Iowa
Iowa: A Step By Step Guide To Obtain State Authorization For a Private Postsecondary Institution
Licensing Agency
Iowa College Student Aid Commission (Iowa College Aid) – Postsecondary Authorization Team
Degree-Granting Institutions
Process
Iowa law requires all degree-granting schools operating in-state or enrolling Iowa residents (including online) to be registered with Iowa College Aid unless exempt. Out-of-state schools offering distance education with no presence may qualify under SARA. Accreditation by a U.S. Department of Education-recognized agency is mandatory.
- Confirm Applicability – Determine if your institution must register. If you maintain an Iowa presence, employ in-state staff, conduct clinicals/practicums, or target Iowa students, you likely must register.
- Create AccessGov Account – All applications are submitted online. Upload documents and complete all fields accurately.
- Prepare Required Documents – Include accreditation proof, catalog, refund policy (must comply with Iowa Code §714.23), tuition rates, ownership and governance info, academic program list, student disclosure policies, and data on faculty/staff in Iowa. Provide graduation and loan default rates.
- File a Surety Bond – Most schools must file a surety bond equal to 10% of Iowa tuition revenue, capped at $50,000, unless exempt.
- Designate a Resident Agent – Every registered school must designate an Iowa agent for service of process.
- Pay Fees and Submit Application – A $5,000 non-refundable fee is required at initial registration.
- Iowa College Aid Review – Staff reviews all submissions for completeness, compliance, and consumer protection. You may be asked to submit corrections or additional information.
- Approval and Operation – Upon approval, your institution will receive a registration certificate listing approved programs. Comply with ongoing regulations and notify the Commission of substantive changes.
- Annual Renewal – Renew by July 15 each year. Renewal fees are $2,000 (under 2,500 FTE), $4,000 (2,500–9,999), or $6,000 (10,000+).
Checklist of Required Items
- AccessGov Application – Every field completed, digitally signed by an authorized officer, and the online attestation box checked.
- Proof of Institutional Accreditation – Most recent grant letter or certificate showing dates of accreditation term and listing any branch campuses; if your accreditor issues a Statement of Good Standing or Annual Report results, include those as well.
- Program Inventory – Table or narrative listing each degree (level, title, CIP code), total credit hours, delivery modality (on-ground, online, hybrid), and any practicum/clinical hours that occur in Iowa.
- Academic Catalog – Current catalog (or combined catalog / student handbook) published within the last 12 months that covers:
- Admission standards for each level (minimum GPA, placement tests, prerequisite courses).
- Academic calendar and term length definitions (semester, quarter, modular).
- Degree requirements, course numbering system, grading scale, satisfactory-progress policy, credit transfer policy, academic probation/dismissal rules.
- Full tuition and fee table, including course-specific or lab fees, technology fees, graduation fees, late charges, and textbook estimates.
- Detailed tuition refund schedule that complies with Iowa Code §714.23 (pro-rated through at least the 60 percent point of the term unless a more generous policy is offered).
- Student complaint escalation path (internal steps and notice that unresolved complaints may be filed with Iowa College Aid).
- Enrollment Agreement / Contract – Blank copy signed by the institution, showing start and end dates, total charges, payment schedule, refund terms, and cancellation language.
- Marketing & Recruitment Materials – Sample brochures, viewbooks, postcards, email templates, scripted call sheets, radio/TV copy, paid social-media ads, and screen-captured Iowa-targeted webpages.
- Student Outcome Data – IPEDS cohort graduation rate (most recent year), three-year cohort default rate, median Title IV loan debt for completers, student-to-faculty ratio, and most recent year’s graduate employment/placement rate if tracked.
- Financial Responsibility Evidence
- Surety bond in the correct dollar amount (10 percent of prior-year Iowa tuition up to $50,000) on Iowa-approved bond form, signed by surety and institution.
- Latest audited financial statements (balance sheet, income statement, cash-flow) prepared in accordance with GAAP; if consolidated, include a breakout of the Iowa operation or a note that no separate Iowa statement exists.
- Governance & Ownership Documents – Articles of incorporation or formation; bylaws; list of governing board members with addresses; organizational chart showing parent companies or affiliated entities; minutes (or resolution) authorizing Iowa registration.
- Management and Faculty Roster – Names, titles, highest degree earned, field, and location of assignment; identify any faculty residing in Iowa and include vitae or résumé for each.
- Record-Retention Statement – Narrative outlining how electronic and paper student records are stored, backed up, length of retention, and the designated custodian; plus a contingency plan naming the repository that will hold transcripts if the institution closes.
- Criminal- or Civil-Action Disclosures – Written disclosure of any pending or past (five years) lawsuits, judgments, revocations, or accreditation sanctions involving the institution or its controlling owners.
- Resident Agent Appointment – Copy of the executed appointment form or the Iowa Secretary of State filing that names the agent and registered office.
- Fee Confirmation – Evidence of the $5,000 electronic payment (ACH receipt or AccessGov confirmation number) attached as a PDF.
Fees & Timelines
Initial registration fee is $5,000. Annual renewal fees are $2,000–$6,000 based on FTE. Processing time is typically 2–4 months. Registrations are annual and expire June 30. The surety bond (10% of Iowa tuition, up to $50,000) must be kept active. Schools must update Iowa College Aid with major changes.
Agency Contact
Iowa College Student Aid Commission – Postsecondary Authorization
Phone: 515-725-3425 | Toll-Free: 877-272-4456
Email: info@iowacollegeaid.gov
Address: 400 E. 14th Street, Des Moines, IA 50319
Vocational and Career Schools
Process
Non-degree schools that offer occupational certificates or diplomas are regulated under Iowa Code §714 and may qualify for exemption from full registration. However, they must still meet state standards for student protections and financial responsibility.
- Confirm Applicability – Career and technical schools must comply with Iowa Code §§714.18–714.25 unless exempt (see below). This includes in-state and out-of-state schools enrolling Iowa residents.
- Complete the Exemption or Authorization Form – Schools must apply through Iowa College Aid’s portal, selecting the correct form (e.g., Nondegree, Cosmetology, Religious Exemption).
- Provide Required Documents – Submit ownership info, program descriptions, refund policy (must meet §714.23), catalog, faculty qualifications, tuition and fees, advertising, and disclosures.
- File a Surety Bond – Non-exempt schools must file a surety bond equal to 10% of Iowa tuition, capped at $50,000. Bond exemptions are available if the school meets statutory criteria.
- Comply with Student Disclosures – If the school is for-profit and non-Title IV, provide placement rates, earnings, and other student outcome data as required under §714.25.
- Approval and Renewal – Iowa College Aid will issue a two-year authorization. Schools must renew biennially and keep bonds and disclosures up to date.
Checklist of Required Items
- Non-Degree Authorization or Exemption Application – Correct form selected (Nondegree, Cosmetology, Massage, Religious, etc.), all fields completed, executed by the school director or owner.
- Catalog / Student Handbook – Must include: program objectives; clock- or credit-hour breakdown; equipment / supply lists students must purchase; grading and attendance policies; Iowa-compliant refund policy; complaint procedure; and statement of any prerequisites or entrance exams.
- Course-Level Outlines or Syllabi – For each certificate/diploma, list of courses or modules with hours, topical coverage, and method of instruction (lecture, lab, externship).
- Tuition & Fee Schedule – Itemized per program: tuition, registration fees, lab/material fees, uniform/tool costs, testing/licensing fees, externship insurance, and any financing charges.
- Enrollment Agreement – Blank contract or enrollment form with detailed charges, clear start/end dates, refund schedule, and signature lines for both student and authorized school representative.
- Advertising Portfolio – Copies (or screenshots) of every advertisement directed at Iowa residents: Google/Facebook ads, website landing pages, printed flyers, billboards, radio scripts.
- Disclosure Sheet (For-Profit Non-Title IV Schools) – Placement rate, median earnings, average loan debt, completion rate, and cost/earnings ratio as required by Iowa Code §714.25; must be given to prospective students and uploaded to AccessGov.
- Faculty List – Names, teaching assignment, licenses/certifications (e.g., cosmetology instructor license), education level, relevant work experience, and proof of current Iowa professional licenses if required by a board.
- Facility Documentation – Address, square footage, floor plan or photos showing classrooms/labs, list of major training equipment and safety measures; copy of local occupancy permit or fire inspection if available.
- Surety Bond
- Bond form completed in the exact dollar amount (10 percent of estimated or prior-year Iowa tuition, maximum $50,000), executed by a licensed surety.
- Bond rider or continuation certificate attached for renewals.
- Resident Agent & Service of Process – Designation form or Iowa SOS filing naming the in-state agent; if the owner resides in Iowa, provide that address.
- Professional Board License – If the program is regulated (cosmetology, massage therapy, real-estate, truck-driving, etc.), attach the current board license/certificate.
- Financial Statements or Budget – Internal financial statement or pro-forma budget demonstrating adequate working capital; not required to be audited, but must show solvency sufficient to complete the program cycle.
- Evidence of Bond Exemption (if claimed) – Supporting documents such as IRS 501(c)(3) letter, proof of <150% completion rates, or other criteria that Iowa College Aid accepts in lieu of a bond.
- Complaint Log – If operating elsewhere, provide a summary of unresolved complaints filed with other states or agencies in the last two years and actions taken.
- Two-Year Renewal Calendar – Copy of internal compliance calendar noting biennial renewal due dates and bond renewal dates, included to show institutional commitment to staying current.
Fees & Timelines
No state application fee is charged for vocational school authorization. However, the cost of the surety bond and compliance activities must be planned. Processing time is typically 1–3 months. Authorization is valid for two years. Schools must file bond renewals and reapply before expiration to remain in compliance.
Agency Contact
Iowa College Student Aid Commission – Postsecondary Authorization (Nondegree)
Phone: 515-725-3425 | Email: victoria.archer@iowa.gov
Address: 400 E. 14th Street, Des Moines, IA 50319
State Exemptions
The following categories are exempt from registration, though most must still file exemption forms and meet consumer protection laws:
- Public Institutions – State universities and community colleges
- Iowa Nonprofits – Private nonprofit colleges eligible for Iowa Tuition Grant
- Religious Institutions – Offering only religious instruction for religious purposes
- Professionally Licensed Programs – Cosmetology, massage therapy, etc., regulated by other Iowa boards
- Flight Schools and FAA-Approved Programs – If federally regulated
- SARA Institutions – Out-of-state schools operating solely under SARA without physical presence
- Tuition-Free Programs – Where no money is charged for instruction
- Trade Organizations – Courses offered only to members/employees
- Short Courses – Workshops, seminars, or test prep lasting 3 days or fewer
Exempt schools must still comply with tuition refund rules and may be required to file evidence of financial responsibility. Exemptions must be renewed every two years. Always confirm your exemption with Iowa College Aid and file supporting documentation to ensure compliance.
For personalized guidance on navigating the authorization process for your private post secondary institution in Iowa, reach out to Expert Education Consultants (EEC) at +19252089037 or emailsandra@experteduconsult.com
