Compliance Survey Visits Theresa A. Gibson, Program Specialist Melanie A. Moynahan, L.M.S.W., Program Specialist Houston Field Personnel

1)Phone Call – to schedule a tentative date. There is a lot of material to prepare for the surveys, so sometimes, it will be necessary to reschedule. 2)Survey Notification Letter FAX or Confirm date and time of appointment Provide school official with the names of students. Validate that information provided does not include personal identifying information (PII) Schedule face to face student interviews (for profit) Specific documents to be requested for review: –Academic Records- VA Files –Financial Aid Files- Student Payment Records TVC: COMPLIANCE SURVEYS Our Procedures

Documents to request and made available: –Application for Admission –Program Curriculum (Degree Plan) –Students Unofficial Transcript –Tuition/Fees Payment Ledger –Prior Credit Evaluations –Copy of Catalog and Schedule of Classes (Residence or Distance) for survey period –Schedule of Tuition and Fees Note: There will be additional information you will need to review for OJT/APP/Flight TVC: COMPLIANCE SURVEYS

3. When arriving at the school and/or training facility, contact the appropriate official. This is usually the school certifying official, and as before we would still like to greet the Campus President or other available school officials. A. Entrance briefing, we will advise the school official: a) We are there to assist the school and beneficiaries in understanding laws as they apply to VA beneficiaries b) We also need to verify and assure the correctness of VA educational benefit payments B. Arrange for a working area be made available where the review of records will completed and not be too disruptive of school activities. C. Explain that there will be an Exit Interview at the conclusion of the survey and that they may wish to notify any other appropriate officials. TVC: COMPLIANCE SURVEYS

D. Verify that schools/training establishments maintain accurate, current, & complete records. This should be consistent with the information provided to VA. This may include: - Clock or credit hours of classes - Apprenticeship/OJT hours trained/wage scales - Verify changes in enrollment E. Verify that students: - began training on the day certified, - are pursuing the same program that was certified by the school on VAF credit hours certified are reflected on the transcript. - determine if previous education or training was considered and if appropriate credit was granted towards the degree objective TVC: COMPLIANCE SURVEYS - courses are certified correctly as “resident” or “distance education” (on- line) - courses pursued are required for the degree program or objective

Change in Student Status - Verify that the facility is accurately and promptly reporting changes. Review VAF b submitted on the student * Compare VAF b with any official “drop slips,” attendance records, instructor’s records, or notes in the student’s school file * For VA to consider the reporting to be prompt, these reports must be made within 30 days -If there were changes ( b), were the changes appropriately documented for any possible refunds, overpayments, etc. -We will be checking the reported tuition and fees as posted in catalogs, class schedules, or approved amounts per the SAA approvals. -We will be checking the book/supplies amounts paid to the veteran per credit hour enrollments. -We will be checking the housing payments per dates of enrollment certifications. TVC: COMPLIANCE SURVEYS

Verify the following: Standards of Progress toward the objective Standards of conduct Standards of attendance (if appropriate) * For VA to consider the reporting to be prompt, these reports must be made within 30 days Review transcripts, grade reports, narrative progress evaluations, attendance records, etc to verify the above Determine the date the student failed to meet the above standards and that school reported timely NOTE: The biggest change in our visits is that corrections to discrepancies will no longer be allowed to be completed on the spot. Financial discrepancies will be reported to VA for interpretation of appropriate actions to be followed. Reports of Progress, Conduct & Attendance

TVC: COMPLIANCE SURVEYS QUESTIONS???????