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

Licensing Agency

Wyoming Department of Education (WDE) – Private School Licensing. The Wyoming Department of Education is the agency responsible for licensing all private postsecondary educational institutions in the state. WDE’s Private School Licensing program oversees the approval of both degree-granting colleges and non-degree proprietary (vocational) schools, ensuring they meet state standards before operating.

Agency Contact - Degree Granting

Wyoming Department of Education – Private School Licensing
Contact Person: Brenna Harris, Private School Licensing Consultant
Phone: (307) 777-6210
Mailing Address: 122 West 25th Street, Suite E200, Cheyenne, WY 82002

Degree-Granting Institutions

Process

Wyoming law (W.S. 21-2-401 through 21-2-407) requires any private college or degree-granting postsecondary institution to secure state authorization (registration/license) from WDE prior to doing business in Wyoming. Unless an institution qualifies for a statutory exemption, it must complete the WDE registration process as outlined in Chapter 30 Rules. Key steps include:

• Determine Exemption Status — First, confirm whether the institution is exempt under Wyoming law (for example, certain religious institutions or other special programs). If an exemption applies, WDE licensure may not be required (see State Exemptions below). If not exempt, the college must proceed with the state approval process.
  
  
• Notice of Intent (New Colleges) — A prospective degree-granting institution that is not yet operating in Wyoming must notify WDE of its plans before advertising, enrolling students, or offering instruction in the state. This written notification of intent (as prescribed by WDE) should include basic information about the school’s proposed operations, such as: a $10,000 initial surety bond (to be posted upfront), evidence of current or pending accreditation, the business structure and registered agent in Wyoming, a description of programs/courses to be offered, expected student population, facilities to be used, and a timeline for full application. Within 10 business days, WDE will respond in writing with either clearance to proceed with a full application, a request for additional information, or an explanation if the institution does not fall under the Chapter 30 licensing requirements. Note: A new institution cannot lawfully operate in Wyoming for more than 3 months after filing a notice of intent without obtaining formal registration.
  
  
• Accreditation Requirement — Wyoming mandates that degree-granting postsecondary schools be accredited or in the process of achieving accreditation by an agency recognized by the U.S. Department of Education. If the institution is already accredited, it will apply as an accredited institution. If not yet accredited, it must at least have official candidacy or applicant status for accreditation before it can be registered. Unaccredited colleges will be registered only as “candidate institutions” on a provisional basis – they must work toward full accreditation within a maximum of five years. WDE will require such schools to enter into a formal plan outlining milestones toward accreditation and to submit annual progress reports on that plan as a condition of continued licensure.
  
  
• Prepare Application Materials — Gather all required documentation and exhibits that must accompany the state application. Wyoming’s process is document-intensive, so prepare a comprehensive package (see Checklist of Required Items below). Key application materials include institutional governance and legal documents, academic program descriptions, faculty qualifications, facility information, financial statements, and student-facing policies. Ensure you have:
  
  
  
  • Articles of incorporation or other organizational documents, and identification of owners/administrators.
  • Academic catalog or program brochures (detailing each degree program, course descriptions, credit hours, admission requirements, etc.).
  • Resumes or CVs of faculty and academic staff, with credentials to teach the proposed courses.
  • Description of classroom facilities, equipment, and learning resources to support the programs.
  • Surety bond in the amount of $10,000 (if applying as a new or unaccredited institution) on the official WDE bond form approved by the Attorney General.
  • Copies of student enrollment agreements, including all tuition and fee schedules and the refund policy.
  • Policies on academic standards, attendance, student conduct/discipline, and probation/dismissal (usually part of the catalog or student handbook).
  • A sample of the diploma or degree certificate to be awarded for each program.
  • Proof of the institution’s accreditation status – either a current accreditation certificate or a candidacy acceptance letter from a recognized accreditor.
  • Any required local approvals (e.g. fire/building inspections, business license) to show compliance with city or county regulations for your site.
    
    
• Complete Registration Application — Using the above materials, fill out the official WDE application form for Private Postsecondary Degree-Granting Institution licensing. Make sure every section is addressed fully and all supporting documents are attached or uploaded. The application will ask for detailed information about the school (program listings, personnel rosters, financial stability, etc.), so having all documentation ready will allow you to complete it in one session.

Application

Method of Submission: Wyoming uses an online application process for postsecondary school licensing. For degree-granting institutions, the Chapter 30 Private Postsecondary Institution Application form is available on the WDE website. This is typically a web-based form (JotForm or similar) where you input institutional data and upload the required supporting documents. There is no separate portal login needed; you access the form via the WDE Private School Licensing page. Once the form is completed with all attachments, it is submitted electronically to WDE. (If you encounter issues with the online form, WDE’s Private School Licensing office can provide guidance or alternate submission arrangements, such as email or mail, but the standard procedure is to use the online application form.)

Fees Payment

All required fees must be paid at the time of application. The State of Wyoming sets a modest licensing fee for private degree institutions, with different amounts depending on accreditation status:

• Application/Registration Fee: $100 for an accredited institution, or $1,000 for an institution that is not yet accredited (applying as a candidate). This fee is non-refundable and covers one year of registration.
  
  
• Agent Permit Fee: $100 per agent. Any individual who will solicit or recruit students in Wyoming on behalf of the school must be licensed as an agent, and the school must pay $100 for each such agent license annually (agents are licensed on the same cycle as the school).
  
  
• Payment Method: Fees are generally paid by certified check or money order made payable to the “Wyoming Department of Education.” Include the payment with your application submission (for online applications, you may need to mail the check separately with a cover note referencing your school). The WDE will not process an application until the proper fees are received. (Note: The Wyoming Secretary of State will also not finalize a company’s registration to do business as a school without proof of WDE licensure, so paying the fee and obtaining the license is a prerequisite for legally registering the institution in Wyoming.)

There are no extra inspection or site-visit fees explicitly required by Wyoming’s regulations for college registration. The primary costs are the application fee and agent fees, plus the cost of securing the surety bond. (If WDE staff needs to travel for an on-site review, that would typically be arranged case-by-case, but no routine site visit fee is set in statute.)

Review & Evaluation

Once your application packet is submitted, the WDE’s Private School Licensing team will review all materials for completeness and compliance with state laws and regulations. This evaluation includes verifying that your institution meets the minimum standards set out in the rules:

• Completeness Check: Staff will ensure all required documents are present (e.g. bonds, contracts, catalogs, policies, etc.) and that fees have been paid. If anything is missing or unclear, WDE may reach out to you for clarification or additional information. Promptly address any such requests to avoid delays.
  
  
• Quality and Compliance Review: WDE examines the substance of your application to confirm that the school is capable of providing the education it promises. For a degree-granting institution, this means confirming you have adequate curriculum plans, qualified faculty, sufficient facilities/equipment, and sound academic policies (attendance, grading, conduct, etc.). They will also check that your refund policy for students meets the state’s requirements (ensuring pro-rata refunds of tuition if a student withdraws, etc.), and that your advertising and enrollment materials do not contain any misleading statements.
  
  
• Accreditation/Candidacy Verification: If the school is accredited, WDE will verify the accreditation status (e.g. via documentation or online accreditor records). If the school is a candidate for accreditation, WDE will review the accreditor’s candidacy approval and may ask for the planned timeline to achieve full accreditation. In the case of a candidate institution, WDE will work with you to formalize the Accreditation Plan mentioned earlier. This plan is essentially an agreement outlining how the institution will progress to full accreditation within five years. The plan will include key milestones and require the institution to submit annual progress reports each renewal cycle, demonstrating movement toward accreditation.
  
  
• Departmental Evaluation: The review process is handled internally by WDE (there is no separate higher education commission in Wyoming for this purpose). WDE officials may consult with the Wyoming Attorney General’s office (for example, to approve the bond form or in case of any legal concerns) and will ensure the institution’s application aligns with statutory criteria. In some cases, WDE could arrange a meeting or phone interview to discuss the application details, or potentially conduct a site visit to the school’s location, especially if there are concerns that need on-site verification. However, much of the review is document-based.
  
  

The timeline for initial review can vary, but generally you should allow a few weeks for WDE to perform an initial completeness check and perhaps several more weeks for the substantive evaluation. The law requires that no institution operate more than 3 months after submitting a notice of intent without finishing registration, which implies that the review and approval would be concluded within that roughly 90-day window as long as the application is complete and requirements are met.

Additional Review

In Wyoming, no secondary state board or commission is involved in authorizing private colleges – WDE is the sole licensing authority. This simplifies the process compared to some states. However, there are a few additional considerations depending on the circumstances:

• Out-of-State Institutions: If the school’s ownership or parent entity is based outside Wyoming, or the school is chartered in another state, there is no separate higher education board approval needed; but you must still register in Wyoming through WDE before enrolling Wyoming students. Importantly, the institution will need to designate a Wyoming registered agent (a person or business with a Wyoming address) for service of process as part of doing business in the state. WDE asks for identification of this registered agent in the application. Additionally, the Wyoming Secretary of State will require proof of WDE licensure as a condition to authorize an out-of-state (foreign) corporation to do business as a school in Wyoming.
  
  
• Distance Education and SARA: Wyoming is a member of the National Council for State Authorization Reciprocity Agreements (NC-SARA). If your institution is approved under SARA in its home state and you only plan to offer distance/online education to Wyoming residents, you are not required to separately register with Wyoming. SARA participation essentially covers the state authorization for distance learning. (WDE maintains a list of approved SARA institutions.) However, if you establish a physical presence in Wyoming or are recruiting in-state for non-SARA programs, you would need WDE licensing. It’s wise to consult WDE if you are unsure whether your activities trigger the licensure requirement.
  
  
• No CHE Approval Needed: Unlike some states, Wyoming does not have a separate higher education commission that reviews academic programs for out-of-state institutions. The WDE process is the only approval needed for private degree-granting schools (aside from adherence to any professional licensing board standards if you offer programs in fields like nursing, etc., which is outside WDE’s scope). Ensure you meet any other relevant regulatory requirements (for instance, if offering nursing degrees, coordinate with the Wyoming Board of Nursing for program approval in that field, if applicable).

Licensure Decision

After the review is satisfactorily completed, WDE will make a licensure decision. If all requirements are met and the institution is found in compliance, the Department will issue a registration certificate, commonly referred to as a Private School License, authorizing the degree-granting institution to operate in Wyoming.

• License Certificate: The license issued by WDE will typically list the name of the institution and confirm its authorization to offer the specific degree programs described in the application. (The institution should only confer those degrees/programs that were approved.) The license is non-transferable (only valid for the institution named and the ownership at the time).
  
  
• Term of License: Wyoming licenses for postsecondary schools are granted for one year at a time. By regulation, the registration period runs to June 30th of the academic year. In fact, the license validity is defined such that it expires on June 30 following the issuance (licenses are aligned with the state fiscal year July 1–June 30). For example, a license issued in October 2025 would expire June 30, 2026 unless renewed.
  
  
• Timeline: In many cases an initial approval can be obtained within 1 to 3 months from full application submission, depending on the complexity of the proposal and the responsiveness of the institution in providing any additional info. WDE does not have a set schedule of approval meetings – decisions are made on a rolling basis once the Department is satisfied that standards are met.
  
  
• Denial Conditions: If the application is deficient or the institution fails to meet a critical requirement, WDE can refuse to grant a license. Common grounds for denial would include not obtaining accreditation (or candidacy), inadequate financial resources or facilities, or past fraudulent activity by the operators. In such cases, WDE will notify the school of the decision and reasons. The institution would then have to address the issues and potentially reapply. There are provisions for an appeal or a hearing under the Wyoming Administrative Procedure Act if a license is denied or if conditions are imposed, but typically, open communication with WDE during the process will prevent surprises at the decision stage.

Once the license is granted, the institution is officially authorized to enroll students and operate its degree programs in Wyoming, subject to ongoing compliance with all stipulations.

Continuous Compliance

Holding a WDE private school license carries ongoing obligations. A degree-granting institution must operate in continuous compliance with Wyoming statutes and the rules governing private postsecondary schools. Key compliance areas include:

• Maintain Approved Programs: The institution may offer only the degree programs and courses that were included in its licensed application. Introducing a new degree program or making substantial changes to curriculum/content requires notifying WDE (in writing within 30 days of the change, per regulations) and possibly obtaining an amendment to the license. In short, you cannot suddenly add unapproved programs without involving the Department.
  
  
• Accreditation Status: If the institution was registered as a candidate for accreditation, it must diligently pursue full accreditation. Annual progress reports must be submitted to WDE demonstrating movement toward that goal. Failure to achieve accreditation within five (5) years (absent a specific extension from WDE for good cause) means the institution’s registration will not be renewed. Likewise, an already accredited school must maintain its accreditation. Loss of accreditation is grounds for suspension or revocation of the license in Wyoming. The school should immediately inform WDE of any change in its accreditation standing.
  
  
• Bond and Financial Security: Any required performance bond must be kept active at all times. The bond (or letter of credit) on file with WDE must be renewed each year so that coverage is continuous. If the bond lapses or is canceled, the school’s license is in jeopardy (failure to maintain the bond is cause for license revocation). WDE remains the custodian of the bond, which serves to indemnify students in case of school closure or violations.
  
  
• Advertising & Representation: All advertising, marketing, and representations to students must be truthful and in compliance with W.S. 21-2-405 and related rules. Schools may not claim to be “accredited” in any advertising unless they indeed hold accreditation from a U.S. Dept. of Education-recognized accreditor (and must not use misleading accrediting bodies). Also, a school cannot imply it is “approved or accredited by the State” – Wyoming licensure does not mean the state endorses the academic quality beyond the licensing compliance. If a school wishes to mention its state license, regulations dictate a specific phrase: e.g., “Licensed by the Wyoming Department of Education as a private post-secondary institution.” Any false or misleading statements about job placement rates, transferability of credits, etc., are prohibited. Violations in advertising or student recruitment can lead to penalties or loss of license.
  
  
• Use of Agents: Only licensed agents should recruit or solicit students in Wyoming for the school. The school must ensure that any admissions representatives, field recruiters, or marketing agents who operate in the state are individually licensed (and renew those permits annually alongside the school’s license). Unauthorized solicitation by unlicensed agents is a violation and each instance is considered a separate offense under the law.
  
  
• Student Protections and Records: The institution must abide by all student protection provisions. This includes maintaining a fair refund policy for students who withdraw (refund any unused tuition as per the schedule provided in the enrollment contract), enforcing reasonable standards of progress (dismissing students who do not meet academic standards after due probation, etc.), and not discriminating in admissions (no bias based on race, sex, religion, national origin, etc.). Student records (academic transcripts, attendance, grades, financial ledgers) should be maintained as permanent records. WDE regulations expect that even if a school closes or a student graduates, their records will be preserved so students can obtain transcripts in the future.
  
  
• Facilities and Faculty: Continue to maintain adequate facilities, equipment, and faculty qualifications as represented in the application. The school should have sufficient classroom or lab space and keep instructional equipment in good condition to support the curriculum. If the school relocates or expands to a new campus/site, that is a significant change that should be reported to WDE; a new or updated inspection or license update may be required for the new location. Faculty and staff should remain qualified for the courses they teach—if there are major staffing changes, ensure new instructors have appropriate credentials.
  
  
• Institutional Changes: Any major institutional changes must be reported. A change in ownership or a change in the institution’s name or legal status typically triggers a new application or at least a thorough review by WDE. (State approval is not automatically transferable to new owners.) Similarly, if the school undergoes reorganization (merger, acquisition) or a significant change in financial status, WDE should be informed promptly. Failure to disclose such changes can jeopardize the license.
  
  
• Compliance Monitoring: The Department has the authority to monitor compliance. WDE may investigate complaints filed by students or others. The school should cooperate fully with any inquiries. If a school is found to violate statutes or rules (for example, operating without renewal, or deceiving students), WDE can impose sanctions, including license suspension or revocation, under the due process provisions of the Administrative Procedure Act. Schools will usually be given a chance to correct minor compliance issues, but serious violations (fraud, failure to maintain bond, loss of accreditation) can lead to immediate action. Always strive to remain in good standing to avoid any disruption to your authorization.

Renewal

State approval for private degree institutions in Wyoming is not a one-time event – it must be renewed annually for the school to continue operating legally. The renewal procedure ensures that the institution remains in compliance each year:

• Renewal Schedule: The registration/license expires June 30 each year. Therefore, the school should prepare a renewal application by July 1 annually. WDE will often send a reminder or provide renewal forms, but it is the school’s responsibility to submit on time. There is no multi-year license option; it is year-to-year.
  
  
• Renewal Application: The renewal is basically an update of the original application. You will use WDE’s prescribed renewal form (or online process) to resubmit updated versions of all the key documents. This includes providing current copies of items such as your catalog (if any policies or programs have changed), current faculty/staff roster, updated financial statement, any new enrollment agreement or policy changes, etc. Think of it as an annual report on your operations. For accredited institutions, include an updated accreditation confirmation if needed (e.g., if accreditation was newly achieved or renewed). For candidate institutions, you must include the annual progress report on the accreditation plan as discussed, with evidence of what steps toward accreditation have been completed in the past year.
  
  
• Fees for Renewal: The annual renewal requires paying the same fees as the initial application each year. An accredited institution will submit a $100 renewal fee; a candidate institution will submit $1,000 for renewal each year until it becomes accredited (after which it would qualify for the lower fee). Additionally, the $100 per agent fee must be paid again for each agent’s permit renewal. All fees should be sent by certified check to WDE along with the renewal packet.
  
  
• Bond Continuation: Ensure the surety bond is renewed for the new licensing year (July 1 to June 30). Typically, this means getting an extension or a new bond from your bonding company with validity through the next June. Send proof of the bond’s continuation with your renewal application. Without an active bond (if required for your status), WDE cannot renew the license.
  
  
• WDE Renewal Review: WDE will review the renewal submission to confirm that the institution still meets all criteria. They may particularly look at any changes (new programs should have been reported, any major changes in administration or location should be noted). If everything is in order, the license will be renewed for another year. The school will receive an updated certificate or letter extending the authorization through the next June 30.
  
  
• Failure to Renew: Operating after June 30 without a renewed license is illegal. Wyoming treats each business transaction or student enrollment without a license as a separate misdemeanor offense. There is typically a short grace period if paperwork is in process, but do not risk it – submit renewals on time. If a school allows its license to lapse, it must cease enrollments and could face penalties. Reinstatement would require a new application or at least satisfying any outstanding requirements.
  
  
• Continued Candidacy: For institutions still in the accreditation candidacy phase, remember that renewal time is when WDE will closely evaluate whether sufficient progress toward accreditation is being made. If progress is unsatisfactory or the accrediting agency drops the school from candidacy, WDE may choose not to renew the registration. Conversely, once full accreditation is achieved, inform WDE so that subsequent renewals can be done under the accredited status (with lower fee and no bond requirement).

By renewing each year and keeping open communication with WDE, a degree-granting institution can maintain its state authorization indefinitely, as long as it stays compliant with all regulations.

Checklist of Required Items (Degree-Granting)

When preparing the application for a degree-granting institution license, be sure to have the following items ready to submit:

• Completed WDE Application Form – The official Chapter 30 private post-secondary institution application, filled out in its entirety.
  
  
• Registration Fee – A certified check for the applicable fee ($100 for accredited institutions, $1,000 for candidate institutions).
  
  
• Surety Bond – Proof of a $10,000 performance bond or irrevocable letter of credit (for institutions without full accreditation). The bond must be on the WDE-approved form and valid through June 30 of the licensing year. (Accredited institutions may not be required to post a bond, but if one was submitted with a prior notice of intent, it should be maintained until registration is granted.)
  
  
• Accreditation Documentation – Either a copy of the institution’s accreditation certificate or letter from a recognized accrediting agency or a letter proving candidate status/pre-accreditation from such an agency. This verifies you meet the state’s accreditation requirement.
  
  
• List of Key Personnel – A list (or organizational chart) naming all administrators, department heads, and faculty members, along with their titles/roles. Include resumes or qualification details for faculty and academic leadership.
  
  
• Institutional Catalog/Program Descriptions – The current academic catalog or similar documentation that describes all degree programs offered, admission requirements, course descriptions, credit hours, and academic policies. (This can be a comprehensive catalog or a series of program brochures, but it should cover curricula and policies thoroughly.)
  
  
• Enrollment Agreement and Disclosures – A sample copy of the student enrollment contract or agreement that every student must sign. This should include the schedule of tuition, fees, and charges for each program, the refund policy for withdrawals, and any other terms and conditions of enrollment.
  
  
• Policies and Procedures – Documentation of the school’s internal policies, including:
  
  
  
  • Academic standards (grading system, satisfactory progress criteria, probation/dismissal rules, attendance requirements).
    
    
  • Student conduct and discipline policy (what constitutes misconduct and the process for probation or expulsion, if applicable).
    
    
  • If applicable: mission statement or statement of purpose of the institution.
    
    
• Course Outlines – An outline or syllabus for each course or curriculum offered as part of the degree programs. These should list objectives, length of course, and the content to be covered, showing that the academic content matches the program descriptions.
  
  
• Facility and Equipment Description – A brief description of the physical facilities (campus, classrooms, labs) and equipment that will be used for instruction. (You may include photos or floor plans if relevant, or simply describe location and capacity.) Also provide evidence of compliance with local building, fire, or zoning requirements – for example, a Certificate of Occupancy for the school site or a fire inspection certificate, if required by local law.
  
  
• Financial Statement – A current financial statement for the institution or its parent company demonstrating financial stability. This could be a balance sheet or similar document; audited financials are ideal if available (especially for new institutions, evidence of sufficient funding to operate is important).
  
  
• Sample Diploma or Degree Certificate – A copy of the actual diploma or degree document that will be awarded to graduates. (The state wants to see that the wording on the diploma is appropriate. For religious institutions claiming exemption, the diploma must have specific religious wording – but if you are seeking a license, presumably your diplomas will not have to follow that exempt format.)

Having all these items compiled and ready will streamline the application process. WDE will cross-check these items against the checklist when processing your application, so it’s wise to double-check that nothing is omitted.

Fees & Timelines (Degree-Granting)

The following table summarizes key fees and timeline considerations for licensing a degree-granting institution in Wyoming:
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Note: Wyoming does not impose separate site visit fees or per-program fees in the licensing process. The costs above are the primary financial obligations to the state. However, obtaining and maintaining accreditation will involve separate costs to accrediting agencies, which the institution should budget for independently.

Vocational and Career Schools

Process

Private postsecondary non-degree institutions – such as vocational, trade, technical, or career training schools – must also be licensed by the Wyoming Department of Education before operating. These schools are regulated under the same Wyoming statutes (21-2-401 et seq.) but follow WDE Chapter 1 Rules, which parallel the degree-granting process with a few key differences. In general, the steps to approval are similar:

• Determine if the school is subject to licensing or if it falls under an exemption (most vocational schools will require a license unless explicitly exempt by law; see State Exemptions for categories like purely religious or specialized programs).
  
  
• There is no “notice of intent” step required for non-degree schools. You can proceed directly to preparing the license application.
  
  
• Gather all required documentation about the school’s programs, staff, policies, financials, and compliance with local regulations. (Vocational schools compile much the same information as listed for degree colleges, except anything related to degrees or accreditation won’t apply.)
  
  
• Complete the Chapter 1 Proprietary School License Application (the non-degree school application) and submit it to WDE with the necessary fees and surety bond.
  
  
• Wait for WDE’s review. The Department will evaluate the application against minimum standards for proprietary schools, focusing on the adequacy of training facilities, instructor qualifications, course outlines, and student protection policies.
  
  
• If the application meets all requirements, WDE will issue a Private School License for the non-degree institution, allowing it to operate for one year. The school must then maintain compliance and renew annually.
  
  

Throughout this process, keep in mind that vocational schools are typically shorter-term training programs aimed at job skills. Wyoming’s approval process ensures that such schools have the capacity to deliver what they promise to students (in terms of instruction and outcomes) and that students’ financial interests are protected.

Application

Method of Submission: The application for a proprietary vocational or career school is also handled through WDE’s online system. Non-degree institutions will use the Chapter 1 Non-Degree Granting Private School Application form, accessible on the Wyoming Department of Education website. This is a web-based form similar to the degree application, where you input the school’s details and upload supporting documents (there is also a downloadable Chapter 1 Application Checklist provided by WDE to help you prepare – see the Checklist section below). Submit the completed form electronically. If necessary, any supplementary paper documents or the fee check can be mailed, but generally the online application will cover all required fields and allow document uploads. There is no email or paper-only application unless specifically arranged; WDE encourages use of the online form for efficiency.

Fees Payment

Fees for licensing a vocational/career school in Wyoming are as follows:

• School License Fee: $200. This is the annual application fee for a proprietary (non-degree) school license. It must be submitted as a certified check or money order payable to the Wyoming Department of Education along with the application. This $200 fee covers review and issuance of the license for one year.
  
  
• Agent License Fee: $100 per agent, per year. Just like degree institutions, if your vocational school employs agents or recruiters to solicit students in Wyoming (for example, admissions representatives or field recruiters), each such person must be licensed. You should include $100 for each agent you wish to license when submitting the application. WDE provides a separate short form for agent registration (Chapter 1 Agent application) which can be completed for each individual – typically this is done concurrently with the school application.
  
  
• Performance Bond: A surety bond is required for all proprietary schools to protect students. The minimum bond amount is $10,000, which covers up to 10 students enrolled. If your expected annual enrollment exceeds 10 students, the required bond amount increases: schools with 11–20 students must post a $25,000 bond, and schools with more than 20 students must post a $50,000 bond. This bond must be obtained from a bonding company on the official form approved by the Wyoming Attorney General. Include the original bond (or notarized copy of the letter of credit) with your application submission. The bond should be made out in favor of the State of Wyoming and must remain in effect for as long as the school is licensed (renewed yearly).
  
  
• Method of Payment: WDE typically requires that the $200 fee (and any agent fees) be paid by certified check or money order. These can be mailed to the Department if not handled through the online form. Be sure to note the name of the school on the payment. The bond is not a payment to WDE but rather a security instrument; still, it must be delivered to WDE (original bond document) as part of the application packet.

There are no additional state fees such as inspection fees or per-program fees for vocational school licensing – the costs to budget for are the license fee, agent fees, and the bonding cost (the premium you pay to a surety company for the bond).

Review & Evaluation

The Wyoming Department of Education will conduct a thorough review of the application and supporting materials to ensure the vocational school meets all minimum standards set by law and rule:

• Completeness and Accuracy: First, WDE checks that all required components of the application are included (bond, fees, forms, and documents per the checklist). Incomplete applications will delay the process; WDE will notify you if anything is missing or needs clarification.
  
  
• Facilities and Equipment: Evaluators look for adequate training facilities and equipment appropriate to the courses offered. For instance, if it’s a welding school, do you have the necessary welding rigs and safety equipment? If it’s an online-only coding bootcamp, do you have the IT infrastructure to deliver content? The application’s description of instructional methods and facilities is assessed to ensure students will get the hands-on experience or resources necessary for the skill being taught.
  
  
• Curriculum and Program Content: The course outlines and descriptions are reviewed to confirm they are coherent and align with the vocational objectives. WDE wants to see that the program has a defined structure, with clear learning objectives and a reasonable duration to achieve those objectives. If a school offers multiple programs, each should be outlined and appropriate for the field (e.g., a truck driving program should cover requisite hours of behind-the-wheel training, etc.).
  
  
• Instructor Qualifications: The list of instructors and staff is examined to ensure those teaching have the credentials or experience to effectively instruct in the subject matter. For example, if you have a cosmetology program, the instructors should be licensed cosmetologists or have significant industry experience. Adequate instructor-to-student ratio is also considered as part of quality.
  
  
• Student Policies and Consumer Protections: WDE verifies that the school has proper policies in place for attendance, grading, conduct, and refunds. The presence of a fair refund policy is crucial – the rules require that if a student does not start or fails to complete the program, they receive a refund of the unused tuition and fees (minus any reasonable registration charge). The enrollment agreement you provided is reviewed to ensure it clearly discloses all costs and the refund terms. They also check for nondiscrimination policies (no denial of enrollment based on protected classes) and that the school does not make promises of job placement that are unrealistic or unsupported.
  
  
• Advertising and Claims: Although you may not submit advertisements in your application, any descriptions of the program and how it’s marketed should not be misleading. If WDE finds language that suggests guaranteed job placement or licensure prep that isn’t accurate, they may require changes. They will also ensure the school isn’t improperly using terms like “College” or “University” if it’s not degree-granting, and that it isn’t implying endorsement by the state beyond being licensed.
  
  
• Legal Compliance: The Department coordinates with other state requirements as needed. For example, certain vocations (like electrical technician programs) might require state licensing of graduates; WDE ensures the school is aware of and complying with any such requirements (though primary regulation of the program content may lie with a separate licensing board, WDE focuses on the school’s overall compliance).
  
  
• Decision Factors: After review, WDE will determine if the school meets all minimum standards as per Chapter 1 Rules. These standards (outlined earlier under degree programs, many apply here as well) include having proper record-keeping, qualified personnel, approved courses only, adherence to all relevant laws, etc. If anything is deficient, WDE may allow you to address it (for example, increasing bond amount if enrollment projections changed, or fixing a refund policy clause). If the school clearly cannot meet a standard, WDE can deny the license.

The evaluation for a vocational school is typically completed faster than for a degree college, since there is no external accreditation piece. Often, you can expect a decision on your license within a few weeks to a month after submission, assuming all materials are in order. WDE may contact you during the review with questions or to schedule an on-site visit if deemed necessary (for instance, they might visit the school location to verify facilities if it’s a new operation). Being responsive and cooperative will facilitate a smooth evaluation process.

Additional Review

For proprietary vocational schools, no additional state agency approvals are needed beyond the WDE license. Wyoming centralizes this oversight under the Department of Education. Here are some extra considerations:

• Out-of-State Vocational Schools: If your institution is based outside Wyoming but plans to operate a branch or recruit students in Wyoming, you must obtain the Wyoming license through WDE just as a Wyoming-based school would. Ensure you have a Wyoming registered agent and register with the Wyoming Secretary of State to do business (remember, the Secretary of State will require proof of your WDE license first). There is no separate Board of Higher Education to involve, since you are not offering degrees.
  
  
• Reciprocity for Distance Training: The NC-SARA agreement primarily covers degree-granting institutions, so purely online vocational training providers do not have a blanket exemption unless they fall under one of the statutory exemptions. In general, if you’re an out-of-state online career school (offering, say, an online coding bootcamp to Wyoming residents), you are expected to be licensed by WDE unless you qualify as exempt. When in doubt, contact WDE – but the safe approach is to become licensed if you plan to actively enroll Wyoming students in a postsecondary training program for a fee.
  
  
• Other Oversight: Some vocational programs might be subject to oversight by industry-specific bodies (for example, CDL truck driving schools might need to follow Department of Transportation guidelines, beauty schools might be regulated by a Board of Cosmetology, etc.). Such requirements are separate from WDE licensure. Obtaining a WDE license does not exempt a school from complying with any such industry-specific rules. It’s advisable to check if your program requires any approval from a professional licensing board in Wyoming.
  
  
• No Federal Title IV Role: Note that WDE licensure is a state requirement. If your school intends to offer federal student aid (Title IV), separate authorization processes with the U.S. Department of Education apply, but one prerequisite is typically state authorization – which WDE licensure satisfies for Wyoming.

In summary, once you have WDE approval, a non-degree school does not have to go through any further state-level review boards. Keep the focus on maintaining good standing with WDE and meeting any other relevant regulations for your field.

Licensure Decision

When the Department’s review is successfully completed, WDE will issue a Private School License to the vocational institution. This license is a formal certificate or letter indicating the school is licensed under Wyoming law to provide the specified training programs.

• License Contents: The license will bear the name of the school (as well as any DBA name if applicable) and will typically reference that it is a “Private School License” under W.S. 21-2-401 et seq. It may list the courses or program areas approved. For non-degree schools, it’s important to understand that you are only authorized to teach the courses you outlined. If you plan to add new courses later, you’ll need to inform WDE and possibly get an updated license listing those.
  
  
• Timeline and Notification: WDE will send the approval and license documentation to you (often via email and mail). If the application is approved, you can expect this notification by around the time your initial 90-day intent period (if applicable) is concluding, or sooner if you applied directly without a notice step. Many schools get licensed within 4–6 weeks of applying if there are no holdups. If you have a planned start date for classes, it’s wise to submit the application well in advance to ensure you have the license in hand, as you legally should not start classes before it’s issued.
  
  
• Validity: The initial license for a proprietary school will be valid from the date of issuance until June 30 of that school year. For example, if your license is issued on August 15, 2025, it will expire June 30, 2026. All licenses align with the June 30 cycle regardless of start date (therefore first-year licenses might be shorter than 12 months if not timed with the fiscal year).
  
  
• Conditions: Occasionally, WDE might issue a license with certain conditions or stipulations. For example, if the school’s bond was the minimum $10,000 but actual enrollment grows beyond 10 students, WDE will expect an increased bond and could note that as a condition. Or if a particular curriculum needed minor revision, WDE might license you but require an updated outline be submitted by a certain date. Comply with any such conditions promptly to avoid any compliance issues. Generally, straightforward applications are granted full approval without special conditions.
  
  
• If Denied: If for some reason the license is not approved, WDE will provide a written explanation. Common reasons for denial include failure to post the required bond, incomplete application that wasn’t remedied, or findings that the school’s offerings or history do not meet state standards (e.g., perhaps the owners have a record of fraud in another state). The school would have the opportunity to correct problems and reapply or appeal the decision through a formal hearing process. Denials are relatively rare if the school engages cooperatively with WDE, since issues can often be fixed during the application review phase.

Once licensed, the vocational school can legally advertise, recruit, and conduct classes in Wyoming for the duration of the license term. The school should display the license at its main location and be prepared to show it to prospective students who ask. Equally important, the school should immediately move into the mode of maintaining compliance and planning for renewal, as described next.

Continuous Compliance

Licensed vocational schools must continuously adhere to Wyoming’s rules to remain in good standing. Many of the ongoing compliance requirements mirror those for degree schools (since both are private postsecondary education), with emphasis on operational integrity and student protection:

• Offer Only Approved Courses: The school is only authorized to teach the courses/programs that were listed in the licensing application. Do not launch new programs without notifying WDE. If you develop a new course or major change in content, send a letter to WDE within 30 days detailing the change. If the new program is substantially different, you may need an amendment to your license or at least Department acknowledgement. This ensures WDE always has up-to-date information on what you are doing.
  
  
• Maintain Bond Coverage: The surety bond must remain active at the appropriate amount. Renew the bond annually before it expires (synchronizing with the license renewal). If your enrollment grows into a higher bracket (e.g., you initially bonded $10k for <=10 students but now have 15 students), you are obligated to increase the bond to $25k at the next renewal. WDE is the custodian of the bond and will assist any student who is owed a refund or judgment if the school were to close or fail to pay – so the bond is a critical safety net. Failure to keep the bond can result in immediate suspension of your license.
  
  
• Uphold Standards of Instruction: Continue to ensure your facility, equipment, and instructional staff meet the promised standards. The school should be as described in your application. If you relocate or expand to a new site, you must inform WDE; the new site may need an inspection or at least an update in WDE’s records (your license might be tied to a specific address). If key instructors leave, hire qualified replacements. WDE expects that students will receive the quality of training advertised, so instructor qualifications and adequate instructional resources must be maintained over time.
  
  
• Student Records and Diplomas: Keep accurate and permanent records of student attendance and performance. You must track attendance (especially for programs that lead to certifications or have hour requirements), monitor grades/progress, and enforce the academic/progress policies you outlined. Issue certificates or diplomas to students who complete the program. Retain copies of those completion certificates and transcripts permanently. Even years later, a student may contact the school (or WDE) seeking proof of their training; you are expected to have those records.
  
  
• Refund Policy Enforcement: One of the most important ongoing obligations is honoring the refund policy. If a student withdraws or is dismissed before completing the course, calculate the refund according to the policy filed (e.g., pro-rated based on the portion of program not delivered, minus any registration fee). Process refunds timely. Complaints about failure to refund are common triggers for state investigation. Also, do not charge or keep any fees not disclosed in the enrollment agreement – all charges to students must match what was in writing.
  
  
• Advertising and Representation: All marketing must remain truthful. Do not advertise misleading job guarantees or claim endorsements that you don’t have. If you mention being “licensed by the state,” use the exact wording allowed by rule (this typically is phrased as “Licensed by the Wyoming Department of Education as a postsecondary proprietary school”). Do not use the state seal or imply Wyoming accredits or insures the quality of your training – state licensure is simply authorization. Be careful not to use the word “college” or “university” in your name if you only offer vocational programs, as that could be deemed misleading. Any flyers, websites, or ads should accurately reflect program outcomes (for example, if no certification or license is conferred upon completion, don’t imply otherwise). WDE can sanction schools for false advertising practices.
  
  
• Use of Licensed Agents: If you utilize agents to recruit students, ensure those individuals have current agent permits each year. Provide training to your agents to ensure they do not make false promises or pressure students in ways that violate ethical standards. Remember, each agent’s actions reflect on the school’s compliance. If an agent misrepresents the program to a student, the school is accountable.
  
  
• Compliance with Other Laws: Continue complying with all applicable local, state, and federal regulations. For example, maintain any relevant business licenses, adhere to safety codes (especially if you have workshops or labs), and follow employment laws for your staff. State rules also explicitly require nondiscrimination in student admissions – ensure your enrollment process is open and fair.
  
  
• Good Moral Character: Wyoming regulations require that the owners, directors, and instructors of the school remain free of any convictions for fraud or felonies that would call their integrity into question. Obviously, this is a sensitive area, but it underscores that the school’s personnel should conduct themselves lawfully. If a key staff member were convicted of a serious crime or if the school or its owners face legal judgments related to educational fraud, WDE has grounds to revoke the license. Operate transparently and ethically to avoid any such issues.
  
  
• Inspections and Investigations: While WDE doesn’t schedule regular inspections, they may inspect or request information at any time if there’s a concern or a complaint. Always allow WDE or other authorized officials to access facilities or records if requested, as part of their oversight responsibilities. Respond to any student complaints forwarded by WDE with a corrective plan or explanation. The Department also has a student complaint process – if complaints arise, address them promptly to WDE’s satisfaction.
  
  
• License Display: It’s a good practice (and often required by regulation) to display your Wyoming license certificate at the school’s primary place of business where students can see it. This signals to students that you are legitimate and regulated.
  
  
• Renew Timely: Never forget to renew annually (see below). A lapse in licensure not only halts your operations legally but can also harm your reputation. Mark your calendar well in advance of each July 1 to start the renewal paperwork.

By continually meeting these obligations, vocational schools will build trust with WDE and their students, leading to smooth renewals and a successful, compliant operation in Wyoming.

Renewal

Wyoming requires annual renewal of the private school license for vocational and career institutions, similar to the process for degree schools. Key points on renewal:

• Annual Expiration: All non-degree school licenses expire on June 30 each year. There is no multi-year license option, so every school must go through a renewal prior to that date to keep operating.
  
  
• Renewal Application: WDE will typically provide a renewal form or online link for licensed schools to update their information. The renewal application will ask for confirmation or update of any changes in the past year. Essentially, the school must resubmit updated versions of all the items originally required. This includes:
  
  
  
  • Updated list of courses/programs (noting any additions or discontinuations, with approval letters if new ones were added).
  • Current list of instructors and staff.
  • Updated enrollment agreement or catalog if policies or tuition rates changed.
  • Current financial statement and proof that the school remains financially sound.
  • Proof of bond renewal (an extension or new bond for the upcoming year with proper coverage amount based on current enrollment).
  • Any changes in ownership, address, or other structural aspects of the school.
    
    
• Deadline: Plan to submit the renewal by July 1. WDE’s rule specifically says renewal applications should be submitted by July 1 on the forms provided. It’s wise to start preparing the renewal in early June (or earlier if you need to get a bond continuation, which can take some time).
  
  
• Renewal Fee: Include the $200 license renewal fee (same amount as initial) with the renewal submission, along with $100 per agent to renew agent licenses. These should be paid via certified check to Wyoming Department of Education, just like the initial fees.
  
  
• Review and Continuation: WDE will review your renewal submission to ensure continued compliance. If the school had no major issues over the year and the submitted materials are in order, renewal is usually straightforward. WDE may reach out if something is missing or if they have concerns (for example, if the school’s enrollment jumped significantly but the bond wasn’t increased, or if a prior year complaint raised an issue to follow up on).
  
  
• Avoiding Lapse: It’s critical to avoid any gap in licensure. Operating on July 1 without an active license is illegal. WDE might allow a short grace period if your renewal is in process, but that is not guaranteed. If you miss the deadline, you should cease enrolling new students until the license is reinstated. It’s far easier to renew on time than to deal with a lapsed license scenario, which could involve a more intensive reapplication or even enforcement action.
  
  
• Updates and Improvements: Use the renewal process as an opportunity to inform WDE of any improvements or changes that don’t necessarily require approval but show your ongoing compliance. For instance, if you upgraded your facilities or achieved a new certification for your program, you can let WDE know in the renewal. Conversely, if any issue occurred (like a change in key staff or a student complaint that was resolved), be transparent about it and how it was addressed. WDE appreciates honesty and proactive management.
  
  
• Continuous Operation: Once your renewal is approved, you will receive an updated license certificate (or a sticker/addendum extending the expiration date). Post this new certificate at your school and continue operations into the next year.

In summary, renewal for vocational schools is an annual checkpoint to reaffirm that the school still meets all requirements. By staying organized and keeping track of deadlines and needed documents, the renewal can be a routine process each year.

Checklist of Required Items (Vocational/Non-Degree)

Before starting the online application for a Chapter 1 proprietary school license, ensure you have the following information and documents ready (you will typically need to upload or attach these in the application):

• Performance Bond ($10,000 minimum) – An original surety bond (or irrevocable standby letter of credit) in the amount of $10,000. This bond must be made out in favor of the State of Wyoming and have valid dates covering July 1 – June 30 of the intended license year. (If you anticipate more than 10 students, prepare a bond for the higher required amount: $25,000 for 11–20 students, or $50,000 for 21+ students.) The bond form must be approved by the Wyoming Attorney General’s office (use the official form provided by WDE).
  
  
• $200 School License Fee – A payment of $200 (check or money order to WDE) for the licensing fee.
  
  
• Registered Agent Fee ($100 per agent) – Payment of $100 for each agent to be licensed. (If you will not use any outside agents and will do all recruiting in-house, you may not need any agent licenses. However, most schools licensing at least one agent – often the school director or admissions staff serves as an “agent” for licensing purposes.)
  
  
• List of All Administrators, Faculty, and Staff – A complete list of the school’s personnel, including owners or directors, instructors, and key administrative staff. For each person, be prepared to provide information such as their role/title, educational qualifications or certifications (especially for instructors), and any relevant experience.
  
  
• Attendance Record Form – A copy of the form or system the school will use to track student attendance. (This could be a simple attendance sheet template or electronic system printout. The state wants to see that you have a method to keep attendance records, as required by rule.)
  
  
• Enrollment Contract – A sample student enrollment agreement/contract. This should include tuition and fees for the program, and the refund policy in the event of withdrawal. Make sure the refund policy complies with state rules (unused portion of tuition is refundable). Also include any other terms (e.g., program length, cancellation rights, etc.). Essentially, this is the document each student would sign when they enroll.
  
  
• Probationary Academic/Discipline Policy – A statement or section (often part of the catalog or student handbook) outlining the school’s policy on academic probation, grounds for dismissal (academic or behavioral), and the process for warning/probation if a student isn’t meeting standards. The policy should detail what happens if a student’s grades or conduct are unsatisfactory – for example, a period of probation, counseling, and conditions for re-entry if dismissed.
  
  
• Description of Instructional Methods – A brief description of how instruction is delivered. For instance, is it classroom lecture, hands-on lab, externship, online modules, or a mix? Outline your teaching methods and provide any course outlines or syllabi for each course offered (you will also list each course in the application). Essentially, you need Course Outlines for Each Course – including the topics covered and duration of the course.
  
  
• Current Financial Statement – A recent financial statement for the school or its parent company. This could be a balance sheet or income statement demonstrating the school’s financial health. If the school is new, this might be a projected budget or statement of financial backing. The state wants assurance that the institution has the resources to operate and won’t abruptly close due to insolvency.
  
  
• Mission Statement – The school’s mission statement or a brief description of its educational purpose. (What career or outcome are you training students for? Why does the school exist?) This can be a short paragraph that often appears in your catalog or brochure.
  
  
• Proof of Compliance with Local Regulations – Any documents showing that the school location complies with city, county, and state requirements. Examples include a city business license, fire inspection certificate, certificate of occupancy for the building, zoning approval for operating a school at that site, etc. The specifics will depend on your locality, but you should check local laws and obtain any necessary permits, then include evidence of those in the application. At minimum, a signed statement that you will comply with all such regulations is required, but having copies of permits strengthens your application.
  
  
• Sample Graduation Certificate – A sample of the certificate or diploma that will be awarded to students upon completion of the program. This should include the school’s name, the program title, and a line for date and signatures. Wyoming wants to see that your certificate is appropriately titled (for example, you shouldn’t call it an “Associate Degree” if you’re not a degree-granting institution). It might be titled “Certificate of Completion in [Trade]” or “Diploma – [Program Name]”. Ensure it looks professional and reflects the nature of training (and, if applicable, that it doesn’t use the term “degree”).

Having all these items prepared in advance will enable you to complete the online application without having to pause (since the online form may not allow you to save and return easily). It also demonstrates to WDE that you have thoroughly planned your school’s operations in accordance with the rules.

Fees & Timelines (Vocational/Non-Degree)

Below is a summary of key fees and timeline information for non-degree private school licensing in Wyoming:
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Note: While the license term runs with the state fiscal year, WDE will license new schools at any time of year – the license will just be pro-rated in duration to the upcoming June 30. Fees are not pro-rated, however (the full $200 is due regardless of month of licensure, and then renewal $200 by July 1). Always budget for the yearly cycle of bond renewal and fees.

For timelines, keep communication open with WDE during the review; prompt replies can significantly speed up approval. Many well-prepared vocational school applications are approved in about a month or less.

State Exemptions

Under Wyoming law, certain schools and educational programs are exempt from the private school licensing requirements. If an institution falls entirely into one of these categories, it does not need to obtain a license from WDE to operate. The types of institutions/programs that are exempt (per W.S. 21-2-406) are:

1. Religious Institutions – Schools or educational programs owned, controlled, and operated by a church or religious organization, under specific conditions. This includes parochial or church schools that offer only K–12 (elementary and secondary) education – these are exempt from postsecondary licensing. It also includes religious postsecondary institutions that offer degrees of a purely religious nature (such as theological or ministry degrees) and meet additional criteria: they do not offer secular degrees, they do not use distance education for their religious degree programs, and their degrees/diplomas explicitly reference their religious nature (for example, titles like “Bachelor of Religious Studies” on the diploma, and a statement on the diploma and transcript that the education is religious in nature). Such institutions must operate as nonprofit and are required to annually file evidence of their nonprofit religious status with WDE. Furthermore, any new religious degree-granting institution (established after March 3, 2010) must notify WDE 60 days before it awards its first degree, detailing the degree title and religious affiliation. In summary, bona fide religious schools – either below college level, or offering only religious degrees (and clearly disclosing their religious identity in those degrees) – are exempt from state licensing. (They can choose to seek licensure voluntarily, but the law does not compel them to do so.)
   
   
2. Home-Based Educational Programs – A home school or home-based educational program, as defined in W.S. 21-4-101(a)(v), is exempt. This refers to education provided to a child by a parent or legal guardian or by a designated individual in the home environment, primarily for K–12. In the context of postsecondary, this exemption doesn’t typically apply (since homeschooling is a K–12 concept), but it is listed in the statute to clarify that the state’s licensing of private “schools” does not extend to home schooling situations.
   
   
3. FAA-Approved Flight Schools – Any aircraft flight training school that is approved and authorized by the Federal Aviation Administration (FAA) is exempt from state licensing. These are flight schools teaching students to fly aircraft. Because they operate under federal oversight and certification, Wyoming does not require them to obtain a separate private school license.
   
   
4. Outdoor Recreation/Leadership Schools – A non-degree-granting school that focuses on teaching techniques of outdoor recreation, leadership, ecology, or conservation, and is domiciled in Wyoming, is exempt. This category was likely created to exempt certain outdoor education programs (such as wilderness leadership courses, outdoor survival schools, conservation camps, etc.) that provide hands-on training in those areas but do not award any formal degree or academic credential. As long as they remain within that scope (and are truly based in Wyoming), they do not need WDE licensure.
   
   

Important: If your institution thinks it qualifies for an exemption, it is wise to consult the exact statute and even confirm with WDE. Operating without a license is risky if there is any doubt about exemption status. Some institutions opt to seek licensure voluntarily, even if arguably exempt, to boost credibility or to ensure they can offer state-authorized proof of operation (for example, a religious school can still apply for a license in Wyoming, and WDE may grant it without requiring a bond). But as listed above, the law provides these exemptions to acknowledge certain educational operations that the state does not need to regulate under the private postsecondary licensing rules.

If an institution does not squarely fit one of the above categories, assume that licensing is required. Always err on the side of compliance, or get written confirmation of exemption, to avoid any legal issues in Wyoming.

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