DPSS ePolicy

To convert existing policy to new writing style - No concept changes 

Online or distance learning classes, including those offered through out-of-state private schools may be part of an approved Self-Initiated Program (SIP) activity as long as the:

• School offering the online class(es) is a private school and is registered with the Bureau of Private Postsecondary Eucation (BPPE);
• The class(es) is/are required to obtain a degree/certificate in the approved SIP activity;
• Participant can provide all of the following:
  
  
  • proof of enrollment/registration of the online class(es);
  • documentation of monthly attendance;
  • documentation of progress; and
  • confirmation of computer/internet access.

Online courses required to obtain a degree/certificate in the approved SIP activity may count towards the required weekly hours of participation.
 

N/A

Online Course(s)

A class or set of classes in which educational instructions are delivered through the internet to students using a computer or mobile device, although some school instructors may require on-site exams.

Classroom Format

The method used to deliver instruction and organize learning. Options can include In-person, online, Hybrid (blended).

 

School Accreditation

The (local or out-of-state) school offering the online course(s) must be:

• Accredited and approved or exempted by the appropriate and reputable regulatory board/agency, such as the Western Association of Schools and Colleges (WSCUC) https://www.wscuc.org/directory/.

School Approval/Exempt Status: 

The (local or out-of-state) school offering the online course(s) must be: Approved/Exempt by the Bureau for Private Postsecondary Education (BPPE) (https://bppe.ca.gov/search/)

Out-of-State Private School/Program

Certain out-of-state private postsecondary educational institutions must register with the Bureau for Private Postsecondary Education (BPPE) ( https://bppe.ca.gov/search/ ) and comply with specified laws and regulations. Registration requirements do not apply to degree-granting higher education institutions that are:

1. Formed as a nonprofit corporation and accredited by an agency recognized by the United States Department of Education.
2. Public institutions of higher education. 
3. An institution that is an instrumentality of a state or local government. 

NOTE: All other out-of-state postsecondary education institutions operating in the state of California but without a physical presence requiring BPPE approval must register with the Bureau.

Proof Enrollment/Registration

The participant must provide proof of enrollment/registration of the online class(es) to the GAIN Services Worker (GSW)/ Contracted Case Manager (CCM).

Monthly Attendance Report

Each month, the participant must document and report their actual hours spent on the online class(es) to the GSW/CCM.

The actual hours of online class(es) reported must be separated from:

• Class time hours, if also taking classes in a classroom format; and
• Any study time hours.

Progress Report

The participant must be able to report and provide verification of progress on their SIP activity on a quarterly basis to the GSW/CCM.

Computer and Internet

The participant must confirm through a written affidavit that they have access to a computer and the internet.

Online Class Hours

When the participant’s class schedule or class syllabus does not specify the time or days of the online class, the participant must provide documentation showing:

• The units assigned to the online class. Units assigned to the online class can be used to determine the participation hours. The GSW/CCM can apply one hour of online class time for every unit; or 
• The hours the online class(es) is equivalent to an in-classroom setting.

Classroom Format

If the course is available in both classroom (in-person) and online settings, the participant must attend the classroom session, unless it conflicts with the participant’s schedule and is otherwise appropriate. For example, but not limited to:

• The participant is a victim of Domestic Violence (DV) who lives in a DV shelter or is afraid to take classroom setting classes due to safety concerns;
• A participant has a disability which may render the classroom course unavailable or inappropriate; 
• The classroom session conflicts with the participant’s assigned activities (i.e., employment) or another class the participant needs, and it is scheduled at the same time; or 
• The classroom session is full to its capacity and the participant is unable to register into the classroom course.

Study Time

Study time may count towards the weekly participation hours in SIP activities when taking online classes.

Refer to GAIN Chapter 660 Self-Initiated Program Study Time for additional information.

Supportive Services

Participants approved to take online courses are eligible for supportive services.

Refer to GAIN Chapter 1200 Supportive Services for details of approvable supportive services (transportation, ancillaries, etc.).

Note: As a reminder, participants in an approved SIP (even if online) are not eligible for advanced standard ancillary payment (ASAP). Only participants who are attending schools/institutions which are Student Training and Education Program eligible schools are eligible for ASAP. 

School Accreditation

Acceptable Documents: A print-out showing the accreditation status of the private school offering the online course(s) from the WSCUC website (https://www.wscuc.org/about/ )or the appropriate regulatory board/agency. 

Proof of Enrollment/ Registration

Acceptable Documents: A class schedule or class syllabus is acceptable verification of enrollment/registration in online classes.

Monthly Attendance Report

Acceptable Documents: The GN 6365, Monthly Attendance Report Form, is required to verify monthly attendance.

Acceptable Alternate:
An acceptable alternate includes a self-certified timesheet signed by the participant. The timesheet must also include:

• The name of the school; and
• The actual number of hours spent in the online class(es).

To verify the online hours documented and reported by the participant, the hours of participation must correspond to:

• The participant’s class schedule or syllabus;
• The number of hours applied for every unit assigned to the online class(es); or
• The verification that shows the hours the online class is equivalent to an in-classroom setting.

Hours documented are self-reported and do NOT require the school’s official stamp/seal, or the signature of a school official. The hours can be verified by the GSW/CCM.

Progress Report

The GN 6070, Progress Report-Education/Training/Post-Employment Services/Work Experience and Community Services Program, is required to verify progress in a SIP activity at least quarterly or at midpoint if the SIP activity is less than three months.

An acceptable alternate includes:

• A current report card, or its equivalent, as proof of progress;
• A written sworn statement (GEN 853, Affidavit) until the progress report, report card, or its equivalent can be provided; or
• If possible, a letter from a school official, such as a counselor or CalWORKs Coordinator who can report the participant’s progress. The letter must:
  
  
  • Be on the school’s letterhead;
  • Be stamped with the school’s official stamp/seal; and
  • Have the signature of the school official who authored the letter.
    

 Computer and Internet

Acceptable Documents: The GEN 853 is required to obtain the participant’s verified statement of their access to a computer and the internet.

Online Class Hours

Acceptable Documents: A class schedule or class syllabus indicating the scheduled hours of the online course(s).

If class schedule or syllabus does not indicate the scheduled hours of the online course(s) then:

• A class schedule or syllabus that shows the units assigned to the online class(es); or
• A copy of the appropriate school’s catalog page showing the hours the online class is equivalent to an in-classroom setting.
  

 Classroom Format

Acceptable Documents: The GEN 853 is required to obtain the participant’s verified statement as to the reason they cannot attend a classroom setting.