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

Licensing Agency

Utah Division of Consumer Protection (Utah Department of Commerce) – This is the state agency responsible for authorizing and regulating private postsecondary educational institutions in Utah. The Division of Consumer Protection (DCP) administers the Utah Postsecondary School State Authorization Act, overseeing the registration, compliance, and enforcement for private degree-granting and non-degree postsecondary schools operating in the state. All in-state private postsecondary institutions (colleges, universities, career schools) must be authorized by the DCP unless they qualify for an exemption.

Agency Contact - Degree Granting Institutions

Utah Division of Consumer Protection
Director: Katie Hass (Division Director) – Phone: (801) 530-6601
Mailing Address: PO Box 146704, Salt Lake City, UT 84114-6704
Physical Office: Heber M. Wells Building, 2nd Floor, 160 East 300 South, Salt Lake City, UT

Agency Contact - Non Degree Granting Institutions

Utah Division of Consumer Protection – Postsecondary School Licensing Unit
Contact Person: Marla Winegar, Registrations Manager (Postsecondary Schools)
Phone: (801) 530-6601
Email: mwinegar@utah.gov (for specific state authorization inquiries)
Division Mailing Address: PO Box 146704, Salt Lake City, UT 84114-6704
Physical Address: 160 E 300 S, Salt Lake City, UT 84111 (Heber M. Wells Building)

Degree-Granting Institutions

Process

• Step 1: Prepare Institutional Information – Ensure the school is properly established as a business entity in Utah (or registered as a foreign entity if incorporated elsewhere). Gather all required documentation, such as proof of good standing, lists of academic programs, financial statements, and any accreditation credentials. Review the state’s criteria to confirm the institution does not fall under an exemption and needs state authorization.
  
  
• Step 2: Create a UtahID Account – All applications are submitted online. The institution’s administrators must create a UtahID login (the State of Utah’s online identity system) to access the Division’s licensing portal. Instructions for setting up a UtahID are provided on the DCP website. This account will be used to complete the application and manage renewals.
  
  
• Step 3: Complete the Online Application – Log in to the DCP’s Postsecondary School License online portal (MyLicenseOne system) and fill out the state authorization application for a degree-granting institution. Provide detailed information about the school, including its official name, ownership, campus address, and contact details. The application will ask for specifics on program offerings (each degree program title, credit hours, and total tuition cost), the institution’s accreditation status, and disclosures such as student complaint procedures and refund policies. Attach all required supporting documents (prepared in Step 1) within the online form as instructed.
  
  
• Step 4: Submit Application & Pay Fees – Once the online form is filled out and all exhibits are attached, submit the application electronically. An $850 non-refundable application fee is required at submission for processing (payable through the online portal via credit card or electronic check). Ensure the fee is paid and the submission is confirmed, as the Division will not review the application until payment is received.
  
  
• Step 5: Division Review & Evaluation – The Division of Consumer Protection will conduct a thorough review of the application and documents. Staff reviewers check for completeness and compliance with Utah’s requirements. This includes verifying the institution’s legal status (certificate of existence), evaluating financial statements (an auditor will review the provided financials to determine the school’s financial stability), and confirming any required surety bond or security amount. The Division does not typically require a formal site visit or academic review for state authorization; the review is primarily an administrative and compliance evaluation. If the school is unaccredited, expect closer scrutiny of its ownership, management qualifications, and financial viability. If any part of the application is incomplete or needs clarification, the DCP will notify the applicant to provide additional information or corrections.
  
  
• Step 6: Additional Oversight (if applicable) – In most cases, no other state agency approval is needed for private degree-granting institutions in Utah aside from the DCP’s authorization. However, institutions with certain characteristics may have extra steps. For example, an out-of-state institution establishing a physical presence in Utah must ensure it has registered with the Utah Division of Corporations to do business in the state (and provide a Utah Certificate of Authority or Good Standing). The DCP’s review will include verifying such business registration. (Note: purely online out-of-state universities without physical presence in Utah might not require DCP authorization if they participate in SARA — see State Exemptions below.) Generally, the Division of Consumer Protection is the sole regulatory authority for authorizing private colleges and universities in Utah.
  
  
• Step 7: Licensure Decision – After completing its evaluation, the Division will make a licensure decision. If all requirements are met, the DCP will approve the application and issue a Certificate of Postsecondary State Authorization to the institution. This certificate signifies the school is authorized to operate in Utah and confer degrees. Initial authorization for a degree-granting institution is typically valid for a set period: one year for schools that are not accredited, or two years if the institution is accredited by a U.S. Department of Education-recognized accrediting agency. (Accredited institutions are granted a longer approval term under Utah’s rules.) The effective dates and expiration date will be listed on the certificate. If the application is denied, the Division will provide reasons, and the institution may need to address the issues or appeal as allowed by law.
  
  
• Step 8: Maintain Continuous Compliance – Once authorized, degree-granting institutions must operate in compliance with state regulations at all times. Key ongoing requirements include: notifying the Division within 30 days of any material change in the information provided (such as a change in ownership, a new campus location, a change in accreditation status, or the addition of new degree programs). Schools are required to maintain any surety bond or other security that was mandated (the bond must be kept current annually to protect student tuition). They must also adhere to all student disclosure rules – for example, providing students with clear information on programs, costs, financial aid, and grievance procedures (including how to contact the DCP for complaints). Institutions need to maintain student academic records properly (Utah requires official transcripts and degree records to be kept for at least 60 years in electronic format) and follow any rules regarding ethical advertising and enrollment practices. If the institution plans to cease operations, it must inform the Division in advance (at least 30 days before closing) and provide teach-out or transcript arrangements for students. Continuous compliance is essential to avoid penalties or loss of authorization.
  
  
• Step 9: Renewal of Authorization – An authorized degree-granting institution must renew its state authorization before it expires to continue operating legally. The renewal process is similar to the initial application, completed through the online portal. For accredited schools, renewal is due every two years; for unaccredited schools, it is due annually. The school should begin preparing the renewal application well in advance of the expiration date, gathering updated documents (such as current financial statements, updated program lists, and proof of ongoing accreditation if applicable). A renewal fee of $850 is required with each renewal submission. The Division typically sends a reminder or renewal notice, but the ultimate responsibility to renew on time rests with the institution. Failure to renew by the expiration can result in the authorization lapsing – after which the school would be operating unlawfully and subject to fines (up to $250 per day for operating without a valid certificate). Timely renewal ensures no interruption in the institution’s approval to grant degrees.
  
  

Application

All applications for degree-granting institutions are handled electronically via the Division’s online application portal. After creating a UtahID login, the applicant completes a comprehensive online form. The application will ask for details about the institution’s identity and operations, including: corporate information and ownership, administrative officers, physical campus location(s) in Utah, and instructional offerings. The school must input each academic degree program it intends to offer (including the name of the degree, the total credit hours or length, and total tuition/fees for that program). The institution also indicates whether it is currently accredited (and if so, by which accrediting agency) or seeking accreditation. If the school has never operated before (brand new institution), that will be noted; if it has a prior operating history (in Utah or elsewhere), that should be documented as well.

During the application, the institution will upload various supporting documents (see the Checklist of Required Items below). This typically includes items like the Certificate of Good Standing from Utah’s corporate registry, copies of accreditation certificates or letters (for accredited colleges), and financial documents. The online system allows attachments to be uploaded in PDF or other formats. Applicants should follow the instructions on file naming and required file format (e.g. financial statements may need to be a single PDF file, transcripts in a certain format, etc.).

Once all fields are completed and documents uploaded, the application can be formally submitted. The portal will prompt for the fee payment at that time. After submission, the applicant will receive confirmation (and an application reference number). All further communications from the Division (such as requests for additional information or the final decision) will typically be sent via email or through the portal. The applicant can log in to track the status of the application at any time.

Fees Payment

Application Fees: Utah charges a flat $850.00 fee for each initial application for postsecondary state authorization. This fee is non-refundable and must be paid in full at the time of application submission. Payment is made electronically through the DCP’s online system. The same $850 fee applies to all private postsecondary school types (e.g., for-profit, non-profit, degree-granting or non-degree) and is the standard filing fee for a Certificate of Authorization. There are no separate “license issuance” fees beyond the application fee.

Renewal Fees: Each renewal of the state authorization also requires an $850.00 fee (non-refundable). The renewal fee is the same amount as the initial filing and is due with the renewal application (typically every year or two years, depending on the school’s status). Timely payment of renewal fees is required to keep the authorization active.

Other Fees: Utah does not list additional processing fees such as per-campus fees or per-program fees. There is no stated fee for site visits or background checks in the standard process. However, institutions should be aware of potential financial requirements separate from fees, such as obtaining a surety bond or other security. The surety is not a fee paid to the state, but rather a financial guarantee the school secures (often through an insurance company or bank) for the protection of unearned student tuition. The amount of any required bond will depend on the school’s annual tuition revenues (see below under Surety). Applicants may also incur costs for preparing required documents (e.g., the cost of an independent CPA audit for the financial statements, or credit report fees), but those are not fees paid to the state.

Payment of state fees is typically done via credit card or electronic check within the online application. The portal will generate a confirmation once payment is successfully processed. Always retain fee receipts and confirmation numbers for your records. All fees are payable to the “State of Utah” (the Division of Consumer Protection) and, as noted, are non-refundable even if the application is withdrawn or denied.

Review & Evaluation

Once a complete application and fee are received, the Division’s staff begins the evaluation process. The review encompasses several areas:

• Completeness Check: The staff will first verify that all sections of the application are filled out and all required documents are attached. If something is missing or obviously deficient, they may contact the applicant for corrections before proceeding further.
  
  
• Document Verification: Key documents are verified for authenticity and relevance. For example, the Certificate of Good Standing from the Utah Division of Corporations (or the home state equivalent) is checked to ensure the institution is a valid legal entity. Accreditation documentation (if provided) is confirmed against accreditor records. The list of programs is reviewed to ensure it aligns with the institution’s mission and that no degree titles are misleading or unauthorized (Utah law does not explicitly prohibit unaccredited schools from offering degrees, but the Division will ensure the school is forthright about its accreditation status).
  
  
• Financial Review: The Division’s financial examiner will review the submitted financial statements and supporting financial documents. Utah’s rules require different levels of financial documentation based on the school’s size:
  
  
  
  • New institutions with no operating history must submit a pro forma financial statement (projection of first-year finances) and personal credit reports for owners with significant ownership (20% or more).
    
    
  • Existing institutions must submit their two most recent years of financial statements. Larger schools (annual gross tuition above certain thresholds) are expected to provide audited financial statements prepared by an independent CPA. Midsize schools may provide CPA reviewed statements, and very small schools (with low revenues) can submit compiled or internal financials accompanied by credit reports. The Division checks these to evaluate the school’s financial stability.
    
    
  • Based on this financial review, the Division determines if the institution must post surety. Utah requires a surety bond, letter of credit, or certificate of deposit for many schools as a condition of authorization, unless the financial statements demonstrate strong financial health. The amount is set by rule according to a sliding scale tied to gross tuition revenue (for example, a school with $0–$50,000 in annual tuition may need a $12,500 bond, while a school with $1 million revenue might need $250,000 bond, up to a maximum of $1,250,000 for the largest schools). If required, the applicant will need to secure this bond and provide proof to the Division before final approval.
    
    
• Compliance with Standards: The Division ensures the school will comply with student protection standards in the Act. This includes reviewing the school’s enrollment agreement, cancellation and refund policy, and disclosures. The application may require the school to attest that it will abide by requirements such as providing transcripts to students, maintaining records for the required years, and not engaging in fraudulent or deceptive practices. The Division may also check if any principals of the school have a history of regulatory problems.
  
  
• No External Academic Review: Notably, unlike some states, Utah does not have a separate higher education board that evaluates curriculum or faculty for private institutions. The DCP’s focus is consumer protection and legal compliance. Thus, the evaluation is more about regulatory compliance than academic quality. However, accredited degree-granting institutions will have met academic standards via their accreditor, and unaccredited institutions are generally required to disclose their lack of accreditation to students.
  
  
• Follow-Up Requests: During the review, the Division might reach out with questions or requests for additional information. For example, if something in the financial statement is unclear, or if an attachment was illegible, they will contact the designated representative (often via email or through the portal). Respond to any such inquiries promptly to avoid delay. The review process time frame can vary, but generally the Division aims to process applications expeditiously if everything is in order.
  
  
• Decision Rendering: After completing the evaluation, the Division will approve or deny the application. If approved, the authorization certificate is issued. If there are deficiencies, the Division may give the school an opportunity to correct them, or in cases of major non-compliance, deny the application. In the event of a denial, the school would receive an explanation and may have recourse to appeal or reapply after remedying the issues.
  
  

Overall, the review & evaluation for a degree-granting institution is a detailed administrative process focusing on protecting students and ensuring the institution has the capacity to operate responsibly in Utah.

Additional Review

In Utah, the Division of Consumer Protection’s authorization is the primary requirement for a private postsecondary institution to operate. There is generally no separate academic board approval needed for degree-granting institutions, which simplifies the process to this single-agency review. However, there are a few additional considerations or reviews that certain institutions might encounter:

• Out-of-State Institutions: If an institution chartered in another state seeks to open a campus or physical location in Utah, it must not only obtain DCP authorization but also register as a foreign business entity with the state. While this is not a “review” in the sense of academic evaluation, it is a prerequisite legal step. The Division will check that an out-of-state school has a Utah business registration (certificate of authority) as part of the application review. No separate approval by the Utah higher education system is required, but out-of-state institutions must comply with Utah’s laws like any new school.
  
  
• Accreditation Coordination: An institution that plans to offer degrees may also be pursuing accreditation (if not already accredited). While the DCP does not provide accreditation, the institution should be aware that some states require unaccredited degree schools to eventually achieve accreditation. Utah’s law does not mandate accreditation to receive state authorization; both accredited and unaccredited schools can be authorized (with different renewal periods). There is no additional state board to approve degree programs, but the Division will expect unaccredited schools to be transparent about their status. If the institution is accredited, maintaining that accreditation is crucial. Loss of accreditation would not automatically remove state authorization, but it changes the renewal cycle and could prompt closer scrutiny on renewal.
  
  
• Specialized Programs Oversight: Certain programs may fall under other oversight in addition to the DCP’s authorization. For example, if the institution offers professional programs (e.g., nursing, cosmetology, or real estate courses), there might be a licensing board that regulates program standards or instructor qualifications. The DCP authorization covers the institution’s general operation, but the school may need to get programmatic approval from those boards separately. (For instance, a nursing program might need approval from the Utah Board of Nursing.) These are not part of the DCP’s review, but schools should seek any such approvals concurrently if applicable.
  
  
• Continuous Oversight: After initial approval, the Division’s role continues. The school may be subject to periodic audits or site inspections at the Division’s discretion, especially if complaints arise. While not part of the initial “application” review, this ongoing oversight is a form of additional review to ensure compliance. The Division can investigate student complaints or conduct audits of records to verify that the institution remains in good standing with state consumer protection standards.
  
  

In summary, for in-state private colleges and universities, the DCP’s authorization process is the central hurdle to clear. Beyond that, the institution should ensure it satisfies any business registration requirements and any program-specific regulations in Utah. There is no separate state higher education commission approval required for private degree institutions in Utah – the Division of Consumer Protection serves as the one-stop regulatory authority for state authorization.

Licensure Decision

Approval and Certificate: When the Division of Consumer Protection approves a degree-granting institution’s application, it will issue a formal Certificate of Postsecondary State Authorization. This certificate (sometimes called a registration certificate) will include the institution’s name, campus address, and the term of authorization. Approval means the school is legally permitted to operate and enroll students in Utah and to award degrees as described in its application. The initial certificate’s validity period depends on the school’s accreditation status:

• Unaccredited institutions receive an authorization valid for 1 year from the date of issuance.
  
  
• Accredited institutions (or those that are candidates in the accreditation process, if applicable) receive an authorization valid for 2 years.
  
  

The certificate will note an expiration date. The institution should display or keep this certificate on file as proof of state approval. It is important to understand that Utah’s issuance of this certificate is not an academic endorsement; by law the certificate does not imply the state evaluates the quality of education, only that the school meets the statutory requirements to operate.

Denial: If the Division finds that an application does not meet requirements, they may deny the authorization. Common reasons could include insufficient financial stability (and inability to secure required surety), incomplete documentation that isn’t remedied, the presence of false or misleading information in the application, or the school falling under a category that the state will not authorize. In a denial scenario, the Division will typically provide a written explanation. The institution may have an opportunity to appeal the decision or reapply after addressing the issues. During any appeal, the school cannot legally operate unless it had a prior authorization still in effect.

Timing of Decision: The timeline from submission to decision can vary, but institutions should generally expect a decision within a few weeks to a couple of months after a complete application is submitted. If there are back-and-forth requests for more information, the timeline extends. Utah does not have a fixed statutory deadline for the Division to act, but they strive to process registrations in a reasonable time frame. The decision is communicated via official letter or electronically. Once approved, the certificate is often sent electronically (and a hard copy may be mailed to the school’s address).

Initial Operating Period: Upon receiving the authorization, a new institution can begin operating (enrolling students and offering instruction). The initial licensure period is essentially a probationary timeframe in which the school must adhere closely to all rules, prepare for any future accreditation plans, and build a track record before renewal. The Division may monitor new schools more closely during this first period. If the school was granted a 2-year term due to being accredited, it should maintain that accreditation; if an unaccredited school receives 1-year approval, it should consider making progress toward accreditation (if it plans to pursue it) or ensure it continues to meet state standards for annual renewals.

Overall, the licensure decision marks the transition from applicant to authorized institution. From that point, the onus is on the school to maintain compliance and prepare for the renewal process to extend its authorization beyond the initial term.

Continuous Compliance

After obtaining state authorization, degree-granting institutions must continuously comply with Utah’s regulations to maintain their good standing. Key aspects of ongoing compliance include:

• Maintain Surety & Financial Viability: If the Division required a surety bond, letter of credit, or certificate of deposit, the institution must keep this surety active as long as required. The bond amount may need to be updated at each renewal (it could change if the school’s enrollment and tuition revenue grows). The school must also continue to operate in a financially responsible manner. Updated financial statements will be reviewed at renewal; significant deterioration in financial health without adequate surety could jeopardize renewal.
  
  
• Notify Material Changes: Utah law requires that an authorized school notify the DCP within 30 days of any material change in the information provided in its registration statement (application). Material changes include:
  
  
  
  • Changes in ownership or governance (if the school is sold or if new owners acquire 20% or more stake).
    
    
  • Changes in the institution’s name or the establishment of additional locations/campuses.
    
    
  • Relocation of the main campus or any approved site to a new address.
    
    
  • Significant changes in program offerings (e.g. adding a new degree level or a new field of study not originally disclosed).
    
    
  • Gaining or losing accreditation status.
    
    
  • Any other significant operational change that would have been relevant to the original approval.
    The school should report such changes in writing (an email to the Division or via the portal, as directed). Some changes, like a change of ownership, may require the school to file a new application or an amendment for approval of the new owners.
    
    
• Student Protections and Disclosures: Authorized schools must abide by student consumer protection rules under Utah law:
  
  
  
  • Clearly disclose to each prospective student the institution’s accreditation status, tuition and fees, refund policy, and other key information before enrollment. (The law enumerates specific disclosures that must be in writing to students, including how to file complaints with the Division.)
    
    
  • Maintain a fair and published complaint process for students. The school must make students aware that they can also contact the Utah DCP with complaints.
    
    
  • Adhere to ethical recruitment practices – no false advertising or misleading guarantees of employment.
    
    
  • Provide refunds as required by state law or the school’s policy in a timely manner (Utah expects refunds to be issued within a set period if a student withdraws or if the school closes).
    
    
• Academic Records Maintenance: The institution is required to securely maintain student academic records. Official transcripts, degrees, and diplomas must be retained for at least 60 years in an electronic, searchable format specified by the Division. Other student records (like enrollment agreements, payment records, etc.) must be kept for a minimum of 10 years. The school should have a plan for records retention and backup. In the event of closure, those records must be turned over to the Division or a designated repository.
  
  
• Operational Restrictions: If an institution ever plans to cease operations, there are specific steps to follow. It must notify the Division at least 30 days prior to closure, stop enrolling new students, and inform current students within 14 days of the impending closure with information on how they can complete their education or get refunds. Additionally, the school would need to provide the Division with a closure plan, including transfer of student records and how teach-outs or refunds will be handled. Compliance with these rules is critical to avoid penalties.
  
  
• Renewal Preparation: Compliance is not a one-time concern; authorized schools should be continually preparing for their next renewal. This means keeping documentation up to date so that when it’s time to renew (annually or biennially), the process is smooth. Mark the calendar for at least 90 days before the certificate expires to begin the renewal application.
  
  
• Responding to the Division: The Division of Consumer Protection may periodically reach out for updates or to investigate complaints. Schools must cooperate with any investigations or audits. For instance, the Division can request copies of student transcripts or proof of bonds at any time. A prompt and thorough response is part of remaining in good standing.
  
  

Continuous compliance ensures that the institution retains its authorization and protects its students. Non-compliance can result in enforcement action, which might include fines, suspension or revocation of the state authorization, and other penalties. Thus, maintaining a culture of compliance and monitoring regulatory requirements is an essential part of operating a private degree-granting institution in Utah.

Renewal

Renewal Cycle: In Utah, state authorization for private postsecondary institutions must be renewed on a regular schedule. For degree-granting schools, the renewal interval depends on accreditation:

• Accredited institutions renew every two years.
  
  
• Unaccredited institutions renew every year.
  The Certificate of Authorization issued by the DCP will list its expiration date, and the school should plan to submit a renewal application before that date. It’s prudent to begin the renewal process roughly 60–90 days prior to expiration to allow time for processing (there is no grace period beyond the expiration).
  
  

Renewal Application: The renewal is done through the same online system (using the institution’s UtahID account). The Division typically provides a renewal form or prompts in the portal. The school will need to update any information that has changed and provide current versions of required documents. For example:

• Financial statements: submit the most recent fiscal year-end financial statements (and the prior year’s, if required) with appropriate CPA certification based on revenue.
  
  
• Accreditation status: if the school has attained accreditation or had any change in status since the last filing, include updated accreditation documentation.
  
  
• Program list: update the list of degree programs if any have been added, modified, or discontinued.
  
  
• Surety bond: provide proof of continuation of the bond or other surety (often a continuation certificate from the bonding company) if still required.
  
  
• Changes report: if not already notified, detail any material changes that occurred (new owners, address changes, etc.) since the last application.
  The renewal form is essentially a shortened version of the initial application, focusing on updates and ongoing compliance.
  
  

Fees: A renewal fee of $850 is due with the renewal application (same as the initial fee). Payment is made online at submission. The fee must be paid for the renewal to be processed.

Division Review of Renewal: The DCP will review the renewal submission to ensure the institution remains in compliance. This includes checking that any required surety is in place, financial health is adequate, and no serious complaints or issues have arisen. Generally, if a school has operated responsibly, renewal should be routine. However, if the Division finds problems – for instance, the school failed to notify a change or the financial statements show insolvency – they may hold up the renewal or attach conditions.

Renewal Approval: Upon approving the renewal, the Division issues a new Certificate of Authorization with a new expiration date (extended 1 or 2 years out). The institution can then continue operations seamlessly. Make sure to download or print the renewed certificate for your records.

Lapse and Late Renewal: If a school misses the renewal deadline and allows its authorization to lapse, it is technically not allowed to operate. Operating without a valid authorization can incur fines (up to $250 per day) and other penalties. If a lapse occurs, the institution should contact the DCP immediately – they may require a new initial application if the certificate has expired. It is far better to renew on time than to deal with a lapse, as students and accreditation could be impacted by the school falling out of authorized status.

Continuous Renewal: The cycle of renewal continues for as long as the institution operates. Each time, staying organized and starting early will make the process easier. Keep a compliance calendar with all due dates (bond renewals, accreditation renewals, state authorization renewal, etc.) aligned so nothing is overlooked.

In summary, renewal is a straightforward but crucial process to ensure ongoing compliance and authorization. Timely submission of renewal applications with updated information and fees will keep a degree-granting institution legally approved to offer postsecondary education in Utah without interruption.

Checklist of Required Items

When preparing the application for state authorization of a degree-granting institution, ensure the following materials are ready to submit (as applicable):

• Completed Application Form – All sections of the DCP’s online application filled out, including general institution information and attestation signatures where required.
  
  
• Business Registration Documentation – A Certificate of Existence or Good Standing for the institution:
  
  
  
  • If incorporated in Utah, obtain this from the Utah Division of Corporations.
    
    
  • If incorporated out-of-state, provide a good standing certificate from the home state and evidence of registration to do business in Utah as a foreign entity.
    
    
• Accreditation Documentation (if applicable) – A copy of the institution’s current accreditation certificate or letter from its accrediting agency. (For schools that are already accredited or have candidate status.)
  
  
• List of Academic Programs – A detailed list of all degree programs and other educational programs the school offers. For each program include:
  
  
  
  • Name of the degree or certificate (e.g., “Bachelor of Science in Computer Science”).
    
    
  • Total number of credit hours (or clock hours, if applicable).
    
    
  • Total tuition cost (and fees) that a student would pay for the entire program.
    
    
• Financial Statements – Documentation of the institution’s financial condition, based on its operating history:
  
  
  
  • New Institution (no prior operations): A projected 12-month pro forma financial statement detailing expected revenues and expenses for the first year of operation. Additionally, personal credit reports (with credit scores) for each individual who owns 20% or more of the school. These credit reports should be from a major credit bureau and dated within 60 days of the application.
    
    
  • Existing Institution: The two most recent year-end financial statements. If annual gross tuition revenue is above certain thresholds, statements should be audited by an independent CPA in accordance with GAAP. For moderate-sized schools, CPA-reviewed statements may be acceptable. Smaller institutions (lowest revenue tier) can submit internally prepared financials plus a commercial credit report on the institution and personal credit reports for each owner.
    
    
  • Note: Audited financial statements, if submitted, must include any required composite score or financial health indicators (for example, the U.S. Department of Education composite score, if applicable).
    
    
• Surety Bond or Equivalent – If the Division notifies that a surety is required (often the case for new schools without a financial track record, or any school failing certain financial criteria), prepare to obtain one of the following:
  
  
  
  • A Surety Bond in the required amount, using the state’s bond form.
    
    
  • An Irrevocable Letter of Credit from a bank, for the required amount.
    
    
  • A Certificate of Deposit (CD) assigned to the Division, in the required amount.
    Initially, new applicants may not need to submit the bond with the application; the Division will review financials first. However, have a plan to secure the surety quickly if instructed. (Refer to Utah Admin Rule R152-34-5 for the formula determining bond amount by revenue.)
    
    
• Ownership and Governance Information – Especially for unaccredited schools, provide a list of all owners with their percentage ownership in the institution. Include names of principal officers or members of the governing board. (Accredited institutions likely include this in their accreditation docs, but unaccredited ones must explicitly list ownership.) Any ownership changes in the past year should be documented.
  
  
• Nonprofit Status Documents (if applicable) – If applying as a nonprofit institution (particularly a longstanding nonprofit that’s operated 20+ years), include IRS documentation:
  
  
  
  • A copy of the IRS 501(c)(3) Determination Letter confirming the school’s tax-exempt nonprofit status.
    
    
  • Evidence of 20 years of continuous operation (if seeking the benefits of “longstanding nonprofit” status, such as consolidated campus approvals).
    
    
• Student Consumer Information – Copies or examples of the key student disclosures and policies:
  
  
  
  • The school’s catalog or brochure that describes programs, admissions requirements, tuition, and fees.
    
    
  • The enrollment agreement or contract that students must sign.
    
    
  • The refund policy (if not in the catalog or agreement).
    
    
  • The complaint procedure provided to students, including how they can contact the Division of Consumer Protection. (Utah requires that students are given contact info for the DCP and any other relevant oversight agency or accreditor to file complaints.)
    These items demonstrate compliance with the statutory disclosure requirements.
    
    
• Personnel Credentials (if required) – Utah’s application may not ask for faculty information as some states do, but if any sections require listing key academic personnel (like the chief academic officer or a description of faculty qualifications), have resumes or summaries available. (Typically, this is more relevant for accreditation than state authorization, but be prepared in case needed.)
  
  
• Additional Required Forms – Check the DCP’s website for any downloadable forms that must be included. For instance, the Division’s site provides specific surety bond forms and other templates. Make sure to use the official forms where provided (e.g., if a Bond form or Certificate of Deposit form is given, that exact form should be used to execute the surety with the bank or insurer).
  
  

Before submitting, double-check that each of the above items is properly completed, signed, and attached. In the online system, it helps to clearly label each uploaded file (e.g., “ABC College - Certificate of Good Standing.pdf”, “ABC College - Financial Statements 2022.pdf”, etc.). An organized and complete application package will facilitate a quicker approval.

Fees & Timelines

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Note: All fees are payable to the Utah Division of Consumer Protection. The state does not impose extra fees per program or per location; the $850 fee covers the whole institution’s authorization for the period. Timelines are approximate and assume prompt responses to any additional information requests. Always check the latest guidance from DCP as fee amounts and processes can be subject to legislative change.

Vocational and Career Schools

(Non-Degree-Granting Private Postsecondary Institutions)

This section addresses private postsecondary schools in Utah that offer vocational, technical, or career training programs without granting academic degrees. These might include trade schools, technical institutes, career training centers, and other non-degree granting institutions offering certificates or diplomas. Note: Under Utah law, these vocational schools are generally subject to the same Postsecondary State Authorization Act requirements and processes as degree-granting institutions. The main difference is in the nature of their programs (no degrees conferred). The steps to obtain state approval are very similar, with an emphasis on ensuring program quality and student protection for career education. Below is a step-by-step guide tailored for vocational/career schools:

Process

• Step 1: Determine Authorization Need – Verify that your vocational school falls under the state’s jurisdiction and does not qualify for an exemption. If the school offers occupational training to the public for tuition (beyond purely recreational classes or employer-internal training), it likely must be authorized by the DCP. Ensure the school is legally formed (with a business entity in Utah or authorized to do business in Utah if from out-of-state). Gather preliminary documents such as proof of business registration, program outlines, and financial info. Being clear on the school’s non-degree status is important – you will classify programs as certificates or diplomas, not degrees.
  
  
• Step 2: Create UtahID and Access Portal – Just like degree institutions, vocational school applicants must use the online system. Set up a UtahID account for your organization if not already done. This will allow access to the “Postsecondary Schools and State Authorization” online application. (Note: There is not a separate portal for vocational schools; it’s the same system.)
  
  
• Step 3: Complete the State Authorization Application – Fill out the online application form for your vocational/career institution. Provide the required details:
  
  
  
  • School information: name, address of the training facility/campus, and contact information.
    
    
  • Ownership and management: list owners (with percentages) and key directors or administrators.
    
    
  • Program offerings: list each vocational program or course of study. Since no degrees are offered, you will list certificate or diploma programs (e.g., “Medical Assistant Certificate – 600 hours, $10,000 tuition”). Include program lengths (in clock hours or credit hours) and total costs.
    
    
  • Accreditation: Many vocational schools are not formally accredited, and accreditation is not required for state authorization. If your school is accredited by a body like ACCSC, COE, etc., indicate that and attach proof. If not accredited, the application will treat the school as “unaccredited” (which simply means you will have annual renewals and must meet state standards independently).
    
    
  • Disclosures and policies: you will input or upload your student enrollment agreement, refund policy, and complaint procedure. This is to ensure the school has proper policies in place for students.
    Complete all sections of the form. The questions and required fields are very much the same as for degree institutions, focused on demonstrating that the school is prepared to operate legally and ethically.
    
    
• Step 4: Upload Required Documents – Along with the form, the vocational school must upload supporting documents (see the Checklist of Required Items for specifics). This includes your Certificate of Good Standing (Utah business registration), detailed program catalog or outlines, financial statements, and any surety bond forms if you pre-emptively obtain a bond. Make sure to include financial documentation appropriate to your situation (e.g., if you are a new cosmetology school, you’ll need a first-year budget and owner credit reports; if you’ve been operating for years, include your last two years of financials with CPA sign-off if required). Also attach any licenses or approvals from other agencies if your field requires it (for instance, some vocational programs like cosmetology or truck driving might need separate agency oversight – while not required for DCP’s authorization, providing evidence of those can bolster your application).
  
  
• Step 5: Pay the Application Fee – Submit the online application and pay the $850 initial application fee electronically. The process is identical to that for any postsecondary school. Ensure you receive confirmation of payment. This fee covers the review and issuance of a certificate for your vocational school upon approval.
  
  
• Step 6: Review by Division – The Division of Consumer Protection will review the vocational school’s application just as rigorously as any college application. They will verify the business legitimacy, review the program details to ensure none of them inadvertently confer degrees, and check financials. Particular to career schools, the Division will look to see that the school is not engaging in misleading promises of job placement or licensure (Utah’s consumer protection rules forbid deceptive practices; for example, a truck driving school shouldn’t guarantee a student will pass the CDL without basis). They will also ensure the curriculum offered is clearly described and that the school isn’t calling itself a “College” or “University” (which could imply degree-granting) if it’s not one. Usually, vocational schools use terms like “Institute” or “Academy,” which is fine.
  
  
  
  • The financial review for vocational schools follows the same criteria – if your revenue is above thresholds, expect to need audited statements or a bond. Many small trade schools will fall into lower revenue categories initially, but the surety bond requirement can still apply to protect student tuition.
    
    
  • If the Division needs more information (perhaps clarification on a program’s vocational objective, or an updated financial figure), they will contact you. Respond promptly to avoid delays.
    
    
• Step 7: Approval & Certification – Once everything is in order, the Division will approve the application and issue a Certificate of Postsecondary State Authorization for the vocational school. This certificate, again, is the legal license to operate. For non-degree schools, if unaccredited, the certificate will be valid for 1 year initially (nearly all purely vocational schools are unaccredited, unless they’ve sought accreditation for Title IV funding or other purposes, in which case a 2-year term would apply). The certificate allows the school to enroll students and offer the approved programs in Utah.
  
  
  
  • If by chance the vocational school is accredited by a recognized agency (some are, for example, an allied health career school accredited by ABHES), it would get a 2-year approval. Otherwise, plan on renewing annually.
    
    
  • Just like for degree institutions, approval does not mean the state endorses the program quality; it means you met the legal requirements to operate. The school should not advertise that it is “approved by the state” in any misleading way, other than to say it is licensed or authorized as required.
    
    
• Step 8: Post-Approval Compliance – After obtaining authorization, a vocational school must abide by all the same operational rules. This includes maintaining any required bond, adhering to your stated refund policy, providing students with their certificates and transcripts, and record-keeping. Utah expects even non-degree schools to keep student transcript records for future verification of training. Make sure to notify the Division of any changes (ownership changes, address moves, adding a new program) within 30 days. If you decide to add a new vocational program that is substantially different from those listed in your application, you should inform the DCP – they may require an amendment to your registration to include the new program. Always operate under the conditions of your authorization.
  
  
  
  • Note: Some vocational fields (like cosmetology, massage therapy, etc.) might have curriculum approval from other boards. Getting DCP authorization does not exempt you from those. Ensure you remain in compliance with any industry-specific licensing boards for your programs.
    
    
  • If the school intends to pursue accreditation or federal financial aid eligibility, maintain compliance with those processes in parallel, but they do not replace state requirements.
    
    
• Step 9: Renewal and Ongoing Operation – As a non-degree institution, plan for annual renewal of your authorization (unless you become accredited, which is less common for smaller career schools). Keep track of your certificate’s expiration date and prepare the renewal application each year with updated info and the $850 fee. Successful renewals will become routine if the school has had no regulatory issues and the application is kept up to date.
  
  
  
  • Continuously monitor for any updates to Utah regulations that might affect vocational schools. For example, if the Division raises or lowers the fee or changes exemption criteria, you want to be aware.
    
    
  • Always prioritize student welfare and regulatory compliance in your operations to ensure smooth renewals and avoid any enforcement action.
    
    

By following these steps, vocational and career schools in Utah can navigate the state authorization process and remain in good standing to provide valuable training programs to students.

Application

The application process for vocational and career schools uses the same online system and general application form as for any postsecondary institution in Utah. However, some aspects of the content will differ since these schools do not grant degrees. Here’s what to expect in completing the application:

• Online Portal Access: Log in with the UtahID and begin a new “Postsecondary School Registration” application. Early in the form, you may categorize the institution type. If there is a dropdown or question about the nature of the school (degree-granting vs non-degree), select the appropriate category (e.g., “Non-degree vocational/Career”). Utah’s form might use the term “postsecondary proprietary school” for vocational institutions.
  
  
• School Description: Provide a brief description of the institution’s purpose (e.g., “ABC Tech is a private career training center offering certificate programs in information technology and coding.”). This sets the context that you are not offering college degrees but rather career education.
  
  
• Program Listing: In the programs section, list each program in a way that clearly indicates it’s non-degree. Use terms like “Certificate,” “Diploma,” or simply the program name if it’s understood as a short course. Provide the length of each program (hours or weeks) and tuition/fees. For instance: “Electrician Training Program – 900 clock hours – $15,000 tuition.” If the program prepares students for a specific license or exam (e.g., a CDL truck driving program), you might note that as well.
  
  
• Outcome and Marketing: The application may ask how you advertise or what outcomes you promise. Ensure you accurately describe outcomes (e.g., “prepares students for the state cosmetology licensing exam; assistance with job placement is offered but not guaranteed”). This transparency is important to the Division.
  
  
• Financial and Enrollment Projections: If asked for projected enrollment or revenue (common for new schools), provide realistic figures. For example, “Expected first-year enrollment: 50 students across all programs, with estimated gross tuition revenue of $300,000.”
  
  
• Attachments: Upload the required documents. Key attachments for vocational school:
  
  
  
  • Catalog/Student Handbook: This should contain program descriptions, admission requirements, grading policy, etc. It’s often used to evaluate if you have clear policies.
    
    
  • Enrollment Agreement: The contract students sign. Ensure it includes the state-required clauses (like the refund policy and that the school is licensed by DCP).
    
    
  • Instructor Qualifications (if required): Some states ask for instructor lists or qualifications for vocational programs. Utah’s application doesn’t explicitly list this in the outline, but if there’s a place to include it or if your program is in a licensed field (like an HVAC program might require a licensed HVAC contractor as an instructor), include supporting info.
    
    
  • Compliance Statements: You might need to affirm that the school will abide by the Utah Postsecondary Proprietary School Act rules (R152-34) and that you will not operate beyond the scope of your approval.
    
    
• Submission: After filling out all fields and uploading documents, double-check everything. Once satisfied, submit the application and pay the fee. Remember, for vocational schools too, paper applications are no longer accepted, so the online submission is the official route.
  
  

The application is essentially demonstrating that your career school is established, has the necessary policies and finances in place, and is prepared to train students responsibly. Utah’s forms are designed to capture this information uniformly for all school types.

Fees Payment

Fees for vocational and career schools under Utah’s authorization are structured the same way as for degree-granting institutions:

• Initial Application Fee: $850, non-refundable. This fee must accompany the first application for state authorization. It covers the review and, if successful, the issuance of the authorization certificate. The payment is made online when submitting the application.
  
  
• Renewal Fee: $850 at each renewal (annually, in most cases for non-degree schools). The fee is paid through the online system when the renewal application is filed.
  
  

There are no additional state fees based on school size or program count. Whether you run a small vocational school with one program or a larger one with multiple programs, the fee is the same flat amount. Utah does not charge per-student or per-certificate fees to the Division.

Surety Bond Costs: If your vocational school is required to secure a surety bond or other form of security, note that this is an external cost (paid to a bonding company or bank), not to the state. The amount is determined as per the rules:

• For example, if your annual gross tuition is projected at $200,000, the required bond might be $50,000 (based on the sliding scale).
  
  
• Premiums for a surety bond (what you pay the insurance company) might be a percentage of the bond amount annually (perhaps 1-3%, depending on credit).
  
  
• While not a fee to Utah, it’s a compliance cost of the licensing process.
  
  

Method of Payment: The Division’s portal will guide you to pay the fees via credit/debit card or electronic check. Government payment processing will typically send an email receipt. Always ensure the payment goes through; an incomplete fee payment can stall the application.

Company Checks or Other Payment: In rare cases, if an online payment cannot be made, contact the Division for instructions. They may allow a mailed check or money order, but generally the expectation is to pay online for speed and efficiency.

To summarize, budgeting for the licensing process should include $850 for the initial application, $850 each year for renewal (for non-accredited vocational schools), plus any bond-related costs. Utah’s fee structure is straightforward and on par with many other states. There are no hidden fees. Timely payment of these fees is essential; the Division will not process or renew an authorization without them.

Review & Evaluation

The Division of Consumer Protection evaluates vocational and career school applications with attention to both compliance and the unique nature of vocational education. During the review, here’s what the Division focuses on:

• Program Legitimacy and Scope: The reviewers will ensure that the programs listed truly fall under postsecondary vocational training and do not inadvertently constitute degree programs. Since vocational schools can sometimes use terms loosely, the Division checks that you’re not offering something that should be classified as a degree. (For instance, calling something a “diploma” or “certificate” is fine, but if you labeled it “Associate Degree” without accreditation or authority, that would be an issue.) They will also confirm that the school’s name and marketing materials aren’t misleading (e.g., a small trade school shouldn’t brand itself “University” which implies degree-granting).
  
  
• Compliance with Proprietary School Standards: Utah’s rules for proprietary (vocational) schools likely include specific consumer protection standards. The Division will verify:
  
  
  
  • Admissions policies – are there prerequisites or ability-to-benefit tests for students? (The school should not admit unqualified students just to collect tuition.)
    
    
  • Tuition policies – that the charges are clearly stated and that refund policies meet or exceed state minimums (e.g., Utah may require a certain pro-rata refund if a student withdraws early in the program).
    
    
  • Advertising – any claims made in materials attached (like the school catalog or website printouts) will be checked for accuracy and fairness. Overstated job placement rates or salary expectations can be flagged.
    
    
  • Instructor and facility adequacy – While Utah DCP might not deeply assess curriculum, if something glaring stands out (like a highly technical program with no qualified instructors listed, or a flight training program with no mention of airplanes), they may question it. Ensure your application provides confidence that you have the resources to deliver what you promise.
    
    
• Financial & Surety Review: Similar to degree institutions, the financial health of the vocational school is scrutinized:
  
  
  
  • If you are a startup school, the Division wants to see you have thought through the first year finances (via the pro forma) and that owners have decent credit (indicative of reliability).
    
    
  • If you are an ongoing school, your revenue will guide the surety requirement. Many small vocational schools will be in a lower revenue bracket, but even a $100,000 annual revenue requires a $25,000 bond by rule. The Division’s auditor will calculate the exact bond or LOC required based on your provided revenue figures.
    
    
  • They will check that any previously required bond from last year is still in effect (for renewals).
    
    
  • If your financial statements show losses or issues, they might ask how you will ensure students aren’t left in the lurch. It’s possible they’d require a bond even if normally not required, just to be safe.
    
    
• Regulatory Compliance History: If the owners or the school have any history (for renewals or if known from other states), the Division may consider that. A clean record is best. If any complaints have been filed with DCP (for renewals), they will evaluate how those were resolved.
  
  
• Inter-Agency Checks: The Division may coordinate with other Utah agencies if needed. For example, if your vocational program is in a field regulated by a licensing board (say, a Private Security training course might involve coordination with law enforcement standards), DCP might ensure you’re aware of those requirements. They might even confirm with that board that you have any necessary certification as a school. This is more informational – DCP won’t delay your license unless a critical conflict exists, but they want to ensure you’re not bypassing any other laws.
  
  
• Follow-Up: Vocational school applicants should be prepared for follow-up questions from the Division. Common follow-ups could include:
  
  
  
  • Clarification on tuition refund terms (e.g., “Explain how your refund policy aligns with Utah’s standards – do you give a full refund in the first 3 business days after enrollment? This is required.”).
    
    
  • Requests for documentation of any claim (e.g., if you said “90% job placement,” they might want to see evidence or they might advise you to remove such a claim if unverified).
    
    
  • Ensuring the surety bond is submitted. Often the Division will conditionally approve an application pending receipt of the bond in the correct amount.
    
    
• No Formal Hearing: The evaluation is done internally by the Division’s staff. There is no public hearing or board meeting that the school must attend for approval in Utah’s process. This makes the timeline quicker and the process less formal than in some states. It’s mostly a paperwork review, possibly supplemented by phone/email discussions if needed.
  
  

After the review, the Division will either approve the application or detail what must be fixed. For vocational schools, if requirements are met and the bond is secured (if needed), approvals are common. The Division’s primary goal is to protect students from fraudulent or substandard operations, so demonstrating professionalism and honesty in your application goes a long way.

Additional Review

For vocational and career schools, additional reviews outside the Division of Consumer Protection are generally minimal, but a few special scenarios are worth noting:

• Occupational Licensing Boards: Depending on the courses offered, your school might need to be recognized by a relevant professional board. For example, a truck driving school might coordinate with the Department of Public Safety for CDL testing, a cosmetology school must be approved by the Utah Board of Cosmetology to allow students to sit for the licensure exam, a real estate school needs certification from the Utah Division of Real Estate to offer pre-license courses, etc. These approvals are separate from DCP authorization. In the context of state approval, you must get DCP authorization to operate as a school and comply with any program-specific approvals. The Division of Consumer Protection may ask for proof of such programmatic approvals as part of ensuring you meet all state laws. It’s wise to pursue those in parallel and have documentation ready.
  
  
• Out-of-State Institutions (Physical presence): If an out-of-state career school wants to open a branch in Utah, similar to degree schools, they must register with the state’s Division of Corporations and then go through DCP authorization for that Utah branch. No extra review besides those steps is needed, as Utah doesn’t discriminate between in-state and out-of-state ownership for authorization. The key is physical presence – if you have a training site in Utah, you must be authorized regardless of where the main company is based.
  
  
• Short Seminars or Avocational Courses: If your organization offers both exempt courses (like short hobby classes) and vocational courses, you might be partially exempt. However, offering any vocational training for a fee will bring you under the Act’s purview for that portion. The Division’s review in such a hybrid case might focus only on the vocational program aspect. (E.g., a photography studio that occasionally runs a paid career-training workshop on professional photography might technically need authorization for that workshop.) In practice, many very short-term or low-cost workshops may fall under exemptions (see State Exemptions section). If you believe your program might be exempt, you should clarify that before applying. The Division can confirm if an exemption applies so you’re not undergoing unnecessary review.
  
  
• Federal Programs (Veterans Training/GI Bill): If a vocational school intends to enroll students on veterans’ benefits, it will need separate approval from the State Approving Agency for Veterans Education (which in Utah is often managed through another department). This isn’t part of DCP’s process, but it’s another layer of review some schools might seek. It doesn’t impact your state authorization directly, but not having state authorization would usually preclude getting VA approval. So, state authorization comes first, then you might undergo review by the veterans’ education officials for GI Bill eligibility.
  
  

In summary, the primary review for a vocational school is the DCP’s own process. Additional oversight mostly comes into play for ensuring the training aligns with any licensure requirements in the field. The DCP works as the central regulatory checkpoint; beyond that, it’s the school’s responsibility to interface with any other agencies as needed. Always keep DCP informed if another state entity requires something that affects your operation (for instance, if a Board of Massage Therapy changes curriculum hours, inform DCP if it changes your program length). Fortunately, Utah’s system is relatively centralized, and once you have the Consumer Protection Division’s authorization, you have cleared the major hurdle to operate.

Licensure Decision

When the Division of Consumer Protection reaches a decision on a vocational/career school application, the outcomes mirror those of degree institutions:

• Approval – Certificate Issued: The Division will grant approval by issuing the Certificate of Postsecondary State Authorization naming your vocational school. This certificate confirms you are licensed to operate in Utah. The initial approval for an unaccredited vocational school will typically be valid for one year from the date of issue. If by exception the school was accredited, it would be two years. Most vocational schools will be on an annual renewal cycle. The certificate will list the school’s official name and Utah location, and possibly it may list the authorized program categories (it may not enumerate every program, but the application on file does).
  
  
  
  • Upon approval, the Division may send an approval letter outlining any ongoing requirements (like “maintain your $____ bond” or “notify us of any changes…”). Keep this with your records.
    
    
  • The school can now legally advertise and recruit students in Utah. It is advisable to reference in your student enrollment agreement that the school is “Registered and authorized by the Utah Division of Consumer Protection” along with the certificate number and expiration date.
    
    
• Denial or Conditional Denial: If the application is not approved, the Division will usually inform you of the reasons. Perhaps financial stability was insufficient or critical documents were missing. In some cases, the Division might not outright deny but will refrain from approval until conditions are met (e.g., “We will issue the certificate once you submit a bond for $XX,XXX as required.”). This is effectively a conditional approval pending an action. Work diligently to meet any conditions.
  
  
  
  • If outright denied, the letter will explain your rights. Utah may allow an appeal or hearing if you believe the denial was unjust. However, appeals can be time-consuming, so it’s often better to address the shortcomings and reapply.
    
    
  • Do not operate or advertise the school as authorized if you have not received the certificate. If you were teaching classes during the application process (some existing schools apply to come into compliance), be aware that a denial means you must cease operations until resolved.
    
    
• Timing of Decision: Typically, vocational school approvals can be processed as swiftly as degree school approvals – often in the range of a few weeks to a couple of months, depending on complexity. New start-up schools may get feedback sooner since they have fewer records to verify; existing schools with lots of data might take a bit longer. The Division does not have a specific statutory deadline but aims for reasonable turnaround.
  
  
• Initial Validity and Next Steps: Upon receiving the authorization certificate, plan your next year accordingly. Mark the expiration date on a calendar for renewal. In that first year, focus on complying with all rules (sometimes new schools get a follow-up from DCP after a few months or if any complaints arise, just to ensure compliance). If any minor issues were noted during approval (like “please update your catalog to add X disclosure next printing”), take care of them.
  
  

The licensure decision stage is usually straightforward if all prior steps were handled. For vocational and career schools, an approval is a significant milestone – it provides credibility and legitimacy, which can be important for student confidence. It also legally enables the school to operate. Treat the state authorization as a valuable asset: keep it current and adhere to its conditions.

Continuous Compliance

Operating a vocational or career school in Utah comes with ongoing responsibilities to remain in compliance. Below are the key areas of continuous compliance for non-degree postsecondary schools:

• Maintain Bond and Financial Standards: If your school was required to post a surety bond or letter of credit, it must remain active. Bonds often have to be renewed annually. Ensure that there are no lapses in coverage. The Division may request proof of bond renewal each year. Also, continue to manage finances prudently. Avoid practices like overcharging or collecting large sums of prepaid tuition without proper bonding, as those could violate the Act. If your enrollment grows significantly, be prepared that your required bond amount may increase at the next renewal (since it’s tied to revenue).
  
  
• Adhere to Approved Programs: Only offer the programs that you included in your application (and any subsequently added with DCP’s knowledge). If you want to launch a new program (say you currently train medical assistants and now want to add a dental assisting program), you should inform the Division. They may ask you to submit details of the new program to ensure it doesn’t change your exemption status or require a new approval. Generally, adding similar vocational programs is fine, but always update your program list with the state at renewal or via a notice.
  
  
• Student Enrollments and Contracts: Use the enrollment agreement that was reviewed (or one substantially similar that meets Utah’s requirements). Provide each enrolling student with a copy of the agreement, the school catalog, and all required disclosures (including the DCP contact info for complaints). Maintain signed copies in student files. If you update your contract terms or catalog, make sure the new versions still comply with state rules (e.g., don’t remove the refund policy or the cooling-off period notice).
  
  
• Refunds and Cancellations: Utah law often mandates a 3-business-day cancellation period after signing an enrollment agreement where a student can cancel for a full refund. Ensure this is honored. Additionally, if a student withdraws or is terminated, calculate their refund according to your policy or any state pro-rata refund rules. Issue refunds in a timely manner (Utah expects refunds to be paid within a certain number of days, commonly 30 days of a withdrawal). Document all refunds to show compliance in case of audit.
  
  
• Student Records: Just like degree institutions, vocational schools must keep student records. You might not issue “transcripts” in the college sense, but you should keep records of student completion, certificates awarded, and grades or attendance. Utah requires that certificates/diplomas and transcripts be kept for 60 years electronically. For short-term vocational courses, maintain at least a permanent record of graduates that can be accessed decades later. This is crucial for students who may later need proof of their training. Invest in a system for digital archiving of these records in PDF form as specified by the Division.
  
  
• Advertising and Representation: Continue to advertise truthfully. Do not use misleading statements like “100% job placement” unless it’s factual and you can substantiate it. Any use of the term “accredited” must be truthful (if you’re not accredited institutionally, don’t imply it; if you have a state license, call it “licensed” or “authorized” rather than accredited). Avoid superlative claims that can’t be backed up. The Division actively monitors and can take action if false advertising is discovered.
  
  
• Changes Notification: Reiterating the importance of notifying the Division of changes:
  
  
  
  • Ownership changes: If you sell the school or there’s any transfer of control (ownership of 20% or more), you must inform DCP within 30 days. New owners likely need to submit background information and possibly a new application to continue the authorization under their name.
    
    
  • Address or contact changes: Update the DCP if you move the school’s location or even change the school’s name.
    
    
  • Closure or Teach-out: If you decide to close the school or suspend a program, you must notify the DCP in advance (30 days before closure is the guideline) and provide a plan for students. That includes how current students will finish (teach-out at another school or refunds). Never simply shut doors without contacting the Division; that is one of the gravest violations and could have legal consequences.
    
    
  • Any incident that could affect your operation (like a loss of a required facility lease, a disaster, etc.) – while not explicitly required, keeping the Division informed can be prudent especially if it impacts students.
    
    
• Complaint Resolution: Handle student complaints professionally and keep records. If a student files a complaint with the Division, cooperate fully in resolving it. A pattern of unresolved complaints can trigger an investigation or affect renewal.
  
  
• Renewal Preparation: Because vocational school authorizations will often need annual renewal, it may feel like you are constantly preparing for either an initial application or a renewal. Keep a compliance checklist and timeline to stay on top of things. For example, schedule your financial statement preparation (perhaps you choose a fiscal year that times well with renewal) and bond renewals so that by the time renewal is due, you have fresh documents ready.
  
  
• Stay Updated on Rules: Regulations can evolve. Keep an eye on any communications from the Division or changes in state law that might affect your school. For instance, if Utah raises the tuition threshold for exemptions or changes the fee amount, you need to know that. Joining a state association of private career schools, if one exists, can help stay informed.
  
  

In essence, continuous compliance for a career school means running the school with integrity, transparency, and diligence in record-keeping. Utah’s oversight aims to ensure students get what they pay for and are treated fairly. If you align your school’s policies with that goal, staying compliant should become a natural part of your operations.

Renewal

Renewing the state authorization for a vocational/career school is an annual process (assuming the school remains unaccredited). Here’s how to handle renewals:

Frequency: Almost all vocational schools will renew every 12 months. The expiration date on your Certificate will guide you. For example, if your initial approval was issued July 1, 2025, it will likely expire June 30, 2026. You’d need to renew by that date to continue operating on July 1, 2026.

Renewal Reminder: The Division might send a courtesy reminder (often via email to the contact person on file) some weeks before expiration. However, even if they do, it’s the school’s responsibility not to miss the deadline. Mark it on your calendar and set reminders at least 2 months out.

Renewal Application: Log in to the Utah MyLicenseOne portal and find the renewal option for your school’s license. The renewal application will ask you to:

• Update any information that has changed (ownership, address, etc.).
  
  
• Confirm continuing compliance (e.g., checkboxes or questions like “Have you notified the Division of any changes in the last year?” or “Are you still offering the same programs as originally authorized?”).
  
  
• Provide current supporting documents:
  
  
  
  • Financials: likely the most recent fiscal year-end financial statement. If your revenue moved into a higher bracket, you may need an audited statement this time. Plan ahead if an audit or review is needed – engage a CPA in time.
    
    
  • Surety Bond Continuation: upload a bond continuation certificate or a new bond if the amount changed. If your bond is expiring around renewal, renew it first so you can show it’s continuous.
    
    
  • Updated catalog or enrollment agreement: if you made any changes over the year (say, updated tuition or policies), include the latest versions.
    
    
  • Any new program information: if you started a new program and haven’t informed the Division yet, include a description of it now.
    
    
  • Enrollment and Outcomes (possibly): Some renewal forms ask for number of students trained or graduated in the past year, and number of complaints received/resolved. Be prepared with those figures if asked.
    
    

Fee Payment: Pay the $850 renewal fee through the portal to finalize submission.

Review of Renewal: The Division will review the materials to ensure everything is in order:

• They’ll check that the bond is still valid and in the correct amount.
  
  
• They’ll review the financials to see that the school is solvent and still a going concern.
  
  
• They’ll look at any changes to ensure they don’t violate rules (for example, if you jacked up tuition significantly, they might inquire how that affects refunds or bond).
  
  
• If there were any complaints or issues during the year, they may verify that those were addressed.
  
  

Renewal reviews are typically faster than initial ones, as the Division now has a file on your school. If no red flags, they will issue a renewal approval which is essentially a new certificate (with a new expiration date one year out).

Failure to Renew on Time: If you miss the deadline, your authorization lapses. As noted, operating unlicensed can incur hefty fines and legal trouble. The Division may allow a short grace if you immediately realize and contact them, but this is not guaranteed. If lapsed, you might have to submit a new initial application, which is far more cumbersome than a renewal, and in the interim you cannot legally run classes. Therefore, timely renewal is critical for business continuity.

Multi-Year Option: Currently, only accredited schools get a multi-year term. If your vocational school becomes accredited by a recognized agency, inform the DCP; you might then qualify for a 2-year renewal cycle going forward. Otherwise, plan for yearly.

Ongoing Improvement: Use the renewal process as an annual “check-up” for your school’s compliance health. Each year, evaluate: Did we adhere to our policies? Did we have any issues? What can we improve for students? This not only helps with smooth renewals but also generally improves your school’s quality and reputation.

After renewal approval, a new certificate will be issued. Replace the old certificate with the new one (keep the old on file). And the cycle continues for as long as the school is in operation.

Checklist of Required Items

For vocational/career school state authorization (initial and renewal), ensure you have the following items prepared:

• Utah Business Entity Documentation:
  – Utah Certificate of Good Standing (if domestic) or Certificate of Authority (if an out-of-state company registered in Utah).
  – Business organization papers (articles of incorporation or organization) – usually not required to attach, but have on hand in case verification is needed.
  
  
• Application Form (Online) – All sections completed via the portal:
  
  
  
  • School identifying information.
    
    
  • Owner/Chief Administrative Officer information.
    
    
  • Statement of the school’s purpose and program offerings.
    
    
  • Yes/No attestations for compliance (e.g., agreeing to abide by state laws, not using false advertising, etc.).
    
    
  • Signature of the owner or authorized representative (electronically signed).
    
    
• School Catalog or Brochure: A current catalog that includes:
  
  
  
  • Description of each program (objectives, length, curriculum outline or subjects covered).
    
    
  • Admission requirements for each program.
    
    
  • Tuition and fees for each program and any other costs (books, supplies).
    
    
  • Academic policies (grading, attendance, conduct).
    
    
  • Completion requirements (what is needed to earn the certificate/diploma).
    
    
  • Faculty or instructor listing (if not in a separate document, list names and qualifications).
    
    
  • Calendar or schedule of program start dates/terms.
    
    
• Student Enrollment Agreement (Contract): A blank sample copy of the contract that students sign, which should include:
  
  
  
  • Student name and program of enrollment.
    
    
  • Total cost of the program and payment schedule.
    
    
  • Cancellation and refund policy (meeting state minimum standards).
    
    
  • A clause about the 3-day cancellation period (if the state requires it).
    
    
  • Signatures lines for student and school.
    
    
  • A disclosure that the school is licensed by the Utah Division of Consumer Protection, with DCP’s contact info (address, phone) for complaints.
    
    
• Disclosure of Accreditation Status: If accredited – include accreditation info and that the accreditor is recognized by the US Dept of Education. If not – ensure the catalog or agreement clearly states “This institution is not accredited by an accrediting agency recognized by the U.S. Department of Education” (Utah may require this exact disclosure so students know credits might not transfer).
  
  
• Owners and Managers List: A list of all individuals or entities with ownership interest of 20% or more in the school. Include names, addresses, and percentages. Also list the school director or head administrator if not an owner. (This is important for background; any changes here must be updated at renewal.)
  
  
• Financial Documentation: Depending on scenario:
  
  
  
  • New School: Projected budget (income and expense projection for first year). Personal credit reports for each owner (20%+). Perhaps bank statements or a starting balance to show funding for operations.
    
    
  • Existing School: Financial statements for last two years:
    
    
    
    • If gross tuition ≥ $500,000: Two years of audited financials by CPA.
      
      
    • If $250,000–$499,999: Two years of audited or CPA-reviewed financials.
      
      
    • If below $250,000: Two years of financials (audited, reviewed, or compiled) plus a current commercial credit report on the business and personal credit reports for owners.
      
      
  • If you have these statements, also prepare a calculation of gross tuition revenue to determine bond amount.
    
    
• Surety Bond / LOC: If known at application time:
  
  
  
  • The completed bond form (with power of attorney from the surety company) or the letter of credit from bank, or CD account proof. Make sure the amount meets the requirement and the beneficiary is the “Division of Consumer Protection, State of Utah”. If you haven’t secured it yet, at least have a quote or plan, as the Division will not finalize approval without it once they’ve determined it’s needed.
    
    
  • For renewals: a bond continuation certificate from the bonding company to show the bond remains in effect for the next term.
    
    
• Supplemental Approvals (if any): If your program requires approval from another agency (e.g., Utah Board of Barbering/Cosmetology for a cosmetology program), include a copy of that approval or license. While not explicitly required by DCP’s checklist, it strengthens your application by showing compliance with all laws. It can prevent DCP from having to follow up about it.
  
  
• Complaint Policy: If not fully described in the catalog, attach a separate document outlining how students can file complaints internally and externally. Include contact info for any oversight bodies (DCP, accreditor if any, VA if you enroll vets, etc.).
  
  
• School Closure Plan (for new schools): Not always asked for, but some states want to know you have a plan in case of closure (how students will get taught out or refunded). Utah’s application might not explicitly ask this, but be mentally prepared with an answer if the topic arises during review.
  
  

Having all these items ready and organized will make your application robust. Label your uploads clearly in the online system. For physical organization, consider compiling a binder or digital folder with all these documents for your own reference – it helps in answering any questions that come up. Being thorough in the initial submission reduces the need for follow-up and speeds up approval.

Fees & Timelines
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This table summarizes the key fees and timeline expectations for Utah vocational school authorization. Keeping track of the annual schedule and budgeting for fees/bond will help the school remain in compliance year after year.

State Exemptions

Certain institutions and educational programs are exempt from Utah’s state authorization requirements under the law. If an institution meets one of these exemption conditions, it is not required to obtain a Certificate of Postsecondary State Authorization from the Division of Consumer Protection. Below is a list of all conditions for state exemption (as defined in Utah Code §13-34-111). An institution bears the burden of proving an exemption applies:

1. Public Institutions – Public postsecondary schools are exempt. (This includes state-funded universities and colleges in Utah, as well as other government-established postsecondary institutions listed in state code. The Act explicitly does not apply to public colleges/universities.)
   
   
2. Distance Education (SARA Institutions) – A postsecondary institution that is an active participant in the State Authorization Reciprocity Agreement (SARA) and provides all instruction solely via distance education to Utah residents is exempt provided that the school has no physical presence in Utah. In other words, an out-of-state online university that is a SARA member and has no campus or facilities in Utah does not need separate Utah authorization.
   
   
3. Religious Institutions – A postsecondary school owned, controlled, operated, or maintained by a bona fide church or religious organization, and which is exempt from property taxation in Utah, is exempt. (Typically, this covers religious seminaries or theological institutions that offer education as an aspect of their religious mission. They do not require state authorization.)
   
   
4. Education Sponsored by Business/Professional Organizations (Internal Training) – Education programs conducted by a business organization, trade association, professional association, fraternal society, or labor organization for the training of its own employees or members are exempt as long as the organization does not advertise itself to the general public as a school. (For example, if a large corporation runs an internal corporate university for employee development, or a union offers training to its members only, those do not need state approval.)
   
   
5. Avocational and Recreational Programs – Schools exclusively offering avocational, non-vocational, or recreational instruction are exempt if they do not represent that these courses have vocational objectives and do not award any degrees or diplomas. (Avocational means for personal enrichment or hobby, such as a school teaching painting classes or dance lessons purely for enjoyment.)
   
   
6. Certification/Licensure Prep Courses Regulated by Other Agencies – Education or training that is solely a prerequisite to obtaining or maintaining a professional license or certification is exempt provided that the program is offered by a school that is already regulated and approved by another Utah or federal agency. (For example, pre-licensing courses for real estate agents might be exempt if the Utah Division of Real Estate approves those courses; similarly, continuing education seminars required for licensed professionals, when offered by approved CE providers, are exempt from DCP authorization.)
   
   
7. Short-Term Low Cost Programs – Schools exclusively offering programs that charge less than a specified amount in tuition (as set by Division rule) in any 12-month period are exempt, as long as they do not grant degrees or diplomas. (This exemption is for very low-cost education, likely intended to exclude small community hobby classes or short workshops. The Division’s rules define the tuition dollar threshold for this exemption. If a school stays under that annual tuition cap per student and issues no formal credential, it can be exempt.)
   
   
8. Teacher Training for Avocational Courses – Instruction that is exclusively to prepare individuals to teach courses that are avocational/recreational (as described in exemption 5) is also exempt. (For example, a program that trains someone how to teach painting classes for personal enrichment would fall under this exemption.)
   
   
9. Language Schools – Schools offering courses in English as a Second Language (ESL) or other foreign languages exclusively are exempt, provided they do not offer any degrees or vocational credentials. (Language training is considered non-vocational for purposes of the Act, so standalone language instruction schools are not required to be authorized.)
   
   
10. Personal Development and General Professional Development – Instruction aimed at personal improvement or the development of general professional skills (not specific to a vocation) is exempt, so long as it is not sufficient to prepare a student for a specific employment role and does not award a degree or equivalent credential. (Examples might include public speaking workshops, leadership seminars, or computer literacy courses that enhance general skills but are not a complete job-training program.)
    
    
11. Political Office Preparation – Any course or program designed to prepare an individual to run for public office is exempt, as long as no degree or similar credential is granted. (This could include campaign strategy seminars or “Candidate schools” for aspiring politicians – these do not need state authorization.)
    
    
12. Professional Exam Review Courses – Programs that provide review or preparatory courses for professional exams (such as a Certified Public Accountant (CPA) exam review course or a Bar exam review course) are exempt. They must not issue any degree/diploma. (These are typically short-term cram courses intended for those who have already completed formal education and just need exam preparation.)
    
    
13. Apprenticeship Training – Instruction provided to an apprentice as part of a registered apprenticeship program is exempt, provided the provider voluntarily complies with the state’s Apprenticeship Act (Title 35A, Chapter 6) or is overseen by the Department of Labor apprenticeship standards. (Essentially, if a company or organization is training apprentices in accordance with recognized apprenticeship standards, that training isn’t subject to DCP authorization.)
    
    

Any institution claiming an exemption should maintain documentation to demonstrate it meets the criteria (because the Division can request proof of exemption status). If an exempt institution later no longer meets the exemption conditions (for example, a previously religious school starts offering secular degrees, or an avocational school begins offering vocational certificates), the law requires that the institution must file for state authorization within 30 days of losing the exemption.

These exemptions ensure that purely hobbyist, religious, internal corporate training, and other non-career-oriented educational activities are not unduly burdened by regulation. However, any school that falls outside these specific conditions will need to go through the state approval process as described in this guide.

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