/pubs2002/cip2000/cipsearch.asp.

When reporting enrollment, placement and completion information are schools required to report all students?

No.  Institutions should only report enrollment, placement and completion information for students who claim a Virginia residence.  Military students whose duty assignment is in Virginia should be counted as a Virginia resident.   Students attending institutions in Virginia, but have an out-of-state residence (Maryland, North Carolina or Washington, DC, etc) do not have to be included in school reporting.

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