state authorization reciprocity agreements · sara manual • may 11, 2018 • version 18.2 2...

SARAManual•May11,2018•Version18.2

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Version18.2•May11,2018

StateAuthorizationReciprocityAgreementsManual

• Incorporates,updatesandreplacespreviousversionsofSARAPoliciesandStandardand

SARAManual.• Incorporates,updatesandreplacespreviousversionsofSARAFAQs. IncludesproceduresforusebystatesandinstitutionsforSARAapplication,renewal,payment

offeesanddatacollection.

• IncludesasappendicesinformationaboutSARA’suseoftheU.SDepartmentofEducation(ED)FinancialResponsibilityCompositeScores,C‐RACGuidelinesInformation,NC‐SARAAdministrativeFormsandtheUnifiedStateAuthorizationReciprocityAgreement,approvedDecember1,2015.


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IntroductiontotheSARAManual

Anydegree‐grantinginstitutionintheU.S.mustbeauthorizedbyagovernmentalentitytoissuedegrees.The“government”istypicallyastategovernment,butitcanalsobeCongressoranAmericanIndiantribe.Inaddition,theU.S.DepartmentofEducationrequiresproofofstateauthorizationasaconditionofeligibilitytoparticipateinTitleIVstudentassistanceprograms.SARApolicyisintendedtobeconsistentwithfederallawandisthereforesubjecttochangebasedonfederalrulemaking.SARApertainstoapprovalofdistanceeducationcoursesandprogramsofferedacrossstatelinesbypostsecondaryinstitutionsthatalreadyhavedegreeauthorizationinatleastonestate.SARAcentralizestheauthorizationprocessforeachinstitutioninasinglestatecalledtheinstitution’s“HomeState.”CollegesoruniversitiesinaSARAstatethereforeonlyneedtheirHomeStateauthorizationtoofferdistanceeducationtostudentsinanyotherSARAmemberstate,subjecttocertainlimitations.TheStateAuthorizationReciprocityAgreements(SARA)weredevelopedfrom2011through2013andbeganoperatinginJanuary2014.TheoriginalfourregionalSARAagreementswereslightlydifferentandweresupersededbytheUnifiedAgreementinDecember2015.StatesmayjoinSARAiftheywishtodoso;membershipisvoluntary.Likewise,ifastatejoins,itseligibleinstitutionshavetheoptionofparticipating,butarenotrequiredtodoso.InthecourseofpreparingthefirstSARAManual,the2013‐2015PoliciesandStandardsandtheFAQspublishedthroughFebruary2016weremergedandupdatedandtheirphysicallayoutwasrevised.TheFAQswereretitledExplanatoryNotesandplacedinappropriatesections.AdditionalrevisionsandcorrectionsthroughMay7,2018havebeenincludedinVersion18.2.Allreferencestoportalagencieshavebeenchangedtoportalentitiesbecauseinmanystates,theterm“agency”hasaspecialandlimitedmeaning,andinsomecases,stateshaveestablishedspecialjointentitiestooverseeSARA.Thesechangesmayrequireeventualrevisionstosomestates’referencestoSARAinstatedocuments.ThisManualcodifiesexistingSARApolicyasofMay7,2018.ItisnumberedVersion18.2.Futurechangeswillfollowthisnumberingsequence,withthelasttwodigitsofthecalendaryearfollowedbyaversionnumber.AcurrentversionoftheManualwillbemaintainedontheNC‐SARAwebsite.Themostrecentversionis18.2.


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QuestionsaboutSARA?

Questionsfrompeopleaffiliatedwithaninstitutionshouldgofirsttotheinstitution’sSARAliaisonofficer,ifonehasbeendesignated.Questionsfromaninstitution’sSARAliaisonstafforifthereisnodesignatedSARAliaisonshouldbedirectedasfollows:

State‐specificSARAActivities–toSTATEPORTALENTITY1 StateSARAFees Institutionapplicationstatus Institutionrenewalstatus Institutionrenewalproblems–deadlinesmissedandlatefees InstitutionAccreditationchanges InstitutionSARAstatuschangesSARAPoliciesandProcedures–toREGIONALCOMPACT2 Stateapplicationstatus Staterenewalstatus QuestionsaboutC‐RACGuidelinesNationalReportingandSARAOversight–toNC‐SARAOFFICE3

NC‐SARASalesforceactivityComplaintreportingEnrollmentreportingNC‐SARApaymentactivity InitialNC‐SARApayment RenewalNC‐SARApayment NC‐SARAlatefees

1Seehttp://www.nc‐sara.org/content/state‐portal‐entity‐contactsforcurrentcontactinformation2Seehttp://www.nc‐sara.org/sara‐staffforcurrentcontactinformation3Seehttp://www.nc‐sara.org/sara‐staffforcurrentcontactinformation


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RegionalCompacts

MidwesternHigherEducationCompact(MHEC)EmilyJacobsonManager,M‐SARA105FifthAvenueSouth,Suite450Minneapolis,MN55401612‐677‐[email protected]/saraNewEnglandBoardofEducation(NEBHE)RachaelStachowiakProgramCoordinator,SARAandRSPTuitionBreakNewEnglandBoardofHigherEducation45TemplePlace,Boston,MA02111617‐533‐[email protected]/sara

SouthernRegionalEducationBoard(SREB)WandaBarkerDirector,S‐SARAEducationTechnologyandMulti‐StateCooperativePrograms59210thStreetN.E.Atlanta,GA30318‐[email protected]/saraWesternInterstateCommissionforHigherEducation(WICHE)JohnLopez,Ph.D.Director,W‐SARASpecialAssistanttothePresidentandChiefAdministrativeOfficer3035CenterGreenDriveBoulder,[email protected]/sara

StatesshowningrayarenotmembersofaregionalcompactbuthaveaffiliatedwithoneforpurposesofSARA.NewYorkandNewJerseyhaveaffilitatedwithNEBHE.Pennsylvania,theDistrictofColumbia,theU.S.VirginIslandsandPuertoRicohaveaffilitatedwithSREB.StatesshownhatchedaremembersofbothWICHEandMHEC.NorthDakotaoperatesinSARAviaMHEC;SouthDakotaviaWICHE.


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NC‐SARAContactInformation

Forgeneralquestionsandinformationrequestscontact:info@nc‐sara.org.Forquestionsrelatedtoenrollment,learningplacementandcomplaintreporting,contact:data@nc‐sara.org.Theofficeaddress:NationalCouncilforStateAuthorizationReciprocityAgreements3005CenterGreenDrive,Suite130Boulder,CO80301StaffMembers:MarshallHill,Ph.D.ExecutiveDirector303.848.3283mhill@nc‐sara.orgMarianneBoeke,PhD.AssociateDirectorforPolicyResearchandStateSupport303.242‐5037mboeke@nc‐sara.orgVictoriaBrieskeExecutiveAssistant303.848.3764vbrieske@nc‐sara.orgMaryAgnesLarson,M.Ed.AssociateDirectorforStudentandInstitutionSupport303.848.3288

mlarson@nc‐sara.orgHollyMartinezAccountingTechnicianandCustomerSupportSpecialist303.848.3275hmartinez@nc‐sara.orgJenniferShanikaAssistantDirectorforTechnicalOperations303.848.3278jshanika@nc‐sara.orgShannonWalkerAssistantDirectorforBusinessOperationsBoulder,CO80301303.242.5038swalker@nc‐sara.org


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ContentsRegionalcompactmap.............................................................................Introductorypages

TableofContentsIntroctiontotheSARAManual………………………………………………………………………………………………………….2

QuestionsaboutSARA?.........................................................................................................................................................3

RegionalCompacts..................................................................................................................................................................4

NC‐SARAContactInformation...........................................................................................................................................5

Policies.........................................................................................................................................................................................9Section1.Definitions.......................................................................................................................................9Section2.StatesandMembership...........................................................................................................112.1Eligibilityformembership...............................................................................................................................112.2Application.............................................................................................................................................................122.3Memberwithdrawal...........................................................................................................................................122.4Memberremoval..................................................................................................................................................122.5Functionalresponsibilitiesofstates............................................................................................................122.6Staterenewal.........................................................................................................................................................15

StateMembershipRenewalProcess.......................................................................................................16Section3.InstitutionsandParticipation...............................................................................................163.1Eligibility.................................................................................................................................................................163.2Provisionaladmissionorrenewalofaninstitution..............................................................................183.3.Provisionalstatusofaninstitutionbetweenrenewalperiods........................................................203.4InstitutionApplicationProcess.....................................................................................................................203.5ParticipationFees................................................................................................................................................203.6Renewals.................................................................................................................................................................21

InstitutionalRenewalProcess..................................................................................................................243.7.LossofinstitutionaleligibilityorwithdrawalunderSARA..............................................................24

Section4.ConsumerProtection...............................................................................................................254.1Applicability...........................................................................................................................................................254.2RoleofHomeState..............................................................................................................................................254.3ExamplesofConsumerProtectionIssues.................................................................................................254.4Responsibilitiesforresolvingcomplaints.................................................................................................264.5ProcessforResolvingComplaints................................................................................................................274.6Oversightofcomplaintinvestigation.ComplaintshandledunderSARAmustcomplywithproceduresestablishedinfederalrules............................................................................................................284.7IncorporationanduseofC‐RACGuidelines...............................................................................................28

Section5:CoverageandLimitationsofSARA......................................................................................295.1CoverageofSARA................................................................................................................................................295.2ProgramsleadingtoProfessionalLicensure............................................................................................295.3Fieldtripsandseasonalresidentialactivity.............................................................................................315.4Shortcoursesandseminars............................................................................................................................315.5Third‐partyproviders........................................................................................................................................31


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5.6Offeringsonmilitarybases..............................................................................................................................325.7ParticipationbyTribalColleges....................................................................................................................325.8Participationbyfederallyownedorfederallycharteredinstitutions...........................................325.9HybridPrograms.................................................................................................................................................335.10Dual‐creditcourses..........................................................................................................................................335.11Tutoring................................................................................................................................................................335.12Physicalpresence..............................................................................................................................................335.13SupervisedFieldExperiences......................................................................................................................355.14Studentmobility................................................................................................................................................365.15Locationofteachingfaculty..........................................................................................................................37

Section6.DataSubmissionRequirementsforInstitutionsParticipatingintheStateAuthorizationReciprocityAgreements(SARA)..................................................................................376.1Datasubmissionbyparticipatinginstitutions........................................................................................376.2DatausebySARA.................................................................................................................................................37

Section7ComplaintResolutionReportingforStatesParticipatinginSARA...........................387.1.DutiesofStates....................................................................................................................................................38

Section8RespondingtoQuestionsandtoRequests........................................................................38toModifySARAPolicies...............................................................................................................................388.1BasicProcedureforQuestionsaboutSARA..............................................................................................388.2Minormodifications...........................................................................................................................................398.3SignificantModifications..................................................................................................................................41

Section9RevisionstoSARADocuments...............................................................................................419.1RevisionstotheSARAAgreements..............................................................................................................419.2RevisionstoPolicies............................................................................................................................................419.3RecordofCorrectionsandRevisionsthroughMarch12,2018.......................................................42

Section10–Index..........................................................................................................................................45

AppendixA.............................................................................................................................................................................46WhydoesSARAusetheU.S.DepartmentofEducation’sfinancialresponsibilitycompositescorestoassessthefinancialsoundnessofnon‐publicinstitutionsthatseektoparticipateinSARA?............................................................................................................................................................46

AppendixB.............................................................................................................................................................................48

InterregionalGuidelinesfortheEvaluationofDistanceEducation.................................................48AppendixC…………………………………………………………………………………………………………………………52NC‐SARAAdministrativeForms………………………………………………………………………………………..52

RenewingSARAInstitutionMembershipExtensionForm..............................................................................53

NewInstitutionMembershipDeadlineExtensionForm..................................................................................55

SARAInstitutionProvisionalParticipationForm................................................................................................57

SARAInstitutionNon‐RenewalForm.......................................................................................................................59

AppendixD.............................................................................................................................................................................60

UnifiedStateAuthorizationReciprocityAgreement......................................................................................60AsapprovedDecember1,2015.....................................................................................................................60


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Appendices

A. U.S.DepartmentofEducationFederalFinancialResponsibilityScoreInformationB. InterregionalGuidelinesforEvaluationofDistanceEducation(C‐RACGuidelines)C. NC‐SARAAdministrativeFormsD. UnifiedStateAuthorizationReciprocityAgreement


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StateAuthorizationReciprocityAgreements

Policies

Section 1. Definitions

1. “Accredited”means:holdinginstitutionalaccreditationbynameasaU.S.‐basedinstitutionfrom

anaccreditorrecognizedbytheU.S.DepartmentofEducationandwhosescopeofauthority,asspecifiedbytheDepartment,includesdistanceeducation.

2. “AffiliateMember”isastate,territory,ordistrictthataffiliateswitharegionalcompactunderthetermsofSARAinordertoparticipateinSARAbutisnotafullmemberofthatcompact.Theterm“memberstate”whenusedinthisdocumentincludesaffiliatemembers.

3. “Agreement”means:TheUnifiedStateAuthorizationReciprocityAgreementadoptedbythefour

regionaleducationcompacts(NEBHE,MHEC,SREBandWICHE)andNC‐SARA.4. “Approve”or“Approval”inthecontextofaninstitutionalapplicationtooperateunderSARA

means:awrittenstatementbyaHomeStatethataninstitutionmeetsthepoliciesrequiredbySARAandiseligibletooperateunderSARA.

5. “Authorized”means:holdingacurrentvalidcharter,licenseorotherwrittendocumentissued

byastate,thefederalgovernmentorarecognizedIndiantribe,grantingthenamedentitytheauthoritytoissuedegreesandoperatewithinastateorjurisdiction.

6. “Bylaws”means:thosebylawsestablishedbytheNationalCouncilforSARAforitsgovernance,

orfordirectingorcontrollingitsactionsandconduct.7. “Charter”means:adocumentbearingthewordCharterissuedbypropergovernmental

authoritythatnamesacollegeoruniversityasadegree‐grantinginstitutionauthorizedtooperateunderthelawsoftheissuingjurisdiction.

8. “Complaint”means:aformalassertioninwritingthatthetermsoftheAgreement,oroflaws,

standardsorregulationsincorporatedbytheAgreement,arebeingviolatedbyaperson,institution,state,agencyorotherorganizationorentityoperatingunderthetermsofthisAgreement.

9. “Council”means:theNationalCouncilforStateAuthorizationReciprocityAgreements,orin

shortformNationalCouncilforSARA,orNC‐SARA.


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10. “C‐RACGuidelines”andotherusesof“C‐RAC”referstotheInterregionalGuidelinesfortheEvaluationofDistanceEducationPrograms(OnlineLearning)forbestpracticesinpostsecondarydistanceeducationdevelopedbyleadingpractitionersofdistanceeducationandadoptedbytheCouncilofRegionalAccreditingCommissions(C‐RAC).

11. “Credits”means:numericdescriptorsofcompletionofacademicworkapplicabletowarda

degree,includingtheCarnegieunitsystem.12. “Degree”means:AnawardconferredattheAssociatelevelorhigherbyaninstitutionasofficial

recognitionforthesuccessfulcompletionofaprogramofstudies.(BasedonIPEDSdefinition.)13. “DistanceEducation”means:instructionofferedbyanymeanswherethestudentandfaculty

memberareinseparatephysicallocations.Itincludes,butisnotlimitedto,online,interactivevideoandcorrespondencecoursesorprograms.

14. “Faculty”means:aprofessionalindividualemployedbyorcontractingwithaninstitution

primarilytoteach,conductresearchorproviderelatedprofessionaleducationservices.15. “HomeState”means:amemberstatewheretheinstitutionholdsitslegaldomicile,

authorizationandaccreditation.TooperateunderSARAaninstitutionmusthaveasingleHomeState.

16. “HostState”means:amemberstateinwhichaninstitutionoperatesunderthetermsofthis

Agreement,otherthantheHomeState.17. “Hybrid”means:aneducationalprogramorcoursethatincludesbothface‐to‐faceanddistance

education.Alsoknownbythename“blended”and,sometimes,otherterms.18. “Institution”means:adegree‐grantingpostsecondaryentity.

19. “IPEDS”means:IntegratedPostsecondaryEducationDataSystem,maintainedandusedbythe

U.S.DepartmentofEducation(ED).

20. “LegalDomicile”ofaninstitutionforpurposesofSARAeligibilitymeans:thestateinwhichtheinstitution’sprincipalcampusholdsitsinstitutionalaccreditationand,ifapplicable,itsfederalOPEIDnumber.IntheeventthattheOPEIDnumberisassignedtoacampusthatisinadifferentstatethantheprincipalaccreditedcampus,theSARAcommitteesoftheaffectedregionalcompactsshalldeterminewhichistheHomeStateforpurposesofSARA.

21. “MemberState”means:anystate,districtorterritorythathasjoinedthisAgreement.22. “Non‐degreeaward”means:aformalpostsecondaryawardthatdoesnotcarrythedesignation

ofAssociatedegreeorhigher.23. “Non‐domestic”institutionisatermusedbyahoststatetomeananinstitutionoperatingin

thatstatefromadifferentHomeState.

24. “Operate”means:activitiesconductedbyaninstitutioninsupportofofferingdistanceeducationdegreeornon‐degreecoursesorprogramsinastate,includingbutnotlimitedto


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instruction,marketing,recruiting,tutoring,fieldexperiencesandotherstudentsupportservices.

25. “PhysicalPresence”means:ameasurebywhichastatedefinesthestatusofaneducational

institution’spresencewithinthestate.SeethespecialsectiononphysicalpresencehereinfortheSARAstandard.

26. “PortalEntity”means:thestateagencyorotherstatebodydesignatedbyeachSARAmember

statetoserveastheinterstatepointofcontactforSARAquestions,complaintsandothercommunications.

27. “RegionalCompact”means:theNewEnglandBoardofHigherEducation,MidwesternHigher

EducationCompact,SouthernRegionalEducationBoardorWesternInterstateCommissionforHigherEducation.

28. “Rule”means:awrittenstatementpromulgatedbytheNationalCouncilforSARAthatisof

generalapplicability;implements,interpretsorprescribesapolicyorprovisionoftheAgreement;orprovidesanorganizational,procedural,orotherrequirementoftheCouncil,includingthesePoliciescontainedintheSARAManual.

29. “State”means:anystate,commonwealth,district,ororganizedterritoryoftheUnitedStates.30. “Supervisedfieldexperience”means:astudentlearningexperiencecomprisedprimarilyofthe

practicalapplicationofpreviouslystudiedtheoriesandskills,undertheoversightofasupervisor,mentor,facultymemberorotherqualifiedprofessional,locatedinthehoststate,whohasadirectorindirectreportingresponsibilitytotheinstitutionwherethestudentisenrolledwhetherornotcreditisgranted.ThesupervisedfieldexperienceispartofaprogramofstudyofferedbytheenrollingSARAinstitution.Examplesincludepractica,studentteaching,clinicalplacementsorinternships.Independentoff‐campusstudybyindividualstudentsnotengagedinsupervisedfieldexperienceisexemptfromrequirementsofSARAanddoesnotconstituteaphysicalpresenceofapostsecondaryinstitutioninaSARAmemberstate.

Section 2. States and Membership

2.1 Eligibility for membership a. ThestatemustbeamemberofoneofthefourinterstateRegionalCompactsthatadminister

SARA,ormusthaveconcludedanagreementwithsuchacompactcoveringSARAactivity.TheDistrictofColumbiaandU.S.TerritoriesarealsoeligibletojoinSARAusingthesamemethodsasstates.

b. ThestateagencyorentityresponsibleforjoiningSARAmusthavethelegalauthorityunder

statelawtoenterintoaninterstateagreementthatcoversalloftheelementsofSARA.c. AstatethatjoinsSARAasanAffiliateunderthetermsoftheUnifiedAgreementshalloperatein

thesamemannerasamemberstateexceptasprovidedintheUnifiedAgreement.


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2.2 Application StatesapplyforSARAmembershipusingauniformSARAapplicationprocessthroughwhichastatewillberequiredtodemonstratetoitsRegionalCompactthatitmeetsthepoliciesestablishedforparticipationintheinterstatereciprocityAgreement.2.3 Member withdrawal a. AmemberstatemaywithdrawfromSARAbyproviding90dayswrittennoticefromtheState

PortalEntitytoitsRegionalCompactandtheappropriateregionalsteeringcommittee.b. AnyinstitutionoperatingunderSARAfromawithdrawingstatemaycontinuetodosountilthe

conclusionofitscurrentacademictermor90daysafterthedateofreceiptofnoticeofwithdrawal,whicheverislater,butnottoexceedsixmonthsfromthedatethenoticewasreceivedbytheRegionalCompact.

c. IntheeventthatastatewithdrawsfromSARA,theStatePortalEntityshallnotifyallSARA

participantinstitutionsinthatstateofthestate’schangedstatus.2.4 Member removal AmemberstatemayberemovedfromSARAmembershipbyitsRegionalCompactifitceasestoabidebytherequirementsofSARA.TheeffectofremovalonstudentsandinstitutionswillfollowthesamepoliciesassetforthforMemberWithdrawalinsubsection2.3above.2.5 Functional responsibilities of states a. ThestateacceptsinstitutionalaccreditationbyanaccreditingbodyrecognizedbytheU.S.

SecretaryofEducation,andwhoseapprovedscopeofauthorityincludesdistanceeducationassufficient,initialevidenceofacademicqualityforapprovinginstitutionsforparticipationinSARA.(Seehttps://www2.ed.gov/admins/finaid/accred/accreditation_pg10.html)

b. Thestateconsidersapplicationsfromdegree‐grantinginstitutionsofallsectors(public,private

non‐profitandprivatefor‐profit)onthesamebasisandapprovesinstitutionsthatmeetSARApoliciesandagreetoSARAprocessesandcommitmentswithoutdifferentiatingbysector.

EXPLANATORYNOTESN1‐CanaStatePortalEntity(SPE)requireaSARAapplicantinstitutiontoprovideadditionalevidencethatitwillmeetthepoliciesforoperatingunderSARAbeforeallowingittoparticipateinSARA?No.Astatemustacceptaninstitution'sself‐certificationthatitwillmeetthepoliciesrequiredforoperatingunderSARAonceitisallowedtoparticipate.However,assoonasaninstitutionisacceptedintoSARA,theStatePortalEntityhasarighttoevaluatewhethertheinstitutioninitsworkthroughSARAmeetstheC‐RACGuidelinesorotherSARArequirementsandmustinvestigateanyclaimsthattheinstitutiondoesnotmeettheserequirements.Astatemayapproveaninstitutiononaprovisionalbasis.See3.2below.

c. Forprivateinstitutions,thestateacceptsaninstitutionalfederalfinancialresponsibilityrating

of1.5(or1.0withjustificationacceptabletothestate)asindictiveofsufficientfinancial


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stabilitytoqualifyforparticipationinSARA.(Institutionswithfederalfinancialcompositescoresbelow1.0maynotparticipateinSARA.)IntheeventthataninstitutiondoesnotparticipateinfederalTitleIVfinancialaidandthereforehasnofederalresponsibilityrating,thestatemustcalculatethisratingusingthefederalrulesbeforeallowinganinstitutiontoparticipateinSARA.Forinstitutionsownedbyacorporate“parent,”inaccordwithcurrentU.S.DepartmentofEducation(ED)policiesandprocedures,therelevantfinancialscoreisthatprovidedbytheDepartmentforthecorporate“parent.”(TheDepartmentnolongerprovidesindividualscoresforsuchinstitutions.)

Aninstitution’sfinancialstatusmustbeevaluatedusingthemostrecentfinancialresponsibilitycompositescoreprovidedinwritingbytheDepartmentofEducation,whetherpublishedonlineorprovidedinletterformtotheinstitutionbytheresponsibleDepartmentofEducationofficial.

EXPLANATORYNOTESN1‐Canastaterequireahigherfederalresponsibilityscoreforitsowninstitutions?Yes.SARApolicydoesnotprecludeastatefromrequiringahigherratingfornonpublicprovidersoperatinginthestateastheirHomeState.Inthatcase,allinstitutionsoperatingfromthatstateunderSARAwouldhaveahigherrequiredscore,notbecauseofSARArules,butbecauseoftheHomeState’slawapplicabletoallprovidersinthatstate.N2‐Arestatesobligatedtousethepublishedfederalfinancialresponsibilityscorewhenconsideringaninstitution'seligibilityforSARA?Notalways.Astatecan,ifdesired,requireanapplicantinstitutiontoprovidethemostrecentEDcalculatedfederalscore,whichmayinsomecasesbemorerecentthanwhathasbeenpublished.N3‐IfanotherwiseeligibleinstitutionhasnofederalresponsibilityscorebecauseitdoesnotuseTitleIVaid,canastateallowittoparticipateinSARA?Yes.Thestatemayapplythesameformulathatisusedtocalculatethefederalscoreandtheinstitutionmayparticipateifitachievesaneligiblescore.Thestatemayalsousesuchascoregeneratedbytheformulaappliedbyanindependentauditingfirm.N4–IsastaterequiredtofollowDepartmentofEducationpolicyandpracticewithregardtocalculationofcompositescores?Yes.U.S.DepartmentofEducationrulesandpoliciesshouldbefollowedindeterminingandcalculatingthescoretobeused.Inparticular,ifaninstitutionisownedbyacorporateparent,theconsolidatedfinancialscoreofthatparentshouldbeused,consistentwithfederalpolicy.

d. Thestatehasaclearlyarticulatedcomprehensivestateprocessforconsumerprotectionin

regardtoSARAactivities,bothwithrespecttoinitialinstitutionalapprovalandon‐goingoversight,includingtheresolutionofconsumercomplaintsinallsectors.

EXPLANATORYNOTESN1‐Theproblem‐solvingmethodsneednotbeidenticalforallinstitutions,asdifferentboardsoragenciesmaybeinvolveddependingonthenatureoftheproblem,buttheauthorityofthestatetoresolvecomplaintsrelatedtoSARAactivitymustbesubstantiallythesameforallinstitutions.


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e. Thestatedesignatesastate“PortalEntity”tocoordinateSARAmattersforthestateandprovideaprincipalpointofcontactforresolutionofstudentcomplaintsandotherissuesarisingatparticipatinginstitutions.TheStatePortalEntityhasthefollowingduties:

1. ServeasthepointofcontactforallotherSARAmemberstatesandtheiragenciesfor

questionsaboutSARAwithinitsstate;2. Serveasinitialpointofcontactforinstitutionswithinitsstatethathavequestionsabout

SARA;3. DeterminewhetheraninstitutioninitsstateiseligibleforparticipationinSARA;4. Serveastheinitialcontactpointforcomplaintsaboutanyinstitutionsinthestatethatare

operatingunderSARAandleadanyinvestigationsregardingwhetheraninstitutionisincompliancewithSARArulesandpolicies;

5. Serveasthefinaldecision‐makeronSARA‐relatedcomplaintslodgedagainstthestate’sSARAinstitutions;and

6. Collectandmanageanyin‐statefees4assessedonparticipatinginstitutionsforoversightofSARA.

EXPLANATORYNOTESN1‐ThedesignatedPortalEntityneednotitselfberesponsibleforalloversightactivitiesofSARAprovidersinsidethestate,exceptthatitisthefinaldecision‐makerforstudentcomplaintsandneednothaveagovernancerolewithanyinstitution,butwillbetheSARAportalforthatstate.

f. ThestateagreesthatitwillworkcooperativelywithotherSARAstates,RegionalCompactsand

theNationalCouncilforSARAtoenablesuccessoftheinitiative.ThestatewillfollowuponrequestsforinformationorinvestigationfromotherSARAmemberstatesoranySARAregionalornationaloffice,providingsuchdataorreportsasarerequired.

g. Thestateagreesthat,ifithasrequirements,standards,fees,orproceduresfortheapprovaland

authorizationofnon‐domesticinstitutionsofhighereducationprovidingdistanceeducationinthestate,itwillnotapplythoserequirements,standards,feesorprocedurestoanynon‐domesticinstitutionthatparticipatesinSARA;instead,thestatewillapplythosespecificallyprescribedinorallowedbySARAPolicies.

h. Exceptasprecludedby(g)above,SARAmemberstatescontinuetohaveauthoritytoenforceall

theirgeneral‐purposelaws5againstnon‐domesticinstitutions(includingSARAparticipatinginstitutions)providingdistanceeducationinthestate,including,butnotlimitedto,thoselawsrelatedtoconsumerprotectionandfraudulentactivities.

EXPLANATORYNOTESN1‐IfastatejoinsSARAandSARArulessupersedestatelawsforpurposesofoversightofSARA‐memberinstitutionsenrollingstudentsinthestate,doesthestateloseitsoversightlawscompletely?No.StateswillneedtoretainalloftheircurrentoversightrulescoveringdistanceeducationofferingsbecausesomestatesmaynotjoinSARA,someinstitutionsinSARAstatesmaychoosenottooperateunderSARA,andSARAdoesnotcoverofferingsbynon‐U.S.providers

4ItdoesnotcollectthefeespaidbyinstitutionsdirectlytotheNationalCouncilforSARA.5A“general‐purposelaw”isonethatappliestoallentitiesdoingbusinessinthestate,notjustinstitutionsofhighereducation.


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N2‐Ifaphysicalcampusoffersacourseorprogram,partofwhichisofferedonlineandpartofwhichisontheground,doesthestatehavejurisdictionovertheentireprogram?Yes.Wheneverthereisaphysicalcampus,theentireprogramavailableatthatsiteisunderthejurisdictionofthestatewherethecampusislocated,subjecttostatelaw.SARAisdesignedtoallowstatestoretainfulloversightcapacityoveranyon‐groundcampus.Thatmayincludeentireprograms,attheirdiscretion,offeredbysuchacampus,includingsuchportionsasaredeliveredonline,fromanysource.Therefore,SARAcannotbeusedto“screen”partofsuchaprogramfromstateoversightbyoutsourcingpartofaprogramtoanonlineprovideroperatingunderSARA.Thisdoesnotpreventacampusfromrequiringpartofitsprogramtobecompletedonlineifstatelawallows;itsimplydoesn’tqualifyasoperatingunderSARA.Itwouldbeofferedundernormalstaterules.Ifaseparatecampusthatoperatesundertheaccreditationofamaincampusestablishesphysicalpresence(underSARAprovisions)inaSARAstate,thehoststatemayregulatetheonline/distanceeducationactivitiesoftheinstitution,aswellasactivitiesoftheseparatecampus.TheseparatecampusisnotconsideredaseparateinstitutionforpurposesofSARA.

N3‐IfthestaterequiresanonpublicinstitutionlocatedwithinthestatetoacceptstateentityoversightforpurposesofinterstateactivityunderSARA,doesthestatealsohaveauthorityoverthatcollege’sin‐stateactivities?No.SARAonlyappliestointerstatedistanceeducationactivity.ParticipationinSARAbyanyinstitutionisvoluntary.N4‐DoesSARAcompletelyreplacestateauthorization?No.Anydegree‐grantinginstitutionintheU.S.mustbeauthorizedtoissuedegreesbyagovernment.ThisistypicallyastatebutitcanalsobeCongressoranIndiantribe.SARApertainstoapprovalofdistanceeducationcoursesandprogramsofferedacrossstatelinesbyinstitutionsthatalreadyhavedegreeauthorizationinatleastonestate.WhatSARAdoesiscentralizetheauthorizationprocessforeachSARAinstitution’sdistanceeducationauthorizationinasinglestatecalledtheinstitution’s“HomeState.”CollegesoruniversitiesinaSARAstatethereforeonlyneedtheirHomeStateauthorizationtoofferdistanceeducationtoanyotherSARAmemberstate,(withcertainlimitations,specifiedherein):

i. ThestateagreestorequireeachSARAapplicantinstitutiontoapplyforHomeStateapproval

usingthestandardSARAinstitutionalapplication,includingtheinstitution’sagreementtooperateundertheC‐RACGuidelines.(SeeAppendixB)

j. Astate,atitsdiscretion,mayapproveaninstitutiontoparticipateinSARAonprovisionalstatus

(SeeSubsection3.2below).2.6 State renewal a. Eligibility.StatespreviouslyapprovedbytheirregionalcompactforSARAmembershipare

eligibleforrenewaleverytwoyears.b. Process.Regionalcompactsshallreviewstatemembershiprenewalapplicationstoconfirmthe

state'spastcompliancewithSARAPolicies,includingitsreportingofandresponsivenesstostudentcomplaints,andaffirmitswillingnessandabilityforcontinuedcompliance.Thefollowingstepsprovidegeneralguidelinesthatwillgoverntherenewalprocess.

1. Regionalcompactsprovidetostateportalentitiesanoticeofanupcomingrenewalnolater

than90dayspriortothestatemembershiprenewaldate.NC‐SARAisalsonotifiedofthestatemembershiprenewalnotice.


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2. Theheadofthestate’sSARAPortalEntitysubmitsthestate’srenewalapplicationtotheregionalcompactwithin45daysofreceiptofsuchnotice.

3. Thecompactshallreviewtheapplicationandapprove,returnforadditionaldataorinformation,ordenytheapplicationnolaterthan45daysafterreceipt.

4. Uponapprovalofastate’srenewalapplication,thecompactshallimmediatelynotifyNC‐SARAtoreaffirmthestate’scontinuedlistingontheNC‐SARAwebsiteasaSARAmemberstate.

State Membership Renewal Process

Section 3. Institutions and Participation

3.1 Eligibility a. AneligibleinstitutionmayapplytoitsHomeStatetoparticipateinSARAifthatstateisaSARA

member.b. InordertobeeligibletoparticipateinSARA,aninstitutionmust:

1. Beadegree‐grantinginstitution,awardingassociatedegreesorhigher2. BephysicallylocatedintheUnitedStates(includingitsterritories,districtsorIndian

reservations);3. HoldproperauthorizationfromCongress,aU.S.stateorafederallyrecognizedIndiantribe

toawarddegrees;and4. HoldaccreditationasasingleentityfromanaccreditingassociationrecognizedbytheU.S.

SecretaryofEducation,andwhichhasformalrecognitiontoaccreditdistanceeducationprograms.(Seehttps://www2.ed.gov/admins/finaid/accred/accreditation_pg10.html)

EXPLANATORYNOTESN1‐WhattypeofaccreditationmustaninstitutionholdtoparticipateinSARA?SARAinstitutionsmustbeaccreditedbyanaccreditingbody“recognized”bytheU.S.DepartmentofEducationandwhosescopeofauthority,asspecifiedbytheDepartment,includesdistanceeducation.TheDepartmentrecognizesaccreditingbodiesfordifferentpurposesandwithindifferentcategories,andsomeofthosepurposesandcategoriesoverlap.TomeettheaccreditationrequirementforparticipationinSARA,aninstitutionmustholdinstitutionalaccreditationfromanaccreditingbody:

RegionalcompactnotifiesstateandNC‐SARA90daysin

advanceofstatemembershiprenewaldate

Statesubmitsitsrenewalapplicationtotheregionalcompact

Regionalcompactreviewsand,ifapproved,indicatesrenewalandnotifiesstatePortalEntityandNC‐SARA

RegionalcompactreaffirmswithNC‐SARAthestate'scontinuedlisting

asaSARAmember


17

1)ListedbytheDepartmentinoneoftwocategorieslistedontheDepartment’swebsiteathttps://www2.ed.gov/admins/finaid/accred/accreditation_pg6.html#RegionalInstitutional(thetwospecificcategoriesareRegionalandNationalInstitutionalAccreditingAgencies,andSpecializedAccreditingAgencies);and2)Whosescopeofauthorityincludesdistanceeducation(aslistedafterthenameoftheaccreditingbodyonthewebsite).

Aninstitutionmustbefullyaccreditedbyarecognizedaccreditingbody(not“pre‐accredited,”orin“candidacy”)toqualifyforparticipationinSARA.

c. EstablishmentoftheHomeState.

1. TheHomeStateisthestatewheretheinstitution’smaincampusorcentralunitholdsits

principallegaldomicileasadegree‐grantinginstitution,itsauthorizationanditsaccreditation.Seealsosubsection(d)(1)below.

2. IntheeventthataninstitutiondisagreeswithSARAstaff’sdeterminationofitsHomeState

and,forinstitutionswithcampusesinmorethanonestate,thestatesunderconsiderationareinthesameregion,theregionalcompactwillmakethefinaldetermination.IfthestatesinquestionareindifferentcompactregionsandtheregionsdisagreeontheHomeStateassignment,theNationalCouncilforSARAwillmakeafinaldeterminationinconsultationwiththeaffectedregions.

d. InstitutionsmovingtoanewHomeState.

1. IfaSARAinstitutionchangesitsHomeStatefromoneSARAstatetoanother,tocontinue

participationinSARAitmustapplytoandbeapprovedforparticipationbytheSARAPortalEntityinthenewstate.

2. TheinstitutionshallworkwiththeSARAentitiesinbothstatestoenablenolapseinitsstatusasaSARAparticipant.EachaffectedStatePortalEntityshallassisttheinstitutioninordertoensurethatnocurrentlyenrolledstudentsareadverselyaffectedbythetransition.

3. ForSARApurposesonly,theeffectivedateoftheinstitution’schangeofHomeStateshallbetheeffectivedateofstateauthorizationspecifiedbythenewstate.

4. TheannualparticipationfeetheinstitutionpaystoNC‐SARAshallnotbeaffectedbythemove.Theinstitution,however,willpaywhateverfeestheSARAPortalEntityinitsnewHomeStaterequiresofitsSARAparticipantinstitutions.

5. TheNC‐SARAofficewillworkwiththeinstitution,thestatesandtheregionalcompact(s)tocoordinaterecordkeeping.

e. Systemsandinstitutionalgroups

1.Corporate“parents.”ThelocationofacorporateofficeisirrelevantforSARApurposes.Thecorporate“parent”ofadegree‐grantinginstitutionisnoteligibletoparticipateinSARAunlessitisadegree‐grantinginstitutioninitsownright.

EXPLANATORYNOTESN1‐Onecorporateparentmightownseveraldegree‐grantinginstitutionsthataredomiciledinseveraldifferentstates,someofwhichparticipateinSARAandsomeofwhichdonot;therefore,theinstitutions,nottheparents,aretheSARAparticipants.


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2.Systems.Institutionsinastatesystem,ornonpublicinstitutionswithcommonownershipbutwhichoperateseparatelywithseparateaccreditation,mustapplyseparatelytoSARA.AnyindependentlyaccreditedentitymustapplytoSARAseparately.AbranchcampusthatoperatesundertheaccreditationofamaincampusisnotconsideredaseparateinstitutionforpurposesofSARA.

EXPLANATORYNOTESN1–Asaruleofthumb,ifaninstitutionholdsitsownaccreditationandtranscriptscoursesanddegreesinitsownname,itmustapplyseparatelytoSARA.SARArecognizesthatsystemsandothermulti‐campusentitiesarequitevaried.ThereissomemodestflexibilityinthemechanicsofprocessingSARAapplicationsfromsystemsandgroups.Contacttheregionalcompact’sSARAofficewithfurtherquestionsanddetailsaboutmultipleinstitutionsjoiningSARA.N2–UnderSection3.2oftheUnifiedAgreement,theHomeStateisresponsibleforallinterstatedistanceeducationactivitythattheinstitutionoffersundertheauspicesofSARA.WhethertheactivityoriginatesintheHomeStateisirrelevant.TheHomeStatedetermineswhetheragivenactivitymeetsSARArequirements.ItmayconsultitsregionorotherSARAstaff.TheHomeStateisnotresponsibleforSARAinstitutions’on‐the‐groundactivitiesinotherstatesoreducationalactivitiesbySARAinstitutionsthatarenotofferedunderSARAPolicies.

f. TobeeligibleunderSARA,distanceeducationmustoriginateinsidetheUnitedStatesoraU.S.

territory.OwnershipofaninstitutionlocatedoutsidetheUnitedStatesoritsterritoriesbyaU.S.institutiondoesnotqualifythenondomesticinstitutiontooperateunderSARA.

g. AninstitutionapprovedbyitsHomeStatetooperateunderSARAprovisionsmaynotstateor

claimthatitis“approved”bytheauthorizationentitiesofanyotherSARAstateinwhichitenrollsorseekstoenrollstudents.AninstitutionoperatingunderSARAmayonlystatethatitisoperatinginahoststateunderthetermsandprovisionsofSARA.

h. NC‐SARAwillinviteSARAinstitutionstoprovidealinktotheinstitution’sdistanceeducation

pagetoassiststudentsindeterminingprogramsofstudythatcanbecompletedatadistance.NC‐SARAwillincludesuchprovidedlinksonitslistingofSARAinstitutionsonwww.nc‐sara.org.

3.2 Provisional admission or renewal of an institution a. Astate,atitsdiscretion,mayapproveaninstitutionapplyingforinitialorrenewalparticipation

inSARAtoparticipateonprovisionalstatusinanyofthefollowingcircumstances:

1. Theinstitutionisonprovisionalstatusortheequivalentwithitsinstitutionalaccreditingassociation;

2. TheinstitutioniscurrentlyusingaletterofcreditorisunderacashmanagementagreementwiththeU.S.DepartmentofEducation(SuchinstitutionsmuststillhaveaFederalFinancialResponsibilityCompositeScoreabove1.0.);

3. Theinstitutionisthesubjectofapubliclyannouncedinvestigationbyagovernmentagency,andtheinvestigationisrelatedtotheinstitution’sacademicquality,financialstabilityorstudentconsumerprotection;or

4. TheinstitutionisthesubjectofacurrentinvestigationbyitsHomeStaterelatedtotheinstitution’sacademicquality,financialstabilityorstudentconsumerprotection.


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b. StatesshallnotifytheirregionalcompactandNC‐SARAoftheiradmissionorrenewalofan

institutiononprovisionalstatus.NC‐SARAwillprovideindicationoftheinstitution’sprovisionalstatusontheNC‐SARAwebsite.TheNC‐SARAInstitutionProvisionalParticipationFormshouldbecompletedandsubmittedbythestate.(SeeappendixC).

c. AninstitutionadmittedtoorrenewedforSARAparticipationonprovisionalstatusissubjectto

suchadditionaloversightmeasuresastheHomeStateconsidersnecessaryforpurposesofensuringSARArequirementsaremetregardingprogramquality,financialstabilityandconsumerprotection,includingenrollmentlimitsifdeemednecessaryandappropriatebytheHomeState.TheHomeStateshallreporttoitsregionalSARAsteeringcommitteeatleastonceayearonthestatusofanyinstitution(s)admittedorrenewedonprovisionalstatus.

d. AninstitutionadmittedtoorrenewedforSARAparticipationonprovisionalstatusshallremain

inthatstatusforaperiodnottoexceedoneyear.e. IntheeventthatitsHomeStatedeterminesthataninstitutiononSARAprovisionalstatusisno

longersubjecttoanyoftheconditionssetforthinSection(a),itsHomeStateshallremovetheinstitution’sdesignationofprovisionalstatusandshallnotifytheregionalcompactandNC‐SARA.

f. IfaninstitutiononSARAprovisionalstatusisfoundbyitsHomeStatetonotmeetthe

requirementsofSARA,theHomeStateshalldisallowanyfurtherenrollmentsunderSARA,shallnotifyitsregionalcompactandNC‐SARA,and:

1. RemovetheinstitutionfromSARAparticipation,or2. Allowtheinstitutionaperiodoftimenottoexceed12monthsinwhichtocomeinto

compliancewithSARApoliciesunderstatesupervision.Onlyonesuchtimeperiodisallowedinanythree‐yearperiod.

g. IfaninstitutiononSARAprovisionalstatusisfoundbyitsHomeStatenottomeetthe

requirementsofSARA,theHomeStateshallallowanystudentsenrolledintheinstitutionunderSARAatthetimeofthefindingofnoncomplianceaperiodofsixmonthsinwhichtoconcludetheirworkattheinstitutionunderSARAprovisions,irrespectiveoftheinstitution’sSARAstatus.

EXPLANATORYNOTESN1‐SARAstaffhasreceivedrecentinquiriesfromstatesandinstitutionsregardingwhatconstitutesagovernmentinvestigationunderSARAManualSection3.2(a),forpurposesofestablishingprovisionalparticipation.Subsections3and4cannotbeappliedbasedsolelyonathird‐partyactionsuchasaprivatelawsuitornewsstory.Ifaprivatelawsuit,newsstoryorotherthird‐partyeventresultsinaninvestigationbyagovernmentagencyassetforthinthewordingofthesections,thesesectionscanbeused.Onlyaninvestigationthathasbeenmadepubliccanserveasthebasisforprovisionalstatus.Thatrequirementdoesnotapplytotheinstitution’shomestate,butthestatehastobetakinginvestigativeaction,notjustwaitingforthethird‐partyactiontoconclude.


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LawsuitsbystatesortheU.S.governmentareconsideredtohaveresultedfromagovernmentalinvestigationandcanbethebasisofadeterminationofprovisionalstatus.

3.3. Provisional status of an institution between renewal periods

Astate,atitsdiscretion,mayplaceaninstitutiononprovisionalstatusatanytimeiftheinstitutionissubjecttoanyconditionssetforthinSection3.2.aoriftheinstitution’sfederalfinancialcompositescorefallsbetween1.0and1.5.(Aninstitutionwithascorebelow1.0isnoteligibleforSARAparticipation.)Aninstitutionplacedonprovisionalstatusshallremaininthatstatusuntilitsnextrenewaldate,atwhichtimethestatewilldetermineiftheinstitutionwillberemovedfromSARAparticipation,renewedforSARAparticipationfornolongerthanoneyear,(whilestillonprovisionalstatus),orrenewedwithoutsuchprovisionaldesignation.

3.4 Institution Application Process

3.5 Participation Fees InstitutionsmayhavetopaytwofeestoparticipateinSARA.

a. NC‐SARAFee(requiredofallinstitutions)


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1. Thisannualfee6isbasedonaninstitution’stotalfull‐timeequivalent(FTE)enrollmentassubmittedtotheIntegratedPostsecondaryEducationDataSystem(IPEDS)eachfallas12‐monthFTEenrollment.TheNC‐SARAfeeisassessedasfollows:

EnrolledFTE AnnualFee

Under2,500 $2,000

2,500‐9,999 $4,000

10,000ormore $6,000

2.InstitutionsnotreportingtoIPEDSwouldusetheFTEcountforthesametimeperiod.3.AninstitutionparticipatingforthefirsttimethathasnotpaiditsNC‐SARAfeewithin60daysofitsstate’sapprovaloftheinstitution’sapplicationtoparticipateinSARAmustsubmitanewapplication.4.InstitutionsandportalentitieswillverifyenrollmentsthroughIPEDSorsimilarresources.AninstitutionthatwithdrawsfromSARAreceivesnofeerefundfromNC‐SARA.

b. AstatefeemayberequiredofinstitutionswhoseHomeStatehasestablishedafeetocover

costsassociatedwithSARAoversight.

EXPLANATORYNOTESN1‐DoesSARAmandatehowstatesestablishtheirin‐statefeestructuresforSARA‐relatedwork?No.Statesmayuseanyfeestructurethatisrationallyrelatedtothestate'sactualorprojectedworkload.N2‐CanastatebillaSARAparticipantschoolinordertorecovertheactualcostsofinvestigatingacomplaint?AstateisobligatedtoinvestigateandresolvecomplaintsarisingfromtheoperationsofitsowninstitutionsunderSARA.Statesmayfundthisinvestigativeworkinanyreasonablewaypermittedbylaw.Thisisalocaldecision.ThemostcommonpracticeistochargeaSARAparticipationfeethatreflectsthestate’sestimatedcoststomanageitsresponsibilitiesunderSARA.SARApoliciesdonotprecludeabillablecostsapproach.N3‐CanastateincreaseitsbondingorreservefundrequirementoninstitutionsforwhichitistheHomeStateinordertocoverthepotentiallygreaterriskowingtothestate’sexpandedresponsibilityfortheinstitution’smultistatedistanceeducationofferings?Yes.ThestateisallowedtoestablishnecessaryoversightofitsowninstitutionsthatchoosetooperateunderSARA.Itmaychargenecessaryfeestodothis,includinganynecessarybonds,inaccordancewithstatelaw.

3.6 Renewals a. Eligibility.InstitutionspreviouslyapprovedbytheirHomeStatePortalEntityasSARA

participatinginstitutionsareeligibleforrenewalonascheduleestablishedbyNC‐SARA.Duringthereviewprocess,portalentitiesmaypayparticularattentiontoinstitutionsoperatingunderprovisionaladmission,Subsection3.2.

6FeesarereconsideredbytheNationalCouncilforSARAeverytwoyears.ThefeessetforthabovearevalidthroughJune,2020.


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b. Process.Stateportalentitiesshallreviewinstitutionalrenewalapplicationstoconfirmtheinstitution’spastcompliancewithSARAPoliciesandaffirmitswillingnessandabilityforcontinuedfuturecompliance.Thefollowingstepsprovidegeneralguidelinesthatwillgoverntherenewalprocess.1. NC‐SARAprovidestoinstitutionsanoticeofupcomingrenewalnolaterthan90daysprior

totheinstitutionalrenewaldate(membershipenddate),whichisthedatethatfeesareduetoNC‐SARA.ThePortalEntityisnotifiedoftheinstitutionalrenewalnotice.

2. Thechiefexecutiveofficerorchiefacademicofficeroftheinstitutionsignsandsubmitstherenewalapplication,includinganystate‐specificfeesandspecialrequirementspermittedbySARA,totheStatePortalEntitywithin30daysofrenewalnoticebeingissued.

3. ThePortalEntityshallreviewtheapplicationandtakeoneoffouractions:a)renewalinstitutionapplicationapproved;b)renewalinstitutionapplicationapprovedasprovisional.ThePortalEntitywillnotifytheinstitutionandNC‐SARAnolaterthan30‐daysafterthedecision;c)institutionapplicationreturnedtoinstitutionforadditionaldata/information;d)institutionrenewalapplicationdenied.Ifdenied,thePortalEntitywillnotifytheinstitutionandNC‐SARAnolaterthan30‐daysafterthedecision.

4. Uponnoticeofanapprovedrenewalapplication,theinstitutionshallsubmittherenewalfeetoNC‐SARAwithin30calendardaysofthedatetheinstitutionisapprovedasrenewed,butbeforethemembershipenddate.A30‐day(calendar)graceperiodbeyondtheinstitutionalmembershipendisgrantediftheinstitutionhasbeenapprovedforSARAparticipationbytheStatePortalEntitybeforethemembershipenddate.IfpaymenthasnotbeenreceivedbyNC‐SARAwithin30calendardaysofthemembershipenddate,alatefeeof25%oftheinstitution'srenewalfeeisappliedifpaymentisreceivedwithinfivebusinessdays.TheinstitutionremainslistedonNC‐SARA'slistofparticipatinginstitutions.Theinstitutionisdesignated"Approved."InstitutionsarenotlistedascurrentSARAinstitutionsuntilpaymentisreceivedbyNC‐SARA.

5. Incaseofarenewaldeemedprovisional,theStatePortalEntityistonotifytheinstitutioninwritingoftherationaleandconditionswithacopytoNC‐SARAandtheSARADirectoroftherelevantRegionalCompact.NC‐SARAshallindicatetheprovisionalstatusasgivenbythePortalEntityontheNC‐SARAwebsiteandsuggestcontactwiththeHomeState.ThePortalEntityshallmonitortheinstitutiontoensurecompliancewithSARAPoliciesandmovementtowardfullrenewalstatus.PortalentitiesmayonlyusethecircumstanceslistedinSARAManual,Subsection3.2.aasrationalefordeterminingprovisionalstatus.AninstitutionmayappealthedecisiongrantingprovisionalstatustoitsregionalcompacttoensureSARApolicieswereupheldduringthereviewprocesswithin30daysofthenotice.

6. Institutionsreceivinganapplicationreturnedforadditionaldata/informationshallcompletetheapplicationasquicklyaspossibletofacilitatecompletionoftheapplicationprocessbythemembershipenddate.

7. Ifinstitutionalmembershiprenewalisdenied,thePortalEntitywillprovidetotheapplicantinstitutionawrittenreasonforthedenial.Theinstitutionmayappealthedenialofitsrenewalapplicationwithin30daystoitsregional compacttoensureSARAPolicieswereupheldduringthereviewprocess.

8. Institutionsnotfullycomplyingwithallrenewalprocessesandprocedureswithinfivebusinessdaysafterexpirationofthe30‐daygraceperiodwillnolongerbelistedasparticipatingSARAinstitutionsontheNC‐SARAwebsite.AninstitutiondeniedrenewalornotcomplyingwithrenewalpolicieswithinspecifiedtimelinesmayreapplytobecomeaSARAinstitution180daysafterremovalfromtheSARAparticipantlist.Studentsenrolled


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underSARAprovisionsmaycontinueenrollmentunderSARAprovisionsasgovernedbySubsection3.7.


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EXPLANATORYNOTES

N.1.Istherea30‐daygraceperiod?Renewinginstitutionsandstateportalentitiesarenotified90daysbeforeaninstitutionmembershipenddate.Additionalremindersaresentat60,30andsevendaysbeforethemembershipenddate.GracePeriodOntheinstitutionmembershipenddate,iftheinstitutionhasnotyetpaid,buthasbeenapprovedbytheirStatePortalEntity,thereisa30‐day(calendar)graceperiod.Thesalesforcesystemautomaticallygeneratesthe30‐dayextensioniftheinstitutionisapproved.This30daysisintendedtoallowtimetocompletethepaymentprocess.Ifpaymentisreceivedafterthe30‐daygraceperiodbutbefore35daysafterthemembershipenddate,thereisa25percentlatefeerequired.Registrationandpaymentmustbecompletedduringthistime.Ifpaymentisnotreceivedtheinstitution’sSARAmembershipisexpired.MembershipDeadlineExtensionIfinstitutionisnotapprovedonthemembershiprenewaldate,thereisnoautomaticextensiongrantedbysalesforce(NC‐SARA’spaymentsystem)orNC‐SARAstaff.Theinstitutionissentanexpirationnoticeviaemailandtheinstitutionstatusgoesinto“expired.”TheSPEisnotifiedatthesametime.Iftheywish,theSPEmayrequestaone‐timeonlymembershipdeadlineextension.ThisperiodcanonlybeappliedAFTERthestatushaschangedto"expired"andmustbedonebyNC‐SARAstaff.Itisimperativethattheentirerenewalprocess,includingreceiptandloggingofpayment,isconcludedbeforetheexpirationperiodexpires.Ifapprovalandpaymentisreceivedwithinthe14‐days,themembershipenddatewillbereturnedtotheoriginaldatessonolapseinSARAcoverageisshown.TheStatePortalEntityhas14calendardaystoapprovetheinstitutionandtheinstitutionhas14calendardaystosubmitthepaymenttoNC‐SARA.Thereisa25percentlatefeerequiredandtheMembershipDeadlineExtensionForm(SeeappendixC)mustbecompletedandsubmittedtoNC‐SARAstaff.NewInstitutionsapplyingforfirst‐timemembershiphave60daysafterapprovaltocompleteregistrationandpayment.Ifthedeadlineismissed,theNewInstitutionMembershipExtensionForm(SeeappendixC)isrequired.

Institutional Renewal Process

3.7. Loss of institutional eligibility or withdrawal under SARA a.AninstitutionthatdoesnotrenewitsparticipationagreementwithitsHomeStateunderthetermsofthisAgreementorpayitsrequiredSARAfeesannuallyisnolongereligibletoparticipateinSARA.TheSARAInstitutionNon‐RenewalformiscompletedbythestateandsubmittedtoNC‐SARAstaff.(SeeAppendixC)b.Atthetimeofannualrenewal,thestatemustdeterminewhethertheinstitutionstillmeetsSARArequirements.

NC‐SARAnotifiesinstitutionandPortalEntity90daysinadvanceofinstitutional

renewaldate

Institutionsubmitsrenewalapplicationto

PortalEntity

SPEreviewsrenewalapplication,rendersdecisionandnotifies

institutionandNC‐SARA

Ifapproved,institution

submitsrenewalfeetoNC‐SARA


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c.AninstitutioncanalsoberemovedatanytimebyitsHomeStateforviolationof,ornoncompliancewithSARApolicies.Thereisno"appeal"ofsuchadecisionmadebytheHomeState,thoughaschoolcanalwayspresentnewinformationandrequestreconsideration.AnaggrievedschoolhastheoptionofaskingtheRegionalCompactthroughitsnormalproceduretodeterminewhetherthestatecontinuestomeettherequirementsofSARA,buttheregionalcompactcannotdirectthestatetomakeadifferentdeterminationregardingthespecificcase.d.AninstitutionthatwithdrawsorloseseligibilitytoparticipateinSARA:

1. ReceivesnofeerefundfromNC‐SARA.(Statesmaymaketheirowndecisionsregardingrefundsofstatefees).

2. MaynolongerenrollstudentsunderSARAprovisions.3. MaycontinuetooperateunderSARAforcurrentlyenrolledstudentsfor90daysoruntil

eachstudentenrolledunderSARAinthecurrenttermhascompletedworkforthatterm,withdrawnorotherwiseceasedenrollment,whicheverislonger,butinanyeventnottoexceedsixmonthsfromthedatethattheHomeStatenotifiestheinstitutionofitslossofSARAeligibility.

e. Theinstitutionmustmeetappropriatestaterequirementsforstateswhereanynewstudents

areadmittedafterwithdrawaloradeterminationoflossofSARAeligibility.f. AninstitutionthatwithdrawalsorlosesitseligibilitytoparticipateinSARAmayreapplywhen

itcandemonstratethatitmeetsSARArequirements.

Section 4. Consumer Protection

4.1 Applicability ProvisionsoftheSARAManual,includingthoseforconsumerprotectionandtheresolutionofcomplaints,applytointerstatedistanceeducationofferedbyparticipatingSARAinstitutionstostudentsinotherSARAstates.OnlythosecomplaintsresultingfromdistanceeducationcoursesoractivitiesofferedbyparticipatinginstitutionstostudentsinotherSARAstatescomeunderthetermsoftheAgreement.ComplaintsaboutaSARAinstitution’sin‐stateoperationsaretoberesolvedunderthestate’snormalprovisions,notthoseofSARA.4.2 Role of Home State SARAconsumerprotectionprovisionsrequiretheHomeState,throughitsSARA“Portal”Entity,toinvestigateandresolveallegationsofdishonestorfraudulentactivitybythestate’sSARA‐participatinginstitutions,includingtheprovisionoffalseormisleadinginformation.4.3 Examples of Consumer Protection Issues Examplesofissuesthatmayariseinregardtoallegedfraudulentactivityormoregeneralcomplaintsinclude,butarenotlimitedto:


26

a. Veracityofrecruitmentandmarketingmaterials;

b. Accuracyofjobplacementdata;

c. Accuracyofinformationabouttuition,feesandfinancialaid;

d. Completeandaccurateadmissionrequirementsforcoursesandprograms;

e. Accuracyofinformationabouttheinstitution’saccreditationand/oranyprogrammatic/specializedaccreditationheldbytheinstitution’sprograms;

f. Accuracyofinformationaboutwhethercourseworkmeetsanyrelevantprofessionallicensingrequirementsortherequirementsofspecializedaccreditingbodies;

g. Accuracyofinformationaboutwhethertheinstitution’scourseworkwilltransfertootherinstitutions;and

h. Operationofdistanceeducationprogramsconsistentwithpracticesexpectedbyinstitutionalaccreditors(and,ifapplicable,programmatic/specializedaccreditors)and/ortheC‐RACGuidelinesfordistanceeducation.

4.4 Responsibilities for resolving complaints. Initialresponsibilityfortheinvestigationandresolutionofcomplaintsresideswiththeinstitutionagainstwhichthecomplaintismade.Furtherconsiderationandresolution,ifnecessary,istheresponsibilityoftheSARAPortalEntity,andotherresponsibleagenciesoftheinstitution’sHomeState(seethefollowingsection:ComplaintResolutionProcesses).ThePortalEntityisresponsibleforstaffingtheinvestigationandresolutionofcomplaintsthatarenotresolvedattheinstitutionallevel.(ThePortalEntitymayenlisttheassistanceofotherresponsibleentitiesinthestateincarryingouttheworkofcomplaintresolution.)InstitutionsoperatingunderSARAshallprovidetheirandSARA’scomplaintresolutionpoliciesandprocedurestoallstudentstakingcoursesunderSARAprovisions.

EXPLANATORYNOTESN1‐IfaHomeStatedoesnotcurrentlyhandleinvestigationsandconsumerprotectionforallofitsdistanceeducationproviders,willtheHomeStateneedtostartdoingthat?Yes.SARAcentralizesprimaryresponsibilityforproblem‐solvingintheHomeState,thereforetheHomeStateneedstobepreparedtohandlealargervolumeofcommunicationandissuesforitsdomiciledproviders,evenasitsworkwithprovidersbasedinotherstatesdecreases.Seefederalrulesforpossibleadditionalrequirements.N2‐IstheStatePortalEntityultimatelyresponsibleforensuringthatavalidcomplaintresultsinproperredress?Yes.AlthoughthePortalEntitycandelegateresponsibilitytoinvestigateandresolvesuchcomplaintstoanothergovernmentagency(e.g.,aBoardofRegents)ortoaspecialbodycreatedtohandleSARAcomplaintsforagroupofinstitutions,SARArequiresthatthePortalEntityhaveandretainthefunctionofhearinganyappealsfromdecisionsmadebyotheragencies.ThePortalEntitycannotmerelyhaveadvisorypowers;itmusthavethe


27

formalauthoritytoprovidefinalresolutionofcomplaintsandultimatelytoremoveanyinstitution,publicorprivate,fromthestate’slistofSARA‐eligibleprovidersifthatinstitutionfailstoabidebySARAPolicies.N3‐IfastatejoinsSARA,doesthestategiveupitsabilitytoinvestigatemisrepresentation,fraudorotherillegalactivitybycollegesbasedinotherstates?No.Astateretainstheabilitytouseanyofitsgeneral‐purposecriminalorconsumerprotectionlawsagainstacollegethatviolatesthoselaws.Whatthestate“givesup”istheabilitytoapplytoSARAinstitutionslawsspecificallydirectedatcollegesofferingdistance‐educationactivityintothestate;suchoversightiscentralizedbySARApolicyinthecollege’sHomeState.N4‐Ifastudentsignsanarbitrationclausewithaninstitutionrequiringthatthestudentresolvecomplaintssolelythroughthatmethod,doesthatpreventastudentfrombringingacomplainttoSARA?No.ArbitrationagreementsgenerallydonotpertaintoSARApolicyissues.DisputesbetweenstudentsandinstitutionsaretoberesolvedbythePortalEntityorthroughothermeans.Astudentmay,however,bringtoSARAanyissuethatpotentiallyinvolvesaviolationofSARApolicies.InstitutionsthatchoosetooperateunderSARAacceptastudent’srighttobringcomplaintsaboutviolationofSARAPoliciesthroughtheSARAprocess.

4.5 Process for Resolving Complaints a. ComplaintsagainstaninstitutionoperatingunderSARAgofirstthroughtheinstitution’sown

proceduresforresolutionofgrievances.b. Complaintsregardingstudentgradesorstudentconductviolationsaregovernedentirelyby

institutionalpolicyandthelawsoftheSARAinstitution’sHomeState.c. Ifapersonbringingacomplaintisnotsatisfiedwiththeoutcomeoftheinstitutionalprocessfor

handlingcomplaints,thecomplaint(exceptforcomplaintsaboutgradesorstudentconductviolations)maybeappealed,withintwoyearsoftheincidentaboutwhichthecomplaintismade,totheSARAPortalEntityintheHomeStateoftheinstitutionagainstwhichthecomplainthasbeenlodged.ThatentityshallnotifytheSARAPortalEntityforthestateinwhichthestudentislocatedofreceiptofthatappealedcomplaint.Theresolutionofthecomplaintbytheinstitution’sHomeStateSARAPortalEntity,throughitsSARAcomplaintresolutionprocess,willbefinal,exceptforcomplaintsthatfallundertheprovision“g”below.

d. WhilethefinalresolutionofthecomplaintrestswiththeSARAPortalEntityintheHomeState

oftheinstitutionagainstwhichthecomplainthasbeenlodged,thePortalEntityinthecomplainant’slocationstatemayassistasneeded.ThefinaldispositionofacomplaintresolvedbytheHomeStateshallbecommunicatedtothePortalEntityinthestatewherethestudentlivedatthetimeoftheincidentleadingtothecomplaint,ifknown.

e. Whilefinalresolutionofcomplaints(forpurposesofadjudicationofthecomplaintand

enforcementofanyresultantremediesorredress)residesincertaincaseswithinstitutions(complaintsaboutgradesorstudentconductviolations),ormoregenerallywiththerelevantinstitution’sHomeStateSARAPortalEntity(allothercomplaints),theregionalcompact(s)administeringSARAmayconsideradisputedcomplaintasa“casefile”ifconcernsareraisedagainstaparticipatingstatewithregardtowhetherthatstateisabidingbySARAPolicies,aspromulgatedintheSARAManual.TheregionalcompactmayreviewsuchcomplaintsindeterminingwhetherastateunderitspurviewisabidingbytheSARAPolicies.Similarly,acomplaint“casefile”mayalsobereviewedbyNC‐SARAinconsideringwhetheraregionalcompactisensuringthatitsmemberstatesareabidingbytheSARAPoliciesrequiredfortheirparticipationintheAgreement.


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f. SARAportalentitiesshallreportquarterlytoNC‐SARAthenumberanddispositionofappealed

complaintsthatarenotresolvedattheinstitutionallevel.NC‐SARAshallmakethatinformationonitswebsite.SuchdatawillcreatetransparencyandcanbeusedindeterminingwhetheraregionalcompactisensuringthatitsSARAmemberstatesandthosestates’institutionsareabidingbythepoliciesrequiredforparticipationintheAgreement.

g. NothingintheSARAManualprecludesastatefromusingitslawsofgeneralapplicationtopursue

actionagainstaninstitutionthatviolatesthoselaws.4.6 Oversight of complaint investigation. Complaints handled under SARA must comply with procedures established in federal rules. InvestigationofaSARA‐relatedcomplaintagainstaninstitutionrequiresthatastateboard,agencyorentityoutsidetheinstitution’simmediatemanagementbeavailabletohandlecomplaintsthatarenotresolvedwithintheinstitution.AsystemboardresponsibleformorethanoneseparatelyaccreditedinstitutionmayservethisroleunderSARAprovisions.Aboardresponsibleforonlyoneaccreditedinstitution,orwhichlacksenforcementauthorityoveraninstitution,cannotserveastheSARAexternaloversightagencyforsuchaninstitution.Insuchcircumstances,theinstitution’shome‐stateSARAPortalEntitymayservethatfunction.

EXPLANATORYNOTESN1‐IstherequirementunderSARAthatastatehaveacomplaintprocessforallofitsinstitutionssomethingthatSARAinvented?No.Therequirementthatstateshavesuchacomplaintprocessisfoundinfederalrules34CFR600.9(a)(1)(asamendedin2010).

4.7 Incorporation and use of C‐RAC Guidelines ConsumerprotectionwithinSARA,inadditiontodealingwithallegedfraudulentactivity,alsoprovidesfortheinvestigationandresolutionofcomplaintsthataninstitutionisoperatingacourseorprogramcontrarytopracticessetforthintheC‐RACGuidelinesinsuchawaythatastudentisharmed.(TheInterregionalGuidelinesfortheEvaluationofDistanceEducation[OnlineLearning]arereferredtoas“C‐RACGuidelines”inthisdocument).C‐RACGuidelinesadoptedbytheCouncilofRegionalAccreditingCommissionsareincorporatedintherequirementsofSARAaspolicies.StatesthatjoinSARAneedtobasetheiroversightofSARAactivityandtheirinvestigativeactionsonthefollowingexpectations.7ThepresidentorchiefacademicofficerofeachinstitutionparticipatinginSARA(whetheraccreditedbya“regional”orotherrecognizedaccreditor)shallattestthattheirinstitutionmeetsandagreestocomplywiththefollowingC‐RACprovisions.a. Onlinelearningisappropriatetotheinstitution’smissionandpurposes.b. Theinstitution’splansfordeveloping,sustaining,and,ifappropriate,expandingonlinelearning

offeringsareintegratedintoitsregularplanningandevaluationprocesses.

7ThecompleteC‐RACframeworkandexamplesofgoodpracticesshallbemadeapartoftheinstitutionalapplicationprocess.ThenumberingsystemusedinthissectionisretainedfromtheC‐RACframework.


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c. Onlinelearningisincorporatedintotheinstitution’ssystemsofgovernanceandacademic

oversight.d. Curriculafortheinstitution’sonlinelearningofferingsarecoherent,cohesive,andcomparable

inacademicrigortoprogramsofferedintraditionalinstructionalformats.e. Theinstitutionevaluatestheeffectivenessofitsonlinelearningofferings,includingtheextentto

whichtheonlinelearninggoalsareachieved,andusestheresultsofitsevaluationstoenhancetheattainmentofthegoals.

f. Facultyresponsiblefordeliveringtheonlinelearningcurriculaandevaluatingthestudents’

successinachievingtheonlinelearninggoalsareappropriatelyqualifiedandeffectivelysupported.

g. Theinstitutionprovideseffectivestudentandacademicservicestosupportstudentsenrolledin

onlinelearningofferings.h. Theinstitutionprovidessufficientresourcestosupportand,ifappropriate,expanditsonline

learningofferings.i. Theinstitutionassurestheintegrityofitsonlineofferings.

Section 5: Coverage and Limitations of SARA

5.1 Coverage of SARA a. SARAappliessolelytodistanceeducationactivityconductedacrossstatelines.Itdoesnotapply

todistanceeducationactivityinsideastateortoon‐groundcampuses.ForpurposesofSARA,“distanceeducation”includeslimitedactivitiesconductedforshortperiodsontheground.

b. SARAdoesnotaffecttheapplicabilityofgeneral‐purposestatelawssuchasbusinessregistries,

general‐purposeconsumerprotectionlaws,worker’scompensationlawsandthelike.c.InstitutionalparticipationinSARAdoesnotexcuseorexemptinstitutionsthatparticipatein

federallyfundedprogramsfromcompliancewiththefederalrulesapplicabletosuchprograms.Suchprogramsinclude,butarenotlimitedto,federalTitleIVstudentassistanceprogramsandmilitarytuitionassistanceprograms.

5.2 Programs leading to Professional Licensure SARAhasnoeffectonstateprofessionallicensingrequirements.AnyinstitutionoperatingunderSARAthatofferscoursesorprogramspotentiallyleadingtoprofessionallicensuremustkeepallstudents,applicantsandpotentialstudentswhohavecontactedtheinstitutionaboutthecourseorprograminformedastowhethersuchofferingsactuallymeetstatelicensingrequirements.ForpurposesofSARA,thismustbedoneinoneoftwoways:


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a. Theinstitutionmaydeterminewhetherthecourseorprogrammeetstherequirementsforprofessionallicensureinthestatewheretheapplicantorstudentresidesandprovidethatinformationinwritingtothestudent,or

b. Aftermakingallreasonableeffortstomakesuchadetermination,ifunsuccessful,theinstitution

maynotifytheapplicantorstudentinwritingthattheinstitutioncannotconfirmwhetherthecourseorprogrammeetsrequirementsforprofessionallicensureinthestudent’sstate,providethestudentwithcurrentcontactinformationforanyapplicablelicensingboards,andadvisethestudenttodeterminewhethertheprogrammeetsrequirementsforlicensureinthestatewherethestudentlives.

EXPLANATORYNOTES

N1‐Institutionsmaynotbeawarethatsimilarprovisionsexistinfederallaw,asfollows:§668.72Natureofeducationalprogram.Misrepresentationconcerningthenatureofaneligibleinstitution'seducationalprogramincludes,butisnotlimitedto,false,erroneousormisleadingstatementsconcerning—***(c)Whethersuccessfulcompletionofacourseofinstructionqualifiesastudent—***(2)Toreceive,toapplytotakeortotaketheexaminationrequiredtoreceive,alocal,StateorFederallicense,oranongovernmentalcertificationrequiredasapreconditionforemployment,ortoperformcertainfunctionsintheStatesinwhichtheeducationalprogramisoffered,ortomeetadditionalconditionsthattheinstitutionknowsorreasonablyshouldknowaregenerallyneededtosecureemploymentinarecognizedoccupationforwhichtheprogramisrepresentedtopreparestudents***Notethatthedefinitionof“misrepresentation”doesnotrequireintent:“Amisleadingstatementincludesanystatementthathasthelikelihoodortendencytodeceive.”34CFR668.71(c).N2‐IfaprogramoperatesunderSARAfromanotherstateandtheprogramisintendedtoletastudentbecomelicensedtopracticeaprofession(e.g.,nursing,teaching,psychology),doesthestateinwhichthestudentliveshavetoletthestudentapplyforlicensure?No.SARAhasnoeffectonstateprofessionallicensingrequirements.TheNationalCouncilforSARAandthefourregionalcompactsthatadministerSARAhaveanexpectation,setforthinthereciprocityAgreement,thatanycollegethatofferscoursesorprogramspotentiallyleadingtoprofessionallicensuremustkeepallstudentsinformedastowhethersuchofferingsactuallymeetstatelicensingrequirements.Insomecases,aninstitutionmaynotknowwhethertheprogrammeetsstatestandardsbecausethestatewillnotprovidesufficientinformation.Inthosecases,theinstitutionmusttellthestudentinwritingthattheinstitutiondoesnotknowwhethertheprogrammeetsrequirementsinthestudent’sstateofdomicileandmakinganysuchdeterminationisuptothestudent.AgeneralstatementincludedinmaterialprovidedtoallsimilarlysituatedstudentsisacceptableunderSARA.NewFederalrulesaffectingthisissuewerereleasedinDecember2016andbecomeeffectiveJuly1,2018.Theserulesaremuchmoreprescriptiveregardingrequirednotificationsand,lackingfurtherfederalaction,mustbefollowedbyallinstitutionsthatparticipateinFederalTitleIVstudentfinancialaidprograms.N3‐Ifaprogramispurelyonlineexceptforfieldplacementssuchasclinicals,studentteaching,practica,etc.,dothoseplacementsfallunderSARAoraretheyconsidereda“physicalpresence”thatactivatesstatelaw?Almostallsuchfieldplacements(withcertainlimitations,seeSubsection5.2)willfallunderSARA,butmanymayalsofallunderthejurisdictionofstateprofessionallicensingboards.TheygenerallydonotconstituteaphysicalpresenceforSARApurposes.N4‐Doesitmatterwhetherthe“parent”programforaninterstatesupervisedfieldexperienceistraditionalon‐groundorofferedbydistanceeducation?


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No.SARAcoversallinterstatesupervisedfieldexperiencesexceptasnotedinthesepolicies.N5‐Cananinstitutionthatdoesnotofferdistanceeducation(onlinecourses,interactivevideo,etc.)participateinSARAinordertoobtainthebenefitsofSARAforpurposesofplacingstudentsinsupervisedfieldexperiences?Yes.SupervisedfieldexperiencesareconsidereddistanceeducationforpurposesofSARA.BecauseSARAtreatssupervisedfieldexperiencesasdistanceeducationundertheSARAAgreement,aninstitutionthatmeetsSARAeligibilityrequirementsandhasanyprogramsusingsuchplacementsmayparticipateinSARAevenifitdoesnotofferotherkindsofdistanceeducation.N6‐Ifthestateentityresponsiblefordegreeprogramauthorizationisalsothestateentitythatdetermines,orhelpsdetermine,whetheraprogrammeetsrequirementsforprofessionallicensure,isthereaconflict?No.AlthoughSARAsupersedesthedegreeauthorizationfunctionsofsuchanentityforsomepurposes,itdoesnotprecludethatentityfromperformingotherdutiesunderstatelaw,includingdeterminationsofwhetheraprogrammeetsrequirementsforstatelicensureinprofessionalfields.

5.3 Field trips and seasonal residential activity SARAcoversclassfieldtripsacrossstatelinesamongmemberstates,butdoesnotcoverfull‐scaleresidencyprogramssuchasasummersessionatafieldstation.

EXPLANATORYNOTES N1‐Afieldtripisanoff‐campuseducationalactivitythatdoesnotinvolvemulti‐nightresidencyataspecific

educationalsiteduringtheperiodofinstruction.Educationalactivityat,forexample,aspecificarchaeologicalsiteormuseum,isnotafieldtrip,evenifresidencyisatanearbymotelorfieldstation.Fieldinstructionthattakesplaceforalloramajorpartofatermqualifiesasafieldtripiftheactivityinvolvesvisitingmultiplenonresidentialsites.Seealso5.12(a)(8).

5.4 Short courses and seminars PhysicalpresenceunderSARAisnottriggerediftheinstructionprovidedforashortcourseorseminartakesnomorethan20classroomhoursinonesix‐monthperiod.Classmeetingsduringafull‐termcoursedonottriggerphysicalpresenceiftheinstructorandstudentsphysicallymeettogetherfornomorethantwomeetings,totalinglessthansixhours.ApparentabusesoftheseprovisionsmaybebroughttotheattentionoftheHomeState.

EXPLANATORYNOTESN1‐PhysicalpresenceunderSARAisnottriggerediftheinstructionprovidedforashortcourseorseminartakesnomorethan20classroomhoursinonesix‐monthperiod.The20‐hourruleprovisionONLYappliestoshortcoursesthatarenotofferedinatraditionalcalendarterm.N2–Classmeetingsduringafull‐termcoursedonottriggerphysicalpresenceiftheinstructororstudentsphysicallymeettogetherfornomorethantwomeetings,totalinglessthansixhours.Thesix‐hour/twomeetingprovisionONLYappliestofull‐term(semesterorquarterlength)courses.

5.5 Third‐party providers


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Contactsbetweenathird‐partyproviderofeducationalservicesandanySARAofficeorstatemustbemadeviathedegree‐grantinginstitutionthatoperatesunderSARA.Athird‐partyprovidermaynotrepresentaninstitutionregardinganysubjectunderSARAoperatingpoliciestoanySARAofficeoranystateoperatingunderSARA.Theinstitutionthattranscriptsacourseisconsideredthedegree‐grantinginstitutionforpurposesofthissection.

EXPLANATORYNOTESN1‐ASARA‐participatinginstitutionmayhirethird‐partyproviderstoofferorsupportinstructioncontainedwithinaprogramthatisotherwiseSARA‐eligible,assumingthattheinstructionotherwisemeetsSARAstandards,institutionalrequirementsandrequirementsofaccreditingbodies.However,thedegree‐grantinginstitutioncannotdelegateanySARA‐relatedproblem‐solvingfunctionstoathird‐partyprovider,normayitusethethird‐partyproviderasitsformalvehicleforcontactingorworkingwithastate.N2‐DoesSARAcover“testprep”andothersimilartrainingprogramsofferedbyentitiesthatarenotdegree‐grantinginstitutions?No.Althoughthesebusinessactivitiesoftenclaimtopreparestudentsforexamsofferedbyadegree‐grantingprovider,theyarenotcoveredbySARAbecausetheyarenotprogramsofferedbyapostsecondaryinstitution.SARAdoescoverexampreparationactivityofferedbyaSARAparticipantaccrediteddegree‐grantinginstitutionthatisanintegralcomponentofacourseorprogramofferedbythatinstitutionamongSARAmemberstates.

5.6 Offerings on military bases AlldistanceeducationcourseofferingsprovidedinterstatebyaSARAparticipantinstitutiontoactiveandreservemilitarypersonnel,theirdependents,andcivilianemployeesoftheinstallationlocatedonaU.S.militaryfacilityorvesselinaSARAmemberstatearecoveredbySARA.Ifsuchofferingsareopentothegeneralpublicforenrollment,SARAdoesnotapplyandstatelawwherethefacilityorvesselislocatedapplies.

EXPLANATORYNOTES

N1–AreVeteransAffairsfacilitiesconsidered“military”facilitiesforpurposesofSARA?

No.5.7 Participation by Tribal Colleges InstitutionsotherwiseeligibletoparticipateinSARAthatarecharteredand/orcontrolledbyfederallyrecognizedIndiantribalgovernmentsmayparticipateinSARAbysigninganagreementtodosowiththeappropriateSARAPortalEntityofthestatewheretheprincipalcampusoftheinstitutionislocated.5.8 Participation by federally owned or federally chartered institutions a. ForpurposesofSARA,acollegeoruniversitythatisownedbythefederalgovernment,suchas

theAirForceAcademy,hastheauthoritytooffercoursestoresidentsofanystate.SARAwillnotbeinvolvedinregulatingsuchinstitutions.


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b. Acollegeoruniversitythatischarteredbythefederalgovernmenthasoperationalauthoritysetforthinitscharter.Ifthecharterexpresslygrantsauthoritytoissuedegreesinmultiplejurisdictions,SARAwilltreattheinstitutionasnotrequiringSARAparticipationtooperatefreeofstateauthorizationrequirementsinthosejurisdictions.

c. Ifthecharterdoesnotspecifyauthoritytooperateinmultiplejurisdictions,SARAwilltreat

federallycharteredinstitutionsasfallingundertheoversightofthegovernmentoftheDistrictofColumbiaforSARApurposesunlesstheinstitution’scharterincludesprovisionstothecontraryortheinstitution’sprincipalaccreditedcampusisinanotherjurisdiction.

5.9 Hybrid Programs a. Someprogramsorcoursesinvolvesomeon‐groundandsomeonlineactivity.SARAcovers

thoseportionsofsuchaprogramthattakeplaceviadistanceeducationacrossstatelinesbyparticipatingprovidersinSARAmemberstates,subjecttothelimitationinsubsectionb,below.

b. IfdistanceeducationactivitycoveredbySARAispartofacourseorprogramthatconstitutes

physicalpresenceunderSARArulesinthehoststate,thePortalEntityinthehoststatemayrequiretheinstitutiontoprovideinformationabouttheentireactivity,includingthepartthatisofferedunderSARA.Otherwise,thehoststatecouldnoteffectivelyevaluateandoverseetheon‐groundportionoftheprogram.

5.10 Dual‐credit courses Dual‐creditcoursesofferedbydistanceeducationbyaSARAprovidertoahighschoolstudentinanotherSARAstatearecoveredbySARAiftheyresultinadirectawardofcollegecreditorsomeotherkindofpostsecondaryawardorcertificate.Theyarenotcoverediftheyarealternativehighschoolcompletioncoursesthatdonotcarryapostsecondaryaward,orclassessuchasAdvancedPlacement,forwhichawardofcreditisvariableanddiscretionaryuponfuturecollegeenrollment.

EXPLANATORYNOTESN1‐ItisimportanttodistinguishtheseactivitiesbecauseSARAonlycoverspostsecondarywork.K‐12levelcoursesarenotpostsecondary.Inaddition,SARAdoesnotsupersedeanystatelawsthatcovertheoperationofinstitutionsdeliveringinstructiontoK‐12students.Insuchcases,thestate’sK‐12regulatoryrequirementsstillapply.

5.11 Tutoring One‐on‐onein‐persontutoringinanacademicsubjectbyafacultymemberlivinginoneSARAstateonbehalfofaninstitutionoperatingunderSARAfromanotherSARAstateiscoveredbySARAunlessmorethanonestudentispresentinthesamephysicalspaceatthesametime.Itdoesnotconstituteaphysicalpresence.5.12 Physical presence Generally,aninstitutionhasphysicalpresencewhenitoperatesacampus,branchinstructionalfacilitywhetherleasedorowned,oradministrativeofficewithintheboundariesofastate.


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However,becausethespecificdefinitionsofphysicalpresencecurrentlyvarygreatlyfromstatetostate,especiallywithregardtoout‐of‐stateinstitutionsthatseektoconductanyactivitywithinanotherstate,SARAhasestablisheditsownuniformstandardforphysicalpresencevs.distanceeducation.ForpurposesofparticipationinSARA,thisstandardapplies,butitdoesnotaffecttheapplicationofexistingstatelawstoinstitutionsthatchoosetooperateoutsideofSARAorwhicharebasedinstatesthatarenotSARAmembers.a. ForpurposesofSARA,aninstitutionhasphysicalpresenceandthereforemustmeetthe

state’scurrentnon‐SARArequirementsifitdoesanyofthesethingsinastate:

1. Establishesaphysicallocationforstudentstoreceivesynchronousorasynchronousinstruction;

a.Thisisintendedtomeanasemi‐permanentfixedspace.2. Requiresstudentstophysicallymeetinalocationforinstructionalpurposesmorethan

twiceperfull‐term(quarterorsemester)courseforatotalofmorethansixhours;meetingsduringthefullterm.Itdoesnotapplytodesignatedshortcourses.

3. Establishesanadministrativeoffice;4. Providesinformationtostudentsforthepurposeofenrollingstudents,orprovidesstudent

supportservices,fromaphysicalsiteoperatedbyoronbehalfoftheinstitutioninthestate;5. Offersa“shortcourse”thatrequiresmorethan20contacthoursinonesix‐monthperiod;

a. The20‐hourlimitedcanbeusedonlyforashortcoursethatrunsforexample,fourdaysandisdone.Itappliesonlytoshortcoursesandcannotbeusedwithafull‐termcourse,towhichseparateprovisionsapply.

6. Providesofficespacetoinstructionalornon‐instructionalstaff;7. Maintainsamailingaddressorphoneexchangeinastate.

EXPLANATORYNOTESN1‐CasualuseofamobilephonebyinstitutionalrepresentativespassingthroughastateandwhoareotherwiseincompliancewithSARAdoesnotviolatethissection.

8. Carriesoutfieldstudyorfieldresearchlocatedatafieldstation,researchstationorother

physicalsiteatwhichafacultymemberorotherinstitutionalemployeeorcontractorsupervisesorotherwisedirectstwoormorestudentsinanactivityexceedingtheallowableshortcourselengthsetforthinSubsection5.12(a)(5)andwhicheitherbearsacademiccreditorisarequirementforacourseorprogram.

b.Aninstitutiondoesnothavephysicalpresence,andisthereforecoveredbySARAinSARA

memberstates,ifitis:

1. Offeringcoursestoindividualsviadistanceeducationinwaysthatdonotrequirestudentstogatherphysicallyingroups,exceptingthespecialprovisionsinSection5;

2. Advertisingtostudentswhetherthroughprint,billboard,directmail,internet,radio,televisionorothermedium;

3. Offeringdistanceeducationcoursesonamilitarybaseorvesselifenrollmentinsuchcoursesislimitedtoactiveandreservemilitarypersonnel,theirdependents,andcivilianemployeesoftheinstallation;

4. Maintainingaserver,routerorsimilarelectronicservicedevicehousedinafacilitythatotherwisewouldnotconstitutephysicalpresence(thepresenceofaserverorsimilarpass‐


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throughswitchingdevicedoesnotbyitselfconstitutetheofferingofacourseorprograminthatstate);

5. Havingfaculty,adjunctfaculty,mentors,tutors,recruitersorotheracademicpersonnelresidinginamemberstateandworkingfromtheirhomesoranotherprivate,non‐institutionalsite,providedthatsuchstaffisnotengagedinactivitiesthatwouldotherwiseconstitutephysicalpresenceasdefinedbythesepolicies;

6. Holdingproctoredexamsonbehalfoftheinstitutioninthehoststate;7. Havingcontractualarrangementsinthehomeorhoststate,e.g.,procurementcontractsor

courseofferingsthroughconsortiumagreements;8. Operatinglimitedsupervisedfieldexperiences(Seesubsection5.13);9. UsingrecruitersinaSARAmemberstate.Thisprovisionisnotrestrictedtorecruitingfor

coursesorprogramsofferedunderSARA,anddoesincludeathleticrecruiting.10.Engaginginfieldtripstovisitexistingsitesorfacilitiesforacademicpurposesnotinvolving

theestablishmentofresidentialorinstructionalfacilities.5.13 Supervised Field Experiences8 a. Ifthehoststaterequiresapprovalofsupervisedfieldexperiencesbyagenciesorboards

responsibleforprofessionalrequirementsinfieldsrequiringlicensureorcertificationforpractice,suchprofessionalapprovalrequirementsremainineffect.

b. Supervisedfieldexperiences,exceptforrequirementsofprofessionallicensingentitiesasnotedin“a"above,andsubjecttothefollowinglimitations,donotestablishaphysicalpresenceunderSARAandarethereforecoveredbytheprovisionsofSARAgoverninginterstatedistanceeducationactivity,whetherthefieldexperienceispartofadistance‐educationorcampus‐basedprogram.

c. ExistingcontractsamongproviderinstitutionsandsitesusedforsupervisedfieldexperiencesasofthedatethataninstitutionbeginsparticipatinginSARAarenotimpaired,revisedorotherwiseaffectedbySARA.Atthetimethatanyprovisionofsuchacontractischanged,thenewcontractmustcomplywithSARAPoliciessetforthherein.

d. AcontractforsupervisedfieldexperiencestobecoveredbySARAislimitedasfollows.Suchacontract:

1. Cannotprovidefortheplacementofmorethan10studentsfromanindividualacademic

programplacedsimultaneouslyatoneclinicalorpracticumsite,unlessapprovalforalargernumberisprovidedbythehoststateSARAPortalEntity.

2. MaybeobjectedtobythehostStatePortalEntityongroundsthattheinstitutionhas:

i. Ademonstrablefailuretoachieveanacceptableprofessionallicensingrateinthehoststateiftheprogramcustomarilyleadstolicensure,providedthattheacceptablerateisnothigherthanthelowerof(a)thelowestrateofahoststate‐basedinstitutioningoodstandingor(b)theaveragestatelicensurerate,or

ii. Anunreasonablenumberofvalid,documentedcomplaintsaboutprogramoperationorqualitywhichhavenotbeenadequatelyresolvedbytheinstitution.

3. IfahoststateobjectstoasupervisedfieldexperienceorclinicalplacementunderSARAon

thegroundssetforthinsubsection“2”above,theaffectedregionalcompact(s)shall

8Theterm“supervisedfieldexperiences”isdefinedinSubsection1.30andisnotrepeatedinthissectionofthedocument.Examplesincludepractica,studentteaching,andinternships.


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determinewhethertheplacementisallowableunderSARA,usingprocedurestobedevelopedforthatpurpose.

i. Anystudentenrolledinanacademicprogrampriortothetimetheinstitutionbegins

operationsunderSARAmayremainatanysupervisedfieldexperiencesitetowhichthestudentisassigned,irrespectiveofSARApolicies.

ii. AninstitutionoperatingunderSARAthatownsasupervisedfieldexperience,clinicalorpracticumsiteisnotsubjecttothelimitationsofsubsection“d”onplacementofitsownstudentsatsuchasite.

iii. SARAPoliciesregardingsupervisedfieldexperiencesdonotsupersede,replaceormodifyanyfederallawthatwouldaffectstudentsplacedunderSARA.SARAPoliciesaresubsidiarytoanysuchfederallawscoveringthesamesubjects.

e. Theinstitution’sobligationtotrackandreporttheplacementofstudentsininternships,clinicalsandsimilaractivitiesappliestothoseactivitiesthatare:(a)offeredforcredit,(b)offeredforafee,or(c)requiredforcompletionofadegreeorcertificate

EXPLANATORYNOTESN1‐Ifacollegehasapre‐existingcontractforplacementofstudentsinclinicalsites,andthatcontractallowsformorestudentsoralongerperiodoftimethanSARAallows,doesparticipatinginSARAinvalidatethecontract?No.SARAhasnoeffectonpre‐existingcontractsofthisnature.However,suchcontractsmustbeincompliancewithexistingstatelawinthestatewheretheclinicalstakeplaceatthetimetheinstitutionbeginsoperatingunderSARA.Whensuchacontractisrevised,reviewed,orrenegotiated,andbothstatesareSARAmembers,SARArulesapplytofuturecontracts.

5.14 Student mobility a.Locationofstudent

1. EducationalactivityunderSARAisdeemedtooccurwherethestudentisphysicallylocatedatthetimethestudentisincontactwiththeeducationalprovideroracontractoractingonbehalfoftheprovider.

2. Thestudent’slegalstateofresidenceisnotafactorindeterminingphysicallocationforpurposesofSARA.

3. Thefactthatthestudentmovedinvoluntarily(forexampleowingtoserviceinthemilitaryorincarceration)isirrelevanttoadeterminationoflocationforpurposesofsubsection“1”above.

b.IndependentstudybystudentsIndependentoff‐campusstudy,e.g.,independentfieldworkforathesisordissertation,byindividualstudentsnotengagedinasupervisedfieldexperienceorindirectcontactwiththestudent’sinstitutiondoesnotconstituteaphysicalpresenceofapostsecondaryinstitutioninaSARAmemberstate.


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5.15 Location of teaching faculty AninstitutionmayemployfacultywholiveoutsidetheHomeState,includingfacultywholiveoutsidetheUnitedStates,toteachinprogramsofferedunderthejurisdictionoftheHomeState.Section 6. Data Submission Requirements for Institutions Participating in the State

Authorization Reciprocity Agreements (SARA) 6.1 Data submission by participating institutions. a. InstitutionsparticipatinginSARAshallannuallyreporttoNC‐SARAthenumberofstudents

enrolledintheinstitutionengagedindistanceeducationdisaggregatedbystate,territory,ordistrictinwhichthestudentsreside.

b. Beginninginspring,2019,institutionsparticipatinginSARAshallalsoannuallyreporttoNC‐SARAthenumbersoftheirstudentsengagedincertainexperientiallearningplacements(rotations,internships,studentteaching,etc.),disaggregatedbystateandtwo‐digitClassificationofInstructionalPrograms(CIP)codesasassignedbytheU.S.DepartmentofEducation.

c. ThesedatashallbereportedannuallytoNC‐SARAinthespringfollowingtheduedatefor

institutionstomaketheirpreviousfallenrollmentreportstothefederalgovernment’sIntegratedPostsecondaryEducationDataSystem(IPEDS).

d. Priortosuchsubmission,NC‐SARAwillprovidedatareportingguidesandadatasharingagreementtoeachSARAinstitution.

6.2 Data use by SARA a. NC‐SARAonitswebsitewillreportenrollmentsdata,byinstitution,inthefollowingformat:

b. NC‐SARAonitswebsitewillreportlearningplacementdatabyinstitution,insimilarformat.c. NC‐SARAwillnotcollectindividuallyidentifiablestudentdataandwillcomplywiththeFamily

EducationalRightsandPrivacyAct(FERPA).


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Section 7 Complaint Resolution Reporting for States Participating in SARA

7.1. Duties of States StatesparticipatinginSARAshallreportthefollowinginformationtoNC‐SARAonaquarterlybasis:a. Thenumberofcomplaintsfromout‐of‐statestudents,byinstitution,appealedtothestate’s

SARAPortalEntityafterthepersonmakingthecomplainthascompletedtheinstitution’sand/orgoverningboard’s(ifrelevant)complaintresolutionprocess.

b. Theresolutionofthosecomplaintsintheaggregate,bySARAinstitution:numberresolvedin

favorofthepersonmakingthecomplaint,numberresolvedinfavoroftheinstitution,numberresolvedbyagreement,andnumberpendingresolution.

7.2.DutiesofNC‐SARAa. ThenumberofcomplaintsappealedtothePortalEntitywillbeplacedwithinthecontextofthe

institution’stotalout‐of‐statedistanceeducationenrollments,asfollows:

*Aftercompletionoftheinstitution'sfullcomplaintresolutionprocess.

b. NC‐SARAwillnotcollectindividuallyidentifiablestudentdataandwillcomplywiththeFamily

EducationalRightsandPrivacyAct(FERPA).

Section 8 Responding to Questions and to Requests

to Modify SARA Policies 8.1 Basic Procedure for Questions about SARA Questionsfrompeopleaffiliatedwithaninstitutionshouldgofirsttotheinstitution’sSARAliaisonofficer,ifonehasbeendesignated.


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Questionsfromaninstitution’sSARAliaisonstafforifthereisnodesignatedSARAliaisonshouldbedirectedasfollows:

StatespecificSARAActivities–toSTATEPORTALENTITY9 StateSARAFees Institutionapplicationstatus Institutionrenewalstatus Institutionrenewalproblems–deadlinesmissedandlatefees InstitutionAccreditationchanges InstitutionSARAstatuschangesSARAPoliciesorProcedures–toREGIONALCOMPACT10 Stateapplicationstatus Staterenewalstatus QuestionsaboutC‐RACGuidelinesNationalReportingandSARAOversight–toNC‐SARAOFFICE11

NC‐SARASalesforceactivityComplaintreportingEnrollmentreportingNC‐SARApaymentactivity InitialNC‐SARApayment RenewalNC‐SARApayment NC‐SARAlatefees

8.2 Minor modifications a.Process:Questions,comments,orsuggestedmodificationstoSARAPoliciesmaybebroughttotheattentionof: SARAPortalEntitydirectorsinSARAstates; SARAdirectorsintheregionalcompacts; RegionalSARAsteeringcommittees;or TheExecutiveDirectoroftheNationalCouncilforStateAuthorizationReciprocityAgreements

(NC‐SARA).

Suchcommunicationsshallbedealtwithinasexpedientamanneraspossible,whileensuringbroadconsultationandconsistencyacrosstheSARAcommunity.Unresolvedquestions,concerns,orcommentsshallinvolvefurtherconsultationamongstateSARAPortalEntitydirectors,regionalandNC‐SARAstaff.TheNC‐SARAExecutiveDirectorandNC‐SARAstaffshallworkwithregionaldirectorstodevelopand/orproposeresponses.Asappropriate,thatprocessmayincludeconsultationwiththeSARAsteeringcommitteesintheregionalcompactsand

9Seehttp://www.nc‐sara.org/content/state‐portal‐entity‐contactsforcurrentcontactinformation10Seehttp://www.nc‐sara.org/sara‐staffforcurrentcontactinformation11Seehttp://www.nc‐sara.org/sara‐staffforcurrentcontactinformation


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withtheNC‐SARABoard.TheExecutiveDirectorisresponsibleforensuringthatresponsesaredeveloped.b.MinorModifications:TheExecutiveDirectormayapproveandpromulgateclarificationsandminormodificationsthatdonotsubstantivelychangeSARAPolicies,afterconcludingtheconsultativeprocessdescribedabove.


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8.3 Significant Modifications Ultimately,itistheresponsibilityoftheExecutiveDirectorofNC‐SARAtoensurebroadconsultationamongtheregionalcompacts,NC‐SARA,andtheSARAcommunityatlargeindevelopingresponsestorequestsforsignificantmodificationstotheSARAManualand/ortotheUnifiedStateAuthorizationReciprocityAgreement.RequestsforsignificantchangesshouldbeaddressedtotheExecutiveDirectorofNC‐SARA,whowillworkwiththeregionalcompacts,theirSARAsteeringcommittees,theNC‐SARAexecutivecommittee,andtheNC‐SARABoardtoensureconsiderationandresolution.Personsmakingsuchrequestsshouldprovidearationalesupportingtheirrequest.Inrespondingtoandultimatelyactingonsuchrequests,regionalandnationalSARAstaffandoversightcommitteesshallevaluateproposedchangesinlightofSARA’sfundamentalrelianceoninterstatereciprocityandtrust,andonthefundamentalpurposesofSARA,whicharetosupporthighqualitydistanceeducation,resolveproblemsencounteredbystudents,andsimplifyandsupporttheinterstateofferingofdistanceeducationusingamodelunderwhichaninstitution’sHomeStateisprimarilyresponsibleforwhattheinstitutionoffersundertheaegisofSARA.Otherguidingprinciplesforthereview,clarificationandmodificationofSARAPoliciesandagreementsinclude: Broadconsultationwithkeystakeholders; Maintainingconsistencyinpolicyandprocedures; Transparencyandopenness;and Responsivenesstostakeholdersandemergingpolicyissues.

Section 9 Revisions to SARA Documents

9.1 Revisions to the SARA Agreements RevisionstotheSARAUnifiedAgreementaredocumentedinminutesoftheNationalCouncilforSARAandareavailablefromtheNC‐SARAofficeandontheNC‐SARA.orgwebsite.9.2 Revisions to Policies ChangestothePolicies,confirmedintheSARAManualshallbeclassifiedasCorrectionsorRevisions.Correctionsrepresentminortechnicalfixesorclarificationsthatdonotrepresentasubstantivechangeinpolicyorprocedures.Revisionsrepresentsubstantivechangesinpolicy(ornewpolicies),orprocedures.ThelastpageofthisdocumentshallcontainarunninglistshowingthedatethatanyCorrectionsorRevisionsweremade,andreferringtoanydocumentationofsuchchanges,inordertomaintainarecordofsuchchanges.Thatrecordfollowsthissection.


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SARAPoliciesandStandardswereoriginallyadoptedbytheNationalCouncilforSARANovember1,2013,publishedinfinalformwithminorrevisionsandcorrectionsbyNC‐SARAstaffNovember18,2013.Revisionsarenotedbelow.ThePoliciesandStandardswererenumberedandcompiledintoasectionoftheSARAManualinJuly2016.RevisionsandcorrectionsafterJune15,2016,arenotedintheirownsectionfollowingthenotesbelow.9.3 Record of Corrections and Revisions through March 12, 2018 RecordofCorrectionsandRevisionsNovember19,2014 1)Correctedsectionheadingnumbering,whichwasmissingSection4.

2)AdjustedFAQreferencestomatchcorrectedheadings.3)AddedcommastounifytheformatoftheFTEandfeeschedule.

February10,2014 1)RevisionofSARA'sPoliciesandStandardsforConsumerProtection.May14,2014 1)PolicyAddedSection6:DataSubmissionRequirementsforInstitutions

ParticipatinginSARA.2)PolicyAddedSection7:ComplaintResolutionReportingforStatesParticipatinginSARA.

August19,2014 RevisionofSARA'sPoliciesandStandardsSection3:Institutionsand

Participation,subsection10:Offeringsonmilitarybases.December5,2014 1)DefinitionAddedfortheterm“LegalDomicile.”

2)AdditiontoSARA'sPoliciesandStandardsSection2:StatesandMembership,subsection5:Functionalresponsibilitiesofstates(i).3)AdditiontoSARA'sPoliciesandStandardsSection3:InstitutionsandParticipation,subsection2:Provisionaladmissionofaninstitution.Note:Renumberingofexistingcontent.4)AdditiontoSARA'sPoliciesandStandardsSection5:Physicalpresencestandards,subsection2(j).5)RevisionofSARA'sPoliciesandStandardsSection6:DataSubmissionRequirementsforInstitutionsParticipatinginSARA.6)RevisionofSARA'sPoliciesandStandardsSection7:ComplaintResolutionReportingforStatesParticipatinginSARA.

January7,2015 1)RevisionofSARA'sPoliciesandStandardsSection5:Physicalpresencestandardssubsection2,revisedandremovedSupervisedFieldExperiencestonewsubsection3.Notereorderingofexistingcontentofsubsection2.

May13,2015 1)AdditiontoSARA'sPoliciesandStandardsSection3:11.Participationby

TribalColleges.2)AdditiontoSARA'sPoliciesandStandardsNewSection8:ModificationProcessforSARAPoliciesandStandards.3)ClarificationofSARA'sPoliciesandStandardsSection3:InstitutionsandParticipation,4.Lossofinstitutionaleligibility.4)RevisionofSARA'sPoliciesandStandardsSection:Section4.Consumerprotection,2.ComplaintResolutionProcesses.


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July10,2015 1)AdditiontoSARA’sPoliciesandStandardsNewSection3.4RenewalsNovember3,2015 1)Clarificationofthecontinuingauthorityofboardsofprofessional

licensure.Section5.3.a‐b.December1,2015 1)AdditionofSection2.6,Renewalofstatemembership. 2)AdditiontoSection3.2,Provisionalrenewalofaninstitution.

3)AdditiontoSection3.4.2,Processforinstitutionrenewal. 4)AdditiontoSection5.1,Fieldstudyorresearch.

5)AdditiontoSection5.2,Physicalpresence.

January12,2016 1)RevisionstoandreformattingofSection8.September15,2016 PoliciesandStandardsrecodifiedandintegratedintoSARAManual.October20,2016 SARAManual16.2approvedbytheNC‐SARABoardwithminoradjustments

tolaterbemade. TableofContentsandIndexadded. UpdateddefinitionsforAffiliateMember,Non‐domesticInstitution

andSupervisedFieldExperience. Renewalprocessgraphicadded2.6(b)(4) Newsubsections:

o coveringmovestoHomeStateadded3.1.(c)(3)o Multipleproviders3.1.(d)o Terminologyasitrelatestotheuseof“approved”3.1.(f).o Institutionrenewalandreapplicationtimeline3.4.(a)o Mechanicsoftherenewalprocess3.5.(b).o Lossofinstitutioneligibility3.6(d).

AdditionofSection5,CoverageandLimitationsofSARA.December8,2016 SARAManual16.3placedonNC‐SARA.org.May,2016 1)ClarificationtoSection2.2.5Explanatorynote2 2)ClarificationtoSection5.9(a)Hybridprograms.October6,2017 1)Renumberdocumentasrevision17.2. 2)ReinsertedearlierFAQaboutSARA’suseoftheU.S.Departmentof

Education’sfinancialresponsibilityscores(AppendixB). 3)Clarificationofinstitution’sresponsibilityregardingnotifications (Section5.2.6).November3,2017 1)Additionof3.3.Provisionalstatusofaninstitutionbetweenrenewal

periodsandrenumberingasnecessaryMarch12,2018 1)Renumbereddocumentasrevision18.1 2)Grammaticalandformattingupdatesforconsistencythroughoutthe

document 3)ClarificationofinstitutionparticipationforinstitutionswithaFederal

FinancialScoreofbelow1.0


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4)Institutionwebsitenotemovedfrom6.2.(d)to3.1.(h) 5)AdditionalExplanatoryNotesasnoted:

3.2ClarificationofInvestigationrelatedtoprovisionalstatus 5.4ShortCourse/20‐Hour 5.12.(a)(1)ShortCourse/FieldTrip 3.6(b)Experientialstudentreporting 6.(b)(8)Correction:InstitutionsarelistedontheNC‐SARAwebsitenot

theregionalcompactwebsites. 6)ClarificationofMembershipGracePeriodandExpirationException.

March12,2018 SARAManual18.1placedonNC‐SARA.orgMay11,2018 1)Renumbereddocumentasrevision18.2 2)UpdatedSARARegionalCompactcontactsforMHECandNEBHE 3)UpdatedNC‐SARAStaffcontacts 4)Section3.6Renewals

ChangeofFormnametoMembershipDeadlineExtensionForm 5)Section5CoverageandLimitationsofSARA

additionof5.1.(c) 6)Section6DataSubmissionRequirementsforInstitutionsParticipatingin theStateAuthorizationReciprocityAgreements(SARA)

additionof6.1.(b)Datasubmissionbyparticipatinginstitutions additionof6.2.(b)DatausebySARA7)AddedNC‐SARAAdministrativeFormsasAppendixC


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Section 10 – Index

accreditation........................8,9,11,15,16,17,25accreditor................................................................8,28appeal....................................................................22,23arbitrationclause..................................................26bonding........................................................................21branchcampus..........................................................17businessregistries...................................................29cashmanagement.....................................................18clinicals.................................................................30,36complaint................................26,27,28,29,38,39Complaintreporting...........................................3,40complaints10,12,13,15,21,25,26,27,28,36,38consumerprotection................12,13,18,25,26contracts................................................................35,36corporateoffice.........................................................17corporateparent.......................................................17costsofinvestigatingacomplaint...................21C‐RAC......................................3,8,11,14,25,28,39dissertation.................................................................37DistanceEducation.........................................8,9,28Dual‐creditcourses.................................................33DutiesofStates..............................................3,11,38employment................................................................30Enrollmentreporting........................................3,40ExpirationException.......................................23,24federallycharteredinstitutions.........................32fee......................................................16,21,22,24,41feerefund...............................................................21,24fees................................3,13,16,21,23,25,39,40Fees.....................................................................3,20,39FERPA.....................................................................38,39fieldplacements........................................................30fieldtrip........................................................................31Fieldtrips.....................................................................31financialresponsibility..........................................12financialstability...............................................12,18fraud..............................................................................26fraudulentactivity............................................25,28general‐purposelaws.............................................13graceperiod.........................................................19,22GracePeriod........................................................23,24HomeState...8,9,12,14,16,17,18,19,21,23,24,25,26,27,31,37,41HostState........................................................................9Hybrid.......................................................................9,33Independentstudy................................................37in‐stateactivities...................................................14InstitutionAccreditation..................................3,39

Institutionapplication.......................................3,39institutionremoval..................................................18Institutionrenewal.............................................3,39institutionalrenewal.......................................21,22investigation........................................13,18,26,28jobplacement.............................................................25K‐12levelcourses....................................................33letterofcredit.............................................................18Locationofstudent..................................................36Lossofinstitutionaleligibility.....................23,42maincampus.......................................................16,17marketing................................................................9,25Memberremoval.......................................................11military...................................................32,34,36,42misrepresentation.........................................26,30modificationstoSARAPolicies...........................40newstate......................................................................16Ownership....................................................................17physicalpresence........10,30,31,33,34,35,37professionallicensing......................25,29,30,35provisional...................................................................18provisionalstatus......................................14,18,19recruitment.................................................................25regionalcompact4,8,14,15,16,17,18,22,27,36RegionalCompacts......................................4,10,13renewalfee..................................................................22reservefund...............................................................21Salesforce................................................................3,39self‐certification........................................................11seminars.......................................................................31shortcourse.........................................................31,34Stateapplication...................................................3,39Staterenewal.................................................3,14,39statesystem.................................................................17statewithdrawal.......................................................11Studentmobility........................................................36supervisedfieldexperience..........10,30,36,37supervisedfieldexperiences................30,35,36testprep........................................................................32third‐partyprovider........................................31,32transcripts............................................................17,31transfer..........................................................................25TribalColleges....................................................32,42tutoring.....................................................................9,33UnifiedStateAuthorizationReciprocityAgreement40VeteransAffairs......................................................32withdrawal...................................................................11


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AppendixAWhy does SARA use the U.S. Department of Education’s financial responsibility composite scores to assess the financial soundness of non‐public institutions that seek to participate in

SARA? StudentsdeserveassurancethatSARAinstitutionsfromwhichtheytakecoursesandprogramswillremaininoperationandnotcloseduetofinancialproblems.Distanceeducationstudentslikelyhavelessinformationthancampus‐basedstudentswithwhichtoevaluateaninstitution’sviability;inmostcases,theycan’tvisitthecampus,talkdirectlywithinstitutionalrepresentatives,etc.Whileitisnotpossibletoremovecompletelytheriskofinstitutionalclosure,reasonableattemptstolessenthatriskinregardtoSARAinstitutionsaredesirable.Asafundamentalprinciple,SARAavoidsdevelopingnewmechanismsandstructureswhensufficientonesalreadyexist.Thatiswhytheinitiativebuildsontheworkofthe“accountabilitytriad”(thefederalgovernment,thestates,andrecognizedaccreditors)andtheregionaleducationcompacts.Ideally,afinancialassessmentsystemforSARAwouldbeuniformacrossthecountry,clearandreadilyunderstandable,alreadyinplace,well‐regardedinthecommunity,andreliableinevaluatingwhetheraninstitutionisinsignificantfinancialtroubleandatriskofclosure.Nocurrentsystemmeetsallofthosedesirablequalities.TheapproachtakenbytheU.S.DepartmentofEducationhasbeeninplaceformanyyears.Itisappliedacrossthecountrytoallnon‐publicinstitutionsparticipatinginfederalTitleIVprograms,anditreliesontheadministrativecapabilitiesoftheDepartment,includingtheabilitytoinvestigateandaudit.Unfortunately,ithasbeenseverelycriticizedbysomeasbeingbasedonoutdatedaccountingapproaches,inaccuratelyassessingthefinancialhealthofmanyinstitutions(i.e.,identifyingasfinanciallytroubledmanyinstitutionsthoughttobesound),andbeingunevenlyapplied.MuchofthatcriticismhascomefromtheNationalAssociationofIndependentCollegesandUniversities(NAICU)andrepresentativesofsomeofitsmemberinstitutions.TheyhavealsocriticizedSARAforusingtheDepartment’sscorestodetermine(inpart)anon‐publicinstitution’seligibilityforSARA.NAICUbelievestheDepartment’sworkinthisareaisseriouslyflawed,bothindesignandapplication.12ThisissuewasdiscussedateachstepofthedevelopmentofSARA.ItwasconsideredbythePresidents’Forum/CouncilofStateGovernmentsdraftingteam,theSARAdevelopmentcommitteesineachofthefourregionalcompacts,theNationalCommissionontheRegulationofPostsecondaryDistanceEducation,andNC‐SARAitself.UseoftheDepartment’sscorestodetermine(inpart)anon‐publicinstitution’sfinancialsoundnessforSARApurposeswasaffirmedateachstep.Thefollowingparagraphsexplainwhy.EachSARAdevelopmentgroupexaminedthequestionofwhetherthereshouldbeafinancialsoundnessrequirementatall;eachgroupdecidedthatthereshouldbe.Variousalternativeswerethenconsidered.NAICUsuggestedthatallinstitutionsapprovedtoparticipateinTitleIVprogramsbeallowedtoparticipateinSARA,withnootherfinancialexpectations.TheoverwhelmingmajorityofeachgroupinvolvedinthedevelopmentofSARAbelievedthatstandardwouldbetoolowtosupporttheconsumerprotectiongoalsofSARA.

12https://www.naicu.edu/docLib/20121119_NAICUFinan.Resp.FinalReport.pdf


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ThepossibilityofallowingeachSARAstatetosetitsownfinancialexpectationswasdiscussed;thatapproachwasrejectedbecauseitwouldnotyielduniformstandards,thereforeunderminingreciprocity.ThepossibilityofhavingSARAdevelopandcarryoutitsownfinancialevaluationsystemwasalsoconsidered;thatwasrejectedbecauseofthelikelydifficultyofreachingconsensus,thedelayandcostthatdevelopinganewsystemwouldrequire,andthefactthatSARAwouldlackthenecessaryinvestigativeandauditingauthorityandcapacity.Aftermuchdiscussion,eachgroupinvolvedinthedevelopmentofSARAreachedtheconclusionthatincorporationoftheDepartment’ssystemforassessinganinstitution’sfinancialsoundness,whileflawed,offeredthebestavailableapproachforSARApurposes.SARAhasacknowledgedtheshortcomingsoftheDepartment’ssystemandthecriticismsmadeofthatsystemintwoways.First,SARAallowssomeinstitutional“wiggleroom.”Aninstitutionwithacompositescoreof1.0‐1.49hastheopportunitytomakethecasetoitshomestatethatitisneverthelesssufficientlyfinanciallystabletojustifystateapprovaltoparticipateinSARA.(Thegeneralthresholdforthefinancialsoundnessrequirementis1.5.)Second,theregionalcompacts,theCommissionontheRegulationofPostsecondaryDistanceEducation,andNC‐SARAhaveallrecommendedthattheDepartmentreviewitsmethodologyfordetermininginstitutionfinancialsoundness.MarshallA.HillExecutiveDirector,NC‐SARANovember14,2014


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AppendixB

InterregionalGuidelinesfortheEvaluationofDistanceEducationCouncilofRegionalAccreditingCommissions(C‐RAC)(2011)

1. Online learning is appropriate to the institution’s mission and purposes. Analysis/Evidence:13

Themissionstatementexplainstheroleofonlinelearningwithintherangeoftheinstitution’sprogramsandservices;

Institutionalandprogramstatementsofvisionandvaluesinformhowtheonlinelearningenvironmentiscreatedandsupported;

Asappropriate,theinstitutionincorporatesintoitsonlinelearningprogramsmethodsofmeetingthestatedinstitutionalgoalsforthestudentexperienceattheinstitution;

Therecruitmentandadmissionsprogramssupportingtheonlinelearningcoursesandprogramsappropriatelytargetthestudentpopulationstobeserved;

Thestudentsenrolledintheinstitution’sonlinelearningcoursesandprogramsfittheadmissionsrequirementsforthestudentstheinstitutionintendstoserve;

Senioradministratorsandstaffcanarticulatehowonlinelearningisconsonantwiththeinstitution’smissionandgoals.

2. The institution’s plans for developing, sustaining, and, if appropriate, expanding

online learning offerings are integrated into its regular planning and evaluation

processes.

Analysis/Evidence:

Developmentandownershipofplansforonlinelearningextendbeyondtheadministratorsdirectlyresponsibleforitandtheprogramsdirectlyusingit;

Planningdocumentsareexplicitaboutanygoalstoincreasenumbersofprogramsprovidedthroughonlinelearningcoursesandprogramsand/ornumbersofstudentstobeenrolledinthem;

Plansforonlinelearningarelinkedeffectivelytobudgetandtechnologyplanningtoensureadequatesupportforcurrentandfutureofferings;

Plansforexpandingonlinelearningdemonstratetheinstitution’scapacitytoassureanappropriatelevelofquality;

Theinstitutionanditsonlinelearningprogramshaveatrackrecordofconductingneedsanalysisandofsupportingprograms.

13 These bulleted points illustrate actions, processes and facts that institutions may use to demonstrate that they meet SARA requirements.


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3. Online learning is incorporated into the institution’s systems of governance and

academic oversight. Analysis/Evidence:

Theinstitution’sfacultyhaveadesignatedroleinthedesignandimplementationofitsonlinelearningofferings;

Theinstitutionensurestherigoroftheofferingsandthequalityoftheinstruction; Approvalofonlinecoursesandprogramsfollowsstandardprocessesusedinthecollegeor

university; Onlinelearningcoursesandprogramsareevaluatedonaperiodicbasis; Contractualrelationshipsandarrangementswithconsortialpartners,ifany,areclearand

guaranteethattheinstitutioncanexerciseappropriateresponsibilityfortheacademicqualityofallonlinelearningofferingsprovidedunderitsname.

4. Curricula for the institution’s online learning offerings are coherent, cohesive, and

comparable in academic rigor to programs offered in traditional instructional formats.

Analysis/Evidence: Thecurriculargoalsandcourseobjectivesshowthattheinstitutionorprogramhas

knowledgeofthebestusesofonlinelearningindifferentdisciplinesandsettings; Curriculadeliveredthroughonlinelearningarebenchmarkedagainston‐groundcoursesand

programs,ifprovidedbytheinstitution,orthoseprovidedbytraditionalinstitutions; Thecurriculumiscoherentinitscontentandsequencingofcoursesandiseffectively

definedineasilyavailabledocumentsincludingcoursesyllabiandprogramdescriptions; Schedulingofonlinelearningcoursesandprogramsprovidesstudentswithadependable

pathwaytoensuretimelycompletionofdegrees; Theinstitutionorprogramhasestablishedandenforcesapolicyononlinelearningcourse

enrollmentstoensurefacultycapacitytoworkappropriatelywithstudents; Expectationsforanyrequiredface‐to‐face,on‐groundwork(e.g.,internships,specialized

laboratorywork)arestatedclearly; Coursedesignanddeliverysupportsstudent‐studentandfaculty‐studentinteraction; Curriculumdesignandthecoursemanagementsystemenableactivefacultycontributiontothe

learningenvironment; Courseandprogramstructuresprovidescheduleandsupportknowntobeeffectiveinhelping

onlinelearningstudentspersistandsucceed.


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5. The institution evaluates the effectiveness of its online learning offerings, including

the extent to which the online learning goals are achieved, and uses the results of its

evaluations to enhance the attainment of the goals.

Analysis/Evidence: Assessmentofstudentlearningfollowsprocessesusedinonsitecoursesorprogramsand/or

reflectsgoodpracticeinassessmentmethods; Studentcourseevaluationsareroutinelytakenandananalysisofthemcontributesto

strategiesforcourseimprovements; Evaluationstrategiesensureeffectivecommunicationbetweenfacultymemberswhodesign

curriculum,facultymemberswhointeractwithstudents,andfacultymemberswhoevaluatestudentlearning;

Theinstitutionregularlyevaluatestheeffectivenessoftheacademicandsupportservicesprovidedtostudentsinonlinecoursesandusestheresultsforimprovement;

Theinstitutiondemonstratestheappropriateuseoftechnologytosupportitsassessmentstrategies;

Theinstitutiondocumentsitssuccessesinimplementingchangesinformedbyitsprogramsofassessmentandevaluation;

Theinstitutionprovidesexamplesofstudentworkandstudentinteractionsamongthemselvesandwithfaculty;

Theinstitutionsetsappropriategoalsfortheretention/persistenceofstudentsusingonlinelearning,assessesitsachievementofthesegoals,andusestheresultsforimprovement.

6. Faculty responsible for delivering the online learning curricula and evaluating the

students’ success in achieving the online learning goals are appropriately qualified and

effectively supported.

Analysis/Evidence: Onlinelearningfacultiesarecarefullyselected,appropriatelytrained,frequentlyevaluated,

andaremarkedbyanacceptablelevelofturnover; Theinstitution’strainingprogramforonlinelearningfacultyisperiodic,incorporatestested

goodpracticesinonlinelearningpedagogy,andensurescompetencywiththerangeofsoftwareproductsusedbytheinstitution;

Facultyareproficientandeffectivelysupportedinusingthecoursemanagementsystem;Theofficeorpersonsresponsibleforonlinelearningtrainingprogramsareclearlyidentifiedandhavethecompetenciestoaccomplishthetasks,includingknowledgeofthespecializedresourcesandtechnicalsupportavailabletosupportcoursedevelopmentanddelivery;

Facultymembersengagedinonlinelearningshareinthemissionandgoalsoftheinstitutionanditsprogramsandareprovidedtheopportunitiestocontributetothebroaderactivitiesoftheinstitution;

Studentsexpresssatisfactionwiththequalityoftheinstructionprovidedbyonlinelearningfacultymembers.


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7. The institution provides effective student and academic services to support students

enrolled in online learning offerings.

Analysis/Evidence: Theinstitution’sadmissionsprogramforonlinelearningprovidesgoodweb‐basedinformation

tostudentsaboutthenatureoftheonlinelearningenvironment,andassiststhemindeterminingiftheypossesstheskillsimportanttosuccessinonlinelearning;

Theinstitutionprovidesanonlinelearningorientationprogram; Theinstitutionprovidessupportservicestostudentsinformatsappropriatetothedeliveryof

theonlinelearningprogram; Studentsinonlinelearningprogramshaveadequateaccesstostudentservices,including

financialaid,courseregistration,andcareerandplacementcounseling; Studentsinonlinelearningprogramshavereadyaccessto24/7techsupport; Studentsusingonlinelearninghaveadequateaccesstolearningresources,includinglibrary,

informationresources,laboratories,andequipmentandtrackingsystems; Studentsusingonlinelearningdemonstrateproficiencyintheuseofelectronicformsoflearning

resources; Studentcomplaintprocessesareclearlydefinedandcanbeusedelectronically; Publicationsandadvertisingforonlinelearningprogramsareaccurateandcontainnecessary

informationsuchasprogramgoals,requirements,academiccalendar,andfaculty; Studentsareprovidedwithreasonableandcost‐effectivewaystoparticipateinthe

institution’ssystemofstudentauthentication.8. The institution provides sufficient resources to support and, if appropriate, expand

its online learning offerings. Analysis/Evidence:

Theinstitutionpreparesamulti‐yearbudgetforonlinelearningthatincludesresourcesforassessmentofprogramdemand,marketing,appropriatelevelsoffacultyandstaff,facultyandstaffdevelopment,libraryandinformationresources,andtechnologyinfrastructure;

Theinstitutionprovidesevidenceofamulti‐yeartechnologyplanthataddressesitsgoalsforonlinelearningandincludesprovisionforarobustandscalabletechnicalinfrastructure.

9. The institution assures the integrity of its online offerings.

Analysis/Evidence: Theinstitutionhasinplaceeffectiveproceduresthroughwhichtoensurethatthestudentwho

registersinadistanceeducationcourseorprogramisthesamestudentwhoparticipatesinandcompletesthecourseorprogramandreceivestheacademiccredit.Theinstitutionmakesclearinwritingthattheseprocessesprotectstudentprivacyandnotifiesstudentsatthetimeofregistrationorenrollmentofanyprojectedadditionalcostsassociatedwiththeverificationprocedures.(Note:Thisisafederalrequirement.Allinstitutionsthatofferdistanceeducationprogramsmustdemonstratecompliancewiththisrequirement.);

Theinstitution’spoliciesonacademicintegrityincludeexplicitreferencestoonlinelearning; Issuesofacademicintegrityarediscussedduringtheorientationforonlinestudents; Trainingforfacultymembersengagedinonlinelearningincludesconsiderationofissuesof

academicintegrity,includingwaystoreducecheating.


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AppendixC

NC‐SARA Administrative Forms

These forms are available on the NC‐SARA website, under Documents at http://www.nc‐sara.org/content/documents


53

Renewing SARA Institution Membership Extension Form

An Institution Membership Deadline Extension is offered to institutions that believe there is a valid reason they were not able to complete the SARA renewal process on time; this reason could be institution or State Portal Entity related. After all required signatures and approvals are obtained, the State Portal staff working with NC-SARA staff will adjust the expired institution membership end date. Original application materials will not suffice if older than 60-days. Additionally, upon State Portal approval, the institution requesting the extension has 14 business days to submit payment to NC-SARA. A 25% late fee is required. Failure to follow these steps and SARA policies will require the institution to wait 180 days before reapplying for SARA participation as a new institution. Institutions should note that failure to maintain SARA membership could mean that that institution is no longer in compliance with various states’ rules and regulations. Grace Period for Late Payment On the institution membership renewal date, if the institution has not yet paid, but has been approved by their state portal entity, there is a 30-day grace period. This 30-day grace period, is automatic, but only if the institution is approved. This 30-day period is intended to enable completion of the payment process. If payment is received after the 30 days, but within five business days of the extension period, a 25% late fee is required. Registration and payment must be completed during the 35 days following the membership end date to ensure no lapse in SARA participation. Expired Institution Status If an institution is not approved on or before its membership end date, there is no grace period generated. State Portal Entity staff and institution contacts are sent an automatic expiration notice via email and the institution is designated “expired.” If they wish, the State Portal Entity may request a Membership Extension. The membership extension can only be applied AFTER the institution status has changed to "expired" and must be approved by NC-SARA staff. It is important that the entire extension process is concluded within the 28 days following the membership end date. The State Portal Entity has 14 days to approve the institution. Once they have been approved, the institution has 14 business days to submit payment to NC-SARA. If payment is received in that time frame, the membership end date will be reset to the original date so no lapse in SARA coverage is shown. There is a 25% late fee assessed for Extensions. Process The Extension form is completed by the institution and submitted to the State Portal Entity. The form will them be forwarded to the Regional SARA Director. Upon review and signature of the Regional SARA Director, the Regional SARA Director forwards the form to NC-SARA for review. All signatures are required before the Extension can be considered by NC-SARA staff. Once the Extension has been approved, the institution has 14 business days to be approved by the state portal, and another 14 days to submit payment to NC-SARA. A 25% late fee is required. Original application materials will not suffice if older than 60-days.


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Renewing SARA Institution Membership Extension Form

NC-SARA HAS THE RESPONSIBILITY TO track all exceptions to SARA policy. Given the number of states and institutions now participating, and staff time, the forms provide not only a simpler document trail (compared to an extensive email history), but more importantly, the approval process is confirmed at all levels to ensure accuracy of actions taken by NC SARA staff. TO BE COMPLETED BY INSTITUTION Once the Extension has been approved, the institution has 14 business days to be approved by the state portal, and another 14 days to submit payment to NC-SARA. Institution name: ______________________________________________________________ Institution address: ____________________________________________________________ Institution state: ______________________________________________________________ Primary institution contact name: _________________________________________________ Primary institution contact email: _________________________________________________ If branch campus, name of main campus: __________________________________________ If branch campus, address of main campus: ________________________________________ Reason for requested extension: __________________________________________________ Signature: _______________________________________________________ Date: _______ Printed Name: _________________________________________________________________ TO BE COMPLETED BY SARA STATE PORTAL STAFF Comments on requested extension: State Portal Signature: _____________________________________________ Date: _______ TO BE COMPLETED BY REGIONAL COMPACT SARA DIRECTOR Comments on requested extension: Regional Director Signature: _________________________________________ Date: _______ If you think NC-SARA should waive the 25% late fee, please provide rationale. TO BE COMPLETED BY NC-SARA STAFF Approval_________________________________________________________ Date: _______ NC-SARA Executive Director or Associate Director for Student and Institutional Support 25% Late fee waived: Yes____ No ______ Date: NC-SARA Payment Received: _______


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New Institution Membership Deadline Extension Form

Institutions are to complete the process for becoming SARA institutions within 60 days of approval by their state portal entity. An Institution Membership Deadline Extension is offered to institutions that believe there is a valid reason they were not able to complete the SARA registration process on time; this reason could be institution or State Portal Entity related. Process The New Institution Membership Deadline Extension form is completed by the institution and submitted to the State Portal Entity. The form will then be forwarded to the Regional SARA Director. Upon review and signature of the Regional SARA Director, the Regional SARA Director forwards the form to NC-SARA for review. All signatures are required before the Extension can be considered by NC-SARA staff. Once the Extension has been approved, the institution has 14 business days to be approved by the state portal, and another 14 days to submit payment to NC-SARA. A 25% late fee is required. Original application materials will not suffice if older than 60-days. Failure to follow these steps and SARA policies will require the institution to wait 180 days before reapplying for SARA participation as a new institution.


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New Institution Membership Deadline Extension Request Form

NC-SARA HAS THE RESPONSIBILITY TO track all exceptions to SARA policy. Given the number of states and institutions now participating, and staff time, the forms provide not only a simpler document trail (compared to an extensive email history), but more importantly, the approval process is confirmed at all levels to ensure accuracy of actions taken by NC SARA staff. TO BE COMPLETED BY INSTITUTION Once the Extension has been approved, the institution has 14 business days to be approved by the state portal, and another 14 days to submit payment to NC-SARA. Institution name: ______________________________________________________________ Institution address: ____________________________________________________________ Institution state: ______________________________________________________________ Primary institution contact name: _________________________________________________ Primary institution contact email: _________________________________________________ If branch campus, name of main campus: __________________________________________ If branch campus, address of main campus: ________________________________________ Reason for requested extension: __________________________________________________ _____________________________________________________________________________ Signature: _______________________________________________________ Date: _______ Printed Name: _________________________________________________________________ TO BE COMPLETED BY SARA STATE PORTAL STAFF Comments on requested exception: State Portal Signature: _____________________________________________ Date: _______ TO BE COMPLETED BY REGIONAL COMPACT SARA DIRECTOR Comments on requested exception: Regional Director Signature: _________________________________________ Date: _______ If you think NC-SARA should waive the 25% late fee, please provide rationale. TO BE COMPLETED BY NC-SARA STAFF Approval_________________________________________________________ Date: _______ NC-SARA Executive Director or Associate Director for Student and Institutional Support 25% Late fee waived: Yes____ No ______ Date: NC-SARA Payment Received: _______


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SARA Institution Provisional Participation Form A state, at its discretion, may approve an institution applying for initial or renewal participation in SARA to participate on provisional status. To ensure all concerned have the same information for their files, once a state decides to provisionally approve an institution for participation, the state must submit this document for the appropriate signatures. The State Portal and Regional Director must sign off on this approval before submission to NC-SARA staff. After the institution pays its NC-SARA fee, the institution will be listed on the NC-SARA.org website with the following notation: *Because of certain concerns, this institution has been approved by its state for provisional participation in SARA (see the NC-SARA Manual). Please contact the state's SARA portal entity for additional information. SARA Manual states "An institution admitted to or renewed for SARA participation in provisional status shall remain in that status for a period not to exceed one year."

TO BE COMPLETED BY STATE PORTAL ENTITY Institution name: ______________________________________________________ Institution address: _____________________________________________________ Institution state: _______________________________________________________ Primary institution contact name: __________________________________________ Primary institution contact email: __________________________________________ If branch campus, name of main campus: ____________________________________ If branch campus, address of main campus: __________________________________

Reason for Provisional Participation (Portal check one): (See SARA Manual, Sections 3.2 & 3.3)

_____ The institution is on probationary status or the equivalent with its institutional accrediting Association; _____ The institution is currently using a letter of credit or is under a cash management

agreement with the U.S. Department of Education; _____ The institution is the subject of a publicly announced investigation by a

Government agency, and the investigation is related to the institution’s academic quality, financial stability or student consumer protection; or

_____ The institution is the subject of a current investigation by its home state related to the institution’s academic quality, financial stability or student consumer protection.

Will the state prohibit further enrollments under SARA for the year?

_____ Yes _____ No Date Provisional Status Effective Date ___________


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INSTITUTION PLACED ON PROVISIONAL STATUS

NC-SARA HAS THE RESPONSIBILITY TO track all exceptions to SARA policy. Given the number of states and institutions now participating, and staff time, the forms provide not only a simpler document trail (compared to an extensive email history), but more importantly, the approval process is confirmed at all levels to ensure accuracy of actions taken by NC SARA staff. TO BE COMPLETED BY SARA STATE PORTAL STAFF Name: ______________________________________________________________________ State Portal Signature: _____________________________________________ Date: _______

TO BE COMPLETED BY REGIONAL COMPACT SARA DIRECTOR Regional Director Signature: _________________________________________ Date: _______

TO BE COMPLETED BY NC-SARA STAFF ________________________________________________________________ Date: _______ NC-SARA Executive Director or Associate Director for Student and Institutional Support Date Noted on NC-SARA website __________ Date Noted in Salesforce: ___________

INSTITUTION REMOVED FROM PROVISIONAL STATUS

TO BE COMPLETED BY SARA STATE PORTAL STAFF Name: ______________________________________________________________________ State Portal Signature: _____________________________________________ Date: _______


TO BE COMPLETED BY NC-SARA STAFF ________________________________________________________________ Date: _______ NC-SARA Executive Director or Associate Director for Student and Institutional Support Date Noted on NC-SARA website __________ Date Noted in Salesforce: ___________


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SARA Institution Non-Renewal Form NC-SARA HAS THE RESPONSIBILITY TO track all exceptions to SARA policy. Given the number of states and institutions now participating, and staff time, the forms provide not only a simpler document trail (compared to an extensive email history), but more importantly, the approval process is confirmed at all levels to ensure accuracy of actions taken by NC SARA staff.

TO BE COMPLETED BY SARA STATE PORTAL STAFF Institution name: ______________________________________________________________ Institution address: ____________________________________________________________ Institution state: ______________________________________________________________ If branch campus, name of main campus: __________________________________________ If branch campus, address of main campus: ________________________________________ Primary institution contact name: _________________________________________________ Primary institution contact email: _________________________________________________ Reason for withdrawal: ______ SARA participation no longer required or needed ______ Institution closure ______ Federal financial score below 1.0 ______ Institution merger

Name and address of new institution____________________________________ _________________________________________________________________ SARA portal agency contact for new institution (if change in home state) ________________________________________________________________

______ SARA portal agency will update SARAS salesforce contact information ______ Institution owned by a new entity?

Formal business name of parent company _______________________________ Address of parent company __________________________________________ _________________________________________________________________

______ Other Comments: State Portal Staff Name: ________________________________________________________ State Portal Signature: _____________________________________________ Date: _______


TO BE COMPLETED BY NC-SARA STAFF ________________________________________________________________ Date: _______ NC-SARA Executive Director or Associate Director for Student and Institutional Support Date of institution withdrawal: ___________ Date removed from website: ____________


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AppendixD

UnifiedStateAuthorizationReciprocityAgreementAs approved December 1, 2015

Duetothesize,thisdocumentisnotincludedasanattachmentbutisavailableontheNC‐SARAwebsiteathttp://www.nc‐sara.org/content/documents.