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

Licensing Agency

Ohio State Board of Career Colleges and Schools – the state agency responsible for authorizing private postsecondary career institutions in Ohio (degree and non-degree), ensuring they meet legal standards before operating.

Agency Contact
Ohio State Board of Career Colleges and Schools
30 East Broad Street, Suite 2481
Columbus, OH 43215
Phone: (614) 466-2752 or Toll-Free (877) 275-4219
Executive Director: John Ware (for inquiries)
Email: bpsr@scr.state.oh.us

Degree-Granting Institutions

Process

Ohio law requires private postsecondary career schools (for-profit or nonprofit) to secure a Certificate of Registration from the State Board of Career Colleges and Schools before advertising or offering instruction, unless the institution qualifies for an exemption. Degree-granting institutions follow the same core licensing steps as non-degree schools, with additional degree-specific requirements (such as accreditation and state degree authorization):

• Determine Exemption Status – First, verify if the institution is subject to Board oversight or falls under an exemption in law. Certain entities (for example, bona fide religious colleges or schools already authorized by other state agencies) may be exempt (see “State Exemptions” below). If exempt, formal Board licensure may not be required, though voluntary registration is optional in some cases.
  
  
• Plan for Degree Authorization – If the school intends to award college degrees (associate, bachelor’s, etc.), ensure it meets additional prerequisites. Ohio requires that any institution offering degree programs obtain institutional accreditation from a U.S. Department of Education-recognized accrediting agency. For baccalaureate, master’s, or doctoral programs, the school must also secure a Certificate of Authorization from the Ohio Department of Higher Education (through the Chancellor) for those degree programs. The Board will coordinate this step as part of the application review for degree-granting schools.
  
  
• Prepare Application Materials – Gather all required documentation per Board rules. This includes: proof of incorporation and ownership information; program descriptions and curricula (outlining courses, credit hours, and degree requirements); faculty credentials (résumés, academic qualifications for instructors); a school catalog or student handbook (policies on admissions, attendance, grading, refunds, etc.); financial statements or projections demonstrating stability; documentation of school facilities (campus address, building occupancy certificate and fire inspection reports for classrooms); and a surety bond (minimum $10,000 coverage, or higher based on prepaid tuition volume) payable as required by the Board. If degree programs are proposed, include proof of accreditation status or a detailed plan/timeline for achieving accreditation.
  
  
• Online Application Submission – Create an account in the Board’s online licensure portal (EDvera). Complete the initial school application for a Certificate of Registration, entering all requested information about programs, personnel, and operations. Upload the supporting documents compiled above. (Note: Do not send fees with the application; fees will be calculated and invoiced by the Board after application review.)
  
  
• Fees Payment – After submission, the Board will invoice the institution for all applicable fees. The costs include the base registration fee (which is revenue-based – new schools must estimate first-year gross tuition to determine the fee) and a program authorization fee for each proposed program. New degree-granting schools are also assessed an annual Student Tuition Recovery Fund fee of $500 (for the first five years) to protect students in case of closure. All fees are payable to the “Treasurer, State of Ohio” and are non-refundable. (Refer to the “Fees & Timelines” table for specific fee amounts and schedules.)
  
  
• Review & Evaluation – Board staff will examine the application for completeness and compliance with Ohio Revised Code Chapter 3332 and associated administrative rules. They will verify that the school meets standards for academic quality, instructor qualifications, financial soundness, and student protection (e.g. acceptable refund policy, advertising practices, etc.). As part of the evaluation, onsite visits or facility inspections are typically conducted for new schools to ensure the physical premises and equipment are adequate for the programs offered. If any deficiencies or missing information are found, the Board will notify the applicant to provide corrections or additional materials.
  
  
• Additional Review (Cross-Agency) – For certain programs or ownership situations, external approvals may be required before final licensure. For example, if a proposed program leads to a state-licensed profession (such as nursing, cosmetology, truck driving, etc.), the program may need approval from the respective Ohio licensing board or agency. The State Board may refer the school to obtain such programmatic approvals during the review process. Degree program approval is handled in conjunction with the Ohio Department of Higher Education: the Board will forward valid degree program proposals to the Chancellor’s office for academic review. The degree programs must receive the Chancellor’s certificate of authorization (confirming they meet state educational standards) before the Board will grant final program authorization.
  
  
• Licensure Decision – Once all requirements are satisfied, the State Board of Career Colleges and Schools will vote on the application at a scheduled public Board meeting. If approved, the Board issues the Certificate of Registration to the school, which serves as the official license to operate. The initial certificate for a new institution is valid for one year (considered a provisional period). The license document will enumerate the approved programs (by title and credential level) that the school is authorized to offer. If the Board denies the application or defers action, the school will receive an explanation and may have an opportunity to remedy issues or appeal, pursuant to Ohio’s administrative procedures.
  
  
• Continuous Compliance – After licensure, schools must remain in full compliance with all Ohio laws and rules. The institution must operate strictly within the terms of its certificate (approved location(s) and programs). Any substantive changes — such as adding a new program, changing the school’s name, relocating the campus, or undergoing a change of ownership — require prior Board approval through a formal application or notification. Schools are required to maintain the student protection surety bond for a minimum of five years after initial licensing (or longer, depending on the amount of prepaid tuition on hand) unless relieved by the Board upon demonstration of financial responsibility. Each year, schools must submit an Annual Report (covering the fiscal/academic year July 1 – June 30) by the fall deadline, reporting enrollment data, completion rates, and other requested information; failure to file timely can result in fines or disciplinary action. Schools must also ensure that all recruiting agents or admissions representatives are individually permitted by the Board (agent permits are two-year licenses for personnel engaged in student solicitation). The institution is expected to adhere to standards for advertising, fair student recruitment (under an ethical code of conduct), maintenance of student records, and refund of tuition in accordance with Ohio Administrative Code requirements.
  
  
• Renewal – To continue operating beyond the initial one-year term, a school must renew its Certificate of Registration. Renewals are due biennially (every two years) after the first year. The school should submit a renewal application (through the online portal) at least 60 days before the current certificate expires. Updated documents — such as current financial statements, revised catalogs or course offerings, faculty updates, and proof of ongoing accreditation (for degree schools) — must accompany the renewal. The renewal license fee (for the next two-year period) and program fees must be paid upon invoicing. The Board will review compliance history, any complaints, and any changes since the last approval as part of the renewal evaluation. If a renewal application is late or incomplete, the school may incur a late fee (10% of the renewal amount) or risk a lapsed license. Upon approval of renewal, the Board issues an updated two-year certificate. This biennial renewal cycle continues thereafter for the life of the institution.
  
  

Checklist of Required Items (Degree-Granting School Application):

• Completed online application form (institutional profile and program details)
• School catalog or student handbook (outlining admissions, curriculum, policies)
• Program curricula and degree plans (with course descriptions and credit/clock hours)
• Faculty list with qualifications (degrees, licenses, and résumés for instructors)
• Financial statements or projections (evidence of fiscal stability to sustain the school)
• Surety bond in required amount (minimum $10,000 coverage)
• Facilities information: proof of building safety compliance (certificate of occupancy, fire inspection) and campus ownership or lease documents
• Accreditation status or plan (for schools proposing degree programs, provide proof of institutional accreditation or candidacy plans)
• Any required external program approvals (if applicable, e.g. nursing board approval for an RN program)
• Fee acknowledgement (understanding that all requisite fees – registration, program, fund assessments – will be paid upon invoicing)
  
  

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

Process

Non-degree postsecondary institutions – such as vocational, trade, or career training schools that grant certificates or diplomas instead of academic degrees – follow the same general application process through the State Board of Career Colleges and Schools. They must obtain a Certificate of Registration prior to operation, unless covered by an exemption. The steps mirror those for degree-granting schools: confirming exemption status, preparing required documents, submitting the online application, paying fees, undergoing Board review, and obtaining approval at a Board meeting. However, vocational schools do not have to meet degree-specific requirements like higher education authorization or institutional accreditation. The focus for non-degree school approval is on the quality and job relevance of the training programs rather than collegiate degree standards.

• Determine Need for License – Verify that the school’s programs fall under the Board’s jurisdiction and are not exempt. (For example, short-term avocational courses or corporate training for employees might be exempt from Board regulation.) If the school is a privately owned career training institution offering occupational education to the public for a tuition, it will need to be licensed by the Board.
  
  
• Prepare Application Materials – Compile the necessary documentation much as a degree school would. Non-degree applicants must provide descriptions of each certificate or diploma program (curriculum outlines, objectives, and length of program), instructor qualifications, a student catalog with school policies, financial capability information, facility safety documents, and a surety bond ($10,000 minimum coverage). Because no degree programs are offered, accreditation proof is not required for initial licensure; however, the school should still demonstrate that it has adequate instructional resources and qualified staff for its vocational programs.
  
  
• Submit Online Application – Complete the new school application via the Board’s EDvera online portal, listing all non-degree programs. Upload all supporting documents (catalog, curriculum, instructor credentials, occupancy and fire inspection reports for the training site, etc.). As with all applications, fees will be invoiced later – no upfront payment is sent with the submission.
  
  
• Fees Payment – The fee structure for vocational schools is generally the same as for degree schools, with the registration fee based on the school’s size (tuition revenue) and program fees for each course of study. Non-degree programs (certificate or diploma programs) carry an annual $150 program authorization fee per program. Because vocational institutions often project smaller tuition revenues, they may fall in the lower tiers of the sliding-scale license fee. The $500/year Student Tuition Recovery Fund assessment for the first five years and any applicable agent permit fees also apply to non-degree schools. All invoiced fees must be paid to the Treasurer, State of Ohio as directed.
  
  
• Review & Evaluation – Board staff will review the application for completeness and ensure the school’s proposed programs meet minimum standards for career training. In evaluating a vocational school, emphasis is placed on practical training facilities and equipment, curricula that impart job skills, and the school’s plans for student services such as job placement assistance. A site visit is usually conducted to verify that classrooms, labs, or workshops are properly equipped and compliant with health and safety regulations. The Board will also check that advertising is truthful and that the tuition refund policy meets state requirements. Any issues found must be resolved before proceeding to Board decision.
  
  
• Additional Review – Generally, purely vocational programs do not require approval from the Ohio Department of Higher Education. However, if a program leads to a state occupational license or certification (e.g., an EMT certificate requiring Department of Public Safety approval, a cosmetology program requiring Cosmetology Board approval), the Board will coordinate to ensure the school obtains the necessary endorsement from that relevant agency. The Board may withhold final approval of those specific programs until proof of external program approval is provided. Aside from program-specific external reviews, the licensing of non-degree schools is handled entirely by the Board of Career Colleges and Schools.
  
  
• Licensure Decision – The Board will include the completed vocational school application on the agenda of a forthcoming Board meeting (schools are advised to observe the submission deadlines posted by the Board to be considered for a given meeting). At the meeting, the Board may approve or deny the Certificate of Registration. Upon approval, the school receives a one-year Certificate of Registration listing all approved certificate/diploma programs. With this license, the school can legally operate and advertise those programs in Ohio. (If the Board denies the application, the school will be informed of the reasons and the process for rectifying deficiencies or appealing the decision.)
  
  
• Continuous Compliance – Licensed vocational schools must adhere to the same ongoing requirements as degree schools. This includes maintaining the surety bond coverage for at least five years, contributing annually to the Student Tuition Recovery Fund, filing the Annual Report each year with updated enrollment and outcomes data, and keeping all information current with the Board. Any planned changes – adding or discontinuing programs, relocating the training site, changing the school’s name or ownership – must be reported to and approved by the Board in advance. Schools must also license their admissions agents and follow the Board’s standards for advertising, recruitment, recordkeeping, and refund practices. Notably, while accreditation is not mandated for a purely non-degree school, if the school later decides to pursue degree programs, it would then need to obtain accreditation and additional state authorization at that time.
  
  
• Renewal – The renewal process for non-degree institutions is identical in timing and procedure to that for degree-granting institutions. After the initial one-year license, the school must apply for renewal every two years. The renewal application (submitted online) should include any updated catalogs, financials, instructor lists, and proof of compliance. The renewal fee (based on the school’s revenue bracket) and program fees for each forthcoming year are invoiced and must be paid. Provided the school remains in good standing and submits a complete renewal application on time, the Board will issue a two-year renewal of the Certificate of Registration, allowing the vocational school to continue its operations without interruption.
  
  

Checklist of Required Items (Vocational School Application):

• Completed online application (for Certificate of Registration) with all school and program details
• School catalog or brochure (outlining program offerings, admission requirements, rules, and refund policy)
• Curriculum outlines for each certificate/diploma program (including program length, courses, and objectives)
• Instructor information (résumés, relevant certifications or work experience in the field being taught)
• Evidence of financial stability (e.g. balance sheet, budget, or financial statement)
• Surety bond ($10,000 minimum coverage or higher as determined by rule)
• Facility compliance documents (certificate of occupancy for the training location, fire safety inspection approval)
• Any required state agency approval for specialized training programs (if applicable, e.g. Ohio Medical Board approval for a massage therapy program)
• A statement of compliance with Ohio Administrative Code rules (e.g., that the school will adhere to advertising and refund standards)
• Fee arrangement acknowledgment (understanding that fees for registration, program authorization, fund, etc., will be invoiced and must be paid before final approval)

Fees & Timelines (Vocational/Non-Degree Schools)
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State Exemptions

The following types of institutions or educational programs are exempt from the requirement to be licensed by the State Board of Career Colleges and Schools under Ohio law (Ohio Rev. Code §3332.02). These do not need a Certificate of Registration from the Board:

1. Employer Training (Tuition-Free) – Courses or schools offered by an employer exclusively for its own employees, at no tuition charge (in-house employee training programs).
   
   
2. Nonprofit Colleges with Authorization – Nonprofit institutions that have a Certificate of Authorization from the Ohio Department of Higher Education, or those nonprofit institutions expressly exempted from needing such certificate under law (including certain religious colleges as noted in law).
   
   
3. Public Institutions Established by Law – Schools, colleges, technical colleges, or universities that are established by Ohio law or chartered by the Chancellor of Higher Education (this covers public state institutions and those with a state-issued charter).
   
   
4. Programs Regulated by Other Agencies – Courses of instruction that are required to be approved or licensed by another state board or agency. (Examples: cosmetology programs overseen by the Ohio State Cosmetology and Barber Board, nursing programs under the Ohio Board of Nursing, etc.) Note: While such programs are exempt from Board of Career Colleges oversight, the school offering them may still opt to seek a Board certificate of registration for other programs or for general purposes.
   
   
5. Schools under Department of Education Standards – Private schools for which minimum instructional standards are prescribed by the Ohio Department of Education and Workforce pursuant to law. (This generally refers to certain career-technical programs operated under the supervision of the state education authorities.)
   
   
6. Public High School Programs – Courses of instruction conducted by a public school district or a consortium of public school districts (e.g., adult education programs run by public K-12 systems).
   
   
7. Out-of-Country Programs – Courses of instruction offered entirely outside the United States. (Educational programs conducted in a foreign country are not subject to Ohio’s state licensure requirements.)
   
   
8. Certain Accredited Degree Institutions – Private institutions that are specifically exempted by Ohio law (ORC 3333.046) from regulation as proprietary schools. In practice, this exemption covers certain accredited institutions that were authorized to grant degrees in Ohio as of a particular date, freeing them from oversight under Chapter 3332.
   
   
9. Contract Training by Outside Providers – Training courses provided by outside service providers under contract, exclusively for a company’s employees, with the employer paying the training costs. (This differs from item 1 in that the training is delivered by a third-party provider, but since it is closed to the public and employer-funded, it is exempt.)
   
   

If an institution believes it falls under one of these exemption categories, it should review the exact statutory language and may consult the Board for confirmation. Institutions that are exempt may still choose to seek voluntary authorization in some cases (for example, to bolster credibility or to enable students to access certain funding), but they are not legally required to be licensed by the Board of Career Colleges and Schools.

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