State Approving Agency Relations: Building Productive Partnerships

Your State Approving Agency (SAA) representative can be your greatest ally or your biggest source of stress. The difference often comes down to relationship management. VASCOs who view SAA interactions as partnerships rather than adversarial oversight find compliance smoother, problems easier to resolve, and professional development more accessible.

This guide provides strategies for building productive SAA relationships that benefit your institution, your students, and your own professional growth.

🤝 Partnership Mindset

SAA representatives want institutions to succeed. Their job is to ensure compliance while supporting quality education for veterans. Approaching them as partners in that mission creates better outcomes for everyone.

Understanding SAA Role and Responsibilities

What SAAs Do

Program Approval

✓ Review new program applications
✓ Conduct facility inspections
✓ Approve program changes
✓ Process renewal applications
✓ Maintain approval records

Compliance Monitoring

✓ Conduct compliance surveys
✓ Review certification practices
✓ Investigate complaints
✓ Monitor 85/15 compliance
✓ Verify policy adherence

Technical Assistance

✓ Provide guidance on regulations
✓ Clarify compliance requirements
✓ Offer training opportunities
✓ Share best practices
✓ Answer VASCO questions

Reporting

✓ Report to VA on approvals
✓ Document compliance issues
✓ Track program changes
✓ Maintain state records
✓ Coordinate with federal VA

Communication Best Practices

Proactive Communication Strategies

1. Regular Check-ins

Don't wait for problems or visits. Schedule periodic updates even when everything is going well.

Suggested Frequency:

• Monthly: Brief email update on enrollment trends
• Quarterly: Phone call to discuss any concerns
• Annually: In-person meeting to review operations

2. Transparent Disclosure

Notify SAA of issues before they discover them. This demonstrates honesty and good faith.

Proactively Report:

• Certification errors you discovered
• Program changes under consideration
• Staffing changes affecting VASCO role
• Policy updates you're implementing
• Compliance concerns you've identified

3. Professional Documentation

Keep written records of all SAA communications. This protects both parties and ensures clarity.

Document:

• Email threads with decisions or guidance
• Phone call summaries with action items
• Meeting notes with dates and attendees
• Verbal guidance followed by written confirmation

4. Respectful Questioning

It's okay to ask for clarification or challenge interpretations—just do it professionally.

Effective Approach:

"I want to ensure I understand correctly. My reading of [regulation] suggests [interpretation]. Could you help me understand how your guidance aligns with that?"

❌ Avoid: "That doesn't make sense" or "You're wrong about this regulation"

Preparing for SAA Visits

30-Day Preparation Checklist

4 Weeks Before Visit

☐ Confirm visit date, time, and attendees
☐ Review last visit findings and corrective actions
☐ Conduct internal pre-audit
☐ Identify and fix any obvious issues
☐ Update policies and procedures if needed

2 Weeks Before Visit

☐ Organize file samples for review
☐ Prepare tour route of facilities
☐ Brief staff on visit expectations
☐ Compile requested documentation
☐ Reserve conference room for meeting

1 Week Before Visit

☐ Send confirmation email with agenda
☐ Prepare presentation materials if needed
☐ Review common compliance survey questions
☐ Ensure computer access for record review
☐ Plan for lunch/refreshments if appropriate

Day of Visit

☐ Have sign-in sheet ready
☐ Prepare workspace for SAA representative
☐ Assign note-taker for meeting
☐ Keep calendar clear for availability
☐ Have institutional contacts available

During the Visit: Do's and Don'ts

✓ DO

• Be welcoming and professional
• Answer questions honestly
• Take notes during discussions
• Ask for clarification if needed
• Explain processes clearly
• Thank them for their time

✗ DON'T

• Be defensive about findings
• Make excuses for deficiencies
• Argue about interpretations
• Hide problems or documents
• Promise what you can't deliver
• Rush them through the review

Issue Escalation Protocols

When and How to Escalate Disagreements

Step 1: Direct Discussion

First, have a calm, professional conversation with your SAA representative. Many issues resolve through clear communication.

Example Script:

"I understand your concern about [issue]. Could we discuss this further? I'd like to share my perspective and hear your reasoning so we can find a solution that ensures compliance."

Step 2: Request Written Clarification

If verbal discussion doesn't resolve it, request written guidance citing specific regulations.

Email Template:

"Thank you for our discussion about [issue]. To ensure I implement your guidance correctly, could you please provide written clarification with the specific regulatory citation? This will help me document the requirement for our records."

Step 3: Involve SAA Leadership

If disagreement persists, respectfully request involvement of SAA supervisor.

When appropriate: Fundamental disagreements on regulation interpretation, significant operational impact, or patterns of inconsistent guidance.

Step 4: Federal VA Involvement (Rare)

Only in extreme cases where state and federal interpretation conflict should you contact VA Education Service.

Note: This should be a last resort after exhausting SAA channels. Document all previous attempts to resolve at state level.

Collaborative Problem-Solving Examples

Success Story: Policy Interpretation Question

Situation: VASCO uncertain about clock hour rounding rules for part-time students.

Approach: Called SAA representative, explained specific scenario, asked for guidance.

Result: SAA provided clear written guidance with regulation citation, VASCO implemented correctly, shared guidance with peer institutions through SAA.

Success Story: Proactive Error Disclosure

Situation: VASCO discovered systematic error in prior credit evaluations affecting 12 students.

Approach: Immediately contacted SAA, explained error, outlined correction plan, asked for guidance on reporting to VA.

Result: SAA appreciated proactive disclosure, helped navigate correction process, no penalties applied due to good faith effort and self-reporting.