CTP: The CTP Submission and Review Process
Once the application is completed, there are two parts to the submission process.
First the college or university’s financial aid office completes an online e-App. This is the same form that is used for other program approval requests.
Below are step-by-step instructions that institutions need to follow when completing the E-App to request Title IV approval of a Comprehensive Transition and Postsecondary program. This list is also available for download in Key Related Resources.
Step-by-step CTP e-App Submission Process
Step 1– Using the Department’s E-App website www.eligcert.ed.gov, in Question 1, check “Update Information” as the reason you are submitting the application.
Step 2– From the “Update Information” pick-list, choose “Comprehensive Transition and Postsecondary Program.”
Step 3– Scroll to the bottom of the page and select “Go to Section,” enter “E” in the box, and click “OK/Save Data.”
Step 4– Scroll toward the bottom of the page and check the box for “k. Comprehensive Transition and Postsecondary Program.”
Step 5– Go to the bottom of the page and click “OK/Save Data.” This will take you to page E-2.
Step 6– Click on the link “Click here to add Comprehensive Transition and Postsecondary Program.”
Step 7– Enter the information about the program, i.e., program name, program length, and CIP Code. For CIP code, use Code 30.9999 (Multi-/Interdisciplinary Studies, Other).
Step 8– Scroll to the bottom of the page and select “Go to Section,” enter “L” in the box, and then click “OK/Save Data.”
Step 9– In Section L, check the box indicating that “the President/CEO/Chancellor in Question 10 will sign the signature page” and then print the required signature page.
Step 10– Obtain the required institutional signature.
Step 11– Scroll to the bottom of the page and select “Submit the Application” then click “OK/Save Data.”
Step 12– The system will tell you if all required entries have been made on your application. If complete, click on “Submit Application.” If not, make any necessary corrections and then submit the application.
Step 13– The system will advise you that your application has been received by the Department of Education and it will provide you with the address to which you should send the signed signature page.
Step 14– Mail the signed and dated signature page to the Department at the address provided on the page.
Second - Submit the detailed description of the Comprehensive Transition Program (the program narrative) and a copy of the letter or notice sent to the institution’s accrediting agency informing the agency of its Comprehensive Transition Program via email. Email this information to: FSA_PEPS@ed.gov.
The subject line of the email should include the institution’s OPE ID#, the name of the institution and the title Supplemental Documentation for CTP Program Application
Example: OPE ID 00999900 – Jones University - Supplemental Documentation for CTP program application
It is good practice to send all hard copy documents using certified mail and to include read receipts on email correspondence to assure that these important documents have been received.
Once submitted, the application will first be reviewed internally at the US Department of Education and then sent to an external review panel.
- The internal review determines if the application meets basic eligibility requirements as established in the Higher Education Act (and shown in the list in Section 1 of the module), including the description of how Satisfactory Academic Progress is measured.
- Two external reviewers will review the narrative to determine how each requirement is being met. They complete a scoring sheet that is organized according to the required components of a CTP and submit the completed scores to a staff person at Federal Student Aid. If both reviewers agree that the program meets the requirements, the application is approved.
- If there is disagreement between the two reviewers as to whether or not the proposed program meets the definition of a Comprehensive Transition Program, the application will be sent to a third reviewer as a "tie-breaker".
- If there is still not agreement that the program meets the definition, the application will be denied. Programs can address the reviewers' issues and resubmit the application.
- The Financial Aid office at the college/university will be informed of the decision. They will also be the contact point if there are any questions during the review process.
Be aware that once the application has been submitted, it may take several months for a decision to be made. The Financial Aid officer at the college may want to check in with FSA regularly to inquire about the application status.
If program staff have questions about the status of their application, they should first check with the college/university financial aid office. FSA will communicate with the Financial Aid office and NOT the program staff. If the Financial Aid office does not have any information, follow up with the Federal Financial Aid School Participation Team (SPT) for the local area. If they are not able to assist, contact Lindsay Wertenberger at Federal Student Aid. Her email is Lindsay.Wertenberger@ed.gov
DID YOU KNOW? Once the application to become a CTP program is approved, students with ID can receive aid for that semester, even if the semester is in progress. Once you are actively applying, let students know so they can complete a FAFSA and be ready when you are!