Section 50. Eligible institution responsibilities

An eligible institution shall conduct the following activities as part of its responsibilities:

1. Submit an intent to participate in the program to the State Council of Higher Education for Virginia and attest that the institution agrees to be in compliance with the requirements and procedures of this chapter prior to offering the program to students enrolled in noncredit workforce training programs.

2. Develop and implement procedures for determining domicile in Virginia.

3. Develop and maintain procedures for noncredit workforce training programs that address the following:

a. Withdrawal from a noncredit workforce training program;

b. Refunds in whole or in part for the cost of a noncredit workforce training program;

c. Repeating a noncredit workforce training program or portion thereof;

d. Completion of a noncredit workforce training program and noncompletion of a program, including how the student shall be notified of satisfactory completion or noncompletion of the program;

e. Expected time period for completion of a noncredit workforce training program and of a workforce credential;

f. Payment policies, including expected time to submit payment if the student does not complete the noncredit workforce training program and the processes for collection of funds if the account is in arrears;

g. Satisfactory proof of completion of a workforce credential; and

h. Complaint process for students.

4. Develop an agreement and the required procedures for a student to complete for each approved noncredit workforce training program that addresses the following:

a. Agreement requirements:

(1) Acknowledge that the grant is awarded to the eligible student, conditioned upon completion of the approved noncredit workforce training program. If the eligible student does not complete the approved noncredit workforce training program within a specified time period, then the student is obligated to reimburse the institution for one-third of the cost of the program.

(2) The eligible student agrees to the withdrawal, refund, repeat, completion, and noncompletion procedures identified by the eligible institution for the noncredit workforce training program.

(3) The eligible student agrees to provide proof of satisfactory completion of the workforce credential.

b. Procedures for filing a complaint if the student disputes the terms of the agreement. The procedures for the agreement shall identify the application period for which agreements may be accepted and completed for the approved noncredit workforce training program and how students will be notified of this requirement.

5. Submit electronic student level records to council staff for those students enrolling in noncredit workforce training programs, the completion status of the noncredit workforce training program, and the completion status of the workforce credential. These records should be submitted monthly to council staff unless an alternative schedule and submission is agreed upon by both the eligible institution and the council staff.

6. Retain all records regarding the application and award process for at least three years after the last award year for the student unless directed otherwise by the Library of Virginia's Virginia Records Retention and Disposition, Schedule GS-111.

Historical Notes

Derived from Volume 33, Issue 07, eff. November 17, 2016.

Statutory Authority

§ 23.1-627.3 of the Code of Virginia.