Step 2 Prepare and Submit Your Written Proposal

Once discussions are concluded and initial verbal agreements have been reached between the VCCS school and VADOC principal, you should begin codifying any agreements into a formal written proposal package. The package sent to the DOC facility principal should consist of the following:

1). Formal written proposal (usually 1-4 pages).

2). Ancillary documents, such as an abbreviated syllabus for each class indicating how instructional delivery will take place, equipment needs, or otherwise addressing matters, should be discussed with the facility principal.

3). The PEP application form (which is a federal requirement for Pell-eligibility): PrisonEducationApplicationFormOMB1845-0171.pdf

For more on the Prison Education Program Application, visit this page here.

At a minimum, the formal, written proposal for every MOU and MOA should contain information addressing the following:

1). What classes are desired and at what facility.

2). Funding sources to be used to pay for classes.

3). Expected start date.

4). Syllabus for each course desired.

5). Primary contact persons at VCCS responsible for programming.

Your total proposal package may range between 4 and 11 pages, depending on needs and scope of courses proposed. SEE: Information to Include in College Program Proposals with Correctional Education Emblem.pdf.

Sample MOU/MOA:

Sample MOU -for Jail CC.docx

Download Information to Include in College Program Proposals with Correctional Education Emblem.pdf.

Limit the number of courses to a maximum of five per facility at any given time. Both VADOC and VCCS schools should carefully plan the course offerings and sequencing each term to enable students to complete their degrees or credentials within the allotted time. Include plans for tracking student progress in initial discussions to ensure adequate progress toward educational goals. Ideally, students will leave incarceration with a credential or degree in hand.

In summary, each proposal should be carefully planned in advance, as making changes is time-consuming and cannot be done quickly.

Some additional considerations your proposal may want to address:

The programs being proposed and what degree or certification students will earn.
Scope and sequence of courses and how or when Credit for Prior Learning will be considered.
School breaks, or other possible interruptions, such as facility emergencies.
The learning model (in-person instruction, distance learning, hybrid, etc.) and how flexible it might be.
Near-term and longer-term funding sources or grant monies to be used.
Any third-party vendors or others needed and possible contract concerns or considerations.
The minimum and maximum number of students who will be accepted into the program; minimum numbers in order to run the program successfully.
Details about the selection process of students (the process, prerequisites, non-qualifiers, etc.)
Employer engagement opportunities included in the program to help incarcerated students connect with employers, interview for post-release jobs, etc.
Employment outlook for prospective candidates for degree or certificate programs, especially if such programs are tied to federal monies.
Any other information that you feel is important or useful.

Contact

Once it is written, either you or the appropriate VCCS college personnel will then send the proposal to the VADOC facility principal, who will follow the protocol at his or her facility. Once signatures are obtained there, it will go to the REA, then forwarded on to DOC College Liaison Office for review, before being forwarded to VCCS System Office Legal Department, then out to the originating college. For questions on the MOU/MOA process, contact:

Attn: MOU/MOA Request

Dr. Darlene Maddy

College Liaison Office

Department of Corrections

6700 Ardmore Dr.

P.O. Box 26963

Richmond, VA 23261

OR email to:

darlene.maddy@vadoc.virginia.gov

Final MOU/MOA

Your final MOU/MOA should look like this: MEMORANDUM OF AGREEMENT _ Redacted-1-1.docx