Private Career School Forms and Procedures

Representatives of private career schools in Oregon can find forms and procedures to meet state requirements here. Without licensure from the Higher Education Coordinating Commission (HECC), a private career school cannot legally operate in Oregon. The Private Career School (PCS) licensing unit, part of the HECC Office of Academic Policy and Authorization, licenses career schools to provide training and certificate programs to students in Oregon.

New School Applications

Prospective school owners intending to establish a new private career school in Oregon, or who are assuming ownership of an existing school, should download and review the Initial New School Packet, including Frequently Asked Questions and the PCS Webinar. Once research and basic information has been completed, contact our office at 503-947-5716 to submit documentation for review prior to an interview with HECC staff. 

• Opening a New Private Career School - Information Packet 
  
• Opening a New School - Frequently Asked Questions
• New School Application Webinar: New private career school applicants, please view our informative new school application process webinar on the HECC YouTube channel.
  

Attention: Please allow at least six months for licensure application review after payment of the application fee is received by the HECC. New school applicants who thoroughly review the application instructions and submit a complete and organized application may take less time to obtain private career school licensure approval.    

Private Career School Licensing Requirement Exemptions 

Adding New Programs

Schools seeking to add a program to an existing private career school must contact their designated Education Specialist to review their plans prior to submitting an application or fees.

• New Programs Request Form
  

School License Annual Renewals

Renewals are required annually. All private career schools must submit the applicable license fee and a completed renewal application, including the requested documentation and financial information. The critical step of license renewal ensures school operators meet or exceed the standards and requirements set forth in Oregon statute (ORS 345) and administrative rules (OAR 715-045), and any other requirements set forth by the state.

Personnel Registration

Personnel at private career schools must be registered and meet basic criteria set forth in HECC administrative rules.

• Teacher Registration Application
  
• Teacher Registration Application Renewal
  
• Teacher Change Application
  
• Director Registration
  
• Agent Registration
  

Required Background Checks

If a school plans to enroll minors, a fingerprint and background check request form must be completed for any teachers, agents, or individuals who hold positions of authority and control who will have contact with persons under the age of 18 on behalf of the Oregon career school. These individuals must obtain and pass a state and national criminal records check before having contact with minors (OAR 715-045-0003). Please submit a Criminal Record Request Check form, along with $140 for each person needing a fingerprint and background check in your school, to the address listed on the form. Schools must track and submit updated request forms prior to the expiration date.

• Criminal Record Request Form
  

Requirements Related to Closures

Requirements and guidelines related to closures are described below.

• A school that is closing must inform the Commission 30 calendar days in advance.
• In general, in the event of a closure, we guide schools through the school closure plan and help ensure they are in compliance, and we make any relevant information available to students.
• In the link below we have provided a detailed 10 step school closure process and a template of a School Closure Plan you can use to begin the process to close your school.

• 10 Steps for a Successful School Closure
  
• Student Transcripts from Closed Private Career Schools and Private Colleges: Career schools that are or will be closing operations must deliver all student transcripts to the HECC, per OAR 715-045-0018 (6)(d). The HECC does not retain financial or admissions records. A list of closed schools and the process for transcript requests is provided on our Resources for Students of Private Institutions page.

Other requirements during a school closure can be found in OAR 715-045-0067.

Tuition Protection Fund

Licensed Private Career Schools are required to participate in and contribute to a Tuition Protection Fund, a special fund of last resort that is designed to cover tuition reimbursement claims for private career school students in the event of a school closing. Please see OAR 715-045-0029 for more information.