Catalog Review Details

last revised 08/08/22 at 4:57 pm

Catalog Review


This packet is required for the submission of any new program requests, modifications, program schedules, updating school calendars and/or deletions to your existing DVA WEAMS Program Inventory. All requests for institution and program approval must be submitted to the SAA.

This packet is required for the submission of any new program requests, modifications, program schedules, updating school calendars and/or deletions to your existing VA WEAMS Program Inventory. Federal regulations require that a school and/or training establishment wishing to continue participation in VA education benefit programs provide one (1) copy of a catalog or bulletin of every new published catalog or at least every 24 months (whichever comes first) to the SAA to maintain approval. [38 CFR 21.4253(d) and 21.4252(b)].


It is the institution’s responsibility to ensure all information provided within this submission has all current local, industry and/or federal approvals. If applicable, ensure that the programs and requested changes have been approved by the Maryland Higher Education Commission (MHEC). Please notify the necessary departments at your institution of any discrepancies between MHEC’s approval and the catalog. Failure to provide complete and compliant documentation could result in suspension of the institution’s VA approval.

The catalog review submission includes two parts:

  • Part I - Catalog Review/Update Form. Includes pages for : SCO Information, Institution Information, Attestation Statements, and Document Upload.
  • Part II - Excel spreadsheet with tabs titled: Catalog Checklist, Supplemental Checklist, WEAMS Review, New Programs, Teaching Locations, Calendar, and SCO Contact Info.

  • Approval Time

  • -

    Completion Time

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Instructions

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  1. This application is only for Institutions of Higher Learning (IHL), and Non-College Degree (NCD) facilities currently approved for Veterans Affairs Education Benefits.

  2. Please complete all parts of the application and upload all required supplemental documentation.

  3. If you have questions about your application submission, please contact us at vaeducationbenefits.mhec@maryland.gov

  4. All documents should be submitted in searchable PDF format. Website links cannot be accepted.

  5. Part I and Part II should be completed in its entirety in an electronic format. No handwritten documents will be accepted.

  6. All documents should be saved as an individual file. Do not submit the entire packet as one document.

  7. Each document should be named using the VA mandated naming convention FYxxxx-facility code-document name. Example: FY22-00000020-gradcatalog.

  8. Academic calendars and class schedules can be provided as an attachment in lieu of typing the information in the designated tab of the Excel spreadsheet provided by the SAA.

  9. New Program or Program Modification

    • Programs and Curriculum must be consistent in quality, content, length with similarly accepted standards (CFR 21.4253 (d)(6)).
    • The Excel spreadsheet provided by the SAA should be completed in its entirety. If the program is an NCD program, please include additional required information (i.e. program schedules and clock hours).
  10. Withdrawing a Program

    • If you are withdrawing a program, you only need to include the program name as it appears in WEAMS, and no additional program information.

Resources and Links

Good to know - Find helpful information

What Happens After Submission

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  1. Your submission will be reviewed by the State Approving Agency staff for a completeness check within 10 days.

  2. If items are determined to be missing, it will be returned to you to submit additional documentation. Note: Failure to submit additional documentation within a reasonable timeframe determined by the SAA may result in your application being discarded.

  3. Once your application has been determined to be complete, it will be assigned to a Veterans Affairs Analyst. The review of applications are completed within 30 calendar days.

  4. It is possible during this 30 calendar day review, you may be contacted for additional information. Note: Additional requests for information may extend the review time of your application outside of 30 calendar days.

  5. Upon a full review of your application, you will receive an approval or denial decision upon which a letter will be sent to you.

Agency/Contact

Form Issuer - Information

Who issues the Form?

Maryland Higher Education Commission Division of Veterans Affairs and State Approving Agency mhec.maryland.gov/institutions_training/Pages/acadaff/veteransbenefits/index.aspx

Contact Information

Everette Jackson Jr., Associate Director of Veterans Affairs

Email: vaeducationbenefits.mhec@maryland.gov

Tel: (410) 767-3300 / Fax: (410) 332-0270

Work hours: