Non-College Degree Programs: Special Considerations for Certification
Master the unique requirements and compliance considerations for certifying NCD programs
Non-College Degree (NCD) programs represent a growing segment of VA-approved education, offering veterans pathways to careers in skilled trades, technical fields, and specialized industries. However, these programs come with unique certification requirements, compliance considerations, and potential pitfalls that differ significantly from traditional degree programs.
This guide provides comprehensive coverage of NCD program administration, from initial approval through ongoing compliance monitoring, helping you avoid common certification errors specific to this program type.
📚 What is an NCD Program?
Non-College Degree programs are VA-approved courses or programs below the baccalaureate level at institutions other than institutions of higher learning. This includes certificate programs, vocational training, and technical skills courses at proprietary schools and some public institutions.
Understanding NCD Programs
Common Types of NCD Programs
Vocational/Technical
- • HVAC certification
- • Welding programs
- • Automotive technology
- • Electrical apprenticeships
- • Plumbing certification
Healthcare
- • Medical assistant
- • Phlebotomy technician
- • Dental hygienist
- • Pharmacy technician
- • EMT/Paramedic
Technology
- • IT certifications (CompTIA, Cisco)
- • Cybersecurity bootcamps
- • Network administration
- • Software development
- • Database management
Transportation
- • Commercial Driver's License (CDL)
- • Aviation maintenance
- • Flight training
- • Marine technology
- • Railroad operations
Key Differences from Degree Programs
Measurement System
Often measured in clock hours rather than credit hours, requiring different training time calculations
85/15 Rule Compliance
Subject to the 85/15 rule—no more than 85% of students can be receiving VA funding
Stricter Approval Requirements
Programs require state licensing/accreditation plus VA-specific approval through State Approving Agency
Attendance Tracking
Many NCD programs require detailed attendance records and must report absences promptly
Program Approval Process Navigation
Step-by-Step Approval Process
Verify State Licensing/Accreditation
Ensure your institution and program meet state requirements for operation. This is a prerequisite for VA approval.
Required Documentation:
- • State licensure certificate
- • Accreditation documentation
- • Business license
- • Program approval letters
Submit Application to State Approving Agency
Complete VA Form 22-8794 (Application for Approval) with detailed program information.
Key Application Components:
- • Program curriculum and objectives
- • Clock hour breakdown
- • Tuition and fee schedule
- • Refund policy
- • SAP policy
- • Facility description
Facility Visit and Review
SAA representative will conduct on-site visit to verify facilities, equipment, and qualifications.
Prepare for Visit:
- • Tour facilities and equipment
- • Meet with instructors
- • Review student records systems
- • Demonstrate attendance tracking
- • Show certification processes
Receive Approval and Begin Enrollment
Once approved, you'll receive an approval letter with effective dates and any conditions.
Important Notes:
- • Cannot certify students until approval received
- • Approval typically valid for 2 years
- • Must apply for renewal before expiration
- • Report any program changes immediately
NCD-Specific Certification Requirements
Common Certification Errors to Avoid
❌ Error #1: Incorrect Training Time Calculations
The Problem: Using credit hour formulas for clock hour programs
The Solution: For clock hour programs, training time is based on actual hours of instruction per week. Full-time = 18+ clock hours/week, 3/4 time = 13-17 hours, 1/2 time = 6-12 hours.
Example:
Student attends 20 hours/week in cosmetology program = Full-time status
NOT: Convert to credits first—certify based on actual clock hours
❌ Error #2: Failing to Monitor 85/15 Compliance
The Problem: Not tracking the ratio of VA students to total enrollment
The Solution: Calculate monthly: (VA students ÷ Total students) × 100 must be ≤ 85%
Required Actions:
- • Track ratio monthly for each program
- • Pause VA enrollments if approaching 85%
- • Document compliance in writing
- • Report violations immediately
❌ Error #3: Inadequate Attendance Tracking
The Problem: Not maintaining detailed attendance records or reporting absences
The Solution: Daily attendance records required; report terminations within 30 days
Attendance Requirements:
- • Daily sign-in sheets
- • Make-up hour tracking
- • Absence documentation
- • Termination reporting (14+ days absent)
Ongoing Compliance Requirements
Monthly Tasks
- ☐Calculate 85/15 ratio for each program
- ☐Review attendance records
- ☐Process certification changes
- ☐Submit required reports to SAA
Annual Tasks
- ☐Submit renewal application (if expiring)
- ☐Update tuition and fee schedules
- ☐Review and update policies
- ☐Conduct self-audit of records
Success Strategies for NCD Programs
10 Best Practices for NCD VASCOs
Key Takeaways
- 1.NCD programs have unique requirements including 85/15 compliance and clock hour calculations
- 2.Program approval requires state licensure plus SAA approval—cannot skip either step
- 3.Daily attendance tracking and prompt termination reporting are mandatory
- 4.Proactive compliance monitoring prevents program disapproval and protects students