Policies

State Authorization Policy

Approved By and Date:Board of Trustees02-20-2014
 Executive Leadership Team01-02-2014
 ICORE12-30-2013

The purpose of this policy is to comply with Federal Department of Education requirements and to create a process to comply with any State Authorization requirements applicable to Stanly Community College (SCC) and its courses or programs enrolling out-of-state students. SCC’s online/distance education programs must be authorized in certain states in order to offer courses or programs to students residing in those states. Many of these state laws and regulations apply to online instruction and/or other types of instances that may trigger a physical presence in that state.  

State Authorization Procedures

Approved By and Date:Executive Leadership Team05-03-2021
 ICORE04-19-2021
  1. At SCC, both curriculum and continuing education courses may at times enroll students who reside outside the state of North Carolina.  SCC maintains enrollment in SARA NC as well as NC-SARA, which provides out-of-state authorization agreements with multiple other states.  In the event that a state does not have or fails to maintain an agreement with NC-SARA, SCC will make every effort to seek authorization from the applicable state as soon as a student wishes to enroll. The SCC Center for Teaching and Learning serves as the point of contact for out-of-state authorization in coordination with other departments as needed.
  2. Student registration may be denied based on the inability of SCC to obtain the appropriate authorization from certain states.  The basis for that inability to comply with authorization will include but may not be limited to denial of application by that state, application cost, or excessive application requirements.  In the case of unapproved states, the Office of Enrollment Management will notify students applying from those states that their application is denied, and they may not enroll in the online course offerings.
  3. As states respond back to SCC with a positive authorization determination, they will be added to a list of approved states visible on the SCC website. 
  4. Certain states have regulations that denote physical presence as a trigger for seeking state authorization.  SCC will monitor for the typical physical presence triggers that include but may not be limited to advertising, faculty member state of residence, student placement in clinical/practicums, and work-based learning experiences. When physical presence is identified in a state, authorization will be sought.
  5. SCC will monitor the status of all approved states and seek periodic reauthorization if required.
  6. SCC reserves the right to approach states individually or seek membership in regional or national reciprocity organizations as may be deemed most advantageous for the institution and students.
  7. SCC’s State Authorization webpage includes information about the Stanly Community College Student Complaint Process.
  8. General Disclosures:  in compliance with Department of Education requirements, SCC will maintain general licensure disclosures and the appropriate SCC program contact information on its State Authorization webpage for programs/courses which prepare students for licensure by the state or other government agency to work in a particular field.
    1. Subpages of each licensure disclosure will include a link to the program website for additional information, along with a disclaimer that SCC programs are designed for NC and/or national licensure. A chart will then list 1) state/territory, 2) whether the licensure meets that state’s educational requirements (“meets educational requirement” / “does not meet educational requirement,” or by default “undetermined” for those still under review), and 3) available agency contact information for the license agency within the state/territory (mailing address, phone number, fax number, website address, and email address as available).
    2. The licensure/certification list will be reviewed annually to maintain current program listings, and each licensure disclosure subpage will be reviewed for any necessary modifications. The disclosure pages will be maintained by the appropriate AVP designee, with support from the Center for Teaching and Learning (CTL) and the Webmaster.  Should a program no longer meet a state’s requirements, the program head or other party who identifies the change in requirements will ensure 1) the appropriate disclaimer is updated on the program/course disclosure webpage and 2) notify the appropriate success coach or CE coordinator of the need to email students within the program residing in that state regarding the change. The email must be sent within 14 days of the identified change.
  9. Direct Disclosures:  in compliance with Department of Education requirements, SCC will provide direct disclosure notifications in writing to out-of-state students for programs/courses which prepare students to be ready for licensure by the state or other government agency to work in a particular field.
    1. Curriculum Students (Application and Change of Major)
      1. Applicant reports will be created weekly identifying new applicants and students who have changed their major.  These reports will be sent to success coaches.  Out-of-state students for programs with licensure requirements will be noted.
      2. Success coaches will initiate an email to the student’s email of record containing information about licensure compliance in their state and the appropriate contact information for their state of residence.  Emails should be sent within 3 business days of receiving the report or by the census date, whichever is sooner.
      3. A copy of the email will be saved in a document imaging system and the success coach will record that the email was sent on the State Authorization – Student Direct Disclosures spreadsheet in Microsoft Teams.
      4. Out-of-state students who are notified that a program does not meet licensure requirements in their state are entitled to a full refund if they formally drop or withdraw within 3 business days of the notification.
    2. Continuing Education Students
      1. Daily reports of out-of-state students enrolled in CE courses leading to a licensure will be sent to the program coordinators.
      2. Program coordinators will initiate an email to the student’s email of record and letter sent via USPS containing information about licensure compliance in their state and the appropriate contact information for their state of residence.  Emails and letters should be sent within 3 business days of receiving the report or by the census date, whichever is sooner.  If an email address is not available, coordinators will send a letter via USPS.
      3. A copy of the email will be saved in a document imaging system and the program coordinator will record that the email (or letter) was sent on the State Authorization – Student Direct Disclosures spreadsheet in Microsoft Teams.
      4. Out-of-state students who are notified that a program does not meet licensure requirements in their state are entitled to a full refund if they formally drop or withdraw within 3 business days of the notification.
    3. Change of Address
      1. Changes of address resulting in an out-of-state address will be forwarded to the School of Transfer & Business Faculty Associate/Coordinator who will determine if the student is in a licensure related program or course and forward the student’s information to the appropriate success coach or continuing education coordinator.
      2. If the student is enrolled in a licensure related program or course, the appropriate success coach or continuing education coordinator will send an email to the student’s email of record containing information about licensure compliance in their new state and the appropriate contact information for their state of residence.  Emails should be sent within 14 calendar days from the date the address change request was made (per 34 CFR 668.43).
      3. A copy of the email will be saved in a document imaging system and the program coordinator will record that the email was sent on the State Authorization – Student Direct Disclosures spreadsheet in Microsoft Teams. 

Revision: 01/02/2014 (procedures), 10/26/2020 (procedures)