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

Licensing Agency

New Jersey Office of the Secretary of Higher Education (OSHE) – Office of Licensure (regulates academic degree-granting institutions)

New Jersey Department of Labor & Workforce Development (NJDOL) – Training Evaluation Unit, in conjunction with the New Jersey Department of Education (NJDOE) Private Career School Unit (regulates non-degree vocational institutions).

Agency Contact - Degree Granting Institutions

Office of Licensure – N.J. Secretary of Higher Education
Director: Eric Taylor, Esq. – Phone: (609) 984-3738 – Email: eric.taylor@oshe.nj.gov
Address: OSHE Office of Licensure, 20 West State Street, 4th Floor, PO Box 542, Trenton, NJ 08625

N.J. Presidents’ Council (Academic Issues Committee) – (Coordinate via OSHE Office of Licensure) – Website: NJPC Academic Issues – Note: The NJPC is involved in academic program recommendations but does not have a direct application process for institutions.

Agency Contact - Vocational Schools

NJDOL – Training Evaluation Unit (Private Career Schools)
New Jersey Dept. of Labor & Workforce Development
Attn: Training Evaluation Unit (Private Career Schools) – PO Box 057, Trenton, NJ 08625-0057
Email: TrainingEvaluationUnit@dol.nj.gov – Phone: (609) 292-4310 (general office) or (609) 376-3500aimseducation.edunj.gov
Website: NJ Career Services – Training Evaluations (for forms and updates)

NJDOE – Office of Career Readiness, Postsecondary Private Career Schools Unit
New Jersey Department of Education – Career Readiness, CTE Office – PO Box 500, Trenton, NJ 08625
Phone: (609) 376-3500nj.gov – Email: privatecareerschools@doe.nj.gov
Website: NJDOE Postsecondary Private Career Schools (for academic standards and teacher requirements)

Degree-Granting Institutions

Process

Determine Exemption Status – Verify if the institution must be licensed by OSHE. New Jersey law prohibits any unlicensed corporation from offering college credit-bearing courses or degree programs in-state. Only limited entities (e.g. purely theological seminaries conferring exclusively religious degrees) fall outside OSHE’s licensure requirement. If your planned college will award academic degrees (associate, bachelor’s, master’s, etc.), it must petition OSHE for licensure before advertising or operating.

Incorporation – Ensure the school is legally incorporated as a New Jersey entity. Evidence of incorporation (e.g. a NJ-certified certificate of formation) is required as a first step in the licensure petition. An institution cannot be licensed unless it is formally incorporated and authorized to do business in New Jersey.

Prepare Licensure Petition – Compile a comprehensive licensure petition document following N.J.A.C. Title 9A:1 rules. By regulation, the petition must include: (1) the institution’s accreditation status (if already accredited, candidacy status, or plans for seeking accreditation); (2) a clear mission statement defining the institution’s purpose and scope; (3) an institutional data summary (such as the type of programs, projected enrollments, etc., similar to what accreditors require in annual reports); (4) audited financial statements (with any auditor management letters) for the past three years; (5) information on faculty qualifications for proposed programs (CVs, degrees, experience of prospective instructors); (6) a description of faculty hiring and review processes to ensure instructional quality; (7) a draft academic catalog or other documentation detailing proposed courses, programs, policies, and services; and (8) any other information specifically requested by the Secretary of Higher Education. It is advisable to thoroughly study OSHE’s licensure Guidelines and prepare all required exhibits (governance documents, bylaws, facility plans, etc.) in alignment with state standards before submission.

Submission & Fees – Submit the licensure petition electronically to OSHE’s Office of Licensure (email or online portal as directed) as one cohesive document – separate attachments are not accepted. New Jersey strongly encourages submitting the petition at least 12 months before the intended start of classes, given the extensive review process. Along with the petition, pay the required licensure fees. An initial petition submission fee is due upon filing (non-refundable). This fee is scaled by institution size and sector: for example, a small in-state proprietary college (under 1,000 students) pays $7,000, whereas a small non-profit institution pays $1,000. (Larger enrollment tiers have higher fees.) Payment must be made by check to “Treasury, State of New Jersey,” and the petition will not be processed until the fee is received (OSHE will reject a petition if the fee isn’t received within 10 business days of submission). Tip: Include proof of payment or the check tracking info with your petition to avoid delays.

Review & Evaluation – Once the petition and fee are received, OSHE’s Office of Licensure performs a preliminary facial review for completeness. If information is missing or formatting is incorrect, the office may notify the institution to rectify issues before formal evaluation. When the petition is deemed complete, OSHE initiates a 30-day comment period: a notice of the petition is circulated so that other New Jersey institutions may review the proposal and submit comments or objections within 30 days. The petitioning institution is given an opportunity to respond to any comments after the period ends. Concurrently, OSHE may determine that an external site visit or consultant review is necessary. An expert evaluator (or team) may be appointed to assess the proposed programs, facilities, academic plans, and financial stability on behalf of the state. The evaluator’s report will be factored into the decision process. The institution should be prepared to host a site team and to provide additional documentation if requested. OSHE staff will also verify that the petition meets all baseline State standards of quality, fiscal viability, and State higher education plan alignment. This stage may take several months, as feedback is incorporated and any deficiencies must be addressed by the applicant.

Additional Review – After the internal and consultant evaluations, the licensure petition is forwarded to the New Jersey Presidents’ Council (NJPC) for academic program review and recommendation. The NJPC’s Academic Issues Committee examines new academic degree programs to ensure they meet New Jersey’s quality and mission standards. Each proposed degree program is reviewed for consistency with the institution’s mission and unnecessary duplication in the state. The Presidents’ Council will vote on whether to recommend approval of the petition (and any specific degree programs) to the Secretary. This external peer review step is mandated by statute for all new degree-granting institutions and degree program proposals in New Jersey, and while the Council’s recommendation is non-binding, it is a significant input to the Secretary’s decision. During this phase, the institution may need to address any concerns raised by peer institutions or the Council (for example, making clarifications on curriculum, faculty, or demonstrating market need for the programs).

Licensure Decision – Following the NJPC review, the Secretary of Higher Education makes the final determination on licensure. OSHE conducts a final evaluation incorporating the Council’s recommendation and all findings. A formal written decision is then issued by the Secretary. If approved, the institution will receive a Licensure Letter and Certificate confirming it is licensed to offer the specific degree programs listed. Initial licensure for a brand-new in-state institution is typically granted as a provisional license for 3 years (initial term not exceeding three years by regulation) before requiring renewal. The approval may include conditions, such as a requirement to achieve accreditation candidacy or other milestones within a certain timeframe. The license will enumerate the approved degree levels/programs and any special provisos. Upon licensure, the institution must not exceed the scope of programs authorized; offering additional degrees or majors beyond what was approved is prohibited without further OSHE review. If the petition is denied, the Secretary’s letter will explain the reasons, and the institution may have an opportunity to revise and reapply or appeal as provided by state regulations.

Continuous Compliance – Once licensed, the institution enters an ongoing compliance period. It must operate in adherence to all standards in N.J.A.C. 9A:1 (Licensure Rules) and any conditions of licensure. Key obligations include: maintaining academic and financial standards, promptly reporting substantive changes, and submitting required reports. New Jersey requires every licensed institution to file an Annual Report each year by August 31, which includes updated enrollment data, program changes, accreditation status, student outcomes, and other information demonstrating continued compliance. (A specific annual report format is provided by OSHE, covering the July 1–June 30 period, due within 30 days after June 30) Additionally, licensed institutions must pay an annual licensure fee in the second and subsequent years of the initial licensure period until they achieve full accreditation. For example, a small institution pays $250 per year during this provisional period. Schools are expected to achieve accreditation by a USDOE-recognized agency within the initial licensure term – state regulations tie full licensure status to obtaining accreditation. Institutions must seek OSHE approval for any major changes: e.g., adding a new degree program, changing the institution’s mission or name, relocating the campus, or changing ownership all require prior notification and in many cases a formal amendment to the license (with applicable fees). The OSHE Office of Licensure and NJPC continue to monitor institutions; the school must cooperate with any site inspections or audits by state representatives and maintain records in accordance with state rules. Failure to comply with state requirements can result in probation or revocation of the license. In extreme cases (e.g. disorderly closure of the institution), New Jersey law provides protections for students – licensed schools should have contingency plans for teach-outs and record preservation, including maintaining surety or other financial protections if required by the Secretary.

Renewal – A New Jersey institution’s initial 3-year license must be renewed for the institution to continue operating beyond the provisional period. The re-licensure petition should be submitted about 8 months before the license expiration. The renewal process generally mirrors the initial petition (updated with current data): the school must demonstrate it still meets all standards and has complied with any conditions (for example, making progress toward accreditation or maintaining good standing with accreditors). The OSHE will review the renewal petition, which may also involve Presidents’ Council input if new programs or mission changes are proposed. If renewal is approved, the school will receive an extended license term of up to 5 years. Thereafter, subsequent renewals occur on a 5-year cycle. Institutions should calendar the re-application deadline to ensure timely submission (state rules currently require filing 8 months in advance, and OSHE’s FAQ emphasizes at least 8 months lead time for renewals). The renewal application must be accompanied by a renewal fee (for example, $500 for a small institution) and any applicable program review fees. Note: After an institution achieves full accreditation, annual interim licensure fees may no longer apply, but the institution will still submit annual reports and undergo periodic renewal. Always refer to the latest OSHE fee schedule and guidelines when preparing a renewal to ensure all required materials and payments are included.

Checklist of Required Items

• Incorporation Documents: Proof of New Jersey incorporation (e.g. certified articles of incorporation)
• Licensure Petition: Completed petition covering all required points (accreditation status, mission, governance, program plans, etc.)
• Academic Catalog & Curriculum Plans: Draft catalog with detailed descriptions of each proposed degree program, course offerings, academic policies, and student services
• Faculty Information: List of proposed faculty and instructors with their qualifications (CVs, degrees, relevant experience); description of faculty hiring and evaluation processes
• Financial Statements: Independent audited financial statements for the past 3 years (or for existing institutions, the three most recent fiscal years) demonstrating financial stability
• Governing Board and Ownership Info: Documentation of the institution’s ownership or sponsorship, trustees/board members, and governance structure (including bylaws or equivalent)
• Facilities Plan: Information on campus facilities (location address, classrooms, labs, library/resources, equipment, and any campus lease or deed) to show adequacy for the proposed programs
• Accreditation Plan: If not already accredited, a plan/timeline for achieving accreditation candidacy and full accreditation (New Jersey expects new degree institutions to become accredited within a specified timeframe)
• Surety/Teach-out Plan: (If applicable) any required student protection measures such as a tuition bond or teach-out agreement. Note: While not explicitly mandated as a pre-licensure item for degree colleges, recent laws on institutional closure suggest having a contingency plan. If OSHE requests a closure bond or letter of credit for student records and refunds, be prepared to obtain one.
• Fee Payment Receipts: Proof of payment for all required fees (submission fee, any program review fees per degree level, etc.) to avoid processing delays

Fees & Timelines
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Vocational and Career Schools (Non-Degree)

Process

Overview – Private postsecondary schools offering occupational training (non-college-credit, non-degree programs) to the public in New Jersey must obtain a Certificate of Approval from the NJDOE/NJDOL before operation. New Jersey defines a “private career school” as a privately owned postsecondary school that provides training for the workforce and charges tuition or fees. This includes trade schools, technical institutes, and other job training providers. Such schools are subject to the Private Career School Act (N.J.S.A. 34:15C-10.1) and corresponding regulations (N.J.A.C. 6A:19-7 and N.J.A.C. 12:41). Important: Certain entities are excluded – for example, programs offered by employers exclusively for their employees (with no tuition) or courses that are purely avocational/recreational are not within this approval requirement. If your school will enroll the general public and train students for jobs or licensure (e.g. medical technician courses, cosmetology, IT certificates, truck driving, etc.), you must follow this licensing process.

Confirm Jurisdiction – Determine that no other New Jersey agency already regulates your school’s specific program. Some vocational programs fall under other oversight: for instance, cosmetology schools are licensed by the State Board of Cosmetology; casino dealer schools must be licensed by the Casino Control Commission. If your institution will be offering such programs, you must obtain the appropriate professional school license first (e.g. a cosmetology school license) before or in parallel with seeking the general private career school approval. Most other job-training programs (medical assisting, IT, business, trades, etc.) require the NJDOL/NJDOE approval. If in doubt, contact the Training Evaluation Unit for guidance on whether your school is a “qualifying school” under N.J.S.A. 34:15C-10.1.

Application Packet – Download and complete the Private Career School Initial Application packet from the NJ Department of Labor & Workforce Development. The packet contains detailed instructions and required forms from both NJDOL and NJDOE. It includes sections for Administrative Requirements (NJDOL) and Programmatic Requirements (NJDOE) that must be addressed. Key components of the application include:

• A signed Application Form and Statement of Assurances (notarized) attesting the school will comply with all state rules.
  
  
• Ownership and Management information: list of owners, directors, and managerial staff with resumes and Staff Data Forms for each. Owners and the school director typically must also provide three reference letters attesting to their integrity and competence.
  
  
• Instructor Qualifications: Staff Data Forms for all instructors, including evidence they meet minimum education/experience criteria for their field (generally, instructors need at least 4 years of recent experience in the occupation to be taught, or relevant credentials) and have completed any required teacher training (NJDOE requires instructors to complete a course in curriculum and instruction). You will need to attach copies of certifications or licenses instructors hold if applicable (for example, an RN license for a nurse instructor).
  
  
• Curriculum Outlines: A complete curriculum for each program/course offered, with detailed syllabi. Each curriculum must align with a nationally recognized standard or industry standard for that occupation. Include a Curriculum Assessment Checklist (provided in the packet) for each program, and if no external standard exists, convene an Advisory Board of at least 3 experts to review and endorse the curriculum. Each program should be assigned a CIP code (Classification of Instructional Programs code) as required by NJDOE. Be prepared to show program objectives, course descriptions, length of program (in clock hours), and how the training leads to employment.
  
  
• School Catalog: A draft student catalog/handbook that includes all required student disclosures and policies. This typically must cover the school’s admissions requirements, program descriptions, tuition and fees, cancellation and tuition refund policy, grading policy, attendance requirements, code of conduct, and any student services like placement assistance. (The application packet provides a Sample School Catalog as a template)
  
  
• Facility and Safety Documents: Proof that the school’s physical facilities are safe and suitable for training. You must obtain a Certificate of Occupancy from the local municipality for the school space, a current Fire Inspection certificate, and a Health/Sanitation inspection certificate if applicable (for facilities like culinary or health training labs) These must be included in the application to demonstrate the location is approved for educational use. Also include a floor plan or description of the instructional space, and an equipment list for each program (tools, machinery, computers, etc., as required to meet the curriculum competencies).
  
  
• Financial Capacity: While the initial application may not require full financial statements, you should be prepared to show that the school has the financial resources to operate. The application will ask for the school’s projected budget or financial plan. Additionally, state law requires a tuition performance bond (see below) which serves as financial protection for student tuition.
  
  
• Other Approvals (if applicable): If any of the programs offered fall under another agency’s oversight, include copies of approvals or licenses from those agencies. For example, if offering a Licensed Practical Nurse (LPN) program, attach the New Jersey Board of Nursing approval; for Certified Nurse Aide, attach NJ Department of Health approval. These external approvals are mandatory for certain programs and must be obtained as part of your overall licensing effort.
  
  

Obtain Tuition Bond – Secure a surety bond in the amount of $20,000 payable to the State of New Jersey (Commissioner of Labor and Workforce Development) as a tuition performance bond. This bond is a protection for students in case of school closure or violations – it can be used to refund prepaid tuition or cover record-keeping in the event the school ceases operations. The bond must be executed with an authorized surety company. In the application, you will need to provide the bond company name and bond number and submit the original bond document upon approval. The bond must remain in effect continuously as long as the school is operating. (During renewal every two years, you will provide proof the bond is still active. If the bond issuer cancels, they must give 30 days notice to the state, and the school’s approval would be in jeopardy without a replacement bond.)

Fee Payment – Prepare to pay the required application fee. New Jersey’s initial private career school application fee is $1,150 per school site, covering a two-year approval period. This fee is non-refundable. It must be paid by certified check or money order (no personal/company check) to the “Treasurer, State of New Jersey”. The application packet will instruct you to mail this payment to the NJDOL’s Accounting office along with a payment transmittal form. Do not send the fee to NJDOE; it goes directly to NJDOL (Attention: Erica Slaughter, Division of Accounting, or current address as specified). Be sure to include a copy of your payment receipt or money order stub in the application package for tracking. Note: The fee covers the review of the application and the initial two-year Certificate of Approval; separate fees apply later for renewal.

Submit Application – Submit the completed application with all supporting documents to the NJDOL Training Evaluation Unit (TEU). As of 2023, NJDOL uses an online system called IntelliGrants (IGX) for application submissions and tracking. Providers already on the Eligible Training Provider List (ETPL) are prompted to use this system. If you are a new provider, you may need to request access or instructions from the TEU (via email) to submit through the portal. In some cases, initial applicants may be allowed to submit via email. The official guidance is to email the application documentation to the TEU at TrainingEvaluationUnit@dol.nj.gov. (Large files may be shared via a secure drive link if instructed.) Simultaneously, you must email all academic program materials to NJDOE’s Private Career School Unit at privatecareerschools@doe.nj.gov. This dual submission ensures both agencies receive the parts they are responsible for. The application packet specifies the addresses: typically, the Administrative portion (forms, ownership, bond, etc.) goes to NJDOL, and the Educational portion (curricula, instructor info) goes to NJDOE, but in practice you should submit the whole packet to both unless directed otherwise. After submission, confirm that your fee payment has been received by NJDOL; the review will not proceed until the fee is processed.

Review & Evaluation

Administrative Review (NJDOL) – The NJDOL Training Evaluation Unit will review the business and administrative components of your application. This includes verifying the ownership information, financial stability, bonding, compliance with student record regulations, and that all required policies (refund policy, attendance, etc.) are in place. NJDOL will evaluate whether the school has adequate record-keeping systems and consumer protections per N.J.A.C. 12:41. They may check the backgrounds of owners/directors to ensure no prior violations in other states. NJDOL staff will likely contact you for any clarifications or to request missing items during this phase. Site Visit: The TEU, often jointly with NJDOE staff, will conduct an on-site inspection of the school facility. During this visit, they verify the classroom setup, equipment, safety certificates, and overall suitability of the space. They also ensure the school’s stated location and resources match the application. Any deficiencies noted (e.g. missing first-aid kits, inadequate lighting, etc.) will be communicated for correction before approval.

Programmatic Review (NJDOE) – In parallel, the NJDOE Private Career School Unit reviews the academic and programmatic components. NJDOE will scrutinize each curriculum to ensure it meets educational standards and truly prepares students for employment. They confirm that each program has clear objectives, sufficient hours, qualified instructors, and, where applicable, that it aligns with industry certifications or licensing requirements. Instructor qualifications are verified against the regulatory criteria (for example, teachers have the required experience and have taken the NJDOE-approved pedagogical course). NJDOE may require adjustments to curricula (for instance, increasing hours for certain topics, or adding an externship component) based on best practices. The advisory board letters (if no national standards) are reviewed to ensure experts have vetted any custom curriculum. The school catalog and student disclosures are checked to confirm compliance with student consumer information regulations. NJDOE will correspond with you if any program changes are needed or if additional information is required (such as providing sample lesson plans or assessment methods).

Deficiency Corrections – After initial reviews, NJDOL/NJDOE will typically send an evaluation report or list of deficiencies if the application is not 100% in order. The school will be given an opportunity to correct issues or submit additional documentation. This iterative process continues until both agencies are satisfied that all requirements are met. Common items that may need revision include: adjusting refund policy language to meet state formula requirements, clarifying job placement assistance services, fixing any incomplete forms, or increasing the surety bond if needed. Respond promptly and fully to any such requests to avoid delay.

Additional Approvals – If your application indicated programs requiring special board approvals (e.g. nursing, cosmetology, security officer training), the final career school approval may be contingent on securing those credentials. NJDOL may hold off on finalizing your license until you submit, for example, the NJ Board of Nursing vocational program approval for your nursing aide course. Make sure you initiate those separate approvals early, as they can be time-consuming. Provide copies of any licenses or accreditation that your school has (some private career schools opt to seek accreditation from a body like ACCET or COE; while not required for state approval, it’s positive information to include).

Licensure Decision

Once both NJDOE and NJDOL are satisfied that all standards are met, they will coordinate to issue the Certificate of Approval. The Commissioner of Labor and Workforce Development and the Commissioner of Education jointly grant approval of the private career school. You will receive an official Certificate of Approval document (and an accompanying approval letter) indicating that the school is licensed as a “qualifying school” under state law. The certificate will list the school name, address, and the effective dates of approval. Initial Approval Term: The first approval is valid for 2 years from the date of issue. The certificate is non-transferable – it is issued to the specific owner(s) and location. It must be prominently displayed at the school where students and visitors can see it. Along with the certificate, NJDOL will assign your school an identifying code and add your institution to the state’s Eligible Training Provider List (ETPL) if you intend to accept workforce funding. At this stage, your school is officially authorized to begin advertising and offering classes in the approved programs. (Note: If any programs were not approved, those must not be offered until separate approval is obtained.) In some cases, the approval may come with conditions or limitations – for example, a requirement to not exceed a certain enrollment until a larger facility is obtained, or a requirement to report specific performance metrics. Review any conditions in the approval letter carefully and ensure compliance.

Continuous Compliance

After obtaining the Certificate of Approval, the school must continuously adhere to all applicable rules to maintain its good standing. Key ongoing responsibilities include:

• Student Records & Data: Maintain a permanent student record for each enrollee, including personal details, enrollment dates, completion or termination date, licensing exam results (if applicable), and job placement info. New Jersey requires that the school have a record retention plan on file, detailing how student records will be kept accessible even if the school closes. Typically, this means designating a custodian of records or an external repository in the event of closure. It is critical to keep student transcripts and records up to date and secure.
  
  
• Instructional Quality: Continue to employ instructors and staff who meet state qualifications. If staff changes occur, new instructors should submit Staff Data Forms and be approved (ensure they meet the 4 years experience rule or hold appropriate licenses). Curricula should be kept current with industry standards; any substantive curriculum changes may need NJDOE notification or approval. The school should maintain any industry partnerships or advisory boards to keep training relevant.
  
  
• Compliance Inspections: The school must remain open to monitoring visits. State officials from NJDOL or NJDOE can inspect facilities, classes, equipment, and records at any time during operating hours. These visits may be announced or unannounced. Always ensure your facilities are in the same condition as described in your application (clean, safe, with all required equipment). Keep copies of all licenses (fire, health, etc.) and your Certificate of Approval posted or readily available for inspectors.
  
  
• Advertising & Enrollment Practices: All advertising and student recruitment must be truthful and in compliance with N.J.A.C. 12:41-2.4 rules. Do not make misleading guarantees of employment. Use the school’s approved name in all marketing (if you wish to add a DBA name, you must get it approved). Admission standards must be followed as stated; maintain documentation that each student admitted meets any prerequisites (like high school diploma or equivalent, if required for your programs).
  
  
• Tuition Bond Maintenance: Maintain the required $20,000 surety bond continuously. If the bond’s amount or issuer changes, inform the TEU. The bond must stay active – if a bond cancellation notice is received, you must replace the bond or risk suspension of your approval. Additionally, ensure your refund policy is executed correctly: if students withdraw, refunds must be made according to the state-approved schedule – failing to issue timely refunds is a compliance violation that can trigger bond payout or penalties.
  
  
• Reporting & Performance: Submit the mandated Annual Report to NJDOL each year. The annual report (covering July 1 – June 30) is due by July 30th and collects data on your outcomes: student enrollments, completions, job placements, and any licensing exam pass rates. It also requires a copy of every student’s transcript (which can be voluminous, but this is required by law). These reports allow the state to calculate your performance metrics for the Consumer Report Card (a public “scorecard” of training provider outcomes). Consistently low performance (for instance, very low job placement rates) can lead to probation or loss of approval, as New Jersey aims to ensure quality training outcomes. Also, report any changes in tuition or fees to the state, since they track costs on the ETPL.
  
  
• Changes & Updates: If the school intends to make significant changes – such as relocating to a new site, adding a new program, changing the school’s name or ownership – you must notify and seek approval from NJDOL/DOE in advance. A change of school ownership triggers a requirement for a new application (the approval is not transferable to new owners). New locations or branches also require a separate application or an addendum approval before you start classes at the new site. Even adding a new course under an already approved program requires curriculum submission to NJDOE for approval. Always consult the TEU if you are contemplating changes, to follow the correct procedure.
  
  
• Enforcement: Be aware that the Commissioners of Labor and Education have the authority to revoke or suspend your Certificate of Approval if the school is found violating any laws or rules, or if it is found to be financially unsound. Before revocation, you would receive a written notice of issues and an opportunity to correct them or show cause. It’s far better to stay proactive and in communication with regulators if any problem arises (for example, if your bond lapses or if an unanticipated shutdown were to happen, work with the state on a teach-out plan). Maintaining compliance will ensure smooth renewals and the longevity of your approval.
  
  

Renewal

Renewal Cycle – Private career school approvals must be renewed every 2 years to remain valid. The renewal process is essentially a re-validation that your school continues to meet all requirements. Timing: Submit a Renewal Application at least 90 days before your current Certificate’s expiration date. (For example, if your approval expires June 30, you should file the renewal by the end of March.) NJDOL will typically send a reminder or the renewal forms, but you are responsible for adhering to the deadline even if no reminder is received. Failure to apply 90 days prior may result in a lapsed approval.

Renewal Application Contents – The renewal form will ask for updates to all major areas: current enrollment numbers, any changes in programs or staff, updated instructor lists, and summary of outcomes from the previous two years. You must show that you maintained compliance (e.g., submitted annual reports, kept bond coverage, etc.). Include any revised school catalog if policies were updated. If the school has undergone changes (new director, different facility, etc.), provide the new documentation. Essentially, treat the renewal like a shorter version of the initial application – reviewers will verify that curricula are still up to standard, instructors are qualified, facilities remain acceptable, and performance standards are being met. If you have added programs or locations since initial approval, ensure they were formally approved; if not, you must include them in the renewal request (which could convert it into an “initial” application for that new program/location).

Renewal Fee – A $900 renewal application fee is required for each 2-year renewal cycle. Like the initial fee, this is paid via certified check or money order to the State Treasurer. Include proof of this payment with your renewal submission. (Note: if you opened an additional campus location, a separate renewal fee might apply for each site.) The renewal fee is slightly lower than the initial fee, reflecting the continued nature of the approval.

Review and Outcome – NJDOL/DOE will review the renewal submission. They may also consider your school’s track record (complaints filed, audit results, student outcomes). If there have been any compliance issues or complaints, be prepared to document how they were resolved. Generally, if a school has operated in good standing, renewal is granted without a site visit; however, regulators can choose to conduct another site inspection or audit as part of renewal, especially if concerns exist. Once approved, you will receive an updated Certificate of Approval with a new expiration date (two years out). It’s crucial to maintain your bond and other credentials continuously through the renewal – any gap could pause your renewal. If for some reason a renewal is denied, you would be notified of the reasons and given an appeal opportunity under the Administrative Procedure Act. Most often, denial would stem from serious issues like unaddressed compliance violations or sub-par performance outcomes.

Keep in mind that approved schools must continue renewing biennially. There is no point at which the approval becomes permanent without renewal (unlike degree colleges which eventually go on a 5-year cycle, career schools remain on a 2-year cycle). Mark your calendar for each renewal well in advance.

Checklist of Required Items

• Completed Initial Application Form (with all required fields, signed and notarized Statement of Assurances)
• Ownership and Management Info: List of owner(s) and director(s) with Staff Data Forms, resumes, and reference letters. Include organizational charts if available.
• Instructor Roster: Staff Data Forms for all instructors, with copies of relevant licenses/certifications and evidence of required teacher training (for example, course completion certificate for “Curriculum and Instruction” course).
• Student Catalog: A complete school catalog or student handbook meeting NJDOE guidelines (admissions criteria, program descriptions, schedules, tuition and fees, refund policy, grading, conduct, etc.).
• Curriculum Package for Each Program: Detailed curriculum outline, including objectives, course titles, hours, and methods of evaluation. Indicate the CIP code for each program and attach the Curriculum Assessment Checklist. Include any Advisory Board letters validating curricula that lack external standards.
• Facility Documents: Copy of current Certificate of Occupancy for the training site; Fire Inspection Certificate (from local fire marshal); Health/sanitation certificate if applicable. Also, a list of major equipment and supplies for each program to demonstrate adequate resources (e.g. computers, medical lab equipment, tools).
• Financial Protection: $20,000 Tuition Performance Bond document (or binder) naming NJDOL Commissioner as obligee. Provide bond company name, address, and bond number on the application form.
• Other Agency Approvals: Copies of any required program-specific approvals (Board of Nursing, Department of Health, etc.) for programs you intend to offer. If none, state “Not Applicable.”
• Application Fee Payment: Certified check or money order for $1,150 to “Treasurer, State of NJ”. Include a photocopy of the check and send the original as directed.
• Supporting Policies and Forms: Attach any required supplemental policies such as the school’s Complaint Resolution Policy, sample enrollment agreement, and any advertising or promotional materials you have (some packets ask for a sample advertisement or website printout to review for compliance).
• Renewal Applications: (For renewals) Include updated versions of the above, plus evidence of compliance (e.g. last two annual reports filed, proof bond is current, summary of any changes since last approval). Renewal also requires the $900 fee payment.

Fees & Timelines
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State Exemptions

Certain institutions and programs are exempt by law from the above approval requirements, either for degree licensure or career school certification. The following categories are recognized exemptions in New Jersey:

1. Religious Seminaries and Theological Schools – Institutions devoted exclusively to religious education that confer only ecclesiastical or religious degrees (e.g. Bachelor of Divinity, Master of Theology) are not subject to OSHE licensure for those programs. New Jersey statute explicitly permits bona fide seminaries to grant divinity or sacred theology degrees independently, provided they do not offer other secular degrees (and do not misrepresent their degrees as academic credentials in fields like law or medicine). (Example: A seminary granting Bachelor of Theology and Doctor of Sacred Theology degrees for clergy training can operate without a state license under 18A:68-2.)
   
   
2. Institutions Regulated Under Other State Laws – Schools, colleges or training providers that are approved or licensed by other New Jersey agencies or laws do not need duplicate licensure through OSHE or NJDOL. This includes: public or independent colleges established by State charter (which operate under separate statutes); elementary and secondary schools (K-12 private schools approved by DOE); and any private vocational school explicitly licensed by another law. For example, state-certified cosmetology schools (licensed by the NJ Board of Cosmetology), driver training schools (licensed by MVC), or nursing schools under the Board of Nursing are not required to obtain a separate NJDOL career school certificate for those same programs. Their oversight falls under their respective governing laws. In short, if a program is already fully regulated by a different State entity, the school may be exempt from the general postsecondary approval.
   
   
3. Employer In-House Training – Companies training their own employees are exempt, as long as the training is offered at no cost to the employees and no profit to the employer. This covers corporate training programs or apprenticeship-style instruction provided internally. For instance, a large corporation’s internal professional development courses or a union’s apprenticeship training for members do not require state career school licensing, because the training is not open to the general public and is not a profit-seeking educational enterprise.
   
   
4. Avocational and Recreational Schools – Schools offering instruction that is purely avocational, cultural, or recreational in nature are not required to be licensed as career schools. These are programs not intended to prepare students for employment. Examples: hobby photography classes, dance schools, personal enrichment courses, language classes for personal interest, etc. Even if tuition is charged, as long as the course is not vocational (job-oriented) and not part of career preparation, it falls outside the scope. (If however a course incidentally could lead to employment but is very short—e.g. a 1-day seminar on Excel—regulations generally exempt those under 3 days in length) The key test is whether the program’s objective is occupational skill development; if not, licensure is not needed.
   
   
5. Other State-Licensed Professional Schools – In addition to colleges and K-12, New Jersey recognizes that certain postsecondary career programs are governed by independent licensing boards. For example, licensed private trade schools for casino gaming (dealing, gaming operations) must be licensed by the Casino Control Commission and therefore are exempt from NJDOL’s process absent other programs. Similarly, any school offering medical or health professional training that requires approval by the NJ Department of Health or other agency would be exempt from dual regulation (though often these schools voluntarily seek inclusion on the ETPL). Always verify: if your training falls under a specialized state license, that route is pursued instead of the general approval. (Note: Many traditional trade programs like HVAC or automotive repair do not have a separate state board, so they do require the NJDOL/NJDOE approval.)
   
   
6. Out-of-State Distance Education Providers – (For completeness) Institutions that are based outside New Jersey and offer all instruction online to NJ residents without any physical presence in New Jersey are exempt from the OSHE licensure petition requirement. Instead, they must register with OSHE and pay a per-program or per-course fee for distance learning approval. This exemption category is for out-of-state colleges offering purely online programs. (If they establish a physical site or engage in on-ground instruction in NJ, they lose this exemption.) – This item is not an in-state institution exemption, but a note on interstate distance education.
   
   

Each exemption is strictly defined. Institutions should carefully confirm eligibility for an exemption before forgoing the licensing process. When in doubt, consult the respective state agency. Schools that operate without required approval can face legal penalties, so use these exemption categories only if you clearly fit the criteria. Even if exempt, some schools voluntarily obtain licensure (for example, religious colleges may choose licensure to confer secular degrees, or exempt training providers might seek listing on ETPL which requires approval). New Jersey’s regulators can provide guidance if your status is uncertain

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