State Authorization from A-Z

Joel Tobin

Franklin University

Accreditation & Institutional

Effectiveness

• Nonprofit, private institution• Online & campus-based programs• Associate, Bachelor, and Master

degrees• Students enrolled nationwide

Welcome

Sharyl Thompson

American College of Education

Regulatory Affairs &

Compliance

• For-profit, private institution• Online programs• M.Ed degrees • Certificate programs

Purpose of Presentation

• Share experiences and best practices for the completion

of state authorization applications

• Describe effective processes and procedures for

maintaining and renewing state authorizations

• Provide insights and recommendations on approaches

for successful navigation of the state authorization

environment

What do YOU want to learn today?

Ideal State Authorization Team

INSTITUTIONAL KNOWLEDGE Broad understanding of the mission, organization, and departments of the institution

DETAIL-ORIENTEDStrong project management and organizational skills

STRATEGIC PERSPECTIVEMust make decisions or give recommendations concerning grey areas

COMMUNICATION SKILLSVerbal and written,with colleagues as well as with regulators

Getting Started

• Review relevant statutes and regulations

– “IT DEPENDS” on type of institution, delivery formats, level of activities

• Compare multiple sources of information

• Create your own spreadsheet/table to track information

• Build and foster internal and external relationships

Review Create Compare Build

Review Statutes and Regulations

• Definitions

• “Triggers” for physical presence or operations– Facilities, infrastructure and technology – Practica, internships/externships, independent study– Proctors, tutors, mentors, preceptors– Marketing initiatives– Recruiting initiatives

• Exemptions• Licensure programs with curricula or requirements dictated by

state professional licensing boards, e.g. education, nursing, social work

Review

• Understand each state’s terminology• Adjust your terminology to match that state

PhysicalPresence

Exemption Internship

Advertising

Review Statutes and Regulations

Agent

Review

Compare Sources of Information

• SHEEO State Authorization Inventory

• WICHE Cooperative for Educational Technologies (WCET)

• SAN (State Authorization Network) group websites

• UmassOnline and USG websites and databases

• EduVentures survey

• Other sources for purchase

Compare

• Number of students• State expenses (initial, annual, bonds, etc.)• Cost of not serving existing students• Cost of monitoring and maintaining• Cost of personnel

Strategic Decisions Regarding State Authorization

Create Tracking DocumentsProgram Authorization Status by State_2.2.12

States and U.S. Territories

Program Name Degree AL AK AZ AR CA CO CT DE

Applied Management B.S. A A A R A A A AApplied Psychology B.S. A A A R A A A ABusiness Administration B.S. A A A R A A A ABusiness Economics B.S. A A A R A A A ABusiness Forensics B.S. A A A R A A A ACommunications B.S. P A A R A A A AComputer Science B.S. A A A R A A A ACriminal Justice Administration B.S. P A A R A A A A

Codes: Fully authorized in the state AFully authorized in the state; periodic renewal required RPending authorization in state P

Create

Create Tracking Documents

Original Authorization

Exempt by confirmation

Exempt by regs/interp Other

Georgia 7/7/2011Hawaii 4/14/2011Idaho 5/15/2011Illinois 4/4/2000Indiana - IN 7/15/2009Indiana - OH 6/2/2009

State

Status

Create

Build and Foster Relationships: External

Regulators• Be prepared before calling or emailing state higher education

agencies• Ask specific questions; provide relevant context• Always be courteous and professional• Document all communication with state higher education agencies• Remember that some states have more than one regulatory agency

Professional Activities• Attend hearings and meetings (federal, state, agency)• Serve on state/national task forces• Represent institution at meetings (CHEA, AICUO) & conferences

(HLC, WCET)• Network among agencies and institutions Build

Marketing

Academics

Financial Aid

Admissions

RegulatoryOffice

Build and Foster Relationships: Internal

• Need information on library resources, facilities, advising, student services, technology

• Know institution’s strategic or growth plan

Build

• Maintain regular communication with marketing, financial aid, academics, registrar, and enrollment, human resources, finance, assessment departments

Maintaining Compliance

• Marketing

• Catalog/Bulletin

• Consumer Information/Disclaimers

• Enrollment

• Monitor changes in regulations

• Maintaining authorizations– New program approvals– Renewals– Enrollment/revenue reporting– Surety bond updates– Agent license renewals

• Maintaining exemptions– Fees, enrollment reporting, reapplication

• Develop a system of regular review

Maintaining Compliance

Thank you for your time and attention

Joel Tobin

Accreditation & Institutional Effectiveness

Franklin University 201 S. Grant AvenueColumbus, Ohio 43215

joel.tobin@franklin.edu

641.947.6694

Sharyl Thompson

Regulatory Affairs & Compliance

American College of Education101 W. Ohio Street, Suite 1200Indianapolis, Indiana 46204

sharyl.thompson@ace.edu

317.829.9384