| PublicationDate: 11/26/96 Summary: REORGANIZATION OF THE INSTITUTIONAL PARTICIPATION AND OVERSIGHT SERVICE Author: IPOS - Institutional Participation and Oversight Service Posted November 26, 1996 REORGANIZATION OF THE INSTITUTIONAL PARTICIPATION AND OVERSIGHT SERVICE The Institutional Participation and Oversight Service has been restructured into a team-based case management organization. What does this mean? It means all the different aspects of monitoring schools (recertification, audit resolution, financial analysis, program reviews) are being consolidated into several teams, with each team being responsible for an assigned portfolio of schools. This restructuring will make it possible for schools to contact one team, that will handle all aspects of monitoring, as well as provide assistance on specific compliance questions and issues. The Service will be able to process actions more quickly, by having all information on a school available in one place. This will provide better service to schools, as well as providing more efficient and effective oversight of the student financial aid programs. For your reference, we are providing a detailed description of the organizational role and activities of the Institutional Participation and Oversight Service (see below). DESCRIPTION OF THE INSTITUTIONAL PARTICIPATION AND OVERSIGHT SERVICE The Institutional Participation and Oversight Service is one of six services within Student Financial Assistance Programs (SFAP) that are responsible for administering Title IV student financial assistance programs. The Institutional Participation and Oversight Service administers the process by which institutions are determined to be eligible to participate in the federal student financial assistance programs and certifies them for participation. This requires determining whether institutions meet regulatory requirements for administrative capacity and financial responsibility. As part of this process, the Service develops and implements procedures by which the Secretary evaluates and recognizes accrediting agencies and associations as reliable authorities to determine the quality of education and training offered by educational institutions. The Service also develops and implements policies and procedures for monitoring institutions participating in the Federal student financial assistance programs to ensure compliance with federal legislation, regulations, and policies. The Service conducts on-site reviews of participating educational institutions. When there is evidence of failure to comply with program requirements, the Service is responsible for initiating fine, limitation, suspension, termination, and emergency actions against schools, as well as initiating suspension and debarment actions against individuals and corporations to preclude their involvement in any federal activities. The Service also develops, implements, and refines alternative oversight programs that emphasize prevention, improvement, and flexibility with accountability, such as the Quality Assurance (QA) Program. It also develops alternative approaches to meet legislative goals, such as the QA Program and the Experimental Sites initiative. In addition, the Service is responsible for developing and implementing activities related to resolving issues that arise when schools close, declare bankruptcy, or are otherwise in financial or administrative jeopardy. The Service also implements and coordinates the activities of the Secretary's default reduction initiative. The Director of the Institutional Participation and Oversight Service (IPOS) reports directly to the Deputy Assistant Secretary for Student Financial Assistance. IPOS has nine divisions: * Case Management Division - Northeast; * Case Management Division - Southeast; * Case Management Division - Northwest; * Case Management Division - Southwest; * Accreditation and Eligibility Determination Division; * Data Management and Analysis Division; * Administrative Actions and Appeals Division; * Performance Improvement and Procedures Division; and * Default Management Division. In addition, the Immediate Office of the Director includes the Accreditation Liaison Officer, who is responsible for liaison activities, on behalf of the Office of Postsecondary Education, with the National Advisory Committee on Institutional Quality and Integrity and the National Committee on Foreign Medical Education and Accreditation. * CASE MANAGEMENT DIVISION - NORTHEAST * CASE MANAGEMENT DIVISION - SOUTHEAST * CASE MANAGEMENT DIVISION - NORTHWEST * CASE MANAGEMENT DIVISION - SOUTHWEST The four Case Management Divisions perform similar functions, with each responsible for a separate section of the country. Ten Area Case Directors and their immediate staffs direct and implement case management team functions: audit resolution, program review, financial statement analysis, and recertification. (These functions previously were performed by the Institutional Monitoring Division and the Institutional Participation Division, respectively.) Each Area Case Director also develops and maintains effective relationships with representatives of widely diverse groups in the financial aid community, to ensure that ED priorities and functions address community needs in correctly administering the student financial aid programs. The Office of the Area Case Director also includes one or more Institutional Improvement Specialists responsible for implementing the compliance improvement function for each team. This assistance function includes planning and providing any specialized training for postsecondary educational institutions and state and regional associations on IPOS-related policy or procedures. The Case Management Division - Northeast also has responsibility for all functions related to certification and monitoring of foreign schools. phone 202 205-3772 for information on foreign schools Each Division, using a team approach, provides integrated oversight and management improvement services to institutions receiving Title IV funds, with priority given to those institutions identified as high-risk. Contact phone numbers for general information: Team Phone number States Covered Case Management Division Northeast Boston Team 617 223-9338 CT, ME, MA, NH, RI, VT New York Team 212 264-4022 NJ, NY, Puerto Rico, Virgin Islands Philadelphia Team 215 596-0247 DE, MD, PA, VA, WV, Wash DC Case Management Division Southeast Atlanta Team 404 331-0556 AL, FL, GA, KY, MS, NC, SC, TN Kansas City Team 816 880-4053 IA, KS, MO, NE Case Management Division Southwest Dallas Team 214 767-3811 AR, LA, NM, OK, TX San Francisco Team 415 437-8276 AZ, CA, HI, NV, Am Samoa, Guam, States of Micronesia, Palau, Marshall Is, N. Marianas Case Management Division Northwest Chicago Team 312 886-8767 IL, IN, MI, MN, OH, WI Seattle Team 206 287-1770 AK, ID,OR, WA Denver Team 303 844-3677 CO, MT, ND, SD, UT, WY ACCREDITATION AND ELIGIBILITY DETERMINATION DIVISION The Accreditation and Eligibility Determination Division has the following general responsibilities: * Develops and implements criteria appropriate for the recognition of State approval agencies and national and regional institutional and specialized accrediting associations and agencies as reliable authorities concerning the quality of education and training offered by the postsecondary institutions or programs within their respective scopes of operation. * Evaluates all petitions for initial recognition, renewal of recognition, and expanded scope of recognition by accrediting bodies and State approval agencies, including reports of Department experts, outside consultants, experts in the field, and third parties regarding the work of such bodies. * Evaluates the standards and processes used by foreign countries to accredit/approve medical schools. * Evaluates applications from Federal agencies and institutions for degree-granting authority. * Works cooperatively with officials of the State Departments of Education and licensing agencies to strengthen and advance the role of the States in granting authorization/ licensure to postsecondary educational institutions to offer programs of instruction. * Coordinates all ED-wide activities related to closed, bankrupt, or financially troubled schools in order to protect the interests of the Federal government and students. * Evaluates applications submitted by institutions seeking initial certification to participate in the Title IV, HEA programs and applications from those schools who have a change in ownership and/or control, to include mergers. phone 202 708-7417 The Division is divided into the following Branches: * Accrediting Agency Evaluation Branch * State Liaison and Closed School Branch * Initial Participation Branch Accrediting Agency Evaluation Branch The Accrediting Agency Evaluation Branch (AAEB) administers the process whereby accrediting agencies and State approval agencies for public postsecondary vocational education and nurse education obtain initial and continued recognition by the Secretary of Education as reliable authorities as to the quality of education and training offered by postsecondary institutions and programs. State Liaison and Closed School Branch The State Liaison and Closed School Branch coordinates all ED-wide activities related to closed, bankrupt, or financially troubled schools to protect the interests of the Federal government and students. The State Liaison and Closed School Branch works cooperatively with officials of the State Departments of Education, higher education coordinating boards, and State licensing agencies to promote effective gatekeeping and proper stewardship of Title IV funds. Closed School Hotline 800 256-7346 Students or Guaranty Agencies may call to obtain a copy of a fact sheet explaining how to obtain assistance if a school has closed its doors and stopped providing any instructional programs. Initial Participation Branch The Initial Participation Branch analyzes and makes determinations on applications from schools seeking initial certification for Title IV funding and applications from those schools who have a change in ownership and/or control, to include mergers. PERFORMANCE IMPROVEMENT AND PROCEDURES DIVISION The Performance Improvement and Procedures Division develops and coordinates operational procedures for case management. The Division also ensures consistent and uniform treatment for all institutions participating in the student financial assistance programs through on-going review and evaluation of appropriate operational procedures and practices within IPOS. Designs, develops, and implements applications of performance-based management models in the Federal student financial assistance programs. Designs, implements, and manages alternative oversight programs, with an emphasis on prevention, improvement, and flexibility. phone 202 708-8197 Procedures Branch Compiles, analyzes, develops, disseminates, maintains, and revises IPOS operational practices and procedures related to case management activities. phone 202 260-5742 Performance and Accountability Improvement Branch The Performance and Accountability Improvement Branch is responsible for conducting the Quality Assurance Program and the Experimental Sites Program, and for the design and development of expanded applications of performance-based management models in the Federal student financial assistance programs. phone 202 260-4788 DATA MANAGEMENT AND ANALYSIS DIVISION The Data Management and Analysis Division has lead responsibility for coordinating the data and information needs of IPOS, operating a document receipt and control center, and conducting risk analysis to target high-risk institutions for oversight. phone 202 708-8208 ADMINISTRATIVE ACTIONS AND APPEALS DIVISION The Administrative Actions and Appeals Division administers the Secretary's authority to fine, limit, suspend, terminate and take emergency actions against postsecondary educational institutions which participate in the student financial assistance programs. The Division also coordinates appeals by institutions or third-party servicers from final audit and final program review determinations. In addition, the Division initiates debarment and suspension actions against individuals and corporations who have seriously violated Title IV, HEA program regulations or lack business integrity. The Division provides advice and technical assistance to guaranty agencies and the case management teams on administrative actions and other litigation involving the student aid programs. phone 202 401-3433 DEFAULT MANAGEMENT DIVISION The Default Management Division implements and coordinates all activities related to producing default rates for institutions of postsecondary education and resolving default rate appeals. Institutions may call for general information about default rates or to inquire about their own rate or appeal. Default Management Hotline phone 202 708-9396 |