OAR 715-045-0062: Application for Private Career School License Renewal

(1) Each school shall annually renew its license. At least 60 calendar days prior to the anniversary date of its license, the school must file with the Higher Education Coordinating Commission a completed application for license renewal, including: (a) Current financial reports as required by OAR 715-045-0032; (b) Financial report certification form signed by the school’s owner or chief administrative officer; (c) A current and accurate enrollment agreement or contract; (d) A copy of the catalog that will be in effect for the instructional year that commences during the reporting period for which the license is being renewed. The catalog submission must include an indication of changes that have been made to the structure or wording of the catalog contents; (e) A copy of any student handbook, addendums, or supplements to the school catalog, and any additional policies and requirements provided to the student that will be in effect for the instructional year that commences during the reporting period for which the license is being renewed. Submission of these materials must include an indication of changes that have been made to the structure or wording of these materials as previously approved by the Department; (f) Copies of any advertising materials used to recruit new students; (g) Affidavit of ownership form, signed by all owners holding more than 10% ownership in the school, or by the chief corporate officer (other than the campus president) for publicly held companies; (h) Affidavit of non-delinquency for student refunds, signed by the school owner or chief administrative officer, as described by OAR 715-045-0032(1)(f); (i) Student enrollment, completion, and placement information as described in subsection (3) of this rule; (j) Roster of all instructional staff utilized during the reporting period with dates of service and gross earnings paid; (k) Information regarding changes to the instructional design as described in subsection (4) of this rule; (l) License renewal fee and any outstanding penalties, late fees, or other charges owing to the commission. (2) If a school has been licensed for three years or more and there are no changes in the school's structure, the commission’s executive director may allow the school to submit an abbreviated renewal application that confirms the school's compliance with applicable Oregon Revised Statutes and Oregon Administrative Rules. Such abbreviated renewal application shall include the required renewal fee. (3) The school must provide the following information on the forms provided by the commission for the reporting period: (a) Names and enrollment information for all students continuing from the prior enrollment period; (b) Names and enrollment information for all students who enrolled in the program during the reporting period; (c) Names and enrollment information for all students who left the program without completing it during the reporting period; (d) Names and enrollment information for all students who transferred between programs during the reporting period; (e) Names and enrollment information for all students who were graduated from the program during the reporting period; and (f) Names of those who graduated and were placed or are working in directly related occupations during the reporting period, along with employer information. (4) If any changes have occurred in the instructional design for any course or program during the previous reporting period or changes are anticipated during the new reporting period, these changes will be submitted to the commission for review and approval. (5) If the applicant school accepts enrollment of minors, or employs agents who have contact with persons under the age of 18 on behalf of the applicant school, the provisions of OAR 715-045-0003 will apply to any subject individuals the school currently employs or proposes to hire. (6) An application for renewal of license shall be considered late if not postmarked (or date stamped if hand delivered to the commission) before or on the due date. The executive director, as allowed under ORS 345.995 and OAR 715-045-0190, may impose a late fee for each calendar day the renewal application is late. Such fees, where applicable, shall be included with the renewal application. (7) The commission may invoke license suspension as defined in OAR 715-045-0001 and begin license revocation procedures when: (a) A school fails to submit the application for license renewal by the due date as described in subsection (1) of this rule; (b) The application does not include accurate or adequate, or complete materials necessary for license renewal; or (c) The school has been issued a notice for corrective action and is not making satisfactory progress to comply with all provisions of the program improvement plan. (8) License renewal may be denied when a renewal application is incomplete or received by the commission less than 30 days before the license expiration date, except that the Executive Director may grant an extension of the current license pending completion of the renewal application if requested by the school. Pursuant to ORS 183.484, denial of license renewal on these grounds is an order in other than a contested case. Appeal of the decision to deny may be made by written request to the Circuit Court within 60 days of the issuance of the denial order. (9) The executive director may conditionally approve a license renewal providing a school agrees to a program improvement plan acceptable to the executive director. Conditional license approval shall be subject to the provisions of ORS 345.030(8). The conditional license issued by the commission shall include the period and dates of effectiveness of the license. (10)(a) The Executive Director may temporarily extend the expiration date of a license already issued upon request by a licensed school provided Oregon is under a declaration of emergency or executive order that the Executive Director, in their discretion, believes impairs the ability of a school to renew a license and remit the associated fee. An extension shall be for a period of three months from the initial expiration date and may be renewed for a period of time not exceeding one year provided such declaration of emergency or executive order remains in effect at the time the extension is issued. (b) A school granted a license extension pursuant to this section shall submit to the Executive Director all required license renewal materials, except for license fees, at the time required pursuant to the terms of their license as though it was not extended. (c) Notwithstanding the provisions of subsections (a) and (b) of this section limiting the renewal of license extensions, if a license extended pursuant to this section expires fewer than 90 days from the day the Governor, through repeal or further executive action, cancels any applicable declaration of emergency or executive orders, the license shall automatically be further extended and shall expire 90 days after such repeal or executive action. (d) Upon expiration of a license extended pursuant to this subsection, the Executive Director shall collect a nonrefundable fee as published in this rule and, provided all requirements are met, shall issue a license that expires one year from the date of expiration of the license previously issued, as though it was not extended.