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New Directors Seminar Compliance. Private Licensed Schools. Contents. Foundations – Statute, Regs, and Memos Electronic sites Secure Website Access Annual Statistical Report Board Approvals Required Notifications Required License Renewal. Contents Continued. Contents of Public Website

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new directors seminar compliance

New Directors SeminarCompliance

Private Licensed Schools

contents
Contents
  • Foundations – Statute, Regs, and Memos
  • Electronic sites
  • Secure Website Access
  • Annual Statistical Report
  • Board Approvals Required
  • Notifications Required
  • License Renewal
contents continued
Contents Continued
  • Contents of Public Website
  • Program Changes
  • Site Visits
  • Admissions Representatives
  • Student Records - transcripts
  • Records Repository
contents continued4
Contents Continued
  • Complaints
  • Enforcement Action
  • Possible Sanctions
  • Common Pitfalls
  • Rigid Deadlines
  • Closing Procedures
handout
Handout
  • Web resources
  • NOTE: Today’s PowerPoints are on the public website.
legal authority
Legal Authority
  • Statute
  • Regulations
  • Board Policy Memos
internet resources
Internet Resources
  • Public Website http://www.pde.state.pa.us/
  • Secure Website – via PaPowerport https://www.epdeportal.ed.state.pa.us/WEBPortal_Intro.asp
  • Financial Forms - ftp://ftp.state.pa.us/pub/PDE_PUBLIC/PLS Financial/
accessing secure website
Accessing Secure Website

Steps:

  • Obtain user name and password for ePDE Web Portal – do this on-line at https://www.epdeportal.ed.state.pa.us/WEBPortal_Intro.asp
  • Prepare excel spreadsheet to name users
  • Submit spreadsheet as e-mail attachment to [email protected]
  • Receive confirmation that account is ready
  • Logon to Web Portal
  • Access PLS Application
annual statistical report
Annual Statistical Report
  • MUST be submitted between July 1 and September 30 each year.
  • Submitted electronically
  • Failure to submit is a violation punishable by a fine of at least $500 or revocation.
board approvals required
Board Approvals Required
  • Relocation
  • Expansion
  • Remote Location
  • New Branch
    • All Require site visit ($500 fee), certificate of occupancy
  • Scholarship
  • Change of Ownership
  • Name Change
notifications required
Notifications Required
  • Change in Director – PDE-340
  • Change in Acting Director – PDE-340
  • Program Changes – PDE 3744
reportable events
Reportable Events
  • Material change in financial condition
  • Lapse in surety
  • School files for bankruptcy
  • Building code violation
  • Environmental hazard
  • Title IV audit
additional information needed
Additional Information Needed
  • Change in e-mail account
  • Change in phone number
license renewal
License Renewal
  • First is due one year from first licensure
  • Subsequent due every two years
  • MUST be renewed prior to expiration
  • Reminder will be sent, but school is responsible
  • Renewal form PDE-3123
components of renewal app
Components of Renewal App
  • Form PDE-3123 with signature
  • Fee ($500 - $4,400)
  • Financial Statement (PDE-2006 or audited)
  • Evidence of surety
  • Ethics statement
  • Records Repository
  • Enrollment Agreement
  • Catalog
  • Changes to PDE-3808
  • Confirmations
program changes
Program Changes
  • Submitted on PDE-3744
  • Must be less than 25% change in clock hours
  • Cannot be a substantive change to objectives
  • Approval required PRIOR to implementation
  • Also required for tuition changes
site visits
Site Visits
  • Expansion of instructional space
  • Remote location
  • Branch location
  • Relocation
    • All requested in writing by school - $500 fee
    • All require Board approval
  • Compliance Visit
    • Scheduled by staff, no fee
admission representatives
Admission Representatives
  • Required if students will be asked to sign enrollment agreement anyplace off the school property
  • Not required for marketing – education fairs, etc – if students do not enroll
  • PDE-5006
  • $300 Fee
  • Must be renewed annually
transcripts
Transcripts
  • Must be maintained for 50 years
  • Must be placed with a repository when the school closes
  • Must contain 7 items
    • Student Name
    • Student ID Number
    • Program Name
    • Grades for all Subjects
    • Date of Entrance
    • Date of Graduation or Withdrawal
    • Award received (diploma, certificate, or AST/ASB degree
records repository
Records Repository
  • Must be maintained at all times
  • Must be submitted with each renewal
  • No fee can be required after closure
  • Service fees may be charged to students
  • Should be with another PLS
complaints
Complaints
  • We encourage complainants to try to resolve the situation with the school director first
  • Complaint is submitted to PLS – with signature
  • Complaint is sent to school for response
    • 30 days to respond in writing
complaints con t
Complaints Con’t
  • Complaint will be investigated
  • Conversations with complainant
    • Conversations with school
    • Possible Visit to School
  • A resolution may be proposed
  • Complaint will be closed OR
  • Complaint will be referred to RRP
enforcement action
Enforcement Action
  • Complaint or potential violation is referred to RRP by staff
  • RRP may order a Notice of Violation
    • 14 days to respond
  • RRP may direct an Order to Show Cause
    • 20 days to respond
  • School can request a hearing
  • Full Board votes on final adjudication
possible sanctions
Possible Sanctions
  • $500 fine for first violation
  • $750 fine for second violation
  • $1000 fine for third violation
  • $1500 fine for unlicensed activity
  • Suspension of license
  • Revocation of license
common pitfalls
Common Pitfalls
  • Late Annual Report
  • Late Renewal
  • Late Quarterly Reporting
  • Failure to make timely refunds
  • Failure to make accurate refunds
  • Instructor reads from book
    • Students stepping in as instructors
  • Instructor cancels or shortens classes
common pitfalls con t
Common Pitfalls Con’t
  • Textbooks late or unavailable
  • Retroactive tuition increase
  • Using an unapproved school name
  • Advertising
    • In employment column
    • Blind
    • Salaries
deadlines
Deadlines
  • Renewal Application
    • 7th of month before expiration
    • $500 fine possible
  • New Program Applications
    • 10 weeks before Board Meeting as published
  • Quarterly Reporting
    • 3 weeks before Board meeting – see letter
  • Annual Statistical Report
    • Before September 30
closing procedures
Closing Procedures
  • Notify staff in writing 30 days prior
  • Teach out all students
  • Place records with repository
additional closing steps if students still enrolled
Additional Closing Steps If Students Still Enrolled
  • Notify all current students in writing
  • Identify teach out institutions for all students
  • Provide PLS with name and contact information for all students
  • Provide PLS with current transcript for all current students
  • Provide PLS with current account card for all current students
note re closure
Note Re Closure
  • A closed school can be fined for failure to comply with closure requirements.
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