Institution Guide and Application Checklist

Transcription

1 Department of Defense (DoD) Voluntary Education Partnership Memorandum of Understanding (MOU) November 5, 05 Institution Guide and Application Checklist

2 General Information Welcome The Under Secretary of Defense for Personnel Readiness provides overall policy guidelines for voluntary education programs in the Department of Defense. These responsibilities are accomplished through the Deputy Assistant Secretary of Defense for Military Community and Family Policy and the Chief of Continuing Education in the Educational Opportunities Directorate. Application for DoD MOU The revision to the Department of Defense Instruction (DoDI) 3.5, "Voluntary Education Programs," includes an appendix containing the DoD Voluntary Education Partnership Memorandum of Understanding (MOU) between DoD Office of the Under Secretary of Defense for Personnel and Readiness (USD(P&R)) and educational institutions. DoD policy requires educational institutions that wish to participate in the DoD Tuition Assistance (TA) Program to sign an MOU conveying the commitments and agreements between the educational institution and DoD prior to an educational institution receiving funds from a service's TA program. On July 7, 04, the Department of Defense published to the Federal Register Change 3, DoDI 3.5, Voluntary Education Programs, increasing protections to Service members and their families through an enhanced Memorandum of Understanding (MOU) partnership with educational institutions. The initiative part of the President s Executive Order for Principles of Excellence is designed to improve oversight of the educational programs offered to our service members and their families by establishing new uniform rules that ensure a quality DoD Tuition Assistance (TA) Program. The TA Program is designed to provide opportunities for service members to realize their educational goals while allowing for judicious oversight of taxpayer dollars. All educational institutions providing education programs to service members and their families are required to: ) Provide meaningful information to students about the financial cost and attendance at an institution so military-connected students can make informed decisions on where to attend school; ) Not use unfair, deceptive, and abusive recruiting practices, and; 3) Provide academic and student support services. In addition, new uniform criteria will strengthen existing procedures for educational institutions access to DoD installations.

3 Definitions Definitions 3 Information Icon: The user can select this information icon at any time throughout the application process. This icon directs the user to the specific section within the Institution Guide. Additional Locations: If the information listed in the institution s application is incorrect, the institution is responsible for contacting the Department of Education to correct the data. For assistance, the schools can visit Complaint Point of Contact: This individual has been designated to work directly with DoD representatives when contacted regarding complaints submitted via the Postsecondary Education Complaint System (PECS). For more information on PECS, please visit: Provide the complaint POC s first and last name, title, department, telephone number and address. It is the responsibility of the institution to update POC information. The address must contain the name of the person and the name of the school. Generic addresses will NOT be accepted (i.e. compliance@college.edu). Data Source: Data used to populate basic information about the educational institution is extracted from the U.S. Department of Education s Postsecondary Education Participants System (PEPS) also known as ED data feed. An asterisk (*) identifies the fields that will be populated by the latest ED data feed and the remaining fields require your input. If the information listed in the institution s application is incorrect, the institution is responsible for contacting the Department of Education to correct the data. For assistance, please visit DoD MOU Duration: The DoD MOU document is effective for 5 years. The DoD will consider waivers for institutions with legislative restriction prohibiting them from signing a 5-year term DoD MOU. DoD reserves the right to decline waivers. Waiver supporting documents must be uploaded with the application. Be specific when entering your request for a waiver. The institution President/CEO/Chancellor must submit a waiver to the DoD for consideration. Note: Waiver Request Less than Five Year Duration: Your institution's President/CEO/Chancellor must submit a waiver to the DoD for consideration. The waiver request must be submitted at the same time you submit your application. The waiver request must be submitted on school letterhead, signed by the DoD MOU Signing Authority, and include all pertinent details. Only one document can be uploaded. Merge the waiver letter and all supporting documents together before uploading. Max storage limit: 5MB. DoD MOU Point of Contact: This individual has been designated to submit a DoD MOU application and is administratively responsible for updates to the application and responding to questions regarding the institution s DoD MOU. Provide the primary POC s first and last name, title, department, telephone number and address. It is the responsibility of the institution to update POC information. The address must contain the name of the person and the name of the school. Generic addresses will voledconcerns@navy.mil NOT be accepted (i.e. registrar@college.edu). Ph. (850) It is the responsibility ofwww.dodmou.com the institution to

4 Definitions Definitions 4 SOC DNS: Pre-populated from the Service members Opportunity Colleges provided information. The SOC Degree Network System (DNS) consists of degree-granting colleges and universities that have adopted policies outlined in the Voluntary Education Partnership Memorandum of Understanding (MOU) to help service members and their adult family members earn college degrees. Many courses offered by DNS institutions have two-way guaranteed transferability, making it easier for service members to complete associate and bachelor s degrees no matter where they move during their military careers. *Source of Accreditation: Accrediting agencies will be populated by the latest Department of Education PEPS feed which are recognized for Title IV purposes. All institutions must be accredited by a national or regional accrediting body recognized by the ED and conduct programs only from among those offered or authorized by the main administrative and academic office in accordance with standard procedures for authorization of degree programs by the educational institution. The ED recognizes "institutional" accreditation as well as "specialized" or "programmatic" accreditation for Title IV purposes as recognized specialized agencies accredit nationally. For the purpose of the MOU, the list of recognized accrediting agencies can be found online at: TA Eligible Programs: Eligible programs must be in compliance with the DoDI 3.5, Change 3, dated 07, 04. Programs that are eligible for Title IV funds are also eligible for military tuition assistance. Trade Name: Education. Pre-populated from information received from the Department of Tuition Rates: Tuition rate information for the institution including tuition rates for each program level, information on room and board, books and fees, and programspecific tuition rates, if applicable. Signing Authority Point of Contact: This individual is authorized to sign the DoD MOU on behalf of the institution. The Signing Authority s is linked directly to the electronic signature and must reflect their name in the address. Generic s will not be accepted (i.e. president@college.edu). The signing authority will receive all correspondence regarding the main institution and additional locations listed on the DoD MOU. If the institution s President/CEO/Chancellor is not available to act on the institution s behalf for all DoD MOU matters, the institution must upload a designation letter appointing another individual. The designation letter must be on institution letterhead, signed by the President/CEO/Chancellor, to include the signing authority s first and last name, title, telephone number, address and OPE ID number.

5 DoD MOU Verification Application 5 The following information provides a detailed guide on completing each tab of the DoD MOU Verification Application. This guide provides step-by-step instructions for starting an application and completing each of the required tabs. Please ensure all information provided in the application is accurate and detailed. Before beginning the application, please review the application checklist and gather any necessary information. The application requires detailed information on institution TA eligible programs, tuition rates, fees, room and board, books and tuition-related policy. If you have questions about the application, please contact the DoD MOU Team at (850) or via at voledconcerns@navy.mil for further information. The time required to complete the application can vary depending on the number of TA eligible programs, tuition rates and fees applicable for the institution. It is recommended that you save the application periodically to prevent losing information through the application Time Out function. The system will time out after 30 minutes of inactivity. DoD MOU s: Institutions should retain all s from notification@dodmou.com for future use in the DoD MOU program. Check with your IT Department to verify this address has been added to the white list to prevent s from being directly sent to SPAM or JUNK boxes. You may access the DoD MOU website at Our Service members appreciate your interest in the DoD MOU Partnership Program! Note: The institution guide will be updated throughout the year as policy and procedure changes occur. Please check back occasionally for updated versions.

6 Application Checklist 6 Application Checklist Yes No Required Information Additional Details Yes No *OPE ID (Main Institution) Issued by Department of Education Yes No Telephone/fax number Institution s main telephone/fax number Yes No Website address Institution s main website address Yes No DoD MOU Duration 5 year term is standard; any term less than 5 years requires authorization. Yes No Learning Method Distance Learning, Classroom Learning, Correspondence Learning. Click all that apply. Yes No Program Level Certificate, Associate s Degree, Bachelor s Degree, Master s Degree. Click all that apply. Yes No Academic Rate Type Clock Hours, Credit Hours, Quarter Hours, Semester Hours Yes No TA Eligible Programs All programs eligible for military tuition assistance as granted through the institution s Title IV application. Yes No Tuition Rates & Fees All tuition information for the institution including program levels, tuition rate types (military, in state, out of state, distance learning, etc.), fees, cost of books, room and board and associated policy information. Yes No Programmatic Tuition Rates (if applicable) Program-specific tuition information only for programs identified in the TA Eligible Programs tab. Yes No Points of Contact First Name, Last Name, Title, Department, Telephone, and Yes No Signing Authority President/CEO/Chancellor of Institution (First & Last Name, Title, Telephone, and ). The Signing Authority s is linked to the voledconcerns@navy.mil Ph. (850) electronic signature; therefore, the must reflect their name

7 DoD MOU Home Page 7 Select Accept Terms to access the DoD MOU website. If Close is selected, the user will be redirected outside of the DoD MOU website. Once Accept Terms has been selected, you will be directed to the home page of the DoD MOU website. From here you may view: Latest News, Resources, TA DECIDE, or begin the verification application process, hereafter, referred to as the application.

8 Verification Application 8 The three-step process in the middle of the page will walk the user through the application. Step : VIEW Sample DoD MOU Step : RETRIEVE Institution Guide Before continuing to Step 3, review all required items in the Application Checklist. Step 3: SUBMIT Verification Application The application begins by entering the OPE ID of the main institution. If you don t know the OPE ID, please contact the school participation team for your state at Only main institution OPE ID numbers ending in 00 will be accepted in the DoD MOU application system. Once the OPE ID has been entered, click Submit.

9 Create User Account 9 Create User Account: Once a valid OPE ID has been entered, you will be prompted to create a user account, or log in if an account has already been created. If you need assistance in creating your account, contact the DoD MOU team at voledconcerns.navy.mil or (850) Note: If an application has already been initiated on this OPE ID number and you are not listed as a point of contact, you will not be allowed to create an account under this OPE ID number.

10 Reset Password Dear School Representative, Click the link below to reset your password using our secure server: Reset Password: If at any time the user needs to reset password, the following action should be taken: Step : Login to: and click Forgot Password? Step : Enter your DoD MOU User Account address and click Submit. Step 3: Answer the security question and click Submit. Step 4: A pop-up message notifying you that an with a link to reset your password will be sent to the designated address. Step 5: You will receive an from dodmou@srca.net for password assistance. Click on the link provided. Link expires in 5 days. If link expires, start process over again. 5 %F0%3D&guid=4d33daf6-943c-40f0-8fc3-6db4f0ab4 ******* THIS LINK EXPIRES IN 5 DAYS ******* We received a request to reset the password associated with this address. If you made this request, please follow the instructions to reset password. If you did not request to have your password reset, you can safely ignore this . Note: If you encounter difficulties accessing the provided link, cut and paste the link to your browser and attempt loading the page. For further assistance, please contact the DoD MOU Team at voledconcerns@navy.mil or (850) Step 6: Choose and confirm new password. Step 7: Pop-up message is received stating the password has been successfully changed. Click link to return to login page. Step 8: Login to your User Account.

11 Institution Dashboard () Institution Dashboard: When the user account is created, the system will automatically be directed to the user s dashboard. In the top right corner, the system provides account management options available while the user is logged in. () Dashboard Options: Any new, approved or terminated applications will appear in the user s dashboard along with options related to that application to discussed later in the guide.

12 Verification Application () OPE ID Number: For the new verification application, the user must enter the same OPE ID information as provided when creating the user account. () Institution: Data used to populate basic information about the educational institution is extracted from the U.S. Department of Education s Postsecondary Education Participants System (PEPS) also known as ED data feed. An asterisk (*) identifies the fields that will be populated by the latest ED data feed. - SOC DNS participation is pre-populated from the Servicemembers Opportunity Colleges provided information. The remaining fields require your input.. All fields are mandatory. For more information on the required fields, refer to pages 3-6.

13 DoD MOU Duration 3 () DoD MOU Duration: The default entry is 5 years. () Less than 5 Years: If the institution cannot agree to a 5 year term, unselect the check box beside the statement, I agree the duration of the DoD MOU to be five (5) years, then select an alternate duration from the drop-down menu. If the box is not checked, a waiver is required for a duration less than 5 years. DoD will consider waivers for institutions with legislative restrictions prohibiting them from signing a five (5) year term DoD MOU. DoD reserves the right to decline waivers. The waiver must be on school letterhead, signed by the DoD MOU Signing Authority, and include pertinent details prohibiting them from signing a five (5) year term DoD MOU.

14 Additional Locations 4 () Additional Locations: All eligible additional locations are pre-populated from the Department of Education PEPS database. Only additional locations meeting eligibility criteria will be listed on the DoD MOU application. If the information listed in the institution s application is incorrect, the institution is responsible for contacting the Department of Education to correct the data. For assistance, the schools can visit () Save Application: The user may choose to Save Application at any point in the process and return at a later time or continue on by clicking Next.

15 TA Eligible Programs 5 () Certification Statement: Required selection in order to move to the next section. () TA Eligible Programs: Your institution s initial pre-populated list of programs was extracted from the Department of Education - College Navigator. There are 3 options available for updating your institution s TA eligible programs and other related information. Notes: Option Modify TA Eligible Program Information: You can modify individual programs by selecting either Update or Delete next to the specific program. Update allows you to modify the existing Program Name, CIP Code (not mandatory), Program Level, and Location(s). Delete removes the program and pertinent information from the MOU application. Option Add TA Eligible Program Information: You can select this option to add a few programs to your institution s MOU application. CIP Code is not mandatory. Option 3 Upload TA Eligible Programs Template: The template is provided to allow institutions to import large amounts of data through a single upload. When downloaded, the template will pre-populate the latest list of programs on the application. The template requires entry of the Program Name, Program Level, and Location(s) applicable with each program. The CIP Code is not mandatory. Step - Click to download the TA Eligible Programs Template provided. Step Make all additions and/or updates, save document, and upload the completed TA Eligible Programs Template. a) The institution must select ALL applicable locations associated with each program. b) Once you hit Save Application, the latest TA Eligible Program list will be saved to your institution s application. All previous information will be overwritten in the system.

16 Tuition Rates/Fees 6 3 Tuition Rates/Fees: The Tuition Rates/Fees tab of the application requires entry of all tuition-related information on the institution. This tab is broken into 5 sections: Tuition Rates Information; Institution Tuition Rates; Institution Fees; and Other Related Expenses and Policy. Section of 5, Tuition Rates Information: The institution must enter the following:. Tuition rate/policy website address: Enter the exact website address that states the institution s tuition rate/policy. Do not enter your institution s main website address.. Tuition rate effective date: Enter rate effective date. In accordance with Change 3, DoDI 33.5 (July 07, 04) (Appendix to Enclosure 3, 4.f.(4)(page 4), educational institutions will provide their tuition charges for each degree program to the Services on an annual basis. Any changes in the tuition charges will be provided to and explained to all the Services, as soon as possible, but not fewer than 90 days prior to implementation. 3. Learning Method: Select all that apply. In accordance with Change 3, DoDI 33.5 (July 07, 04) (Appendix to Enclosure 3,.c. (page 3), this MOU covers courses delivered by educational institutions through all modalities. These include, but are not limited to, classroom instruction, distance education (e.g., web-based, CD-ROM, or multimedia) and correspondence courses.

17 Tuition Rates/Fees Section of 5 Section of 5, Institution Tuition Rates:. Select applicable locations: The institution must select ALL applicable locations associated with their tuition rates. All eligible locations (main and additional) are pre-populated from the Department of Education PEPS database. Only locations meeting eligibility criteria will be listed on the DoD MOU application.. Program Level. The institution must click all program levels that apply to the selected locations. 3. Credit Type. The institution must click the credit type for each program level identified Typical Number of Credits (for the main institution). Enter the typical number of credits per course/class and per program. For example, Certificate = average will depend on overall programs offered; Associates = 3 credits per course/class, 60 per program; Bachelors = 3 credits per course/class, 0 per program. 5. Tuition Rate Type. The institution must select at least one tuition rate type: a) the standard tuition rate types displayed (Military, In-State, Out-of-State, Distance Learning/Online); or b) add Other rate (In District, Out of District, Day Differential, Evening Differential, Full-Time, and Part-Time); OR c) add Manual Entry Tuition Type rate. The institution must enter all associated rates for all program levels selected. The tuition rate must be broken down by semester hour, quarter hour, contact/ hour. (The rate that is entered must be broken down by credit type) Repeat steps -5, as they apply to different locations. 5. Certification Statement. Required selection in order to move to the next section.

18 Tuition Rates/Fees 8 a b c 3 Section 3 of 5, Institution Fees: The top ten fees have been provided.. Institution Fees: Institution must enter all fees associated with the institution including: a. dollar amount; b. the recurrence period; c. and program levels associated with the fee.. Add: To add additional fees, the institution should click on the blue Add button, check the red Other box and follow the steps in.a, b and c above. * In order for your additional fees to be incorporated into your MOU, the box next to the red Other button must be checked. Repeat as necessary. To delete a fee, deselect the check mark in the box next to the applicable fee. In accordance with Change 3, DoDI 33.5 (July 07, 04) (Enclosure 3,.b.()(d) (page 4), covered charges include those that are submitted to the Service by the educational institution for tuition only. Educational institutions that bundle tuition, fees, or books into a consolidated cost, must detail the charges of fees and books separately for Service members participating in the TA program. Fees include any charge not directly related to course instruction including but not limited to costs associated with room, board, distance learning, equipment, supplies, books/materials, exams, insurance, parking, transportation, admissions, registration, or fines. 3. Certification Statement. Required selection in order to move to the next section.

19 Tuition Rates/Fees 9 Military students are welcome to apply for Foundation Scholarships, available through local foundations on each campus. 3 4 () Section 4 of 5, Other Related Expenses and Policy: The institution must include all information regarding room and board, cost of books, and grant/scholarship programs. Room and Board: If yes, enter the estimated cost of room and board then select the occurrence. Estimated Cost of Books: Enter the estimated cost of room and board then select the occurrence. Established Institution Military Grant or Scholarship Program: If yes, enter the description of the established grant/scholarship program for military students. URL s are not an acceptable response. () Certification Statement: Required selection in order to move to the next section. (3) Section 5 of 5, Other Related Expenses and Policy: Information regarding the institution s policy on the return of earned TA should be outlined in this section. URL s are not an acceptable response. If the institution elects to enter program-specific tuition rates, the system will redirect the user to the Programmatic tab. (4) Programmatic: Click yes if your institution has program-specific tuition rates in order to advance to the Programmatic tab (if yes, you will be directed to the Programmatic Tab to enter program specific tuition rates.)

20 Tuition Rates/Fees 0 Program Specific Tuition Rates: This section is available for the institution to enter program-specific tuition rates, if applicable. The same information is required as in Section of 5 of the Tuition Rates/Fees tab. Complete all information before moving to the next portion of the application. *This section is not mandatory. This section will only populate if you answer yes to having program-specific tuition rates in section 5 of 5.

21 Points of Contact () DoD MOU POC: The designated POC for DoD MOU related items should be listed here. The address must contain the name of the person and the name of the school. Generic addresses will NOT be accepted (i.e. This individual has been designated to submit a DoD MOU application and is administratively responsible for updates to the application and responding to questions regarding the institution s DoD MOU. () Complaint POC: The designated Complaint POC for DoD MOU related items should be listed here. The address must contain the name of the person and the name of the school. Generic addresses will NOT be accepted (i.e. compliance@college.edu). This individual has been designated to work directly with DoD representatives when contacted regarding complaints submitted via the Postsecondary Education Complaint System (PECS). For more information on PECS, please visit:

22 Signing Authority 3 () Signing Authority: This individual is authorized to sign the DoD MOU on behalf of the institution. The Signing Authority s is linked directly to the electronic signature and must reflect their name in the address. Generic s will not be accepted (i.e. president@college.edu). The signing authority will receive all correspondence regarding the main institution and additional locations listed on the DoD MOU. If the institution s President/CEO/Chancellor is not available to act on the institution s behalf for all DoD MOU matters, the institution must upload a designation letter appointing another individual. The designation letter must be on institution letterhead, signed by the President/CEO/Chancellor, to include the signing authority s first and last name, title, telephone number, address and OPE ID number. () Submit Application: After completing all information for the DoD MOU application, please click the Submit Application button located at the top right corner of your screen (highlighted). (3) Notification: Once the application has been submitted, you will receive a verification of success notification as shown above.

23 Next Steps 3 Next Steps Once the application has been submitted for review, the institution s POCs and Signing Authority will receive a series of s verifying the submission. The application will be reviewed by the DoD MOU team initially, and, if accepted, sent back to the institution for an electronic signature. The institution will receive an notification of this status change. The signature process is detailed on pages After signature by the institution, the application will be forwarded to DoD for review and approval. If approved, the institution will be notified through . Once approved, the institution may view and print the application or view and print the signature page. Additionally, the institution may log into the Institution Dashboard at any time to view the status of the application as shown below. DoD University () Application Status: The application status will be viewable on the Institution Dashboard during each phase of the application s process. () View and Print Options: Authorized users may access the Institution Dashboard to view and/or print the DoD MOU, signature page, and submitted application.

24 Signing the DoD MOU 4 Signing the DoD MOU Instructions for the Institution s Signing Authority The President/CEO/Chancellor or Designated Signing Authority listed in the application must electronically sign the DoD MOU after it has been accepted by the DoD MOU Team. The Signing Authority will receive an with a link to set up a user account. The following are instructions for the Signing Authority to electronically sign the MOU. To begin the process, please select the link from the that the Signing Authority receives. () Sample that the Signing Authority receives. () Select Accept Terms to access the DoD MOU website. If Close is selected, the user will be redirected outside of the DoD MOU website.

25 Signing the DoD MOU 5 () Enter Institution OPE ID: To begin account creation, enter institution s OPD ID number. If the user is not listed as the Signing Authority in the MOU, the system will not allow access to the application. () Create User Account: Once a valid OPE ID number has been entered, you will be prompted to create a user account, or log in if an account has already been created. If you need assistance in creating your account, contact the DoD MOU team at (850)

26 Signing the DoD MOU 6 3 () Institution Dashboard: Once the account is created, the user will be directed to the Institution Dashboard. The dashboard view will provide all active applications connected to the user. () Sign DoD MOU: To sign the DoD MOU, select Sign your DoD MOU here link from the dashboard. (3) View and Print Application: From the dashboard, the user can also view and print the application from the link highlighted above.

27 Signing the DoD MOU 7 () Sample DoD MOU Signature Page: Once the user elects to sign the MOU from the dashboard, they will be redirected to a sample MOU for viewing. After viewing the sample MOU, the Signing Authority will sign the MOU by selecting the blue button labeled Sign DoD MOU. () DoD MOU Signature Page: The Signing Authority will complete the information as provided in the application. Note: All information on the electronic signature page must match the information submitted with the application.

28 Signing the DoD MOU 8 Sample After Signature Page Signed: Once the signing authority signs the MOU, both POC s and the signing authority will receive an stating that the application has been forwarded to DoD for final review, approval and signature.

29 After Signing the DoD MOU 9 After Signing the DoD MOU Once the Signing Authority signs the MOU for the institution, the application will be transferred to DoD for final review, approval, and signature. The process timeframe can vary depending upon the complexity of your application. The institution will be notified through a system-generated once the application has been approved by DoD. Once the notification has been provided, users will have access to view and print the application and DoD MOU with signature page. Additionally, the institution will appear on the Participating Institutions tab from the homepage as seen below. () Sample after DoD has Signed: Once DoD signs the MOU, both POC s and the signing authority will receive an stating that the application has been signed. () Participating Institutions: The approved institution will appear on the list of Participating Institutions.