Oklahoma: A Step By Step Guide to Obtain State Approval for a Private Post Secondary Institution

Licensing Agency

Oklahoma’s postsecondary oversight is split between two authorities: the Oklahoma State Regents for Higher Education (OSRHE) – which authorizes private degree-granting colleges and universities – and the Oklahoma Board of Private Vocational Schools (OBPVS) – which licenses private non-degree career, vocational, and trade schools.

Agency Contact - Degree Granting InstitutionsOklahoma State Regents for Higher Education – State Authorization Coordinator: Elizabeth Walker
Phone: 405-225-9100
Address: 655 Research Parkway, Suite 200, Oklahoma City, OK 73104

Agency Contact - Career and Vocational Schools Oklahoma Board of Private Vocational Schools – Director: Nora House
Phone: 405-528-3370
Address: 3700 N. Classen Blvd., Suite 250, Oklahoma City, OK 73118

Degree-Granting Institutions 

Process

Oklahoma law requires any private college or university offering degree programs to secure authorization from OSRHE before operating in the state (unless the institution meets a statutory exemption). Key steps include:

• Confirm Eligibility – The institution must be incorporated in Oklahoma and hold institutional accreditation from a U.S. Department of Education-recognized accrediting agency. Unaccredited entities cannot operate as degree-granting schools in Oklahoma.
• Determine Exemption Status – Certain institutions (e.g. those granting solely religious degrees for faith-related purposes) may be exempt from OSRHE oversight. Review Oklahoma Statutes (70 O.S. §4103–4104) to verify if the school qualifies for an exemption.
• Prepare Application – Request the OSRHE initial authorization application packet by email (ok.stateauth@osrhe.edu). Complete all required forms and compile supporting documents (proof of accreditation, Oklahoma incorporation documents, academic program catalogs, faculty qualifications, financial statements, etc.).
• Submit to OSRHE – Send the completed application with a $500 application fee (check payment) to OSRHE. Applications must be submitted in full (including all materials and fee) to be accepted for review.
• Staff Review – OSRHE staff evaluate the application for completeness and compliance with state standards. If information is missing or policy requirements are not met, the institution is notified in writing and given an opportunity to correct deficiencies. Incomplete or non-compliant applications will not advance to approval.
• State Regents Approval – Once an application is deemed complete and in compliance, OSRHE staff present it at the next State Regents’ meeting for approval. The State Regents (OSRHE board) vote on authorizing the institution.
• Pay Authorization Fees – Upon approval, OSRHE issues an invoice for the remaining fees: an Initial Authorization Fee ($2,500), plus a Location Fee ($1,000 per Oklahoma campus location). Private institutions are also assessed a Student Tuition Recovery Fund payment ($2,500 initial). These must be paid (by check) within 30 days.
• Authorization Issuance – Once all required fees are paid, OSRHE provides official written confirmation of authorization. The authorization is generally valid for one year (through the end of the next academic cycle). The newly authorized school is added to OSRHE’s list of approved institutions and may then begin enrolling students in Oklahoma.

Application – The OSRHE initial authorization application is obtained by request (via email) and typically submitted as a hard-copy or electronic packet as instructed, along with the required fee payment by mail. All materials must be in order before OSRHE will process the application.

Fees Payment – A non-refundable $500 application fee is due with the application. After approval, the institution pays the $2,500 initial authorization fee plus $1,000 for each in-state instructional site. In addition, each private institution contributes an initial $2,500 to the Student Tuition Recovery Fund (a state-maintained fund to protect students). All fees are paid by check upon invoicing, and authorization is not finalized until fees are received. Annual renewals carry a $500 application fee, a $2,000 re-authorization fee, the $1,000 location fee per site, and a recurring STRF payment (0.25% of annual Oklahoma tuition revenue, minimum $250).

Review & Evaluation – OSRHE focuses on academic quality and financial stability. Staff verify that the school’s accreditation is current and that the application demonstrates compliance with Oklahoma’s minimum standards. If the application is complete and satisfactory, it moves to the State Regents for final evaluation and vote. If standards are not met, OSRHE will not forward the request for approval; the school may appeal a non-compliance finding or reapply with corrections.

Additional Review – If a private institution also offers non-degree programs (certificates/diplomas), it must obtain a separate OBPVS license for those vocational programs. Coordination between OSRHE and OBPVS is required in such cases, ensuring the school meets both agencies’ rules. Out-of-state public institutions must similarly seek OSRHE authorization for any physical presence in Oklahoma (unless operating under a reciprocity agreement like SARA). Fully religious institutions (offering only religious/theological degrees) are generally exempt from OSRHE’s authorization and accreditation mandates per state law.

Licensure Decision – OSRHE’s authorization decision is typically made at a scheduled State Regents meeting. After a vote to approve, the institution is issued a formal Authorization Letter/Certificate specifying the approval date and term. The authorization certificate serves as the state’s confirmation that the institution may legally offer the approved degree programs in Oklahoma. If an application is denied, OSRHE will provide reasons and the institution may have an opportunity to remedy issues or appeal, but cannot operate until authorized.

Continuous Compliance – Once authorized, degree-granting institutions must remain in good standing. Accreditation must be maintained at all times (loss of accreditation or other critical approval can lead to revocation of state authorization). Schools must adhere to all OSRHE policies, including consumer protection rules (truthful marketing, financial responsibility, etc.) and participation in the tuition recovery fund. Any substantive changes (such as institutional ownership changes or campus relocations) should be reported to OSRHE. Authorized institutions are required to renew authorization annually, meet any new state requirements, and promptly notify OSRHE of major developments (e.g. accreditation probation, program additions, or closures). Failure to comply with state standards or statutory requirements can result in OSRHE denying renewal or revoking authorization after due notice.

Renewal – State authorization for private colleges must be renewed each year. OSRHE will provide a re-authorization application packet (with instructions and an invoice for the $500 fee) to each authorized institution, typically near the end of the calendar year. The complete renewal application is due by May 1. Schools are encouraged to apply early; missing the deadline or required elements can jeopardize the authorization. The renewal process mirrors the initial authorization: submission of updated information, payment of annual fees, staff review, and State Regents approval. A $2,000 re-authorization fee (plus any applicable location fees and STRF payment) will be invoiced upon approval each cycle. If a school files a timely renewal application, its current authorization remains valid until OSRHE acts on the renewal. Once re-authorized, the school receives confirmation and continues operation without interruption for another year (through the following summer term).

Checklist of Required Items (Degree-Granting)

• Completed OSRHE authorization application form (signed by an authorized officer)
• Proof of Oklahoma incorporation (certificate of incorporation or domestication)
• Documentation of current institutional accreditation status
• Academic catalog or program descriptions (detailing courses, degree requirements, policies)
• Faculty roster with qualifications (degrees, CVs, and relevant experience)
• Financial documentation (recent audited financial statements or equivalent evidence of stability)
• If applicable, state license or charter from home state (for out-of-state institutions)
• Payment of required fees (application fee submitted; ability to pay authorization and fund fees upon approval)
• Note: A surety bond is not required for degree-granting colleges; instead, Oklahoma uses the Tuition Recovery Fund for student protection.

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

Process

Private postsecondary schools offering non-degree programs (vocational, technical, career training) must be licensed by the OBPVS before advertising or instruction begins (unless exempt by law). The licensing process for career schools is as follows:

• Determine Necessity of License – Confirm that the school’s offerings meet the definition of a private vocational school (primarily occupational training, postsecondary in nature, and charging tuition). If uncertain, use the OBPVS License Wizard tool or consult OBPVS staff. Schools should also review statutory exemptions (Title 70 §21-101.1) to see if the program type or sponsor might be exempt from OBPVS oversight.
• Initial Orientation – OBPVS encourages prospective applicants to first review the “New School Application Orientation” materials and the FAQ for Applying Schools on the OBPVS website. This gives an overview of requirements, forms, and common questions.
• Gather Forms & Materials – Download the official New School License Application form and all required supplemental forms from the OBPVS site (or request a packet by mail for a $25 fee). The application packet includes a one-page checklist of all components needed. Acquire any needed attachments such as course outlines, instructor qualification forms (e.g. Form 1150CM for administrators, Form 1280CM for curriculum), financial statements, and facility information.
• Complete the Application – Fill out the OBPVS application form fully, following all instructions. All required signatures must be notarized. Prepare supporting documents: a proposed school catalog (detailing programs, policies, tuition and fees, etc.), detailed course outlines for each program, instructor résumés and credentials, financial solvency documentation, and a copy of the required surety bond. Oklahoma requires each private vocational school to secure a surety bond or certificate of deposit (the amount is set by the Board, typically based on school size/tuition volume) to ensure student tuition refunds if the school closes.
• Submit Hard-Copy Application – Printed application materials must be submitted to the OBPVS office by mail or in person. Include all attachments and the appropriate application fee payment. (Electronic or online submission is not available; original documents with notarizations are required.) For a new school, the initial license application fee is $1,284 (this covers review of the catalog and enrollment agreement). For a new branch campus or a change of ownership, the fee is $321 (treated as a new application). Payment is typically made by check or money order to the OBPVS.
• Initial Review (120-Day Clock) – When OBPVS receives the application, a statutory 120-day review period begins. OBPVS staff conduct a detailed desk review of all materials to ensure compliance with Oklahoma’s Private Vocational Schools Act and rules. If the staff find missing items or areas of non-compliance, they will send the applicant a written list of deficiencies or required corrections (usually via email with an attachment). The school must then address each item and resubmit the updated documents. OBPVS staff will re-review the submission as many times as needed within the 120-day window. (If OBPVS’s own review is delayed, the 120-day count starts when staff actually begin reviewing.)
• Site Inspection – For in-state schools, once the paper application is complete and acceptable, OBPVS will schedule an on-site facility inspection. An OBPVS representative visits the school location to verify the facilities, equipment, and class setup meet the required standards (safe environment, proper instructional resources, etc.). The site visit is typically coordinated with the school in advance.
• Licensure Approval – If the school passes the site inspection (or if an out-of-state distance education school has no physical site to inspect), OBPVS will issue the license. The approval consists of a physical license certificate for the school (to be displayed at the main campus) and an official approval letter listing all OBPVS-approved programs, along with each program’s title, length, and total tuition/fees. A branch campus, if licensed, receives a similar approval letter. This license grants the school legal authority to operate those specific programs in Oklahoma. (If an application ultimately fails to meet requirements, the Board may deny the license, though applicants are given opportunities to correct issues before denial.)

Application – License applications to OBPVS must be submitted in hard copy with original signatures and notarization where required. The complete packet is mailed or delivered to the OBPVS office in Oklahoma City. Email or online submission is not accepted for initial licensure. Schools may correspond with OBPVS staff via phone or email for guidance, but the formal application and accompanying fee must be on paper. Keep a duplicate copy of everything submitted for your records. OBPVS will date-stamp the application upon receipt, which starts the review timeline.

Fees Payment – Initial License Fees: $1,284 for a new standalone school (or an ownership change treated as new); $321 for each new branch campus license. These fees cover the entire evaluation process (including catalog and enrollment agreement reviews). No additional fees are required during the application review stage. Optional fees: If the school chooses to employ solicitors (recruiters who go off-campus to recruit students), each solicitor must be licensed for a $200 fee (per person, first year; $100 annually thereafter). Other nominal fees include $0.25/page for any record copies requested from OBPVS and $25 if you request a full hard-copy application packet from the Board. Surety Bond: A bond (or CD) in an amount determined by OBPVS must be filed before the license can be issued (the bond amount typically correlates to a percentage of annual tuition revenue, ensuring funds for student refunds if the school closes). Renewal Fees: After licensure, schools pay an annual renewal license fee based on tuition revenues (see Renewal section below for scale). All fees are set by law or Board rule (70 O.S. §21-106). Payments are made via check to the OBPVS and must accompany applications or other requests as required.

Review & Evaluation – OBPVS evaluates applications against minimum standards in several areas: quality of instruction and curriculum, instructor qualifications, adequacy of facilities and equipment, advertising practices, financial stability, student refund policies, etc. During the initial desk review, staff ensure every required form and document is submitted and properly completed. They will verify that course outlines match the program descriptions, instructor credentials meet the teaching requirements, the school’s financials indicate sufficient stability, and that the enrollment agreement and catalog contain all mandated student protections (such as refund policies, grievance procedures, etc.). If anything is lacking, OBPVS provides the school an itemized correction notice. The evaluation is iterative – staff and the applicant may go through multiple rounds of revisions until all standards are met. Only when the application file is fully compliant will the license be granted. The OBPVS Board itself typically delegates routine approvals to staff, but any complex cases or potential denials may be brought to the Board’s attention for a decision.

Additional Review – Out-of-State Institutions: OBPVS also licenses online or distance-learning schools based outside Oklahoma if they are offering vocational training to Oklahoma residents (and are not covered by a reciprocal agreement). Such schools follow the same application steps, though site visits may be waived or done virtually. Other Agency Overlaps: If a program falls under another state agency’s oversight (for example, a nursing assistant program regulated by the nursing board), OBPVS will generally require the school to be licensed but will defer to the other agency’s specific curriculum or certification standards to avoid duplication. The school may need to show evidence of that agency’s approval. Exemption Confirmation: Schools that believe they are exempt can request an official determination or apply for an exemption ruling from OBPVS (by providing documentation for the claimed exemption category). OBPVS staff are available to clarify any ambiguity around exemption claims.

Licensure Decision – OBPVS strives to complete initial license approvals as efficiently as possible. Once staff are satisfied that an application meets all requirements and any required site visit is successful, the Executive Director of OBPVS finalizes the approval. The school will receive a license certificate and an accompanying letter enumerating the approved programs and their details. The license for a new main campus is assigned a unique number and is valid until the next June 30. If the Board were to deny a license (due to unresolved deficiencies), the school would be notified in writing of the reasons and would not be allowed to operate. However, denial is rare after the iterative review process – OBPVS usually allows applicants to correct issues rather than outright rejecting an application.

Continuous Compliance – Licensed vocational schools must operate in strict accordance with OBPVS regulations:

• License Term & Renewal: The private school license expires annually on June 30. To continue operating, schools must remain in compliance and submit a renewal application by June 1 each year. If a renewal is filed on time, the current license stays valid until OBPVS acts on the renewal.
  
  
• Annual Training: OBPVS mandates that each licensed school send a representative to a yearly training workshop or webinar (typically held in spring). Failure to attend the training results in a fine and requirement to complete a make-up training session.
  
  
• Changes & Approvals: Any significant changes must be reported to OBPVS, often in advance. This includes changes in school name or location, additions of new programs, modifications to the catalog or enrollment agreement, changes in ownership, or key staff (director) changes. Many changes require OBPVS approval before implementation (e.g. a new program or location needs an application and fee for approval; a revised catalog must be submitted with a $50 review fee prior to use).
  
  
• Student Protection: Schools must maintain their surety bond or deposit as long as they are licensed. They must follow state rules on cancellations and refunds, maintain student records, and avoid deceptive advertising. Complaints from students can be filed with OBPVS, and the school is expected to address any compliance issues promptly.
  
  
• Accreditation (Optional): OBPVS does not require vocational schools to be accredited by an outside agency. However, if a school attains accreditation, it must still uphold OBPVS requirements. (Accreditation can be beneficial if the school later seeks to offer degrees or federal financial aid, but it is separate from state licensure.)
  
  
• Enforcement: OBPVS can investigate schools for compliance. Licenses can be revoked or not renewed if a school is found violating laws or failing to meet standards (after being given notice and opportunity to correct issues). Minor infractions may result in fines or corrective orders, while serious issues could lead to suspension of enrollment or license revocation to protect students.

Renewal – Annual Relicensing is required for all private career schools. Each year, by June 1, schools must submit a renewal application with updated information and pay the renewal fees. OBPVS sends out renewal forms in advance (typically in the spring). The renewal application will ask for updated catalogs, current financial statements, enrollment data, and any changes from the previous year. Renewal Fee: The annual license renewal fee is based on the school’s tuition revenue from Oklahoma students in the prior year. It is a sliding scale (for example: $700 for schools with up to $50,000 in tuition; up to $1,500 for schools with $3 million or more in tuition, with tiers in between). Schools must calculate and pay the fee according to their revenue bracket, submitting documentation of tuition if required. Additionally, any solicitor licenses must be renewed ($100 per recruiter for the second and subsequent years). The renewal materials and fees are reviewed by OBPVS; if everything is in order and the school remains compliant, OBPVS will issue a renewed license valid July 1 to June 30 of the next year. Late Renewal: If a school fails to submit a complete renewal by the deadline, the license lapses on June 30. Late submissions may incur a late fee and the school must cease new enrollments until the license is reinstated.

Checklist of Required Items (Vocational Schools)

• Completed OBPVS License Application form (notarized signature of owner or director)
• Proposed School Catalog (student policies, program descriptions, tuition/fees, admission and refund policies)
• Course Outlines for each program (listing of subjects and hours)
• Instructor qualification forms and supporting documents (instructor résumé, transcripts, licenses/certifications for each instructor; administrator qualifications form for school director)
• Financial statements or proof of financial stability (may include balance sheet, income statement, or CPA letter)
• Surety Bond or CD (in the amount required by OBPVS, with documentation filed to the Board)
• School ownership and governance information (articles of incorporation, list of owners/major shareholders or controlling entity, and governance structure)
• Facility information (for in-person schools: campus address, floor plan or description of facilities, proof of occupancy such as lease or deed)
• Enrollment Agreement form (draft of the contract to be signed by students, outlining cancellation and refund terms)
• Fee payments (application fee for new license; for renewal, revenue-based fee and any applicable change fees)
• Any additional items specified by OBPVS on the application checklist (such as advertising materials or compliance affidavits)

Fees & Timelines (Vocational Schools)
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State Exemptions

Under Oklahoma law, certain education providers are exempt from the OBPVS licensing requirements (and in some cases OSRHE authorization), meaning they do not need to obtain a state private school license. The term “private school” does not include the following categories of institutions:

1. Schools Regulated by Other State Agencies – Schools such as barber or cosmetology schools, or any others that are exclusively licensed or regulated under a different state-specific school licensing law. (These institutions may opt for a OBPVS license for state authorization, but it is not required if they fall completely under another agency’s jurisdiction.)
   
   
2. FAA-Approved Flight Schools – Flight instruction programs that are subject to federal aviation regulations and oversight by the FAA are exempt from OBPVS licensing.
   
   
3. Accredited Primary/Secondary Schools – Parochial, private, or other nonpublic schools offering general education at the K-12 level, which are approved or accredited by the State Board of Education, the State Board of Career and Technology Education, or the State Regents for Higher Education. (This ensures standard elementary/secondary schools are not treated as postsecondary vocational schools.)
   
   
4. Company, Organization, or Religious Training – Educational or training programs that are provided in-house and at no charge by certain entities, including:
   
   
   
   • an employer for the training of its own employees;
     
     
   • a professional organization (for the professional development of its dues-paying members);
     
     
   • a sectarian religious institution devoted to training that is solely for religious or theological purposes as an intrinsic part of the mission of that church or organization;
     
     
   • or any training program offered by an entity and fully funded by public taxes (state or local), such as certain government-funded job training initiatives.
     
     
5. Avocational and Hobby Schools – Programs of instruction that are offered solely for personal enrichment, avocation, hobby, recreation or leisure, and not for career objectives, as approved by OBPVS. (Examples might include purely hobbyist art classes, dance lessons, etc., that do not lead to vocational credentials.)
   
   
6. Professional License Exam Prep or Continuing Education – Courses or programs designed for professional licensing preparation or ongoing continuing education when an alternate state regulatory agency has complete authority over those programs. In other words, if another Oklahoma state agency approves or certifies a specific pre-licensing or CE program (e.g. real estate pre-licensing courses overseen by the Real Estate Commission), that program is exempt from OBPVS licensing, regardless of subject matter, as long as the other agency maintains full jurisdiction.
   
   
7. Postgraduate Certificate Programs – Specialized post-baccalaureate certificate programs offered by an institution that already has approval for that program from another state agency or an accrediting body recognized by OBPVS. (These particular advanced programs, often for professionals, don’t require separate OBPVS licensing if they are accredited or state-approved elsewhere.)
   
   
8. Short Seminars or Workshops – Short-duration training sessions provided by an entity not primarily in the education business. To qualify, the seminars must be for personal or general skills development and must total no more than 24 hours of instruction per calendar quarter. (These might be occasional workshops by companies or community groups that are incidental to their main business and are not part of an ongoing vocational curriculum.)

Schools or programs falling into any of the above categories may operate without a private school license from OBPVS. However, if there is any uncertainty about exemption status, it’s advisable to contact OBPVS for an interpretation. Institutions that are exempt may still voluntarily seek licensure if they desire (for example, to meet federal aid requirements), and OBPVS can license them in such cases without enforcing certain requirements like the bond.

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