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

Licensing Agency

Oregon Higher Education Coordinating Commission (HECC)
— Office of Degree Authorization (ODA) – regulates private degree-granting colleges and universities
— Private Career Schools (PCS) Unit – licenses private non-degree career, vocational, and technical schools

Agency Contact - Degree Granting Institutions

Office of Degree Authorization, HECC
3000 Center St NE, Suite 320, Salem, OR 97301
Phone 503-947-5716 | Email oda.info@hecc.oregon.gov

Agency Contact - Career and Vocational Schools

Private Career Schools Unit, HECC
255 Capitol St NE, Salem, OR 97310
Phone 503-947-5715 | Email pcs.info@hecc.oregon.gov

Degree-Granting Institutions

Process

• Confirm Need for Authorization – Any private college or university physically located in Oregon that offers associate, bachelor’s, master’s, or doctoral degrees must secure ODA approval before advertising or instruction.
• Pre-Application Consultation – Email ODA to schedule an orientation call; staff outline statutory standards (ORS 348.592–615; OAR 583-030) and fee schedule.
• Prepare Application Package – Compile: institutional incorporation documents; proof of U.S. Department of Education-recognized institutional accreditation (or detailed plan and timeline to achieve candidacy); full academic catalog with degree requirements, admissions, grading, and refund policies; curriculum outlines for each proposed degree; faculty résumés showing appropriate credentials; audited financial statements (or pro forma budget for new schools); documentation of Oregon facilities (lease/deed, floor plan, fire/safety inspection); student complaint procedure; draft enrollment agreement; and a proposed teach-out plan.
• Application Submission – Complete ODA’s “Initial Degree Authorization” form, attach all documents, and email a searchable PDF plus one printed copy to ODA.
• Fees Payment – Mail a check for the non-refundable $5,000 institutional application fee + $1,000 per degree program requested. (If the school lacks accreditation, an additional $2,000 provisional fee applies.) Fees for required external peer reviewers and on-site evaluators are invoiced later at cost.
• Review & Evaluation – ODA conducts a desk review, then assembles an external peer review team (academics with subject expertise) to examine curricula, faculty, library resources, and governance. The team produces a written report; ODA shares findings and required corrections with the applicant.
• Site Visit – An ODA staff member and at least two peer reviewers visit the Oregon campus to verify facilities, student services, and recordkeeping.
• Additional Review – Programs leading to Oregon professional licensure (e.g., nursing, teacher education) must secure approval from the appropriate state licensing board; evidence of that approval must be provided before final authorization.
• Licensure Decision – When all standards are met, the HECC executive director issues a Provisional Authorization (valid up to three years) or Regular Authorization (five-year term if already accredited). The authorization letter lists approved degrees and any conditions.
• Continuous Compliance – Authorized colleges must: maintain accreditation; abide by Oregon’s tuition refund rules; keep a surety bond of at least $25,000 (higher if prepaid tuition exceeds $250,000); submit an Annual Data Report each October; and request ODA approval before adding programs, relocating, or changing ownership.
• Renewal – Six months before the authorization term ends, submit a renewal application, updated catalog, recent audit, and pay the $2,500 renewal fee + $500 per degree. Programs may be re-reviewed; an on-site visit may be required.

Application

Single PDF to ODA email + hard copy by mail; address and instructions provided in the application packet.

Fees Payment

Checks payable to Oregon Higher Education Coordinating Commission; electronic payment arranged on request.

Checklist of Required Items

• Completed ODA application form
• Accreditation proof or candidacy plan
• Institutional charter & Oregon registration
• Academic catalog and student handbook
• Curriculum outlines for each degree
• Faculty list with credentials
• Audited financials or start-up budget
• Facility documents & safety inspections
• Surety bond certificate
• Teach-out plan
• Complaint policy & enrollment agreement
• Initial application fee payment

Fees & Timelines

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Vocational and Career Schools

Process

• License Requirement – Any private, non-degree school that charges tuition for career training longer than 16 clock hours must be licensed by the PCS Unit.
• Orientation Webinar – PCS strongly advises attending its free monthly webinar for prospective applicants.
• Compile Application Materials – Needed: PCS “New School Application” form; draft school catalog; course outlines with objectives and hour breakdown; instructor résumés (minimum three years recent industry experience or relevant credentials); financial statement or start-up budget; building lease/deed and fire inspection report; sample enrollment agreement; and a surety bond equal to 10% of projected annual gross tuition (minimum $10,000).
• Submit Application & Fee – Mail hard-copy packet plus $2,000 initial application fee (check) to PCS, Higher Education Coordinating Commission.
• Staff Desk Review – PCS staff check completeness and compliance with OAR 715-045 rules (curriculum, advertising, refunds, placement assistance).
• Site Evaluation – An education specialist conducts an on-site visit to verify facilities, equipment, and records readiness.
• Additional Review – Programs in regulated trades (e.g., massage therapy, CDL) must also obtain approval from the relevant Oregon licensing agency before PCS will authorize them.
• Licensure Decision – If standards are met, PCS issues a Private Career School License valid for one year, listing approved programs and tuition caps.

Continuous Compliance – Schools must: maintain the bond; use only Board-approved catalog, contract, and advertising; comply with 72-hour student cancellation and pro-rata refund rules; file quarterly enrollment/placement reports; and obtain PCS approval for program changes or new locations.

Renewal – Annual renewal application and $800 fee due 60 days before license expiration. Renewal requires updated catalog, current bond, and financials.

Application

Paper submission only; originals with signatures and notary stamps as directed.

Checklist of Required Items

• PCS new-school form (notarized)
• Catalog & enrollment agreement draft
• Course syllabi / hour charts
• Instructor résumés & licenses
• Financial statement or budget
• Facility documents & fire clearance
• Surety bond (10 % projected tuition, ≥ $10k)
• Advertising samples
• Payment of $2,000 fee

Fees & Timelines
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State Exemptions

1. Institutions granting solely religious degrees for clergy or theological purposes.
   
   
2. Public colleges, universities, and community colleges established by Oregon law.
   
   
3. Training offered only to an employer’s own employees at no tuition charge.
   
   
4. Apprenticeship programs approved by the State Apprenticeship & Training Council.
   
   
5. Avocational or recreational instruction not leading to employment (e.g., hobby classes).
   
   
6. Short seminars or workshops lasting 16 clock hours or less in a calendar year.
   
   
7. Programs licensed or approved by another Oregon agency (e.g., cosmetology).
   
   
8. Out-of-state distance-education providers with no Oregon physical presence that operate under the State Authorization Reciprocity Agreement (SARA).

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