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CHAPTER IX - A

Training Programs - College Training

College and University Academic Training
It is the agency's policy that college/university academic training shall be sponsored when it is the only viable option that will enable a student to reach his/her vocational goal. An individual may be eligible for academic training if he/she is an applicant for VR services, and provides the counselor with the necessary information at least 30 days prior to the beginning of the college semester. The information provided by the applicant will assist the counselor in determining the eligibility decision on college sponsorship. The counselor, in consultation with the student, is responsible for making the eligibility decision and the needed essential services for a College Training program.
Selecting and Applying for Admission to a College Program
1. Information to support the decision that college is appropriate, and the student has the ability to succeed in college, may include high school records, achievement tests, College Preparatory program results, college-board scores, previous college transcripts, and motivation and other miscellaneous factors. The counselor, in working with an individual interested in college, will take the following steps:
  1. Begin working with the student at an early age such as the student's junior year of high school.
  2. Secure high school records, college board scores, and if needed, other evaluations to document the student's ability to participate in a college level training program.
  3. Work jointly with the ES program to coordinate services appropriate for a college-bound student.
  4. In consultation with the student, select up to three in-state colleges or universities for consideration, and obtain catalogs from those schools.
  5. With the student, review the course requirements of the selected training program, and select a college based on:
    1. the college or university's program that will best accomplish the student's vocational objectives.
    2. whether the college or university can meet the student's special needs, e.g., reader services, testing, housing, assistive technology, transportation, or other special accommodations.
  6. When all considerations are basically equal, the student's choice for a specific college program should be fully considered.
College and University Training
1. Virginia colleges and universities
  DBVI may approve college training if the student is accepted into an accredited approved Virginia college or university and meets all other eligibility criteria. If a student cannot get the appropriate academic degree in a Virginia state supported institution, the student will be permitted to attend a private institution. DBVI will only sponsor students who attend colleges or universities on the "approved college list" located in the DRS Training and Facilities Manual, Volume III.
2. Private and out-of-state colleges and universities
  Private and out-of-state colleges and universities can be utilized when the same course is available in a Virginia state-supported college; however, the college/university must appear on the "approved college list" located in the DRS Training and Facilities Manual. Vocational rehabilitation services will only sponsor the financially eligible student for up to the amount of tuition, fees, and maintenance charged by the most expensive Virginia state-supported college or university. The student will be responsible for all remaining charges. The highest "state cost" allowable is published annually, and is located in the DRS Training and Facilities Manual, Volume III.
  When college training is provided by an out-of-state college or university, the reasons for this must be documented by the counselor on the IPE. When specific degree is not available at a Virginia state-supported college or university, the out-of-state tuition and fees can be paid in full. Examples of degrees that are not offered in Virginia are--orientation and mobility and rehabilitation teaching.
3. Sectarian colleges and universities
  A college or university that is determined to be "sectarian" by the Commonwealth of Virginia shall not be routinely used by DBVI students. If a student chooses to attend a "sectarian" college or university, the VR program cannot pay tuition or other fees to that academic institution. However, the VR program may purchase equipment, provide reader service, and provide any other services for the student that do not result in direct payment to the "sectarian" college or university by the agency.
  Any college or university that is determined "sectarian" will not appear on the "approved college list" located in the DRS Training and Facilities Manual, Vol. III.
  VR may sponsor a student seeking a degree which is religious in nature as long as the student does not attend a sectarian college or university.
Academic Requirements
1. College degree
  A full-time student is expected to complete required coursework within a "normal" period of time. For a bachelor's degree, ordinarily this would be for four academic years. DBVI will allow students up to four years and two summer schools to complete their degree or up to nine semesters. Where special situations exist, the counselor must obtain supervisory approval for college sponsorship beyond four years and two summers, or nine semesters and no summer schools, and must provide appropriate justification for continuing the financial assistance. The student is also expected to be a full-time student, and take, at a minimum, the twelve hours per semester. A two-year college program should be completed in four semesters and one summer school.
  When the student's hours fall below 12 hours for the semester, they will not be considered full-time students; consequently, maintenance and other payments provided to eligible full-time students will be discontinued, except in unusual circumstances such as a serious illness. It is the student's responsibility to inform the rehabilitation counselor, in advance, of any necessity to drop and/or add courses or to take in-completes during or before the semester ends. Students are also required to notify the counselor prior to a change in their major.
  The student who is considered a full-time student, and is financially eligible, can receive maintenance, transportation and personal incidentals. This student must also complete coursework within the normal period of time.
  Students who are classified as part-time students, and DBVI is only paying tuition, are not bound by the same full-time student requirements regarding time for completing a degree/program, since the agency will not be paying for maintenance or personal incidentals. The part-time student will be required to complete an Associate Degree in 3.5 years or less, and a Bachelor's Degree in seven years or less. Where special situations exist, the counselor must obtain supervisory approval for college sponsorship beyond the maximum time allowed for completing degrees. Justification for the extended time must be provided in the case record.
2. Graduate and degree program
  The DBVI policy does not allow VR to routinely sponsor an individual in a graduate degree program unless this program is a minimum requirement for the chosen vocational objective. This means that a student whose vocational objective is teaching, will not select the vocational objective of a superintendent or principal for the purpose of receiving further financial assistance from the agency. DBVI will assist the student with tuition beyond the four-year bachelor's level in occupations that require further training for job entry, such as library science and law. VR may also sponsor a student in a master's degree program when it can be demonstrated that a degree is necessary for a specific occupation. DBVI will require the graduate student to take a minimum of nine hours per semester if he/she receives financial assistance for maintenance.
3. Grade Point Average
  DBVI does not establish a separate minimum grade point average requirement from that required by the college/university which the student is attending.
4. Pre-registration/early registration
  All continuing degree seeking students have the opportunity to register early for the next semester during the latter part of each semester. Educational institutions have various pre-registration deadlines and the student and counselor should work jointly in following the college's deadlines for early registration.
  Each college/university may have a different date(s) for early pre-registration and may have a different back-out date (the back-out date is the date by which the student's pre-registration is dropped from the computer without an authorization or letter from DBVI). It is therefore critical that the counselor be aware of those dates by contacting directly the Student Development Services or Admission and Records at the college or university or requiring the student to obtain the information.
  The back-out date for pre-registration normally occurs after the end of the semester in which the student registered. Therefore, the counselor would normally know if sponsorship will be provided during fall semester for those students who may be on DBVI probation during the spring semester. In those rare instances when the back-out date is before the counselor has the student's grades, the counselor may still issue an authorization since such authorizations may be withdrawn before the start of the next semester.
  In those instances where the college/university merely requires a letter before back-out date, the IPE does not have to be amended. If the college/university requires an authorization before back out, the IPE must be amended. The counselor would document on the IPE that sponsorship is contingent upon the student remaining eligible for DBVI sponsorship.
Family Assistance
Single individuals, regardless of age, who have been residing at home, are considered part of the family unit unless they meet the following conditions for emancipation. The minimum age for a college student to be emancipated is 24 years of age, or upon the completion of an undergraduate degree, if the student is less than 24 years of age. Students less than 24 years of age can also be emancipated if they are married or have been maintaining their own household independent of the family. Occupying an apartment or dorm room in order to attend college does not qualify the individual to be determined emancipated by the Vocational Rehabilitation program. All emancipated students are required to apply for SSI/SSDI benefits.
Financially Ineligible Students
Full-time college students determined to be financially ineligible, will receive reader service from DBVI when this service is requested and needed. Adaptive equipment may also be purchased if the equipment is essential and enables the student to participate in the College Training program.
Financially Eligible Students
When the counselor determines an individual is capable of doing academic work, a program and authorization may be written for an academic year. (Authorizations can only be issued by semester.)
1. Tuition
  VR may pay tuition for college and university academic training for the purpose of obtaining an associate degree or higher degree in an amount not in excess of the highest amount charged for tuition by the most expensive Virginia state-supported institution. The highest tuition allowable is established annually and listed in the DRS Training and Facilities Manual, Volume III. The counselor will be responsible for determining the correct amount of tuition prior to issuing the authorization.
  The counselor may process the college's or university's invoice for tuition after the add/drop period and after the correct amount of tuition has been determined. The date of the add/drop period varies from college to college and is usually published in the educational institution's catalog. If there are two Add/Drop dates, use the latest date to pay the bill.
  Counselors must get the grade transcripts and file them in the student's case folder. Sponsorship for the next semester/training period is dependent on the student's remaining academic eligibility. It is the student's responsibility to see that his/her grade transcript is sent to the counselor. The student is to be advised by the counselor that failure to provide grade transcripts will terminate college sponsorship.
  Any student enrolling in any college/university course(s) for the primary purpose of course/program certification and not for the purpose of obtaining a degree will be exempt from the application of the annual maximum tuition rate.
2. Housing
  DBVI may provide an amount for rent equivalent to that which would be paid the college for a dormitory room when a student needs to leave his/her community. If the student elects to live in non-campus housing, the amount provided for rent would not be in excess of the highest amount charged for rent of a dormitory room by the local state-supported institution. When a dormitory room is not available, community rates can be paid for housing.
  When a student has to obtain off-campus housing, the agency may begin the rent payment at the beginning of the month that the semester starts. The agency may also pay rent for the remainder of the month in which a semester ends. This option is only available if the student cannot sign or terminate a lease or prorate rent payments for a month at the beginning or end of a semester. The amount of rent paid still must not exceed the cost of an on-campus room, if on-campus housing is an option for the student.
  All other maintenance cost such as meals and incidentals will be paid only during the dates in which the college is actually in session.
  DBVI will not pay room and board of a student attending college in his/her community. (See Chapter III, Section G Maintenance.)
3. Meals
  DBVI will provide an amount for meals equivalent to that which would be paid the college for meals on campus. If the student elects to live in non-campus housing, the amount provided for meals in this case would not be in excess of the highest amount charged for meals on campus by the local state-supported institution or the rate published in the catalog, whichever is less. When a student cannot be housed on campus, then higher food allowance can be given.
4. Transportation
  When necessary, DBVI will pay either local bus fare from the student's residence to and from classes or its equivalent if riding with a friend. No cab fares will be provided except under unusual and exceptional circumstances.
5. Reader Service
  Reader services may be provided by DBVI utilizing the established hourly rate. The counselor must first determine whether or not the college provides reader services. The results must be documented on the IPE service plan under Comparable Benefits section. It is not necessary to get written notification from the college when it does not provide reader services.
  The maximum amount authorized is 400 hours an academic year for full-time students. The maximum for a summer session is 150 hours. Reader service assistance will be prorated if fewer hours are carried than those considered full-time. Graduate students may need additional hours. Document in the case record the justification for authorizing additional hours. Payments cannot be made to family members for reader service.
6. Books and Supplies
  DBVI has established a maximum amount for books and supplies per academic year and summer session; however, this amount can occasionally be supplemented and must be documented in the case file reason why additional funds were needed. Bills for books and supplies will be processed when they are received by the counselor.
7. Incidental Allowance
  Personal incidentals will be paid only for those students who must leave their home area for college training. Also, personal incidental expenses will not ordinarily be paid for college students who are SSI or SSDI recipients.
8. SSI/SSDI Benefits for Maintenance
  A student's SSI and/or SSDI benefits must be applied toward the maintenance costs of the college program (see Chapter VII.B, section G). Maintenance costs include food, shelter, personal incidentals, and clothing. When the meal ticket is for less than 21 meals per week, a food allowance may be made for the additional meals up to the equivalent of the amount for 21 meals per week at the college meal rate. The student will be responsible for making his/her arrangements with the college or university for payment of his/her portion of maintenance.
  In calculating the student's SSI/SSDI contribution toward maintenance, the counselor will consider nine months as an academic year (four and one-half months per semester). The counselor will allow the student to retain $43 per month of his/her SSI/SSDI benefits to cover personal incidentals; plus $77 to cover telephone, clothing, and other expenses; for a total of $120.
  Transportation is not considered maintenance; however, the counselor may elect to permit the student to designate a portion of his/her SSI/SSDI benefits for transportation. This is allowable only when the agency is making a contribution to the student's maintenance (which is at least equivalent to the student's contribution toward transportation expenses). It is permissible to allow the student to retain funds over and above the $120 indicated above for transportation. Expenses for transportation must be in accordance with the transportation guidelines in Chapter III. Any exception to allow the student to retain more than $120 (plus the transportation allowance, when appropriate) must be documented.
  Necessary transportation costs may include a trip to and from college each semester (if the student is not attending a college or university in his/her home community). The student may also be permitted a trip home during holidays or breaks when the dormitory is not available. Other transportation costs may include daily transportation costs incurred when the student is living off-campus.
  The counselor must show on the service plan of the IPE the amount of SSI and/or SSDI benefit and the amount the student will be contributing towards maintenance, transportation and other contractual obligations.
9. Equipment
  Necessary equipment may be purchased to allow the student to participate in the college program. See Chapter 12B--Forms and Office Tasks--for additional information on ordering equipment and Appendix F--Criteria for Purchasing Adaptive Equipment for Training or Employment.
10. Remedial/Developmental Courses
  Remedial/developmental college courses may be provided if the course is required by the college or it is needed to assist the student to upgrade his/her academic skills in order to continue in an approved college curriculum.
11. Out-of-State Colleges
  Students attending private, nonsectarian colleges outside of the State of Virginia may receive financial assistance not to exceed the rate charged by the most expensive state-supported college (as determined annually) or the rate published in the college catalog, whichever is less. The counselor will be responsible for determining the correct amount of tuition prior to issuing the authorization. A current college catalog should be on file in the regional office.
  The college must appear on the Out-of-State Approved College List (See DRS Training and Facilities Manual, Volume III). If the college does not appear on this list, the counselor must submit a request to the VR program director in VR services. The VR program director will then contact DRS to request the college be placed on the approved list. DRS will do an investigation and send DBVI its findings. It is not unusual to take more than 90 days to receive these findings. Therefore it is essential to begin the approval process several months prior to the beginning of the school term.
  The counselor may provide sponsorship up to the amount charged by the most expensive state-supported college (less comparable benefits). The student will be responsible for any remaining costs.
Terms and Conditions (DBVI-04-037a)
The Terms and Conditions form is to be explained to every college-bound student. This form is to be signed when the student initially begins college training, and must be returned to the counselor 30 days prior to the beginning of the academic year. This form does not need to be signed more than one time; however, in subsequent years the form needs to be mailed to the student at the beginning of each academic year. When the student drops out of college for an academic year, then the form needs to be signed prior to VR sponsorship again. Failure to comply with the terms and conditions as set forth in the form will also constitute grounds for termination of college financial sponsorship from DBVI. The student is to receive a copy of the terms and conditions every year, and the original copy is retained in the IPE section of the student's case folder.
Scholarships and Grants
DBVI requires that all VR-sponsored college students apply for all available scholarships and grants. The counselor should assist the student in his/her efforts to find scholarships and grants, and these efforts will be documented in the narrative report. Students should be required to apply for all available scholarships and grants in the spring prior to the beginning of the academic year. All grants or scholarships provided by any branch of government, an institution, or other public entity, must be considered a comparable benefit. Students who default on any educational loans should make every effort to clear their default status. Review Chapter 7B, Other Grants and Scholarships, for additional information on this subject.
1. Pell Grant
  Every year, VR-sponsored college students are required to apply for the Pell Grant at their respective colleges, as well as other available scholarships and awards.
  VR students must apply on a timely basis. If a Pell Grant is allowed, the student must use all of his/her grant towards the cost of necessary school expenses. The amount and arrangements for this must be entered on the Service Plan page of the IPE, and the Pell Grant amount subtracted from the normal school expenses which the VR department would otherwise pay. Pell Grant is only for undergraduate programs.
  VR requires that adequate Pell Grant documentation be in the case folder of each potentially eligible student who is enrolled in an institution of higher learning.
  A copy of the Pell Grant notice of award or ineligibility must be in each such case folder. A copy of the student's Pell Grant application will suffice for case folder documentation until a copy of the notice of award or ineligibility can be obtained.
  If a potentially eligible Pell Grant recipient applies for this assistance and is denied on the basis of having too much income, the student is not required to apply for the Pell Grant thereafter, unless it comes to the VR counselor's attention that a substantial change has occurred in the student's financial condition which would indicate that he/she may be eligible for the Pell Grant.
  Title IV of the Higher Education Act states that in order to receive a grant, loan, or any work assistance, a student must not owe a refund on funds previously received or be in default on any student loan (20 US. C. Section 1091 (a)(3)). Therefore, a customer who has defaulted on a student loan should make every effort to clear the default status before seeking VR sponsorship for higher education.
  There may be occasions when it would be a true hardship for a customer to repay the loan and, therefore, the customer would not have available comparable benefits and services. A "true hardship" is defined as an individual who has limited or no financial resources available and cannot work out a satisfactory repayment agreement with the lender. In this instance, VR assistance may be appropriate. The VR counselor must document the decision in the case narrative report.
  See the DRS Comparable Benefit Directory inAppendix B for additional information.
2. Student Aid Report (SAR)
  The student must send to the counselor a copy of the Student Aid Report (SAR) when he/she receives it from the College Scholarship Service. The SAR determines the amount, if any, of the Pell grant award. Failure to provide the SAR will result in DBVI not providing sponsorship for the second quarter or semester if the student is at fault for the missing information.
3. The Supplemental Educational Opportunity Grant
  The Supplemental Educational Opportunity Grant (SEOG) is a need- based program that is administered by the individual colleges. The awards can be a minimum of $100 to a maximum of $4,000 an academic year; however, most of the awards are under $1,000. These funds are based on financial need and, in most circumstances, are distributed on a first-come-first-served basis. Contact the financial aid office at the college for additional information.
4. Tuition Assistance Grant Program (TAGP)
  The State Council of Higher Education in Virginia (CHEV) James Monroe Building, 101 North 14th Street, Richmond, Virginia, 23219, administers TAGP. CHEV can be reached by calling (804) 225-2600 for information on TAGP and four other statewide financial assistance programs.
  TAGP provides non-need-based aid to Virginia students enrolled in undergraduate and graduate programs at Virginia's private institutions. VR does not consider this grant a comparable benefit. A VR student that receives this grant would also, if eligible, receive the "most expensive state-supported college rates/fee(s)." This grant goes directly to the private institution for tuition on behalf of the VR student. If the institution does not need the full amount of the grant, the remaining funds are returned to the Council of Higher Education.
  In addition, any special grant routinely given by the private college or university intended to offset the higher cost of tuition and/or room & board charged by the private institution will not be applied as a comparable benefit.
5. Monetary Merit Awards
  A monetary merit award provided to a vocational rehabilitation student by a civic, professional, social, or customer organization, such as the National Federation of the Blind, or the American Council of the Blind, in most instances will not be considered a comparable benefit. If the use of the award by the student is unrestricted by the donor, it will not be considered by the Vocational Rehabilitation program as a comparable benefit. When the award is merely earmarked "educational," it is not restricted enough to be considered as a comparable benefit. For example, the student may elect to use the merit award for travel abroad or some other educational enriching experience.
  Merit gifts that are not considered as a comparable benefit will also be disregarded when considering economic need of an individual. According to Program Assistance Circular RSA-PAC-90-7, dated March 7, 1990, by Commissioner Carney, "A practice to require that unrestricted gifts be used to pay for a service included under an Individualized Written Rehabilitation Program (IWRP) effectively denies the student the help intended by the organization . . ."
  If a monetary merit award (scholarship) is restricted by the donor, the VR counselor must examine the nature of the restriction before it can be considered a comparable benefit. For example, if the award is earmarked for tuition, maintenance, or other college expenses, it must be considered as a comparable benefit.
  All grants or scholar ships provided by any branch of government, an institution, or other public entity, must continue to be considered as a comparable benefit.
6. The Academic Common Market
  The Academic Common Market (ACM) helps students by saving funds on specific undergraduate and graduate studies at out-of-state institutions. This arrangement is among 16 states and allows participating students to pay state tuition while studying outside their home states. There are only two requirements:
  1. Acceptance into a program in which Virginia has made arrangements to send its students
  2. Proof that student is Virginia resident
  The student should write directly to the institution for admissions information. Once accepted into the participating program, the student should write the state coordinator for certification of residency. The address is:
  State Coordinator for the Academic Common Market
  Council of Higher Education
  James Monroe Building
  101 North 14th Street
  Richmond, VA 23219
  Telephone: (804) 225-2632
  The available courses constantly change. A current list can be obtained by contacting the State Coordinator for the ACM. A current list is always available on the Internet at: http:\\www.schev.edu/.
  The 16 participating states include: Alabama, Arkansas, Delaware, Florida, Georgia, Kentucky, Louisiana, Maryland, Mississippi, North Carolina, Oklahoma, South Carolina, Tennessee, Texas, Virginia, and West Virginia. Florida, North Carolina and Texas only participate at the master's level. Private institutions do not participate in the ACM. Not all public colleges and universities in the 16 States have chosen to participate; and, some restrict ACM participation to certain degrees.
Procedures for Sponsoring Students in and out of the Counselor's Territory
1. VR students in college training will be served by the vocational rehabilitation counselor who serves the territory in which the college is located. There may be instances when it would not be appropriate to transfer a college case within the regional office territory.
2. The student's case and case folder will be forwarded and transferred to the counselor serving the area where the college is located. The case will remain the responsibility of the counselor to whom it is transferred for 12 months after the student graduates or leaves school, including placement responsibility. After 12 months, the regular procedure for transfer of a case will be in effect.
3. The transfer of a college case from one counselor to another should take place at least three (3) months prior to the date of the student's entry into college. The counselor to whom the case is transferred is responsible for sending the initial authorizations to the college and the student. When a transfer is made less than three (3) months prior to a student's entry into college, the responsibility for initial authorizations rests with the transferring counselor.
Procedures for Sponsoring Students in Out-of-State Academic Institutions
1. Students attending a college out-of-state which is not more than 25 miles from the Virginia state line will be served by the vocational rehabilitation counselor whose territory is in closest proximity to the college and is to be transferred to his/her case load. Where more than one counselor's territory is in equal proximity to a college(s), such as in Washington, D.C., the vocational rehabilitation counselors involved will divide as equally as possible the number of students each will serve.
2. Students attending a college more than 25 miles from the Virginia state line will be served by the vocational rehabilitation counselor from whose territory they originate.
3. In order for rehabilitation counselors to be aware of the progress and problems of students attending out-of-state colleges and universities, the student should have periodic contact with his/her counselor. This contact should be documented, but the report need not be elaborate nor lengthy; however, it should reflect the student's progress, or lack of progress, and should include any problems that need attention by the counselor.
College Student Forms
The following forms/letters/lists are to be given to students who attend college. The individual forms can be found in Chapter 12, Forms and Office Tasks. They include:
1. Responsibilities of the Rehabilitation Student as a College Student
  This should be given to the student when he/she begins college and at a later date when the student needs reminding of his/her responsibilities.
2. Terms and Conditions of DBVI Sponsorship of College Students (Word)(DBVI-04-037a)
  This form must be completed in duplicate, and the student signs both copies. The student keeps one copy, and the other copy is placed in the case folder. It does not need to be signed more than one time; however, in subsequent years the form needs to be mailed to the student at the beginning of each academic year.
3. Student Resource List
  This list should be given to the student when he/she begins college or at any other appropriate time. It is not an all-inclusive list.