Responses Last Confirmed:

Ohio Department of Higher Education

Agency Information

Guide Topics

Agency Contact

Matt Exline
614-728-3095
mexline@highered.ohio.gov

Additional Contact

Secretary of State Contact

Frank LaRose
614-466-3910
Topic

1: Important Agency Information to Note

a.
Provide important web links:
b.
What types of institutions are subject to this agency’s authority?

Indicate the types of institutions that your agency authorizes. 

  • Note: Some agencies may refer to out-of-state public institutions as “private colleges” in their law.  If this is the case for your agency, please select “public, out-of-state degree granting institutions” for purposes of this Guide so that the out-of-state public institution will find appropriate information.
  • Note: If your agency is a coordinating board, your agency may have one division with some authority such as program approval over in-state public institutions that are established per statute, which is structured differently than another division of your agency with state authorization authority over non-public institutions that they “license” pursuant to different statute(s).

__X__ Public, in-state degree granting institutions
__X__ Public, out-of-state degree granting institutions
__X__ Private, in-state, not-for-profit degree granting institutions
__X__ Private, out-of-state, not-for-profit degree granting institutions
__X__ Private, in-state, for-profit degree granting institutions
__X__ Private, out-of-state, for-profit degree granting institutions
__X__ Public, in-state, non-degree granting institutions
_____ Public, out-of-state, non-degree granting institutions
_____ Non-degree, not-for profit institutions
_____ Non-degree, for-profit institutions
_____ Religious institutions
_____ Tribally-controlled institutions
_____ Federal Institutions
_____ Municipal institutions

c.
Does your agency authorize specific academic programs offered by institutions, only institutions themselves, or both?
  • For example, an agency may require an institution apply for licensure for institutional approval and also require the institution to apply for specific program(s) approval.

____ Institution   

_____ Program   

__X__ Both

d.
Clarifying comments:

For-profit entities must also be registered with the State Board of Career Colleges and Schools. Non-degree entities (non-public) may be required to register with the State Board of Career Colleges and Schools as well.

Topic

2: Authorization of Distance Education

a.
Does your agency require exclusively online offerings offered by out-of-state institutions to be authorized?
  • Meaning as example, the state regulates an out-of-state institution for merely enrolling a student into a distance education program
  • Meaning as example, a solely online program that does not have any internships and practicums

No. 

b.
Clarifying comments:

On-ground components (e.g. clinical, practicum, student teaching, internship) completed in Ohio trigger authorization (or SARA participation).

Topic

3: Accreditation by an Accrediting Agency Recognized by the U.S. Department of Education

a.
Is accreditation by an accrediting agency recognized by the U.S. Department of Education required for an institution to be authorized in your state?

Yes

b.
If yes, please check all that apply as appropriate.

Accreditation by an accrediting agency recognized by the U.S. Department of Education required for: 
__X__ Public, out-of-state degree granting institutions
__X__ Private, in-state, not-for-profit degree granting institutions
__X__ Private, out-of-state, not-for-profit degree granting institutions
__X__ Private, in-state, for-profit degree granting institutions
__X__ Private, out-of-state, for-profit degree granting institutions
_____ Public, in-state, non-degree granting institutions
_____ Public, out-of-state, non-degree granting institutions
_____ Non-degree, not-for profit institutions
_____ Non-degree, for-profit institutions
_____ Religious institutions
_____ Tribally-controlled institutions
_____ Federal Institutions
_____ Municipal institutions

c.
Clarifying comments:

No response provided

Topic

4: Physical Presence Policy

a.
If your agency uses a physical presence standard, how does your agency define physical presence? Include sample triggers.
  • The institution maintains a “brick and mortar” presence in Ohio
  • The program contains a component (e.g., student teaching, clinical placement, practicum) that will be completed in Ohio; or
  • The institution solicits Ohio residents for its programs (for-profit institutions only).
b.
Web link for physical presence definition.

https://highered.ohio.gov/educators/academic-programs-policies/academic-program-approval

c.
Does a clinical/internship trigger the requirement for authorization with your agency?

Does a virtual clinical / internship trigger the requirement for authorization with your agency? 

Yes, if completed in Ohio.

d.
Does a faculty member residing in your state and teaching an online course trigger the requirement for authorization with your agency?

No

e.
Does advertising targeted to residents of your state trigger the requirement for authorization with your agency?

For-profit institutions recruiting, advertising, soliciting, etc. for bachelor's level programs or above requires authorization.

f.
Does having an administrative site in your state trigger the requirement for authorization with your agency?

Potentially. Depends on the activities occurring at the site.

g.
Does having a recruiter in your state trigger the requirement for authorization with your agency?

Potentially.

h.
Clarifying comments:

If the conditions of 4e above are met.

Topic

5: Application Process

a.
Please provide a short description of the application process to obtain state authorization.

Ohio has a paper review process for non-SARA participating institutions to seek state authorization. The institution can contact Matt Exline who will provide the forms, invoice for review fees, and review the actual application.

b.
Web link for application.

 N/A contact Matt Exline

c.
Clarifying comments:

No response provided

Topic

6: Fees Associated with Authorization

a.
Is there an application fee associated with the authorization process?

Yes

b.
If yes, for what types of institutions? Which types of programs?

Base Fee

  • Associate: $3,000
  • Baccalaureate: $3,000
  • Master’s: $5,000
  • Doctoral/Professional: $5,000

Assessed to every application

  • Program Review Fee: $1,000
c.
Web link for fee information.

http://codes.ohio.gov/oac/3333-1-13v1

d.
Clarifying comments:

The base fee is only assessed to first program at each degree level

Topic

7: Surety Bonds

a.
Does your agency require a Surety Bond for authorized out-of-state institutions?

No

b.
Web link for surety bonds.

No response provided

c.
Clarifying comments:

No response provided

Topic

8: Student Tuition Recovery Fund

a.
Does your agency have a Student Tuition Recovery Fund (or similar fund for higher education institution closure)?

Yes

For-profit institutions registered with the State Board of Career Colleges and Schools.

The Student Tuition Recovery Authority was created by in 1989 pursuant to Ohio Revised Code § 3332.081, et seq. The purpose of the Student Tuition Recovery Authority is to protect students of any State Board of Career Colleges and Schools-registered school from pre-paid tuition loss due to school closure.

b.
If yes, for what types of institutions?

No response provided

c.
Web link for student tuition recovery fund.

No response provided

d.
Clarifying comments:

No response provided

Topic

9: Tuition Refund Policy

a.
Does your agency have a Tuition Refund Policy Requirement?

No, but the State Board of Career Colleges and Schools has a Tuition Recovery Fund for registered schools. Please see https://scr.ohio.gov/information-for-students/student-tuition-recovery-fund for more information.

b.
If yes, for what types of institutions?

No response provided

c.
Web link for tuition refund policy.

No response provided

d.
Clarifying comments:

No response provided

Topic

10: Reporting

a.
What kinds of information or data must an institution report to your agency as a condition for continued institutional state authorization?

Authorization must be renewed every 3 years.

b.
How frequently do institutions report data?

Every 3 years.

c.
Is this information shared publicly?

No

d.
Web link for reporting.

N/A

e.
Clarifying comments:

The information is public record, but ODHE does not publish reports.

Topic

11: Enforcement

a.
What are possible consequences of institutional non-compliance?

N/A; in the past, we have engaged the Ohio Attorney General’s office for cease-and-desist letters to be sent to entities not operating within Ohio law/rule.

b.
Web link for enforcement information.

No response provided

c.
Clarifying comments:

No response provided

Topic

12: Student Complaints - Non-SARA Participating Institutions

a.
Please describe the process for handling complaints about non-SARA out-of-state postsecondary institutions or programs? (34 CFR 600.9(a))

https://highered.ohio.gov/students/current-college-students/student-complaints/student-complaints

b.
Web link for the non-SARA complaint form.

https://highered.ohio.gov/students/current-college-students/student-complaints/student-complaints

c.
How does your agency handle a non-SARA complaint from a resident of its state that is against an out-of-state institution that the agency does not authorize?

We would engage the SPE/SHEEO agency and/or send the student the complaint link of the state entity who maintains oversight of the institution.

d.
Is the non-SARA process handled all within your agency or do you divide consumer protection and student complaint duties dependent on the type of institution (Public, Private, Technical, etc.)?

The State Board of Career Colleges and Schools also has a complaint process for schools under their purview. Here is a link to their complaint page: https://scr.ohio.gov/information-for-students/file-a-complaint

e.
Who is the contact person or entity for your state for receiving non-SARA student complaints?
f.
Clarifying comments:

No response provided

Topic

13: Records Retention

a.
When a higher education institution closes, what is the process your state uses to ensure that transcripts/records are kept available?

ODHE requires submission of a Closure Plan (https://highered.ohio.gov/wps/wcm/connect/gov/8caf213a-ff90-4b5f-b2d8-ae8c75b0672f/Academic-Program-Review-Guidelines_070516.pdf?MOD=AJPERES&CONVERT_TO=url&CACHEID=ROOTWORKSPACE.Z18_M1HGGIK0N0JO00QO9DDDDM3000-8caf213a-ff90-4b5f-b2d8-ae8c75b0672f-on0XfeP, p. 65-66), which must include information on records retention. ODHE does not physically house transcripts. The State Board of Career Colleges and Schools will house transcripts for schools under their purview.

b.
From what agency or entity do students request their transcripts/records from a closed higher education institution?
c.
Clarifying comments:

No response provided

Topic

14: Additional Information

a.
Is there anything else about the state authorization process in your state that institutions and others ought to know about?

No response provided

b.
What is your preferred method of communication?

No response provided

 

Please note: There could be additional state agencies with oversight of activities of your institution.