New directors seminar compliance
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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 SeminarCompliance

Private Licensed Schools


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Contents

  • Foundations – Statute, Regs, and Memos

  • Electronic sites

  • Secure Website Access

  • Annual Statistical Report

  • Board Approvals Required

  • Notifications Required

  • License Renewal


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Contents Continued

  • Contents of Public Website

  • Program Changes

  • Site Visits

  • Admissions Representatives

  • Student Records - transcripts

  • Records Repository


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Contents Continued

  • Complaints

  • Enforcement Action

  • Possible Sanctions

  • Common Pitfalls

  • Rigid Deadlines

  • Closing Procedures


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Handout

  • Web resources

  • NOTE: Today’s PowerPoints are on the public website.


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Legal Authority

  • Statute

  • Regulations

  • Board Policy Memos


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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/


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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 ra-pdetech@state.pa.us

  • Receive confirmation that account is ready

  • Logon to Web Portal

  • Access PLS Application


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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.


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Board Approvals Required

  • Relocation

  • Expansion

  • Remote Location

  • New Branch

    • All Require site visit ($500 fee), certificate of occupancy

  • Scholarship

  • Change of Ownership

  • Name Change


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Notifications Required

  • Change in Director – PDE-340

  • Change in Acting Director – PDE-340

  • Program Changes – PDE 3744


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Reportable Events

  • Material change in financial condition

  • Lapse in surety

  • School files for bankruptcy

  • Building code violation

  • Environmental hazard

  • Title IV audit


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Additional Information Needed

  • Change in e-mail account

  • Change in phone number


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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


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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


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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


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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


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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


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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


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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


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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


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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


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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


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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


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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


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Common Pitfalls Con’t

  • Textbooks late or unavailable

  • Retroactive tuition increase

  • Using an unapproved school name

  • Advertising

    • In employment column

    • Blind

    • Salaries


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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


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Closing Procedures

  • Notify staff in writing 30 days prior

  • Teach out all students

  • Place records with repository


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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


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Note Re Closure

  • A closed school can be fined for failure to comply with closure requirements.


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