Georgia: A Step By Step Guide To Obtain State Approval For A Private Post Secondary Institution

Licensing Agency

Georgia Nonpublic Postsecondary Education Commission (GNPEC) – The state agency responsible for authorizing private postsecondary institutions in Georgia. GNPEC oversees both degree-granting colleges and non-degree career schools under the Georgia Nonpublic Postsecondary Educational Institutions Act of 1990.

Agency Contact

Georgia Nonpublic Postsecondary Education Commission (GNPEC)
Address: 2082 East Exchange Place, Suite 220, Tucker, GA 30084
Phone: (770) 414-3300
Email: GNPEC@gnpec.ga.gov (general inquiries)
Website: gnpec.georgia.gov (for online resources, forms, and the GNPEC directory of authorized institutions)

Degree-Granting Institutions

Process

Georgia law requires any private college or university to secure GNPEC authorization (a Certificate of Authorization) before advertising or enrolling students, unless the institution qualifies for an exemption. Degree-granting institutions follow a similar application process as non-degree schools, with some additional degree-specific requirements and limitations (especially for unaccredited schools). The general steps are:

Determine Exemption Status – Verify whether the institution is exempt from GNPEC oversight by reviewing Georgia Code §20-3-250.3 and GNPEC’s exemption categories. Certain institutions (for example, purely religious seminaries or long-established accredited non-profits) may not need full authorization. If an exemption applies, follow the state’s exemption application process instead of the full licensure process (see State Exemptions below).

Submit Institutional Proposal – If not exempt, the first step is submitting an Institutional Proposal to GNPEC. This is a preliminary overview of the planned institution (mission, programs, ownership, etc.). GNPEC reviews the proposal (typically within 10 business days) and may request clarification. Once the proposal is approved, the institution is invited to proceed with the full application.

Initial Authorization Training – After proposal approval, the institution’s representatives must attend GNPEC’s mandatory Initial Authorization Training. This training (scheduled by GNPEC) familiarizes applicants with state rules and the online system. Completion of the training is required before the school gains access to GNPEC’s electronic application portal (Edvera).

Prepare Application Materials – Compile all required documents and information as per GNPEC’s Minimum Standards Criteria. Key application materials include:

• Corporate and Ownership Documents: Proof of incorporation or organization, and a Georgia Secretary of State Certificate of Authority for out-of-state companies.
• Academic Program Details: A developed curriculum for each proposed degree program, including program outlines, course syllabi, and lesson plans.
• Student-Facing Materials: Copies of the student enrollment agreement or contract, a sample diploma/degree certificate, and the institution’s catalog (with policies on admissions, grading, tuition, refunds, etc. per GNPEC guidelines).
• Personnel Credentials: An organizational chart and Personnel Data forms or résumés for all instructors and key staff, demonstrating required qualifications for teaching degree-level courses.
• Facilities and Equipment: Description of the campus facilities and equipment to ensure they meet safety and instructional needs for the programs offered.
• Financial Documentation: A financial statement (on GNPEC’s form) showing the school’s fiscal health, including evidence of sufficient operating capital (GNPEC recommends at least 90 days of operating cash on hand).
• Compliance Attestations: Signed agreements to abide by GNPEC rules, such as a records maintenance agreement (confirming student records will be kept safe) and a director’s responsibility statement.
• Projected Financials: Estimates of tuition and fee revenues for the first year of operation, by program, to calculate fee obligations (see Fees Payment below).

Application (Online Submission) – Create an account in GNPEC’s Edvera portal and complete the Initial Authorization Application. This involves entering data into web forms and uploading all prepared documents/exhibits. Before the application can be fully submitted, the institution must pay the Application Evaluation Fee (a non-refundable fee of $3,000 for degree-granting institutions). Once the fee is paid and portal access granted, fill out all sections of the online application and then submit it for official review. Ensure every required field and attachment is provided to avoid delays (inactivity in the online application for over 90 days can result in the application being withdrawn).

Fees Payment – Along with the application, GNPEC collects additional fees required by law: an Authorization Fee and a Tuition Guaranty Trust Fund (TGTF) fee. The Authorization Fee is an annual licensing fee calculated at 0.2% of the school’s projected gross tuition (with a minimum of $1,000 for degree-granting institutions, and a maximum of $25,000). The TGTF Fee is 0.1% of projected tuition (minimum $200) and provides a student protection fund in case of school closure (this fee is required annually for the first seven years of operation). All fees are paid to GNPEC (Authorization fee) or to “TGTF” (trust fund) via check, money order, or online payment. GNPEC will not issue the final authorization until all applicable fees are paid in full.

Review & Evaluation – GNPEC Regulatory Specialists evaluate the submitted application against state standards. This review covers the completeness of documentation and the institution’s compliance with academic, administrative, and financial criteria. The specialist will verify that faculty meet qualification requirements, programs are of appropriate scope and rigor for the degrees offered, and student policies meet minimum standards. A financial viability assessment is conducted (often by an external auditor reviewing the school’s finances). If any part of the application is deficient, GNPEC will “revert” it back to the institution for corrections or additional information. The school must address any feedback and resubmit promptly. GNPEC may also conduct background checks or seek additional assurances during this phase to ensure the institution’s integrity and capability.

Additional Review – For certain institutions, extra steps apply. Unaccredited institutions (those without recognized accreditation) face additional scrutiny: GNPEC limits initial program approvals (typically to no more than two programs for a new unaccredited college), and such schools cannot offer graduate-level degrees until they obtain recognized accreditation. GNPEC will also require unaccredited institutions to use a state-mandated Student Disclosure Form to inform each student of the school’s unaccredited status (students must sign this acknowledgement upon enrollment). A mandatory site visit is conducted by GNPEC officials as part of the initial review before approval – inspectors will visit the campus to verify the facilities, equipment, and records on-site. If the institution is owned by out-of-state entities or has other unique circumstances, GNPEC may involve additional review steps or require a higher surety (in some cases, a surety bond may be imposed at the Executive Director’s discretion to protect student tuition, particularly if financial stability is in question).

Licensure Decision – Once all evaluations are satisfactorily completed, GNPEC will render a decision. If the institution has met all requirements, the Commission issues a Certificate of Authorization (i.e. the license to operate). The certificate will list the approved degree programs and campus location. Initial authorization is granted for a period of one year (after which renewal is required annually). The institution may now legally advertise and offer the approved programs in Georgia. If GNPEC denies the application, the institution will be informed of the reasons and may have an opportunity to appeal or reapply in the future.

Continuous Compliance – After receiving authorization, a school must maintain ongoing compliance with Georgia rules. This includes adhering to the Minimum Standards (e.g. maintaining acceptable student outcomes, qualified faculty, adequate facilities and equipment). Any substantive changes such as adding new programs, opening additional locations, changing ownership, or modifying admission standards typically require prior GNPEC approval. Authorized institutions must also submit periodic reports to GNPEC (for example, unaccredited institutions must file an annual Student Outcome Data Report on graduation and placement rates). Schools are subject to complaint investigations and must cooperate with GNPEC if student complaints arise. Failure to follow rules can result in fines or revocation of the authorization.

Renewal – Authorized degree institutions must renew their Certificate of Authorization annually. A Renewal Application (with updated information on programs, enrollment, financials, etc.) and payment of the annual fees must be submitted via Edvera no later than 60 days before the current authorization expires. GNPEC will send reminders, but it is the school’s responsibility to apply in time. Late renewals incur steep late fees (25% if filed after the deadline, increasing to 50% if filed within the last 30 days before expiration). If a school misses the renewal window and the certificate expires, the school’s authorization lapses and it must cease operations. To regain state approval, the institution would have to go through the entire initial authorization process again from the start. Annual renewal ensures the institution continuously meets state standards and updates GNPEC on any changes.

Application

The degree-granting institution’s application for state approval is completed through GNPEC’s online system (Edvera). It consists of a series of web forms and file uploads that cover all aspects of the school’s operation. In the application, the institution provides its identifying details (name, addresses, corporate status), describes each academic degree program it will offer, and uploads required exhibits such as the catalog and enrollment agreement. The application requires detailed information on admissions criteria, program length, credit hours, and educational objectives for each degree. Schools must demonstrate they meet Georgia’s minimum standards in areas like faculty qualifications, library/resources, academic policies, financial stability, and student services. Each section of the application corresponds to regulatory criteria. Applicants should ensure that every question is answered and every document is attached as instructed. Before final submission, the institution’s chief officer will certify (electronically attest) that the application is true and correct and that the school will abide by all GNPEC rules. GNPEC provides tutorial resources and a checklist to help new institutions complete the Edvera application accurately.

Fees Payment

All required fees must be paid in the process of obtaining authorization. For a new degree-granting institution, the Application Evaluation Fee of $3,000 is paid upfront to initiate the review. The Authorization Fee (annual licensing fee) and TGTF Fee (Tuition Guaranty Trust Fund contribution) are calculated within the application based on the school’s projected tuition revenue. These fees are typically collected just before issuance of the Certificate of Authorization. For example, a degree-granting college projecting $500,000 in first-year tuition would owe $1,000 for the Authorization Fee (since 0.2% of $500,000 is $1,000, which is the minimum for degrees) and $500 for the TGTF Fee (0.1% of $500,000). GNPEC will provide an invoice or instructions to pay these amounts. Payments can be made by check or money order (mailed to GNPEC’s office in Tucker, GA) or by credit card through GNPEC’s online payment portal. All fees are non-refundable. Going forward, each year the school will pay an updated Authorization Fee and possibly TGTF fee (for the first 7 years) based on actual tuition income. It’s important to budget for these costs. Failure to pay required fees will halt the authorization process or jeopardize renewal.

Review & Evaluation

GNPEC’s review process for degree institutions is thorough. Upon submission, the application is assigned to a Regulatory Specialist who checks for completeness – if any document or answer is missing, the specialist will return the application for correction. Once complete, the content is evaluated in detail. Academic programs are reviewed to ensure they meet collegiate standards; syllabi and program descriptions are examined to confirm that program length, credit hours, and curricula are appropriate for the degrees conferred. Faculty qualifications are verified (e.g. instructors for bachelor’s programs should typically hold at least a master’s in the discipline, etc.). The institution’s policies (outlined in the catalog and enrollment agreement) are checked for compliance with student protection regulations – such as having a fair refund policy, grievance procedure, and disclosures of all costs. Concurrently, a financial review is conducted: the external auditor will analyze the submitted financial statement and any supporting documents to ensure the school has adequate resources and is not at risk of insolvency. If weaknesses are found, the school might need to submit additional documentation or a plan to strengthen its finances. GNPEC also ensures the institution has secured a physical facility that is safe, and that provisions are in place for record-keeping and student support services. Communication with the applicant is maintained throughout – GNPEC may email the institution with questions or required changes. The evaluation is not adversarial but is meant to verify the school will operate responsibly and in line with Georgia’s standards before students are enrolled.

Additional Review

In the case of degree-granting institutions, additional layers of review can occur under certain circumstances. One such circumstance is the on-site inspection (site visit) that GNPEC performs for new institutions. Before final approval, GNPEC staff (or appointed evaluators) will visit the campus to inspect classrooms, labs, equipment, and administrative offices. They will verify that the facility matches the descriptions in the application and is properly equipped for the programs. Any deficiencies noted during the site visit must be addressed promptly. Additionally, if the institution is unaccredited, GNPEC imposes ongoing requirements: the school must annually report student outcome metrics (like graduation and job placement rates) and must use a GNPEC-issued Student Disclosure Form to inform all prospective students that the institution is not accredited (ensuring transparency). While GNPEC is the sole licensing authority, the Commission’s board may review staff recommendations for certain complex cases or high-profile degree programs. In rare cases, GNPEC might consult other state agencies or experts – for example, if an institution plans to offer a specialized professional degree that overlaps with licensing boards (though by law GNPEC’s purview covers all non-exempt programs). Finally, institutions with ownership located out-of-state are handled the same under GNPEC, unlike some states that involve separate higher education commissions – Georgia centralizes approval in GNPEC, so “additional review” mainly refers to these extra internal steps (site visits, added scrutiny for unaccredited or novel programs, etc.) rather than external agency approvals.

Licensure Decision

The final authorization decision is made once all reviews are complete. If everything is in order, GNPEC will grant the Certificate of Authorization to the institution. This certificate is the official state license, and it will note the institution’s name, campus address, and the list of degree programs that are authorized. The school may begin operations immediately upon issuance of the certificate (or on the start date specified). GNPEC’s authorization for a new institution is valid for one year. If the Commission has any reservations, it could issue a conditional authorization (for example, requiring the school to meet certain benchmarks or submit additional bond/security) – however, this is uncommon for fully prepared applications. In the event of denial, GNPEC will provide a written explanation. Common reasons for denial would include failure to meet financial stability requirements, unqualified faculty, inadequate facilities, or incomplete documentation that wasn’t resolved. Schools have the right to appeal a denial or reapply later after addressing the issues. Once authorized, the institution is considered a GNPEC-authorized institution and is listed in the state’s directory of authorized schools. The school must then maintain good standing through compliance and timely renewals to keep the approval in effect.

Continuous Compliance

Degree-granting institutions must continuously adhere to the rules and standards set forth by GNPEC and Georgia law. This means the school should conduct operations as described in its application and notify GNPEC of any material changes. Advertising and public representations must be truthful and include the school’s GNPEC authorization disclosure (schools often state they are “authorized by the Georgia NPEC” on catalogs and websites). The institution must keep student academic and financial records secure and, in the event of closure, have a plan to provide transcripts to students (GNPEC should be notified immediately of any intent to discontinue a program or close the school). Program changes: Adding a new degree program or changing a program’s curriculum requires GNPEC approval—often via a separate program application and fee. Similarly, if the school wants to offer online programs or other delivery methods, it may need additional authorization (Georgia is part of SARA for distance education, but institutions must separately apply for SARA participation). Faculty hiring must continue to meet qualifications; GNPEC may audit faculty rosters during renewals. Schools must also remain in compliance with any other state or federal regulations (e.g., if participating in federal financial aid, maintaining accreditation if it was a condition, etc.). GNPEC has the authority to conduct inspections or request reports at any time to monitor compliance. If an institution violates regulations – for example, by misrepresenting information to students or failing to maintain standards – GNPEC can impose fines or suspend/revoke the authorization. Thus, compliance is an ongoing responsibility, not a one-time effort.

Renewal

Renewal of the authorization is required each year to keep a degree institution’s license active. The renewal process is essentially a simplified update of the initial application. Approximately 90 days before the certificate expires, GNPEC will typically alert the institution to begin the renewal application in Edvera. The school must update any information that has changed (such as enrollment numbers, financial data, new faculty or administrators, curriculum updates) and upload any required updated documents (like a current catalog or audited financial statements, if applicable). The annual Authorization Fee will be recalculated based on the actual tuition revenue from the previous year (still at 0.2% with the same minimum and maximum caps for degree institutions), and the annual TGTF fee (0.1%) will be calculated similarly. These fees, along with a smaller processing charge if applicable, must be paid with the renewal submission. The deadline to submit a complete renewal (including fees) is 60 days before expiration. Missing this deadline triggers late fees: 25% late fee if within 60–31 days prior, and 50% if within the final 30 days. Importantly, if the renewal isn’t fully submitted by the expiration date, the school’s authorization lapses automatically. There is no grace period beyond expiration. Schools that lose authorization must halt new enrollments and teaching until they are reauthorized. Renewal approval is generally quicker than initial approval – GNPEC focuses on verifying ongoing compliance and any changes. As part of renewal for unaccredited schools, the annual Student Outcome Data Report must be submitted and the school must affirm it is providing the student disclosure to all new students. Once the renewal is approved, GNPEC issues a new Certificate of Authorization valid for the next year.

Checklist of Required Items

For quick reference, here is a checklist of items a degree-granting institution must have or prepare when seeking Georgia authorization:

• Institutional Proposal Approval: confirmation from GNPEC to proceed (after initial proposal review).
• Completed GNPEC Application (Edvera): all sections filled and submitted online.
• Certificate of Incorporation & Authority: legal formation documents and GA Certificate of Authority for out-of-state corporations.
• Academic Catalog: comprehensive catalog with all required policies (admissions, grading, conduct, refund, etc.).
• Program Outlines & Curriculum Plans: for each degree program (course descriptions, credit hours, objectives).
• Faculty/Staff Roster and Qualifications: list of instructors with credentials (degrees, experience) meeting faculty standards.
• Enrollment Agreement & Diploma Sample: student contract and an example of the credential awarded.
• Facilities Description: details or diagrams of the campus/classrooms and major equipment for instruction.
• Financial Statements: proof of financial stability (balance sheet, income statement or GNPEC’s financial form) and evidence of required cash reserves.
• Surety Bond (if required by GNPEC): only if GNPEC specifically instructs to obtain a bond based on risk factors (amount to be determined by GNPEC).
• Application Evaluation Fee: $3,000 payment receipt.
• Authorization Fee & TGTF Fee: proof of payment (or readiness to pay) the calculated fees prior to licensing.
• Student Disclosure Form: (for unaccredited institutions) a template of the GNPEC-required disclosure to be signed by students.

(Having all these items prepared will facilitate a smoother application process.)

Fees & Timelines
‍

‍

Vocational and Career Schools

Process

Non-degree postsecondary schools – such as vocational, technical, trade, or career institutions offering certificates or diplomas – are subject to the same GNPEC authorization process as degree colleges. The steps mirror those for degree-granting institutions, with adjustments for the typically shorter programs and different fee scales. In general, a career school in Georgia must obtain a Certificate of Authorization before operating (unless exempt under law). The process for vocational institutions is as follows:

Determine Exemption Status – Confirm if the school might be exempt from GNPEC oversight. Many exemptions exist for specific types of training (for example, purely avocational courses, employer-sponsored training programs, etc. – see State Exemptions). If an exemption category applies, the school can file for that exemption with GNPEC rather than full authorization. If not exempt, proceed with the standard licensing steps.

Submit Institutional Proposal – Just like degree institutions, a vocational school must start by submitting an Institutional Proposal outlining its planned programs (e.g. cosmetology, truck driving, IT training, etc.), ownership, and operations. GNPEC staff will review this initial proposal and respond with approval or requests for more information, generally within a few business days to two weeks. Approval of the proposal grants the go-ahead to undertake the full application.

Initial Authorization Training – The school’s director or designated representative is required to attend GNPEC’s Initial Authorization Training after the proposal is cleared. This training session covers Georgia’s regulations for nonpublic postsecondary schools and the mechanics of the application system. Even for a small trade school, this training is mandatory and ensures the applicant understands ongoing compliance obligations. After completing training, the institution will receive credentials to access the Edvera online application portal.

Prepare Application Materials – Gather all information and documents needed for the vocational school’s application. Much of it is similar to what’s required of degree institutions, tailored to the scale of programs:
• Business Documentation: Proof of the school’s incorporation or LLC registration, and authorization to do business in Georgia. Include any relevant business licenses for the trade (if applicable).
• Program Details: Fully developed curriculum outlines for each course or program the school will offer. Even if programs are shorter (weeks or months), provide syllabi, learning objectives, and any certification alignment (e.g. if preparing students for a state licensing exam or an industry certification, note this in the program outline).
• Student Enrollment Agreement: A contract or agreement that each student will sign, outlining tuition, fees, cancellation and refund policies, and the obligations of both the school and student.
• Sample Certificate/Diploma: An example of the certificate or diploma that will be awarded upon completion of the program.
• School Catalog/Handbook: A catalog describing the institution, admission requirements, program content, grading policy, attendance rules, conduct rules, etc. For career schools, this can double as a student handbook, but it must cover all required policy elements specified by GNPEC.
• Facilities and Equipment Description: Details about the training facility (classrooms, labs, workshops) and the equipment or tools available for instruction. For hands-on trades, GNPEC will expect to see that the school has the necessary equipment (e.g. kitchen facilities for a culinary school, computers for an IT school, vehicles for a truck driving program, etc.).
• Instructor Qualifications: List of instructors and staff, with their resumes or qualifications. Vocational instructors typically need to have expertise and experience in the trade they are teaching (credentials can include licenses, certifications, or work experience in the field).
• Financial Resources: Basic financial information demonstrating the school’s ability to operate – this may include a startup budget, proof of funds to sustain the school for at least 3 months, and the GNPEC financial statement form.
• Compliance Statements: Signed assurances similar to degree schools – an agreement to maintain student records, to adhere to state laws, and to report data as required.

Application (Online Submission) – Using Edvera, complete the Initial Authorization Application for the vocational school. The interface and requirements are the same as for degree institutions. The school will fill out institutional data, upload the catalog, enrollment agreement, program information, etc. Pay the Application Evaluation Fee of $1,500 (the rate for non-degree institutions) to initiate the formal review. Ensure that each proposed training program is entered in the application. Because non-degree programs can be numerous but shorter, be mindful that unaccredited institutions are generally limited to submitting two new programs under the base fee – if the school plans to offer more than two distinct programs initially and is not institutionally accredited, additional Program Evaluation Fees may apply for each extra program. Double-check the application for completeness before submission to avoid delays.

Fees Payment – Prepare to pay the required state fees specific to vocational schools. The Application Evaluation Fee ($1,500 for non-degree) is paid first. Once GNPEC signals that the content of the application is acceptable and is ready to approve, the school will need to pay the Authorization Fee and TGTF Fee. For non-degree career institutions, the Authorization Fee is 0.2% of projected tuition revenue, with a minimum of $500 (half the minimum of degree schools) and a maximum of $25,000. The Tuition Guaranty Trust Fund fee is similarly 0.1% of projected revenue (minimum $200). These fees are calculated in the application based on the financial projections provided. As with all schools, the fees are non-refundable and must be paid via approved methods to GNPEC and the TGTF before the license is issued. Keep receipts or records of all fee payments, as proof might be needed in the application checklist.

Review & Evaluation – GNPEC will conduct a thorough review of the vocational school’s application. The Regulatory Specialist assigned will examine the curriculum to ensure it is vocationally relevant and not misleading in terms of promised outcomes. They will check that the program lengths and schedules are reasonable (for instance, clock hours of training meet any regulatory minimums for the field if applicable). Instructor qualifications are verified to ensure instructors have the necessary background. The school’s policies on attendance and grading will be reviewed for fairness and compliance. If the vocation is one that requires state occupational licensure for graduates (e.g. cosmetology, CDL trucking, nursing assistant), GNPEC will expect the curriculum to appropriately prepare students for those exams and may verify that the school is approved by the respective occupational licensing board if required (some fields might need separate approval from a board in addition to GNPEC authorization). Financial review for a small career school is still important – GNPEC ensures the owner has the financial backing to run the school such that students won’t be left stranded mid-program. If anything is missing or unsatisfactory, the specialist will communicate via Edvera for revisions. The school should respond promptly to any “additional information required” notices. GNPEC may also perform a background check on the school owners and check the facility’s zoning or occupancy compliance if needed. Overall, the evaluation is to confirm that the institution can deliver the training effectively and ethically.

Additional Review – Most vocational and career schools do not require outside agency approval, but GNPEC will still do certain extra steps as needed. A site visit is usually conducted for new vocational schools, just as with degree institutions, to inspect classrooms, labs, equipment, and record-keeping on-site. Schools teaching trades with safety considerations (for example, welding or electrical training) should expect the site visit to pay close attention to equipment safety, instructor supervision, and compliance with any OSHA guidelines. If the institution is unaccredited (which is common for vocational schools), GNPEC requires the school to annually report student outcomes (completion and, where relevant, job placement rates) and to use the unaccredited institution disclosure for students, similar to degree schools. In some cases, if a vocational program falls under another Georgia agency’s jurisdiction (for instance, certain healthcare technician programs might be overseen by a health department), GNPEC might coordinate to ensure no conflict – however, generally GNPEC authorization is sufficient for all private career schools. There is no separate higher education commission review for out-of-state owners in Georgia, so even if the school’s parent company is based elsewhere, GNPEC handles the review internally. The “additional review” phase for career schools is essentially GNPEC making sure all specialized aspects of the training are covered and that the school will meet any industry-specific standards. Once all is satisfactory – including a successful site inspection and any final document checks – the application moves toward approval.

Licensure Decision – Upon a positive review, GNPEC will issue the Certificate of Authorization for the vocational institution. The certificate, valid for one year, officially permits the school to operate in Georgia and to offer the specific non-degree programs that were approved. The school can now advertise and recruit students lawfully, referring to itself as authorized by GNPEC. If GNPEC finds deficiencies that were not corrected, they may deny the authorization; denial for a vocational school is typically due to incomplete information, inadequate financial support, or concerns about the owners’ background or compliance history. In such a case, GNPEC provides reasons and the school may reapply when ready. Assuming approval, the career school’s name will be added to GNPEC’s list of authorized institutions. The initial license may come with conditions (for example, enrolling no more than a certain number of students until a bigger facility is obtained, or requiring a higher bond if financial risk is perceived), but these conditions will be clearly stated. The majority of schools that follow the guidelines and meet requirements receive their authorization without special conditions.

Continuous Compliance – Once operating, vocational schools must abide by GNPEC regulations continuously. They must offer only the programs that have been authorized (any new course or program needs prior GNPEC approval). They should deliver the instruction as promised in the catalog and enrollment agreement, maintaining instructor qualifications and proper student-to-teacher ratios. Advertisements for the school must be truthful and not guarantee job placement or licensure unless such guarantees are backed and realistic. The school should handle student monies properly (if collecting tuition in advance, be mindful of GNPEC’s rules on refunds and possibly maintaining a surety or trust fund contributions). Student records (transcripts, attendance, financial ledgers) must be kept secure and retained even if a student leaves or graduates. GNPEC may occasionally do unannounced visits or audits, especially if complaints are filed by students. The school is required to address student complaints and maintain a published complaint resolution process. If the school intends to make changes – for example, relocating to a new site, changing the name, changing ownership, or significantly revising a program – it must notify GNPEC in advance and get approval when required. Career schools are also expected to renew their authorization annually (see Renewal below) and pay any assessed administrative fees or fines on time (for instance, GNPEC has fines for late renewal or for infractions like enrolling students before authorization). By staying in compliance year-round, the school builds a positive track record with the state, which can make future interactions (like adding programs or renewing) smoother.

Renewal – A non-degree school’s Certificate of Authorization must be renewed each year just like a degree institution’s. The renewal process for vocational schools involves updating the GNPEC application with any new or changed information (such as current student enrollment numbers, any new instructors, updated financial figures for the past year, and the latest catalog of policies have changed). The renewal application is submitted in Edvera and should be started well ahead of the expiration date. The annual Authorization Fee for renewal will be recalculated at 0.2% of the actual gross tuition revenue the school earned in Georgia during the previous year (with $500 as the minimum for non-degree schools). The TGTF Fee will similarly be 0.1% of last year’s tuition (min $200) for the first seven years. These fees must be paid along with the renewal submission. GNPEC requires renewals at least 60 days prior to expiration to avoid late fees. Vocational schools, often smaller operations, should particularly take note of the deadlines – a lapse in authorization could be devastating, as operating without a license would force the school to shut down until reauthorized. As part of renewal, unaccredited vocational institutions will submit their annual student outcomes report and affirm that they are using the student disclosure form properly. Once GNPEC reviews and approves the renewal (ensuring the school still meets standards and had no serious compliance issues over the year), a new one-year certificate will be issued. Schools should plan their business year around this renewal cycle to ensure continuous authority to operate.

Application

The application for a vocational/career school is completed via the same Edvera online portal. It is designed to capture all necessary details about a non-degree institution. Key elements of the application include: identifying information (school name, address, ownership), a description of each training program or course (including the length in clock hours or weeks, objectives, and any credential or certificate awarded), and the school’s policies and procedures. The school will answer questions about its admissions criteria (e.g. minimum age or education for students), tuition charges and refund policy, and student services (such as job placement assistance, if offered). The application also collects information on the physical facility (square footage, labs, equipment lists) and on faculty (names, qualifications). Non-degree schools might find some sections (like library resources or general education curriculum) not applicable – however, any such sections should be addressed with “Not Applicable” and a brief explanation if appropriate. GNPEC expects honesty and completeness; any “No” answers to compliance questions (for instance, if a school does not meet a particular standard exactly) should be explained. The application process will prompt the upload of the catalog, enrollment agreement, sample certificate, financial forms, etc., as described in the checklist. Remember that the person submitting must attest to the accuracy of the application. For vocational schools, the application is a crucial step to demonstrate credibility – even if the programs are short-term, the state is looking for assurance of quality and student protection.

Fees Payment

Fee payment for career schools works similarly to degree schools, but with smaller base amounts. Initially, the $1,500 Application Evaluation Fee needs to be paid to GNPEC (payable to “GNPEC”) to cover the cost of reviewing the application. As the process nears completion, GNPEC will calculate the exact Authorization Fee based on the revenue projections the school provided. For example, if a truck driving school anticipates $200,000 in tuition revenue in its first year, the Authorization Fee would be 0.2% of that, which is $400. In this case, the $500 minimum would apply, so the school would pay $500 as the annual fee. The TGTF Fee would be 0.1% of $200,000, which is $200 (hitting exactly the minimum). Thus, the total due before license issuance in this example would be $500 + $200 = $700 (plus the already-paid $1,500 evaluation fee). GNPEC will instruct the school on how to remit these payments. The TGTF portion is often kept separate because it goes into a trust fund – usually the school will write a check to “TGTF” for that amount. All payments should include the school’s name and purpose of payment (e.g. “Initial Authorization Fee – [School Name]”) on the memo or cover letter. It’s recommended for career schools to maintain proof of all fee payments, as they may need to verify payment during the application. After the first year, the school should be prepared for yearly fees at renewal: an updated Authorization Fee (minimum $500) based on actual earnings and the TGTF fee (if within 7 years). GNPEC’s Schedule of Fees is public, so schools can plan ahead. Late payment of fees, especially at renewal, can trigger penalties or delays. Therefore, timely payment is an important administrative task for staying licensed.

Review & Evaluation

GNPEC’s evaluation for non-degree schools is oriented toward practical training standards. The review will verify that the school’s programs are not misrepresented and that they genuinely prepare students for the careers or skills advertised. For instance, if a school offers a “Medical Assistant Certificate,” GNPEC will check that the curriculum covers appropriate medical assistant skills and perhaps inquire if the program meets any recognized standards or eligibility for certification exams. Another focus area is outcomes – while initial authorization is about planning, GNPEC expects the school to have a framework for tracking student completion and job placement (if job placement is a goal of the program). During review, the specialist might ask: how will the school help students seek employment, or what is the plan to ensure the curriculum stays updated with industry practices? These considerations show the school’s commitment to student success. The evaluation also covers compliance aspects such as: does the refund policy comply with minimum requirements (Georgia may require pro-rata refunds in certain cases for student withdrawals), and does the school have adequate liability insurance if required for the training (for example, a heavy equipment operation school might need insurance coverage)? The financial viability check for a vocational school ensures the owner/operator can sustain the program until tuition revenues grow. It’s not uncommon for GNPEC to request a personal financial statement or proof of a line of credit for smaller schools if the initial finances are marginal. Through this review process, GNPEC will communicate any needed changes. For example, they might require a catalog revision to clarify a policy, or suggest an increase in instructional hours for a program if it seems too short. The school should treat these suggestions seriously as conditions for approval. When the specialist is satisfied that the school meets all criteria, they will recommend approval to the GNPEC Executive Director or Commission.

Additional Review

Additional review for vocational institutions primarily involves the site visit and any field-specific compliance checks. GNPEC’s site visit team will come to the school’s location to verify that the facility matches what was described in the paperwork. They will check classrooms, labs, safety equipment, and record storage. If the school has specialized training areas (like a workshop for automotive repair or a salon floor for cosmetology practice), expect the inspectors to ensure these areas are properly equipped and safe for students. They may ask to see sample student files or instructional materials on-site. Another aspect of additional review is ensuring the school isn’t subject to oversight by another body: for example, some short-term career programs might also be regulated by the Georgia Department of Labor or a professional licensing board. Generally, GNPEC covers the authorization, but if there is a required certification (like a commercial driving school might need to adhere to Department of Driver Services requirements), GNPEC will confirm the school is aware of and following those rules too. Since Georgia has the Tuition Guaranty Trust Fund, GNPEC no longer universally requires a surety bond for every school; however, if during review GNPEC perceives a risk (like a school planning to collect large prepaid tuition from students), they might require a bond or other security as a condition of approval. This would be communicated to the school before final authorization. Additionally, if the school’s owners have operated schools elsewhere, GNPEC may conduct reference checks or look into those schools’ track records (this is to prevent previously problematic operators from getting licensed without scrutiny). Once the site visit is successfully concluded and all questions resolved, there are typically no further external reviews – GNPEC will move to finalize the decision.

Licensure Decision

For vocational and career schools, GNPEC’s licensure decision results in either granting the Certificate of Authorization or a denial with cause. If granted, the Certificate of Authorization will be issued and sent to the school (often electronically and followed by a hard copy). The certificate will specify the institution name and that it is authorized to operate in Georgia, and it may list the approved programs either on the certificate or in an accompanying schedule. The school must display the certificate prominently at its place of business. Newly authorized career schools can immediately begin student recruitment and instruction upon receipt of the certificate (some choose to wait for the actual document before starting classes to be safe). If the decision is a denial, the school will receive a formal notification explaining the deficiencies. Common reasons for denial in the vocational context might include: incomplete application (something never resolved), failure to demonstrate financial stability, facility not meeting code or requirements, or the owners being deemed unfit (e.g., due to prior school closures or fraud issues). Denial is relatively rare if the school has been responsive and worked with GNPEC through the process; most issues can be fixed given time. If denied, the school may correct the issues and reapply, or appeal if it believes an error was made. Assuming approval, the initial authorization is for one year. GNPEC will likely schedule a follow-up site visit or check during the first year for new schools to ensure everything is running properly, but as long as the school operates as presented, the license remains in good standing for that year. It’s the school’s responsibility then to maintain it via renewal. It’s worth noting that receiving state authorization is not the end of responsibilities – the school should continue to align with any evolving GNPEC policies or updates (GNPEC occasionally updates rules and may inform schools via bulletins). The licensure decision is a milestone that marks the transition from planning to operating under state oversight.

Continuous Compliance

Career schools, once authorized, enter the phase of continuous compliance just like degree institutions. For these schools, continuous compliance often focuses on outcomes and student satisfaction. The school should actively monitor its students’ progress and completion rates. If the school promised any job placement assistance, it should diligently provide that and document its efforts. GNPEC might require schools to submit annual data (even accredited ones, but especially unaccredited ones) such as how many students enrolled, how many graduated, and for certain fields, how many passed licensing exams. Advertising and representations remain a key compliance area: a vocational school must not make false or misleading claims in its advertising. For example, advertising “100% job placement” or “guaranteed certification” is problematic unless it is absolutely true and provable. All marketing materials should ideally include a phrase like “Authorized by the Georgia Nonpublic Postsecondary Education Commission” to be transparent. Student complaints: The school should have an internal complaint process and also direct students that unresolved issues can be taken to GNPEC. The school’s management should promptly address any issues that arise to avoid complaints escalating to the state. Financial practices: If the school offers installment payment plans or federal student aid (less common for short programs), it must handle those in compliance with relevant regulations. GNPEC’s rules also prohibit certain aggressive recruiting practices – compliance means the school trains its admissions staff to be ethical and in line with those rules. Another aspect is maintaining the Tuition Guaranty Trust Fund contributions for the first 7 years – the school will be billed or reminded each year to contribute with the renewal, and it must do so to remain in compliance. For schools that are accredited by a recognized agency (some larger career schools may pursue national accreditation for Title IV funding), compliance includes maintaining that accreditation and notifying GNPEC of any change in status. In summary, continuous compliance is about running the school day-to-day in a manner consistent with what was approved and keeping GNPEC informed and satisfied that students are being treated fairly and getting the education they paid for.

Renewal

Renewal for a vocational school occurs annually and is critical to uninterrupted operation. GNPEC’s renewal process will usually open a couple of months before the certificate expires. The school should log into Edvera, update its information, and upload any new documents required. Often, a career school’s renewal will require providing the prior year’s enrollment and graduate data, an updated financial statement or audit (some smaller schools may provide internally compiled financials, but GNPEC could require a CPA review or audit particularly if the school handles federal financial aid or has high tuition volume), and the current catalog if any policies changed. The renewal application will also ensure that the school’s surety bond (if one was required) is still in place or that the TGTF payments are up to date. The timeline is the same: 60 days before expiration for submission. Many vocational schools synchronize their renewal cycle with their business cycle (for instance, if a school’s busiest enrollment is in September, and their license renews in July, they must be sure to get it done by May to avoid any risk in the fall). GNPEC charges a late fee of 25% of the Authorization Fee if the renewal is late but still at least 30 days before expiration; if within 30 days, the late fee jumps to 50%. These penalties can be a significant cost for a small school, so timely renewal is financially wise. If a school misses the deadline entirely and the authorization expires, GNPEC will require the school to stop operating and go through a new initial application – essentially starting over – which is a scenario to be avoided. During renewal, GNPEC might ask for additional information if something stands out (for example, if the school had a big increase or drop in enrollment, or if any complaints were filed in the past year, they might address those). Once the renewal is accepted and fees are paid, the school receives an updated Certificate of Authorization valid for the next year. It’s good practice for the school to review its own operations at renewal time – treat it as an annual compliance checkup to fix any issues internally as well.

Checklist of Required Items

Before submitting an application for a vocational/career school, ensure you have the following items prepared:

• Institutional Proposal: a written overview of the school (mission, ownership, programs) submitted to GNPEC and approved to proceed.
• Edvera Account & Application: access obtained after training, and the online application form filled out completely for the non-degree institution.
• Georgia Secretary of State Registration: proof the school entity is registered to do business in Georgia (e.g. a Certificate of Authority for foreign entities or articles of organization/incorporation for Georgia entities).
• Program Curriculum Outlines: for each course or program, a syllabus or outline detailing content, hours, and goals.
• Student Catalog/Handbook: covering all required policies (admissions criteria, attendance, conduct, grading, leave of absence, withdrawal and refund policy, etc.).
• Enrollment Agreement (Contract): the contract to be signed by students, clearly stating tuition and fees, cancellation and refund terms, program length, and any placement assistance provided.
• Sample Certificate or Diploma: the document that will be awarded to students upon completion, showing the program title and school name.
• Instructor List with Qualifications: names of instructors and staff with their licenses, certifications, degrees, or experience that qualify them to teach the given subject matter.
• Facilities Description: a summary of the physical facilities including the address of the campus, number of classrooms, labs, workshops, and a list of major training equipment or tools available. (Photos or floor plans are optional but can be helpful during review or site visit.)
• Financial Statement: basic financial information on the school’s resources (this could be in GNPEC’s provided format) and evidence of the ability to sustain operations (e.g. bank statement or line of credit showing funds available for at least three months of expenses).
• Compliance Agreements: signed forms (as provided in the application) such as the Records Maintenance Agreement (ensuring student records will be kept if the school closes) and any other affidavits required by GNPEC.
• Application Evaluation Fee Payment: $1,500 paid to GNPEC (proof of payment or receipt to be uploaded or noted).
• Planned Authorization Fee & TGTF Funds: have the funds ready for the Authorization Fee (minimum $500) and TGTF fee (minimum $200) – these will need to be paid upon GNPEC’s request before the license is granted.
• Student Disclosure (Unaccredited schools): if the school is not accredited, prepare the GNPEC Student Disclosure Form to use with students, and understand the requirement to gather student outcome data annually.

(By using this checklist, a prospective career school can verify it has all components needed for a successful state approval application.)

Fees & Timelines

‍

State Exemptions

Georgia law (O.C.G.A. §20-3-250.3) specifies categories of educational institutions that are exempt from the requirements of GNPEC authorization. If a school falls entirely under one of these exemptions, it does not need to obtain a Certificate of Authorization to operate, aside from filing for recognition of the exemption. Below are the conditions under which an institution may be exempt (note: to qualify, the institution must meet the full description of the category; partial qualification is not sufficient):

1. K-12 Schools: Institutions exclusively offering instruction at preschool, elementary, or secondary (K-12) levels, with no postsecondary programs. (Example: A private high school is exempt from GNPEC oversight since it’s not a postsecondary institution.)
   
   
2. Trade, Professional, or Fraternal Organization Training: Educational programs sponsored by bona fide trade associations, businesses, professional organizations, or fraternal groups, provided that the training is only for the membership or employees of those organizations, not degree-granting, and not open to the general public for a fee. This also includes training developed and licensed by an industry-recognized certification provider (as recognized by GNPEC) that is offered solely for certification prep and not as a degree program. (In short, in-house corporate training or member-only seminars can be exempt.)
   
   
3. Avocational/Recreational Programs: Instruction that is purely for personal enrichment, hobby, or recreation, and not part of a curriculum leading to any employment objective or academic credential. Also included are short courses that GNPEC determines to be avocational in nature. (For example, a cooking class, dance studio, or art workshop that doesn’t confer a career diploma is usually exempt.)
   
   
4. Public Institutions: Postsecondary institutions established, operated, or governed by the State of Georgia or its political subdivisions. (All public technical colleges, community colleges, and universities fall here – they are overseen by other state boards and thus exempt from GNPEC oversight.)
   
   
5. FAA-Certified Flight Schools: Any flight instruction school that holds a valid Federal Aviation Administration air agency certificate. (Such flight schools are federally regulated and therefore exempt from state authorization requirements.)
   
   
6. Nonprofit Religious Institutions: Nonpublic, nonprofit postsecondary institutions whose sole purpose is to provide educational programs in theology, divinity, religious education, or ministerial training. To qualify, these institutions must not offer any secular degrees (no non-religious programs) and must meet two conditions: (A) they accept no state or federal funding, and (B) they do not accept students who receive federal or state educational loans to attend. (This exemption is designed for Bible colleges and seminaries granting religious degrees exclusively.)
   
   
7. Accredited Law Schools in Georgia: Any nonpublic law school located in Georgia that is accredited by the American Bar Association (ABA) and that doesn’t fall under another exemption. (ABA-accredited law schools are exempt, but they must still adhere to the student complaint process through GNPEC for certain federal disclosures. This category ensures Georgia has oversight for complaints while sparing the ABA-approved law school from full authorization.)
   
   
8. Military Base Programs: Nonpublic postsecondary institutions conducting all instruction on the premises of a U.S. military base in Georgia. These are exempt unless the U.S. Department of Defense specifically requires GNPEC authorization for them. (In practice, many on-base education programs are exempt due to federal oversight by the military.)
   
   
9. Examination Preparation: Schools that exclusively provide review or preparatory courses for students who already have the necessary training or education to sit for a specific occupational exam. The key is that the program is only an exam prep (not initial training), and the total fees charged to a student for all such prep instruction do not exceed $1,000 in a calendar year. (For instance, a bar exam review course or a real estate license exam prep class could be exempt, assuming students in these courses have completed their primary training elsewhere and the course is solely to prep for the test.)
   
   
10. Established Nonprofit Colleges: A nonpublic, nonprofit college or university in Georgia that grants baccalaureate degrees, has been in existence for at least 10 years, and is accredited by a national or regional accreditor recognized by the U.S. Department of Education. (This exemption acknowledges longstanding accredited private colleges – e.g., an established private liberal arts college – relieving them from GNPEC oversight. They must, however, still adhere to the GNPEC complaint process requirement for federal compliance.)
    
    
11. Historic Chartered Colleges: Any nonpublic liberal arts college or university in Georgia that was chartered before 1955 as a degree-granting institution and is accredited by a U.S. Department of Education-recognized accreditor. (This specifically grandfathers in older institutions — for example, those chartered in the first half of the 20th century — under an exemption due to their longevity and accreditation status.)
    
    
12. Short-Term Tax Preparation Courses: Schools that offer education or training in income tax theory or tax return preparation where the total program tuition is $1,000 or less. Additionally, if a student takes multiple such courses, all combined charges must not exceed $1,000 in a year (excluding purely avocational courses covered in item 3). (This allows short tax prep courses, often seasonal, to operate without GNPEC authorization as long as they remain low-cost.)
    
    
13. Certain Accredited Medical and Dental Programs: Nonpublic medical schools or dental/orthodontic programs that meet very specific criteria. This includes: (A) a nonpublic medical school accredited by the Liaison Committee on Medical Education (LCME, the standard accreditor for M.D. programs) and also holding national or regional accreditation, and (B) any nonpublic orthodontic school/residency that is accredited by the Commission on Dental Accreditation (CODA) and is hosted by either an accredited hospital or an accredited university. (These specialized professional programs can be exempt given their accreditation by professional bodies. Notably, any newly qualifying orthodontic program after March 1, 2019 must post a $450,000 surety bond for five years to maintain its exemption — a specific safeguard added in the law for that category.)
    
    
14. Accredited Degree-Granting Proprietary Institutions: A college or university operating in Georgia that (i) offers associate or higher degrees, (ii) is accredited by the Southern Association of Colleges and Schools (SACS), (iii) operates in a proprietary (for-profit) status or was previously for-profit and has since become nonprofit, and (iv) provides a $200,000 surety bond and contributes to the Tuition Guaranty Trust Fund. If these conditions are met, the institution can be exempt from GNPEC authorization. (This exemption was designed to allow certain accredited for-profit institutions to operate without redundant state oversight, provided they have financial protections in place and handle complaints via GNPEC. The bond and TGTF contribution ensure student protection despite the exemption status.)

Note: Even if an institution is exempt from full authorization, GNPEC may require it to qualify for the exemption by submitting documentation, and some exempt institutions must file periodic reports (for instance, religious exempt schools must annually affirm they still meet the religious exemption criteria). Exempt institutions are generally subject to consumer protection provisions like maintaining a bond (for some categories) or allowing GNPEC to handle student complaints. Schools considering claiming an exemption should consult GNPEC’s guidelines and, if required, apply for a letter of exemption determination. If an institution does not clearly fit one of the above categories, it should assume that authorization is required.

For personalized guidance on navigating the authorization process for your private post secondary institution in Georgia, reach out to Expert Education Consultants (EEC) at +19252089037 or email sandra@experteduconsult.com