Commission on Occupational Education Institutions

/ APPLICATION FOR APPROVAL
NEW EXTENSION CAMPUS

SUBMIT ONE HARD COPY:EMAIL ONE PDF COPY:

Council on Occupational

7840 Roswell Road, Bldg. 300, Suite 325

Atlanta, GA 30350

Attn: Dr. Alex Wittig

(800) 917-2081/(770) 396-3898

MAIN CAMPUS NAME
STREET ADDRESS
CITY, STATE, ZIP CODE
TELEPHONE NUMBER
FAX NUMBER
CHIEF ADMINISTRATIVE OFFICER (CAO)
EMAIL ADDRESS OF CAO
NEW CAMPUS NAME
STREET ADDRESS
CITY, STATE, ZIP CODE
TELEPHONE NUMBER
TEL. EXTENSION NUMBER
ADMINISTRATOR FOR NEW CAMPUS
DATE OF APPLICATION

This application must be types. Hand-written applications are not accepted.

(March 2015)

INSTRUCTIONS

Please keep in mind that many of the Commission’s applications and all publications are available on the Council web site ( When completing the application, please make sure to:

*Refer to the most current edition of the Handbookof Accreditation

*Provide complete answers to all questions

*Include all requested documentation

*Submit the original application and PDF copy

*Submit a check for the application fee ($1,500)and the site visit deposit ($3,000)

PROCEDURES REQUIRED TO ESTABLISH A NEW EXTENSION

An institution must submit an application when planning to add a new extension at least 90 days prior to the date the new campus is to become operational. Applications for new extensions will not be accepted until any prior substantive changes requiring a site visit have been granted final approval by the Commission.

Upon receipt of all required documentation, the Executive Director shall review the application and may request additional documentation The Commission must grant initial approval of the new extension.A site visit must be conducted prior to final approval of the extension. The Commission reserves the right to require a preliminary visit to any potential extension campus location prior to granting initial approval.

Failure to provide advance notification may call into question the entire institution’s accreditation.

Within 180 days after the extensionis granted initial approval, an on-site visit will be conducted at the new extension and, if appropriate, the main campus. Council staff will contact the institution to schedule this visit. The visiting team (which may include a Commission representative) will consider the adequacy of the extension and its potential impact on the institution as a whole. The visiting team will submit a written report to the Executive Director within 30 days after completing the site visit. A copy of the visiting team report will be mailed to the institution. The institution must provide the Commission with a response for any recommendations in the team report within 30 days of the date that the report is mailed to the institution. Identification of deficiencies documented during the visit may result in the institution’s being placed on special status (warning, probation, or show cause) or losing its accreditation. The cost of the on-site evaluation will be borne by the institution.

The institution’s response report, if required, must provide documentation that deficiencies or violations of the standards, criteria, and/or conditions of accreditation have been corrected. The Commission will review the application, the team report, and institutional response, if required, at its next meeting and will make a final decision on extending accreditation to include the new extension.

APPLICATION CERTIFICATION AND DISCLOSURE STATEMENT
I certify that all appropriate documentation has been enclosed with this completed application
and that all information contained in the application is correct.
Signature of Chief Administrative OfficerDate
Name of New Campus:
Street Address, City, State, Zip Code:
Telephone Number: ( ) / FAX Number: ( )
Name and Title of Administrator for New Campus:

1.The new extension is within a 50-mile radius of the main campus. YES NO
2.Expected date when theextension will open with students attending:
3.
/ Is the planning for this expansion mentioned in the institution’s long-range plan and most recent Annual Report?

YES NO If no, please explain:
4.Provide a summary of documentation of need for the activities including a description of:
a.Number of schools in the area offering the same program(s)
b.Demographic studies; and,
c.Occupational surveys
5.Attach a budget which includes major categories such as administration, instructional programs, personnel salaries, plant maintenance, lease or rent of building, insurance, custodial service, security service, projected revenue, expenditures, and cash flow.
6. / Explain the governance and administrative organization. Attach an organizational chart identifying positions of key individuals with chain of authority and location by department and facility.
7.Use the attached Postsecondary Educational Programs chart to describe each program to be offered at the new site. All appropriate columns on the chart must be completed. For programs not presently approved at the main campus, submit new program applications or applications for program replication/relocation.
If this new campus is located outside of the marketing area of the main campus, provide completed Employer Program Verification Forms for each program being offered at the new campus. NOTE: Job Corps Centers may use the most recent VES (Vocational Education System) Report in place of the COE Employer Program Verification Form.
8.Use the attached rosters to list planned administrators and instructional personnel.
9.Complete the attached New Personnel Form for each NEW administrator and instructor.
10.Attach a description of the learning resource center and locationaccessible to students at the extension campus.

Will the center be accessible to all students before, during, and after regular classes? YES NO
11.Provide a floor plan of the planned extension facility, including inside or outside areas to be utilized by faculty, students, support personnel, recruiters, financial aid personnel, etc.
12.Provide minutes, records, and/or other documentation which reveal the planning and approving of activities leading to the creation of this extension. You may use a benchmark date/event summary or other means to describe the planning/development process. It need not be lengthy.
13. / Are there any management agreements, option agreements, or other contractual agreements between the owner(s) of the main campus and other parties with respect to the new campus bearing on the management and control of the extension?
YES NO If yes, please explain:
14.Provide examples of planned publications announcing and/or describing the program(s) and activities, including a draft copy of the school catalog, flyers, published advertisements, and announcements specific to the new campus. The draft copy of the catalog should clearly refer to the extension by name and address and indicate its relationship to the main campus. Programs to be offered at the extension must be included in the main campus catalog.
15.Non-public institutions: provide a financial statement, including notes, audited by an independent certified public accountant for the most recent fiscal year. (Financial statements which show a Composite Score of less than 1.5may be grounds for the application to be rejected.)
Complete and attach a copy of the COE Financial Form. (The current COE Financial Form may be found under the Documents tab on the Council’s website [ and under “Institutional Financial Data Form”.)
16.Provide proof of ownership. If a corporation, indicate the owners and show proof of the ownership.If the corporation is held by another corporation, provide a structure of ownership that identifies individuals by name, percent of ownership, and position within the company.
17.If the planned new extension has been in operation under different ownership, submit a copy of the application that will be submitted for change of ownership and approval by the state licensing agency.
18.Provide a copy of the letter from the institution’s state licensing agency indicating approval of the new extension and the programs offered there.
19.Institutions owned by a non-profit corporation recognized by the IRS as an exempt organization under Section 501(c)(3) of the IRS Code, submit documentation that the inclusion of this branch with the programs to be offered is within the recognition of the IRS.
20.Submit a check in the amount of $4,500 ($1,500 application fee and,for non-public institutions, a $3,000 deposit for the site visit).
Make your check payable to the Council on Occupational Education.

THIS APPLICATION WILL NOT BE PROCESSED UNTIL THE APPLICATION FEE

AND TEAM VISIT DEPOSIT HAVE BEEN RECEIVED.

POSTSECONDARY EDUCATIONAL PROGRAMS

DATA COMPILED AS OF (date):

Programs listed below

are those of the: Main CampusOther Campus Location:

Check appropriate box to indicate method of measuring program length:Clock HoursSemester Credit Hours Quarter Credit Hours

Complete Clock Hour/ Complete Clock Hour/

Credit Hour Chart Credit Hour Chart

Traditional Program – Program that requires all instructional hours to be completed on campus.

Hybrid Program – Program in which less than 50% of the required instructional hours are available via distance education delivery methods.

Distance Education Program – Program in which 50% or more of the required instructional hours are available via distance education delivery methods.

(June 2012)

INSTRUCTIONS FOR COMPLETING

THE POSTSECONDARY EDUCATIONAL PROGRAMS CHART

GENERAL INSTRUCTIONS

1.Complete one chart for each campus of the institution (main campus, branch, extension, instructional service center).

2.Indicate the manner in which the length of the program is measured (clock hours/semester credit hours/quarter credit hours). More than one option may be indicated.

3.One Clock Hour/Credit Hour Chart must be completed for each program measured in credit hours and must accompany the Postsecondary Educational Programs chart.

4.All documentation submitted to the Commission must be TYPED and provided in English.

IMPORTANT DEFINITIONS (From the Handbook of Accreditation)

Program - A combination of courses and related activities (e.g. laboratory activities and/or work-based activities) that leads to a credential and is offered by an institution to develop competencies required for a specific occupation.

Distance Education - As defined for the purposes of accreditation review, education that uses one or more of the technologies to deliver instruction to students who are separated from the instructor; and support regular and substantive instruction between students and the instructor, synchronously or asynchronously. Technologies used may include the internet, print-based media, e-mail, one-way and two-way transmissions through open broadcast, closed circuit, cable, microwave, broadband lines, fiber optics, satellite, or wireless communications devices; audio conferencing; or video cassettes, DVDs, and CD-ROMs, if the cassettes, DVDs, or CD-ROMs are used in a course in conjunction with any of the technologies listed.

A Credit Hour is equivalent to a minimum of each of the following: one semester credit for 15 clock hours of lecture,

30 clock hours of laboratory, or 45 clock hours of work-based activities; or one quarter credit for 10 clock hours of lecture, 20 clock hours of laboratory, or 30 clock hours of work-based activities.

LISTING PROGRAMS

1.List all programs offered by the institution as of the date the chart is completed.

2.List only those programs that educate students for the purpose of job entry or job advancement.

3.List only those programs that are actively enrolling students or those that have enrolled students within 12 months prior to the date of the chart. All programs must be listed no matter the length of the program.

4.Include Vocational English-As-A-Second-Language programs offered at any campus.

5.Indicate the name of each program as it appears in the institution’s catalog. (Program names must be consistent with the names printed in institutional publications AND state approval documentation.)

6.Be sure to indicate what percentage of the program’s total length is available through distance education delivery methods. If a program is available entirely through classroom delivery AND entirely through distance education methods, list the program TWICE on the form. Indicate the appropriate percentages, delivery method(s), number of enrolled students, and instructors for each program.

EXAMPLE:

PROGRAM NAME /
CIP Code
(Use One Line For Each Program) / PROGRAM
LENGTH / % of Program’s
Total Length
Available Through
Distance Education / INSTRUCTIONAL
DELIVERY
METHOD
(Check One or Both) / CREDENTIAL / PROGRAM
START
DATE / STUDENTS / INSTRUCTORS
Clock
Hours / Credit
Hours / Traditional / Hybrid / Distance Ed / Certificate / Diploma / Degree / Part-Time / Full-Time / Part-Time / Full-Time
Accounting/52.0302 / 1190 / 70 / 0 / X / X / 2/15/90 / 59 / 243 / 4 / 6
Accounting / 52.0302 / 1190 / 70 / 100 / X / X / 4/30/03 / 72 / 12
Computer Aided Drafting / 15.1302 / 1400 / 84 / 50 / X / X / X / 6/4/2001 / 24 / 201 / 3 / 7

Traditional Program – Program that requires all instructional hours to be completed on campus.

Hybrid Program – Program in which less than 50% of the required instructional hours are available via distance education delivery methods.

Distance Education Program – Program in which 50% or more of the required instructional hours are available via distance education delivery methods.

(June 2012)

CLOCK HOUR/CREDIT HOUR CHART

Program Name / CIP Code

Instructions: Refer to the latest edition of the Handbook of Accreditation for definitions. For an institution’s Self-Study Report, this form is to be completed only for programs measured in credit hours (both clock and credit hour information should be entered). For a New Program Application, this form is to be completed for programs measured in credit hours and those measured in clock hours. LIST ALL COURSES OFFERED WITHIN THE PROGRAM. Make additional copies of this page as needed.

Provide total program length in all categories that apply (be sure these numbers agree with the grand totals):

TOTAL REQUIRED
CLOCK HOURS: / SEMESTER
CREDIT HOURS: / QUARTER
CREDIT HOURS:
Total number of clock hours available via distance education / Total number of semester hours available via distance education / Total number of quarter hours available via distance education
COURSE NAME
(Use one line for EACH COURSE
within the program.) / LECTURE
Place an ‘x’ in the far right column if any course instruction is available
via distance education delivery. / LABORATORY
Place an ‘x’ in the far right column if any course instruction is available
via distance education delivery. / WORK-BASED ACTIVITIES
Place an ‘x’ in the far right column if any course instruction is available
via distance education delivery. / Course
Totals
Clock Hours / Credit Hours / DE / Clock Hours / Credit Hours / DE / Clock Hours / Credit Hours / DE / Clock / Credit
TOTAL ALL COLUMNS

GRAND TOTALS

The Grand Total number of credit hours will be rounded down in accordance with the latest edition of thePolicies and Rules of the Commission.

*Course Prep Hours are NOT added to the course’s or program’s lecture, lab or work-based activity hours in deriving the total hours for the course or program.

ROSTER OF INSTRUCTIONAL STAFF

Complete this roster for all (full and part-time) instructional staff currently employed and on site. Indicate which instructors teach courses within Associate Degree Programs with an asterisk (*). Complete one chart per location.

LOCATION::
NAME
Note: Group by program / YEAR
OF
EMPLOYMENT / MOST
ADVANCED
DEGREE / EXPERIENCE
IN FIELD AND/OR
IN CLASSROOM / COURSES
TAUGHT / CURRENT
INSTRUCTIONAL
LOAD – IN HOURS
Part-Time / Full-Time

ROSTER OF ADMINISTRATIVE AND SUPERVISORY STAFF

Complete this roster for all (full and part-time) administrative and supervisory staff currently employed and on site. Complete one chart per location.

LOCATION::
NAME / YEAR
OF
EMPLOYMENT / EDUCATION / EXPERIENCE / NUMBER OF HOURS EMPLOYED
PER WEEK

NEW PERSONNEL FORM

Complete this form for each NEW person employed in an instructional, supervisory, or administrative capacity, full- or part-time, who will be involved at the new campus. Include descriptions of experience with and/or training for distance education administration and instruction, if applicable.

Full name:
School: / City: / State:
Date of initial employment: / Full-Time: / Part-Time:
Present title: / How long in position?
Describe primary responsibilities, including subjects taught:
Describe current instructional/supervisory/administrative licenses and/or credentials and ATTACH COPIES to this form:

Educational Background: (Attach additional sheets if necessary)

Institution Name & Address / Attendance / Major Studies / Award
Diploma/Degree
From / To

Related Work Experience:

Company Name & Address / Dates / Job Title & Duties
From / To
How do you maintain up-to-date professional knowledge? (Organization activities, self-study, publications, etc.)
CERTIFICATION STATEMENT
I certify that the information contained on this form and attached hereto is correct and complete.
Employee’s SignatureDate

(June 2012)