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

Licensing Agency

Washington Student Achievement Council (WSAC) – The Washington Student Achievement Council is the state agency responsible for authorizing private degree‐granting postsecondary institutions in Washington. Within WSAC, the Degree Authorization office oversees the approval process for new colleges and universities that will offer academic degrees.
Workforce Training and Education Coordinating Board (Workforce Board) – The Workforce Board is responsible for licensing private vocational and career schools offering non‐degree programs (diplomas or certificates). Its Private Vocational Schools (PVS) unit handles licensing and compliance for career training institutions throughout the state.

Agency Contact - Degree Granting Institutions

Washington Student Achievement Council – Degree Authorization Office
Contact Person: Hannah Deck, Degree Authorization Program Administrator
Phone: (360) 485-1199
Mailing Address: P.O. Box 43430, Olympia, WA 98504-3430

Agency Contact - Non Degree Granting Institutions

Washington Workforce Training & Education Coordinating Board – Private Vocational School Licensing
Contact Person: Darlene Bartlett, Consumer Protection Unit Manager
Phone: (360) 709-4605
Mailing Address: P.O. Box 43105, Olympia, WA 98504-3105

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Degree-Granting Institutions

Process

• Preliminary Planning – Develop a comprehensive proposal for the new institution, including its mission, governance, degree programs, instructional delivery mode (on-site or online), and intended location. Ensure the plan addresses faculty qualifications, student services, and financial projections.
  
  
• WSAC Consultation – Contact WSAC’s Degree Authorization office at least one year before the planned launch. Schedule a preliminary meeting to discuss the proposal, review application requirements, and understand state standards. Early engagement helps identify any issues and clarifies expectations.
  
  
• Application Submission – Obtain the official application form from WSAC (by request; not publicly posted) and complete it thoroughly. Assemble all required documentation (see Checklist below). Submit the completed application and supporting materials to WSAC’s Degree Authorization office as instructed (typically via mail or email).
  
  
• Agency Review – After submission, WSAC staff will review the application for completeness and compliance with the Degree-Granting Institutions Act. They may request additional information or revisions during this review period.
  
  
• Evaluation & Site Visit – WSAC evaluates the institution’s academic programs, financial stability, and operations. For new institutions, WSAC typically arranges an on-site evaluation visit and may engage external academic consultants to review proposed programs. A public comment period (minimum 30 days) is also conducted for new degree program proposals.
  
  
• Approval & Authorization – Once all requirements are met, WSAC will issue an authorization allowing the institution to operate and confer degrees in Washington. Initial authorization is program- and site-specific and is generally valid for two years.
  
  

Application

Applicants must obtain the Degree Authorization application directly from WSAC. The application is completed offline and submitted to WSAC via mail or email as directed by WSAC staff. It includes detailed narratives and documentation about the institution’s plans, curricula, governance, faculty, facilities, and finances. The prospective institution should work closely with WSAC throughout this process – beginning with the preliminary consultation – to ensure all components are properly addressed. All materials (application form, exhibits, and supporting documents) are typically submitted together as a package for WSAC’s review.

Fees Payment

Washington requires several fees for degree authorization. The initial application carries a base fee of $2,000, plus an additional $1,000 for each degree program proposed. This fee must be paid upon application submission (usually by check or as invoiced by WSAC). If the application is approved, an authorization issuance fee or initial license fee may also be required as part of the first authorization period. Renewals are subject to fees as well (generally $1,000 plus $250 per program at each renewal cycle). WSAC additionally imposes a $1,000 late fee for institutions that fail to submit renewal applications on time. All authorized institutions must obtain a surety bond and contribute to a student protection trust fund, which helps safeguard student tuition in case of a school closure.

Review & Evaluation

WSAC’s Degree Authorization staff conducts a comprehensive evaluation of each application. They verify that the institution meets minimum standards in areas such as academic quality, administrative capacity, financial stability, and student support. External subject-matter experts may be consulted to review new degree program proposals. A site visit is typically required for new institutions to inspect facilities and verify information provided in the application. WSAC also posts a public notice of the pending application to gather any public comments or concerns. The review process is thorough and can take several months, ensuring the school has the necessary resources and plans to operate in compliance with state laws and regulations.

Additional Review

If an institution has out-of-state affiliations or ownership, WSAC may require evidence of authorization from the home state or other relevant approvals. Primarily for in-state institutions, no other state agency needs to approve the degree programs – WSAC serves as the central regulatory authority. However, if the proposed institution or program falls under another oversight body (for example, a program leading to a licensed profession in healthcare or law), the school may need to coordinate with that professional licensing board for program approval. WSAC will advise the applicant if any such additional review or documentation is necessary during the process.

Licensure Decision

WSAC issues a formal decision after the evaluation. If approved, WSAC provides a written authorization (sometimes called an authorization letter or certificate) allowing the institution to operate and award the specified degrees. This initial authorization is typically valid for two years and will list the approved programs and campus site(s). If the application is denied, WSAC will inform the applicant of the reasons and any options for appeal or reapplication. Upon approval, a new institution can begin recruiting students and offering instruction, subject to ongoing compliance with state requirements.

Continuous Compliance

Authorized degree-granting institutions must operate in accordance with state regulations at all times. Any substantive changes – such as adding new degree programs, opening additional locations, changing ownership, or relocating the campus – require prior approval from WSAC. Institutions must maintain their surety bond and remain in good financial standing. They are also expected to pursue or maintain accreditation. (New schools may operate under a WSAC-approved plan for achieving accreditation within a specified timeframe.) Schools are subject to periodic monitoring, must file required reports, and should be prepared for site visits or audits by WSAC. Marketing and recruitment practices are regulated to prevent false or misleading claims. Compliance with student protection rules (e.g. refund policies, maintaining student records, timely reporting of closures or changes) is mandatory to keep the authorization in good standing.

Renewal

The authorization must be renewed on a regular cycle (generally every two years for degree-granting institutions). To renew, the institution submits a renewal application with updated information on its programs, finances, enrollment, and any changes since the last approval. Renewal fees (approximately $1,000 plus $250 per program) are required at that time. WSAC will review the renewal materials to ensure the school continues to meet all standards. If satisfactory, the authorization is extended for another cycle (two years). Institutions must submit renewal applications by the specified deadline to avoid late fees or any lapse in authorization. During renewal, ongoing compliance is verified – including confirmation that the surety bond is active and contributions to the student protection fund are up to date.

Checklist of Required Items

A degree authorization application generally requires the following materials:

• Detailed Business Plan – An outline of the institution’s mission, governance structure, administrative organization, and strategic plan for operations.
  
  
• Program Proposals – Descriptions of each degree program to be offered, including curricula, course descriptions, credit hours, and learning outcomes for each program.
  
  
• Faculty Credentials – A roster of instructors and administrators with their qualifications (resumes or CVs), demonstrating they meet required educational and experience standards.
  
  
• Financial Documentation – Evidence of financial stability such as audited financial statements or a two-year budget projection, showing sufficient resources to support the institution and protect students (e.g. ability to refund tuition if needed).
  
  
• Accreditation Plan – If the institution is not yet accredited, a written plan and timeline for achieving accreditation from a U.S. Department of Education-recognized accrediting agency.
  
  
• School Catalog & Policies – A draft student catalog or handbook detailing admissions criteria, academic policies, tuition and fees, cancellation and refund policy, grievance procedures, and student services.
  
  
• Facilities Information – Details about the physical location(s) (or online platform), including campus addresses, classroom facilities, library or resource access, and any specialized equipment or labs.
  
  
• Surety Bond and Compliance Forms – Proof of the required surety bond (or alternate security) and any additional compliance forms (such as student protection affidavits or loan disclosure statements) that WSAC requires with the application.
  
  
• Organizational Documents – Copies of the institution’s legal formation documents (articles of incorporation, bylaws, ownership information) and evidence of authority to do business in Washington (e.g. Washington State business license).
  
  

Fees & Timelines
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Vocational and Career Schools

Process

• License Determination – First, determine if your school needs a license under Washington’s Private Vocational Schools Act. Generally, any private postsecondary vocational school offering training programs longer than three days and charging tuition must be licensed. (Short seminars, purely avocational courses, or programs regulated by other agencies may be exempt – see State Exemptions.) The Workforce Board provides a self-assessment questionnaire to help prospective schools determine if licensing is required.
  
  
• Orientation Requirements – Prospective school operators must complete a New School Orientation with the Workforce Board. After confirming that a license is needed, contact the Workforce Board’s PVS unit to sign up for a mandatory orientation webinar. Prior to orientation, ensure the business is properly established (e.g. obtain a Washington State business license, register with the Department of Revenue, and if applicable, register the company with the Secretary of State). Completing these prerequisites and the orientation is required before an application will be accepted.
  
  
• Application Preparation – Gather all required documentation and prepare the initial license application. Utilize the Workforce Board’s Initial Licensing Checklist to compile items like the proposed school catalog, enrollment agreement, financial statements, and instructor qualifications. Ensure all materials meet the state’s standards for private career schools. This preparation step is crucial – a thorough application will speed up the review.
  
  
• Submission of Application – Request access to the online PVS licensing portal from the Workforce Board (via the provided staff email). Once login credentials are obtained, fill out the application form online. Submit electronic copies of supporting documents as instructed (through the portal or by email). Simultaneously, mail a hard copy of the completed application forms along with the required fees (check or money order payable to the Washington State Treasurer) to the Workforce Board’s PVS Licensing Unit. Applications are not considered complete until the agency has received the online submission, all supporting documents, and the fee payment.
  
  
• Agency Review – The Workforce Board’s licensing staff reviews the application for completeness and compliance. They will verify that the school meets minimum standards regarding facilities, equipment, instructor qualifications, financial soundness, and consumer protection (e.g. having proper cancellation and refund policies). If any information is missing or insufficient, staff will notify the applicant to provide clarifications or make corrections.
  
  
• Site Visit & Evaluation – As part of the evaluation, a Workforce Board team conducts an on-site visit to the school’s location. During this visit, they verify the classroom setup, equipment, instructional materials, record-keeping systems, and overall operations. Inspectors will also interview key staff to ensure they understand compliance obligations. Any deficiencies noted during the visit must be resolved before a license is granted.
  
  
• Licensing Decision – If the application and site visit demonstrate that all requirements are met, the Workforce Board will approve the school’s license. The school receives a license certificate, allowing it to operate and offer the approved programs to students. Initial licenses are typically valid for one year, after which an annual renewal is required. If the application is denied, the Board will provide reasons and guidance on how to remedy deficiencies before reapplying.
  
  

Application

The private career school license application is completed through an online system provided by the Workforce Board. To begin, an applicant emails the PVS unit to obtain login credentials for the online application portal. After attending the required orientation, the school owner/administrator uses the portal to enter detailed information about the school’s ownership, programs, tuition, facilities, and staffing. Supporting documents (such as the draft school catalog, enrollment agreement, financial reference form, and instructor resumes) must be submitted as part of the application – typically by uploading them in the portal or emailing them directly to the licensing staff. Once everything is compiled, the applicant submits the online portion. In addition, a printed copy of the application and all attachments, along with payment of fees, is mailed to the Workforce Board. It’s important that the application is complete; incomplete submissions will delay the review process. Agency staff are available to answer questions while an application is being prepared to help ensure all requirements are met.

Fees Payment

Several fees apply to private vocational school licensing. There is an initial licensing fee which is based on the school’s projected annual gross tuition revenue. This fee ranges from $250 (for schools with under $25,000 in projected revenue) up to $2,500 (for schools with over $2.5 million in projected revenue). The applicant will calculate the expected revenue for the first year and pay the corresponding fee upon application. In addition to the license fee, new applicants must make an initial deposit into the Tuition Recovery Trust Fund (TRTF), which is a student protection fund. The initial TRTF deposit varies by revenue as well (approximately $300 for a very small school, scaling up to around $16,000 for a very large school). After licensing, the school will be billed semi-annually for TRTF contributions during its first ten years of operation (with higher payments in the first five years, and lower payments in the next five years). All fees (license fee and TRTF payments) are paid to the Washington State Treasurer and submitted to the Workforce Board’s address. There may be additional minor fees in specific circumstances (for example, if a second site visit is needed or if laws require purchasing certain publications), but the core fees are the initial license fee and the ongoing TRTF contributions. The Workforce Board provides a fee schedule to help applicants determine the exact amounts based on their revenue category.

Review & Evaluation

Workforce Board staff carefully evaluate each application. They verify the school’s compliance with all state standards set by law and administrative rules. Key evaluation points include: completeness of the school’s catalog (required disclosures such as program descriptions, admission requirements, tuition and fees, cancellation/refund policy, and grievance procedures), the fairness and clarity of the enrollment agreement (ensuring it contains all required student protections and acknowledgments), qualifications of instructors (meeting minimum education or work experience criteria for the fields they will teach), the financial stability of the institution (checking that the school has sufficient financial resources and will honor tuition refunds if needed), and the adequacy and safety of facilities and equipment for the training offered. The on-site inspection is a critical part of this evaluation: inspectors ensure the physical premises match what was described in the application and are appropriate for students (e.g. safe building, proper equipment for the curriculum). Any deficiencies found during the desk review or site visit must be addressed by the school. The entire review process typically takes about 60 days from the time a complete application (including fees) is received.

Additional Review

Most private career school approvals are handled entirely by the Workforce Board, and no additional state agencies are involved for in-state schools. However, if the school plans to offer a program that falls under another Washington state agency’s jurisdiction, the applicant may be directed to obtain that agency’s approval or license instead of (or in addition to) the Workforce Board license. For example, cosmetology training programs are licensed by the Department of Licensing’s Cosmetology Board rather than by the Workforce Board. Similarly, certain professional truck driving or real estate schools might be overseen by other boards. The Workforce Board will inform applicants if any such special case applies. In general, an out-of-state institution that wants to operate a branch campus or physical training site in Washington must also go through this same PVS licensing process (there is no reciprocal acceptance of another state’s license). The agency’s Consumer Protection Unit ensures all private vocational schools, whether new or from out-of-state, meet Washington’s requirements before granting a license.

Licensure Decision

After satisfactory review, the Workforce Board will issue a decision letter. If approved, the school is granted an initial private vocational school license, typically valid for one year. The approval letter and license certificate will outline any conditions or limitations (for instance, listing the specific programs or courses the school is authorized to offer). Once licensed, the school’s name and contact information are added to the state’s official list of licensed private career schools, and the school may legally advertise, enroll students, and operate training programs in Washington. If the license is denied, the Board’s correspondence will explain the reasons (such as failure to meet one or more standards) and will provide information on how to appeal the decision or reapply after correcting the issues. Schools that are approved should be mindful of their ongoing responsibilities, as the first year of operation will require compliance with all rules in preparation for the first renewal.

Continuous Compliance

Licensed vocational schools must continuously comply with state regulations to maintain their license. They are required to publicly display the license at the school and adhere strictly to the approved program offerings and official school name and location. Any changes – such as adding a new program, opening a new training site, modifying the school’s name, or changes in ownership – must be reported to the Workforce Board in advance and may require approval. Schools must use written enrollment agreements and catalogs that meet the state’s consumer protection criteria, and they must follow the state-mandated cancellation and refund policy for students who withdraw. Advertising and marketing must be truthful and not misleading; the agency monitors promotional materials for compliance. Schools are subject to periodic inspections and audits by the Workforce Board; in fact, staff conduct at least one on-site visit annually for each active school. If students file complaints, the Workforce Board will investigate, and the school is expected to cooperate fully and resolve issues as directed. Financial compliance is also ongoing: schools must maintain adequate financial resources and remain current on Tuition Recovery Trust Fund payments. Failure to comply with any requirement can result in disciplinary action, including fines or revocation of the license. To avoid issues, schools should maintain open communication with their assigned program specialist at the Workforce Board and promptly address any compliance questions.

Renewal

Private career school licenses are renewed annually. Each year, the school must submit a renewal application before the current license expires. The renewal includes updated information on enrollment numbers, financial statements, any changes in programs or key staff, and an updated school catalog if policies, courses, or prices have changed. The annual license fee for renewal will be calculated based on the actual gross tuition revenue of the previous year (using the same fee scale as the initial license). The school will also continue to make semi-annual Tuition Recovery Trust Fund payments as scheduled. Renewal materials and fees are typically due several weeks prior to the license expiration date to allow time for processing. The Workforce Board reviews the renewal submission to confirm ongoing compliance. If the school remains in good standing and all fees are paid, the license is renewed for another year. If issues are found (for example, unresolved compliance problems or substantiated complaints), the agency may renew the license conditionally or, in severe cases, deny renewal until problems are corrected. It is critical that schools do not allow their license to lapse – operating with an expired license is unlawful. The PVS unit sends reminders about renewal deadlines, but ultimately it is the school’s responsibility to submit on time each year.

Checklist of Required Items

An initial license application for a private vocational school typically requires the following:

• Business Registration – Proof of a valid Washington State business license (Master Business License) and, if applicable, proof of incorporation or registration of the school’s legal entity (for corporations or LLCs).
  
  
• School Catalog – A draft catalog or student handbook containing all required information: program descriptions, admission requirements, academic calendar or course schedules, tuition and all fees, financial aid (if offered), the cancellation and refund policy, student grievance procedure, and other student policies.
  
  
• Enrollment Agreement – A sample student enrollment contract that meets state requirements, including the standardized refund policy language, an acknowledgment of the school’s licensing by the Workforce Board, and spaces for student and school signatures.
  
  
• Program Outlines – Detailed outlines for each education program offered, including the total clock hours (or credit hours), course titles or subject matter to be taught, and the skills or competencies students will learn.
  
  
• Instructor Qualifications – Resumes or credential documents for instructors and key administrators, demonstrating they meet the minimum qualifications (education, experience, or certifications) to teach their assigned subjects or run the school.
  
  
• Financial Statements – A current financial statement for the school owner or entity (such as a balance sheet), and/or a projected first-year operating budget for the school. The application may include a Financial Reference Form to be completed by a financial institution or accountant to verify the school’s financial resources.
  
  
• Facility Information – The address of the training facility and a description of the site. This might include floor plans or photos, a list of training equipment and materials, and proof of occupancy (e.g. a lease or ownership documents) to show the school has a suitable location secured.
  
  
• Compliance Attestations – Signed forms or affidavits required by the Workforce Board, such as an acknowledgment of compliance with state laws and rules, consent to abide by the Tuition Recovery Trust Fund requirements, and any other certifications (for example, that the school will not use misleading advertising).
  
  
• Fee Payment – Payment for the application, consisting of the initial license fee (based on revenue tier) and the initial TRTF deposit. A check or money order made out to “Washington State Treasurer” should be included with the mailed application packet.
  
  

Fees & Timelines
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State Exemptions

Certain types of educational institutions and programs are exempt from state oversight or licensing requirements. In Washington, a private postsecondary institution may not need state authorization or a career school license if it meets one or more of the following conditions:

1. Public Institutions – Schools established and governed by the State of Washington or its political subdivisions (such as state universities, community colleges, and public technical colleges) are exempt from the private postsecondary licensing requirements. They operate under separate state laws.
   
   
2. Education for Membership Organizations – Bona fide trade, business, professional, or fraternal organizations conducting educational programs primarily for their own members – or offering instruction on a no-fee (free) basis – are exempt from state licensing. These are considered internal training programs rather than commercial education to the general public.
   
   
3. Avocational and Recreational Programs – Instructional programs that are exclusively avocational (hobby or personal enrichment) or recreational in nature are exempt. If a course is not designed or advertised to prepare students for a job or career, it does not require state approval.
   
   
4. No-Cost Educational Offerings – Programs that do not require payment of tuition or fees (and are not advertised or promoted as leading to any educational credential) are exempt. This covers certain free courses or workshops offered to the public, as long as no completion certificate or career-related credential is being granted.
   
   
5. Government and Tribal Schools – Entities that are established, operated, and governed by the federal government, a Washington state agency, or a political subdivision of the state (including K-12 public schools and certain tribally-controlled colleges) are not subject to these private licensing requirements.
   
   
6. Degree Programs Authorized by WSAC – Institutions or programs that are authorized by WSAC under the Degree-Granting Institutions Act are exempt from the separate vocational school licensing. In practice, this means if a school is approved to offer degrees by WSAC, it does not need a Workforce Board license for those degree programs (the WSAC authorization covers them).
   
   
7. Religious Institutions – Private institutions that are strictly religious in nature, offering education exclusively in religious or theological disciplines, may qualify for a religious exemption. To be exempt, the educational programs must be solely devoted to religious objectives (for example, training for ministry or theology degrees) and clearly represented as such in the institution’s catalogs and materials. Note: If a religious institution offers secular degree programs in addition to religious programs, those secular programs would require WSAC authorization.
   
   
8. Federally Regulated Programs – Educational programs that are governed by federal law or agencies are exempt from state licensing. For example, flight training schools offering courses that are certified by the Federal Aviation Administration (FAA) do not need a Washington license for those FAA-approved courses.
   
   
9. Professionally Licensed Schools – Schools or programs that are licensed or approved by other Washington state licensing boards are exempt from the general private postsecondary licensing. For instance, barber and cosmetology schools are licensed under Washington’s cosmetology laws through the Department of Licensing, so they do not require a separate Workforce Board license. Similarly, courses that exclusively provide continuing education required for licensed professionals (such as continuing education for accountants, nurses, insurance agents, etc.) are exempt, since those are regulated by the respective professional boards.
   
   
10. Short-Term Training – Entities offering only short workshops or seminar programs that last no longer than three calendar days are exempt. This allows brief training sessions, bootcamps, or seminars to be conducted without a private school license, provided their duration is three days or less.
    
    
11. Interstate Reciprocity (Distance Learning) – Out-of-state institutions that operate in Washington solely through distance learning (online education) may be exempt from direct Washington authorization if they participate in the State Authorization Reciprocity Agreement (SARA). SARA-member institutions based in other states can enroll Washington residents in online programs without obtaining separate WSAC approval, as long as they have no physical presence in Washington and adhere to SARA guidelines. (This exemption applies to online education across state lines and is relevant to out-of-state schools rather than new in-state institutions.)
    
    
12. Agency-Granted Waivers – In rare cases, the regulating agency may grant an entity a partial or complete exemption from certain requirements of the law. The Workforce Board, for example, has statutory authority to modify or waive requirements for specific schools or programs under particular conditions. Such exemptions are not automatic; they are considered on a case-by-case basis and typically documented by a formal agency decision.

Prospective school operators should carefully review these exemption criteria. If an institution believes it qualifies for an exemption, it should confirm this status with the appropriate agency (WSAC for degree-granting institutions or the Workforce Board for vocational schools) before offering educational programs to the public. Schools operating outside of these exemption categories must complete the full state approval process as outlined in this guide.