1 Navigating the Postsecondary Private Career Schools (PCS) Application Process PCS Technical Assistance Seminar May 20, 2014
2 Your Team and Today s Presenters Natasha Palmer, DOE Postsecondary Private Career Schools Unit Sandy Fountain, LWD Training Evaluation Unit Elease Greene-Smith, LWD Literacy Specialist Michelle Sexton, LWD Center for Occupational and Employment Information
3 What is a Private Career School? According to N.J.A.C. 12:41-1.3, a Private Career School means any entity operated for either profit or not for profit which does business or maintains a facility within the State and: Solicits students from the general public or in conjunction with New Jersey s Workforce Investment System; Charges tuition and/or fees or receives public funding for the delivery of instructional program; Offers instruction to students for employment or for upgrading in a specific occupational field. This instruction may include adult literacy programs; Offers instruction by any method including written correspondence, in classroom instruction, hands-on activities, Internet, on-line, e-learning and virtual classrooms.
4 What is NOT a Private Career School? Per N.J.S.A. 34:15C-1.4(f)2 a Private Career School does not include: Colleges and universities licensed by the Commission on Higher Education or other schools, institutions and entities, including public or private schools below college level, which are regulated and approved pursuant to any law of this State other than this 2005 amendatory and supplementary act; Employers offering instruction to their employees directly or through a contract instructor, where there is no cost to the employee and no profit to the employer; or Schools offering instruction which is avocational, cultural or recreational in nature.
5 Responsibilities of DOE/LWD (Ensure the Quality of Education) Approve Program and Course Curricula Approve Personnel and Professional Credentialing Approve Schools In Accordance with N.J.A.C. 6A: Maintain School Records Maintain Inter-agency Partnerships Conduct Joint Site Visits to Approve Facilities, Educational Equipment and Supplies Approve Schools In Accordance with N.J.A.C. 12:41
6 General Requirements Required documents must be submitted in their entirety to the appropriate State agency (DOE or LWD). Submit the completed applications including fees and all supporting documentation as directed on the individual checklists: All items listed on the Educational Requirements and Curriculum Checklist for Program Approval must be mailed directly to the Department of Education. All items listed on the Business Administrative Requirements for Private Vocational School Approval checklist and Literacy Program Approval checklist (as appropriate) must be mailed directly to the Department of Labor and Workforce Development. MAILING DOCUMENTS TO THE WRONG DEPARTMENT WILL DELAY THE APPROVAL OF YOUR APPLICATION
7 DOE Initial Application Requirements Complete curriculum for each program Industry certifications or advisory board letters attesting to the reliability and validity of each program Interagency approvals Industry partnerships Credentials of school owner(s), director(s) and staff Letters of reference attesting to the business integrity of the school owner(s) and director(s)
8 DOE Initial Application Requirements cont. Copy of criminal history report for owner(s) and director(s) Completed Section J including: Complete and accurate school identification information Accurate program/course titles Classification Of Instructional Program (CIP) Code Instructional clock hours Tuition and fees Explanation of other fees Description of each program
9 DOE Initial Application Requirements School Catalog which includes: School administrators and instructors School calendar Enrollment requirements Conditions for dismissal Re-entry policy Credit for previous training Grading system Withdrawal from school Student records Courses offered Evaluation techniques Credit disclaimer statement
10 Developing Your Curriculum Program Title (Classification Instructional Program CIP) Program Outline (list of topics/courses) Topic/Course Breakdown Lesson Breakdown 1. Program Objective (goals/outcomes) 2. Educational/Instructor Strategies (content & methods) 3. Learning Materials (textbooks, supplies, equipment) 4. Implementation (teaching strategies, lecture, video etc.) 5. Hours of Instruction 6. Evaluation Methodologies for learners and the curriculum Section J Form Interagency Approvals and Curriculum
11 Developing Your Literacy Curriculum Program Title Specific Targeted Population Pre-requisite(s): Enrollment: Hours of Instruction Program Description Program Objective (goals/outcomes)
12 Developing Your Literacy Curriculum Cont. Curriculum Outline 1. Concepts and Practical Application Skills 2. Learning Objectives 3. Activities/Strategies for Instruction and Learning 4. Equipment/Supplies/Textbooks and Materials 5. Evaluation Methodologies for Learners and the Curriculum Section J
13 The Section J
14 The Section J cont.
15 LWD Initial Application Requirements Completed application and notarized Statement of Assurances Certificate of Authority, Certificate of Incorporation or registration with the county clerk Business Registration Certificate (Dept. of Treasury) Proof of current public liability and workers compensation coverage Evidence of designated banking account in school s name Business Plan including start-up funds and marketing proposals Tuition Performance Bond in the amount of $10,000 Certificate of Occupancy, current Fire Inspection Certificate and Health Inspection Certificate if applicable
16 LWD Initial Application Requirements cont. Copy of building lease signed by school and building owners Sketch of floor plan Enrollment Agreement which includes: Starting and Ending Dates Name of Program-Title Must Match Approved Program Signatures of Both School Representative and Student Right to cancel Signed Copy to Student School Catalog which includes: Conflict Resolution Procedure Refund Policy (N.J.A.C. 12:41-2.4(k)) Information pertaining to grants, loans, student fees Facility Information Administrative and/or financial information of the school
17 Site Visit: Things we look for Signage Identifying Business as a School Current Fire Inspection Certificate posted Certificate of Occupancy-posted Fire Extinguishers-not expired
18 Site Visit: Things we look for cont. Lighted Exit Signs Industry Certifications-posted Where student records will be maintained State Approval Certification (once issued)
19 Site Visit: Taking A Tour Be prepared to show us: How OSHA Standards are applied for safety Classroom setup for each program Curriculum Occupancy Equipment and supplies Configuration of instructional space Textbooks Adequate lighting, heating & cooling Student Files Promotional Materials Bathrooms Fully functional with hot and cold water and flushing toilets School Must Be Turn-key Ready
20 The Links That Bind Us Attendance
21 Time to Renew Your Approval Renewals are granted annually Renewal applications must be submitted to the Department of Labor and Workforce Development and the Department of Education at least ninety (90) days prior to the expiration date of the current renewal All facility & insurance certificates must be current
22 Time to Renew Your Approval cont. Financial audits or other acceptable documents must include the school s gross tuition income from the past year The Tuition Performance Bond must be maintained throughout the year and at the time of renewal is based on 2.5% of the gross annual income or $10,000, whichever is greater
23 The Section K (Due at time of Renewal 90 days before expiration of current certificate)
24 Changes to a School Approval All changes and/or additions to the current approval require an application submitted to the appropriate department. Checklists are available online at for the following: Additional Program Change to content, title, hours, costs of a program Change in School Name Change in School Location Change in School Director Change in School Owner Additional Classroom Space Additional School Location
25 Title IV Eligibility Title IV eligibility requirements are set and administered by the U.S. Department of Education. Below are a few of the minimum eligibility requirements: The school must provide at least one eligible program that provides an Associate's degree or higher, or provides training to students for employment in a recognized occupation and is at least 300 clock hours and 10 weeks in program length. The school must be accredited by an accrediting agency recognized by the Secretary of Education to accredit schools to participate in the Federal student aid programs. Your school must have provided its eligible program for at least two years prior to applying if it is a proprietary school, or it is public or private nonprofit school that does not offer a program that is at least 900 clock hours and 30 weeks in length. For additional information, please visit
26 Contracting with Public School Districts Regulated at N.J.A.C. 6A: Requires criminal history record checks pursuant to N.J.S.A. 18A:6-7.1 for all employees. Must have been an approved private career school for at least two consecutive years immediately preceding the contract. Program provided must not be offered at a comparable cost by a school district within reasonable proximity of the school district seeking the career and technical education
27 School Is Responsible for Maintaining Student Records Approved Private Vocational Schools must maintain the following student records: Copy of signed Enrollment Agreement Financial Records Tuition payments and loans Payments for books and/or supplies Proof of High School diploma, GED or passing score on an approved ability to benefit test Attendance records Grade/progress reports & transcript
28 School Closures Should a school determine that it must close, the following steps must be taken: The Department of Labor and Workforce Development must be notified at least sixty (60) in advance of a closure The school must submit a teach-out plan for the completion of educational programs for all enrollees The school must complete a Private Career School Close- Out Form The school must submit an electronic version of each enrolled student s transcript The school must complete a Refund Calculation Form for each enrolled student affected by the closure
29 What is the Eligible Training Provider List (ETPL)? The Federal Workforce Investment Act of 1998 requires that the state establish such a list. In addition it is very important for the state to compile a list of all Eligible Training Providers to provide the best information possible to our customers which is consistent with our emphasis on customer choice in the selection of a training agency. Schools and programs must first be approved by a qualified government agency and authorized to receive public monies.
30 What is a qualified government agency? It is an agency authorized by law or regulation to approve a training program. Currently the following agencies are listed as qualified to approve providers and/or training programs: Aviation Administration Board of Nursing** Board of Home Inspection and Surveyors Casino Control Commission Commission on Higher Education Department of Environmental Protection Department of Education Department of Labor & Workforce Development
31 Qualified Government Agencies cont. Department of Health & Senior Services** Department of Labor & Workforce Development, Vocational Rehabilitation Services (DVRS) Department of Labor & Workforce Development, (Training Provider formerly Ch. 531) Department of Veterans & Military Affairs Out of State Approval (qualified agency in their state) **Some programs may require approval from more than one agency depending on State regulations.
32 Why Should I be on the ETPL? The Eligible Training Provider List (ETPL) is a comprehensive list of those schools and programs authorized to receive public monies. It enables the professionals in the One-Stop Career Centers to assist customers in selecting schools and programs that will be of benefit. A school and its programs must be on the list in order to receive referred students.
33 Process to be Listed on the ETPL You must have all of your approval documents first. If necessary, you may need to fax them to Michelle Sexton at (609) Your FEIN (Federal Employer Identification Number) must be ed to Michelle Sexton at This is necessary in order to start your online application. Upon receipt of the documents and FEIN, a secure username and password, with instructions, will then be issued in order to access the application system which is located at You will then update your provider information and add your program(s) to the site. Once they have been reviewed for accuracy they will then be sent live to the ETPL website.
34 Changes to Provider or Program Information Any type of program changes such as the name of the program, tuition, costs or hours must be approved by your approval agency before you can make the changes on the ETPL. Any changes to school location, ownership or director must also be approved by your approval agency before changes are made on the ETPL.
35 Enrollment & Exiting Reports The Center for Occupational Employment Information (COEI) is responsible for collecting the student record enrollment and exit data. This information will be used to effectively evaluate the education and training delivery systems in New Jersey. This information is necessary in order to produce the Consumer Report Card. Two individual records are required for each student, one at the time of enrollment and one at exit. Student record information must be provided at the individual student level using the student s Social Security Number (SSN) as an identifier. We realize that an individual s SSN is sensitive information. The provisions of the Social Security Act, 42 U.S.C. 406, and Privacy Act, 5 U.S.C. 522a, and the Family Educational Rights and Privacy Act, 20 U.S.C. 1232g will govern acquisition and use of a student record containing the student s SSN. Federal law does not prohibit a state or local agency from requesting voluntary disclosure of an individual to provide his/her SSN as long as the requests for disclosure are made in accordance with the Privacy Act.
36 Consumer Report Card For individuals to make informed choices when selecting a school or program, they need to decide which training vendor to utilize. One tool in their decision making process is information on program outcomes. The COEI, in cooperation with the SETC, has developed a system to provide our customers with this vital information. Our website contains our online consumer report card on schools and programs. The student record information that the school provides will be aggregated and analyzed, and the performance results will be displayed on this site. The Eligible Training Provider List (ETPL) provides the initial information for the Consumer Report Card. This includes descriptive information on the school and the specific information relating to programs such as cost, hours, certifying agency, etc.
38 Contact Information Initial Application/Facility & Business Administration Questions: Sandy Fountain Sandy. Curricula, Skill Standards, Staff Credentials, Criminal History Report: Natasha Palmer Natasha Literacy Curricula, Skill Standards, Staff Credentials: Elease Greene-Smith Elease Eligible Training Provider List (ETPL): Michelle Sexton Complaints: CRQ (Conflict Resolution Questionnaire) is available along with all private career school forms and applications online at: