2024 NACCAS HANDBOOK - EFFECTIVE 01.01.2024

NACCAS HANDBOOK JANUARY 1, 2024 THE NATIONAL ACCREDITING COMMISSION OF CAREER ARTS & SCIENCES A Non-Profit Accrediting Commission Serving Schools and Students Through the Highest Standards of Education CV CV CV DIRECTORY 4 NACCAS Board of Commissioners 4 NACCAS Staff Directory 6 U.S. Department of Education Regional Offices 8 Table of Contents CV CV CV CV CV POLICIES 27 Policy III.02 - Administrative Services: Policy on Advertising 27 Policy IV.01 - Admission Policies and Procedures: Admissions Policy 31 Policy IV.02 - Admission Policies and Procedures: Ability-to-Benefit Policy 33 Policy IV.03 - Admission Policies and Procedures: Enrollment Agreement Requirements and Checklist 34 Policy IV.04 - Admission Policies and Procedures: Catalog Requirements and Checklist 36 Policy IV.05 - Admission Policies and Procedures: Teach Out Policy and Checklist 39 Policy IV.06 - Leave of Absence Policy 43 Policy V.01 - Student Support Services: Internal Grievance Procedure Policy 45 Policy VI.01 - Curriculum: Externship Requirements Policy 46 Policy VI.02 - Curriculum: Policy on Distance Education 47 Policy VI.03 - Curriculum: Minimum Curriculum Requirements 48 Policy VII.01 - Financial Practices and Management: Withdrawal and Settlement Policy and Checklist 53 Policy VII.02 - Financial Practices and Management: Contract: Policy on Extra Instructional Charges 56 Policy VIII.01 - Instructional Space and Facilities: Policy on Disasters 57 Policy IX.01 - Evaluation of Students: Satisfactory Academic Progress Policy and Checklist for Programs Measured in Clock Hours or Competencies 59 Policy IX.02 - Evaluation of Students: Satisfactory Academic Progress Policy and Checklist for Programs Measured in Credit Hours 63 Policy X.01 - Occupational Associate Degree Programs 66 CV CV Text Standard I - Educational Objectives and Institutional Evaluation 12 Standard II - Instructional Staff 14 Standard III - Administrative Services 15 Standard IV - Admissions Policies and Procedures 16 Standard V - Student Support Services 18 Standard VI - Curriculum 19 Standard VII - Financial Practices and Management 21 Standard VIII - Instructional Space and Facilities 23 Standard IX - Evaluation of Students 24 Standard X - Occupational Associate Degree Programs 25 CV CV CV CV CV CV CV STANDARDS AND CRITERIA 10 NACCAS Goals of Accreditation 10 Preface 11 CV CV CV CV CV CV CV Text CV CV CV CV NACCAS HANDBOOK COLOR KEY CV Glossary Standards and Criteria Part 1 - Eligibility for Accreditation, The Accreditation Process, Instructions for Submitting Documents to NACCAS; Definitions 67 Part 2 - Application for Candidate or Accreditation Status 74 Part 3 - On-Site Evaluation of Applicants and Accredited Schools 79 Part 4 - Substantive Changes and Notification Requirements 86 Part 5 - Monitoring 101 Part 6 - Complaint Procedure 105 Part 7 - Commission Investigations and Show Cause Proceedings 112 Part 8 - Commission Action: Candidate and Accreditation Status 117 Part 9 - The Appeal from Adverse Accreditation Status Decisions 131 Part 10 - Developing Standards, Rules, and Policies, Opportunity to Comment and Petitions for Waiver 142 Part 11 - Confidentiality and Information Sharing 145 NACCAS Directory (Board of Commissioners, Staff, and Department of Education Contacts) GLOSSARY 148 BY-LAWS - Refer to NACCAS' website www.naccas.org CV CV Table of Contents CV Rules of Practice and Procedure Policies CV CV CV RULES OF PRACTICE AND PROCEDURE 67 CV First Vice-Chair Steven Dawson School Administrator Commissioner Kenneth Shuler's School of Cosmetology, Inc. 140 Tar Box Trail, Lexington, SC 29073 Phone: (803) 798 - 8515 | Mobile: (803) 446 - 8515 | commishdawson@gmail.com Term expires 12/2026 Alejandra Cossio Public Interest Commissioner 10401 SW 32nd St., Miami, FL 33165 Phone: (305) 333 - 0250 | Alejandra_Cossio@aol.com Term expires 12/2026 Secretary Rebecca Brockmann Professional Services Commissioner 3143 Vine Avenue, Hartley, IA 51346 Phone: (712) 260 - 9978 | Mobile: (712) 728 - 423 | bec@tcaexpress.net Term expires 12/2025 Daykel Menendez School Administrator Commissioner Celebrity School of Beauty 855 SW 79th Avenue, Miami, FL 33144 Phone: (305) 267 - 7277 | Mobile: (786) 390 - 4958 | cpnsupply@aol.com Term expires 12/2025 NACCAS Board of Commissioners Directory (2024 - 2025) Ralph P. Delserone III School Owner Commissioner Raphael’s School of Beauty Culture 615 Boardman Canfield Rd. Box 9, Youngstown, OH 44512 Phone: (330) 509 - 1378 | rdelserone@raphaelsbeautyschool.edu Term expires 12/2026 Letha Barnes Academic Commissioner 123 North Street, Ruidoso, NM 88345 Phone: (575) 649 - 3444 | letha@thebarnes.net Term expires 12/2024 Second Vice-Chair Dianna L. Peterson School Owner Commissioner Beau Monde Academy of Cosmetology 2032 Lloyd Center, Portland, OR 97232 Phone: (503) 252 - 7444 | Mobile: (503) 348 - 1627 | diannapeterson@cs.com Term expires 12/2025 John K. Roddy Public Interest Commissioner 2804 Golf Drive, Kingman, AZ 86401 Phone: (928) 279 - 8881 | johnkroddy@yahoo.com Term expires 12/2025 Kenneth Young Professional Services Commissioner 6020 NW 85th Street, Oklahoma City, OK 63132 Tel: (405) 410 - 8996 | hotheads1@aol.com Term expires 12/2024 Treasurer Dorothy McKinley - Soressi Academic Commissioner 93 Selvin Loop, Staten Island, NY 10303 Tel: (917) 579 - 6479 | soressimckinley1@att.net Term expires 12/2026 Chair Frank Trieu School Owner Commissioner Evergreen Beauty College 802 SE. Everett Mall Way, Suite A, Everett, WA 98208 Tel: (425) 531 - 7092 | ftrieu@naccas.evergreenbeauty.edu Term expires 12/2025 Brenda Scharman School Owner Commissioner Cameo College of Essential Beauty 124 E 5770 S, Murray, UT 84107 Phone: (801) 604 - 3455 | brenda@cameocollege.edu Term expires 12/2024 Salvatore Pappacoda School Owner Commissioner 11 Oval Drive, Suite 200, Islandia, NY 11749 Phone: (631) 630 - 9486 | SalP@nexedgen.com Term expires 12/2024 Name Email (703) 600 - 7600 Ext. Executive Executive Director Darin Wallace, Esq. dwallace@naccas.org x156 Associate Executive Director Eddie Broomfield, JD ebroomfield@naccas.org x101 Executive Assistant to the Executive Director Brit Fofana bfofana@naccas.org x156 Government Relations and Legal Specialist Jessie Huneke jhuneke@naccas.org x154 Accreditation Director of Accreditation Mary Nell Myers mmyers@naccas.org x152 Accreditation Manager - Compliance Carol Orsini corsini@naccas.org x170 Senior Accreditation Analyst Waskin Carter wcarter@naccas.org x140 Accreditation Analyst Ashley Dawson adawson@naccas.org x102 Accreditation Analyst Hari Akal Khalsa hakhalsa@naccas.org x125 Accreditation Analyst Nick Moore nmoore@naccas.org x190 Accreditation Analyst Victoria Truong vtruong@naccas.org x155 Travel Supervisor Tiffani Jones tjones@naccas.org x122 Travel Administrative Assistant Ariel Constantino aconstantino@naccas.org x141 Accreditation Administrative Processor Apollo Gutierrez agutierrez@naccas.org x124 Senior Accreditation Processor Sharrelle Tibbs stibbs@naccas.org x113 NACCAS Team Directory Name Email (703) 600 - 7600 Ext. Accreditation Cont'd Accreditation Administrative Assistant Karyn McDaniel kmcdaniel@naccas.org x195 Pre-Screener Jeanette Walker jwalker@naccas.org x114 Accreditation Coordinator - FRC Tina Waltower twaltower@naccas.org x146 Finance Director of Finance Steven Goldstein, CPA sgoldstein@naccas.org x132 Accounts Receivable Clerk Grace Davis gdavis@naccas.org x131 Senior Staff Accountant Scott Lucas slucas@naccas.org x160 Financial Analyst Betiel Mussie bmussie@naccas.org x134 Human Resources, Communications, and Training Human Resources and Training Manager Hannah Lhee hlhee@naccas.org x138 Mail Processor Alejandro Aparicio aaparicio@naccas.org x194 Front Desk Coordinator Latrice Dabney ldabney@naccas.org x144 Communications and CRM Specialist Jay Zelaya jzelaya@naccas.org x192 Research and Outcomes Reporting Research and Outcomes Reporting Manager Brett Jones bjones@naccas.org x191 Senior Research and Compliance Analyst Juliet Cormier jcormier@naccas.org x163 Research and Compliance Analyst Lauren Aquino laquino@naccas.org x148 Research and Compliance Analyst Chanel Johnson cjohnson@naccas.org x177 Research and Compliance Analyst Brandon Freeman bfreeman@naccas.org x116 Compliance Processor Derek Buckner dbuckner@naccas.org x110 Text U.S. Department of Education Regional Offices Text Multi-Regional and Foreign School Participation Division U.S. Department of Education FSA Union Center Plaza 830 1st Street, NE Washington, DC 20202 Phone: (202) 377 - 3168 NE Quadrant Boston, Massachusetts - Region I U.S. Department of Education POCH Building 5 Post Office Square 9th Floor, Room 24 Boston, MA 02110 Phone: (617) 289 - 0100 Connecticut, Maine, Massachusetts, New Hampshire, Rhode Island, and Vermont New York City, New York - Region II U.S. Department of Education Financial Square 32 Old Slip, 25th Floor New York, NY 10005 Phone: (646) 428 - 3905 New Jersey, New York, Puerto Rico, and Virgin Islands Philadelphia, Pennsylvania - Region III U.S. Department of Education 100 Penn Square East Suite 505 Philadelphia, PA 19107 Phone: (215) 656 - 6010 Delaware, District of Columbia, Maryland, Pennsylvania, Virginia, and West Virginia SE Quadrant Atlanta, Georgia - Region IV U.S. Department of Education 61 Forsyth St. SW, Suite 19T40 Atlanta, GA 30303 Phone: (404) 974 - 9450 Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, and Tennessee For answers to your questions on federal student aid regulations or “Dear Colleague” letters, please contact the USDE Case Management Team, which serves your state. Kansas City, Missouri - Region VII U.S. Department of Education 8930 Ward Parkway, Suite 2043 Kansas City, MO 64114 - 3302 Phone: (816) 268 - 0400 Iowa, Kansas, Missouri, and Nebraska NW Quadrant Chicago, Illinois - Region V U.S. Department of Education 500 W. Madison Street, Suite 1427 Chicago, IL 60661 Phone: (312) 730 - 1700 Illinois, Indiana, Michigan, Minnesota, Ohio, and Wisconsin Denver, Colorado - Region VIII U.S. Department of Education Regional Office, Federal Bldg. 1244 Speer Blvd, Suite 615 Denver, CO 80204 - 3582 Phone: (303) 844 - 3544 Colorado, Montana, North Dakota, South Dakota, Utah, and Wyoming Seattle, Washington - Region X U.S. Department of Education Jackson Federal Building 915 2nd Avenue, Room 3362 Seattle, WA 98174 - 1099 Phone: (206) 607 - 1655 Alaska, Idaho, Oregon, and Washington SW Quadrant Dallas, Texas - Region VI U.S. Department of Education 1999 Bryan St., Suite 1510 Dallas, TX 75202 - 6817 Phone: (214) 661 - 9500 Arkansas, Louisiana, New Mexico, Oklahoma, and Texas San Francisco, California - Region IX U.S. Department of Education 50 Beale Street, Room 9700 San Francisco, CA 94105 Phone: (415) 486 - 5700 Arizona, California, Hawaii, Nevada, American Samoa, Guam, and Territory of Pacific Islands Federal Student Aid Hotline: (800) 433 - 3243 Text Text Standards and Criteria To foster and improve postsecondary education and training in career arts and sciences. To establish and enforce minimum standards of performance towards ensuring that accredited postsecondary schools offer, and can be reasonably expected to continue to offer, successful programs to prepare graduates for licensure, certification and/or employment in these areas. To ensure that each accredited institution carries out its educational activities in ethical and responsible ways. The minimum performance requirements accredited institutions must meet constitute the NACCAS Standards and Criteria, and cover the following areas: Educational objectives and institutional evaluation Instructional staff Administrative services Admissions policies and procedures Student support services Curriculum Financial practices and management Instructional space and facilities Evaluation of students Occupational Associates Degree courses of study and programs NACCAS Goals of Accreditation The Commission may determine an institution’s compliance with accreditation requirements through assurances from the institution (A), observation (O), and documentation (D). Each criterion is preceded with an indication of the primary method used. Whenever a reference to a written document appears in the Standards, compliance may be shown through documents that are produced in a written copy, web-based, or any other printable media format. Institutions may review the Sample Forms and Guidelines for examples of ways to comply with various criteria throughout the standard. Preface D1. A mission statement has been adopted by the institution and clearly identifies the institution as one preparing graduates for employment. D2. The mission statement is published in the institution's catalog. D3. The data contained in the institution's most recent NACCAS Annual Report are accurate. D4. The institution maintains documentation that can be verified and supports the rates of graduation, licensure/certification, and employment for the most recent Annual Report year. D5. The institution is responsible for the achievement of expected and acceptable outcomes at both institutional and programmatic levels, regardless of mode of educational delivery: Graduation rate – 50% Pass rate on certification or state licensing examinations, if required – 70% Placement rate of graduates – 60% (If the institution is in compliance with current low outcomes monitoring, this criterion is not cited as a limitation). D6. The institution has an external advisory committee comprised of an employer or employers representing the field(s) of study offered by the institution. A committee member may represent multiple fields. If utilizing any distance education components, the institution must have an advisory committee member with some form of distance education experience. (Experience could include, but is not limited to, curriculum design, electronic scheduling, learning management systems, etc. This individual would not need to be an employer of study offered at the institution.) D7. Advisory committee member(s) shall provide annual feedback in those areas relevant to their experience and/or background. All feedback from the advisory committee must be based upon a comparison of previously reviewed information compared to current information, to include the institution's: Curriculum Facilities and equipment Graduation, licensure or certification, and placement rates Standard I – Educational Objectives and Institutional Evaluation The institution has a published mission statement identifying the institution as providing career preparation. The institution assesses its performance as related to its stated objectives, summarizes the results of the assessment, and uses the assessment to maintain or improve institution performance. Average of student grades (theory/practical) and attendance of students enrolled in each program and If applicable, comparison of students grades (theory/practical), attendance, and effectiveness of units of instruction between curriculum delivered via distance education versus on-campus. D8. The institution must solicit feedback from current students for the program(s) in which they are enrolled based on its mission, educational objectives, and effectiveness of units of instruction delivered on campus and, if applicable, via distance education, at least annually. D9. The institution must solicit feedback from graduates for the program(s) which they completed based on its mission, educational objectives, and effectiveness of units of instruction delivered on campus and, if applicable, via distance education, at least annually. D10. The institution must solicit feedback from instructors for the program(s) that they teach based upon its mission, educational objectives, and effectiveness of units of instruction delivered on campus and, if applicable, via distance education, at least annually. D11. The institution must maintain a summary of the feedback received from the advisory committee members, students, graduates, and instructors. D12. Based on the feedback received, the institution implements improvements and changes, as applicable, to maintain compliance with NACCAS' Standards and Policies. The institution employs an instructional staff that is fully qualified and of adequate size to fulfill the objectives of the educational courses and/or program(s) regardless of mode of delivery. D1. Instructors (including substitutes) hold teaching credentials demonstrating compliance with applicable state requirements. D2. If applicable, instructors (including substitutes) who teach via Distance Education are provided training on teaching modalities and technological resources utilized in the Distance Education environment. O/A3. The student/teacher ratio meets the state requirements, if applicable, and in the absence of state requirements, the student/teacher ratio must not exceed 30 students in attendance per instructor. A4. Qualified substitute instructors are familiar with the institution’s curriculum, policies and procedures. A5. Qualified substitute instructors are used when needed. D6. Instructors, with the exception of substitutes, attend meetings according to the institution’s policy, which shall require a meeting at least once annually. A7. Instructor meeting topics are relevant to the institution’s stated mission and educational objectives. A/D8. Within each year of employment, each regularly employed instructor (but not substitute instructors) meets the applicable state requirements for continuing education or obtains 12 hours of continuing education, whichever is greater. This requirement shall not apply during the employee’s first year of employment. A year of employment shall be measured on a calendar basis or rolling 12-month basis, as defined by the institution’s policy. D9. Continuing education completed in person or online, includes a minimum of four (4) hours of the twelve (12) continuing education hours in teaching methodology. D10. If the institution offers any programs which include distance education, the twelve (12) continuing education hours required for any instructor/faculty who teaches distance education components must include a minimum of four (4) hours specifically related to distance education (for example: learning management systems, understanding effective instructional design, core areas of teaching content knowledge, instruction and organization, strategies to encourage online learning, use of online technology, etiquette for online communications, online assessments and competencies, etc.). D11. Each instructor, with the exception of substitutes, shall receive and sign a written performance evaluation at least once annually. The institution’s policy must specify whether the institution performs the evaluations based on the instructor’s date of hire or at the same time each year. D12. The evaluation includes, at a minimum, teaching preparation and effectiveness. Standard II – Instructional Staff The institution has in place administrative policies and services appropriate to the educational courses and/or program(s). Such policies and services meet applicable federal, state, local, and NACCAS policies. D1. The institution is legally authorized to provide training. O2. Appropriate licenses and certificates issued by state and/or other regulatory authorities are publicly displayed in accordance with state regulations. A/O/D3. The institution complies with applicable federal (including Title IV Federal Financial Aid), state, and local statutes and regulations governing the operations of the institution including the NACCAS Rules of Practice and Procedure (including, but not limited to, Title IV Federal Financial Aid, VAWA, Title IX, applicable Tax and Criminal Codes). D4. The institution has adopted written operating policies and procedures. D5. The institution’s written operating policies and procedures are implemented and maintained effectively. D6. The institution has controls in place to ensure operations, programs, and staff meet the requirement for administrative capacity and capability. D7. The institution has current, signed participation agreement(s) (Title IV, Veteran’s Administration, Work Force Development, etc.) and Eligibility Certification Approval Report (ECAR) listing approved courses and/or programs, if applicable. D8. Advertising conforms to the NACCAS Policy on Advertising. D9. The institution maintains copies of any training agreements with government agencies, school districts and/or other entities, if applicable. D10. The institution guarantees each student (or parent or guardian if the student is a dependent minor) access to that student’s records. D11. The institution must have a policy regarding the release of student information, which is in compliance with local, state, and federal law (FERPA). D12. The institution provides access to student and other institution records as required for any accreditation process initiated by the institution or by the National Accrediting Commission of Career Arts & Sciences, or in response to a directive of the Commission. O13. All institutional records related to accreditation (NACCAS Standards and Policies) must be maintained in accordance with state and federal law, but not less than six years. Newly accredited institutions that do not have a six-year accreditation history must maintain records from the Candidate Consultation visit forward. A14. All institution records are maintained and safeguarded against loss, theft, identity theft, or damage. A15. The institution utilizes technologies and practices that are effective in verifying the identity of a distance-learning student who participates in class or coursework (such as a secure login and pass code or proctored examinations) while protecting student privacy. A/D16. Any information provided to applicants, enrollees, or students that is relevant to their decision to enroll in the institution or to satisfactorily complete the course and/or program must be available in the language in which the course will be taught. Standard III – Administrative Services D6. Before enrollment, each applicant is provided and acknowledges receipt of written information that accurately reports the certification or licensing requirements of the jurisdiction for which it is preparing graduates (to include whether the institution holds any required programmatic accreditation beyond institutional accreditation, if applicable). D1. The institution’s admission policies require that each student meet one of the following: Standard IV – Admissions Policies and Procedures Cumulative of all Related Programs offered at main campus and all associated additional locations; and 9 Cumulative of all Related Programs offered at the individual main campus or additional location at which the prospective student is considering enrollment D2. A limited number of secondary students who are not enrolled under a training agreement as described in item e above (no more than 10% of the number of students currently enrolled) may be admitted, if the applicant meets the state requirements for admission, obtains permission in writing from the secondary school in which they are enrolled and successfully completes a pre-enrollment evaluation, as established by the institution. D3. The institution’s written catalog complies with the NACCAS Catalog Requirements. D4. Before accepting an applicant for admission, the institution provides the applicant access to the institution’s catalog. D5. Before enrollment, each applicant is provided and acknowledges receipt of written information that accurately reflects the most recent annual report year statistics, to include outcomes rates at each of the following levels of institutional organization: The institution has published student admissions policies that are appropriate for the educational courses and/or program(s), and the institution follows these policies. Have successfully completed high school or its equivalent as evidenced by any of the items on the following non-exhaustive list: copy of diploma, copy of GED certificate, copy of a transcript showing high school completion, a certificate of attainment (only applicable to non-Title IV recipients), proof of attainment of an Associate’s degree or higher by providing a copy of a college transcript showing college completion or college degree, etc.; or Have evidence of completion of home schooling that state law treats as a home or private school. If the state issues a credential for home schooling, maintain this credential; or Have the ability to benefit from the training, according to the NACCAS Ability-to- Benefit Policy. Have evidence that verification of a foreign student’s high school diploma has been performed by an outside agency that is qualified to translate documents into English and confirm the academic equivalence to a U.S. high school diploma. If attending under a training agreement with a government agency, school district, and/or other entity, meets the admission requirements set out in the training agreement and/or applicable state licensing or certification regulations. D7. If the institution utilizes multiple facilities (primary, secondary and/or additional classroom space) as elements of its campus, each applicant is provided and acknowledges receipt of written information before enrollment that accurately reflects the facilities in which any portion of the program is to be taught. D8. The institution uses an enrollment agreement that complies with the NACCAS Enrollment Agreement Requirements. D9. The enrollment agreement must be fully executed prior to the enrollee starting classes. D10. A copy of the fully executed enrollment agreement is provided to the enrollee and legal guardian, as applicable. D11. A copy of the fully executed enrollment agreement is maintained by the institution. D12. If the institution has a leave of absence policy, it must be in compliance with the NACCAS Leave of Absence Policy. D13. The institution accurately implements the Leave of Absence Policy, as applicable. D14. The institution’s policies clearly state that the institution does not discriminate on the basis of sex, age, race, color, religion, or ethnic origin in admitting students. D15. The institution has a policy that clearly defines how training or education received at another institution is applied to the receiving institution’s course or program requirements (including the possibility that no such transfer credit is granted). D16. The institution maintains a list of institutions with which they have established an articulation agreement, if applicable. D17. The institution accurately implements its admissions policies and requirements. D18. If an institution offers a program that is longer than the state requirements, before enrollment, each applicant is provided and acknowledges receipt of written rationale for completing the additional hours and the benefits to be derived from the additional training. D19. Before enrollment, each applicant is provided and acknowledges receipt of written information that reflects generally known prerequisites for employment and factors that might preclude an individual from obtaining employment in the field for which training is provided, such as: D20. If applicable, before enrollment, each applicant is provided with and will acknowledge receipt of written information that clearly describes the distance education technologies (hardware and software) that will be required to successfully complete the course. licensure requirements; regulatory oversight restrictions; physical requirements of the industry; and ability to meet requirements set forth by employers. The institution has in place student support services, which provide appropriate information and advice to students. A1. The institution provides access to orientation programs on or before the first day of class. (If the institution intends to award hours or credits for orientation, the orientation must be part of the institution’s curriculum, if permitted by state and federal law.) A2. The orientation program provides, at a minimum, information about: A3. Students are provided with academic advising and additional assistance, as necessary. D4. The institution offers employment assistance to help graduates’ efforts to secure education-related employment that includes, but is not limited to training in: the instructional course or program; the educational objectives of each course or program; administrative policies affecting students; and support services available to students. Standard V – Student Support Services A5. Information and advice on available financial assistance is accessible to students. D6. The institution has an internal complaint or grievance procedure to consider student complaints that complies with the NACCAS Internal Grievance Procedure Policy. A7. The institution implements the Internal Grievance Procedure Policy, as applicable. Professionalism; Resume development; Interview preparation; and Job search skills. A/O4. The institution provides students and teachers with access to current textbooks and other reference materials to support the educational course and/or program(s) offered. For the purpose of this criterion, primary textbooks are considered current if the documentation is either the most current version of a publication still in print or has a publication date not to exceed 10 years. D5. Courses and/or programs offered by the institution comply with the applicable regulatory agency curriculum requirements. In the absence of oversight agency regulations regarding curriculum, courses and/or programs are designed to meet industry standards using NACCAS Policy VI.03 and required elements of the state or national examination, if applicable, and/or requirements defined in the oversight agency’s statutes or regulations for licensure. A6. Each course and/or program provides instruction on the regulations governing the scope of practice for which students are training. A7. Each course or program provides supervised instruction in the applicable skills and competencies. D8. Academic and practical learning precede student salon or clinic activities, as applicable. Textbooks and/or text materials; Supplementary instructional resources; Equipment, as applicable; and Products and supplies, as applicable. Materials, instructional resource(s), equipment, tools, products and supplies may be shared by students enrolled in multiple programs so long as the resource(s) are provided in sufficient quantities to accommodate the number of students that need to utilize the resource(s) at one time. A/O1. Courses and/or programs are congruent with the mission of the institution and its educational objectives. A/O2. Courses and/or programs meet the state requirements where the student is seeking licensure and/or certification, if applicable. A/O3. In order to fulfill course and/or program requirements, the institution makes available to students the following: The institution offers educational courses and/or programs congruent with the mission of the institution and its educational objectives. Courses and/or programs incorporate job market requirements in instruction through involvement with the institution’s advisory committee. The institution ensures that all courses and/or programs offered by the institution, regardless of location or mode of delivery, are qualitatively consistent. Standard VI - Curriculum A/O9. Academic and practical learning methods (e.g. discussion, question and answer, demonstration, cooperative learning, distance education, problem-solving, interactive lecture, individualized instruction, student and classroom presentations, labs and student salon activities, etc.) are used during the program. A/O10. Effective Instructional Materials are used to supplement the education process. D11. Instruction in classrooms, labs, student salons, and/or via distance learning, if applicable, is effectively organized as evidenced by: D12. If an institution participates in an externship, the institution’s externship complies with all applicable requirements established by the state regulatory agency, however, not to exceed 10% of the total course and/or program hours. In the absence of regulations promulgated by the state regulatory agency, the institution’s externship will comply with the NACCAS Externship Requirements Policy. For programs that fall within the scope of Health (wellness) and related programs, the externship requirements may (upon approval of the program) exceed 10% and must be in compliance with federal, state, and local regulations. D13. The institution is responsible for the management, control, and delivery of distance education instruction. D14. Distance education can be used as a method of delivery, as allowed by your State Oversight Agency, for up to but no more than 50% of any program. D15. If the institution offers a distance education program, it must have a policy in compliance with NACCAS Policy on Distance Education, Policy VI.02. A/O/ D16. The institution implements the policy on distance education, as applicable. Program and/or course outlines; Lesson objectives; Evaluations; and Other applicable instructional materials. D2. Institutions participating in Title IV funding programs must submit audited financial statements in accordance with federal auditing standards and guidelines. D3. Unless superseded by a state, federal or program-mandated refund policy, the institution shall adopt a policy that complies with the NACCAS Withdrawal and Settlement Policy and Checklist. D4. Institutions participating in federal Title IV financial aid programs must perform both an Institutional refund calculation and a Return to Title IV calculation. In accordance with Section 8.18 of the NACCAS Rules of Practice and Procedure, an institution is required to bring itself into compliance with accreditation requirements within the time frames established in the Rules. Standard VII – Financial Practices and Management c. The the institution's financial statements do not contain any significant or material finding within the auditor’s report, the financial statement, the notes to financial statements, and/or the internal control auditor’s report; to include going concerns, subsequent events, significant deficiencies, material weaknesses, and significant liabilities; d. The the institution's financial statements do not disclose that the institution is in default on any of its debt obligations; and e. The auditor must disclose the existence of any liability, expense, related party receivable, intangible asset or significant or material event that is (i) reported at any other level within the corporate ownership structure of the institution and (ii) related to the institution. Based on this disclosure, NACCAS may require the submission of additional audited financial information (including, without limitation, audited financial statements for entities at other levels within the corporate ownership structure of the institution) in order to determine compliance with Criterion 1(a) or 1(b). All such additional information shall be considered relevant to, and taken into consideration in, determining the institution’s compliance with Criterion 1(a) or 1(b). a. Has met the requirements as set forth by the U.S. Department of Education, in accordance with 34 C.F.R. 668.171(b) (1), or the successor regulation; or b. A ratio of current assets to current liabilities of one-to-one or greater (current ratio); a positive tangible net worth; and positive net profit (income) in the most recent accounting year. Any assets of the institution that are excluded in the calculation of the composite score shall also be excluded by NACCAS in the calculation of the current ratio and net worth; D1. The financial statements of the institution demonstrate that it has the financial resources to ensure continuity of operation, educational programs and services, and to fulfill its obligations to students and employees, by meeting the following requirements: The institution maintains a sound financial condition and has qualified financial management. D5. The institution applies the applicable refund policy to all terminations for any reason, by either party, including student decision, course and/or program cancellation, or institution closure. D6. The institution maintains evidence that institutional refunds are received by the recipient in a timely manner, such as, but not limited to, a canceled check, bank reconciliation, signed receipt of delivery, or documentation that funds were disbursed in accordance with applicable federal or state regulations. D7. The institution accurately implements the applicable refund policy. D8. The institution complies with the NACCAS Policy on Extra Instructional Charges, if applicable. D/A9. Staff working with financial and accounting records is qualified by training and/or experience in accounting and bookkeeping. D/A10. Staff working with student financial aid is qualified by training and/or experience in applicable laws and regulations. Standard VIII – Instructional Space and Facilities 1 Sanitary drinking water is available; Sanitary lavatories have hot and cold running water; Relevant instructional equipment has hot and cold running water; Fire suppression systems or fire extinguishers are maintained in operable condition; Electrical service is adequate to serve institution needs; Emergency evacuation plans are known to staff and students; and Sanitary conditions of space, equipment and product are maintained O4. Institutional facilities are used exclusively for training during the institution’s regularly scheduled operating hours.1 O5. A sign indicating clearly that all services are performed by supervised students is posted in a place easily seen by all service customers. O6. When a professional service facility or other business entity and an institution are under the same ownership or otherwise associated, separate operations (to include, but not limited to: advertising & signage, entrances & exits, equipment, supplies & administrative services) of each entity is maintained. O7. The name clearly identifies the institution as an educational institution. O8. The name of the institution appears on a permanent affixed sign visible from the exterior of the institution, using the institution’s approved official or alternate name. O1. Instructional areas allow for effective delivery of instruction. O2. Instructional space is equipped to accommodate the numbers of students assembled at one time. O/A3. The institution meets applicable fire, building, health, ventilation, heating and safety requirements, in particular: The institution provides equipment, instructional and laboratory space, and other physical facilities that are adequate for instructional needs and meet professional standards of safety and hygiene. Please check with your CPA to determine how any external revenue may affect your financials. The institution uses systematic student evaluation to assist student learning and to demonstrate satisfactory student achievement before a certificate of completion is awarded. D1. Each student is evaluated periodically on attendance (clock hours only), academic and/or practical learning, as applicable. D2. Practical learning is evaluated using written criteria, such as rubrics or similar means. A3. Student evaluation results are provided to students. D4. The institution documents that each student who graduates or is otherwise awarded a certificate of completion has fully met the institution’s published graduation requirements. D5. The institution’s Satisfactory Academic Progress Policy complies with the NACCAS Satisfactory Academic Progress Policy and Checklist for Programs Measured in Clock Hours or Competencies or for Programs Measured in Credit Hours. D6. The institution accurately evaluates student progress according to the requirements of the NACCAS Satisfactory Academic Progress Policy and Checklist for Programs Measured in Clock Hours or Competencies or for Programs Measured in Credit Hours, if applicable. Standard IX – Evaluation of Students Standard X – Occupational Associate Degree Programs D1. Administrators of Associate Degree programs shall possess at least a Bachelor’s Degree, an educational background, as well as experience in the program field. D2. Preparation of faculty members shall be academically and experientially appropriate to the subject matter they teach. Faculty members shall be competent to teach the subject matter offered and shall have reasonable latitude in their choice of teaching methods. D3. Instructors teaching general education courses must have at least a Bachelor’s Degree with appropriate course work in the subject area(s) in which the instructor is teaching. D4. Faculty members who teach in technical areas of Associate Degree programs hold at least an associate degree in an area related to the technical courses they teach (See Policy X.01, Item 1, for exceptions). D/A5. During any academic term, a faculty member shall not be assigned to teach more than three fields of instruction and no more than five classes. D6. If the institution has a transfer or articulation policy, the institution from which the student transferred must be an accredited institution. The policy must also state that a minimum of 50% of the degree program must be delivered by the institution awarding the degree (at least 25% in the area of concentration and 25% of general education). D7. Programs must be offered in credit hours, with a minimum of 60 semester credit hours or 90 quarter credit hours normally earned over a period of 4 semesters, 6 quarters, or equivalent; or 2250 clock hours in length earned over a period of 5 semesters; or competency based hybrid clock hour programs as defined by the State and outlined in Instructions for Reporting Competency Based Programs (See Policy X.01, Item 2). D8. The program must include at least 45 semester credit hours or 67 quarter credit hours in the occupational area. D9. The program must include a minimum of 15 semester credit hours or 23 quarter credit hours of General Education courses with at least one course from the following areas: Mathematics; English; Humanities; Natural/Applied Science; and Behavioral Science. A10. Courses and/or programs must enhance the ability of an individual to apply academic and occupational skills in the workplace. A11. Courses and/or programs must qualitatively and quantitatively approximate the standards at other collegiate institutions related to the occupational degree offered. The institution offers Occupational Associate Degree programs and/or courses that are consistent with the institution’s mission and educational objectives. The institution has the discretion to offer associate degrees. Associate degree offerings may be based on demographic needs, student learning objectives, and industry market needs. Associate Degrees may reflect concentration within areas such as beauty, health and wellness and corresponding Management programs. All occupational Associate Degree programs must comply with federal, state, and local regulations, NACCAS Standards, and requirements. D/O/ A12. The institution has learning resources, (see Learning Resources), available that are required for degree-granting institutions including: A trained and knowledgeable staff is available to manage resources and ensure assistance to students and faculty in the use of the technologies and resources provided, A learning resources budget, Resources that reflect a degree-granting institution that offer programs in beauty, health and wellness (including but not limited to English, Business Ethics, Law, Management, Humanities, Sciences, and Social Sciences) to support the general education component of the educational programs, and Interlibrary agreements may supplement but not replace resources. A/O13. Research information is available through hard copy reference materials and/or full text virtual libraries to support programs offered at the institution and enhance student learning outcomes. A/O14. Learning resources are accessible to all students during classroom and/or lab hours and online, as applicable (See Learning Resources). AO/15. Learning resource materials must be current and relevant to program offerings and student population. D16. Students are made aware of resources available including location, hours of operation, staff responsible, and materials. A17. The student teacher ratio shall be in keeping with generally accepted delivery modes and course content. (See Policy X.01, Item 3.) D18. The institution shall make available to students a syllabus, which meets NACCAS requirements. (See Policy X.01, Item 4.) A/O19. Enrollment in the second year of a two-year program must be sufficient to support regularly scheduled classes and laboratory work. Second year work shall be based upon appropriate first year prerequisites. D20. Externships and internships shall be supervised by qualified staff members who are responsible or the evaluation of the student, a viable learning environment, and an overall effective learning experience. A fully executed externship/internship agreement must be on file. It is the responsibility of the institution to locate an externship/internship site and place the students. (See Policy X.01, Item 5.) The National Accrediting Commission of Career Arts & Sciences, recognizing the desire of schools to make known their special offerings and resources, encourages schools to hold to a high standard of truthfulness in advertising and requires schools, at a minimum, to meet the standards set out in this policy on advertising. Advertising for the institution must be factual. All institutions are required to be in compliance with applicable local, state, and federal oversight agencies with respect to advertising the institution, attracting prospective students, or promoting the institution for any reason whether using written copy, web-based information, or any other media format. The purpose of this advertising policy is to help ensure that schools are not misleading the public in their promotional materials. Schools applying for, denied, or in candidacy status shall not use the candidacy or application for candidacy in any way to imply, either publicly or privately, that the institution has the approval or accreditation of the institution or its programs by the Commission. A school that has never been accredited, has voluntarily relinquished accreditation by NACCAS, or has had its accreditation withdrawn by the NACCAS Board of Commissioners, may not advertise itself as accredited by NACCAS. An institution that has been granted "candidate status" may use the phrase "candidate for accreditation" in its advertising. Advertising of School Name Advertising materials and any public statements and disclosures shall clearly distinguish the institution as a school. Except as prohibited by item #7 in this section below, using the name under which accreditation was granted; When an institution submits its application for accreditation, if any other names are used, a list of these must be attached to the application. The Commission allows use of a shortened version of the school name in certain instances where the school is clearly identifiable as the same institution. Example: "International College of Career Arts and Sciences" has "International College" on its exterior sign. Example: "Cosmetology Unique Training Academy" uses "CUT Academy" in its advertising. An expanded campus facility that offers different programs than the Main Campus may be identified as a separate department of the Main Campus. The Main Campus name must be clearly identified on any expanded campus facility. Example: Charles and Alice Beauty School - Department of Massage. Off-site advertising (not on the premises of the school) must include the approved name of the school; and Words such as "salon" or "spa" may be used in the school's name, so long as the institution is clearly identified as an educational institution (academy, college, institute, school, etc.). Policy III.02 – Administrative Services: Policy on Advertising Policies Words, phrases, or abbreviations designating a corporation, limited liability company, partnership, or other corporate entity may not be used in the school's name. Prohibited words and phrases include: corporation, Incorporated, Partnership, "Limited Liability Company" and "Limited Partnership." Prohibited Abbreviations include: Corp., Inc., P.C., Ltd., LLC, LP, and LLP. When utilizing the school's name in advertising, promotional literature or letterhead, the school may replace the corresponding word in their name with ampersands (&), the "at" symbol (@), Roman Numerals, or numerical abbreviation. Example: "Fifth Avenue School of Beauty" may use "5th" in place of "Fifth", as follows: "5th Avenue School of Beauty" The institution's approved school name is not required to be in the Social Media URL; however, an approved school name must be utilized on the institution's home page. Advertising of School(s) Accreditation When advertising its accredited status, or the accredited status of its programs, an institution shall accurately describe such status by: The institution must accurately advertise its status of accreditation as presently published in its Catalog (as referenced in Policy IV.04 - Admission Policies and Procedures: Catalog Requirements and Checklist, Item #22) as well as all other publications in which the institution's accreditation is referenced (i.e. website; social media; print, radio or television advertising) Specifying the status of any and all of its separate facilities; When advertising its accredited status in advertising, promotional literature or letterhead, the school shall do so by using the NACCAS emblem alone and/or by using any one of the following descriptions: Accredited by the National Accrediting Commission of Career Arts & Sciences, Inc.; Nationally accredited by the National Accrediting Commission of Career Arts & Sciences, Inc.; or Accredited by NACCAS. Either statement above may be followed by "The National Accrediting Commission of Career Arts & Sciences is recognized by the United States Department of Education as a national accrediting agency for postsecondary schools and departments of cosmetology arts and sciences and massage therapy, including those offered via distance education." If other wording is used, written authorization from the Commission is on file at the school. Advertising of School Programs Representing as accredited only those programs and courses that were evaluated and approved during the institutional accreditation process or subsequently reviewed and approved by the Commission. An institution may use varying names of programs as long as it is clearly stated that the program names are equivalent. For example: "Our barber program will herein be referred to as barbering." "The terms 'Esthetics and Nails Spa Hybrid Program (DE 25%)' will herein be referred to as "Spa Hybrid Program" or "Aesthetics or Esthetics will herein be referred to as Skin Care." Each year, a school may advertise a maximum of one pilot program or course that does not yet have NACCAS approval in order to determine if a market exists for it. All advertising must clearly indicate that the pilot program or course is not yet accredited. Advertising in General Any advertising by an institution or by its agents and representatives, with particular attention to advertising directed at prospective students, shall be accurate with regard to the institution or program, in terms of: Resources; Admission requirements; Academic progress policy; Graduation requirements; Fees and other charges; Student financial assistance programs, whatever the source (advertising of financial aid includes a qualifying statement that financial aid is available to those who qualify); Refund policy; and Administrative policies and standards. The institution's website must include all NACCAS required pre-enrollment disclosures. The website must further comply with local, state or federal law. Any quantitative claim made (i.e., graduation rates, licensure or certification rates, percentage of graduates employed), or any claim that draws a qualitative comparison between the advertising institution and another institution or institutions, in any advertising, shall be supported by current data sufficient to prove the truthfulness of the claim. Supporting data for such claim shall be maintained for a minimum of 3 years and shall be available for review by the Commission and the general public. The laboratory does not represent itself as providing services by licensed professionals. In the case of electrology, or massage, the practical laboratory of a school shall not be called, labeled, referred to or advertised as an electrologist's or massage therapist's private or occupational clinic. If an institution wishes to identify its clinic either with the term "salon" or "spa" it must be identified as a student-training area. An accredited institution, its agents and representatives may not offer any monetary or other incentive (not to be confused with Incentive Compensation under Title IV) to students or prospective students to induce them to enroll in, attend, continue in, or graduate from said institution unless all of the following requirements are met. The incentive must be bona fide; The incentive must be available, on the same terms and conditions, to all students prospective students for the period in which the incentive program is in effect; The terms and conditions of the incentive must be fully set forth in writing and each student qualifying for the incentive must be furnished with a copy of the terms and conditions prior to the student taking any course of action based on the incentive; All public statements and advertising concerning the incentive program must be truthful, complete and accurate; The incentive program must not be conducted in a manner that is misleading or deceptive or that leads to abuse of student financial aid programs or of students or prospective students; The incentive offered must in fact be provided to all qualifying students; The incentive program must comply with all applicable federal, state, and local laws, regulations, and ordinances; and The particulars concerning an incentive must remain on file for 3 years. A school shall not use any trade or business name, label, insignia, or designation that misleads or deceives prospective student or the public as to the nature of the school, its accreditation, programs of instruction, methods of teaching, or any other material fact. No advertising by an institution, its agents and representatives shall be: Fraudulent; Deceptive Misleading; and/or False No references or comparisons by an institution to any other institution in its advertising, recruitment practices, admission practices, and/or promotional practices, shall be: Fraudulent; Deceptive Misleading; and/or False Refer to the NACCAS Glossary of Terms for a definition of "advertising." Policy IV.01 – Admission Policies and Procedures: Admissions Policy NACCAS requires each institution to have in place an admissions policy that identifies all requirements that a prospective student must meet prior to enrolling in, and beginning, a specific program of study. Required documents must be maintained in each student’s file. In accordance with Standard IV, Criterion 1, the school's admissions policies must require that each admitted student meet one of the following: Have a high school diploma, or its equivalent, a transcript showing high school completion, or a certificate of attainment (only applicable for non-Title IV recipients), proof of attainment of an Associate’s degree or higher by providing a copy of a college transcript showing college completion or college degree; Have evidence of completion of home schooling that state law treats as a home or private school. If the state issues a credential for home schooling, maintain this credential; or Have the ability-to-benefit from the training, according to the NACCAS Ability-to-Benefit Policy; or Have evidence that verification of a foreign student’s high school diploma has been performed by an outside agency that is qualified to translate documents into English and confirm the academic equivalence to a U.S. high school diploma. If enrolled under a training agreement with a government agency, school district, and/or other entity, meet the admission requirements set out in the training agreement and/or applicable state licensing or certification regulations. High School Diploma/GED NACCAS recognizes several equivalents to a high school diploma: A GED; A certificate demonstrating that the student has passed a state-authorized examination that the state recognizes as the equivalent of a high school diploma; An academic transcript of a student who has successfully completed at least a two year program that is acceptable for full credit toward a bachelor’s degree; or Proof of attainment of an Associate’s degree or higher by providing a copy of a college transcript showing college completion or college degree; or For Associate Degree Programs: For a student who enrolls in a program that leads to an associate’s degree or its equivalent in lieu of completing high school, a high school transcript must be presented indicating the student has excelled in high school. In addition, the student must no longer be enrolled in high school and must satisfy the school’s written policy for admitting such students prior to the first day of class. Homeschooling Though homeschooled students are not considered to have a high school diploma or equivalent, they are eligible for admission into a NACCAS-accredited school, if the school’s policy so states, and if their secondary school education was in a home school that state law treats as a home or private school. Some states issue a secondary school completion credential to homeschoolers. If this is the case in the state where the student was homeschooled, she must obtain this credential in order to be eligible for enrollment. Proof of Age Proof of age may be documented by various means, including, but not limited to, birth certificate, driver’s license, government-issued identification, birth registration, passport, etc. Ability-to-Benefit For schools that accept ability-to-benefit students, the school must maintain documentation of the results of each student’s test for verification that the student has achieved a passing score. Information on the third-party test administrator also must be maintained. The institution must also maintain the name and address of the test administrator who administers the test and any identifier assigned to the test administrator by the test publisher or the state. An option to testing prior to enrollment is after enrollment, the student may satisfactorily complete 6 credit hours or 225 clock hours, if applicable. Policy on Training Agreements If a NACCAS-accredited institution enters into a training agreement with a government agency, school district, and/or other entity, it must ensure that the following conditions are met: In order to comply with Section 1.2 of the NACCAS Rules of Practice and Procedure, accredited institutions must have at least one student who is contracted under its own enrollment agreement separate and apart from any training agreements; Students attending under a training agreement are not considered enrollees of the NACCAS-accredited institution and are not counted in the NACCAS Annual Report; The institution is not required to have a separate contract with each individual student enrolled under the training agreement; The institution must maintain a copy of any training agreement with a list of students enrolled through the agreement; and The training agreement must specify what is expected of the NACCAS-accredited institution with regard to the contractual relationship (i.e. reporting of attendance and grades, etc.). Policy IV.02 – Admission Policies and Procedures: Ability-to-Benefit Policy The following policy applies to all NACCAS-accredited institutions or departments: Admissions Procedures for Ability-to-Benefit Students Definition of an Ability-to-Benefit Student - A student who is beyond the age of compulsory education, lacks a high school diploma or its equivalent, and has the ability to benefit from the education or training offered at an institution. Admissions of Ability-to-Benefit Students - In order to be admitted on the basis of his or her ability to benefit, a student shall complete either: Prior to admission, complete a nationally recognized, standardized, or industry developed test (see Part II, Implementation) that measures the applicant’s aptitude to successfully complete the program or course to which he or she has applied, or For courses and/or programs of 600 hours or more, after enrollment, satisfactorily complete 6 credit hours or 225 clock hours, as applicable. Implementation Tests - Tests used to determine a student’s Ability-to-Benefit may be of three types: nationally recognized tests, standardized tests, or industry-developed tests. Institutional Policy – NACCAS accredited institutions must develop, publish, and implement institutional policies that conform to NACCAS’ Ability-to-Benefit Policy. A general statement of the school’s Ability-to-Benefit policy shall be published in the school catalog. If the institution does not admit Ability-To-Benefit students, this should be stated. Catalogs may incorporate paste-overs or inserts until the next required catalog republication. Recordkeeping – Institutions shall develop and retain the necessary recordkeeping documents, including records of tests administered, passing scores, student scores, counseling records, name of administrator, and records pertaining to each student’s enrollment. These documents shall be retained for a minimum of six years following the student’ completion of the program, and shall be made available upon request to NACCAS on-site examiners. a. Total number of clock hours, credit hours, or competencies in each course and/or program. b. Number of clock hours, credit hours, or competencies accepted by the institution as transfer or re-entry for the student. c. Number of clock hours, credit hours, or competencies being contracted with the student. 1. Title – Identified as a contract or enrollment agreement. 2. Institution – Name and address of the institution to be attended. 3. Student - List the name of the student enrollee. 4. Course and/or Program(s) – Program title(s) as identified in the catalog. If multiple programs share the same name, clearly identify the specific program of enrollment. 5. Length of Course and/or Program - A contractual relationship exists between an institution and its applicant or student. The terms of such agreement are considered to be of substantial importance and should be clearly understood by all concerned parties, including unsophisticated applicants and parents. Therefore, an institution is required to utilize a written enrollment agreement clearly outlining the obligations of the institution and the student, including details of the institution’s refund policy, and to provide a copy of the fully executed agreement to the enrollee prior to starting classes. Further, an institution may not collect any payments from an applicant other than a non-refundable application fee not to exceed $100 prior to entering into an enrollment agreement. Any changes to terms of the enrollment agreement must be acknowledged by both parties by signature or initialing the changes. This checklist has been prepared to assist schools in interpreting the Standards for accreditation and to serve as a guide in preparing contracts. It is not necessary for the various elements to be stated in any special phraseology or listed in any particular sequence, as long as the overall document conveys the terms of the agreement in a manner that can be easily understood. Required Elements These elements must be included in each enrollment agreement. A copy of the agreement is to be furnished to the applicant before any payment is made other than a non-refundable application fee not to exceed $100. Since accrediting standards require that each applicant be fully informed as to the nature of the obligations, responsibilities, and rights under the contract before signing it, the applicant should also have a copy of the institution’s catalog and any other necessary supporting documents detailing the services outlined in the enrollment agreement. A copy of this checklist is to accompany each enrollment agreement copy sent to the Commission, and this form is also a required exhibit for the Institutional Self-Study (ISS). For each of the items below, review the relevant section of your enrollment agreement to determine if it contains all of the information required by the item in the NACCAS Enrollment Agreement Requirements. Then list the item number of your enrollment agreement where the information can be found. Policy IV.03 – Admission Policies and Procedures: Enrollment Agreement Requirements and Checklist 6. Cost - 7. Starting Date – Scheduled class starting date. 8. Calculated Completion Date. 9. Class Schedule – For clock hour programs, identify whether the student is full time or part time and the actual hours per week the student is scheduled to attend. 10. Termination by Institution – Grounds for termination by the institution and applicable administrative fee (not to exceed $150.00). 11. Refund Policy – Must comply with the NACCAS Withdrawal and Settlement Policy and Checklist and any state or federally mandated policies. 12. Graduation Requirements – List any special conditions or requirements. 13. Employment Assistance – A clear statement that the institution does not guarantee employment. A description of the extent and nature of employment assistance. 14. Acknowledgment - Acknowledgment that signers have read and received a copy of the contract. 15. Applicant Signature – Date and signature of the applicant (and/or parent or other sponsor, if the applicant is below legal age). 16. Institution Signature – Acceptance date and signature of appropriate institution official. 17. Other Elements – Other elements required by various governmental bodies (such as state licensing and approval agencies). 18. Conditional Elements – The enrollment agreements (contract) must also disclose and outline any other conditions, circumstances, or qualifications imposed by the institution. 19. The contract must be in the language in which the program will be taught. The program will be taught in ____________________; the contract is in _____________________. a. Tuition – Total tuition for the course. b. Books and Supplies – Must be actual cost to the student. c. Fees – Must be separately identified (e.g. registration fee, laboratory fee, activity fees, locker fee, etc.). d. Other Costs – All other costs and charges must be identified (e.g. extra instructional charges, penalty charges, uniforms,etc.). e. Payment – Methods and terms of payment of monies owed to the institution must be identified. f. Competency-Based Programs with a Clock Hour Component – Notice to the student that, should the student complete the program earlier than the estimated time frame stated in the contract, the student’s financial aid package may be re- calculated and that this may result in liabilities owed by the student and/or the institution, if applicable. g. Verification of Student Identity – The projected additional student charges associated with the verification of student identity must be identified to include the cost of verifying the identity of distance-learning students at each session of instruction. d. Approximate number of weeks or months required for completion of the clock hours, credit hours, or competencies being contracted with the student. A prospective student is entitled to sufficient data to make an informed choice of training opportunities and institutions. An institution is therefore obligated to provide sufficiently detailed information in advance of enrollment to assure that prospective students clearly understand their opportunities, limitations, and obligations. Prior to signing an enrollment agreement (contract), an institution is required to provide each applicant with access to a written publication that is readily identifiable as a catalog. The catalog provided to the student must be written in the language in which the program(s) will be taught. The catalog is designed, written and printed to convey an accurate and dignified impression of the institution. It avoids false, misleading and exaggerated statements. Illustrations and copy pertain directly to the institution, and sources of illustrations are clearly identified. A copy of this checklist is to accompany each catalog copy sent to the Commission, and this form is also a required exhibit for the Institutional Self-Study (ISS). The cross-referenced catalog submitted with the ISS must be translated into English. For each of the items below, review the relevant section of your catalog to determine if it contains all of the information required by the item in the NACCAS Catalog Requirements. Write the item number from the Catalog Requirements next to the requirement in the catalog and list the appropriate page number(s) from the catalog on this checklist where the information can be found. The catalog must be an organized collection of the items listed below; however, it is not necessary to adhere to any particular sequence or phrasing when including this information. a. The name of program(s). b. The nature and level of occupation for which training is provided. c. Program description. d. Program educational objectives. e. Contents of the units of instruction and, as applicable, hours, credits and/or competencies devoted to each unit. Policy IV.04 – Admission Policies and Procedures: Catalog Requirements and Checklist 1. The catalog must be written in the language in which the course and/or program(s) will be taught. 2. Name and address of the institution for each location. An unaccredited institution must be identified as such or omitted from the catalog. 3. Date of publication. 4. The school’s mission statement. 5. The admission requirements (criteria) used by the institution for each program or course. The institution’s admission policy must comply with the NACCAS Ability-to-Benefit Policy. 6. The admission requirements used by the institution state how training or education received at another institution is applied. 7. The admission requirements used by the institution state whether they allow students to re-enter a program after they have withdrawn. 8. Program Outline(s) must include the following: The following items may appear on a dated catalog insert as long as there is a clear indication in the catalog’s table of contents that this information is so provided. If an institution chooses to use a catalog format that is comprised of inserts or separate pages, all pages or inserts must be dated and numbered. The main body of the catalog must contain a complete table of contents that clearly indicates all inserts or separate pages and the corresponding page numbers. 9. The number of hours per week required for each schedule offered toward completion of the program. 10. Description of the institution’s general facilities and equipment. 11. Graduation requirements for each course and/or program. List any special conditions or requirements. 12. Type of document (certificate, diploma, etc.) awarded upon graduation from each program. 13. Refund Policy: Refund policy must comply with the NACCAS Withdrawal and Settlement Policy and Checklist and Minimum Tuition Adjustment Schedule and state or federal mandated policies. 14. Employment Assistance: A clear statement that the institution does not guarantee employment. Describe employment assistance. 15. A school calendar of beginning dates of classes for each course and/or program. Indicate holidays and school closures. 16. Statement that the institution does not discriminate on the basis of sex, race, age, color, ethnic origin, or religion. 17. Name(s) of the owner(s). 18. The institution’s policy guaranteeing the right of students to gain access to their files. 19. The institution’s policy for releasing information about an individual student. 20. Scholarship and fee waiver policies (if applicable). 21. Specifics describing the extent of other available services, such as housing (if applicable), career counseling, etc. 22. The name(s), address(es), and telephone number(s) of the appropriate state agency(ies) that license the institution, as well as the name(s), address(es) and telephone number(s) of the agency(ies) which accredit the institution. 23. Any other material facts concerning the institution or the program of instruction that are likely to affect the decision of the student to enroll therein. f. Instructional methods used to teach the program. g. The grading system used by the institution. Identify the full range of grades that students may earn. (Must be consistent with the institution’s Satisfactory Academic Progress Policy for Programs Measured in Clock Hours or Competencies or for Programs Measured in Credit Hours). a. Tuition – Total tuition for each course. b. Books and Supplies – Must be actual cost to the student. c. All fees – Must be separately identified. d. Other Costs. e. Payment – Methods and terms of payment of monies owed to the institution must be identified. f. Competency-Based Programs with a Clock Hour Component – Notice to the student that, should the student complete the program earlier than the estimated time frame stated in the contract, the student’s financial aid package may be recalculated and that this may result in liabilities owed by the student and/or the institution, if applicable. g. Verification of Student Identity – The projected additional student charges associated with the verification of student identity must be identified to include the cost of verifying the identity of distance learning students at each session of instruction. 24. Policies related to tardiness, excused and unexcused absences, make-up work, conduct, termination and other rules and regulations of the institution. 25. Administrative staff and faculty. 26. Costs for each course and/or program: 27. All institutions that use a common catalog must be of common ownership and this must be indicated. 28. Any pictures of the physical facilities must be captioned to identify the particular institution depicted. 29. The members of the headquarters administration who have supervisory responsibilities for the institutions must be clearly identified. 30. Any information contained in the catalog that is not common to all institutions must be clearly identified and separated by state, subject, and program, to include all policies, disclosures, etc. 31. The names and addresses of the institutions which utilize the catalog must be included. If One Catalog is Used for Several Institutions a. Tardiness b. Excused and unexcused absences c. Makeup work d. Conduct e. Termination f. Other rules and regulations of the institution Definitions: For purposes of this Policy IV.05: A “Closure” includes any change of location considered by the U.S. Department of Education to be a closure of the existing Institution; and In general, the Commission considers a Teach-Out Agreement to be “practicable” unless the Institution submitting a Teach-Out Plan can demonstrate that there are no Institutions within a 50-mile radius that (i) meet the requirements of Checklist Items 7 and 8 of this Policy and (ii) are willing to enter into a Teach-Out Agreement meeting the requirements of Checklist Items 4 and 5 of this Policy.2 Submission Requirements (General): With each application for accreditation or renewal of accreditation (as applicable), Accredited and Candidate Institutions must submit to NACCAS a Teach-Out Plan (including a draft Teach-Out Agreement, if practicable) meeting the requirements of this Policy. With each Annual Report submission, all Institutions must submit to NACCAS a Teach-Out Plan (including a draft Teach-Out Agreement, if practicable) meeting the requirements of this Policy. In the event of a Teach-Out Event other than a planned Closure of an Institution or program, the Teach-Out Plan (including a draft Teach-Out Agreement, if practicable) must be submitted for approval no later than 15 days following the occurrence of a Teach-Out Event. In the event of an unplanned Closure of an Institution or program, the Teach-Out Plan (including executed copies of associated Teach-Out Agreement(s), if practicable) must be submitted no later than 15 days following the Closure date. In the event of a planned Closure of an Institution or program, the Teach-Out Plan (including a draft Teach-Out Agreement, if practicable) must be submitted 30 days prior to the Closure date. In either event, if the Teach-Out Plan incorporates a Teach-Out Agreement, the Institution must provide a list of accredited schools within a 50-mile radius that meet the requirements of Checklist Items 7 and 8 of this Policy.3/4 For purposes of submitting a draft Teach-Out Agreement under Submission Requirements A or B above, a Teach-Out Agreement is considered “practicable" unless the Institution submitting a Teach-Out Plan can demonstrate that there are no Institutions within a 50-mile radius that meet the requirements of Checklist Items 7 and 8 of this Policy. While a Closing Institution may choose to give pro rata refunds to all students, doing so is not a substitute for the required submission of a Teach-Out Plan (and Teach-Out Agreement, if practicable). If NACCAS approves a Teach-Out Agreement that includes a program that is accredited by another recognized accrediting agency, NACCAS will notify the other accrediting agency of its approval. 4 2 Policy IV.05 – Admission Policies and Procedures: Teach-Out Policy and Checklist 3 2. The Institution must provide a list of accredited schools (at least 3) within a 50-mile radius of the Institution that would be suitable candidates (per this Policy IV.05) to enter into a Teach-Out Agreement. 3. The Institution’s Teach-Out Plan must include a statement (or statements) that the Institution acknowledges that in the event of an actual Closure of the Institution: When developing a Teach-Out Plan, the Institution must follow the NACCAS Teach-Out Plan Checklist as follows: The Institution’s Teach-Out Plan must incorporate the use of a Teach-Out Agreement, if practicable. If the Plan does include a Teach-Out Agreement, the following items apply: a. Must provide to NACCAS a copy of the enrollment agreement for each of the Institutions that will receive students under the Teach-Out Agreement. b. Must provide to NACCAS a copy of the catalog for each of the Institutions that will receive students under the Teach-Out Agreement. c. Must provide to NACCAS a copy of each Teach-Out Institution’s license issued by the State’s regulatory agency. d. Must provide to NACCAS any additional information that is applicable. a. May elect to provide all affected students with a pro rata refund. Additionally, if the Institution’s Teach-Out Plan includes a Teach-Out Agreement, the statement must further acknowledge that the Institution will provide to NACCAS a Teach-Out Agreement (see “Teach-Out Agreement”) 30 days prior to the Closure date. b. Must satisfy any outstanding financial obligations to Local, State, or Federal providers of financial aid. c. Must notify NACCAS in accordance with Section 4.12 of the NACCAS Rules of Practice and Procedure. d. Must provide to NACCAS a list of the students who were enrolled at the time of the Closure. The list must include the arrangements for each student affected. e. Must put all relevant information regarding the Closure on its websites and all social media customarily used by the Institution to communicate with students and/or the public. f. Will comply with applicable State and or Federal laws regarding record maintenance (and will include such statement in any associated Teach-Out Agreement(s)). g. Will provide to NACCAS and to all enrolled students the name and contact information of the custodian of the Institution’s files and the address where those files will be kept. h. Will immediately provide all enrolled students with a copy of the NACCAS “How to Locate an Accredited Institution Within Your Field of Study” document. 1. The Institution’s Teach-Out Plan must include a statement (or statements) that the Institution acknowledges that in the event of an actual Closure the Institution: 4. The Teach-Out Agreement must include: When developing a Teach-Out Agreement, the Institution must follow the NACCAS Teach-Out Agreement Checklist as follows: a. A copy of the Teach-Out Institution’s enrollment agreement. b. A copy of the Teach-Out Institution’s catalog. a. A complete list of students currently enrolled in each program at the closing Institution and the program requirements each student has completed. b. A plan to provide all potentially eligible students with information about how to obtain a closed school discharge and, if applicable, information on State refund policies. c. A record retention plan to be provided to all enrolled students that delineates the final disposition of teach-out records (e.g., student transcripts, billing, financial aid records). d. Information on the number and types of credits or clock-hours the Teach-Out Institution is willing to accept prior to the student’s enrollment. e. A clear statement to students of the tuition and fees of the educational program and the number and types of credits or clock-hours that will be accepted by the Teach-Out Institution. This statement must clearly identify, and provide for the notification to students of, additional charges, if any. 5. The Teach-Out Agreement must provide students access to the program and services without requiring them to move or travel for substantial distances or durations. 6. The Institution must submit to NACCAS, with each Teach-Out Agreement: e. Must notify students of additional charges, if any. The statement must include an explanation to NACCAS of how it will notify students about additional charges. f. Must provide students access to the program and services without requiring them to move or travel for substantial distances or durations. g. Must provide information to NACCAS that will insure that any Teach-Out Institution or Institutions with which the Institution enters into a Teach-Out Agreement have the Administrative Capacity and Capability and support services required by NACCAS. h. Must provide evidence to NACCAS that the Teach-Out Institutions have the necessary experience, administrative capacity and capability, resources and student support services to provide an educational program that is of acceptable quality (as evidenced by state approval) and reasonably similar in content, delivery modality, and scheduling to that provided by the Closing Institution. i. Must provide evidence that each Teach-Out Institution has the Administrative Capability and Capacity to carry out its mission and meet all obligations to the existing students. 7. The Teach-Out Institution(s) must: a. Have the necessary experience, administrative capacity and capability, resources and student support services to provide an educational program that is of acceptable quality (as evidenced by state approval) and reasonably similar in content, delivery modality, and scheduling to that provided by the Closing Institution; provided, however, that while an option to provide instruction via an alternate method of delivery may be made available to students, such an option is not sufficient unless an option via the same method of delivery as the original educational program is also provided. b. Be stable and have the capacity to carry out its mission, and meet all obligations to existing students. c. Demonstrate that it can provide students access to the program and services without requiring them to move or travel for substantial distances or durations. d. Demonstrate that it will provide students with information about additional charges, if any. 8. The Teach-Out Institution(s) must not: c. A copy of the Teach-Out institution’s license issued by the state regulatory agency. d. Any additional information, if applicable, must be submitted. 9. If an institution that is party to a Teach-Out Agreement has learned that another party to the Agreement plans to close, NACCAS must be notified, in accordance with Section 4.12 of the NACCAS Rules of Practice and Procedure. 10. The closing Institution or program must: a. Be subject to a Teach-Out Event itself. b. Be under investigation for, be subject to an action concerning, or being prosecuted for an issue related to academic quality, misrepresentation, fraud, or other severe matters by a law enforcement agency. a. Submit to NACCAS a list of students who were enrolled at the time of closure and indicate the arrangements made for each affected student. b. Submit to NACCAS copies of all notifications from the Institution to its students related to the Institution’s closure or to teach-out options to ensure the information accurately represents students’ ability to transfer credits and clock hours. NACCAS may require corrections to any such notifications. c. Comply with applicable state and/or federal laws regarding records maintenance. d. Provide NACCAS and all enrolled students with the name and contact information of the custodian of its files and the address where the files will be kept. e. Post all information regarding the closure on its website and all social media customarily used by the Institution to communicate with students and/or the public. a. The request must be in writing; b. The request must include the student’s reason for the LOA; and c. The request must include the student’s signature. 1. Is written and identified as a Leave of Absence Policy. 2. Includes the reason(s) for which a LOA may be granted. 3. Requires that the student must follow the institution’s policy in requesting a LOA. 4. Requires that the student must request the LOA in advance unless unforeseen circumstances prevent the student from doing so and that – A authorized leave of absence (LOA) is a temporary interruption in a student’s program of study. LOA refers to the specific time period during a program when a student is not in attendance. A LOA is not required if a student is not in attendance only for an institutionally scheduled break. However, a scheduled break may occur during a LOA. A LOA must meet certain conditions to be counted as a temporary interruption in a student’s education instead of being counted as a withdrawal requiring an institution to perform a refund calculation. If an institution elects to offer LOAs, it must have a written Leave of Absence Policy that complies with this NACCAS Leave of Absence Policy and Checklist. Additionally, approval of a student’s LOA must be in accordance with the institution’s Leave of Absence Policy. A LOA may only be granted if there is a reasonable expectation that the student will return from the LOA. This checklist has been prepared as a guide to assist schools in interpreting the requirements of this Policy and to serve as a guide in preparing a Leave of Absence Policy. It is not necessary for the various elements to be stated in any special phraseology or listed in any particular sequence, as long as the overall policy conveys the required elements in a way that can be easily understood. Required Elements If the institution elects to offer LOAs, the following elements must be included in the institution’s Leave of Absence Policy. A copy of this checklist is to accompany an institution’s Leave of Absence Policy each time the institution has need to submit its policy to the Commission and this checklist is a required exhibit for the Institutional Self-Study (ISS) if the institution elects to offer LOAs. For each of the items below, review the relevant section of your Leave of Absence Policy to determine if it contains all of the information required by the item in the NACCAS Leave of Absence Policy and Checklist. Write the item number from the Leave of Absence Policy and Checklist next to the requirement in the institution’s Leave of Absence Policy then list on the included copy of this checklist the section of your Leave of Absence Policy where the information can be found. The institution’s policy: Policy IV.06 – Leave of Absence Policy 10. Indicates that the student will be withdrawn if the student takes an unapproved LOA or does not return by the expiration of an approved LOA and that either - 6. Indicates that a student will not be assessed any additional charges as a result of a requested LOA. 7. Indicates that a student will not be granted a LOA if the LOA, together with any additional LOAs previously granted, exceed a total of 180 calendar days in any 12-month period. 8. Indicates that a student granted a LOA in accordance with the institution's policy is not considered to have withdrawn and that no refund calculation is required at that time. 9. Indicates that the student's contract period will be extended by the same number of calendar days taken in the LOA5 and that such changes to the contract period must be either - a. Changes to the enrollment agreement will be initialed by all parties; or b. An addendum to the enrollment agreement must be signed by all parties. The revised contract end date cannot exceed 15 days past the correctly calculated revised end date utilizing the NACCAS Leave of Absence Calculator. a. The institution documents the reason for its decision; b. The institution collects the request from the student at a later date; and c. The institution establishes the start date of the approved LOA as the first date the student was unable to attend. 5. Indicates that the institution may grant a LOA to a student who did not provide the request prior to the LOA due to unforeseen circumstances if - 5 a. (at an institution required to take attendance) the student's withdrawal date for the purpose of calculating a refund will be the student's last date of attendance; or b. (at an institution not required to take attendance) the student's withdrawal date for the purpose of calculating a refund will be the date the student began the LOA. Policy V.01 – Student Support Services: Internal Grievance Procedure Policy Each accredited institution must have an internal complaint or grievance procedure to resolve student complaints at the local level. The school must describe its internal complaint process in the Institutional Self-Study submitted to NACCAS and it will be reviewed during the on-site evaluation, either special or regular. Policy Requirements: At a minimum: The policy must be written and identified as a complaint or grievance policy. Students must be informed of the policy at the beginning of the course or program. The policy must clearly define the steps a student must take to file a formal grievance. Forms for filing a complaint are made available to students. Records of complaints and their resolution, as applicable, are retained according to the school’s record keeping policy for review by the NACCAS on-site visit team. The school may not require a student to exercise or exhaust his or her rights under the school’s grievance procedure before filing a complaint with NACCAS or another regulatory body if such requirement violates applicable laws or regulations. The school may refer to the NACCAS Sample Forms and Guidelines for guidance in developing a policy appropriate for the school. Policy VI.01 – Curriculum: Externship Requirements Policy In the absence of regulations promulgated by the state regulatory agency, the institution’s externship policy contains the following elements: The institution has a written agreement with an appropriate service facility for each externship course offered to its students; If state licensing is required, the service facility where the externship occurs must be licensed by the state; If the state does not require licensing of the service facility, it must have a business license to operate; Each individual supervising students in the service facility must: Hold any required certification or state license(s); or If no state certification or license is required, have at least one year of experience in the field for which supervision is being provided; Students cannot accrue more than 10% of the contracted course and/or program (competencies, credits, or hours) in a state-authorized, if applicable, externship course and/or program. If the externship occurs in a state other than the location of the institution, state authorization shall be required, if applicable. For programs that fall within the scope of Health (wellness) and related programs, the externship requirements may (upon approval of the program) exceed 10% and must be in compliance with federal, state, and local regulations; An institution must select students for the externship based on written criteria and the institution must ensure that the participating students met these criteria; Students must have taken and passed a comprehensive written and practical examination establishing the individual’s qualification to participate in the course; A written training plan and goals for students that specify the particular applications and experiences that are to be secured during the externship; Institution official must make periodic visits to a participating establishment to observe and verify these requirements are being met; Establishment must evaluate the students’ performance for activities completed during the externship; Students are evaluated by the service facility with respect to their attainment of the training objectives for the externship; Establishment must complete a certificate of attendance and training (competencies, credits, or hours) as related to course requirements that are completed during the externship; and Institution must recognize training (competencies, credits, or hours) certified by the establishment toward a student’s course completion. If an institution offers distance education as a method of delivery it must have a policy containing, at minimum, the elements listed below. An institution’s distance education policy must be in compliance with all local, state and federal laws and regulations and NACCAS Standards and Criteria. The policy must contain the following at minimum: Distance Education will not be utilized as a method of delivery of clinical instruction in which the student is to perform practical applications on a live model and/or client. Distance education, either Synchronous or Asynchronous, must be validated by substantive interaction on a regular interactive basis between students and instructors. Substantive interaction for distance education learning activities is engaging students in teaching, learning, and assessment and must include two (2) of the following at a minimum: Providing direct instruction Assessing or providing feedback on student’s distance education coursework Providing information or responding to questions about the content of distance education coursework Facilitating a group discussion regarding the content of distance education coursework Regular interaction for distance education learning activities between a student and an instructor must include the following: Providing the opportunity for substantive interactions with the student on a scheduled basis Monitoring the student’s academic engagement and ensuring the instructor is responsible for substantive interaction Distance Education delivered asynchronously must be validated to measure actual student “seat time” for clock hour programs. A Distance Education Assessment (refer to Glossary of Terms) of student performance must be conducted on-campus by a qualified instructor at least once monthly with respect to any distance education completed within the preceding month. Upon completion of all curriculum requirements, the student must pass a comprehensive Academic and Practical final exam (which shall be administered on-campus) to include any applicable competencies required by the State licensure agency prior to graduation from the program. All transcripts or other documents, (official or unofficial), listing academic attainment received must identify the distance education component; Prior to enrollment, students are provided with a disclaimer that academic achievement earned via distance education may not be accepted for reciprocity or eligible for licensure in other states. A signed and dated copy of this disclosure must be found in the student file. Policy VI.02 – Curriculum: Policy on Distance Education Each institution shall develop course and/or program outlines for each course and/or program offered by the institution and use lesson plans that correlate to the course and/or program outline. In the absence of state-mandated program and/or course content, the institution must use the following course and/or program content. Cosmetology Curriculum Components: Sciences Infection Control Chemistry Electricity Anatomy and physiology Structure/Disease/Disorders (Hair, Skin, Nails) Principles and techniques of Hair Hair styling Hair shaping Hair coloring Chemical texture services Scalp and hair treatments Shampooing Principles and techniques for the skin (Not required for Hairdressing only programs) Skin care treatments Makeup Hair removal Contraindications Principles and techniques for the nails (Not required for Hairdressing only programs) Manicure Pedicure Artificial nails Career and employment information including Professional ethics Communication skills Compensation methods Income reporting Licensing or certification requirements Policy VI.03 – Curriculum: Minimum Curriculum Requirements State laws and regulations Business basics Record keeping Barber Curriculum Components: Sciences Infection Control Chemistry Electricity Anatomy and physiology Structure/Disease/Disorders (Hair, Skin, Nails) Principles and techniques of Hair Hair styling Hair shaping Hair coloring Chemical texture services Scalp and hair treatments Shampooing Shaving Career and employment information including Professional ethics Communication skills Compensation methods Income reporting Licensing or certification requirements State laws and regulations Business basics Record keeping Massage Therapy Curriculum Components: Sciences Infection control Anatomy and physiology Kinesiology Pathology CPR and First Aid Medical terminology Contraindications Massage principles, techniques and application: Intake process Client preparation Practitioner preparation Physical techniques (as applicable) Energetic techniques (as applicable) Products, tools, and equipment Career and employment information including Professional ethics Communication skills Compensation methods Income reporting Licensing or certification requirements State laws and regulations Business basics Record keeping Esthetics Curriculum Components: Sciences Infection control Chemistry Electricity Anatomy and physiology Structure/Disease/Disorders (Skin) Contraindications Principles and techniques of Skin Skin treatments Make up Hair removal Career and employment information including Professional ethics Communication skills Compensation methods Income reporting Licensing or certification requirements State laws and regulations Business basics Record keeping Manicuring Curriculum Components: Sciences Infection control Chemistry Electricity Anatomy and physiology Structure/Disease/Disorders (Nails) Principles and techniques of Nails Manicure Pedicure Artificial Nails Career and employment information including Professional ethics Communication skills Communication methods Income reporting Licensing or certification requirements State laws and regulations Business basics Record keeping Electrology Curriculum Components: Sciences Infection control Electricity Anatomy and physiology Disease/Disorders (Hair, skin) Electrolysis Use of Electrical Currents Modalities: Thermolysis; Galvanic, Blend Career and employment information including Professional ethics Income reporting Communication skills Communication methods Licensing or certification requirements State laws and regulations Business basics Record keeping Instructor Training Curriculum Components: Principles of teaching and learning Classroom management Teaching methodology Course and/or program development Lesson planning Development and use of audio-visual aids Test development Testing and evaluating Academic advising Delivering feedback on student performance Creating plans for improvement of student performance Career and employment information Professional ethics Communication skills Licensing or certification requirements State laws and regulations Record keeping The intent of the NACCAS Withdrawal and Settlement Policy & Checklist is to see that each applicant/student is assured minimum conditions of refund, and that the institution will be assured of its integrity, if it meets these Standards. When calculating refunds, the school must use the policy mandated by state and/or federal regulatory agencies for each student. In the absence of such mandated policies, the school must apply a fair and equitable policy that contains all the elements of this checklist and is at least as liberal as the NACCAS Minimum Tuition Adjustment Schedule. Schools may have more liberal policies and the Commission encourages such practices. A copy of this checklist is to accompany each catalog and enrollment agreement sent to the Commission and this form is also a required exhibit for the Institutional Self-Study for Standard VII. For the applicable items below, you will review the relevant section of your refund policy in both your catalog and enrollment agreement to determine if it contains all of the information required. Then list the item number in the refund policy in your catalog or enrollment agreement where the information can be found. If the Commission receives information that an institution is not complying with a mandated policy, it shall take appropriate action pursuant to the NACCAS Rules of Practice and Procedure. All Policy Requirements The Policy: NACCAS Refund Policy Requirements (Schools using a mandated state and/or federal regulatory agency or special programs, will not complete the remainder of the checklist). The Policy requires that: Official cancellation or withdrawal shall occur on the earlier of the dates that: 1. Is stated in clear language that can be easily understood. 2. Applies to all terminations for any reason, by either party, including student decision, course or program cancellation, or school closure. 3. Complies with the mandated policy. 4. Requires that refund calculations are performed and refunds are made timely as outlined in Standard VII, Criterion 6. 7. An applicant is not accepted by the school and is entitled to a refund of all monies except a non- refundable application fee. 8. A student or legal guardian cancels the contract and demands his/her money back in writing, within three business days of signing the enrollment agreement regardless of whether the student has actually started training. All monies collected by school are refunded except a non-refundable application fee. Policy VII.01 – Financial Practices & Management: Withdrawal and Settlement Policy and Checklist 5. The institution must identify whether refund calculations are based on actual hours or scheduled hours. 6. Monies due the applicant or student are refunded within forty-five (45) calendar days of official cancellation or withdrawal. The Policy requires that: 14. Unofficial withdrawals for clock hour students are determined by the school through monitoring clock hour attendance at least every thirty (30) calendar days. 15. For a school that is required to take attendance, the required date of the refund is determined by counting from the date the withdrawal was determined. However, for clock hour schools, the refund is calculated based on the student’s last date of attendance. 16. Unofficial withdrawals for non-clock hour students are determined by the school through monitoring of students’ completion of class participation in learning activities such as class assignments, examinations, tutorials, computer-assisted instruction, participation in academic advisement, or other academically related activities. 17. Any monies due a student who withdraws from the institution shall be refunded within forty-five (45) calendar days of a determination that a student has withdrawn, whether officially or unofficially. 18. When situations of mitigating circumstances are in evidence, schools are encouraged to adopt a policy wherein the refund to the student may exceed the Minimum Tuition Adjustment Schedule. 19. All extra costs, such as books, equipment, graduation fees, etc., that are not included in the tuition price are stated and any non-refundable items are identified. 20. A non-refundable application fee does not exceed $100.00, if applicable. 21. A termination fee not to exceed $150.00, if applicable. 22. The NACCAS Minimum Tuition Adjustment Requirements are followed. 9. A student cancels the contract after three business days of signing, but prior to entering classes. In this case, student is entitled to a refund of all monies paid to the school less an application fee, if applicable, and registration fee of (state the amount for each course of study). 10. A student notifies the institution of his/her withdrawal. 11. A student on an approved leave of absence notifies the school that he or she will not be returning. The date of withdrawal determination shall be the earlier of the scheduled date of return from the leave of absence or the date the student notifies the institution that the student will not be returning. 12. A student is expelled by the school. 13. In type 8, 9, 10 or 11 official cancellations or withdrawals, the cancellation date will be determined by the postmark on written notification, or the date said information is delivered to the school in person. Minimum Tuition Adjustment Schedule For students who enroll in and begin classes, the following schedule of tuition adjustment will be considered to meet minimum standards for refunds: a. Provide a full refund of all monies paid; or b. Provide completion of the course and/or program. a. Provide a pro rata refund for all students transferring to another school based on the hours accepted by the receiving school; or b. Provide completion of the course and/or program; or c. Participate in a Teach-Out Agreement; or d. Provide a full refund of all monies paid. a. Provide a pro rata refund; or b. Participate in a Teach-Out Agreement. Percentage Length Completed to Total Length of Course and/or Program, Semester, Term or Billing Period, Per Contract Amount of Total Tuition Owed to the School 0.01% to 4.9% 20% 5% to 9.9% 30% 10% to 14.9% 40% 15% to 24.9% 45% 25% to 49.9% 70% 50% and over 100% Course and/or Program Cancellation Policy 23. If a course and/or program is canceled subsequent to a student’s enrollment, and before instruction in the course and/or program has begun, the school shall at its option: 24. If a school cancels a course and/or program and ceases to offer instruction after students have enrolled and instruction has begun, the school shall at its option: 25. If a school closes permanently and ceases to offer instruction after students have enrolled, and instruction has begun, the school must make arrangements for students. The school has at its option: Collection Policy requires that: 26. Collection procedures shall reflect ethical business practices. 27. The name of the National Accrediting Commission of Career Arts & Sciences is not used in the institution's refund policy nor in any of its collection efforts. 28. Collection correspondence regarding cancellation and settlement from the institution itself, banks, collection agencies, lawyers, or any other third parties representing the institution clearly acknowledges the existence of the Withdrawal and Settlement Policy. 29. If promissory notes or contracts for tuition are sold or discounted to third parties, the third party must comply with the cancellation and settlement policy of the institution. An institution may charge a student for extra instruction needed to complete his/her program under the following conditions: The absences allowed within the contract period have been exhausted; and The amount charged per unit of instruction (i.e., clock hour, week, credit or competency) is clearly stated on the enrollment agreement and tuition and fees information is provided to students upon enrollment. Schools charging a fee prior to the completion date appearing on the enrollment agreement have secured from the student an acknowledgment of credit to their account. All monies received for extra instruction prior to completion of the student contract are refunded if the student terminates. Policy VII.02 – Financial Practices & Management: Contract: Policy on Extra Instructional Charges Your institution may qualify for temporary relief from compliance with NACCAS Standards and other accreditation requirements if it has been affected by floods, tornadoes, hurricanes, fires, wild fires, earthquakes, or other disaster. You must notify NACCAS immediately should the following occur: The school or a significant part of its facilities have been destroyed. You have ceased teaching students for any days not listed in your catalog. There are circumstances that might affect your ability to comply with accreditation standards or procedures. If the institution is unable to come into full compliance at its approved location within thirty (30) calendar days, it must provide a written plan and timeline, stating how it plans to resume operations. Notify NACCAS: Darin M. Wallace, Esq. Executive Director 3015 Colvin Street Alexandria, VA 22314 Ph: (703) 600-7600 Fax: (703) 379-2200 dwallace@naccas.org The Executive Director will present the plan to the full Commission for review, (see below for “Requirements for Institutions that have Undergone a Disaster”). These notices are required under Section 5.3 of NACCAS' Rules of Practice and Procedure. The Commission also advises you to notify your case management team at the United States Department of Education without delay. The Department grants relief on a case-by-case basis. Requirements for Institutions that have Undergone a Disaster When an institution experiences a disaster as outlined above, and the institution is unable to come into compliance at its approved location, it must submit to NACCAS, within 30 calendar days, a written plan and timeline stating how it plans to resume operations. Recognizing that some staff may change, facilities will be new, even new state requirements may control the operations of the institution, the Commission requires the institution to develop a business plan and submit this as part of its plan to come back into full compliance following the disaster. The Disaster Plan must include, but is not limited to the following: A comprehensive explanation of the disaster. An explanation regarding plans for the facility; Do you plan to go to a temporary location and then return to your approved facility (If yes, what is your projected date of return), or Policy VIII.01 – Instructional Space and Facilities: Policy on Disasters Are you abandoning your current facility and planning on submitting a change of location application for the new location. If the administrative capacity and/or teaching staff have changed, provide an organizational chart showing the job titles of the individuals who will work at the new location, reporting lines clearly depicted, and copies of all pertinent job descriptions for these individuals with the plan. A description of any reports that will be generated by the institution on a regularly scheduled basis (i.e. attendance reports, enrollment reports, students currently on probation, etc.). A description of how student records from the affected location will be maintained. The following enrollment projections at the location: Enrollment prior to the disaster Returning students after the disaster Projected enrollment at the current location A description and detailed floor plan to scale (to include square footage) of the facility in which classes will be offered. Evidence that the location in which you are currently teaching is safe for occupancy and has state approval to operate as a school. Provide copies of current and valid permits, certificates, etc. to operate the business in the current facility. A written financial plan which projects the revenues, expenditures and cash flow of the school at its location. This plan must include all startup costs, i.e., building and equipment costs, staffing of new facility, as well as projected enrollments and clinic revenues. Courses and/or programs you plan to teach at the location during this period of non- compliance. A projected timeline in which the institution will be back in full compliance with NACCAS' Standards and Criteria, including Section 1.2, which requires an institution be “in operation” to be accredited. The institution’s business plan will be reviewed by the Executive Director of NACCAS. The Executive Director shall require the applicant to submit any additional information which the Commission will need. NOTE: Visit(s) will be required if the institution does not resume full compliant operations at its original facility within 6 months from the date of the disaster. If the disaster prolongs the temporary status into the 6th month, a partial team visit will occur at no charge to the institution in order to verify sufficient operations. If the disaster prolongs the temporary status into the ninth month, a full team visit will take place at the institution’s expense to verify compliance with NACCAS requirements. Additionally, a final full team visit at the owner's expense., will be required once the institution resumes full compliant operations at its original permanent facility. However, if the institution relocates to a new permanent location, the appropriate Change of Location Application must be submitted, as required by Part 4 of the NACCAS Rules of Practice and Procedure. 1. Is written and identified as a Satisfactory Academic Progress Policy. 2. Applies to every student enrolled in a NACCAS-approved program. 3. Is provided to applicants prior to enrollment. 4. Is applied consistently to all students enrolled in a specific program and scheduled for a particular category of attendance (part-time/full-time). 5. Includes both quantitative (attendance) and qualitative (academic performance) elements that are evaluated on a cumulative basis at the designated evaluation periods throughout the course or program of study. Institutions may evaluate cumulative qualitative (theory and practical) elements separately as long as they each meet the required threshold. 6. Includes a maximum time frame in which a student must complete the educational course or program that is no longer than 150% of the NACCAS-approved length of the educational course or program based on 100% attendance schedule measured in academic years, non-standard terms, or clock hours completed. 7. Includes the institution’s policy regarding the status of students who exceed the maximum time frame. 8. Ensures that a leave of absence extends the student’s contract period and maximum time frame by at least the same number of days taken in the leave of absence. 9. Contains qualitative factors that will be evaluated to determine academic performance using a reasonable system of grades and/or work projects completed and/or comparable factors measurable against a norm. 10. Contains a grading scale that includes a minimum acceptable level of progress requiring at least the equivalent of a 70% cumulative grade average or project completion rate, or a letter grade of C, or have an academic standing consistent with the institution’s requirements for graduation, whichever is greater. 11. Establishes the total length, measured in clock hours or competencies, and corresponding academic year of each course or program offered by the institution. A copy of this checklist is to accompany each Satisfactory Academic Progress Policy sent to the Commission, and this form is also a required exhibit for the Institutional Self-Study for Standard IX. For each of the items below, review the relevant section of your policy to determine if it contains all of the information required. Then list the item number on your policy where the information can be found. Enter an N/A for any item that does not apply to the institution’s policy. For example, a school may not participate in or offer federal financial aid programs. The Institution’s Policy: Policy IX.01 – Evaluation of Students: Satisfactory Academic Progress Policy and Checklist for Programs Measured in Clock Hours or Competencies 12. Establishes evaluation periods (which may coincide with payment periods established with the U.S. Department of Education for purposes of Title IV funding, if applicable) in accordance with the following: a) Program #1 (600 Clock Hours) AMOUNT OF TOTAL TUITION OWED TO THE SCHOOL 1st Evaluation Period Ends: 300 Clock Hours and 10 weeks 2nd Evaluation Period Ends: 600 Clock Hours and 20 weeks b) Program #2 (1000 Clock Hours) 40% 1st Evaluation Period Ends: 450 Clock Hours and 15 weeks 2nd Evaluation Period Ends: 900 Clock Hours and 30 weeks 3rd Evaluation Period Ends: 1000 Clock Hours and 34 weeks c) Program #3 (1500 Clock Hours) 1st Evaluation Period Ends: 450 Clock Hours and 15 weeks 2nd Evaluation Period Ends: 900 Clock Hours and 30 weeks 3rd Evaluation Period Ends: 1200 Clock Hours and 40 weeks 4th Evaluation Period Ends: 1500 Clock Hours and 50 weeks d) Program #4 (1800 Clock Hours) 1st Evaluation Period Ends: 450 Clock Hours and 15 weeks 2nd Evaluation Period Ends: 900 Clock Hours and 30 weeks 3rd Evaluation Period Ends: 1350 Clock Hours and 45 weeks 4th Evaluation Period Ends: 1800 Clock Hours and 60 weeks 6 The following four examples demonstrate the correct evaluation periods for programs of various lengths in which each program utilizes an academic year of 900 clock hours to be completed in 30 academic weeks: i. Treated as a single evaluation period if the remainder is less than or equal to half of an academic year; or ii. Divided into two equal evaluation periods wherein the first evaluation period is the period in which the student successfully completes both (1) half of the clock hours or competencies and (2) half of the academic weeks while the second evaluation period is the period in which the student completes the course or program.6 a. For courses or programs with a total length that is one academic year or less, the course or program is divided into two equal evaluation periods wherein the first evaluation period is the period in which the student successfully completes both (1) half of the clock hours or competencies and (2) half of the academic weeks while the second evaluation period is the period in which the student completes the course or program; and b. For courses or programs with a total length that exceeds one academic year, each full academic year is divided into two equal evaluation periods in accordance with subsection (a) above and the remainder of the course or program is either: a. The institution evaluates the student's progress and determines that the student did not make satisfactory academic progress during the warning or previous evaluation period; and b. The student prevails upon appeal of a negative progress determination prior to being placed on probation; and c. The institution determines that satisfactory academic progress standards can be met by the end of the subsequent evaluation period; or d. The institution develops an academic plan for the student that, if followed, will ensure that the student is able to meet the institutes satisfactory academic progress requirements by a specific point within the maximum time frame established for the individual student. a. How the student may re-establish eligibility for financial aid, if applicable; b. The reasons for which a student may appeal such as the death of a relative, an injury or illness of the student, or other allowable special circumstances; c. Documentation the student must submit regarding why the student failed to make satisfactory academic progress and what has changed in the student’s situation that will allow the achievement of satisfactory academic progress at the next evaluation; and d. How the results of the appeal are documented in the student’s file. 13. Establishes that the institution shall evaluate students’ (academic and attendance) Satisfactory Academic Progress at the conclusion of each evaluation period. (The institution may elect to omit evaluations at the conclusion of the last evaluation period within a course or program. All evaluations must be completed within seven (7) school business days following the established evaluation periods.) 14. Identifies whether evaluation periods are based on actual hours completed or scheduled hours. 15. Specifies that students who meet the minimum requirements for attendance and academic performance are considered to be making satisfactory academic progress until the next scheduled evaluation. 16. May allow for an initial status of satisfactory academic progress warning for students who are not considered meeting minimum standards for satisfactory academic progress. (The institution may elect to place the student on satisfactory academic progress probation without first placing the student on warning. See item below.) 17. Indicates how a student can reestablish satisfactory academic progress and/or financial aid eligibility, if applicable. 18. May allow for the status of probation for students who are not considered meeting minimum standards for satisfactory academic progress if: 19. May allow a student to appeal a satisfactory academic progress determination. If the institution permits a student to appeal a satisfactory academic progress determination, the policy must describe: 20. States that a student who does not achieve the minimum standards is no longer eligible for Title IV, HEA program funds, if applicable, unless the student is on or has prevailed upon appeal of the determination that has resulted in the status of probation. 21. Requires the institution to notify the student of any evaluation in which the student is not meeting Satisfactory Academic Progress. 22. Details reasonable provisions regarding temporary interruptions or Leaves of Absence. 23. Addresses the status of students re-entering the institution and requires that they re-enter in the same progress status as when they left. 24. States whether course incompletes, withdrawals, or repetitions apply to the institution, and if so, states the policy. 25. States that course in-completes, repetitions, and non-credit remedial courses have no effect upon the institution’s satisfactory academic progress standards if the institution has no such items or policies. 26. Establishes that transfer hours from another institution that are accepted toward the student’s educational program are counted as both attempted and completed hours for the purpose of determining when the allowable maximum time frame has been exhausted. SAP evaluation periods are based on actual contracted hours at the institution. 27. Describes how students have access to satisfactory academic progress evaluation results. Policy IX.02 – Evaluation of Students: Satisfactory Academic Progress Policy and Checklist for Programs Measured in Credit Hours 1. Is written and identified as a Satisfactory Academic Progress Policy. 2. Applies to every student enrolled in a NACCAS-approved program. 3. Is provided to applicants prior to enrollment. 4. Is applied consistently to all students enrolled in a specific program and scheduled for a particular category of attendance (part-time/full-time). 5. Includes both quantitative (academic terms) and qualitative (academic performance) elements that are evaluated on a cumulative basis at the designated evaluation periods throughout the course or program of study. Institutions may evaluate cumulative qualitative (theory and practical) elements separately as long as they each meet the required threshold. 6. Includes a maximum time frame in which a student must complete the educational course or program that is no longer than 150% of the NACCAS-approved length of the educational course or program based on the number of credit hours to complete the program measured in quarter or semester terms. 7. Includes the institution’s policy regarding the status of students who exceed the maximum time frame. 8. Ensures that a leave of absence extends the student’s contract period and maximum time frame by the same number of days taken in the leave of absence. 9. Contains qualitative factors that will be evaluated to determine academic performance using a reasonable system of grades and/or work projects completed and/or comparable factors measurable against a norm. 10. Contains a grading scale that includes a minimum acceptable level of progress requiring at least the equivalent of a 70% cumulative grade average or project completion rate, or a letter grade of C, or have an academic standing consistent with the institution’s requirements for graduation, whichever is greater. 11. Monitors the academic progress of students at the midpoint and end of each term. (Note: All evaluations must be completed within seven (7) School Business Days following the established evaluation points.) A copy of this checklist is to accompany each Satisfactory Academic Progress Policy sent to the Commission, and this form is also a required exhibit for the Institutional Self-Study for Standard IX. For each of the items below, review the relevant section of your policy to determine if it contains all of the information required. Then list the item number on your policy where the information can be found. Enter an N/A for any item that does not apply to the institution’s policy. For example, a school may not participate in or offer federal financial aid programs. The Institution’s Policy: a. How the student may re-establish eligibility for financial aid, if applicable; b. The reasons for which a student may appeal such as the death of a relative, an injury or illness of the student, or other allowable special circumstances; c. Documentation the student must submit regarding why the student failed to make satisfactory academic progress and what has changed in the student’s situation that will allow the achievement of satisfactory academic progress at the next evaluation; and d. How the results of the appeal are documented in the student’s file. 12. Establishes that for a school participating in Title IV, HEA programs, states a student’s successful course completion percentage is based on the number of successfully completed credit hours (those with a grade of 70% or higher or as otherwise defined by the institution) divided by the cumulative number of credit hours attempted by the student at that time. 13. Specifies that students who meet the minimum requirements for attendance and academic performance are considered to be making satisfactory academic progress until the next scheduled evaluation. 14. May allow for an initial status of satisfactory academic progress warning for students who are not considered meeting minimum standards for satisfactory academic progress. (The institution may elect to place the student on satisfactory academic progress probation without first placing the student on warning. See item below.) 15. Indicates how a student can reestablish satisfactory academic progress and/or financial aid eligibility, if applicable. 16. May allow for the status of probation for students who are not considered meeting minimum standards for satisfactory academic progress if: a. The institution evaluates the student's progress and determines that the student did not make satisfactory academic progress during the warning or previous evaluation period; and b. The student prevails upon appeal of a negative progress determination prior to being placed on probation; and c. The institution determines that satisfactory academic progress standards can be met by the end of the subsequent evaluation period; or d. The institution develops an academic plan for the student that, if followed, will ensure that the student is able to meet the institutes satisfactory academic progress requirements by a specific point within the maximum time frame established for the individual student. 17. May allow a student to appeal a satisfactory academic progress determination. If the institution permits a student to appeal a satisfactory academic progress determination, the policy must describe: 18. States that a student who does not achieve the minimum standards is no longer eligible for Title IV, HEA program funds, if applicable, unless the student is on or has prevailed upon appeal of the determination that has resulted in the status of probation. 19. Requires the institution to notify the student of any evaluation impacts the student’s eligibility for financial aid, if applicable. 20. Details reasonable provisions regarding temporary interruptions or Leaves of Absence. 21. Addresses the status of students re-entering the institution and requires that they re-enter in the same progress status as when they left. 22. States whether course incompletes, withdrawals, or repetitions apply to the institution, and if so, states the policy. 23. States that course incompletes, repetitions, and non-credit remedial courses have no effect upon the institution’s satisfactory academic progress standards if the institution has no such items or policies. 24. Establishes that transfer credit hours from another institution that are accepted toward the student’s educational program are counted as both attempted and completed for the purpose of determining when the allowable maximum time frame has been exhausted. SAP evaluation periods are based on actual contracted credits at the institution. 25. Describes how students have access to satisfactory academic progress evaluation results. Policy X.01 - Occupational Associate Degree Programs Item 1. Exceptions to instructor qualifications: Exceptions to the associates degree requirement may be justified for instructors who have demonstrable current exceptional professional certification(s), letters of recommendation or attestations from previous employer(s), letters attesting to this expertise from professional peers not connected to the college, real examples of previous success in the field such as published work, juried exhibits and shows, evidence of a professional portfolio accepted by the institution and available for review, and/or other significant documented experience relevant to the courses to be taught. Item 2. Clock to credit hour conversion: 10 clock hours of lecture = 1 quarter credit hour 15 clock hours of lecture = 1 semester credit hour 30 clock hours of lab = 1 semester credit hour 20 clock hours of lab = 1 quarter credit hour 45 clock hours of clinical/internship = 1 semester credit 30 clock hours of clinical/internship = 1 quarter credit Lecture hours refer to classroom instruction in theory/academic learning. Lab hours refer to classroom instruction in practical/hands-on learning. Clinical hours refer to students performing services. Item 3. Student/Teacher Ratio: The institution shall consider the following factors in determining the student/teacher ratio: The amount of lecture given by instructors in skill building and practice classes; The level of existing skills of the student; The amount of direct supervision exercised by the instructor and the availability of instructional equipment in the lab setting where there is primary instruction in a specific skill; and The use of technology in providing alternative instruction or evaluation. Item 4. Syllabus: A description of how the course will be taught with a planned arrangement of materials and activities. The minimum requirements for a course syllabus shall consist of the title and course description, course number, course prerequisites and/or requisites, instructional contact hours/credits, learning objectives, instructional materials and references, topical outline of the course, instructional methods, out-of-class learning activities and assignments, assessment criteria, method of evaluating students, and the date the syllabus was last reviewed. A course syllabus should be reviewed to ensure that it reflects the most recent trends, developments, and instructional materials for the specific subject areas. A current syllabus prepared and utilized by instructors in guiding and directing the learning experience of the students is necessary to ensure the quality of instruction. Item 5. Externships/Internships: A supervised practical experienced that is the application of previously studied theory. Normally, three hours of work in a practical setting has the credit equivalency of one hour of classroom lecture. Under the supervision of a faculty member, a written agreement shall be developed that outlines the arrangement between the institution and the externship site, including specific learning objectives, course requirements, and evaluation criteria. Sub-Part A - Scope of Accreditation Rules of Practice and Procedure Section 1.0 Statement of Scope For purposes of these Rules, the term “beauty, health and wellness,” in addition to encompassing the teaching of the art and science that concerns the external treatments on the body for the health, condition and appearance of the hair, skin and nails, shall also encompass careers with a focus on holistic, physical, emotional and social well-being related professions and caring modalities. The following non-exhaustive list illustrates curricula and programs covered under NACCAS’ scope of accreditation: The following is a non-exhaustive list of cognate curricula and programs covered under NACCAS’ expanded scope of accreditation, including programs unrelated to beauty, health and wellness. Note that, while NACCAS can accredit these programs within the institution’s accreditation, they may not be eligible for purposes of federal student aid, until such time as NACCAS applies for and secures an expanded scope from the U.S. Department of Education. Cognate Areas (Expanded Scope) (non-exhaustive) Advanced Cosmetology Barbering Beauty School Management Cosmetology (Basic) Esthetics and Skin Care Ethnic Hair Studies Hair Coloring Hair Cutting Hair Waving Hair Removal (Temporary and Permanent) Makeup Specialist, including Stage and Theatrical Manicuring Massage Therapy Permanent Waving Platform Artistry Refresher Course Salon Coordination Salon Management and Administration Sculptured Nails Shampoo Specialist Teacher Training Wig Specialist Part 1 – Eligibility for Accreditation, The Accreditation Process, Instructions for Submitting Documents to NACCAS; Definitions Dental Assistant Interpersonal Communication Marketing/Advertising Medical Assistant Modeling Nursing Assistant Related Computer Training Repair and Maintenance of Industry Equipment Retailing and Merchandising, including Fashion Salon Accounting Spa/Health Club Management Tanning Section 1.1 Basic Information Accreditation is voluntary. An institution that seeks accredited status must be willing to achieve and maintain basic standards for quality education. NACCAS accredits post- secondary institutions whose primary activity is education in the field of career arts and sciences. An illustrative list of programs included in this field is found in Section 1.0 to these Rules. An institution may offer a broad range of programs or focus on a specialty area. NACCAS publishes and makes available to the applicant and, upon request, to the general public a copy of its Standards, Rules and Policies pertaining to candidate status and accreditation, as well as application materials. All key documents are available on the NACCAS website or by contacting NACCAS headquarters. NACCAS is a non-profit corporation organized under the laws of Delaware. Fees paid by applicant and accredited institutions support the work of NACCAS to provide the independent recognition of institutions which achieve and maintain quality standards. Refer to the NACCAS Schedule of Fees to these Rules. Section 1.2 Institutional General Eligibility Requirements Disqualified Owner. An institution shall not be granted accredited status if a Controlling Voting Interest in the institution is owned or controlled, directly or indirectly, by Disqualified Owners. Except as provided in Sections 4.6(d)(6) and 4.6(d)(8) of these Rules, an institution may not be granted accredited status as a Main Campus before it has been in operation as an independent institution (i.e., not as an Additional Location or Branch Campus of another Main Campus) for two years. A private7 cosmetology school (or department of cosmetology or cosmetology program of study) or Specialized School of Cosmetology Arts and Sciences, Massage, or related program, located within the United States and/or internationally is eligible to apply for accreditation, provided: It is a postsecondary institution; It is licensed by the state in which it is located; It is in operation and has been in operation at least eighteen (18) months; It offers at least one program that is more than 150 hours in length or the equivalent measured in credits or competencies; It has complied with the NACCAS Accreditation Workshop Attendance Policy; It meets NACCAS’ Technical Standards and Requirements; Starting January 1, 2005, the Commission no longer accepts applications from public institutions. Public institutions that were accredited by NACCAS or already in the candidate or initial accreditation process as of that date will continue to be accepted for accreditation by NACCAS under a grandfather clause. Sub-Part B - Institutional Eligibility Requirements 7 Exceptions to the “two years in operation” and general eligibility requirements: (1) An applicant for candidate status does not need to meet the “two years in operation” requirement. (2) An institution need not comply with the candidate status requirement if it is owned: (7) It is not owned wholly or in any part by, nor does it employ, any individual who has been debarred from participation in any federal or state program within the past five years; (8) It has complied with the candidate status requirement; and (9) It is open at least 25 hours per week; (10) It operates and offers instruction for a minimum of 40 weeks per year; and (11) It meets all applicable State requirements. Subject to Section 1.3(b) below, any program of the following type(s) must be approved by the Commission: Reapplications for Accreditation. An institution whose accreditation has been withdrawn by NACCAS (all appeal rights exhausted) or that voluntarily relinquishes accreditation while in withdrawal status may apply for candidate status immediately, but must wait one (1) year before reapplying for accreditation (either as a Main Campus or as an Additional Location or Branch Campus of an accredited main) and, subject to the requirements of Section 2.2(a)(iii) of these Rules, shall be treated as a new school for all other purposes. (1) Any program exceeding 150 hours in length or the equivalent in credits or competencies and/or leading to initial state licensure or certification; (2) Any program offered by an institution located in a states where NACCAS accreditation is required for institutions to obtain licensure by means of accreditation; and (3) Any course for continuing education or professional development, of 150 hours or less, taught or sponsored by the institution wishes to be listed by NACCAS as an approved course. (i) By a person(s) or entity that owns at least 10 % of an institution currently accredited by NACCAS; or (ii) By a person(s) or entity that has owned at least 10 % of an institution accredited by and in good standing with a recognized accrediting agency within the past 24 months. (3) A school under the same Ownership as one or more accredited schools may apply for accreditation after one full year of operation. The Ownership of the new school must be identical to that of the accredited school. (4) An applicant for Additional Location or Branch Campus accreditation. Section 1.3 Approval of Programs Within the Aegis of Institutional Accreditation (1) Courses required as continuing education for licensure renewal; and (2) Hours required by the state regulatory agency after an examinee fails a licensure exam do not require approval by NACCAS. In no case shall a course and/or program exceed the required minimum course or program length by more than 50%. Apprenticeship Exclusion. An apprenticeship or other on-the-job training provided solely to an employee of an institution toward skills required for their current position is not considered a program, course or curricula which requires approval within the aegis of NACCAS accreditation. Section 1.4 Steps in the Process of Achieving Accredited Status Complete candidate status, if required (see Part 2); Attend a NACCAS Accreditation Workshop (See NACCAS Workshop Requirements); Submit an application and required fee (See NACCAS Schedule of Fees); Complete an Institutional Self-Study (See Part 2 of these Rules, and Institutional Self- Study: Requirements for Collecting the Institutional Self-Study (ISS): Accredited Status); Undergo an on-site evaluation (See Part 3); Receive a report of the findings of the on-site evaluation team (See Part 3); Respond to the report findings (See Part 3) and Guidelines for Responding to limitations; The findings and the school’s response will be reviewed by the Commission (See Part 8); The Commission shall take one of the actions set out in Part 8 of these Rules and notify the school of its action; Limitations on Commission Approval of Programs. The Commission will not approve: (a) Industry needs as determined and/or recommended by the institution’s Advisory Committee; and (b) Special academic needs of the students served. Notwithstanding Section 1.3(a) above, an accredited institution is not required to obtain the Commission’s approval to offer the following: (1) Electrology programs of less than 300 clock hours in length (or the equivalent in credit hours or competencies), unless fewer hours are mandated by state law or regulation. (2) Courses and/or programs that exceed the required minimum course or program length by more than 25%, unless the institution can justify the course or program length. In accordance with the mission of the institution, the justification must state how the course or program length is necessitated by the following factors: Sub-Part C – Summary of the Accreditation Process Section 1.5 Obligations of the Institution to Maintain Accredited Status In order to maintain accredited status, accredited institutions, departments and programs of study, throughout the period of accreditation granted, must do the following: Failure to maintain continued compliance with all NACCAS Standards and Criteria and other accreditation requirements shall lead to the Commission taking appropriate action under these Rules. Sub-Part D – General Instructions for Submitting Documents to the Commission Section 1.6 Submission of Documents to the Commission All submission of documents to NACCAS shall be prepared and submitted in accordance with the Commission’s Requirements for Organization of Document Submissions to NACCAS as well as with specific instructions issued by the Commission, and shall, in all cases, be submitted in an organized manner. The information contained therein shall be typewritten and in English, and any photographs included in the submission shall be originals or clear copies. The NACCAS office may refuse to accept and consider any document not submitted in conformity with this Section and other specific directives pertaining to document submission. Each institution submitting information and documentation to the Commission for purposes of accreditation: When accreditation is initially granted, the school shall be assigned a school reference number (See Part 8); If the Commission takes an Appealable Action, the school may appeal it (See Part 9). (1) Continue to meet the eligibility criteria contained in this Part; (2) Submit required applications (See Parts 2 and 4 of these Rules); (3) Undergo additional on-site evaluations, announced or unannounced, as ordered by the Commission (See Parts 3 and 8); (4) Obtain approval for significant changes that take place (See Part 4); (5) Submit an accurate annual report (See Part 5); (6) Respond to complaints (See Part 6), Letters of Inquiry, Show Cause Orders (See Part 7) and Commission directives (See Part 8); (7) Maintain compliance with the NACCAS Standards and Criteria, Rules, Policies, Commission directives, and other requirements; (8) Be current in the payment of fees (See NACCAS Schedule of Fees); and (9) Comply with time frames established by the Commission. Submit all requests, applications, responses and appeals to: Executive Director Attention: (As Directed) NACCAS 3015 Colvin Street Alexandria, VA 22314 Complete instructions for seeking candidate status, initial accreditation, renewal of accreditation, and change applications are included with the application for each process. A school, upon request, may receive special or additional instructions from the NACCAS staff either by telephone, letter, or in person at the NACCAS headquarters. If the Commission determines that an institution has knowingly provided false or misleading information, it shall take any action against the institution that it believes is reasonable and appropriate, including, but not limited to, denying any pending application or taking any accreditation action listed in Section 8 of the Rules. (2) Must maintain at least one (1) complete copy of such submission in its permanent records for a period of not less than six (6) years. (1) Such withdrawal request shall be in writing and sent by a traceable means to the Executive Director of NACCAS. (2) Except as set forth in the Schedule of Fees, no money shall be refunded when an application is withdrawn. Section 1.7 Withdrawals of Applications Any institution may withdraw an application it has submitted to NACCAS before the Commission considers it. An acknowledgment from NACCAS indicating that the request has been complied with shall be issued. (1) Must accompany such information or documentation with a certification, signed and dated by a person with authority to submit such information or documentation that reads as follows: "I certify that the information provided herein is true and correct to the best of my knowledge and belief. I further understand that knowingly providing false or misleading information to NACCAS may result in the Commission taking adverse action against the institution.” Section 1.8 Equivalence General. Except as set out in Section 1.8(b) below, any institution seeking or holding accreditation from the National Accrediting Commission of Career Arts & Sciences, Inc. (NACCAS) and from another accrediting agency recognized by the U.S. Department of Education or seeking or holding a license, certification, or similar authorization or credential from another state or federal government agency must describe itself in identical terms to each body with regard to purpose, governance, ownership, ownership structure, names, programs, program lengths, location of facilities, degrees, diplomas, certificates, personnel, finances and constituents, and must keep each agency apprised of the other agency’s actions with respect to such institution, as provided for in Section 5.3(a) of these Rules. Ownership Reporting. If any such other accrediting agency or state or federal government agency requires the institution to report information concerning its Ownership or Ownership structure in less detail than is required by NACCAS (e.g., the other agency does not require reporting of owners with an Ownership Interest of less than 10%), NACCAS does not require the institution to report to that other agency any more information than the other agency requires. Any information required to be reported to both NACCAS and such other agency (e.g., owners with an Ownership Interest of 10% or greater) must be reported in identical terms to both NACCAS and the other agency. Section 1.11 Abandonment of Processes The Executive Director may declare any process initiated under Parts 2 or 4 of these Rules to be abandoned, if the institution has failed to perfect an application, or has otherwise failed to respond to an inquiry or request from NACCAS or the Commission, within six (6) months after NACCAS and/or the Commission has identified deficiencies in the application, requested additional information or has otherwise indicated that a response from the institution is required in order for the process to move forward. Related Documents The following documents may be helpful to you in understanding the requirements of this part of the NACCAS Rules. They are available on the NACCAS website. Schedule of Fees Section 1.9 Requests for Information The Commission may, at any stage in the accreditation process, including appeals, request an institution to produce documentation that it deems pertinent and relevant to an accrediting action. Failure to produce such documentation, in the manner and within the time frame established by the Commission, may result in action being taken by the Commission, consistent with Part 8 of these Rules, including denial or withdrawal of accreditation. Section 1.10 Extensions for Submitting Documents to the Commission Other than as provided below, the Executive Director may grant extensions of submission deadlines established by these Rules in connection with any process under Parts 2, 4, 5, or 6 of these Rules, or under any directive issued by the Commission, provided that the combined total of any and all extension granted with respect to any single process shall not exceed 45 calendar days, unless extraordinary circumstances are shown. The calendar days allowed for any Letters of Inquiry or Show Cause Orders arising from the process shall be counted as extensions for purposes of this Section. Requests for extension related to Special Financial Reports cannot be approved. Special Financial Reports are interim reports resulting from a significant change in the financial condition of an institution (e.g., institution placed on HCM2). Part 2 – Application for Candidate or Accreditation Status (1) The application form completely filled out; (2) Application fee; (3) Proof of Owner’s (and, if different from the Owner, proposed Accreditation Liaison’s) attendance at a NACCAS Accreditation Workshop within the previous six (6) months; (4) Other required exhibits; and (5) Sustaining fee. Section 2.2 Grant of Candidate Status Candidate status shall be granted by the Executive Director of NACCAS if the following conditions are met: To initiate the application process, send to the Executive Director of NACCAS a complete application that includes: Sub-Part A - Application for Candidate Status Section 2.0 Purpose The purpose of candidate status is for institutions interested in becoming accredited by the National Accrediting Commission of Career Arts & Sciences, Inc. (NACCAS) to become knowledgeable of NACCAS Accreditation Standards and other requirements and to implement them in their operations. It is to prepare institutions to meet the requirements for initial accreditation. Institutions that are interested in applying for initial accreditation must first obtain candidate status. Exceptions are listed in Section 1.2(c). Section 2.1 Application for Candidate Status An institution interested in becoming a candidate for accreditation with NACCAS must first meet all institutional eligibility requirements, except it does not have to have been in operation for two years (See Part 1, Sub-Part B). To initiate the process of obtaining candidate status, fill out the Application for Candidate Status (Application Form #1). This is available on the NACCAS website or by contacting NACCAS headquarters. Applications must be submitted in accordance with Part 1 of these Rules and specific directions or instructions, which accompany the application form. To initiate the application process, send to the Executive Director of NACCAS a complete application that includes: (1) The application is complete and demonstrates the applicant meets institutional eligibility requirements, (2) The required sustaining fee has been paid, and (3) If the applicant was previously an accredited school, or an applicant for candidate status or initial accreditation, the applicant shall have paid to NACCAS all fees and other charges outstanding to NACCAS as of the date the applicant’s prior accreditation (or application for candidate status) was withdrawn or denied. (1) The functions of the consultant(s) shall be to supplement the Accreditation Workshop attended by one or more representatives of the applicant institution, to provide the most current interpretations and expectations of the Commission under the Standards and Criteria related policies, and Rules of Practice and Procedure and to discuss with the school liaison and other authorized personnel specific ways the school can comply with these and ways the institution can show this compliance in the institutional self-study, which must accompany an application for initial accreditation. (2) Throughout the day(s), the candidate consultant(s) shall write sections of a Consultancy Report and work with the school liaison and other authorized personnel to develop a plan to correct areas of limitation and to put into place systems needed to comply with accreditation requirements. The plan shall include an implementation calendar. The candidate consultant(s) shall discuss the pre- liminary team report during an exit interview, and mail a final report to the school within 15 calendar days. (1) Be in writing; (2) Sent to the Executive Director of NACCAS; (3) Give the name of the Owner and (if different from the Owner) proposed Accreditation Liaison. (4) Include documentation to show that the institution has complied with the NACCAS Accreditation Workshop Requirements set out in this Section 2.3 of these Rules; and (5) Include one copy each of the school catalog, preliminary institutional self-study and enrollment agreement(s) or contract(s). A removal from candidate status is appealable pursuant to Part 9 of these Rules. Section 2.3 Workshop Attendance and Technical Assistance The institution’s Owner and (if different from the Owner) proposed Accreditation Liaison must attend a NACCAS Accreditation Workshop prior to submitting its Application for Initial Accreditation, but not later than twelve (12) months following the grant of candidate status. (Attendance by the institution’s Owner and (if different from the Owner) proposed Accreditation Liaison at a NACCAS Accreditation Workshop prior to submission of the Application for Candidate Status does not satisfy this requirement. If the institution has not submitted an Application for Initial Accreditation as of the 12-month anniversary of its having been granted candidate status, the institution’s Owner and (if different from the Owner) proposed Accreditation Liaison must attend a second-post application NACCAS Accreditation Workshop not later than the 24-month anniversary of its grant of candidate status. Following attendance at the Workshop, the institution must conduct and develop a preliminary institutional self-study. Once the preliminary institutional self-study is ready, the candidate may request an on-site candidate consultation. The request shall: NACCAS shall schedule an on-site candidate consultation by one or more NACCAS staff members or evaluators (the candidate consultant(s). The following obligations apply to institutions in candidate status that wish to become accredited: The institution may obtain additional technical assistance while implementing its compliance plan, at no additional charge, from the candidate consultant(s) and through: The NACCAS staff person assigned to work with the candidate, together with the liaison, shall determine when the institution is ready to apply for initial accreditation and jointly shall make this recommendation to the Executive Director of NACCAS, but with reference to Section 1.2 (see NACCAS Workshop Requirements) of these Rules. A school in candidate status shall be required to submit the minimum sustaining fee in accordance with to these Rules. (1) Twenty-four (24) months from the date of the notice from NACCAS that candidate status has been granted to the institution, if the institution has not applied for initial accreditation; (2) The school fails to fulfill its obligations under the Rules of Practice and Procedure and Policies of the Commission, including payment of required fees. Determination of such failure shall be made by the Executive Director of NACCAS in accordance with the same rules and procedures that apply to applicants for accreditation and accredited institutions; or (3) The school receives its grant of initial accreditation. (3) Within 45 calendar days following the candidate consultation visit, the school shall submit to NACCAS its fully developed plan for achieving compliance with NACCAS’ accreditation requirements together with the implementation calendar. (1) Submit the minimum sustaining fee in accordance with these Rules; (2) Submit change applications, as applicable, in accordance with Section 4.16 of these Rules; (3) Respond to Commission directives, orders, and decisions within required time lines; (4) Progress steadily through candidacy by: Section 2.4 Duration of Candidate Status and Obligation of Candidate Institutions Candidate status shall expire upon the occurrence of the earlier of any of the following events: (1) Attendance at additional NACCAS Accreditation Workshops (upon payment of required fees); Additional on-site assistance by a NACCAS staff person, or other NACCAS evaluator (upon payment of required fees); and/or (2) One-on-one, pre-arranged, consultation with Commission staff at the NACCAS headquarters. (3) Give the name of the Owner and (if different from the Owner) proposed Accreditation Liaison. Sub-Part B - Application for Accreditation Status Section 2.6 Application for Renewal of Accreditation Within nine (9) to twelve (12) months before its anniversary date, an institution must submit to NACCAS an application for renewal of accreditation and an institutional self- study. This time frame may be varied in cases when a school is called up for early renewal of accreditation. The completed application must be sent to the Executive Director of NACCAS by the due date. It must include: 8 The application and institutional self-study must be complete and the school ready for the on-site evaluation visit within one (1) year or the process must be initiated anew (including payment of fees). The school will be required to have available the most recent annual report data during its first on-site evaluation for verification by the evaluation team. Section 2.5 Application for Initial Accreditation The application form for initial accreditation, Application Form #2. Submit the application form to NACCAS headquarters. In order to be complete and ready for processing, the application must include: (1) Application form, completely filled out; (2) All required exhibits; (3) Application fee; (4) Deposit toward the on-site evaluation fee submitted by certified check;8 and (5) Sustaining fee. The balance shall be billed monthly until the fee is paid in full or paid thirty calendar days from the date of the confirmation of the on-site evaluation, but not later than the day of the visit in any case. Non- receipt of funds may, after notice, result in cancellation of the on-site visit. (i) Sending representatives to the Workshop; (ii) Drafting the institutional self-study and submitting it to the NACCAS consultant(s) prior to the consultation visit; (iii) Receiving the NACCAS consultant(s); (iv) Completing revisions to procedures, policies, and documents, set out in the Consultancy Report and implementation plan; and (v) Applying for initial accreditation before candidate status expires. (1) The application form completely filled out; (2) All required exhibits; (3) The institutional self-study; (4) Application fee; and (5) Deposit toward the on-site evaluation fee.8 (1) Applicant for addition or change of a program: program self-study. Other processes require a variation on the institutional self-study: Section 2.7 Nature of the Institutional Self-Study The institutional self-study is a qualitative analysis of the strengths and weaknesses of the school. The completion of the ISS by the applicant school is a critical step in the application process. The ISS must be in a form approved by NACCAS and must result from the participation of the entire staff and faculty of the school, students, graduates, employers, and other appropriate persons. Instructions for completing the ISS are given at the NACCAS Accreditation Workshops and are available on NACCAS’ website. On an initial application, an on-site evaluation visit will not be scheduled until a completed ISS and the required exhibits are received by NACCAS. The applicant may request written or oral consultation from NACCAS with respect to completion of the ISS. If on-site consultation is requested, any expenses for such on- site assistance must be paid by the applicant. Schedule of Fees NACCAS Workshop Requirements Procedures Governing Measurement of Academic Programs Institutional Self-Study: Candidate Status Institutional Self-Study: Requirements for Completing the Institutional Self-Study (ISS): Accredited Status Institutional Self-Study Format Application Form #1 - Application for Candidate Status Application Form #2 - Application for Initial Accreditation (after completing Candidate Status) Application Form #4 - Application for Renewal of Accreditation Sub-Part C - Institutional Self-Study Section 2.8 Processes that Include a Self-Study Requirement Schools in the following application processes must submit an institutional self- study to NACCAS: Related Documents The following documents may be helpful to you in understanding the requirements of this part of the NACCAS Rules. They are available on the NACCAS website. (1) Candidate for accreditation; (2) Applicant for initial accreditation; (3) Applicant for renewal of accreditation; (4) Applicant for Additional Location accreditation; (5) Applicant for Branch Campus accreditation; (6) Institution called up for early renewal of accreditation; (7) Category 3 Change of Control. Part 3 – On-Site Evaluation of Applicants and Accredited Schools These visits may be announced or unannounced, carried out by full or partial evaluation teams, and the cost will be paid by the school unless the Commission determines otherwise. Consultation Visits: Eligible schools in candidate status will receive a consultation visit by one or two NACCAS staff members and/or evaluators. Any school may request a representative of the Commission to consult with school representatives. The Commission may order a consultation visit. Section 3.2 Function of On-Site Evaluators The on-site evaluation provides an opportunity for discussion among the evaluators and school officials, faculty, staff, students, and other relevant individuals. The evaluators shall not recommend the action the Commission should take on any institution nor make any specific recommendations to the institution on how to comply with NACCAS Standards and Criteria. These functions are reserved to the Commission. In the case of a regular visit the function of the evaluators shall be to verify and to ascertain the accuracy of the information submitted by the school in its application and the institutional self-study and to independently evaluate the institution’s compliance with accreditation requirements. (1) Relocation (new and/or old location); (2) Annual Report; (3) Complaint; (4) Show Cause; (5) Any action taken pursuant to Part 8 of these Rules; (6) Information from the U.S. Department of Education or other government entities; (7) Unresolved stipulations, reason for deferral, or reporting requirement; or (8) Commission directive. Section 3.0 Purpose of On-Site Evaluations The Commission shall conduct on-site evaluations of applicant and accredited schools as necessary to assist in its determination of compliance with NACCAS' Accreditation Requirements. Section 3.1 Categories of On-Site Evaluation The categories of visits are: Regular Evaluation Visits: Regular Evaluation Visits include visits to evaluate applicants for initial accreditation, renewal of accreditation, accreditation for an Additional Location, accreditation for a Branch Campus, and Change of Control visits. Special monitoring or investigative on-site evaluations: The Commission shall conduct additional on-site evaluations of applicant and accredited schools as necessary to assist in its determination of compliance with NACCAS Accreditation Requirements. The Commission may also order an on-site evaluation in conjunction with any other process, including but not limited to: (i) Evidence of four (4) hours of continuing education within the preceding year; and (ii) Three (3) years of academic experience in the preceding five (5) years. (i) A bachelors (or higher level) degree in education and background in educational concepts (Evaluators reviewing General Education courses in an Associate Degree program must meet this qualification); or (ii) A minimum of four years of experience in teaching in secondary and/or in post- secondary education in an accredited institution (Evaluators reviewing General Education courses in an Associate Degree program must meet the qualification set forth in 3.3(a)(1) above); and (1) A minimum of two (2) years of experience in an administrative position in a NACCAS accredited school and be currently active in the day-to-day school operations of a NACCAS accredited school; or (2) Three (3) years of experience, in the preceding five (5) years, in an administrative position in the day-to-day operations of an accredited school and demonstrate relevant industry involvement by: Active membership in professional organization(s) in the field, or (i) Active membership in professional organization(s) in the field, or (ii) Evidence of continuing education in the field. In the case of a special monitoring or investigative visit, the function of the evaluators shall be in accordance with the Commission’s directives in each case. In the case of consultation visits, the function of the evaluators shall be to provide technical assistance to help the personnel at the institution understand accreditation requirements. Section 3.3 On-Site Evaluators NACCAS shall compile and maintain a list of qualified on-site evaluators and, to the extent practicable, shall match their qualifications with the school they evaluate. Evaluators shall be added to the list and selected to participate in the on-site evaluation without discrimination on the basis of sex, race, religion, age, color, or ethnic origin. Except as set forth in Section 3.3(k) below, each team conducting a regular or special evaluation shall consist of (i) at least one evaluator in the academic field and one administrator and (ii) an evaluator knowledgeable in each field or specialty in which programs, meeting requirements of Section 1.3 are offered at the institution. One evaluator may represent more than one field or specialty. If neither the academic nor administrator evaluator meets this requirement, a practitioner will be added to the team. The school shall bear the expense of any additional team members required. Evaluator in the Academic Field: In order to qualify as an evaluator in the Academic Field, an evaluator must have, and must at all times maintain, the following qualifications: (3) As used in Sections (1) and (2) above, “experience” must include experience in the following: Evaluator in the Field of Administration: In order to qualify as an evaluator in the Field of Administration within NACCAS’ scope, an evaluator must have, and must at all times maintain, the following qualifications: (2) Have current knowledge and experience in pedagogy as demonstrated by: (1) Have: The Executive Director shall have the authority to waive the requirements of this Section 3.3(b) in exceptional circumstances. Evaluator in the Field of Professional Services: In order to qualify as an evaluator in the Field of Professional Services within NACCAS’ scope, an evaluator must have, and must at all times maintain, the following qualifications: (i) Admissions (ii) Institutional Refunds (iii) Satisfactory Academic Progress The requirements under Section 3.3(a)-(c) may be waived by the NACCAS Executive Director (subject to final approval by the Executive Committee) upon review of the applicant’s resume. On-site evaluators in the academic and practitioner categories may also serve as program evaluators. NACCAS evaluators are subject to the NACCAS Workshop Requirements. NACCAS’ on-site evaluators are subject to the NACCAS Evaluator Code of Ethics and Evaluator Conflicts provisions of the NACCAS Independent Contractor Agreement, including the requirement that Consultants are not eligible to serve as NACCAS onsite evaluators). On-site evaluators shall be informed that all information associated with the accreditation process is highly confidential and that misuse or unauthorized disclosure of such information is a breach of such confidence. To safeguard the privilege of serving on NACCAS’ on-site evaluation teams, the Commission reserves the right to delete an evaluator from the list for failure to comply with the NACCAS Evaluator Code of Ethics (found within the Independent Contractor Agreement), performance effectiveness and other requirements or conduct as stated in the Guidelines for On-Site Evaluation Teams in accordance with procedures set out in Part 6, Sub-Part B. (1) A current practitioner license (or nationally recognized certification, if the state in which the evaluator practices does not offer a license in the field in which the evaluator practices); and (2) At least three (3) years of experience, in the preceding five (5) years, as a practitioner on a day-to-day basis in a licensed establishment that provides services in the field of programs within NACCAS’ scope; and (3) Must demonstrate evidence of four (4) hours of continuing education in the field within the preceding year. (4) The Evaluator in the Field of Professional Services may have a direct or indirect interest in a school offering programs within NACCAS’ scope so long as the primary focus of their professional activity is to provide services to the public. (5) In order to be assigned to any specific school evaluation, an Evaluator in the Field of Professional Services must have at least three (3) years of experience, in the preceding five (5) years, as a practitioner providing the services in which students are being trained in the specific programs which the evaluator will be assigned to evaluate. If at any time any NACCAS-accredited institution with which an evaluator is affiliated is on Probation or (2) subject to a monitoring process or open show cause order, the evaluator shall not be assigned to any on-site evaluation process (nor assigned to any program review process) until the applicable institution has been fully restored to good standing with NACCAS. Evaluators, Commissioners, or NACCAS staff members may be assigned to conduct consultation visits. Evaluators, Commissioners, or NACCAS staff members may be assigned to conduct consultation visits. General Eligibility Compliance Visits. Where the sole purpose of an on-site evaluation visit is to assess the institution’s compliance with the Institutional General Eligibility Requirements set out in Section 1.2(c) of these Rules, the Commission may direct that the visit be conducted by a NACCAS representative qualified, by virtue of their position, training and experience, to conduct such an assessment and provide a report to the Commission. Section 3.4 Announced Visits: Notice of Team Members to School Upon appointment of the on-site evaluation team, the school shall be promptly notified of the names of the prospective team members. A school may not request that a specific individual serve as a member of the team. If any conflicts of the types prohibited by the Evaluator Code of Ethics (found within the Independent Contractor Agreement) exist, the applicant’s representative and/or the evaluator must make this known to NACCAS. If the institution has other good grounds to believe that a member of the team does not meet the qualifications for an on-site evaluator or suffers from a conflict of interest, or for other good cause, it may request NACCAS to replace that team member. If the Executive Director of NACCAS determines that good cause exists for replacing the team member, he or she shall be replaced. Written confirmation will be sent to the school once the team members have been approved. Section 3.5 Observers Persons with a direct interest in licensure or accreditation of schools of career arts and sciences, and NACCAS Commissioners shall be permitted to accompany the on-site evaluation team for scheduled visits as observers. Permission to observe an evaluation team must be secured in writing from the Executive Director of NACCAS prior to the onsite evaluation. Such observers shall have no role in the on-site evaluation process. A school may request that observers not be permitted to attend the on-site evaluation. NACCAS shall honor any such request where the school shows that there is good cause to bar observers from the evaluation. Observers shall be reminded in writing by NACCAS that all information associated with the accreditation of an institution is highly confidential and that misuse or unauthorized disclosure of such information is a breach of that confidence. Section 3.6 Announced Visits: Date and Postponements The visit shall last one or two days, in accordance with Appendix Form #12, “Determining Visit Length,”. A longer visit may be required if the institution fails to cooperate with the visiting team, all additional expenses paid by the institution. (1) Be made in writing to the Executive Director of NACCAS no less than three months prior to the scheduled on-site visit; and (2) Describe in detail the facts and circumstances that necessitate the postponement. A school that meets any one of the following criteria which is subject to an on-site evaluation will receive a two-day visit from NACCAS’ Evaluation Team: (1) A school enrolls more than 200 students per year; or has a current enrollment of 125 students; (2) A school whose last Application for Renewal of Accreditation was denied and who prevailed on appeal; (3) A school whose Application for Initial Accreditation was denied and later reapplied; or (4) A school that has had serious complaint allegations raised against it which would warrant a special investigation. The determination of a two-day visit in this situation would be made by the Commission. Regular On-Site Evaluations: Requests for postponement of an approved visit date must: A Change of Ownership Category 2 school that is subject to an on-site evaluation and meets Criterion 1 above will receive a one-day visit from NACCAS’ evaluation team with one additional School Owner/Administrator Evaluator. For the cost of a two-day on-site evaluation refer to Schedule of Fees. Renewal Visits: Renewal Visits shall be scheduled to take place between two and six months prior to an institution’s anniversary date for renewal of accreditation. Requests will be granted only in extraordinary circumstances and for good cause shown and no more than once per visit. Expenses to the Commission as a result of postponements or cancellations will be billed to the institution. Special Monitoring or Investigative Visits: No postponement shall be allowed for special or investigative visits. In the highly unusual circumstance that a member of the on-site evaluation team is unable to join the team or needs to leave early (e.g., due to illness or death in the family), NACCAS has the option of postponing the visit, using a substitute evaluator without prior notice to the school, or of having the partial team conduct its portion of the evaluation. In this latter case, the remaining portion of the evaluation will be conducted by the absent team member at some future time, and the school shall accept the findings of the partial team as if a full team had been present. The Commission shall schedule a visit by the absent team member, or, in the case of postponement, of the full team, at the earliest possible date. The accreditation status of the school does not change pending rescheduling of all or part of the on-site evaluation. Any additional costs due to use of a substitute or postponement of all or part of the visit shall be paid by the Commission. Section 3.7 School Representative During Visit The Owner of the school, or the full-time employee of the school designated by the Owner as responsible for the school’s accreditation, who has attended the NACCAS Accreditation Workshop, shall be present at the school throughout the candidacy consultation visit and the Section 3.10 Response to Visit Report - Opportunity to Comment and Supplement (a) At the conclusion of a scheduled visit, the team shall hold an exit interview with the school’s chief executive officer, manager, and/or any other staff the school’s chief executive officer wishes to have present. During this interview, the team shall present the strengths and limitations of the school in relation to each of the NACCAS Standards as described in the Visit Report. (b) At the conclusion of any on-site evaluation, the school’s chief executive officer or school designated official must acknowledge that the exit interview took place, or that the exit interview was waived, as well as the time and duration of the interview. Additionally, the school’s chief executive officer or school-designated individual must acknowledge the programs reviewed during the on-site evaluation and their corresponding hours, credits or competencies, as the case may be. (a) In all cases, the Visit Report shall specify the date, location of the school, courses offered, and the number of clock hours, credits or competencies, as the case may be, in each program, as well as the duration of the visit. (b) The Visit Report shall specifically, and in detail, set forth areas where the applicant is not in compliance with NACCAS’ Standards and Criteria or other NACCAS accreditation requirements. Any findings shall be reported with specific reference to the applicable Standards and Criteria. The report shall also recite any and all evidence that supports the conclusion that a school is not in compliance with the Standards and Criteria or other accreditation requirement. Section 3.9 Exit Interview (a) Formal Visit Report Sent to Institution - 21 Days: Within twenty-one (21) business days of the office’s receipt of the report prepared during a visit, NACCAS shall forward a copy of the Visit Report to the school. initial accreditation visit and shall be available or present for all other on-site evaluation visits, including the exit interview, unless the school has contacted NACCAS in advance and demonstrated good cause as to why this requirement should be waived. If the person responsible for the school’s accreditation is not at the school on the day of an interim visit, the evaluator will request that an attempt be made to notify that individual to be available during the visit. Section 3.8 The Visit Report At such time as all accreditation requirements, Standards and respective Criteria have been covered by the team, the team and NACCAS staff representative shall meet to write the findings of the team in the Visit Report. Although each member is responsible for criteria that fall under his or her own area of expertise, the findings in a Visit Report represent a consensus of the team. The NACCAS staff person shall edit the team’s draft report and prepare the formal Visit Report upon returning to NACCAS headquarters, within twenty-one (21) business days following the visit. Related Documents The following documents may be helpful to you in understanding the requirements of this part of the NACCAS Rules. They are available on the NACCAS website. Schedule of Fees Section 3.6 (a) - Determining Visit Length Independent Contractor Agreement (b) Institution may respond to the Visit Report - 45 days: The school shall have the opportunity to file a response to the report of any visit before that report is forwarded to the full Commission. The school shall send its response to the Executive Director of NACCAS, and the response shall be postmarked no later than forty-five (45) days from the date of receipt of the report. The school’s response to any Visit Report must include an explanation of how the institution has corrected the specific limitations and any documentation necessary to support the response. (c) If no response to the visit report is received by NACCAS, the report shall be forwarded without response to the full Commission. (d) The Commission may designate a committee to receive the school file and make recommendations to the full Commission. Part 4A – Changes Requiring Approval Before Being Included in The Aegis of Institutional Accreditation Part 4 – Substantive Changes and Notifications Requirements (1) Change of mission, degree or credential granted; (2) Relocation described in Part 4A - Sub-Part 4A.1; (3) Change of Control described in Part 4A - Sub-Part 4A.2; (4) Establishment or Closure of a Secondary Facility described in Part 4A - Sub-Part 4A.3; (5) Re-Designations of a Primary Facility as a Secondary Facility described in Part 4A - Sub-Part 4A.3; (6) Establishment of an Additional Location described in Part 4A - Sub-Part 4A.3; (7) Establishment of a Branch Campus described in Part 4A - Sub-Part 4A.3; (8) Substantive Additions or Changes to Program offerings described in Part 4A - Sub-Part 4A.4; (9) Change in the way academic programs are measured described in Part 4A - Sub-Part 4A.4; (10) Change in participation in federal student assistance programs described in Part 4A - Sub-Part 4A.5; and (11) Teach-Out or school-closure agreements described in Part 4A - Sub-Part 4A.5. Section 4.1 Change of Mission, Degree or Credential – 90 Calendar Days Before Change A school must notify the Commission in writing, at least ninety (90) calendar days in advance, of its intent to change the established mission or objectives of the institution or to offer any degree or credential at a level above that in the institution’s current grant of accreditation. The school shall be required to undergo early renewal of accreditation. Section 4.0 Substantive Changes The following changes require approval from NACCAS before they will be included under the aegis of Institutional Accreditation already granted by NACCAS. (1) Change of mission, degree or credential granted; (2) Category 3 Change of Control, as described in Part 4A - Sub-Part 4A.2; (3) Establishment of an Additional Location, as described in Part 4A - Sub-Part 4A.3; and (4) Establishment of a Branch Campus, as described in Part 4A - Sub-Part 4A.3. Approval of the following substantive changes shall require a full team (comprehensive evaluation) visit, in addition to such other conditions as may be determined by the Commission: Section 4.4 Additional Requirements for Change of Location Notice to Students: Adequate notice of the Change of Location must be afforded students, and the institution shall make a good faith effort to provide for the education of students who are unable to transfer. The institution must give a prorated refund to any student who neither transfers to the new location nor accepts alternate educational options. Evaluation Visit: The Commission and its committee shall have the right to order a visit to the school’s former location, especially if the school proposes to continue the education of currently enrolled students at the former location. Such on-site evaluations shall be conducted in accordance with Part 3 of these Rules, and any such visit shall be conducted at the school’s expense. Relocation Across State Lines: Institutions relocating across state lines must meet the requirements of the state to which the school is relocating, must remain in continuous operation, and must re-contract students at no additional expense to the student. For students who transfer, if the new state requires more hours of training for the program or course, the institution may not charge more. If the new state requires fewer hours, the institution shall apply a pro rata refund. (1) Subject to Section 4.3(b)(2) below, the institution shall undergo an on-site evaluation, in accordance with Part 3 of these Rules, within six (6) months of the Relocation Date (the “Change of Location Visit”). The purpose of the visit shall be to review the institution’s compliance with all NACCAS Standards, in accordance with the Change of Location Visit Check List. The visit shall be conducted by a NACCAS staff person and a Practitioner Evaluator. The institution must have available to the evaluation team all of the documents and information listed in the “Required On-Site Documents”. The visit shall be conducted at the school’s expense. (2) In the event that the institution fails to timely notify NACCAS of its Change of Location (as required by Section 4.3(a), the Change of Location Visit shall occur not later than the later of (i) six (6) months from the Relocation Date and (ii) four (4) months from the date the institution notified NACCAS of the Change of Location. Sub-Part 4A.1 – Changes of Location Section 4.2 Change of Location A Change of Location takes place when an institution physically moves its operations from one location to another, where the new location is no more than 75 miles from the former location, and no further instruction is conducted at the former location. In addition to a physical move, there should be appropriate licensing and transfer of students, curriculum, administrative staff, teaching staff, equipment, supplies and records. The new facility should accommodate the students transferring locations. The Commission considers a relocation of operations to a site more than 75 miles from the institution’s current location to be a closure of the existing institution and the establishment of a new institution. Section 4.3 Notice and Visit Requirements for a Change of Location 30 Calendar Days: An Application for Change of Location (Application Form #11) must be completed and returned to the Executive Director of NACCAS thirty (30) calendar days prior to the date the institution plans to cease instruction at its current location (the “Relocation Date”). Change of Location Visit: When a Change of Control takes place, if the application for a Change of Control is not received, the accreditation of the institution shall have been relinquished (1) in accordance with Section 8.13(c)(2) of these Rules or (2) the date the New Controlling Owner states, in writing, the intention of not continuing as an accredited institution, whichever comes first. An accredited institution that is undergoing a Change of Control and that submits the required application when due shall remain in accredited status until such time as NACCAS denies the application and the institution subsequently fails to appeal or has exhausted its appeal rights. If the Commission approves a Category 3 Change of Control then, upon such approval, the institution shall be called up for early renewal of accreditation, with a maximum renewal term not to exceed three (3) years. In addition, unless exempted by virtue of ownership of another NACCAS-accredited school, the New Owner must attend a NACCAS workshop each year for the first three years following the Change of Control. (1) In the case of a Category 2 Change of Control, the institution shall undergo a partial team on-site evaluation, at the institution’s expense, within six months after the effective date of the Change of Control. (2) In the case of a Category 3 Change of Control, the institution shall: Sub-Part 4A.2 – Changes of Control Section 4.5 Change of Control The Commission must know, at all times, who is in Control of an accredited institution. The Commission must be notified of any change in the direct or indirect ownership of an institution (whether by transfer of Voting Interests or otherwise) and must approve any Change of Control (including any change in ownership that results in a Change of Control). The accreditation process that will follow a Change of Control will depend on the category into which the Change of Control falls. (Refer to the definition of Change of Control and the various categories.) Any person or entity that proposes to acquire an ownership interest in an accredited institution is urged to contact the Commission before the proposed acquisition becomes effective, in order to verify the category that fits a contemplated Change of Control. 30 Calendar Days: The New Controlling Owner must complete and return the appropriate Change of Control application and send it to the Executive Director of NACCAS at least thirty (30) calendar days prior to the effective date of the change of control, together with the applicable fee. The NACCAS Board of Commissioners, a delegated Committee, or staff may request other pertinent information. This should be submitted within 15 calendar days of receipt of the request. Within 6 Months: The Commission shall carry out a visit (announced or unannounced) at the institution within 6 months after the effective date of the Change of Control. The institution can request an early renewal of accreditation to combine the Change of Control evaluation with an up- coming renewal process. (i) Submit an Institutional Self-Study within 30 calendar days after the Commission’s approval of the Change of Control (ii) Undergo a full-team on-site evaluation, at the institution’s expense, within six months after the date of the Commission’s approval of the Change of Control. It is of the utmost importance that a high level of quality control be maintained by the Institution over Additional Classroom Space, Secondary Facilities, Additional Locations, and/or Branch Campuses to ensure the quality of education provided at each training site. Additional Classroom Space Secondary Facilities (1) A request to approve Additional Classroom Space for use by the Institution; (2) A request to include a Secondary Facility within the Institution; and/or (3) In the case of an accredited Main Campus, the addition of an Additional Location and/or Branch Campus within the accredited status of the Main Campus. (i) Is located within two (2) miles of the Institution’s Primary Facility; and (ii) Does not teach fifty percent (50%) or more of any program. Its purpose is to allow the Institution to provide adequate space to train students. (i) The Secondary Facility must be under common ownership with the Institution’s Primary Facility; (ii) The Secondary Facility must (i) be a component of the same physical structure (e.g., an enclosed mall or strip mall) as the Institution’s Primary Facility or (ii) be located not more than 0.25 miles from the Institution’s Primary Facility; (iii) The Secondary Facility must be authorized to operate as an educational institution under the same license(s) as the Institution’s Primary Facility (i.e., the two facilities are treated by applicable regulatory entities as components of the same educational institution); and (iv) All students enrolled at the Institution, including students enrolled in programs taught (in whole or in part) at the Secondary Facility, must have comparable access to the Institution’s administrative services. (2) The Additional Classroom Space must bear the same name as the original institution and its advertising sign must indicate its status as Additional Classroom Space for the Institution. (3) If the ownership or address of the Institution’s Primary Facility changes from that of the Additional Classroom Space, accreditation does not automatically continue for the Additional Classroom Space. The Institution’s owners must verify that the Additional Classroom Space will continue in operation, will continue to meet the eligibility requirements of Additional Classroom Space and will continue to comply with all accreditation requirements. Recognizing the need for some flexibility in adding campus facilities that are bonafide extensions of an accredited Institution, the Commission will consider: (2) Approval. An Institution seeking to have a Secondary Facility approved within the accredited status of an accredited Institution must formally request such approval from the Commission by filing an Application for Secondary Facility. (1) Additional Classroom Space is a supplemental training space utilized by an accredited Institution that: (1) Eligibility. To be approved as a Secondary Facility of an accredited Institution, the following conditions must be met: Sub-Part 4A.3 – Addition of Separate Facilities and Campuses Section 4.6 Addition of Separate Facilities and Campuses Introduction (i) Be licensed, open and operating prior to submitting an application for provisional Additional Location or Branch Campus accreditation; and (ii) Must offer only complete program(s) that meet state requirements. During the period following establishment of an Additional Location or Branch Campus, and until provisional Additional Location or Branch Campus accreditation is granted, the institution must notify its students that the Additional Location or Branch Campus is not accredited. If the Main Campus is certified to participate in federal student financial assistance programs, that certification does not extend to any Additional Location; the Additional Location must be accredited and be certified separately by the U.S. Department of Education before any federal student financial assistance may be disbursed to students at the Additional Location. Additional Locations and Branch Campuses9 (1) Approval. An accredited Main Campus seeking to have an Additional Location or Branch Campus approved within the accredited status of the Main Campus must formally request such approval from the Commission by filing either an Application for Initial Additional Location (Application #3A) or an Application for Initial Branch Campus (Application #3B) and undergoing a two-tiered review process. Institutions seeking such approval must do the following: (i) If the newly-acquired Additional Location or Branch Campus was accredited by NACCAS at the time of its acquisition (i.e., under its former ownership) and offers at least one complete program related to the programs offered at the (new) Main Campus, the Additional Location or Branch Campus may continue to offer the “legacy” program as a NACCAS-approved program. 9 (3) Visit. Within six (6) months after Secondary Facility status is granted the Secondary Facility shall undergo an on-site evaluation. (4) Programs. Any Facility that is considered part of an accredited Institution may teach up to 100% of any program approved to be taught at the Institution, as the Facilities comprising the Institution will be considered by NACCAS as, collectively, a single Institution. (5) Shifting the Designation of a Primary Facility and its Secondary Facility. An Institution seeking to have its Primary Facility re-designated as a Secondary Facility and a Secondary Facility as its Primary Facility must formally request such approval from the Commission by filing an Application for Re-Designation of Primary Facility. If such re-designation is approved, then if, as a result of the re-designation, any of the Institution’s Secondary Facilities ceases to meet the requirements of Section 4.6(c)(1), the approval of such Secondary Facilities as components of the Institution shall be terminated as of the date of re-designation. (6) Change of Control of a Secondary Facility. In the event that a Secondary Facility is sold and/or transferred independently of its affiliated Institution, the approval of such Secondary Facility as a component of the Institution shall be terminated as of the date of such sale or transfer. (7) Other Affiliated Facilities. Any facility under common ownership with an Institution’s Primary Facility that does not satisfy all of the requirements of Section 4.6(c)(1) may be (i) approved as Additional Classroom Space of the Institution or (ii) accredited as either an Additional Location or Branch Campus of the Main Campus, provided that it satisfies the applicable accreditation requirements for such status. (2) Acquisition of Existing Institution Teaching Programs Unrelated to Programs Offered at the Main Campus. If an accredited Main Campus acquires an existing school for which it wishes to seek provisional Additional Location or Branch Campus accreditation, and the acquired school offers one or more programs not related to any approved program at the (prospective) Main Campus (a “legacy” program), the following applies: (3) Visits to Additional Locations or Branch Campuses and the associated Institutional Self-Study. Except as provided in Section 4.6(d)(1): (ii) If the newly-acquired Additional Location or Branch Campus was not accredited by NACCAS at the time of its acquisition and/or has no program related to the programs taught at its (new) Main Campus, the Additional Location or Branch Campus must either: (i) Institutional Self-Study: An institutional self-study for an institution seeking provisional Additional Location or Branch Campus accreditation shall be submitted simultaneously with (and shall be a required exhibit to) the institution’s Application for Initial Additional Location or Initial Branch Campus. (ii) Visit within 6 months: Within six (6) months after provisional Additional Location or Branch Campus accreditation status is granted the institution shall undergo a regular on-site evaluation. (4) Establishment of an Additional Location or Branch Campus by a New Owner. In the event of a Change of Control of a Main Campus, a new Additional Location or Branch Campus may not be established off the main unless the New Controlling Owners have completed the Change of Control process including an on-site evaluation, review and approval by the Commission. (5) Change of Control of an Additional Location or Branch Campus. In the event that an Additional Location or Branch Campus is sold and/or transferred independently of the Main Campus, the accreditation of such Additional Location or Branch Campus is terminated as of the date of such sale or transfer. An application for accreditation may be submitted to the Commission should accreditation be terminated under such circumstances. The application must be consistent with requirements for an initial applicant or as an Additional Location or Branch Campus of another facility. (6) Change from Additional Location to Branch Campus. In order for an Additional Location to become an accredited Branch Campus, such Additional Location must have (i) achieved full Additional Location accreditation status, (ii) been accredited by NACCAS for at least two (2) years and (iii) otherwise meet the definition of a “Branch Campus.” (7) Change from Branch Campus to Additional Location. In order for a Branch Campus to become an accredited Additional Location, such Branch Campus must meet the definition of a “Additional Location.” (8) Change from Additional Location or Branch Campus to Freestanding Institution. In order for an Additional Location or Branch Campus to become an accredited freestanding institution, such Additional Location must have achieved full Additional Location or Branch Campus accreditation status and must otherwise meet the definition of a “Main Campus.” (a) Cease to teach the “legacy” program immediately, and make appropriate provision for teach-out of the affected students; or (b) Petition the Commission for approval to continue to teach the “legacy” program solely for the purpose of teaching out the students already enrolled in the program at the time it received provisional accreditation and, if the institution wishes to continue to offer the “legacy” program to new students, submit an application for addition of new program (see Section 4.9) with its application for initial Additional Location or Branch Campus accreditation and undergo its evaluation visit before it is granted accreditation, so that both applications may be considered by the Commission at the same time. If an Additional Location, Branch Campus or a Main Campus is granted a shorter period of accreditation, the main and all associated Additional Locations and/or Branch Campuses will have the same shortened period of accreditation. (14) Loss of Main Campus Accreditation. Additional Locations and Branch Campuses are accredited solely within the accredited status of their Main Campus, not as freestanding institutions. If a Main Campus ceases to be accredited for any reason, the accreditation of its Additional Location or Branch Campus is lost, without the requirement of any action by the Commission, on the effective date of the Main Campus’ loss of accreditation. This is not an appealable action of the Commission. The Additional Location or Branch Campus may apply for accreditation as a free- standing institution at any time it meets the general eligibility requirements for such accreditation. (15) Title IV Eligibility. An accredited institution shall not establish or maintain any additional training location that (i) meets the definition of an “additional location” or "branch campus" established by the U.S. Department of Education under 34 CFR 600 and (ii) is certified for Title IV participation unless the institution has applied for and received Additional Location or Branch Campus accreditation status for that location from NACCAS. 10 (9) Re-designation of Main Campuses as Additional Locations or Branch Campuses. In order for a Main Campus (or Main Campuses) to be re-designated as Additional Locations or Branch Campuses of another Main Campus, the campuses must comply with the requirements for an Additional Location or Branch Campuses set out in Section 4.6(d)(1) of these Rules. (10) Shifting the Designation of a Main Campus and its Additional Location or Branch Campus. An institution may request a re-designation of a Main Campus as an Additional Location and its Additional Location or Branch Campus as a Main Campus if the Additional Location or Branch Campus has achieved full Additional Location or Branch Campus accreditation status and otherwise meets the definition of a “Main Campus.” (11) Re-designation of Additional Location or Branch Campus to Another Main Campus. An institution may request that an Additional Location or Branch Campus of a Main Campus be re-designated as an Additional Location or Branch Campus of a different Main Campus under the same Ownership. (12) Renewal of Accreditation. The anniversary date of an Additional Location or Branch Campus and its Main Campus shall coincide.10 (13) Accreditation of Main Campus and Additional Locations and/or Branch Campuses Currently Accredited by Another Accrediting Agency. (i) If an institution in good standing with another accrediting agency is granted initial accreditation by NACCAS, the institution may immediately seek provisional accreditation as an Additional Location or Branch Campus for any of its then existing Additional Locations and/or Branch Campuses that are also in good standing with the other accrediting agency. (ii) The existing Additional Locations and/or Branch Campuses shall (i) submit an institutional self-study at the same time as the Main Campus submits its Application for Initial Additional Location or Application for Initial Branch Campus, (ii) undergo an on-site evaluation at the same time as the initial accreditation visit for the Main Campus (i.e., prior to the grant of provisional Additional Location or provisional Branch Campus accreditation) and (iii) undergo a regular onsite evaluation within 6 months of receiving provisional accreditation. Sub-Part 4A.4 – Substantive Additions and Changes to Program Offerings Section 4.7 Definitions The following additions or changes to program offerings are substantive: (1) A program is added in a subject matter area not already covered by a NACCAS-approved program at the institution. Example: The school adds an instructor training program; (2) A program is added that requires a separate state license. Example: All approved programs are licensed by a State Board of Barbering and Cosmetology when the school adds a massage program licensed by the State Board of Health. (3) The length of a program already approved by NACCAS is increased or decreased more than 25%, including all additional requests for increases or decreases less than 25%. (4) The school combines into one program those complete programs previously approved by the Commission; provided that the combination of a crossover program and the program which it supplements (as described in Section 4.14(c)(5)) shall be considered a non-substantive change. (5) A change in the way the length of a program is measured, such as a change from clock hours to either credit hours or competency-based academic measurement. (6) The addition of a new method of delivery not previously utilized by the institution. (Examples: School-based program converts to online modality; approved program is offered in a new language). (1) A program measured in credit hours must satisfy at a minimum, the following requirements: Validity of Academic Measurement A school must decide which of its academic programs will be offered on a clock hour basis, competency basis, non-standard term basis, semester basis or quarter basis. No matter which academic measurement a school uses, it must establish the educational validity of the program. In establishing the appropriate conversion, a school must decide whether to organize its academic programs and the courses offered at the school in competencies, non-standard terms, semesters or quarters and how many weeks there will be in each semester or quarter. It must then divide the clock hours of the program by 30 (non-standard term semester) or 20 (non-standard term quarter) to determine the number of credit hours. Credits must be expressed in whole numbers and rounded down, as needed. A school must then develop curricula, lesson plans, and course schedules in conformance with the new measure of academic programs and NACCAS Standards and Criteria. Section 4.8 Measurement of Academic Programs and Conversions A school may measure academically in terms of clock hours, credit hours or competencies. The burden of establishing the educational validity of any measurement values assigned rests with the institution. Those institutions that desire to initially measure in terms of credit hours, or desiring to convert from clock hours to credit hours, or the reverse, must secure approval from the Commission (see Section 4.9). (1) Test Market Exception: An institution may advertise a maximum of one new program a year before it receives approval from NACCAS. However, the program must comply with the following: (i) Academic Program measured on non-standard term basis: 1 credit hour = At least 30 clock hours of theory (academic learning), practice/demonstration, and/or laboratory experience. (ii) Academic Program measured on semester (approximately 15 weeks) basis (minimum): 1 credit hour = At least 30 clock hours of theory (cognitive/lecture), practice/demonstration, and/or laboratory experience. (iii) Academic Program measured on quarter (10 – 12 weeks) basis (minimum): 1 credit hour = At least 20 clock hours of theory (cognitive/lecture), practice/demonstration, and/or laboratory experience. (iv) If a state mandates a specific conversion rate, that conversion rate should be used. (i) Be advertised in accordance with NACCAS Policy on Advertising. (ii) An application for approval must be submitted within 15 calendar days of the start of the first class; and (iii) Subsequent class starts must have received NACCAS approval. In all other particulars, the course is subject to this section of the Rules and related sections, policies, and accreditation requirements. Before the substantive new or changed program is offered: Prior to the scheduled beginning of the first class enrolled in the substantive new or changed program, the institution must submit the appropriate application and fee to NACCAS and obtain approval by the Commission. The Executive Director of NACCAS shall send the application to two outside program evaluators, in accordance with Section 3.3(d) of these Rules and the Procedure for Addition or Change of a Substantive Program who will recommend to the full Commission whether or not the program complies with requirements for final approval and inclusion under the aegis of institutional accreditation already granted to the applicant. Section 4.10 Prior Notice of Substantive Changes; Unforeseeable Events Notwithstanding anything in this Sub-Part 4A to the contrary, but subject to the notification requirements of Section 5.3 of these Rules, the Executive Director shall have the authority to waive any prior notice requirement for a substantive change under this Sub-Part 4A where prior notice of the change was not possible (e.g., death of an owner) and the institution notified NACCAS within 90 calendar days after the occurrence of the change (or earlier, if required by Section 5.3). Section 4.9 Approval Procedure for Substantive Additions or Changes to Program Offerings NACCAS approves programs offered by institutions within the aegis of institutional accreditation granted. Substantive additions or changes to program offerings that were not approved during an institution’s most recent initial or re-accreditation evaluation may not be advertised (unless approved under the Test Market Exception, detailed below) or offered until they are approved in accordance with the procedures established in this Section and the NACCAS Procedure for Addition or Change of a Substantive Program. (1) Submission Upon Application (i) Except as described below, an institution must submit a Teach-Out Plan for approval by the Commission, not later than 15 calendar days following the occurrence of a Teach-Out Event. If the Teach-Out Event is a Type 1 Teach-Out Event, the Teach-Out Plan must, if practicable, include entering into a Teach-Out Agreement with another institution, in which case a draft Teach-Out Agreement (i.e., a template Agreement, not with any specific institution) must also be submitted. (ii) In the event of a planned closure of an institution (including any change of location that is considered by the Secretary of Education to be a school closure), the plan and agreement(s) must be submitted at least 30 calendar days prior to the closure date. Section 4.12 Teach-Out and Teach-Out Agreements Required Submission of Teach-Out Plans and Agreements. Accredited institutions (and, as applicable, applicants for accreditation) must submit to NACCAS a Teach-Out Plan in any of the circumstances listed below. In each case, if the applicable Teach-Out Plan incorporates a Teach-Out Agreement, the Plan must be accompanied by a list (of at least three) accredited schools within a 50 mile radius of the institution that the institution reasonably believes would be suitable candidates (per Policy IV.05) to enter into such an Agreement as a Teach-Out institution. (2) Annual Submissions. All institutions required to submit an Annual Report pursuant to Section 5.0 of these Rules must submit its Teach-Out Plan with its Annual Report. For institutions consisting of a Main Campus and its Additional Location(s) and/or Branch Campus(es), the Teach-Out Plan(s) submitted must address each campus. (3) Submission Upon Teach-Out Event 11 Sub-Part 4A.5 – Other Changes Section 4.11 Change in Participation in Federal Student Financial Assistance Programs Established under Title IV of the Higher Education Act of as Amended The accreditation granted by NACCAS allows institutions to apply for participation in federal student financial assistance programs. Within 30 calendar days of ending Title IV participation: An institution that withdraws or is terminated from participation in federal student financial assistance programs established under Title IV of the Higher Education Act of 1965, must submit an application for change in the purpose of its accreditation, within 30 calendar days of the change. This application must be accompanied by an eighteen-month business plan,11 in accordance with NACCAS’ requirements, indicating how the institution will sustain programs and operations which meet NACCAS’ accreditation standards. The 18-month business plan for schools that cease Title IV participation covers the 18 months from: the date on which the school’s withdrawal from Title IV is effective, or the date on which the school’s termination from Title IV by the USDE went into effect. (i) An applicant for initial accreditation must submit its Teach-Out Plan with its application for initial accreditation. (ii) An accredited institution must submit its Teach-Out Plan with each application for renewal of accreditation. (i) Must submit any other Teach-Out Agreement it enters into (other than that which is required by Section 4.12(a)(3) for approval by the Commission, not later than 15 calendar days after entering into such agreement. (ii) May submit a Teach-Out Plan and, if applicable, an associated Teach-Out Agreement it enters into (other than that which is required by Section 4.12(a)(3)) for approval by the Commission, at any time. Submission Materials: In seeking approval of a Teach-Out Plan and/or Teach-Out Agreement(s), the institution must provide the Commission with: (i) Have the necessary experience, administrative capacity and capability, resources and student support services to provide an educational program that is of acceptable quality (as evidenced by state approval) and reasonably similar in content, delivery modality, and scheduling to that provided by the Closing institution; provided, however, that while an option to provide instruction via an alternate method of delivery may be made available to students, such an option is not sufficient unless an option via the same method of delivery as the original educational program is also provided; (ii) Be stable and have the capacity to carry out its mission, and meet all obligations to existing students; (iii) Demonstrate that it can provide students access to the program and services without requiring them to move or travel for substantial distances or durations; and (iv) Demonstrate that it will provide students with information about additional charges, if any. (1) A list of currently-enrolled students; (2) A copy of the Teach-Out Plan and any associated Teach-Out Agreement(s) (Policy IV.05); (3) A copy of the enrollment agreement for each institution that will receive students under the Teach-Out Agreement; (4) A copy of the catalog of each institution that will receive students under the Teach-Out Agreement; (5) Additional information, if any, requested by the Commission after items (1) through (4) have been received. (iii) In the event of a (planned or unplanned) closure of the institution (including any change of location that is considered by the Secretary of Education to be a school closure), the Plan must be accompanied by actual (i.e., not draft) associated Teach-Out Agreements for approval by the Commission. (4) Other Submissions. An Accredited Institution: (1) The proposed Teach-Out Institution must: Advisory Opinion. Institutions may submit draft versions of the Teach-Out Agreement to the Commission for an advisory opinion prior to the Agreement being finalized. A favorable opinion by the Commission will not constitute approval of the Agreement, and does not excuse the institution from undergoing the review and approval process once the final Agreement has been executed. Teach-Out Institution. The Commission shall not approve any Teach-Out Agreement unless it has determined that each institution to which students are to be transferred to complete their programs meets the following conditions: Notification of Closure. When an institution party to a Teach-Out Agreement learns that another party to the Agreement plans to close, or has closed, it shall notify NACCAS within ten (10) calendar days of learning of the closure. Closed Institution. If an institution accredited by NACCAS closes without a Teach-Out Plan or Teach-Out Agreement, NACCAS shall work with the U.S. Department of Education and the appropriate State agency, to the extent feasible, to assist students in finding reasonable opportunities to complete their education without additional charges. Notification to Other Accreditors. In the event that, pursuant to Section 4.12(a) of these Rules, the Commission approves a Teach-Out Plan or Teach-Out Agreement that includes a program that is accredited by another recognized accrediting agency, NACCAS shall notify the other accrediting agency of its approval. Definition of Closure. For purposes of this Section 4.12 and Policy IV.05, a “closure” includes any change of location considered by the U.S. Department of Education to be a closure of the existing institution. (2) The proposed Teach-Out Institution must not: (i) Be subject to a Teach-Out Event itself; or (ii) Be under investigation for, be subject to an action concerning, or being prosecuted for an issue related to academic quality, misrepresentation, fraud, or other severe matters by a law enforcement agency. Sub-Part 4A.6 – Commission Actions on Substantive Changes Section 4.13 Commission Action on Substantive Changes With respect to applications for substantive changes under this Part, the record for the application will be taken up and considered the full Commission. The Commission may receive recommendations from the Executive Director and/or a designated committee. The full Commission may approve the change, and continue the institution’s accreditation or take any of the actions set out in Part 8 of these Rules. Such approval may be given prior to the effective date of the change for which approval by the Commission is sought; provided, however, that: (1) Such approval shall be subject to such stipulations as the Commission shall deem appropriate (including the stipulation that the change occur not later than a fixed date); and (2) The effective date of such approval shall be the date on which such stipulations are met, and shall in no case be retroactive. Part 4B - Non-Substantive Changes Requiring Notification and an Abbreviated Procedure Section 4.14 Definitions of Non-Substantive Changes Changes of Ownership Not Resulting in a Change of Control: Deny Approval: A denial of approval of a change under this Part is appealable in accordance with Part 9 of these Rules. Non-Substantive Additions or Changes to Program Offerings: Expansion or Reduction of Campus Facilities: (1) Addition to or reduction of the contiguous space comprising a Facility, where the aggregate change in total contiguous space (either in increase or decrease) is greater than 25% or, if less, triggers a certificate of occupancy. (2) Addition of Additional Classroom Space not evaluated by NACCAS during the institution’s most recent initial or re-accreditation process. Note: Subsequent Increases or decreases, even if less than 25%, would be considered substantive and require approval by the Commission. (1) A program not leading to licensure that an institution offers to its employee(s) at no charge. (2) The length of a program already approved by NACCAS is increased or decreased by 25% or less (one time only).12 (3) The addition of a new program, or the change to an approved program, utilizing a method of delivery previously approved to be used within another program offered by the institution. (4) A change is made in compliance with a State-mandate by another program previously approved by NACCAS. (5) A crossover program is added that allows completers in one program previously approved by NACCAS to meet the requirements for licensure in the area covered by another program previously approved by NACCAS. (6) A program already approved by NACCAS at one campus is added to the program offerings at another campus in the same state, under the exact same ownership. (7) The institution offers a course for continuing education or professional development that is deemed approved within the aegis of the institution’s institutional accreditation under Section 1.3 of these Rules. (1) Transfer of Non-Voting Interests. (2) Transfer of less than 50% of Voting Interests, without any Change of Control. (3) Transfer of Voting Interests among existing owners, without any Change of Control. (4) Transfer of the Voting Interests of an Owner who has died or retired, to a Family Member of the deceased or retiring Owner. (5) Transfer of the Voting Interests of an Owner who has died or retired, to one or more of the remaining Owners; provided that the person to whom such Voting Interests are transferred (i) is a Natural Person who (ii) has been involved in management of the institution for at least two years preceding the transfer and who (iii) has established and retained an Ownership Interest in the institution for at least two years prior to the transfer. 12 Section 4.15 Notification to NACCAS of Non-Substantive Changes Except as set forth in Sections 4.15(b) below & (c), the institution must submit the appropriate Notification Form and fee to the Executive Director of NACCAS at least 30 calendar days before the change and NACCAS shall acknowledge the change. If the institution fails to notify NACCAS of a change described in Section 4.14, within 90 calendar days after the deadline for notification set forth in these Rules, the change shall no longer be considered a non-substantive change under these Rules. The Commission shall consider any such change to be a substantive change, and the institution must apply for approval of such change by the Commission in accordance with the applicable provisions of Part 4 of these Rules. Notwithstanding Section 4.15(a) & (b), the Executive Director shall have the authority to waive any prior notice requirement for a non-substantive change where prior notice of the change was not possible (i.e. death of a school contact person) and the institution notified NACCAS within 90 calendar days after the occurrence of the change. (8) Test Market Exception: An institution may advertise a maximum of one new program a year before it receives approval from NACCAS (must comply with Section 4.9(a)(1). (9) Elimination of a program. (1) Contracting for Education Programs or Courses. (Policy on Requirements for Contracting for Educational Programs or Courses) (2) Additions, deletions or modifications of alternate names used (provided any such additional alternate names comply with NACCAS' Policy on Advertising. (3) Changes to the person designated as the on-site contact person for the institution. (4) Changes to the official contact person(s) for the institution. (5) Category 1 Changes of Control (6) Changes of Name (7) Changes in Fiscal Year End (8) Changes to school program schedule (9) Changes in use of Secondary or Primary Facilities (not including re-designations) Other Non-Substantive Changes Part 4C - Changes after Submission of Application for Candidate Status or Initial Application Section 4.16 Changes after Submission of Application for Candidate Status or Initial Application School in Candidate Status: If an institution which has applied for or been granted candidate status undergoes any of the changes indicated in this Part, it must submit the appropriate application to the NACCAS Executive Director for approval. No fee will be charged. Except as provided in Section 8.13(d) if these Rules, if an institution that has applied for or been granted candidate status undergoes any of the changes indicated in this Part prior to undergoing an initial onsite evaluation visit in connection with its application for accreditation, it must submit the appropriate application to the NACCAS Executive Director for approval. No fee will be charged. Except as provided in Section 8.13(d) if these Rules, if an initial applicant undergoes any of the changes indicated in this Part after undergoing an initial onsite evaluation visit in connection with its application for accreditation, a corresponding application for the change must also be submitted to the Commission for approval, including payment of required fees. Part 5 – Monitoring Sub-Part A – Annual Reports Section 5.0 Annual Report Every year, each accredited school, each applicant for initial accreditation and each school in candidate status shall electronically submit an annual report in the manner required by the Commission. The report and required documents must be received in the NACCAS office no later than the due date. Failure to submit a complete Annual Report by the due date may result in the withdrawal of the school’s accreditation, denial of initial accreditation or removal from candidate status (as applicable) and in late fees as determined of these Rules. NACCAS shall verify information provided on the annual reports using various methods, which shall include, but not be limited to, The information each NACCAS-accredited institution provides on the annual report submitted to NACCAS is used to calculate outcome rates for the institution. The formulas used to calculate rates are shown in the annual report worksheet on NACCAS’ website. (1) Participate in training on strategies for improving outcomes and reporting; (2) Submit a preliminary annual report with back-up documentation; (3) Conduct a student retention study; (4) Submit a plan for improvement and/or supplement to a plan for improvement; (5) Undergo a consultation visit. Institutions with one or more outcomes (graduation, placement, and licensure) below NACCAS minimum threshold, based on the annual reports due most recently, shall be required to comply with monitoring (see Section 5.0(d) below). Monitoring: Depending on the number of years the institution has had a low outcome, and in accordance with Section 8.18 of these Rules, the Commission may monitor the institution through a process including requiring the institution to undertake one or more of the elements listed below: (1) Verification during on-site evaluations, (2) Verification of institutions that are being monitored for low outcomes. If the plan for improvement is inadequate, the Executive Director and/or Commission may order additional information or actions by the institution, including a special on-site visit to provide technical assistance for institutions preparing and/or implementing a plan for improvement or to evaluate the effectiveness of a plan and its implementation. Monitoring Enrollment Growth. Each accredited institution shall provide the Commission with aggregate enrollment data on an annual basis. The Commission shall require the submission of such additional reports or data as it may determine is required to effectively monitor any institution experiencing significant enrollment growth, as defined and published by the Commission. Submission Deadline (1) An institution that applies for initial accreditation (i) must submit a financial statement for its most recently completed fiscal year at the same time the application is submitted, and (ii) must thereafter submit its financial statement within six months following the end of each subsequent fiscal year. (2) Accredited institutions must submit their financial statements within six months following the end of each institution’s fiscal year. If an institution changes its fiscal year, it must submit (at the appropriate times) both (i) the audited 12-month financial statements that would have been due to NACCAS had no such change been made (i.e., for the “old” fiscal year) and (ii) audited financial statements for the 12-month period ending on the first “new” fiscal year end date to occur on or after the effective date of the change, such that there shall be no gap in the periods covered by consecutive audited statements.13 13 (1) Comply with NACCAS’ Standard VII, Criterion 1; (2) Are audited and submitted electronically by the institution’s independent Certified Public Accountant; (3) Are prepared on an accrual basis, and in accordance with Generally Accepted Accounting Principles (GAAP); (4) Contain a statement from the independent Certified Public Accountant showing the calculations referenced in Standard VII, Criterion 1(a) or 1(b); and (5) If the institution participates in Title IV funding programs, are prepared in accordance with federal auditing standards and guidelines. Example: ABC Beauty School has a calendar year fiscal year. In September 2015, ABC changes it fiscal year to end March 31. In 2016, ABC must submit (i) an audited financial statement covering the period 1/01/15 to 12/31/15 not later than June 30, 2016 and (ii) an audited financial statement covering the period 4/01/15 to 3/31/16 not later than September 30, 2016. The next audited financial statement due to NACCAS will cover the period 4/01/16 to 3/31/17, due not later than September 30, 2017. Sub-Part B – Financial Monitoring Section 5.1 Financial Statements Institutions must submit financial statements that: In any accreditation process, the Commission may request the institution’s most recent financial statements, to determine compliance with NACCAS Standard VII, Criterion 1. The Commission may accept partial-year financial statements as evidence of compliance with Standard VII, Criterion 1 only in the case of a Category 3 Change of Control in which Control is acquired by a newly-formed Business Entity that has been in operation for less than a full 12-month period. Sub-Part D – Special Reports Section 5.3 Special Report Each accredited school and each applicant for initial accreditation must notify NACCAS in writing of (i) any material event that may jeopardize its continued operation as a licensed accredited school or (ii) if the institution participates or has applied to participate in Title IV programs, any denial of or limitation imposed on such participation within ten (10) calendar days of the event’s occurrence. Material events necessitating such reports include the following: Sub-Part C – Monitoring of Government Actions Section 5.2 Information from the U.S. Department of Education or Other Entities Government Information received from the U.S. Department of Education or other government agencies shall be reviewed by a designated committee of the Commission and where it suggests any possible area of noncompliance with accreditation standards or other requirements, the Committee shall initiate a process in any of the ways listed in Section 8.16 of these Rules. Such report shall fully set forth the circumstances of such material event and shall append copies of any document or information to the Commission that is relevant to the material event. Such reports shall be submitted to the Executive Director of NACCAS. (1) Filings of petitions for bankruptcy; (2) Destruction of the school or a significant part of its facilities; (3) Limitation, suspension or revocation of a school’s license or right to operate; (4) Cessation of teaching; (5) Any show cause order, imposition of probationary status, denial or withdrawal of accreditation by another accrediting agency; (6) Voluntary relinquishment of accreditation received from another accrediting agency; (7) Any criminal or civil action filed by a state (including state-supported legal assistance agencies) or federal authorities against the institution, its officers or employees; (8) Any final action against the school to limit, suspend or terminate student loan guarantees or participation in external programs by a guaranty agency or the United States Department of Education; (9) Any determination, in accordance with requirements of the United States Department of Education, that the institution is not meeting the Department’s requirements; (10) Placement of the institution on the status of “provisional certification” to participate in the Title IV programs by the United States Department of Education; or (11) Any qualified or adverse statement, or statement related to an institution’s status as an “ongoing concern” included on an audited financial statement. (Special reports required by Section 5.3(a)) shall be supplemental to, and not in lieu of, any other report or filing that may be required by these Rules of Practice and Procedure. Sub-Part E – Committee and Commission Action on Monitoring Processes Section 5.4 Committee and Commission Action A designated Committee may initiate a monitoring process and bring an institution before the Commission in any of the ways set out in Section 8.16 of these Rules. The full Commission shall take appropriate action under Part 8 of the Rules. (1) In accordance with NACCAS’ Standards and Criteria, schools must have a policy and procedure for handling student complaints and inform the students in writing of same. The notice must be included in the school’s catalog, handbook, other published materials, and/or otherwise prominently displayed in the school. (2) NACCAS shall not consider a student complaint until all procedures and remedies within the institution have been exhausted. (3) A student complainant must show that the institution’s complaint procedure has been followed and state why the matter is considered still unresolved when he/she submits a complaint to NACCAS. Part 6 – Complaint Procedure Sub-Part A - Complaints against Candidate, Applicant and Accredited Schools Section 6.0 Purpose of Complaint Procedure Any institution accredited by NACCAS is expected to comply with NACCAS Standards and Criteria, Rules of Practice and Procedure, Policies and other accreditation requirements throughout the period of accreditation granted. Complaints are a way the Commission monitors this continuing compliance. The Commission shall receive and process any complaint that sets forth facts that reasonably suggest an accredited school or an initial applicant or institution in candidate status may not be in compliance with NACCAS Standards and Criteria or that the school may be in violation of other Commission requirements. Complaints shall be processed by NACCAS in an expeditious manner. Where issues of educational quality or compliance with NACCAS’ accreditation requirements are not central to the complaint, the Commission shall have a system to refer the complaint and/or the complainant to the appropriate state or federal agency or private entity with jurisdiction over the subject matter of the complaint or special expertise and authority in the matter. The Commission will not intervene on behalf of individuals in cases of disciplinary action or dismissal, or act as a court of appeals in such matters as admission, graduation, fees, and similar points of issue, unless the context suggests unethical or unprofessional actions that seriously impair or disrupt the educational services of a candidate or an accredited institution. Section 6.1 Parties Who May File a Complaint General: A complaint may be filed by any party who has good reason to believe that an accredited school or an initial applicant or institution in candidate status has violated NACCAS Standards and Criteria or other accreditation requirements including, but not limited to, students and former students of the school, prospective students, governmental agencies with responsibility for activities of schools of career arts and sciences, members of the public, and other accredited schools. Student complainants: (1) 10 days: Within the 10 calendar days after NACCAS receives a complaint, the Executive Director shall encourage an informal resolution or settlement of the dispute. (2) 21 days: If an informal resolution is not reached, a formal written complaint must be sent to the school and NACCAS shall advise the school that it has twenty-one (21) calendar days from the date of receipt of the notice to submit a response to the complaint. (1) State the basis for any allegations of noncompliance with NACCAS’ Goals of Accreditation, Standards and Criteria, Rules of Practice and Procedure, or other Commission requirements. (2) Contain all relevant names and dates and briefly describe the actions forming the basis of the complaint. (3) Be accompanied by copies of any documents or materials that support the allegations, when available. (4) Include a release from the complainant(s) authorizing the Commission to forward a copy of the complaint, including the identity of the complainant(s), to the institution. Section 6.2 Filing and Content of Complaint A complaint need not be submitted on NACCAS’ official complaint form, but must be in writing and must contain all information required on that form and as attachments to that form. The form is available on the NACCAS website or by request. The complaint must be submitted to the Executive Director of the Commission and signed by the complainant. A complaint must: Complaints that are filed seeking redress for an individual grievance cannot be kept confidential, since information must be obtained from the school to address the individual’s allegations. 21 days: If additional information is necessary, a complaint form shall be sent to the complainant. The complainant shall have twenty-one (21) calendar days to return the completed complaint form. If the completed form is not returned within twenty-one (21) calendar days, the complaint shall be considered to be abandoned and will not be pursued by NACCAS. Section 6.3 Processing a Complaint 10 days: Receipt of the complaint shall be acknowledged to the complainant in writing by the Executive Director of NACCAS within ten (10) business days of receipt. When a complaint meets the requirements of Section 6.2, the complaint shall be referred to a committee established pursuant to Section 8.16 of these Rules. Section 6.4 Notice of the Complaint and Responses Thereto 10–21 Calendar days: When a complaint meets the requirements of Section 6.2 the Executive Director of NACCAS shall notify the school named in the complaint that a complaint has been filed. The Executive Director shall provide the school with either a copy of the complaint or a summary of the allegations set out in the complaint as directed by the committee to which the complaint was referred. The notice shall also identify the NACCAS Standards and Criteria, Rules of Practice and Procedure, accreditation objectives, or other Commission requirements which were allegedly violated. (1) Encourage an informal resolution or settlement of the dispute; or (2) Determine that the complaint (together with the supporting documentation provided by the complainant) is insufficient to establish that the institution is out of compliance with NACCAS’ Standards, Rules and/or other accreditation requirements, in which case the designated committee or the Commission shall either (i) close the complaint or (ii) defer action and request that the complainant and/or the institution produce additional information; or (3) Close the complaint on one or more of the following grounds: (i) That the complaint, if submitted anonymously, consists of allegations that cannot be adequately investigated by NACCAS or adequately responded to by the institution without knowledge of the complainant’s identity; or (ii) That the allegations of the complaint do not relate to any NACCAS Standards, Rules or other accreditation requirement with which the institution may be out of compliance; or (iii) That the institution has shown current compliance with the NACCAS Standards, Rules and/or other accreditation requirements implicated by the allegations of the complaint. (iv) Determine that the institution is not in compliance with one or more of NACCAS Standards, Rules and/or other accreditation requirements and, if this determination is made by the designated Committee, refer the matter to the Commission for appropriate action. The response of the school to the complaint shall set forth all defenses the school intends to assert and shall be accompanied by any documents or other materials which support the position of the school. The Executive Director of NACCAS, the designated committee or the Commission may, at any time, request additional information from the complainant or the school deemed necessary for the resolution of the dispute. A reasonable time limit (usually 21 calendar days) for replying to such requests may be imposed and neither the Executive Director of NACCAS, nor the committee, nor the Commission need consider information not submitted in a timely fashion. Reasonable time - usually 21 calendar days: The notice of the filing of the complaint, the school’s responses, and any other information concerning the complaint proceeding shall be sent by certified mail, return receipt requested. Section 6.5 Taking Action on a Complaint The designated committee or the Commission shall review the complaint and the institution’s response and shall take one of the following actions: If the institution is determined to be not in compliance with one or more of NACCAS Standards, Rules, and/or other accreditation requirements, the Commission shall take one or more of the actions authorized in Part 8 of these Rules. A complainant whose complaint has been closed under Sections 6.5(a)(2), 6.5(a)(3)(i) or 6.5(a)(3)(ii) may file a new complaint which meets the requirements for a complaint set out in Section 6.2. Section 6.6 Reporting of Complaints Received A record of the complaint, response, and other relevant information shall be filed in the school file. The Executive Director shall submit, at each meeting of the committee designated to handle complaints, a detailed report on each complaint that was resolved without the Commission’s intervention. The Executive Director shall submit at each Commission meeting the following information: (1) Number of complaints received since the previous Commission meeting, (2) status of complaints, and (3) a breakdown of the types of complaints received. Sub-Part B - Complaints Against NACCAS Evaluators Section 6.7 Requirements Complaints regarding the conduct of an evaluator while acting on behalf of NACCAS shall be in writing, signed by the complainant and submitted to the Executive Director, who shall forward them to the Commission Chair. The complaint shall: The Chair shall refer the complaint to the Executive Committee, or encourage an informal resolution between the complaining party and the evaluator. If the complaint is referred to the Executive Committee, that Committee shall notify the evaluator, in writing, of the allegations and inform the complaining party that the complaint is under consideration by the Executive Committee. The evaluator will have an opportunity to respond and/or request a hearing before the Executive Committee. The Committee or the Commission shall conduct an investigation of the allegations. An evaluator who does not respond to complaint allegations will automatically be deleted from the list of NACCAS evaluators. Where an evaluator responds, but is deemed not to be in compliance with the NACCAS Evaluator Code of Ethics (found within the Independent Contractor Agreement) and other requirements as stated in the Guidelines for On-Site Evaluation teams, he/she will be notified in writing that he or she has been deleted from the list of NACCAS evaluators. (1) State the name of the evaluator; (2) Contain relevant dates; (3) Briefly describe the actions forming the basis of the complaint; (4) Be accompanied by copies of relevant documents; and (5) Any other documents or materials that support the allegations must also accompany the complaint. The complainant, if known, shall be notified in writing of the designated committee’s or the Commission’s decision under Section 6.5(a) and, to the extent consistent with the Commission’s obligations under Section 11.0, of these Rules, the reasons for that decision. (1) Complaints regarding the conduct of a Commissioner or of the Commission shall be submitted on the Section 6.9 Complaint Form in detail, typed and in English, signed by the complainant, and submitted to the Chair or First Vice Chair of the Commission, if the complaint is concerning the Chair. (2) The complaint shall state the name of the Commissioner(s) against whom the complaint is lodged, and contain relevant dates, briefly describe the actions forming the basis of the complaint which the complainant believes constitutes a violation of the NACCAS Code of Ethics or NACCAS Policy on Diversity or a violation of due process. (3) The complaint shall identify all witnesses. (4) A complaint based upon written evidence should be accompanied by copies of relevant documents. Any other documents or materials that support the allegations should accompany the complaint. Complainant must make a diligent effort to obtain witnesses. Sub-Part C - Complaints Against NACCAS Staff Members Section 6.8 Complaints Against NACCAS Staff Members 30 calendar days after incidental: Complaints regarding the conduct of a Commission staff member shall be in detail, in writing or typed, signed by the complainant, and submitted to the Executive Director within 30 calendar days of the incident from which the complaint arises. If the complaint regards NACCAS’ Executive Director it shall be submitted to the chair of NACCAS within these same timelines. The complaint shall state the name of the staff member, and contain relevant dates, briefly describe actions forming the basis of the complaint that could constitute a violation of NACCAS’ Code of Ethics allegedly violated by the staff member, and identify all witnesses. Complainant must make a diligent effort to obtain witnesses. Witnesses must submit their statements, in writing and signed, within 30 calendar days after being personally notified of the complaint. A complaint based upon written evidence should be accompanied by copies of relevant documents. Any other documents or materials that support the allegations should accompany the complaint. The complaint shall be handled through employee evaluation procedures established in NACCAS’ Employee Manual. Complaints and witnesses, witness statements, or documents in support of a complaint not submitted within the above deadlines shall be barred by limitation. Complaints against NACCAS staff members and proceedings under this Section of the Rules shall be held in the strictest confidence, in accordance with NACCAS’ Code of Ethics. Section 6.9 Complaints Against the Commission or Commissioners Within 20 calendar days after incident: Any party intending to lodge a complaint with the Commission regarding the conduct of a Commissioner or of the Commission shall notify the Commission of its intent to file such complaint. The notice of intent to file complaint shall be typed and shall briefly describe the action(s) forming the basis of the complaint and the date(s) upon which those actions occurred. Within 45 calendar days after incident: Except in the case where the complaint is against the Commission itself, the Commission shall appoint a preliminary review panel of three Commissioners, which panel shall be selected by lot from among all Commissioners not named by the complaining party as persons against whom the complaint is being lodged (which list of non-named Commissioners shall be confirmed by the Commission’s in-house counsel). The complaint shall be referred to the preliminary review panel, or to NACCAS’ outside counsel if the complaint is against the Commission itself, to determine whether or not the complaint includes allegations of violations of NACCAS’ Code of Ethics or NACCAS Policy on Diversity or the requirements of due process. The independent panel shall be organized in accordance with Section 6.10 (see below) of these Rules (titled “Independent Panel”) and advised by a panel advisor who holds a mediator certificate from the Virginia Supreme Court or an American Arbitration Association credential, or the equivalent. Section 6.10 Independent Panel An Independent Panel shall be made up of the following: The Independent Panel shall: Where the allegations of the complaint have been substantiated or where the Independent Panel has determined that the complaint was filed vexatiously, the action taken by the Independent Panel shall be final and unappealable. Actions the Independent Panel shall take are: (1) Dismissal of the complaint; (2) Reprimand; (3) Order attendance at a training or counseling seminar related to the offense by one or both of the parties; (1) Invite submission of evidence (documents, witness statements, other) from the complainant to further substantiate allegations of violations of the Code of Ethics or NACCAS Policy on Diversity. (2) Provide the complained-against party with specifics on the alleged violations and provide opportunities for a response/defense. (3) If either party requests a hearing, the Independent Panel shall hear the complaint allegations with witness statements and other evidence and hear the defense in detail. (5) Members of the Board of Commissioners shall be barred from bringing any complaint arising from Commission action on a corporate matter, if such Commissioner has not first complied with the requirements of Article III, Section IX of the By-Laws of NACCAS. (1) One member of the Commission, or former Commissioner, for whom no conflict or perception of a conflict exists with any of the parties to the complaint, to be selected by the Chair; (2) One panelist with no current or past relationship to NACCAS (prior service on an Independent Panel excepted), to be selected by NACCAS’ outside general counsel; and (3) One panelist selected by the other two, who also has no current or past relationship to NACCAS. This third panelist shall be selected from a list of at least three potential panelists provided by the panel advisor. The decision of the Independent Panel shall be rendered within ninety (90) calendar days of its formation and it shall be final, unappealable, and made part of the official record of the Commission. Complaints and witnesses, witness statements, or documents in support of a complaint not submitted within the above deadlines shall be barred by limitation. Complaints against Commissioners and proceedings under this Section of the Rules shall be memorialized in a record maintained by the NACCAS Secretary. Complaints and the records on complaints shall be held in the strictest confidence in accordance with NACCAS’ Code of Ethics. Section 6.11 Costs The cost of the Independent Panel shall be paid by the Commission. Related Documents The following documents may be helpful to you in understanding the requirements of this part of the NACCAS Rules. Code of Ethics Complaint Form – Complaints Against Schools Complaint Form – Complaints Against the Commission or Commissioners Directions for Responding to Complaints (Vol. 2) Policy V.01 - Internal Grievance Procedure Policy (4) In the case of a complaint against an individual Commissioner, order the complained- against Commissioner to remedy or resolve the condition giving rise to the complaint; or (5) Removal from the Board of Commissioners of either the complainant, complained- against Commissioner, or both. (1) Within fifteen (15) calendar days of receipt of a Letter of Inquiry, the institution shall submit to the Executive Director of NACCAS a Response to the Letter of Inquiry. The Response shall contain or be accompanied by any evidence that demonstrates that the institution is in compliance with the NACCAS Standards and Criteria, the Rules of Practice and Procedure and other Commission orders or requirements cited in the Letter of Inquiry. (2) The issuer of a Letter of Inquiry (Commission, committee or Executive Director) may issue such additional, follow-up Letters of Inquiry as it deems necessary to reach a conclusion as to whether the institution has demonstrated compliance with NACCAS’ requirements; and Part 7 – Commission Investigations and Show Cause Proceedings Section 7.0 Purpose of Show Cause Proceedings The Commission reserves the right to monitor candidates, applicants for accreditation and the institutions it accredits. This monitoring may be merged with any other process the institution has pending before the Commission. Monitoring will be conducted through analysis of the annual report, complaints, government information and information from third parties, special and investigative visits, and by other means. In cases where a candidate, applicant or accredited institution is not in another process with the Commission, and the Commission has reason(s) to believe that the institution is no longer in compliance with NACCAS Standards and Criteria, Rules of Practice and Procedure or that the institution has failed to comply with any other order or requirement of the Commission, it shall investigate the areas of possible noncompliance and, when appropriate, order the institution to show cause why its accreditation status should not be changed. Section 7.1 Letters of Inquiry Issuance of Letters of Inquiry. Response to Letter of Inquiry. (1) Letters of Inquiry may be issued to a candidate, applicant or accredited institution by the Commission, by a committee constituted in accordance with Section 8.16 of these Rules, and/or by the Executive Director of NACCAS at any time it appears to such person or persons, in his, her or their discretion, that there exists sufficient evidence to warrant an investigation of possible noncompliance with NACCAS’ accreditation requirements. (2) The written Letter of Inquiry shall be promptly sent to the chief executive officer of the institution which is the subject of the Letter. It shall: (i) State fully the reasons why it was issued; (ii) Identify the Standards and Criteria, Rules of Practice and Procedure, orders or other requirements of the Commission with which the institution may not be in compliance; (iii) Explain the reasons and recite the evidence indicating that the institution may not be in compliance with the Commission’s requirements; and (iv) Advise the institution of its obligations to respond to the Letter of Inquiry. (1) State fully the reasons why it was issued; (2) Identify the Standards and Criteria, Rules of Practice and Procedure, orders or requirements of the Commission with which the institution may not be in compliance; (3) Explain the reasons and recite the evidence indicating that the institution may not be in compliance with the Commission’s requirements; (4) Except in the case of Show Cause Orders issued pursuant to Section 7.2(c) of these Rules, identify the Letter of Inquiry(s) previously issued relating to the possible noncompliance, state whether the institution responded to the Letter of Inquiry(s) and, if applicable, state the reasons why the institution’s response(s) to the Letter of Inquiry(s) was/were deemed inadequate to demonstrate compliance; and (5) Advise the institution of its obligations in the Show Cause proceedings. (3) The Executive Director may: The Letter of Inquiry, the institution’s response to the Letter, and all other documents and correspondence pertaining thereto shall be sent by certified mail, return receipt requested or alternate traceable means. The decision to issue a Letter of Inquiry is not a decision which is appealable under Part 9 of these Rules. Section 7.2 Show Cause Proceedings Issuance of Show Cause Orders. Administrative Show Cause Orders may be issued by the Commission or the Executive Director. All other Show Cause Orders may be issued only by the Commission. The Show Cause Order. The written Show Cause Order shall be promptly sent to the chief executive officer of the institution which is the subject of the Order. It shall: In addition, the Show Cause Order may incorporate additional requirements as provided in Section 8.11 of these Rules. Notwithstanding anything in the Rules to the contrary, when the Commission proposes to withdraw the accreditation of, or deny accreditation to, an institution following review of the institution’s response to a visit report, monitoring process, deferral, Commission directive or other processes pursuant to which the institution was required to demonstrate its compliance with NACCAS’ Standards, Criteria, Policies, Rules, Appendices or other accreditation requirements, the Commission may first issue a Show Cause Order to the institution without the necessity of first issuing a Letter of Inquiry. The Show Cause (i) Close the investigatory process if they conclude that the institution has demonstrated compliance; or (ii) Forward the response to the issuer of the Letter of Inquiry, which may close the investigatory process if it concludes that the institution has demonstrated compliance; or (iii) Except as provided in Section 7.2(a)(2) of these Rules, if the institution fails to respond, or to respond adequately (i.e., by demonstrating compliance), to a Letter of Inquiry issued by a committee or by the Executive Director, the matter shall be referred to the Commission for further action. Order shall state, with specificity, the reasons why the institution’s prior response(s) to such process(es) was/were deemed inadequate to demonstrate compliance. The Show Cause Order, the institution’s response to the Order, and all other Documents and correspondence pertaining thereto shall be sent by certified mail, return receipt requested or alternate traceable means. The decision to issue a Show Cause Order is not a decision which is appealable under Part 9 of these Rules. Section 7.3 Response to Show Cause Order – 15 Calendar Days or 45 Calendar Days 15 Calendar Days to Respond to an Administrative Show Cause Order: Within fifteen (15) calendar days of receipt of an Administrative Show Cause Order, the institution shall submit to the Executive Director of NACCAS the required fee, application, institutional self-study, annual report, workshop registration or other required document, or evidence of prior submission and compliance with the administrative requirement cited in the Administrative Show Cause Order. 45 Calendar Days to Respond to Other Show Cause Orders: Within forty-five (45) calendar days of receipt of a Show Cause Order issued by the Commission, the institution shall submit to the Executive Director of NACCAS a Response to Show Cause Order. The Response shall contain or be accompanied by any evidence that demonstrates that the institution is in compliance with the NACCAS Standards and Criteria, the Rules of Practice and Procedure and other Commission orders or requirements cited in the Show Cause Order. Section 7.4 Decision on Show Cause Order Upon expiration of the time limits for submission of the Response to the Show Cause Order or any progress report or additional requirements placed on an institution in relation to the Show Cause Order, a decision will be made on the institution’s compliance with the accreditation standard, procedure or other requirement cited in the Order. Decision on Administrative Show Cause Orders: The Executive Director of NACCAS shall: Commission Decision on Show Cause Orders: With respect to all other Show Cause Orders (including Administrative Show Cause Orders referred to the Commission by the Executive Director), the Commission shall: (1) Rescind the Show Cause Order if the institution’s response gives evidence that it was unwarranted; (2) Remove the institution from Show Cause if the response shows the institution now complies with the accreditation standard, procedure or other requirement cited in the Order; or (1) Rescind the Administrative Show Cause Order if the institution’s response gives evidence that it was unwarranted; (2) Remove the institution from Show Cause if the response shows the institution now complies with the accreditation standard, procedure or other requirement cited in the Order; or (3) Refer the institution’s record to the full Commission to take action. (1) Fifteen percent or fewer of the institution’s students who are enrolled on at least a half-time basis have received any federal student loan; (2) Two-thirds or more of the institution’s students are individuals from disadvantaged economic backgrounds (based on the Pell Grant index for zero family contribution) and the institution has complied with NACCAS’ outcomes standards for the two most recent years for which annual reports were required to be submitted to NACCAS; (3) The institution submits a copy of its letter to the U.S. Department of Education formally withdrawing from participation in the Title IV Higher Education Opportunity Act (HEOA) loan program(s), together with the receipt indicating the letter was received by the Department; (4) The institution submits a letter from the U.S. Department of Education accepting the institution’s withdrawal from participation in the Family Federal Education Loan Program (FFEL); (5) The institution submits evidence that its official default rate has been below the congressional threshold for the past three years; (6) The institution is successful in obtaining a rescission of the Show Cause Order under Part 7 of the Rules; (7) The institution’s appeal of its official default rate is pending before the U.S. Department of Education; or (8) The institution has a default management plan that complies with the Guidelines for Preparation of a Default Management Plan in NACCAS’ Sample Forms and Guidelines. (3) Take one or more of the actions authorized in Part 8 of these Rules. Cohort Default Rates. Where an Administrative Show Cause Order is issued based on an official cohort default rate in excess of the threshold established by the U.S. Department of Education, the Commission shall remove the Order with a reporting requirement if the institution’s response shows that any one of the following was present during the 24 months preceding issuance of the Show Cause Order: (1) If a Letter of Inquiry is returned as undeliverable, NACCAS shall attempt to contact the institution at its telephone, facsimile and/or email address of record to obtain an alternate address for delivery of the Letter of Inquiry and, if successful, send a second copy of the Letter of Inquiry to the address requested by the institution for delivery. If the institution cannot be contacted by these means (or does not respond to NACCAS’ request for information within three business days), NACCAS shall send a second copy of the Letter of Inquiry to the institution’s address of record (by an alternate traceable means, if available). (2) If the second attempt to deliver the Letter of Inquiry is returned as undeliverable, then the institution shall be deemed, for all purposes, to have failed to respond to the Letter of Inquiry. Section 7.5 Returned Notices Letters of Inquiry. (2) If, pursuant to Section 7.5(a)(2) above, an institution is deemed to have failed to respond to a Letter of Inquiry because such Letter of Inquiry has been twice returned as undeliverable, then: (1) Except as otherwise provided in Section 7.5(b)(2) below: (i) If a Show Cause Order is returned as undeliverable, NACCAS shall attempt to contact the institution at its telephone, facsimile and/or email address of record to obtain an alternate address for delivery of the Show Cause Order and, if successful, send a second copy of the Show Cause Order to the address requested by the institution for delivery. If the institution cannot be contacted by these means (or does not respond to NACCAS’ request for information within three business days), NACCAS shall send a second copy of the Show Cause Order to the Institution’s address of record (by an alternate traceable means, if available). (ii) If the second attempt to deliver the Show Cause Order is returned as undeliverable, then the institution shall be deemed, for all purposes (including for purposes of Section 8.13 of these Rules), to have failed to respond to the Show Cause Order. Show Cause Order. (i) Prior to the issuance of a Show Cause Order, NACCAS shall make a final attempt to contact the institution at its telephone, facsimile and/or email address of record to obtain an alternate address for delivery and, if successful, send the Show Cause Order to the address requested by the institution for delivery. (ii) If the institution cannot be contacted by these means (or does not respond to NACCAS’ request for information within three business days), NACCAS shall send the Show Cause Order to the institution’s address of record. If the Show Cause Order is returned as undeliverable, NACCAS shall not be required to undertake additional attempts to obtain an alternate address from the institution or to resend the Show Cause Order. In such case, the institution shall be deemed, for all purposes (including for purposes of Section 8.13 of these Rules), to have failed to respond to the Show Cause Order. (i) Accredited (i) Applied for Candidate Status (ii) Candidate (iii) Applied for Initial Accreditation (iv) Application for Initial Accreditation Denied (Pending Appeal) (v) Applied for Additional Location Accreditation (vi) Application for Additional Location Accreditation Denied (Pending Appeal) (vii) Applied for Branch Campus Accreditation (viii) Application for Branch Campus Accreditation Denied (Pending Appeal) (ix) Removed from Candidate Status (Pending Appeal) Section 8.0 Who Takes Action Except for decisions to grant or deny candidate status, which shall be taken by the Executive Director of NACCAS, decisions on schools may only be taken by the full Commission at meetings duly constituted in accordance with the By-Laws. Section 8.1 Effective Date of Commission Decisions The general rule is that the effective date of a Commission decision is the date on the letter notifying the institution of that decision. The effective date will be some other date for the following decisions: A school seeking initial accreditation or provisional accreditation for either an Additional Location or Branch Campus that is awarded the classification of “Accreditation with Stipulations” (Section 8.8) shall not be added to the NACCAS Directory of Accredited Schools until all stipulations have been met and all fees have been remitted in a timely manner. The effective date of accreditation will be the date on the notification from NACCAS that the institution has met the stipulations and paid all fees. Commission decisions that are appealable but are not appealed shall become effective 20 calendar days after the institution receives notification of the decision, in accordance with Section 8.17 of these Rules. In exceptional circumstances, the Commission may establish different effective dates where such action is necessary to serve the equitable interests of the school and the students; provided that in no case will such effective date be retroactive. Section 8.2 Statuses of Accreditation That May Be Granted The status classifications utilized by the Commission for accrediting schools appear below: (1) Unaccredited Statuses: (2) Accreditation Statuses: Part 8 – Commission Action: Candidate and Accreditation Status The accreditation status awarded is institutional and shall be based upon the institution’s compliance with the NACCAS Standards and Criteria, Policies, procedures and other formal accreditation requirements adopted by the Commission. A school in any status classification shall continue in that status until such time as the Commission assigns it to a new status classification. A school in any accredited status classification shall continue to be accredited until such time as (i) the school voluntarily relinquishes its accreditation pursuant to Section 8.13(a) of these Rules, (ii) the school is found to have relinquished its accreditation pursuant to Section 8.13(b) of these Rules, or (iii) the Commission acts to withdraw the institution’s accreditation and the school has exhausted its appeal remedies pursuant to Part 9 of these Rules, or has not appealed the decision. The only actions considered to be Appealable Actions, and therefore appealable pursuant to Part 9 of these Rules, are actions to deny or withdraw accreditation, remove from candidate status or deny approval of a change. Section 8.3 Basis for Status Decisions The Commission’s decision concerning an institution’s accreditation status shall be based upon the Commission’s review of the institution’s records, which shall include all of the following that apply: (i) … on Monitoring (ii) … on Probation (iii) … (Pending Appeal of Withdrawal of Accreditation) (1) Application (for Initial Accreditation, Renewal of Accreditation or change); (2) Institutional Self-Study; (3) On-Site Evaluation Visit Report; (4) Additional relevant information solicited by the Commission from the chief executive officer of the school and/or the on-site visit team Chairperson when such information is needed to clarify a Visit Report; (5) Response to the Visit Report; (6) Annual report information; (7) Complaints; (8) Information from government entities and other third parties; (9) Actions by other recognized accrediting agencies; (10) Any other materials determined by the Commission to be relevant and trustworthy, including comment from interested parties. (i) Accredited (ii) Additional Location Accreditation (iii) Branch Campus Accreditation (iv) Provisional Additional Location Accreditation (v) Provisional Branch Campus Accreditation (3) Modifiers to Accreditation Statuses: Wherever information from third parties is included in the record which may lead to an adverse status decision, the school shall have an opportunity to respond before the decision is final. Section 8.4 Consideration of Applications and Other Matters Applications will be considered by the Commission at its regularly scheduled meetings which are held at least two times a year. In order for an application, response to visit report, or other document related to an accreditation process to be included in the record considered by the Commission, it must be received at least 30 calendar days before the start of the meeting of the Commission or committee for which the matter is an agenda item. Any document received late will be considered only at the discretion of the Commission. If the Commission grants initial accreditation or re-accreditation to an institution notwithstanding the threatened, interim or final adverse actions taken against the institution by another recognized institutional accrediting agency or State agency, the Commission shall provide the Secretary of the U.S. Department of Education, within 30 calendar days of such action, with a thorough explanation, consistent with the Commission’s accreditation standards, why the previous action by the institutional accrediting agency or State does not preclude the Commission’s action. In considering the appropriate action to take on an institution or program, the Commission shall take into account actions by other recognized accrediting agencies which have denied accreditation or re-accreditation status to the institution or program, have placed the institution or program on public probationary status, or have revoked the accreditation or re-accreditation status of the institution or program. If another recognized accrediting agency places an institution or the principal program offered by such institution on public probationary status or revokes the accreditation of the institution or principal program within an institution, NACCAS shall promptly review the accreditation or reaccreditation status it has previously granted to that institution to determine if there is cause for it to withdraw or otherwise alter that status consistent with the procedures outlined in Part 7 of these Rules. NACCAS shall not renew the accreditation of any institution for which the Commission has received information from an appropriate State agency, or another accrediting agency, showing that the institution is subject to any of the following actions: (1) An interim action by a recognized institutional accrediting agency potentially leading to the suspension, revocation, or termination of accreditation; (2) A threatened loss of accreditation and the due process procedures required by the action have not been completed; (3) An interim action by a State agency potentially leading to the suspension, revocation, or termination of the institution’s legal authority to provide post-secondary education; or (4) A threatened suspension, revocation, or termination by the state of the institution’s legal authority to provide post-secondary education, and the due process procedures required by the action have not been completed. After the required due dates pass, whether a school has submitted the required materials for an application or accreditation process, or undergone a required on-site evaluation, the Commission shall consider the record on the matter and take whatever actions it deems necessary under the circumstances, in accordance with this Part. The Commission may, in its discretion, consolidate two or more actions involving the same school or affiliated schools, which are pending before the Commission. The Commission may defer any action on an application for accreditation, renewal of accreditation or changes if the school does not presently meet the Standards and Criteria. (1) The school can make significant progress toward accreditation within a short period of time; and/or (2) There is insufficient information about the school; or (3) The necessary elements of judgment for the Commission to render a decision are lacking. (1) On renewal the period of accreditation granted to an institution shall be for a maximum of six (6) years. (2) If a school is in the process of renewal of accreditation on the anniversary date of the previous grant of accreditation, accreditation shall continue until the Commission takes action on the renewal application. Any subsequent grant of accreditation shall be counted from the last anniversary date. The Commission may defer any action within time frames allowable under Section 8.18 of these Rules then shall render a decision based on the information before it. Section 8.6 Status: Accreditation The Commission may grant periods of accreditation from one (1) to six (6) years. Anniversary dates fall in January, May or September. Initial Accreditation: Applicants for initial accreditation that are found to be in compliance with the NACCAS Standards and Criteria and other formal policies of the Commission shall be granted accreditation status. Renewal of Accreditation: Applicants for renewal of accreditation that are found to be in compliance with the NACCAS Standards and Criteria and other formal policies of the Commission shall be granted renewal of accreditation status. (1) Upon the grant of initial accreditation, the institution shall be assigned a permanent, non-transferable, reference number identifier. (2) The maximum period of accreditation for an institution granted accreditation based on an initial application from an Owner with no prior experience as Owner of a NACCAS-accredited institution shall be no more than three (3) years. Section 8.5 Deferral of Action The Commission may defer any action on an application for accreditation, renewal of accreditation or changes if the school does not presently meet the Standards and Criteria for accreditation or is not in compliance with a formal accreditation requirement adopted by NACCAS, if it is shown that: (1) Financial statements indicate the school is not in full compliance with NACCAS financial standards (see Standard VII); (2) A pending action by a government or other entity gives the Commission cause to believe the institution has difficulty continuing to comply with NACCAS financial standards (see Standard VII); (3) A school that does not comply with NACCAS standards for graduation, placement, or pass rates on state licensure or certification examinations has submitted a plan for improvement which shows it can come into compliance; (4) The school receives a stipulation under Section 8.8 of these Rules for which compliance can best be shown through periodic reporting. The determination as to whether a school has complied with a stipulation may be delegated by the Commission to the Executive Director. In those instances when the Executive Director cannot determine whether a school has corrected a stipulation or has reason to believe that the school has failed to comply with a stipulation or cannot determine whether the stipulation is unwarranted, the matter shall be referred to the Commission for decision. If a school fails to comply with the stipulations or fails to demonstrate that the stipulations were unwarranted, in the case of applications under Parts 2 and 4 of these Rules, accreditation shall be denied or withdrawn within the timelines set out in Section 8.18 of these Rules, except for good cause. Section 8.9 Status: Accreditation with Reporting Requirement The classification of “Accreditation with Reporting Requirement” shall be granted to schools in any process provided for in these Rules when: The Commission shall have the authority to establish the frequency, format, and content of required reports. Section 8.7 Status: Accreditation with Recommendations for Improvement The classification of “Accreditation with Recommendations for Improvement” shall be granted when the record before the Commission evidences facts that warrant nonbinding recommendations for improvement and does not indicate present noncompliance with the Standards and Criteria and other accreditation requirements. Section 8.8 Status: Accreditation with Stipulations The classification of “Accreditation with Stipulations” shall be awarded when there is evidence that there are deficiencies in the school’s compliance with NACCAS Standards and Criteria or other accreditation requirements that can be corrected within a relatively short period of time, usually forty-five (45) calendar days. A school granted accreditation shall have its name listed in the NACCAS Directory of Accredited Schools and be issued a Certificate of Accreditation. The school may use the accreditation certificate and emblem and may make statements concerning its accredited status in its catalog, advertising, and other publications in a manner approved by NACCAS. (1) The institution’s accreditation is withdrawn, with the right to appeal; (2) The institution is within six (6) months of the deadline for showing compliance with NACCAS’ Standards and Criteria, Rules and/or other accreditation requirements (collectively, “NACCAS’ Accreditation Requirements”) established by Section 8.18 of these Rules; (3) The institution has failed to respond, or to respond adequately, to a Commission Show Cause Order or directive; (4) The Commission has determined that the institution has engaged in fraud; (5) If the institution is an Additional Location or Branch Campus of another institution, the institution’s Main Campus has been assigned the accreditation status of “Accreditation on Probation”; or (6) The Commission has otherwise determined that the institution has failed to comply with one or more of NACCAS’ Accreditation Requirements, and that the noncompliance is sufficiently serious that withdrawal of accreditation is warranted if corrective action is not taken immediately. (2) When an institution’s accreditation is (i) placed on Equivalent Status or (ii) operating under a provisional certification to participate in title IV programs (as provided in 34 CFR 668.13), the following changes shall be considered substantive and shall be subject to Commission approval in accordance with Section 8.10(e)(2) below: Section 8.10 Status: Accreditation on Probation The Commission shall assign to an institution the accreditation status of “Accreditation on Probation” whenever any one or more of the following events occurs: (i) All non-substantive changes described in Section 4.14 of these Rules (other than Exempted Non-Substantive Changes); and (ii) To the extent not otherwise addressed by Sections 4.7(a) and 4.14(c), any change in Competency-Based Programs related to the assessment of student’s prior knowledge or the closure of competency gaps between prior knowledge and program requirements. The Commission may assign to an institution the accreditation status of “Accreditation on Probation” upon the occurrence of any event described in Section 5.3(a) of these Rules. The accreditation status of “Accreditation on Probation” shall not be assigned for any reason other than as set forth in Section 8.10(a) or Section 8.10(b). The Commission is not required to issue a Show Cause Order to an institution before placing the institution’s accreditation on Probation. The Commission is not required to place an institution’s accreditation on Probation before withdrawing the institution’s accreditation. Changes in Commission Approval Requirements on Probation; Certain Other Events. (1) When an institution’s accreditation is placed on Probation, the following changes shall be considered substantive and shall be subject to Commission approval in accordance with Section 8.10(e)(2) below: An institution shall be removed from Probationary status only upon a determination by the Commission that the institution is compliant with NACCAS’ Accreditation Requirements. Such a determination shall be based on actual evidence of compliance. The Commission may obtain such evidence using any investigatory method or monitoring method provided for in these Rules, but may not rely on any evidence (a) that is more than six (6) months old; or (b) that is contradicted or called into question by more recent evidence. An institution whose accreditation is placed on Probation shall remain in the status of Accreditation on Probation until it has shown compliance with NACCAS' Accreditation Requirements. However: Section 8.11 Requirements Incorporated into Commission Actions Accreditation with Recommendation for Improvement: The Commission may require an institution granted accreditation with recommendations for improvement to submit periodic reports. (i) Entering into a written arrangement under NACCAS’ Appendix #8 (Requirements for Contracting for Educational Programs or Courses) with an institution or organization not certified to participate in the Title IV, HEA programs. (ii) To the extent not otherwise addressed by Sections 4.7(a) and 4.14(c), any change in Competency-Based Programs related to the assessment of student’s prior knowledge or the closure of competency gaps between prior knowledge and program requirements. (1) The institution shall be notified of the specific facts that led the Commission to take this action, including any specific findings of noncompliance with NACCAS’ Accreditation Requirements. (2) The Commission shall not approve any changes (other than Exempted Non-Substantive Changes) at the institution or any Additional Location or Branch Campus of the institution. The Commission shall not accept or consider any application for approval of any such change at such Additional Location or Branch Campus unless the Commission has first approved a Petition for waiver of this Section 8.10(e)(2). While the Commission may, in its discretion, grant such a Petition, (i) the granting of such a Petition does not constitute approval of any change, but merely permission to apply for such approval and (ii), notwithstanding the granting of any such Petition, the Commission may approve a Change of Control if, but only if, the institution has made a clear and convincing case that new Ownership will substantially resolve the institution’s compliance problems. Approval of a Change of Control shall not, by itself, result in the institution’s removal from Probationary status. When an institution’s accreditation is placed on Probation: (1) The Commission shall take Appealable Action against the institution, if the institution has failed to show compliance within the time limits established by Section 8.18; and (2) The Commission may establish a deadline for showing compliance that is shorter than the deadline imposed by Section 8.18. (3) The Commission may require the institution to undergo early renewal. Section 8.12 Status: Denial of Accreditation The status of Denial of Accreditation shall be restricted to schools applying for initial accreditation. A denial of accreditation shall apply when the Commission determines from the record of an applicant for initial accreditation that the institution does not meet the requirements specified in the Standards and Criteria or other accreditation requirements and, therefore, addition to the list of accredited schools is not warranted. Section 8.13 Relinquishment of Accreditation Voluntary Relinquishment of Accreditation. Deferral, Accreditation with Stipulations, Reporting Requirement, or on Probation: When the Commission defers its decision on an application or process, grants an institution any of these accreditation statuses, or continues an institution’s accreditation in any of these statuses following any process, including a complaint or issuance of a Show Cause Order, it may require the institution to comply with one or more of the following directives, including (but not limited to) any of the following: (1) To view webinars or to undergo other forms of remedial training in NACCAS’ Requirements; (2) To undergo a consultation with NACCAS staff (either by telephone or at NACCAS’ offices or elsewhere); (3) Submit specific documents or reports; (4) Submit additional information; (5) Attend a NACCAS Accreditation Workshop and/or default management workshop; (6) Undergo an on-site evaluation by a full or partial team, the cost to be borne by the institution unless otherwise determined by the Commission; (7) Undergo early renewal of accreditation. (1) An accredited institution may at any time request voluntary relinquishment of NACCAS accreditation status by submitting a written request to the Executive Director of NACCAS (including via electronic submission through a NACCAS approved electronic submission portal). Such request shall specify the date upon which the school wishes the voluntary relinquishment to be effective, which date may not be earlier than the date of the request or later than the institution’s anniversary date (unless the institution’s anniversary date has already passed). In addition, the institution’s request must contain a statement to the effect that the school official requesting the voluntary relinquishment of accreditation has the authority to do so. (2) For purposes of this Section 8.13(a), an official notice of closure of the institution shall be deemed to constitute a request for voluntary relinquishment of accreditation. If the notice of closure/voluntary relinquishment notice is not submitted in accordance with Section 4.12(a)(1) of these Rules (i.e., at least 30 days prior to the closure date), the institution (or, if the institution is either an Additional Location or Branch Campus, its Main Campus) will be assessed a fee of $5,000. (1) The institution closes or ceases operation as an educational institution (See Section 1.2(c)(3) of these Rules) without submitting an official notice of closure or voluntary relinquishment (whether or not timely) to NACCAS and either fails to respond to a Show Cause Order, or its response does not warrant another action. (2) The institution lost its license to operate in the state in which it is located (See Section 1.2(c)(2) of these Rules) and either fails to respond to a Show Cause Order, or its response does not warrant another action. In the case of the actions specified in this Section 8.13(c), the institution can come into compliance with NACCAS’ requirements by submitting the appropriate change application within the Show Cause period. In addition, the institution will be assessed a fee of $5,000. The effective date of the relinquishment shall be the date of the Commission’s notice of relinquishment to the school, unless the institution has voluntarily relinquished its accreditation and has requested a later effective date that complies with the requirements of Section 8.13(a). Section 8.14 Status: Involuntary Withdrawal of Accreditation Following the due process required by these Rules, the Commission shall, at any time, withdraw a schools accreditation for any of the reasons included in Section 8.12 and for the following additional reasons: (1) The institution relocates without complying with the procedures established by Part 4, Sub-Part 4A.1 of these Rules. (2) The institution undergoes a Category 3 Change of Control, and the parties to the Change of Control do not comply with the notice and application requirements set forth in Part 4, Sub-Part 4A.2 of these Rules. The following actions shall constitute the relinquishment of accreditation of an institution: In addition, the institution (or, if the institution is either an Additional Location or Branch Campus, its Main Campus) will be assessed a fee of $5,000. The following actions shall constitute the relinquishment of accreditation of an institution if there is no response to a Show Cause Order or a response to a Show Cause Order does not warrant another action: (3) If an accredited school (i) voluntarily relinquishes its accreditation, in accordance with NACCAS’ Section 8.13(a)(1) of these Rules and prior to a decision by the Commission to withdraw the school’s accreditation, and permits its then-enrolled students to complete their course or program at the school, any such student enrolled in the school at the time that accreditation was relinquished who completes his or her course or program of study on the usual schedule shall be considered a graduate of an accredited school. If an institution that has submitted an application for initial accreditation undergoes a Change of Control by means of a sale of assets, the institution shall be deemed to have abandoned its application and voluntarily relinquished its status as a candidate for NACCAS Accreditation. Section 8.15 Actions to Monitor the On-going Compliance with Accreditation Requirements by an Institution In order to ensure that each institution accredited by NACCAS achieves and maintains compliance with NACCAS’ Standards and Criteria, Policies, Rules of Practice and Procedure and other accreditation requirements, the Commission, besides the actions listed elsewhere in this Part, may take any actions that it believes are necessary, proper and fair, including but not limited to: (1) Failure to continue to meet the basic eligibility requirements for accreditation set out in Part 1 of these Rules; (2) Failure to file an Application for Renewal of Accreditation and/or an Institutional Self-Study for reaccreditation or a change application within the time limits established by the Commission (Part 2). (3) Failure to cooperate in a required on-site evaluation of the school conducted by a team or individual (Part 3). (4) Failure to notify the Commission in a timely manner of any material change in the way the school conducts its business or the circumstances in which it operates (Parts 4 or 5). (5) Failure to file a satisfactory Annual Report, Special Report, or any other report or required document within the time limits established by the Commission (Part 5). (6) Failure to prove compliance with the Standards and Criteria for Accreditation or other accreditation requirements within a specific time period established by the Commission upon Application for Renewal, or failure to Show Cause (Parts 7 and 8). (7) Failure to eliminate or resolve stipulations contained in an Accreditation with Stipulations decision within the time set by the Commission (Part 8). (8) Failure to pay any required fees within the time limits established by the Commission (Schedule of Fees). (9) Failure to comply with a Commission order or directive (Part 8). (1) Order an appearance before the Commission. (2) Order an on-site evaluation, announced or unannounced, by a full or partial team. The cost of such visit shall be borne by the school unless the Commission determines otherwise. (3) Shorten the period of accreditation previously granted to the school and require the school to undergo early renewal of accreditation. Upon receipt of notification from the Commission that withdrawal of accreditation is final, or when an institution voluntarily relinquishes accreditation, the school must: (1) Immediately inform all students enrolled in the school and those seeking admission that accreditation by NACCAS has been withdrawn. (2) Remove from public view all certificates, decals, signs, emblems, and other evidence of accreditation and must cease using printed materials or advertising indicating in any way that the school is, or has been, accredited by NACCAS. (1) Request additional information (including through the issuance of Letters of Inquiry); (2) Order a special visit to the institution to gather additional information for the school record; (3) Recommend to the Commission that it order the school to Show Cause why its accreditation should not be withdrawn for noncompliance with specific accreditation requirements; and/or (4) Continue accreditation in any of the statuses established by this Part. In the event that the Commission determines that a school holding the status of accreditation no longer complies with one or more of the Standards and Criteria, Policies, Rules of Practice and Procedure and other accreditation requirements, based upon the seriousness of the noncompliance, the Commission shall take one or more of the following actions: (1) Continue accreditation with recommendation(s) for improvement, stipulations, or a reporting requirement; (2) Continue accreditation on probation; (3) Shorten the period of accreditation previously granted to the school and require the school to undergo early renewal of accreditation; or (4) Withdraw the school’s accreditation. In all cases, if there is a recommendation for improvement, it shall be specified in the notice. The foregoing actions may entail any of the requirements set out in Section 8.11 of these Rules. In addition, the Commission may assess such fees or fines for non-compliance with NACCAS’ Standards and Criteria, Policies, Rules of Practice and Procedure and other accreditation requirements by accredited schools and applicants for accreditation as are provided in NACCAS’ Schedule of Fees. Section 8.16 Oversight of Continued Compliance The Commission may delegate in one or more committees authority to make recommendations on applicant or accredited schools to the full Commission. A duly constituted committee with authority to recommend school actions and/or the Commission may do the following: Section 8.17 Official Notification of Commission Action Notification to the Institution. Whenever the Commission takes an action on an applicant or accredited school pursuant to these Rules, the Commission shall notify the affected institution in writing of that action, within 45 calendar days; provided, however, that written notice of any action to deny or withdraw accreditation, or to place a school’s accreditation on probation, shall be given within 30 calendar days. The notice shall be sent to the chief executive officer or designated official of the institution via certified mail, return receipt requested, or other traceable means. Notification to Students. The institution must disclose to all current and prospective students, within seven (7) business days of receipt of notice from the Commission, the following Commission actions: (1) Commission action to grant or renew accredited status, with or without conditions: The notice shall indicate the period of accreditation granted and the programs approved within the aegis of institutional accreditation. The notice shall indicate if the accreditation granted allows the institution to seek eligibility to participate in federal student financial assistance programs. (2) Commission action to approve a change and continue accreditation, without conditions: The notice shall specify the change approved within the aegis of the institutional accredited status previously granted. (4) Voluntary relinquishment of accreditation by the institution: The school shall be advised that, as requested, the name of the school has been removed from the NACCAS Directory of Accredited Schools. (5) Commission action to deny or withdraw accreditation: The notice shall provide the institution’s chief executive with a detailed explanation of: (1) An Adverse Action; (2) A Final Adverse Action; and (3) Placement of the institution on Probation or Equivalent Status. (3) Commission action to defer action, or grant, renew, or continue accreditation with stipulation, reporting requirement, or on probation: The notice shall provide the institution’s chief executive with a detailed explanation of: (i) The specific facts and/or program characteristics upon which the Commission relied in making its decision; (ii) The NACCAS Standards, Criteria, Policies, Procedures, Rules, Commission directive, or other accreditation requirement with which the school was found to be in less than full compliance; (iii) Any requirements the Commission has placed on the institution as a condition of its action, pursuant to Section 8.11 of these Rules. (iv) The date by which the school must demonstrate that the requirements have been met or establish that they were unwarranted. (i) The manner in which the school has failed to comply with the Commission’s Standards and Criteria, Policies, Rules of Practice and Procedure, Commission directives, or other accreditation requirement and the basis for the withdrawal of accredited status; (ii) The evidence and reasoning relied upon by the Commission in reaching its decision; (iii) The institution’s right to appeal the action pursuant to Part 9 of these Rules, if applicable; or (iv) The institution’s obligations under Section 8.14(b), in the case of a final withdrawal, all appeal rights exhausted. (1) If the institution’s longest program is less than one year in length, the lesser of (i) twelve (12) months and (ii) 150% of the length of the institution’s longest program; (2) Eighteen months, if the institution’s longest program is at least one year, but less than two years in length; or (3) Two years, if the institution’s longest program is at least two years in length. These time frames shall begin to toll on the date of the first official written notification by the Commission to the institution (which may include electronic notification) advising the institution that the Commission has determined that the institution is not in compliance with NACCAS’ Accreditation Standards or Requirements. For purposes of this Section 8.18(a), the “institution’s longest program” shall mean the longest NACCAS-approved program (full-time or part-time), measured in calendar weeks, actually taught by the institution as reported by the institution in its most recently submitted Annual Report, as of the date of determination of the remediation deadline. If the institution does not bring itself into compliance or cure the deficiency within the specified period, the Commission must take Appealable Action unless the period for achieving compliance is extended in accordance with Section 8.18(c), see below. The Commission shall not grant an extension of the deadline established under Section 8.18(a), unless all of the following conditions are met: Section 8.18 Time Lines to Remedy Non-Compliance Where the Commission has found an area in which the institution is out of compliance with accreditation standards and requirements, the Commission may, in its discretion, grant the institution a period of time in which to remediate the non-compliance; provided, however, that the period allotted to an institution to remedy the non-compliance or cure the deficiency shall in no case exceed the following time limits: (1) The institution requests an extension in writing in accordance with Section 1.2 of these Rules. The request must be accompanied by appropriate documentation and other evidence establishing that the institution meets the requirements for an extension set out in this Section 8.18(c). (2) The institution is in compliance with all other NACCAS Standards, Rules and other accreditation requirements and is otherwise in good standing with NACCAS. (3) The Commission determines that, throughout the period allowed under Section 8.18(a), the institution has been making a good faith effort to remedy existing deficiencies and bring itself back into compliance, and has shown substantial progress toward achieving that goal. This determination shall be based on review of all applicable evidence of compliance, including such interim compliance reports as may have been ordered by the Commission. (4) The institution established to the reasonable satisfaction of the Commission that its failure to bring itself into compliance or cure the deficiency by the deadline established under Section 8.18(a), is directly and materially attributable to an event or circumstance that: (i) is (or was) beyond the control or material influence of the institution; and (ii) could not reasonably have been anticipated, avoided or prepared for by the institution. The Commission may not grant an extension of more than six (6) months. Although the Commission may consider requests for additional, subsequent extensions, no such additional extension may be granted unless the conditions for extension described above continue to be met (including, without limitation, continued significant progress toward compliance during the extension period as evidenced by applicable interim compliance reports). Under no circumstances will the Commission grant extensions that (collectively) exceed one (1) year. The decision to grant or not grant an extension is discretionary. The Commission reserves the right to deny a request for an extension, even if the conditions for extension described above have been met. The decision to deny an extension request is not subject to appeal. (5) The institution establishes to the reasonable satisfaction of the Commission that it has used its good faith best efforts to mitigate the effects and consequences of the event or circumstance described above, and to bring itself back into compliance by the deadline established under Section 8.18(a). (6) The Commission determines that there is a reasonable likelihood that the institution will be able to bring itself into compliance within the period of extension, if granted. (1) The date an institution receives notice of the Appealable Action is the date the Commission’s official action letter is signed for, irrespective of who signs for it. (2) If the first notice from the Commission is returned as undeliverable, the Commission shall attempt to contact the institution at its telephone, facsimile and/or email address of record to obtain an alternate address for delivery of the notice and, if successful, send a second notice to that alternate address. If the institution cannot be contacted by these means (or does not respond to the Commission’s request for information within three business days), the Commission shall send a second notice to the institution’s address of record (by an alternate traceable means, if available). (3) If the second notice from the Commission is returned as undeliverable, the Appealable Action shall enter into effect on the date the second notice is returned to the Commission. (1) Removal from candidate status; (2) Denial of approval of a change under Part 4 of the Rules; (3) Denial of initial accreditation; and (4) Withdrawal of accreditation. Part 9 – The Appeal From Adverse Accreditation Status Decisions Sub-Part A - General Information Section 9.0 Coverage of Appeals The appeal procedure specified in Sub-Part B constitutes the exclusive remedy for an institution to appeal an Appealable Action by the Commission. The Commission will only consider appeals filed pursuant to this procedure and will not act upon petitions for reconsideration, petitions for reinstatement, or any other such filing. Only Appealable Actions made by the Commission may be appealed. Appealable Action decisions are: All documents submitted to NACCAS on appeal must comply with the requirements of Part 1 of these Rules, and must be sent by certified mail, return receipt requested, or an alternate traceable means. The appeal procedures established by the Commission shall be construed to secure the just and expeditious determination of every appeal proceeding. An institution retains its accreditation status while undergoing an appeal. Except as set forth in Section 9.0(e) below, if no Notice of Intent to Appeal an Appealable Action is received by the Commission within the time frames specified in Sub-Part B, the Appealable Action shall enter into effect on the twentieth calendar day after the institution received official notice of the Appealable Action. Receipt: The letter officially notifying an institution of the Commission’s Appealable Action shall be mailed by a traceable means. Sub-Part B - Appeals Procedure Section 9.3 Filing an Appeal – 20 Calendar Days Notice of Intent to Appeal. To initiate an appeal process, within twenty (20) calendar days after receiving official notice of the Appealable Action, the institution must do the following: (1) Submit a Notice of Intent to Appeal (on the form prescribed by the Commission), stating the specific grounds for the institution’s appeal and indicating whether the institution intends to pursue an Administrative Appeal, a Documentary Appeal or a Personal Appearance Appeal (as defined below); Section 9.1 Grounds for an Appeal An institution affected by an Appealable Action by the Commission may appeal that decision if it has reason to believe: That the decision was clearly erroneous, not supported by the evidence on the record at the time the Commission took action, or was otherwise arbitrary and capricious; or If, but only if and only to the extent that, the Appealable Action resulted from a finding that the institution has failed to comply with NACCAS’ financial viability requirements under NACCAS’ Standard VII, Criterion 1, that it can prove current compliance with Standard VII, Criterion 1. Section 9.2 Standard of Review on Appeal In all cases, the institution bears the burden of proof on appeal. Except for the consideration of new financial information as permitted under Section 9.5 of these Rules, the Appeal Review Panel shall only consider evidence in the record at the time the Commission took action. The Appeal Review Panel shall not consider evidence of compliance or remediation after the date the Commission took the Appealable Action. In reaching a determination that the Commission’s decision was clearly erroneous, not supported by the evidence on the record at the time the Commission took action, or was otherwise arbitrary and capricious, the Appeal Review Panel shall not substitute its judgment for that of the Commission. A finding by the Appeal Review Panel that the Commission acted in error must be based on the conclusion that no reasonable decision-making body would have reached the decision on appeal, taking into account the evidence in the record at the time the Commission took action, and the requirements of the Commission’s Standards, Criteria, Rules and other accreditation requirements. The record on an appeal shall include, as applicable, the Notice of Intent to Appeal, Appeal Document and all documents cited therein, together with all other documents and information in the record at the time the Commission took the Appealable Action under appeal and relevant to the reasons stated by the Commission for taking such action and/or the grounds for appeal stated in the Appeal Document. In its Appeal Document, the institution shall support its argument on appeal by specific reference to information and documentation in the record at the time the Commission took the Appealable Action, identifying where in the record that information or documentation may be found. (The institution may include copies of relevant documents, but each such document must be identified by the location of such document in the record.) The institution’s appeal is not an opportunity to introduce evidence not in the record at the time the Commission took the action being appealed (including, but not limited to, evidence of remediation). Except as permitted by Section 9.5, see below, the Appeal Document may not include or refer to information or documentation not in the record at the time the Commission took the Appealable Action. (1) Administrative Appeal. An Administrative Appeal may be filed if, but only if: (i) the sole basis for the Appealable Action (as stated by the Commission) was the institution’s failure to pay a required fee or submit a required document; and (ii) the institution’s appeal will consist only of submitting proof that the missing document was timely received by NACCAS or that the fee was timely paid. (2) Documentary Appeal. A Documentary Appeal may be filed with respect to any Appealable Action. An institution filing a Documentary Appeal must submit an Appeal Document (see Section 9.4). (3) Personal Appearance Appeal. A Personal Appearance Appeal may be filed with respect to any Appealable Action. An institution filing a Personal Appearance Appeal must submit an Appeal Document (see Section 9.4) and may appear before the Appeal Review Panel in an Appeal Hearing (see Section 9.7). (2) Submit the appeal fee (as stated in NACCAS’ Schedule of Fees) corresponding to the category of appeal it has selected (Administrative, Documentary or Personal Appearance); and (3) If the institution is filing an Administrative Appeal, submit its proof of compliance as described in Section 9.3(b)(1)(ii) below. In support of its Documentary or Personal Appearance Appeal, the institution shall submit to the Executive Director of NACCAS, within forty-five (45) calendar days after receiving official notice of the Appealable Action, an Appeal Document, prepared and submitted in accordance with the provisions of this Section 9.4. The Appeal Document shall set out in detail all of the facts and arguments which the institution believes support its claim that the Commission’s decision was clearly erroneous, not supported by the evidence on the record at the time the Commission took action, or was otherwise arbitrary and capricious. The Appeal Document must address each of the bases for the Appealable Action stated by the Commission in the Commission’s official notification letter to the institution. Categories of Appeals. In filing its appeal, the institution must select one of the following categories of appeal: Section 9.4 Appeal Document – 45 Calendar Days Significance and Materiality of New Financial Information (Standard VII, Criterion 1 (a)-(c)). Standard VII, Criterion 1(a)-(c) establishes three separate, alternative tests for demonstrating financial viability. Each of these tests requires review of specific financial information, presented in a specified format. Accordingly, new financial information presented on appeal satisfies the “significance and materiality” test of Section 9.5(a)(2) above if, and only if, it consists of the information required to establish that the institution meets the requirements of Standard VII, Criterion 1(a)-(c) under one of these three tests. (1) Standard VII, Criterion 1(a) and/or 1(b): Compliance with Standard VII, Criterion1(a) and/or 1(b) is demonstrated by calculation of certain financial scores or ratios derived from 12-month audited financial statements (Standard VII). Institutions may demonstrate compliance with Standard VII, Criterion 1(a) and/or 1(b) by submission of audited 12-month financial statements covering a period more recent than that of (1) Was unavailable to the institution until after the Appealable Action subject to appeal was taken by the Commission; and (2) Is significant and bears materially on the financial deficiencies identified by the Commission. The Appeal Document must be organized in accordance with the Commission’s Requirements for Organization of Document Submissions to NACCAS and the requirements of Part 1.6 of these Rules. The institution shall submit three (3) copies of the Appeal Document in hard-copy format and one (1) copy in electronic (WORD or PDF) format (which may be delivered electronically to NACCAS or on a flash drive or other portable data storage device). The Appeal Document must be received by NACCAS not later than forty-five (45) calendar days after the receipt by the institution of the Commission’s official notice of an Appealable Action. Except as provided in Section 9.5 below, the Appeal Review Panel shall not review or otherwise take into consideration any additional documentation or appeal materials received after the submission deadline; provided, however, that the Panel may consider Appeal Documents received after the 45-calendar day deadline if, but only if, the institution can demonstrate that the Appeal Document was shipped not less than three (3) calendar days prior to the deadline, by a means reasonably calculated to ensure receipt by NACCAS by that deadline. In addition, if the appellant fails to timely meet any requirement on appeal, including the payment of appeal fees, the Appeal Review Panel has no obligation to review the appeal and the adverse accreditation action shall become effective in accordance with Section 9.0(d) of these Rules. Section 9.5 New Financial Information Submission of New Financial Information. Notwithstanding Section 9.4 where the Appealable Action subject to appeal was based in whole or in part on (i) a failure of the institution to comply with Standard VII, Criterion 1 or (ii) (in the case of a denial of an application for approval of a Category 2 or Category 3 Change of Control) a failure of the institution’s same day balance sheet to meet the requirements of Appendix Form#9, Requirements General to Categories 2 and 3, #1(f), the institution may submit new financial information for consideration by the Appeal Review Panel, at any time prior to the meeting of the Panel, provided that such information: the financial statements last reviewed by the Commission (which, for purposes of appeal, need not be the institution’s regular fiscal year). (2) Standard VII, Criterion 1(c): Compliance with Standard VII, Criterion 1(c) requires (i) demonstration of certain documented financial ratios and (ii) Commission determination of financial viability based on its review of a report of an onsite evaluation conducted by an independent certified public accountant approved by the Commission and conducted under a series of agreed upon published procedures determined by NACCAS. If an appellant institution elects to demonstrate compliance with Standard VII, Criterion 1 (a)-(c) utilizing the method described under Criterion 1(c), the institution shall bear the burden of ensuring that all elements of the Criterion 1(c) process are complete and available for review by the Appeal Review Panel prior to the date on which the Panel must consider the institution’s appeal (as determined under Section 9.6 of these Rules, see below). If a Criterion 1(c) report is not final and available for review when the Appeal Review Panel meets to consider the institution’s appeal, the Panel (i) has no power to defer action on the appeal to a later date (see Rules, Section 9.8(b)), and (ii) may not remand the matter to the Commission for consideration at a later date unless the Panel determines that the institution’s failure to submit the required Criterion 1(c) report is the direct result of unreasonable delay by NACCAS. (1) Documentary and Personal Appearance Appeals. The Appeal Review Panel shall meet in person, at least twice a year, to consider pending Documentary and Personal Appearance Appeals (if any). For each such meeting, the Panel shall establish an agenda closure date based on the Commission’s meeting schedule, such that all perfected Documentary and Personal Appearance Appeals arising from any given meeting of the Commission shall be heard by the Panel at the same Panel meeting. Significance and Materiality of New Financial Information (Standard VII, Criterion 1 (d)-(g)). Institutions may demonstrate compliance with Standard VII, Criterion 1(d), 1(e), 1(f), or 1(g) by submission of audited 12-month financial statements covering a period more recent than that of the financial statements last reviewed by the Commission (which, for purposes of appeal, need not be the institution’s regular fiscal year). Significance and Materiality of New Financial Information (Appendix #9, Requirements General to Categories 2 and 3, #1(f)). Institutions may demonstrate compliance with Appendix Form #9, Requirements General to Categories 2 and 3, #1(f) by submission of a same day balance sheet for the institution as of the effective date of the Change of Control, audited by an independent certified public accountant on an accrual basis of accounting according to GAAP, demonstrating that the institution has an Acid Test Ratio of 1:1 or greater and a positive tangible net worth. Section 9.6 Meetings and Deliberations of the Appeal Review Panel All appeals shall be heard by an Appeal Review Panel organized in accordance with Sub-Part C. Meetings of the Panel A majority of Panelists shall constitute a quorum at any meeting of the Appeal Review Panel. The meeting of the Appeal Review Panel shall include review of the record on appeal, appearances for Personal Appearance Appeals, deliberations, and rendering of decisions. At least fifteen (15) calendar days before a meeting of the Appeal Review Panel at which Documentary or Personal Appearance Appeals will be heard, each Panelist shall receive a complete copy of the appellant’s Appeal Document. At least fifteen (15) calendar days before a meeting of the Appeal Review Panel at which Administrative Appeals will be heard, each Panelist shall receive a complete copy of the proof of compliance submitted by the appellant with its Notice of Intent to Appeal in accordance with Section 9.3(a)(3). All Panelists shall be required to recuse from discussion and voting on any matter when required to do so to comply with the requirements of the NACCAS Code of Ethics, or the provisions of Section 9.13. In addition, any Panelist holding an ownership interest in, or serving as an administrator of, a NACCAS-accredited school that is subject to an open Show Cause Order shall recuse from discussion and voting on all matters before the Appeal Review panel until such time as that order has been closed. Section 9.7 Appeal Hearing Procedures As a general proposition, sixty (60) minutes shall be allocated for an appeal presentation. The Chair of the Appeal Review Panel has the authority to grant additional time for the hearing, if he or she believes that it is needed. The appeal hearing shall commence with an opening statement by the Chair of the Appeal Review Panel, which describes the applicable standard of review, and the procedures to be followed at the hearing. (2) Administrative Appeals. The Appeal Review Panel shall consider pending Administrative Appeals at in-person meetings convened to consider Documentary and Personal Appearance Appeals and, in its discretion, by conference call, video conference or other means by which all persons participating in the meeting can simultaneously hear each other. For each such meeting, the Panel shall establish an agenda closure date based on the Commission’s meeting schedule, such that all perfected Administrative Appeals arising from any given meeting of the Commission shall be heard by the Panel at the same Panel meeting. The appealing institution’s representative(s) shall then make its presentation in support of the appeal. The Commission’s counsel may then present the Commission’s argument in support of its decision and response to the institution’s appeal. The institution and the Commission, in presenting their arguments, may reference the Appeal Document and any other information or documentation in the record that is relevant to the grounds for appeal cited in its Appeal Document, but may not introduce or refer to any evidence not in the record at the time the Commission took the Appealable Action being appealed (except as permitted by Section 9.5). Any member of the Appeal Review Panel, other than any Panelist required to recuse, may question the representative(s) of the institution and the Commission at any time during the presentation, on any matter relevant to the Commission’s written reasons for taking the Appealable Action under appeal and/or the grounds for appeal cited in the institution’s Appeal Document. The Commission does not consider the appeal hearing to be adversarial in nature. Accordingly, neither the institution’s representative(s) nor the Commission’s counsel shall have the right to examine one another or NACCAS staff. At the conclusion of the question and answer period, the Commission’s counsel, followed by the institution, may each make a brief closing statement, after which, the hearing shall be adjourned. Section 9.8 Authority and Recommendations of the Appeal Review Panel The Appeal Review Panel has no authority to waive or otherwise modify the NACCAS eligibility criteria, Standards and Criteria, Rules of Practice and Procedure, Policies, or other accreditation requirements. The Appeal Review Panel may either: In all cases, the Appeal Review Panel shall provide the Commission with a written statement of the result of the appeal and of the basis for that result, together with the record on appeal, including the Appeal Document and transcript of any Personal Appearance hearing. If the Appeal Review Panel amends the Appealable Action, the Commission shall implement the Appeal Review Panel’s decision in a manner consistent with the Panel’s decision and (if applicable) instructions, and with the Commission’s accreditation standards and these Rules. The Appeal Review Panel may remand an Appealable Action to the Commission (i) because it has determined that the matter raises policy issues or requires further factual investigation beyond the purview of the Panel and/or (ii) because it has determined that the appeal satisfies the grounds for reversal set forth in Section 9.1 of these Rules. (1) Affirm the Appealable Action of the Commission, in which case the decision shall be final; (2) Amend the Appealable Action of the Commission, in which case the Commission shall implement the decision of the Appeal Review Panel as provided in Section 9.8(c) of these Rules; or (3) Remand the Appealable Action to the Commission for further consideration, in which case the Commission shall reconsider the original decision as provided in Section 9.8(d) of these Rules. (1) If the Appeal Review Panel remands an Appealable Action to the Commission for further consideration on the basis of policy considerations or necessary additional factual investigation, it shall provide the Commission with a written statement identifying specific issues that the Commission must address in rendering its final decision. (2) If the Appeal Review Panel remands an Appealable Action to the Commission because it has determined that the appeal satisfies the grounds for reversal set forth in Section 9.1 of these Rules, it shall provide the Commission with a written statement explaining the basis for a decision that differs from that originally rendered by the Commission. In undertaking its reconsideration of a decision remanded by the Appeal Review Panel, the Commission shall act in a manner consistent with the Panel’s decision and instructions (including with respect to addressing the specific issues identified by the Panel), and with the Commission’s accreditation Standards and these Rules. A decision by the Commission upon a matter remanded to it by the Appeal Review Panel shall be final and not subject to further appeal. The Commission shall send an official notification to the appellant in accordance with Section 8.17 of these Rules. Section 9.12 Composition of Appeal Review Panel The Appeal Review Panel shall consist of seven (7) Panelists, of which: In implementing any decision by the Appeal Review Panel, the Commission may impose any monitoring, reporting or other limitations or obligations on the accreditation of an institution consistent with these Rules and the decision of the Appeal Review Panel. In the event that the Commission determines that it is incapable of implementing the Appeal Review Panel’s decision in a manner consistent with the Commission’s accreditation Standards and these Rules because the Appeal Review Panel has exceeded the limitations to its authority under Section 9.8(a) of these Rules by waiving or otherwise modifying the NACCAS eligibility criteria, Standards and Criteria, Rules of Practice and Procedure, Policies, or other accreditation requirements, the Commission shall remand the decision to the Appeal Review Panel and the Appeal Panel shall render a decision consistent with such eligibility criteria, Standards and Criteria, Rules of Practice and Procedure, Policies, and/or other accreditation requirement. Section 9.9 Record of Appeal Hearing The Appeal Review Panel shall record or stenographically transcribe any Personal Appearance Appeal hearing before it. A transcript of the hearing shall be provided to the institution upon written request and payment of a reasonable charge for transcription costs. Section 9.10 Expenses of Appeal The expenses incurred in the development and presentation of its appeal shall be borne exclusively by the institution filing the appeal, including the appeals fee as indicated in these Rules. The expenses involved in the arrangements for the location of the meeting of the Appeal Review Panel shall be paid by NACCAS. Sub-Part C – Appeal Review Panel Section 9.11 Function of Appeal Review Panel The purpose of the Appeal Review Panel is to review the Appeal (or, in the case of an Administrative Appeal, the evidence of compliance) submitted by the appellant institution, conduct a Personal Appearance Appeal hearing (if requested by the appellant), and render a decision on the appeal, in accordance with Section 9.6 through Section 9.8 of these Rules. Three (3) Panelists shall satisfy the qualifications set forth in NACCAS’ By-Laws for a Commissioner representing schools in fields of training within NACCAS’ scope; One (1) Panelist shall satisfy the qualifications set forth in NACCAS’ By-Laws for a Commissioner representing the administration of schools in fields of training within NACCAS’ scope; One (1) Panelist shall satisfy the qualifications set forth in NACCAS’ By-Laws for a Commissioner representing professional services operations in fields within NACCAS’ scope; One (1) Panelist shall satisfy the qualifications set forth in NACCAS’ By-Laws for an academic Commissioner; and One (1) Panelist shall satisfy the qualifications set forth in NACCAS’ By-Laws for a Commissioner representing the public interest; provided however, that prior service as a NACCAS Commissioner (or Appeal Review Panelist) representing the public interest shall not disqualify a candidate from service in that capacity on the Appeal Review Panel. Section 9.13 Qualifications of Panelists In addition to satisfying the qualifications for the category of Panelist to which he or she is appointed (as set forth in Section 9.12, see above), each Panelist must (i) have signed an agreement to abide by the NACCAS Code of Ethics (including, without limitation, an agreement to disavow from discussion or voting on any matter where a conflict of interest exists); and (ii) either have attended a NACCAS accreditation workshop within the previous three (3) years or have signed an agreement to attend a NACCAS accreditation workshop prior to the first meeting of the Appeal Review Panel on which he or she will serve. No person may serve as a Panelist if he or she holds an ownership interest in, or serves as an administrator of, a NACCAS-accredited school whose accreditation status is “Accreditation on Probation.” In the event that an accredited school with which a sitting Panelist is so affiliated is placed on Probation, that Panelist shall be immediately disqualified from further service on the Appeal Review Panel, and the vacancy created on the Panel shall be filled by the Executive Committee in accordance with Section 9.14 of these Rules. A Panelist who becomes disqualified from Panel service because of their affiliation with a NACCAS-accredited school that is on Probation is not permanently disqualified from service on the Panel, and may be reappointed to the Panel in a future election cycle if he or she has become eligible for Panel service again. No sitting Commissioner may serve on an Appeal Review Panel, nor may any former Commissioner serve on an Appeal Review Panel until at least one (1) year after his or her term as Commissioner has ended. No two people from the same business entity may be appointed to serve simultaneously on the Appeal Review Panel. No Panelist may be appointed to more than two consecutive full terms on the Appeal Review Panel. For purposes of this section, a replacement Panelist who serves a partial term of less than one calendar year is not deemed to have served a full term. A Panelist who is disqualified from reappointment on account of serving two consecutive full terms shall remain disqualified for the three (3) years immediately following his or her last full term of service. Section 9.16 Objections to Appeal Review Panel Each institution that has appealed an Appealable Action of the Commission pursuant to Section 9.3 of these Rules shall be notified, in writing, whether its appeal will be heard in the then-current calendar year or (ii) in the following calendar year. Institutions whose appeals will be heard in the then-current calendar year may, within ten (10) calendar days from receipt of such written notification, submit to NACCAS, in writing, the name(s) of any Panelist(s) the institution believes is prevented by a conflict of interest from Section 9.14 Selection of Panelists Each year, the Commission shall solicit, by public notice, applications from interested and qualified parties to replace Panelists whose terms of appointment will expire on December 31 of that year. The Commission may, in its discretion, appoint a committee for the purpose of reviewing applications and making recommendations for appointment to the Commission. Not later than December 31 of each year, the Commission shall review the applications received by NACCAS and make appointments to the Panel from the list of applicants whose applications show that they meet the qualifications for Panelists set forth in Section 9.12 and Section 9.13. Panelists shall be appointed by vote of the Commission. Appointments shall be publicly announced and the list of panelists shall be available on the NACCAS website. Section 9.15 Term of Panelists; Resignation and Removal; Vacancy Each panelist shall be appointed for a three (3) year term. Except in the case of a Panelist appointed to fill an interim vacancy (whose term shall begin immediately upon appointment), each Panelist’s term shall commence on January 1, immediately following his or her appointment. Each Panelist shall serve until his or her term expires, or until his or her resignation or removal, as provided in these Rules. At each meeting of the Appeal Review Panel, each Panelist shall attest that he or she continues to satisfy the qualifications for the category of Panelist for which he or she was appointed. If the Panelist cannot do so, he or she shall resign immediately. Any Panelist who is absent from two (2) consecutive meetings of the Appeal Review Panel shall be deemed to have resigned his or her seat on the Panel. The Executive Committee shall have the power to remove from office any panelist who, in the determination of the Executive Committee, (1) has ceased to satisfy the qualifications for the category of panelist for which he or she was appointed or (2) has violated his or her obligations under these Rules and/or the Code of Ethics. In the event of any vacancy on the Appeal Review Panel, the Executive Committee shall appoint a replacement Panelist to serve the remainder of the term of the Panelist who is being replaced. The replacement Panelist must satisfy all of the qualifications for the same category of Panelist (e.g., school owner, academic, professional services or public interest representative) as the Panelist he or she is replacing. hearing the institution’s appeal. Institutions whose appeals will be heard in the following calendar year shall be notified in writing when the Panelists for the following year have been selected, and may object, in writing, to any such Panelists within ten (10) calendar days of receipt of such notice. An appellant objecting to a panelist must indicate in writing the specific violations of the NACCAS Conflict of Interest Policy that require the challenged Panelist to recuse them- selves from consideration of the institution’s appeal. In the event that the challenged Panelist does not voluntarily recuse themselves, the remaining Panelists, by majority vote, shall determine whether the institution has shown good cause for requiring such recusal, and the challenged Panelist shall abide by the decision of the Panel. Section 9.17 Special Panelists In the event that more than four (4) Panelists are required to recuse from any institution’s appeal, the Executive Committee shall appoint one (1) or more Special Panelists solely for purposes of hearing the affected institution’s appeal. The Special Panelist(s) must meet the qualifications for a panelist set forth in these Rules, other than the compositional requirements set forth in Section 9.12. The affected institution shall be notified in writing of any Special Panelists appointed to hear its appeal, and shall have five (5) calendar days to object to any such Special Panelists, on the terms set out in Section 9.16. The appointment and objection process described in this Section 9.17 shall continue until there shall be at least three (3) Panelists (including Special Panelists) not disqualified from hearing the institution’s appeal. Where necessary to permit the appointment and objection period described in above to be completed in a timely manner, the Appeal Review Panel shall defer consideration of the objecting institution’s appeal to a special meeting called specifically for that purpose. Such special meeting shall be held not later than thirty (30) calendar days following the final selection of Special Panelists and, unless the appellant has requested a Personal Appearance Appeal, such special meeting may (in the Panel’s discretion) be a telephonic meeting. Part 10 – Developing Standards, Rules, and Policies, Opportunity to Comment, and Petitions for Waiver Section 10.0 Publication of Proposed Material Changes The Commission shall publish in the NACCAS newsletter (or in any other mailing distributed to all accredited schools and the NACCAS mailing list) all proposed material changes in its Standards and Criteria, Rules of Practice and Procedure, policy statements, any other document which contains requirements or procedures with which a school must comply in order to secure and/or maintain accredited status. Interpretation of existing Standards and Criteria, Rules of Practice and Procedure and other documents need not comply with the requirements of Part 10. The Commission shall also publish, in advance of Commission action, the names of schools seeking initial accreditation, renewal of accreditation, or approval of Additional Locations or Branch Campuses. The Commission shall submit to the Secretary of the United States Department of Education any proposed change in the policies, procedures, or accreditation standards of NACCAS that might alter its Section 10.1 Opportunity for Comment The Commission encourages all interested parties to submit written comments concerning proposed changes in the Commission’s Standards, requirements, and procedures or comments pertaining to schools seeking accredited status, published pursuant to Section 10.0 (above) of these Rules. Unless a longer comment period is specified by the Commission, interested parties shall have fifteen (15) calendar days to submit such comments with respect to schools seeking accredited status, and forty-five (45) calendar days to submit comments relating to all other matters. The Commission shall not be required to consider comments received after the published comment deadline. Section 10.2 Publication of Final Changes After evaluating and taking into account the comments submitted pursuant to Section 10.1 (above) of these Rules, as well as all other information available to it, the Commission shall prepare and publish in final form the change in the NACCAS requirements or procedures. Such publication shall provide a summary response to comments received and shall specify the effective date of the change. Section 10.3 Compliance with Notice and Comment Procedures Except as provided in Section 10.3(b) below, no material change in any Commission requirement or procedure shall become effective and binding unless the notice and comment procedures set out in Sections 10.0-10.2 (above) have been followed by the Commission. (1) Scope of recognition; or (2) Compliance with the criteria for recognition by the Secretary. Whenever the Commission determines that emergency circumstances exist that necessitate that a material change in the Commission’s requirements or procedures become final and effective immediately, it shall publish the change in final form without regard to the notice and comment procedures set out in Sections 10.0 - 10.2. Section 10.4 Personal Appearances Any interested party may ask the Commission in writing for an opportunity to appear before the Commission at a regularly scheduled meeting for the purpose of providing comment on NACCAS Policies, Procedures, Standards and Criteria and other matters of importance to accredited schools in general. The request must specifically state the purpose for which the party seeks an appearance. The Commission in its sole discretion may grant such requests and may impose such limitations on the presentation as it deems appropriate. The Commission shall not grant a request to appear where the purpose of presentation is to discuss specific accreditation decisions, individual schools of career arts and sciences, or to lodge or pursue complaints. A denial of a request to appear is not appealable. Guidelines for making personal appearances as provided for in this Section 10.4 may be obtained from the national office of the Commission. Appearance costs shall be borne by the interested party. Section 10.5 Petitions for Variance The Commission shall accept for consideration at its regular meetings where accreditation actions are taken, petitions for variance of these Rules of Practice and Procedure or NACCAS’ Policies filed by a school. If a school wishes to petition the Commission for a variance from these Rules of Practice and Procedure, NACCAS’ Policies it shall do so by filing with the Executive Director, in writing, a Petition for Variance. Such petition shall cite the specific section of these Rules of Practice and Procedure, NACCAS’ Policies from which a variance is sought. It shall include an explanation of all factors and considerations to support the variance sought. A petition needs to be submitted at least forty-five (45) calendar days prior to the Commission meeting where it is to be considered. The Commission will only accept petitions that are submitted in the following format. List the specific section of the Rules to be varied, including the section and number. Provide the institution’s rationale for the variance. Provide all documents used by the institution to support the request for a variance. Section 10.6 Variance on the Commission’s Own Accord The Commission may, on its own accord, without a Petition for Variance having been filed, approve a variance of these Rules of Practice and Procedure in exceptional circumstances when such is warranted in the interest of equity. Section 10.7 Variance in Case of Disaster The Commission may grant variances of compliance with some standards and procedures to schools affected by floods, tornadoes, hurricanes, fires, wild fires, earthquakes or other disasters. Variances shall be in areas set out in NACCAS' Policy on Disasters. Section 10.8 Temporary Variance for Institutions Undergoing a Change of Location In the event that an institution is undergoing a change of location, the Executive Director may approve a temporary waiver of the requirement under Section 1.2(c)(3) of these Rules that the institution be continuously open and operating, if such waiver is necessary to permit the institution to effect the relocation. Such waiver shall not exceed five (5) business days. Part 11 – Confidentiality and Information Sharing Section 11.0 Confidentiality of Records The Commission recognizes the confidential nature of certain information that a school submits during the processes of becoming accredited, renewing accreditation, or maintaining its accreditation. To this end, NACCAS Commissioners, staff, and on-site evaluators shall protect the confidentiality of information provided by schools during the accrediting process from disclosure, unless excepted under this Part. With respect to complaints filed with NACCAS pursuant to Part 6, NACCAS shall have no duty to disclose the identity of the complainant, except as provided in Sections 6.2 and 11.3 (see below) of these Rules. Section 11.1 Directory of Accredited Schools No less than once per year, the Commission shall publish on its Website or through other means a NACCAS Directory of Accredited Schools, which shall list, by state and in alphabetical order, the name, address and telephone number of the school, the Owner, or a school designated official, the year the school was initially accredited, the accredited programs offered by the school and the date of the next scheduled accreditation review (as of the date of publication). Section 11.2 Exception for Certain Information Concerning a School’s Status The Commission shall make available to the public, and may publish in any official NACCAS publication, the following information concerning the status of an institution with the Commission: The name and address of the institution; The form of business (corporate, partnership, sole proprietorship, etc.), and whether it is part of a multi-school system; The accredited (or non-accredited) status of the school, including the date of initial accreditation, renewal of accreditation or previous accreditation, date of voluntary or involuntary withdrawal of accreditation, the date of the most recent final action by the Commission concerning a school, the time frame for processing an application and whether a site visit has been conducted. Section 11.3 Sharing Information with Other Accrediting Agencies and Government Bodies NACCAS shall notify the appropriate accrediting agencies of a decision by the Commission to grant initial accreditation or renewal of accreditation, to place an institution on probation, and a decision to deny or withdraw accreditation, as well as a decision by an institution to voluntarily relinquish its accreditation, within 30 calendar days of the decision. NACCAS shall grant all reasonable special requests for accreditation information made by other accreditation agencies and governmental entities, including the United States Department of Education. Requests for information from such entities shall be in writing, submitted to the Executive Director, and shall state the name and address of the institution for which the information is sought, the nature of the information requested, as well as the purpose for which the information is to be used. A decision to deny such a request is not subject to appeal. In the event that the United States Department of Education requests that a request for information be treated as confidential, NACCAS shall honor that request. In all other cases, NACCAS shall review the circumstances surrounding the contact by the United States Department of Education, including the need for the confidentiality of that contact, before determining whether the institution will be notified when such requests for information have been granted. NACCAS shall also comply with requests from the United States Department of Education for special reports such as an annual data summary. Institution seeking accreditation from NACCAS shall agree to provide a release for purposes of eliciting information from state boards and government entities, as well as an acknowledgment of the fact that accrediting information may, at the discretion of NACCAS or as required by applicable statutes or regulations, be shared with other accrediting agencies and governmental entities. Section 11.4 Notification to Government Entities NACCAS shall inform the U.S. Department of Education, the appropriate State oversight agency, and the appropriate accrediting agencies at the same time that it notifies the institution, of any Adverse Action, Final Adverse Action, or any action to place an institution’s accreditation on Probation or Equivalent Status, taken pursuant to these Rules. No later than 60 calendar days after a final decision to deny or withdraw accreditation, NACCAS shall make available to the U.S. Department of Education and the appropriate State oversight entity a brief statement summarizing the reasons for the Commission’s decision and the comments, if any, that the affected institution submits with regard to that decision. NACCAS shall notify the United States Department of Education and the appropriate State oversight agency, within 30 calendar days, of any decision to grant initial accreditation, renewal of accreditation, or approve a change under Parts 4 and 8 of the Rules. Also, NACCAS shall notify these government entities, within 30 calendar days, of an institution’s decision to voluntarily relinquish its accreditation and the effective date of that relinquishment. NACCAS’ Executive Director shall inform the United States Department of Education of the name of any institution or program accredited by NACCAS, which NACCAS has reason to believe is failing to meet its Title IV, HEA program responsibilities or is engaged in fraud or abuse and the reason for the Commission’s concern. Section 11.5 Exception in Event of Appropriate Legal Request As a general rule, the Commission has no authority or duty to refuse to disclose information about a school when requested to do so pursuant to appropriate legal process. If the request is made by a party with the ability to obtain school records through a legal process, it shall be within the discretion of the Commission whether to require that the formalities of the legal process be observed or to provide such information to the requester as if the legal process had been followed. In either event, the Commission will make a reasonable effort to ensure that the documents provided are used only for the legal purpose for which they were sought. The Commission shall be under no obligation to inform a school that such a request has been made and complied with. Such notice may be furnished to the school if the Commission so decides and if such notice is in accordance with law; provided, however, that NACCAS shall honor all requests by the United States Department of Education to maintain the confidentiality of contact with the Department. Section 11.6 Public Availability of Summary Information NACCAS shall notify the public of a decision by the Commission to grant initial accreditation, renewal of accreditation, to place an institution on probation, and a decision to deny or withdraw accreditation, as well as a decision by an institution to voluntarily relinquish its accreditation, within 30 calendar days of the decision. The Commission shall provide written notice to the public within 24 hours after a decision to place an institution on probation or to withdraw its accreditation (all appeal rights exhausted), by posting the notice on the NACCAS website or other means. NACCAS shall make available to the public, upon written request, a summary of a final accrediting decision to deny or terminate accreditation, together with any comments submitted by the institution no later than 60 calendar days after the decision becomes final. Section 11.7 Authorized Disclosure of Information If a school wishes specific accreditation information that is otherwise to be treated as confidential under this part released to third parties, the chief executive officer of such school or a school designated official shall provide a written release to the Commission stating the precise information sought to be released and the party or parties to whom the information is to be released. Section 11.8 Exception for Disclosure Necessary to Correct Misrepresentation If a school releases information to any third party that misrepresents any action by the Commission, the Commission shall, at its discretion, disclose information about the school in any manner it deems necessary to correct such misrepresentation. Section 11.9 Document Retention Policy Accreditation documentation shall be maintained and disposed of in accordance with NACCAS' Document Retention Policy. Glossary Ability-to-Benefit: A student who is beyond the state-recognized age of compulsory education, lacks a high school diploma or its equivalent, and has the “ability-to-benefit” from the education or training offered at an institution. An institution must determine through testing or some other means that their students have the ability to complete successfully and benefit from their chosen course of study prior to enrollment. Academic: A person who has expertise and current teaching experience in postsecondary education, and has knowledge in pedagogy and in the development of curriculum. Academic Measurement: Institutions accredited by the National Accrediting Commission of Career Arts & Sciences (NACCAS) may express their academic measurement in terms of: Clock Hours Competencies Credit Hours Academic and Practical Learning: The acquisition of knowledge and skills. Academic Plan: A written plan provided to the student that, if followed, will ensure that the student is able to meet the institution’s satisfactory academic progress requirements by a specific point within the maximum time frame. For example, the institution must identify specific academic and/or attendance requirements that must be attained by a certain point. Academic Transcript: A document issued by the institution where the training was received showing satisfactory completion of the requisite hours or credits. Academic Week: A period of seven (7) consecutive calendar days including at least one (1) day of regularly scheduled instruction or examination. Academic Year: The amount of the academic work students enrolled in a course or program must complete each year, and the number of Academic Weeks in which they are expected to complete it, as defined by the institution, but not less than 900 Clock Hours (or the equivalent in credits or competencies) over at least 26 Academic Weeks of instruction. Access: The ability to get information needed. A school may choose whether to provide a copy to each student in printed media format or to maintain one copy the student can access. Accountability: The process of reporting and justifying results and outcomes in order to assess the usefulness and effectiveness of an institution and/or course. Accountability studies are used to determine the extent to which educational objectives have been met by an institution. Accreditation: The process through which an agency or organization recognizes that educational institutions or programs of study have met established standards. This is accomplished, generally, through initial and periodic peer evaluations. Accreditation Liaison: The Accreditation Liaison for an institution is the person designated by the institution as the institution’s liaison with NACCAS for the candidate and accreditation processes. The Accreditation Liaison must be either (1) an Owner of the institution or (2) a full-time employee of the institution or the Owner. Achievement Test: An evaluative instrument that provides an estimate of the extent to which an individual has acquired certain information or mastered certain skills. Acid Test Ratio: The acid test ratio compares the total of the cash and cash equivalents, temporary marketable securities, and accounts receivable to the amount of current liabilities. The calculation of the acid test ratio shall exclude all unsecured or uncollateralized related party receivables. Additional Classroom Space: “Additional Classroom Space” is a supplemental training space utilized by an accredited Institution that (i) is located within two (2) miles of the Institution’s Primary Facility, and (ii) does not teach fifty percent (50%) or more of any program. Its purpose is to allow the Institution to provide adequate space to train students. Additional Location: An “Additional Location” is an additional training location of an accredited Main Campus, approved within the accredited status of the Main Campus that provides the same administrative services as the Main Campus. An Additional Location consists of (1) a Primary AL Facility and (2) its associated Secondary Facilities (if any). When a Primary AL Facility has no associated Secondary Facilities, “Additional Location” refers to the Primary AL Facility. Administrative Capability: Having the resource(s) to accomplish the institution’s mission and educational objectives while meeting state, federal and NACCAS requirements. Administrative Capacity: The ability of the institution to have adequate staff to perform the necessary functions to accomplish the institution’s mission and educational objectives while meeting state, federal and NACCAS requirements. Administrative Show Cause Order: A Show Cause Order, which may be issued by the Commission or the Executive Director, if an institution’s response to a Letter of Inquiry fails to demonstrate that the institution is compliant with any of the following NACCAS administrative requirements: Compliance with NACCAS’ Workshop Policy; Timely submission of: Application for Renewal of Accreditation; Institutional Self-Study; Any annual, financial, monitoring or special report under Part 5 of the NACCAS Rules of Practice & Procedure; Annual report verification study; Stipulation or report; Plan for improvement Timely payment of assessed fees or fines; or Has an unofficial default rate in no greater than the threshold established by the U.S. Department of Education. Admission Procedure: The process through which a determination is made as to whether an applicant has met enrollment standards with respect to age, educational level, course prerequisites, satisfactory grade on applicable entrance examinations and other requirements established by the institution. Adverse Actions: Adverse Actions are denial of initial accreditation, withdrawal of accreditation, and non-approval of changes under Part 4 of these Rules. Advertising: The institution’s name, website, social media presence, letterhead, public disclosures, publications, public information releases, advertisements, published notices, public statements, recruitment practices, promotional practices, materials disseminated, and disclosures made by an institution, its agents or representatives. Advising: The process of assisting students to understand their capabilities and interests by providing academic support and guidance throughout the program. Advisory Committee: A committee composed of employers (at least one of whom is not otherwise affiliated with the institution; a single individual is acceptable provided the individual qualifies to effectively comment on all disciplines offered by the institution) and may include other industry representatives, students, staff, graduates, and consumers, with emphasis placed on employers in the fields of study for which the institution prepares graduates. The focus of the committee should be curriculum, facilities and equipment, and institutional outcomes. Note: Institutions offering an instructor training program are not required to include a competitor on their Advisory Committee. Affiliated Institution: An institution that is not accredited by NACCAS, but that is under the same ownership as one or more NACCAS-accredited institutions. The ownership and control of the affiliated school must be identical to that of the accredited school. Alumni/ae: Male/female graduates or former students of the institution. Annually: Within the calendar year unless otherwise prescribed by NACCAS Policies, Rules or Standards. Annual Report: A written declaration concerning the administrative capability and educational effectiveness of an accredited institution, submitted to NACCAS each calendar year. Appealable Action: The term “Appealable Action” means an action appealable under these Rules. “Appealable Actions” are (i) Adverse Actions and (ii) removal from candidate status. Aptitude Test: An evaluative instrument that provides an estimate of an individual’s ability to learn if appropriate education or training is provided. Articulation Agreement: An agreement between institutions that determines how coursework completed at one institution will receive credit towards completion of an academic course or program at another institution. Assignment: Organized material to be studied and/or a task to be performed by a student; generally according to required techniques and principles, and subject to evaluation by the institution. Assurance: One way of ascertaining the extent to which an institution complies with established standards and requirements through consultation and discussion with students and management and instructional staff. Specific criteria that may be met through assurances to team members are designated “A” on the Standards and Criteria document. Asynchronous: A learning activity involving academic engagement in which the student interacts with technology that can monitor and document the amount of time that the student participates in the activity. In an asynchronous environment, a school utilizes technology that monitors not only when a student logs in, but captures all activity within an academic portal demonstrating everything a student does within a specific time frame (scrolls through reading material, works on assignments, completes a quiz, etc.) Attrition Rate: Percentage of students from a fixed sample that fails to complete a course of study. Audio-Visual Aids: Training materials or devices that enhance learning by appealing to the senses of hearing and sight. Audit: Procedures performed by a Certified Public Accountant in accordance with auditing standards generally accepted in the United States of America (or other applicable authoritative standard) with the purpose of expressing an opinion on an institution’s financial statements. These procedures are completed in order to obtain evidence about the amounts and disclosures within an institution’s financial statements to obtain reasonable assurance about whether an institution’s financial statements are free from material misstatement. Beauty, Health and Wellness: The term “beauty, health and wellness,” in addition to encompassing the teaching of the art and science that concerns the external treatments on the body for the health, condition and appearance of the hair, skin and nails, shall also encompass careers with a focus on holistic, physical, emotional and social well-being related professions and caring modalities. Branch Campus: An Additional Location of an institution that is geographically apart and independent of the main campus of the institution. The Commission considers a location of an institution to be independent of the main campus if the location: Is permanent in nature; Offers courses in educational programs leading to a degree, certificate, or other recognized educational credential; Has its own faculty and administrative or supervisory organization; and Has its own budgetary and hiring authority. Business Entity: A Corporation, Limited Liability Company, General Partnership, Limited Partnership, trust or any other form of business organization organized under state law. Cancellation: The process by which enrollees remove themselves from a program. Some may fail to start training on the specified start date or may formally cancel the enrollment contract within three business days of signing it. Catalog: The descriptive publication of a school that serves as a general reference for program and course information and school requirements. Certificate: (1) A document issued by a school as evidence that a student has completed a prescribed course or program of study successfully; (2) A legal document issued by some states authorizing schools to undertake a specific mission in the field of education. (3) A legal document issued by some states authorizing teachers to perform specific tasks in the field of education. Certificate of Attainment: A certificate of attainment is a state-endorsed credential based on specified criteria given to students who have completed local and/or state requirements but who do not yet qualify for the high school diploma. Students who earn the state-endorsed credential have made a good faith effort to meet the local and/or state standards in education. Such students will have completed all local and/or state graduation requirements, including attendance, course completion, and satisfactory grades. Certificate of High School Equivalency (General Education Development): A formal document issued by a State Department of Education or other authorized agency certifying that an individual has met state requirements for high school graduation equivalency. Certification: Verification of proficiency in a given task or tasks. Certification by a National Professional Organization: A document issued by a private, professional organization attesting to a person’s ability to meet minimum standards established by peers for occupational practice in a given field. Certified Public Accountant (CPA): An individual or firm licensed by a state or equivalent licensing authority as an accounting professional that has completed the necessary educational, experiential, and other applicable licensing requirements in order to perform financial statement audits and other attestation services. Certified Return Receipt: A delivery by courier where written evidence of date of delivery is furnished to the person sending the material. Change of Control: (1) Any event or change constituting a “change in ownership and control” under 34 CFR 600.31(a)-(c) or any successor regulation or (2) any other event whereby a person or entity gains or loses Control of an institution, except (in each case) as exempted under 34 CFR 600.31(e) or any successor regulation. Categories of Changes of Control include the following: Category 1 changes include changes in organizational structure from: a Sole Proprietorship or General Partnership to another form of Business Entity (or vice versa); from one form of Business Entity to another form of Business Entity, without either the Owners or their respective Ownership Interests changing. a) Supervised classroom lecture of recitation b) Supervised laboratory, shop training, or externship c) In Distance Education, a class lecture or recitation where there is opportunity for direct interaction between the instructor and students. An institution must be capable of monitoring a student’s attendance in 50 out of 60 minutes for each clock hour awarded to the student for distance learning. Category 2 changes include: A Controlling Owner ceases to Control an institution. An existing Minority Owner becomes a Controlling Owner. A person or Business Entity which currently Controls a NACCAS-accredited institution acquires Control of another NACCAS-accredited institution or multiple NACCAS- accredited institutions from the same Owner(s). Acquisition of Control by a person who has worked for five years or longer in a management position at the applicable institution. Acquisition of Control by a person who has overseen the applicable institution for five years or longer in an administrative position at the home office of multiple NACCAS-accredited institutions. Division of one institution into two or more institutions. Category 3 changes include: Acquisition of Control by a person or Business Entity that, prior to such acquisition, was not an Owner. Acquisition of Control by a person or Business Entity that has not controlled a NACCAS- accredited institution within the past five years. A person or Business Entity acquires Control of an institution that has been in (non- administrative) withdrawal status within the past eighteen months. When a Change of Control has characteristics in more than one Category, it will fall in the higher numbered Category. Clock Hour: The number of clock hours required of a student is based on individual state requirements. A minimum of 50 minutes of instruction during a 60 minute period. A clock hour may consist of: Cognate Areas: Courses that serve to supplement the practical, scientific and business skills of the beauty, health and wellness professions. (For a list of programs in the cognate areas, refer to Section 1 of the Rules. Cognitive Skills: Knowledge and skills acquired through perception, reasoning or intuition. Combination Course: An institution combines into one course those complete courses previously approved by the Commission. (Subject to compliance with Part 4 Sub-Part 4A.4 of the Rules of Practice and Procedure). Competencies: Skills and knowledge a person needs to acquire in order to obtain a license or certification to work in the field of career arts and sciences. Competency: The ability to perform a specific task or qualify for a certain role that is generally measured against established norms. Competency-Based Instruction: A method of measuring academic performance that compares a student’s ability to perform certain tasks with established norms of proficiency. Competency-Based Program: A self-paced program measured by the student’s acquisition of knowledge and skills (competencies) rather than seat time. Consultant: Any person providing advice or assistance to an institution with respect to any accreditation process, other than: Consumer Safety: The extent to which an educational institution or organization takes precautions to ensure the well-being of students and the public in the course of carrying out its mission. Continuing Education: Participation in a program of instruction that is organized under responsible sponsorship, capable direction, and qualified instruction designed to improve professional proficiency. Twelve clock hours of continuing education or in-service training are required for all instructors in NACCAS-accredited institutions each year. Acceptable documentation demonstrating completion of continuing educations are as follows: Transcript or certificate from a college course or program, distance learning course or program, or adult education course or program that indicates the number of credits or hours obtained; Certificate of attendance from an educational provider indicating the date, name of attendee, and number of hours or credits completed; Letters from manufacturers, who provide product knowledge classes, indicating the subject matter taught, the number of credits/hours of the training, and a list of instructors attending attendees; Evidence of attendance at a trade show including a copy of the program or flyer that describes the event attended, name of attendee, date of attendance, credit/hours of training received, and third party verification; Course outline, date, name of instructor, instructor’s qualifications, a list of attendees (sign-in sheet) and third party provider verification of attendance (if applicable) for in-house training seminars; Copy of NACCAS workshop attendance certificate (which represents a minimum of 12 hours of continuing education). Contract Period: The contract period for a program or course showing the beginning enrollment date and the contracted ending date allowing for any applicable grace period the school permits before assessing extra instructional charges. (i) an Owner of the institution or, if the Owner is a Business Entity, a full-time employee of the Owner; or (ii) a full-time employee of the institution. Contracting for Educational Programs: An agreement that permits a student to take a portion of course work off-campus at an institution other than the one in which he/she originally enrolled. (Subject to compliance with the NACCAS Requirements for Contracting for Educational Programs or Courses). Control: The (direct or indirect) possession of the power to direct or cause the direction of the management and policies of an institution through the ownership of a Controlling Voting Interest. Any trustee having the (exclusive or nonexclusive) power to direct the management or operations of a trust, including the power to dispose of trust assets or vote securities held by the trust, shall be deemed to Control the trust. Controlling Owner: The person or Business Entity, if any, having direct or indirect ownership of a Controlling Voting Interest in an institution. Controlling Voting Interest: More than 50% (by voting power) of the Voting Interests of an institution; provided, however, that the largest shareholder of a Public Corporation shall be deemed to hold a Controlling Voting Interest in such corporation so long as that shareholder owns or controls at least 25% of the outstanding voting securities of the institution. Corporation: A Business Entity organized as a corporation under state law. Cosmetology: The art and science that concerns the care for the health, condition and appearance of the hair, skin and nails. Course: A unit of study or module covering a portion of the subject matter content of a program that, in combination with other units or models, constitutes a program of study. Course Goals: See objective: behavioral, educational performance. Course Outline: A written plan of instruction, including a general description of the course, topics to be taught, goals and objectives, resources and procedures. Subject to compliance with Standard VI, Criteria 3 & 4 and the NACCAS Course Outline Guidelines under “Sample Forms and Guidelines". Credit: An award given to a student for successful completion of a program, course, lesson or other educational or training related activity. Credit Hour: A unit of value awarded to a student for successful completion of a program, course or course lesson. (Institutions that measure academic performance in credit hours must demonstrate compliance with the NACCAS Policy Governing Measurement of Academic Programs for Programs Measured in Clock Hours or Competencies or for Programs Measured in Credit Hours.) Please note that state licensing and other requirements may apply to credit hour programs. Current Ratio: Ratio of current assets to current liabilities. Current assets divided by current liabilities equals one or more. Curriculum: A related group of courses in a given field of study. Date of Determination: The date the institution determined the student has withdrawn either officially or unofficially. Day: A reference to a calendar day. If a time period measured in days ends on a Saturday, Sunday or national holiday, the official end of the time period shall be moved to the next business day. Dependent Minor: Someone who is dependent on a parent or guardian for tax purposes. Designated Owner Representative: (1) The Owner or (2) if the institution has more than one Owner, the Owner designated in writing by the Owners as the Designated Owner Representative. Diagnostic Test: An instrument given to identify specific areas of weakness or strength in individual skills. Dismissal: Involuntary termination of students; generally due to their failure to meet established academic or attendance standards, policies or requirements of the institution. Disqualifying Events: (1) Final withdrawal of accreditation (all appeal rights exhausted) and (2) voluntary relinquishment while in withdrawal. Disqualified Institution: An institution that has undergone two (2) Disqualifying Events in any five (5) year period. Disqualified Owner: If an institution becomes a Disqualified Institution, then each of the following persons or entities shall be a Disqualified Owner if that person or entity met the applicable description below at the time of both of the Disqualifying Events that caused the institution to become a Disqualified Institution: If the Disqualified Institution has no Controlling Owner, then each person who owns or Controls at least 25% of the Voting Interests of the Disqualified Institution. If the Disqualified Institution has a Controlling Owner, then the Controlling Owner; and if the Controlling Owner of the Disqualified Institution is a Business Entity, then each person who owns or Controls at least 25% of the Voting Interests of the Disqualified Institution’s Controlling Owner. Distance Education: Education that uses technology to deliver instruction to students who are separated from the instructor and to support regular substantive interaction between the students and the instructor. The interaction must be verifiable and measurable whether clock hour, credit hour, or competency based. (Refer to the Policy on Distance Education, Policy VI.02). Distance Education Assessment: A documented assessment of a student’s understanding of curriculum content delivered via distance education. The following non-exhaustive list provides examples of methods by which such assessments may be conducted: question and answer, discussion, demonstration, cooperative learning, problem-solving, interactive lecture, student and classroom presentations, labs and student salon activities. Such assessments may be calculated within the student’s grade point average at the institution’s discretion. Documentation: Printed material that demonstrates compliance with a particular accreditation requirement. Designated “D” on the Standards and Criteria document. Drop: Students who terminate voluntarily after starting training. Educational Goal: An expected result of education or training. Educational Records: Records and files maintained by a school for each student that includes his/her name, address, basic education, date of enrollment, programs, courses, grades, current academic standing, enrollment agreements, and other relevant information. Electronic Signature or E-Signature: Refers to data in electronic form, which is logically associated with other data in electronic form and which is used by a signatory to sign. This type of signature provides the same legal standing as a handwritten signature as long as it adheres to the specific requirements of the specific regulation which it was created under and is acceptable by state, local and federal laws. Eligibility/Eligible Program: (1) Indication by NACCAS that an institution or department meets the prerequisites under Part 1 Sub-Part B of the Rules qualifying as a candidate for accreditation. (2) Indication by the U.S. Department of Education that an institution, or one or more of its programs, qualifies for consideration as a participant in one or more federal funding programs for students. Employability: Possession of the skills, knowledge, techniques, aptitudes, or abilities useful for, or necessary to obtain a job. Employment Assistance: Assisting qualified and interested graduates in obtaining employment by giving them leads to known available employment positions. Enrollee: An applicant who has been accepted by an institution for admission into a program of study, and who has entered into an agreement or contract that establishes the terms of enrollment. Enrollment Agreement (Enrollment Contract): An agreement entered into by an institution and student that sets forth their respective obligations concerning the student’s chosen program of study. (Also see “Fully Executed Enrollment Agreement”) Ethical Business Practices: Honest, fair practices that do not utilize harassment or abuse. Evaluation: The collection and analysis of information that leads to a judgment concerning an individual or institution’s performance. Evaluation Team: A committee appointed by the National Accrediting Commission of Career Arts & Sciences and approved by the school and that is charged with gathering information related to an institution’s operation, educational program and business practices. The committee’s findings are reviewed by the Board of Commissioners when making accreditation decisions. (Refer to Guidelines for On-site Evaluation Teams and Part 3 of the Rules. Exempted Non-Substantive Changes: The following changes shall be considered non- substantive changes at all times, notwithstanding whether or not the institution’s accreditation has been placed on Probation: Changes of ownership arising from death or retirement of an owner (Section 4.14(a)(5)); State-mandated changes in course or other program offerings (Section 4.14(c)(3)), and other state-mandated changes; Removal of a program (Section 4.14(c)(8)); Additions, deletions or modifications of alternate names used (provided any such additional alternate names comply with NACCAS’ Policy on Advertising) (Section 4.14(d)(2)); Changes to the person designated as the on-site contact person for the institution (Section 4.14(d)(3)); Changes to the official contact person(s) for the institution (Section 4.14(d)(4)); Changes in Fiscal Year End (Section 4.14(d)(7)). Externship: A required period of supervised practice performed off campus or away from one’s contracted institution, (may be considered an “Internship” by federal, state or local standards.) Extra Instruction Charges: Fees assessed to students for instructional time beyond the limits established under the enrollment agreement or enrollment contract. (See the NACCAS Policy on Extra Instructional Charges). Facility: A Primary Facility or Secondary Facility. Faculty: Qualified personnel who are assigned regularly scheduled work hours/days, part- time or full-time and perform tasks associated with the school’s educational programs, such as designing curricula, preparing and teaching lessons, providing consultation and advice to students and conducting evaluations of student performance. Family or (Family Member): A parent, sibling, spouse or child, grandchild, spouse’s parent, sibling, child or grandchild, any of the aforementioned in a “step” relationship, or sibling’s or child’s spouse. Fee: A charge for services, supplies, equipment, etc. (See “Tuition”). Feedback: The transmission of DATED evaluative or corrective information about the institution as provided by currently enrolled students, graduates of the institution, and the institution’s advisory committee and may be collected in any format suitable to the institution (e.g., individual paper surveys, electronic surveys, individual meetings, school assembly, etc.) The Family Educational Rights and Privacy Act of 1974 (FERPA): A federal law designed to protect the privacy of a student’s education records. The law applies to all institutions that receive funds under an applicable program from the U.S. Department of Education. NACCAS requires all accredited institutions to comply with FERPA. (Refer to Standard III, Criterion 12.) Field Activities: Supervised learning experiences that are related to a student’s course of study and take place in an educational or occupational setting, external to the usual instructional site. Fields of Instruction for core courses (Associate Degree): Refers to courses leading to licensure and/or certification. Final Adverse Action: A Final Adverse Action is an Adverse Action that has become final following an institution’s (i) exhaustion of or, (ii) failure to avail itself of its appeal rights under Part 9 of the Rules of Practice and Procedure. Financial Responsibility: The degree to which an institution’s fiscal resources allow it to carry out its mission as an educational institution and to discharge its responsibilities to students. Follow-Up: A systematic procedure to collect and evaluate information on the performance of students and their overall satisfaction with their training after they have completed all or part of a program. This information can be collected from “out of school” students as well as their employers and should be used to evaluate and improve the school’s educational programs. Former Controlling Owner: The person or Business Entity who (or which, as applicable) will cease to Control an institution on the effective date of a Change of Control. Note that there will be no “Former Controlling Owner” if there was no Controlling Owner prior to the Change of Control. Fully Executed Enrollment Agreement: One that clearly outlines the obligations of the institution and the student, including all required elements of the Enrollment Agreement Requirements, having no blanks. Where a portion of the enrollment agreement does not apply, “Not applicable” or “N/A” is written or a dash is placed through the space. Where changes are made, changes are initialed by all applicable parties or changes are outlined on an addendum to the contract signed by all applicable parties. In cases where there are definitive choices (e.g. program selection; part-time or full-time schedules; campus attending; etc.) the applicable choice is marked and the remaining choices may be left blank and would not require an N/A or a dash. General (Applied) Education: Courses applicable to a specific occupation in related natural and physical sciences; social and behavioral sciences; technology; and humanities and fine arts that enhance the ability of an individual to apply academic and occupational skills in the workplace. General (Basic) Education: Education, such as that offered at the elementary through secondary levels. (First through 12th grades). General Education (Associate Degree): Shall include, but are not limited to, Arts and Business courses (Ethics, Law, Management, Humanities, Sciences and Social Sciences) to support the general education component of the educational programs. General Partnership: An unincorporated Business Entity having two or more Owners. Generally Accepted Accounting Principles (GAAP): The conventions, rules, and procedures necessary to define accepted accounting principles at a particular time. The consensus on the theory and practice of accounting at a particular time. Government Entity: A federal, state, or local government agency, board, or commission. This term includes the United States Department of Education and state oversight agencies. Grading Policy: A written policy that explains expected levels of performance for students and the method of assigning grades. Graduate: A student who has completed all applicable academic and non-academic requirements, as defined by the institution’s graduation policy. Graduation Rate: Of those students scheduled to graduate from their program in the reporting year, the percentage that actually graduated before the annual report deadline. Guidance: See “Advising”. Hybrid Program: A program that utilizes two (2) or more methods of delivery, for example classrooms on campus and distance education. Incentive Compensation Prohibition (as found in IFAP Glossary from the USDE): The requirement that a school not provide any commission, bonus, or other incentive payment based on any part, directly or indirectly, upon success in securing enrollments or the award of financial aid to any person or entity engaged in any student recruitment or admission activity or in making decisions regarding the award of Title IV, HEA program funds. Independent Study (Associate Degree): Independent study involves a high level of independence and self-direction on the part of the student to read, conduct research, and complete written examinations, reports, research papers, and similar assignments designed to measure the student’s grasp of the subject matter. Under the supervision of a faculty member, a learning contract signed by the student and institution shall be developed which outlines specific learning objectives, texts, supplemental readings, course requirements, evaluative criteria, and examination dates. Because independent study classes are the exception and not the rule, the number of courses that a student will be allowed to take independently should be limited. Industry Developed Test: A commercial (usually proprietary) instrument designed specifically to estimate the aptitude of individuals to complete successfully a program or course of study in a given field, such as cosmetology or massage. In-Operation: Being continuously licensed by the state and training students, as a school of career arts and sciences. Such operation must be as a freestanding institution (i.e., not as an Additional Location or Branch Campus of another institution), and must be immediately preceding and contiguous to the submission of the application for accreditation. In-School Transfer: An enrollee who changes from one program to another within the same institution. Institution: An accredited Main Campus, Additional Location or Branch Campus, as applicable. Institutional: Certain criteria within the Standards are designated as being “institutional” in nature. These pertain to the institution taken as a whole and generally are not applied to individual programs or courses of study within the institution. Institutional Self-Study: An in-depth, qualitative assessment of an institution’s overall educational programs measured in relation to its stated mission, objectives and accreditation standards. Instructional Materials: (Also see “Kit”) Textbooks, reference books and periodicals, audio and video tapes, equipment, supplies, implements and other materials used in a course or program to assist students in training. Instructor: See “Faculty”. International: The term “international” means any place outside the United States. Job Description: A written statement that details specific duties and responsibilities associated with a certain administrative, instructional or other staff position. Job Readiness: The degree to which a student has acquired the knowledge, skills, and qualifications necessary for productive employment. Kit: A collection of equipment, implements, and supplies needed generally for practical and laboratory instruction. Laboratory: A training facility in which students receive practical training in the field of career arts and sciences, and their specialty and cognate areas. Last Date of Attendance (LDA): The last date the student physically attended class. (This is the date used in the calculation of an institutional refund and Return to Title IV, if applicable.) Learning Resources (Associate Degree): Shall include, but are not limited to, such resources as standard reference texts, current periodicals, professional journals, and multimedia materials. Such resources should assist a student with acquiring necessary skills such as reading, writing, communicating, critical thinking, and basic use of computer technology. Curricula should clearly outline the appropriate use of library resources. Lesson: The concepts and/or skills to be taught within a prescribed subject or section of a course or program. Lesson Plan: An outline of the concepts and/or skills to be taught during a specific class session or sessions. Should include lesson objectives, (behavioral or otherwise), methods of motivation, material to be taught, review questions, application assignments, and evaluation methods. Letter of Inquiry: A letter or other notice issued pursuant to Section 7.1 of the Rules, directing an institution to respond to evidence of noncompliance with NACCAS accreditation requirements. For purposes of the Section 7.1, any “past due” notice or similar notice of a failure to timely pay fees or to submit documentation in accordance with the deadlines established by the Rules shall be considered a Letter of Inquiry issued pursuant to Section 7.1. Licensed: The school program of study holds a valid state license to operate a school of career arts and sciences. In jurisdictions where no license is issued, the school must submit verification as to time in operation from the government agency with jurisdiction over the institution. Licensure or Certification Rate: Of the graduates from the graduation cohort who sat for all parts of their required state/national licensure exam prior to the annual report deadline, the percentage that passed all required parts of the state/national exam before the annual report deadline. Limitation: The method used to identify an area within the Standards and Criteria and Policies where full compliance has not been demonstrated. Limited Liability Company: A Business Entity organized as a limited liability company under state law. Limited Partnership: A Business Entity organized as a limited partnership or limited liability partnership under state law. Main Campus: A “Main Campus” is an educational institution that has been accredited by NACCAS for the two (2) most recent years (and is not currently accredited as an additional location or Branch Campus of another accredited institution). A Main Campus consists of (1) a Primary MC Facility and (2) its associated Secondary Facilities (if any). When a Primary MC Facility has no associated Secondary Facilities, “Main Campus” refers to the Primary MC Facility. Material Weakness: A deficiency, or a combination of deficiencies, in internal control over financial reporting, such that there is a reasonable possibility that a material misstatement of an institution’s financial statements will not be prevented or detected on a timely basis. Maximum Time Frame: The time frame in which a student must complete the educational program that may not be more than 150% of the published length of the educational program measured in academic years, non-standard terms, or clock hours. Minority Owner: An Owner who is not a Controlling Owner. Mission: The stated purpose of an institution. Nationally Recognized Test: A widely used evaluation instrument that has been reviewed formally and recognized by independent, national testing authorities. Natural Person: An actual human being (i.e., not a corporation or other Business Entity recognized by law as capable of taking legal acts in its own name). Unless otherwise indicated, as used in this Handbook “person” means Natural Person. New Controlling Owner: The Owner who will acquire Control of an institution on the effective date of a Change of Control. Non-Standard: Term quarter credit hour or quarter hour: At least 25 clock hours of instruction (theory, practical or laboratory) = 1 quarter credit hour. Non-Standard Term Semester Credit Hour: At least 37.5 hours of instruction (theory, practical and laboratory). Non-Standard Term/Semester Program: A student-centered program with many start dates throughout the year (e.g., the second Monday of every month) which may be shorter than one academic year in length, equal to one or more academic years, or longer than one or more academic years with the remainder more or less than one half of an academic year in length. Non-Substantive Change: Any change requiring notification to, and acknowledgment by, NACCAS, as specified in Section 4.14 of NACCAS’ Rules of Practice and Procedure. Non-Voting Interest: A legal right to share in the profits derived from the operation of an institution that is not a Voting Interest. Norm: A standard of performance. Normative Data: Statistical or tabular data that summarize the test performance of some clearly defined group and that can serve as a frame of reference for interpreting test results. Notice or (Notification): A specific letter to the Executive Director of NACCAS informing the Commission of the specific change or situation for which notice is required under the Rules. Incorporation of the information into an unrelated application or communication shall not constitute “notice.” Objective (Behavioral): A statement that describes expected behaviors resulting from a learning experience. Objective (Educational): A statement of what an education or training program can accomplish for reasonably diligent students. Educational objectives are goals that reasonably can be attained given the institution’s educational methods and that describe skills to be acquired, information to be learned, training to be received and attitudes and habits to be developed. Objective (Performance): A description of expected observable and measurable student behavior or performance; the conditions under which the performance is to take place and the minimal acceptable criteria of performance. Observation: Materials, actions, methods, procedures, techniques, and facilities that can be observed as a means of showing compliance with accreditation requirements. Criteria requiring observation are designated “O” in the Standards and Criteria document. Occupational Associate Degrees: Career and technical programs designed to prepare students for employment. They meet the increasing demand for technicians, and skilled workers for employment in the medical, health, wellness and beauty industries. Occupational Competence: The composite of knowledge, concepts, attitudes, habits, skills, and other abilities needed by an individual to perform satisfactorily in an occupation. Occupational License or Certification: A document issued by a state, federal or other government agency that authorizes occupational practice in a given field. Organizational Chart: A graphic description of the reporting lines that staff members are expected to follow within an institution or organization. Orientation: A briefing designed to acquaint students and/or staff with the institution’s educational programs and administrative and support services. Out of School Transfer: An enrollee or student who leaves one institution to pursue training at another institution. Outcomes: The results of formal instruction such as graduate employment, increased earnings, measurable gains in occupational competency or increased knowledge, skill, dexterity, or appreciation; or improved attitude; or employer satisfaction with a graduate’s professional performance. Owner: For NACCAS’ purposes, an “Owner” is the legal owner of voting securities or voting rights in a Business Entity. In the case of a Sole Proprietorship, the Owner of the entity is the sole proprietor. In the case of a General Partnership or Limited Partnership, the Owners are the partners with voting rights. In the case of a Corporation, the Owners are the stockholders with voting rights. In the case of a Limited Liability Company, the Owners are the members with voting rights. Ownership: The Ownership of an institution, at any point in time, consists of the institution’s Owners and their respective Ownership Interests. Ownership Interest: A legal interest in a Business Entity. An Ownership Interest may be either a Voting Interest or a Non-Voting Interest. Parent Entity: A Business Entity that owns 100% of the Ownership Interests of another Business Entity. Placement: A graduate who is or has been employed in a field for which their training prepared them (i.e., in a position within the beauty, health and wellness industry that directly relates to their field of training) after graduation and prior to the annual report deadline. Graduates who obtain temporary positions (i.e., positions where there is an expectation prior to the graduate’s hire that the employment relationship between the employer and graduate will not last more than one month) are not considered placed. Placement Assistance: See “Employment Assistance.” Placement Rate: Of those graduated from the graduation cohort who are eligible for placement, the percentage who were placed prior to the annual report deadline. Postsecondary Education: An organized educational program, seminar or workshop or other formal instruction offered by an educational institution or entity at the postsecondary level. Postsecondary Student: An individual who has completed secondary education and/or is enrolled in a postsecondary program, seminar, workshop, or other formal instruction. Practical Grading Criteria: Specific criteria used by an instructor to determine whether a skill is performed with the required degree of competency and accuracy. Practical grading criteria should be written in a way that ensures that two different instructors evaluating the same practical skills performance will assign the same grade. Practical Instruction: Instruction that includes “hands on” application of knowledge and experimentation in a supervised setting. Prerequisite: A course or other requirement that is needed before participation in a later activity, such as a more advanced course of study, is permitted. Primary AL Facility: A “Primary AL Facility” is the facility around which an accredited Additional Location is centered. All Secondary Facilities within an Additional Location must (i) be a component of the same physical structure (e.g., an enclosed mall or strip mall) as the Institution’s Primary AL Facility or (ii) be located not more than 0.25 miles from the Institution’s Primary AL Facility. Primary BC Facility: A “Primary BC Facility” is the facility around which an accredited Branch Campus is centered. All Secondary Facilities within a Branch Campus must (i) be a component of the same physical structure (e.g., an enclosed mall or strip mall) as the Institution’s Primary BC Facility or (ii) be located not more than 0.25 miles from the Institution’s Primary BC Facility. Primary Facility: A Primary MC Facility, Primary AL Facility, or Primary BC Facility, as applicable. Primary MC Facility: A “Primary MC Facility” is the facility around which an accredited Main Campus is centered. All Secondary Facilities within a Main Campus must (i) be a component of the same physical structure (e.g., an enclosed mall or strip mall) as the Institution’s Primary MC Facility or (ii) be located not more than 0.25 miles from the Institution’s Primary MC Facility. Private: Includes for profit and non-profit institutions. Probation or Equivalent Status: As used in the Rules of Practice and Procedure, the phrase “Probation or Equivalent Status” refers to any of the following: The institution’s accreditation has been placed on Probation. The institution is subject to one or more Show/Cause Orders. The institution is placed on one or more monitoring processes (other than Special Reporting Requirements). Professional Assistance: Resources for services such as emotional, psychological, physical, personal financial needs, etc. of the students. Professional Certification: A document issued by a private professional organization attesting to a person’s ability to meet minimum standards established by peers for occupational practice in a given field. Professional Service Facility: An enterprise that has been organized for the purpose of, and is legally authorized to, provide the public with a particular product or service. Proficiency: A standard of performance that must be met in order to demonstrate mastery of a specific skill. Program: (1) A planned sequence of educational activities that exceeds 150-clock hours of instruction, or the equivalent in credit hours or competencies, (and/or leads to state licensure or certification), and leads to the acquisition of a skill or knowledge generally over a pre- determined period of time. A program may be delivered in discrete courses, units, or modules. A program generally leads to a certificate, diploma, or some other type of formal recognition by an institution. Examples: A 30-credit cosmetology program; a 600-hour massage program; a ten-month competency-based barbering program. (2) A designation on the Standards and Criteria document (program) that indicates that the criterion must be met for each program of study offered by the institution. Program or Course Length: The length of time required to complete the program based on 100% attendance as shown in hours and weeks or months. Program Outline: A written plan of instruction including a general description of the program, courses, requirements for a program, topics to be taught, goals and objectives, resources and procedures. Subject to compliance with Standard VI - Criterion 2 and the NACCAS Program/Course Outline Guidelines under “Sample Forms and Guidelines”). Program Self-Study: An in-depth, qualitative assessment of the strengths and weaknesses of a program of study measured in relation to stated course objectives and accreditation standards. Progress Report: A summary of a student’s performance and advancement over a specified period of time during the course of instruction, usually given to students at the end of predetermined intervals or grading periods. Promotional Literature: Written material that promotes an institution’s educational programs and services and is made available to the public. Public Corporation: A Corporation whose securities are required to be registered with the United States Securities and Exchange Commission. Quarter: An academic period of 10 to 12 weeks. Qualitative: Pertaining to the characteristics, attributes or traits of something, such as an institution or educational program. A qualitative review of an institution would include an evaluation of the characteristics attributable to, for example, its faculty, administrative procedures, equipment and facility as contributing to the achievement of its educational objectives. Readability Level: Using accepted methods of measurement, the level of reading comprehension difficulty attributed to course materials. Reading Level: The level of reading comprehension ascribed to an individual based on assessment through standardized testing. Recognized Accrediting Agency: An accrediting agency recognized by the Secretary of the United States Department of Education in accordance with 34 Code of Federal Regulations Part 602. Recruitment: The process of identifying potential students and encouraging their enrollment in a program. (Refer to the NACCAS Policy on Advertising). Reference Material: Any form of written material or other media such as; internet sites, DVDs, electronic apps, etc. that provide current information for staff or students to use in learning. Refund Policy: A published statement explaining the method by which a student’s account with a school is settled should the student withdraw from a program of study. (It must comply with the NACCAS Withdrawal and Settlement Policy and Checklist and applicable state and federal requirements.) Regular Student: A student enrolled under the school’s admissions requirements with individual enrollment agreements between student and school. Related Programs: Programs are considered “related” if the first four (4) digits of the programs’ classification of Instructional Programs (CIP) codes are identical. Reliability: The extent to which a test yields scores that are free from errors of measurement and hence yields scores which are consistent. Remedial Instruction: Special instruction developed and delivered to alleviate deficiencies in the basic skills (usually verbal and computational) needed to complete a course. (See NACCAS Ability-to-Benefit Policy.) Reporting Requirement: In accordance with Section 8.9 of the Rules, the Commission shall have the authority to establish the frequency, format, and content of required reports. Required School Representative(s): The Designated Owner Representative and (if different from the Designated Owner Representative) the Accreditation Liaison. Return to Title IV (R2T4): An R2T4 is not considered a refund; this is a return of federal financial aid. If a school participates in a Title IV program, the school must also perform an institutional refund calculation after the R2T4 has been calculated. Rubric: An assessment tool listing specific criteria for grading or scoring practical skills ensuring that two (2) different instructors evaluating the same practical skills performance will assign the same grade. Satisfactory Academic Progress Standards: Quantitative and qualitative measures used by an institution to determine the extent to which students are making adequate progress toward completion of a course of study within a specified time- frame. (Institutions must comply with the provisions of the NACCAS Satisfactory Academic Progress Policy and Checklist for Programs Measured in Clock Hours or Competencies for Programs Measured in Credit Hours in establishing such standards and procedures for implementation.) Scheduled Class: Planned instruction that is required for all students enrolled in a given program of study. Classes given on an “as needed” basis are not considered to be scheduled classes. School: Where a department or program of study of career arts and sciences is located. A “school” shall have a single, permanent, non-transferable NACCAS reference number. School Business Days: Business days are calculated based on the normal published scheduled days that the institution or business operates. Secondary Facility: A “Secondary Facility” is supplemental training space approved by NACCAS for inclusion as a component of an accredited Main Campus, Additional Location, or Branch Campus. To be approved by NACCAS as a Secondary Facility, the facility must meet the requirements of Section 4.6(c)(1). Secondary Student: A student currently enrolled in a high school program. (Secondary students may be concurrently enrolled in postsecondary programs.) Semester: An academic period of approximately 15 weeks. Seminar: An educational or training program of 150 clock hours or less that does not lead to occupational licensure or state certification. Separate Operations: The public and the students must be able to clearly differentiate between an institution and any other business entity. The school must comply with all state regulations regarding its operation and facilities when considering operation of another business entity and a school under the same ownership or otherwise associated. Show Cause or Show Cause Order: An order issued pursuant to Section 7.2 of the Rules, directing an institution to “show cause” why its accreditation should not be withdrawn (or, if the institution is a candidate or applicant for accreditation, such status should not be terminated) for failure to comply with NACCAS accreditation requirements. Signature: A mark or sign made by an individual to signify knowledge, approval, acceptance, or obligation. NACCAS does permit e-signatures. (See Glossary Term for “Electronic Signature or E-Signature.”) Significant Deficiency: A deficiency, or a combination of deficiencies, in internal control over financial reporting that is less severe than a material weakness, yet important enough to merit attention by those responsible for oversight of an institution’s financial reporting. Soft Skills: A combination of interpersonal people skills, social skills, communication skills, character traits, attitudes, career attributes, and emotional intelligence quotient (EI). Sole Proprietorship: A business that has a single Owner (who is a Natural Person) and that is not organized under a State statute. Special Financial Reports: Special Financial Reports are interim reports resulting from a significant change in the financial condition of an institution (e.g., institution placed on HCM2). Special Reporting Requirements: Reporting requirements imposed on an institution by NACCAS as a result of (i) the institution’s placement on a “heightened cash monitoring” status by the U.S. Department of Education or (ii) the institution’s loss of Title IV eligibility. Special Student: A student enrolled through a contract with another entity. Specialized Course or Program: A program that falls under the category of career arts and sciences but with concentration in one or more specific disciplines such as, aromatherapy, skin or nail care. Specialized School: An institution that offers programs in specific disciplines that fall under the category of cosmetology, arts and sciences, or massage, but that does not offer a “basic cosmetology” program. Specialized School of Career Arts and Sciences: One that does not offer a program in basic cosmetology. (Examples: College of Barbering, School of Massage, Skin Care Academy.) Specialty: A specialized field of career arts and sciences. (Examples: aromatherapy, barbering, electrology, esthetics, holistic health, geriatric massage, nail care.) Standards and Criteria: Measures or expectations set forth by NACCAS used in making an evaluation and/or verification. State Oversight Agency: A government entity in a state that has responsibility for licensing or approving postsecondary institutions or programs within NACCAS’ scope. Includes but not limited to: state boards of cosmetology, barbering, and massage, bureaus of private post- secondary or career education, departments of education, commissions on private independent education, and others. Student Satisfaction: A measure of the degree to which expectations have been met. Data for this purpose are generated (commonly) from an end-of-program critique submitted by students, or from a postgraduate survey mailed to all of the school’s graduates. Subject: A division or field of organized knowledge. Subject Specialist: A person whose background, education, training, or experience qualifies him/her as a reliable authority or expert on a given subject, and who is appointed by the National Accrediting Commission of Career Arts & Sciences to evaluate programs and institutions in accordance with published accreditation standards. Subsidiary: A Business Entity, 100% of the Ownership Interests of which are owned by another Business Entity. Substitute Instructor: An instructor who is qualified by preparation, experience and knowledge of an institution’s educational methods, who conducts classes when needed, usually in the absence of assigned instructors. Substantive Change: Any change requiring approval by NACCAS, as specified in Section 4.0 of NACCAS' Rules of Practice and Procedure. In addition, the loss of legal authorization ("legal status") to operate, as required by Section 1.2 of the Rules, and as to which the provisions of Section 8.13(b)(2) of the Rules apply, shall constitute a substantive change. Support (Ancillary) Services: Supplemental activities and resources provided for a student or group of students by an educational institution. These services are designed to assist the students in achieving the measure of their potential, to motivate students to study, or to respond to students’ questions of an academic or non-academic nature. Syllabus: A syllabus is a description of how the course will be taught with planned arrangements of materials and activities. Synchronous: The instructor(s) and students utilize technology whereby the instructor monitors and directly interacts with students during scheduled class time, taking attendance and engaging with all students. Tabular Data: Items that are organized in a table or list. To review phrase in context, see “Normative Data”. Tangible Net Worth: Calculation of an institution’s physical equity, or net worth, that excludes any and all value derived from intangible assets (such as the value of goodwill, trademarks, tradenames, copyrights, patents, or other similar intellectual property). The calculation of tangible net worth equals the sum of an institution’s assets less an institution’s liabilities and intangible assets. Teaching Effectiveness: The teacher adds value to the institution by producing successful outcomes, individually or collectively, according to the institution’s mission statement and NACCAS’ Standards and Criteria for outcomes. Teaching Methodology: The manner in which the educator uses the material and resources available to produce or achieve desired educational objectives and facilitate learning for students. Those methods may include, but are not limited to, interactive lecture, reading, demonstration and practice, application, group discussion and discovery, role-playing, window paning, field trips, guest speakers, mind mapping, projects, workbooks and handouts, case studies, concept connectors, visualization, stories and anecdotes, mnemonics, energizers, characterizations and cartoons, experiments, humor, games, group synergy, competitions, question and answer, testing and review, peer coaching, repetition, activities, learning stations, and delivery through electronic means such as distance education, either synchronous or asynchronous. Teach-Out Agreement: A written agreement between accredited institutions that meets the requirements of NACCAS’ Teach-Out Policy (Policy IV.05) and otherwise provides for the equitable treatment of students and a reasonable opportunity for students to complete their program of study if an accredited institution ceases to operate or plans to cease operations before all enrolled students have completed their program of study. Teach-Out Event: A Type 1 Teach-Out Event or a Type 2 Teach-Out Event. Teach-Out Plan: A written plan developed by an accredited institution that meets the requirements of NACCAS’ Teach-Out Policy (Policy IV.05) and otherwise provides for the equitable treatment of students and a reasonable opportunity for students to complete their program of study if an accredited institution ceases to operate or plans to cease operations before all enrolled students have completed their program of study. A Teach-Out Plan may include (and, if required by the Commission, shall include) a Teach-Out Agreement between accredited institutions. Text: Organized written material covering one or more learning assignments. Theory: That branch of an art or science consisting in knowledge of its principles and methods. Theory Instruction: Conceptual learning. Training: Learning experiences designed to lead to the acquisition of a skill, knowledge, or aptitude. Training Agreement: A contract or agreement with a school district, junior or community college or government agency through which an accredited institution provides training to students. Such students are generally not contracted individually with the institution they are attending. (See training agreement policy) (1) The U.S. Department of Education notifies the Commission that it has placed the institution on the reimbursement payment method under 34 CFR 668.162(c) or the heightened cash monitoring payment method requiring the Secretary’s review of the institution’s supporting documentation under 34 CFR 668.162(d)(2). (2) The U.S. Department of Education notifies the Commission that the Secretary of Education has initiated an emergency action against the institution, in accordance with section 487(c)(1)(G) of the Higher Education Act (or a successor statute) (the “HEA”), or an action to limit, suspend, or terminate an institution participating in any Title IV, HEA program, in accordance with section 487(c)(1)(F) of the HEA (or a successor Statute). (3) The Commission acts to withdraw the accreditation of the institution. (4) The institution notifies the Commission that it intends to cease operations entirely. For purposes of this definition, this includes any change of location that is considered by the Secretary of Education to be a school closure. (5) A State licensing or authorizing agency notifies the Commission that an institution’s license or legal authorization to provide an educational program has been or will be revoked. Transcript: An official copy of a student’s educational record at an institution; usually listing all courses taken, final grades received, and credit toward a certificate or diploma, if applicable. Transfer Agreement: The written agreement by which a transfer of Ownership Interests is legally effected. Tuition: The charge for instruction at an educational institution. (Also, see “Fee”) Type 1 Teach-Out Event: The occurrence of any one or more of the following events involving a NACCAS-accredited institution is a Type 1 Teach-Out Event: Type 2 Teach-Out Event: The occurrence of any one or more of the following events involving a NACCAS-accredited institution is a Type 2 Teach-Out Event: Unit: A logical grouping of facts, concepts, and ideas that relate to one particular area of instruction. (1) The U.S. Department of Education notifies the Commission of a determination by the institution’s independent auditor expressing doubt about the institution’s ability to operate as a going concern or indicating an adverse opinion or a finding of material weakness related to financial stability. (2) The U.S. Department of Education notifies the Commission that the institution is participating in Title IV, HEA programs under a provisional program participation agreement and the Secretary has required a teach-out plan as a condition of participation. (3) The Commission acts to place the institution on Probation or Equivalent Status. United States: The term “United States” means, in addition to 50 states, the District of Columbia, the Commonwealth of Puerto Rico, Guam, the U.S. Virgin Islands, American Samoa, and the Commonwealth of Northern Mariana Islands. Validity: The degree to which certain specified inferences based on a test are appropriate. Vocational Education: Learning designed to prepare a student to enter a particular discipline or to upgrade the skills or knowledge required for his/her present job. Voting Interest: Securities or contractual voting rights, giving the owner the right to vote concerning the management and operation of an institution. Withdrawal: The termination of an enrollee prior to successful completion of a program. Classifications of withdrawals include but are not limited to a drop, dismissal and out-of- school transfer. Written Documents: Documents that are produced in written copy, web-based, or any other printable media format. THE NATIONAL ACCREDITING COMMISSION OF CAREER ARTS & SCIENCES NACCAS 3015 Colvin Street Alexandria, VA 22314 Ph: (703) 600 - 7600 Fax: (703) 379 - 2200 support@naccas.org www.naccas.org