The schools the OBPVS licenses are defined by the training offered rather where located/housed. Beginning in August 2015, the Oklahoma Legislature clarified that in addition to live training and correspondence courses, the OBPVS should license on-line (distance education) schools that make certain training available to Oklahoma residents. The three main training features that require a school license in Oklahoma are that the entity is:

1. Private, meaning it is not a public entity or fully paid by tax funding
2. Remunerated for the training provided
3. Offering training of a vocational or occupation nature.

For additional information refer to Title 70 O.S. §21-101, the statutory definition of a private vocational school and the License Wizard page.

8 AM to 5 PM Monday through Friday. The OBPVS has a maximum staff of three (3) who may occasionally all be assigned to off-site activities at the same time. Please call before coming to the office to be sure someone will be here when you arrive.

The OBPVS is closed for all state holidays. A listing of those holidays may be found at the Oklahoma Secretary of State website accessible from the Forms & Resources page.

3700 N. Classen Blvd., Ste. 250 (2nd Floor)
Oklahoma City, OK 73118

Schools that 1) are not public schools, 2) that charge people for the training that is 3) usually postsecondary (after 12th grade) in nature and used for the student to gain employment.

Yes, and the OBPVS will tell you how long the school has been licensed or see the list of schools on the Forms & Resources page.

Yes. See the Forms & Resources page. The list is in a table format and searchable ("EDIT, FIND") by location or type of Program.

Accreditation may be used at least two different ways depending on the context in which it is used.

1. At the OBPVS it is used in identifying a separate, independent process conducted by a non-governmental entity with its own application steps. The standards applied by an accreditor vary with each accreditor. 
2. The term "accreditation" may be implied by others to mean the authority of the OBPVS to license a school. However, the OBPVS does not identify itself with the term accreditation this way. Schools are, "licensed," by the OBPVS.

No. If a school chooses to secure accreditation and self-imposes the higher standards of the accreditor, the school will be responsible for maintaining the accreditor's higher standards.

Yes, from students applying to or enrolled in a school licensed by the OBPVS. The complaint should be submitted in writing to the OBPVS by the affected student within one year of the event giving rise to the complaint. See OAC 565:1-3-2 and OAC 565:10-11-8 in the Forms & Resources page.

See OAC 565:1-3-2(f) in the OBPVS Rules document (PDF).

Yes.  Obtain Form 1250CM from the Forms & Resources page.

Use is recommended, but the OBPVS will accept the same necessary information in the format of a signed letter. A plain email cannot be accepted, because a signature is required to start the complaint process.

Yes.

1. For many complaints, additional information is helpful to the OBPVS' complaint investigation.
2. It is not mandatory, but helpful, for the student to provide a brief chronology of the event details to help the OBPVS understand the reason for the complaint.
3. Attach all of the COPIES desired, but do NOT send the OBPVS original documents.

Mail, FAX, or scan the complaint (Form or letter, plus any supporting documentation and copies) to the OBPVS. The 1250 CM Complaint Form provides specific submission details.

Yes. The OBPVS is required to forward the Complaint to the School for its response as part of the investigation.

Schools are not permitted to do so. If the student thinks this is the case, that matter should be reported to the OBPVS for separate handling.

The OBPVS applies the private vocational school Statute, Rules, the individual student's catalog and enrollment agreement, and other relevant documentation or information to ascertain if a violation of OBPVS standards has occurred. The OBPVS does not have authority (or jurisdiction) over every possible matter.

An OBPVS license is valid for one year running from July 1 to June 30th. However, by State law found at Title 75 O.S. §314, when a school's relicensing application is filed on-time, then the existing license remains valid until the OBPVS acts on (makes a final determination about) the renewal application.

a. How often is relicensing required?  Annually.

b. When is a relicensing application due?  Every year BY June 1^st, unless June 1^st falls on a weekend, then the due date is the NEXT business day.

c. The school was first/originally licensed after the last July 1^st.  Do we still need to submit a Relicensing Application and Fee(s) by the next June 1^st?  Yes.

No one may transfer ownership of a license. Under Title 70 O.S. §21-108 and Rule OAC 565:10-1-4.  Both are available in the Forms & Resources page as Form XXXX and Form 1390CM, respectively.

That's right. The detailed Rule at OAC 565:10-1-4(e) states, "Sale of school and nontransferrability of license. A person or persons purchasing a facility already operating as a licensed school shall comply with all the requirements for securing a new license. A license is not transferable to a new owner. All application forms and other data must provide adequate information to document that the Applicant meets all licensure requirements. The process shall be initiated with the OBPVS not less than thirty (30) days prior to the closing of the sale or transfer transaction(s)."

a. When does the mandatory annual training take place? Live workshops usually occur in late March, while Webinars are scheduled in April or May.

b. When will I receive notice of a Year's Training Calendar? The OBPVS will post the training Schedule on the Homepage and send-out Mass Emails, and/or give notice via regular USPS mail.

c. What if I cannot attend one of the multiple training events? The Board will assess a fine to the school, plus a school representative will have to view a recorded training session and pass a test.

d. What's the alternative to a fine? If an individual's attendance does not look possible, the school may contact the OBPVS Staff to find out if another person is eligible to attend.

e. The school is a member of a group. Does each school within the group have to have a representative attend the mandatory training? No.  However, when the future attendee registers with the OBPVS, he or she needs to list each school that he/she will represent.

Yes, and often the changes will need to be submitted for advance approval by the OBPVS.

a. School Catalog – Preferably at least 30 to 45 days, in advance of use, longer if possible submit the Catalog draft, a brief narrative, and the Form XXXX available at the Forms & Resources page.

b. Seminar Brochure – At least 30 days, in advance of use, if possible, submit the Brochure draft.

c. School Enrollment Agreement ("EA") – At least 30 days, in advance of use, if possible, submit the EA draft, a brief narrative for complex changes, and the Checklist Form XXXX available at the Forms & Resources page.

d. Seminar Registration Form - At least 30 days, in advance of use, if possible, submit the draft.

e. Change of Location - At least 30 days in advance of the move (except when not possible due to inaccessibility or destruction of the current location), submit all possible documents (Insurance ACORD, Occupancy Certificate and/or Fire Marshal Inspection – depending on the local Fire Code), a revised Catalog including the Form XXXX (as described above) and a revised Enrollment Agreement including the Form XXXX.

f. New Instructor – Within 30 days after hire. Submit the Forms 1140CM, 1145CM (Column A) and 1155CM in the Forms & Resources page, together with all supporting documentation required by the Qualification type(s) marked on the Form 1140CM.

g. Changing an Instructor's Class Assignment(s) – Within 30 days after change.  Use the Form 1145CM (Column B) in the Forms & Resources page.

h. Changing the School Director [Campus Director, often called an Executive Director] – Within 30 days after hire, submit the Form 1150CM and 1155CM in the Forms & Resources page  together with all supporting documentation required by the Qualification type(s) marked on the Form 1150CM.

i. Changing the School's Authorized Administrative Official ("AAO") - Within 30 days after hire. Use Forms 1150CM and 1155CM in the Forms & Resources page together with all supporting documentation required by the Qualification type(s) marked on the Form 1150CM.

j. Adding a Solicitor:

    i. Must be approved by the OBPVS before the Solicitor engages in marketing for the school.

    ii. Use the Forms 1280CM, 1290CM and 1155CM in the Forms & Resources page.  Plus, provide (2) small passport size photos sized at about 1 x 1 inches.

    iii. Are Digital Photos accepted?  Yes, if printed on paper that will not "melt" during the lamination process for the License card.

k. When the employment ends for an AAO, Director, or Instructor – Notify the OBPVS in writing (an email is fine) within 30 days after the employment end date.

l. When a Solicitor's employment ends – Notify the OBPVS in writing (an email is fine).  ALSO return unexpired License Cards if the school was able to have the wallet-sized card returned by the Solicitor.

m. Changing Insurance Carriers for the mandatory Liability Coverage – Submit a new Insurance ACORD or Certificate of Insurance BEFORE the existing coverage expires, or is cancelled.  Or, ask the carrier to send the ACORD/Certificate to the OBPVS on the school's behalf.

n. Changing Insurance Carriers for a Surety Bond – Submit a replacement Form 1160CM (in the Forms & Resources page) from the new Insurer before the existing Bond is surrendered for cancellation.  You are invited to call or email the OBPVS to plan the surety change.

o. Changing the Bank, Savings & Loan, or Credit Union that holds the School's Certificate of Deposit (C.D.) - The OBPVS has to give permission for release of the original C.D.  Please call or email the OBPVS as early as possible to obtain assistance to plan the banking change.  Then, a new/replacement Form 1170 available in the Forms & Resources page will need to be submitted to the OBPVS for review and approval.

Yes, when the school's receipt of the OBPVS approval is time-sensitive. For example, when the school is re-certifying with the U.S. Department of Education, applying to the State Accrediting Agency for veterans funding, or has approval pending with an independent accrediting organization.

When the school is applying for approval in ample time and will accompany the change submission with the required Catalog review fee payment.  That is, if planning to simultaneously mail the payment, then enclose the Catalog draft, brief narrative, and Form XXXX.

No. Submissions not adding, deleting, or changing a Program or Program costs are given electronic approvals without a list of Programs, no matter how received. With Program Changes the approval will still be electronic, but additionally include a list of post-approval Programs, despite the means of submission by the School.

No.  Some states do, Oklahoma does not. That means documents requiring OBPVS approval, have to be submitted in advance of the change except for personnel changes. For Instructors, AAOs, and Directors changes are allowed to be submitted within (30) days after hire, or after the end of employment, termination.  Solicitors no longer working for the School must also be reported to the OBPVS within 30-days after the end of employment.

The OBPVS Fees, other than for copying or Record Certification, are set by Statute at Title 70 O.S. §21-106. Copy and Record Certification Fees are in accordance with Title 51 O.S, §24A.5(4). Refer to the appropriate Fee Schedule in the Licensed Schools page.

a. Does the OBPVS accept electronic/email submissions?  Yes.

b. Will the OBPVS accept scans or .pdf files of Personnel Qualification Forms?  Yes, as long as the Form(s) are signed, a Notary (if applicable) uses an Ink Stamp instead of an Embossed Stamp, and the document is legible when received by the OBPVS.

c. The Forms 1140CM and 1150CM may require a Transcript to be submitted to demonstrate a School Employee's academic qualifications. Do Transcripts need to be originals (official copies)?  The OBPVS accepts unofficial and copied Transcripts.  An Official Transcript is only required when the OBPVS specifically corresponds that one is needed.

d. How do I know what the Qualifications are to be approved to be an AAO, [Campus Executive] Director, Instructor, or Solicitor?  See the Rules at OAC 565:11-1 of the Form 1390CM in the Forms & Resources page, or study the narratives adjacent to the Qualification Check Boxes on Forms 1140CM (Instructor), 1150CM (AAO or Director), or Form 1280M (Solicitor).  All forms are available in the Forms & Resources page.

e. The Forms 1140CM and 1150CM list multiple types of Qualifications.  Does an Applicant to be an Instructor or AAO/Director have to meet ALL of the Qualifications?  No!  Generally one "type" of Qualification will work.  If an Applicant meets multiple standards, check more than one box.  But usually, meeting one type of qualification is sufficient.

f. What documentation must accompany Forms 1140CM or 1150CM?  That depends on the "qualification" type/standard.  For:

    i. Academic - Submit a Transcript copy.

    ii. Work Experience – Fully and completely fill out the "employment portion" of the Form and/or submit a Resume'.

    iii. National or State License - Submit proof of it (a current License copy or a dated Licensing Agency License Verification download).

    iv. National Certification - Submit a copy of the certification or download verification of certification from the website of the National organization.  A completion certificate from a private vocations school does not constitute national certification.   

g. Describe an "other qualification."  Each must be individually approved by the OBPVS Board.  Please do NOT check this box if another, standard qualification applies.  To be approved, the "other" qualification would need to be something that is comparable to a required qualification type.  Its purpose is to provide sufficient background to allow him/her to perform the role's official duties.

h. What are the differences between an Authorized Administrative Official ("AAO") and a Director?

    i. The Director serves as the on-campus primary contact for the OBPVS during site visits.

    ii. Except on-site, the AAO serves as the primary contact (the one that the OBPVS sends all correspondence to).  The official, designated by the school, has the sole authority to represent the school and act on its behalf with the OBPVS.  That's why some Forms require signature by the AAO.

i. May the AAO and the Director be the same person?  Yes.

j. Do the Director and AAO have to be the same person?  No.  Often the OBPVS sees an AAO being designated by a school who offices out-of-state and works in a department such as "Compliance," or "Accreditation and [State] Licensing."  The AAO will typically be expert in what to report and how to respond to inquiries from Agencies like the OBPVS.

k. Does the Owner(s) have to serve as the Director or AAO?  No.  The Director and AAO positions need to be occupied by a person(s) who have the time to dedicate to the performance of those respective duties.  For more information refer to the position requirements in OAC 565:10-11-1 available in the Forms & Resources page as Form 1390CM.  

l. The OBPVS Rules mention that the Director must be a person who is familiar with educational administration including, "the development of curriculum capable of preparing students for specific job entry levels."  Are there any exceptions?  Yes.  When curriculum is set nationally, either by a national Director/V.P. of Education or provided by a Vendor for certification (such as computer certifications like Microsoft® or CISCO®) the Director's role in curriculum-setting is minimized or fully eliminated.  However, the school should submit that information to the OBPVS for an initial staff review then ultimate Board approval as an, "other qualification."

m. I see that Oklahoma requires Personnel Qualifications to be submitted for Instructors, AAOs, and Directors.  What about other School Officials?  When a change occurs for example with the Directors (or V.P.s) of Career Services, Education, Financial Aid, or other support  departments, the School is not required to submit those changes to the OBPVS and does not have to secure OBPVS approval. 

n. Will the OBPVS tell me the status of a Solicitor license Approval or Renewal?  Yes.  Just call us.

o. Does everything get submitted during relicensing (What is midyear relicensing)? No.  While relicensing is due for all Schools and Seminars on June 1st each year, mid-year changes happen at any other time of the year and are made at the discretion of the School or Seminar.  Frequent examples include changes of key personnel such as adding Instructors or Solicitors, or replacing the Director or Authorized Administrative Official.  The next most frequent mid-year changes are submitted to the OBPVS for advance approval of School Catalog or School Enrollment Agreement changes or Seminar Brochure or Seminar Registration Form changes.  When a School adds or changes a Program, a Catalog Change is required and the Enrollment Agreement may need to be changed if the School uses a fully pre-printed Form that lists the existing Programs.  In mid-year, with a Program addition or change, an Outline of Course Hours FORM 1280C (or the School's substantially similar form) is also required to be submitted.

Yes.  Exemptions to licensing are set out in law.  Refer in the Applying for License page to the License Wizard, or review the Statutory Exemptions from Licensing in the Oklahoma Statutes Title 70 O.S. §21-101.1 (Form XXXX) in the Forms & Resources page.

Yes.

Refer to Page 2 in the Form XXXX (Instructions to Apply for a License) available in the Forms & Resources page.

No. The OBPVS also licenses correspondence and on-line schools. In addition, some live Schools located outside of Oklahoma offer to Oklahomans using national publications or call centers. Those, too, must be licensed by the OBPVS.

Yes. The Branch applies just like a New [Main Campus] School. A separate application must be submitted, although certain materials like the Catalog may be shared.

The standards to be licensed as a Seminar are set by Rule.  To decide, again, make use of the License Wizard.

Call or email the OBPVS for assistance.

a. The OBPVS staff suggests that you start by reviewing the "New School Application Orientation" overview and these "New Applicant" Frequently Asked Questions and Answers.

b. Next, review, the Application's single-page Checklist to view the "entirety" of a complete Application on a single page.

c. Then, prepare the full Application.

d. After an internal review, the Applicant submits all documents to the OBPVS in printed form (via hard-copy) along with the required Ffee(s).

e. The date the OBPVS receives the initial Application starts a one-hundred twenty (120) day period for Application completion and approval.  However, if an OBPVS staff review is delayed, then the 120-day period does not begin until the staff starts its review. 

f. The OBPVS staff will then complete an initial, detailed "desk review."

g. The OBPVS staff will communicate any missing or incomplete items to the Applicant in writing (usually via an email attachment), along with any initial documents that were omitted or require revision. 

h. The Applicant then returns to working on the Application to prepare missing items, submit information to complete unfinished items, or to make required changes. 

i. The OBPVS staff conducts a re-review.  This step repeats as often as necessary until all documents are on file, complete, and compliant with Oklahoma's private vocational school laws and Rules. 

j. If the school is located in Oklahoma, the OBPVS staff will next schedule a site visit (inspection). 

k. If the site visit is successfully passed, the OBPVS issues:

    i. A physical license for a Main school, and an Approval Letter detailing the OBPVS-approved programs of study and each program's total cost and length, or

    ii. The same type of an Approval Letter for a Branch school.

That's correct.  But remember!  There's a checklist on page X of the Form XXXX.

1. The Form XXXX needs to be fully completed including Notarization, along with all other required supporting forms (or substantially similar documents) must be submitted, and fully completed.
2. All copies or other required documentation must be submitted.
3. All Forms must be properly signed and notarized (when indicated).
4. Taken together, the package of documentation needs to evidence that the Applicant may comply with the private vocational school laws and Rules of Oklahoma.

There are alternative answers, depending on what suits you and your timing best:

1. Refer to the Forms & Resources page to download desired forms many of which are Protected to allow form-fill to only certain fields.
2. Email or telephone the OBPVS to ask for the Form Set to be emailed to you.  These requests are fulfilled using more than one standardized email, due to the size of the files.
3. Mail a check to the OBPVS for the statutory Application Packet Fee for Twenty-Five Dollars ($25.00) and a hard-copy Application Packet, including explanatory materials will be mailed to you via regular USPS Mail. 

The OBPVS staff will complete its review as quickly as possible, ranging from 3 or 4 months to a year-plus, of the completed Application's initial submission, unless the required documents or corrections are not provided timely, or a delay of the inspection of an school located in Oklahoma occurs.

The OBPVS Board wishes to encourage interested persons to make available vocational education for Oklahomans. By law, the OBPVS Board sets minimum standards. If the applicant is unable to comply with the standards for instruction/Instructors, other personnel, facility, financial stability, etc. the Application will be denied, but not until after the Applicant has the opportunity to remedy an identified deficiency(ies) if the item is able to be remedied.

The term "accreditation" may be used in a couple of different ways depending on the context in which it is used.

1. To the OBPVS it is used in identifying a separate, independent process conducted by a non-governmental entity with its own application steps. The standards applied by an accreditor vary with each accreditor. 
2. The term "accreditation" may be implied by others to mean the authority of the OBPVS to license a school. However, the OBPVS does not identify itself with the term accreditation this way. Schools are, "licensed," by the OBPVS.

No. If a school secures accreditation and self-imposes the higher standards of the accreditor, the school will be responsible for maintaining the accreditor's higher standards.

Visit the US Department of Education list of approved Department Accreditors.

Use the information in the US Dept. of Education to review the Standards provided on each individual accreditor's website. In general, an accreditor's standards will be more complex and may be more strict than the OBPVS' minimum standards. Many Accreditors require a school to be licensed and operate for two (2) years before the accreditation application process begins.

In general, a license of State Authorization must be held, the Department's application process must be successfully accomplished, and the school must be accredited by a Department-approved accreditor. Hence, the Department application cannot be started until at least two (2) years of operations are completed. To learn more, use links to the various Department websites provided in the Forms & Resources page.

a. The Forms 1140CM and 1150CM may require a Transcript to be submitted to demonstrate a School Employee's academic qualifications. Do Transcripts need to be originals (official copies)?  The OBPVS accepts unofficial and copied Transcripts.  An Official Transcript is only required when the OBPVS specifically corresponds that one is needed.

b. How do I know what the Qualifications are to be approved to be an AAO, [Campus Executive] Director, Instructor, or Solicitor?  See the Rules at OAC 565:11-1 of the Form 1390CM in the Forms & Resources page, or study the narratives adjacent to the Qualification Check Boxes on Forms 1140CM (Instructor), 1150CM (AAO or Director), or Form 1280M (Solicitor).  All forms are available in the Forms & Resources page.

c. The Forms 1140CM and 1150CM list multiple types of Qualifications.  Does an Applicant to be an Instructor or AAO/Director have to meet ALL of the Qualifications?  No!  Generally one "type" of Qualification will work.  If an Applicant meets multiple standards, check more than one box.  But usually, meeting one type of qualification is sufficient.

d. What documentation must accompany Forms 1140CM or 1150CM?  That depends on the "qualification" type/standard.  For:

    i. Academic - Submit a Transcript copy.

    ii. Work Experience – Fully and completely fill out the "employment portion" of the Form and/or submit a Resume'.

    iii. National or State License - Submit proof of it (a current License copy or a dated Licensing Agency License Verification download).

    iv. National Certification - Submit a copy of the certification or download verification of certification from the website of the National organization.  A completion certificate from a private vocations school does not constitute national certification.   

e. Describe an "other qualification."  Each must be individually approved by the OBPVS Board.  Please do NOT check this box if another, standard qualification applies.  To be approved, the "other" qualification would need to be something that is comparable to a required qualification type.  Its purpose is to provide sufficient background to allow him/her to perform the role's official duties.

f. What are the differences between an Authorized Administrative Official ("AAO") and a Director?

    i. The Director serves as the on-campus primary contact for the OBPVS during site visits.

    ii. Except on-site, the AAO serves as the primary contact (the one that the OBPVS sends all correspondence to).  The official, designated by the school, has the sole authority to represent the school and act on its behalf with the OBPVS.  That's why some Forms require signature by the AAO.

g. May the AAO and the Director be the same person?  Yes.

h. Do the Director and AAO have to be the same person?  No.  Often the OBPVS sees an AAO being designated by a school who offices out-of-state and works in a department such as "Compliance," or "Accreditation and [State] Licensing."  The AAO will typically be expert in what to report and how to respond to inquiries from Agencies like the OBPVS.

i. Does the Owner(s) have to serve as the Director or AAO?  No.  The Director and AAO positions need to be occupied by a person(s) who have the time to dedicate to the performance of those respective duties.  For more information refer to the position requirements in OAC 565:10-11-1 available in the Forms & Resources page as Form 1390CM.  

j. The OBPVS Rules mention that the Director must be a person who is familiar with educational administration including, "the development of curriculum capable of preparing students for specific job entry levels."  Are there any exceptions?  Yes.  When curriculum is set nationally, either by a national Director/V.P. of Education or provided by a Vendor for certification (such as computer certifications like Microsoft® or CISCO®) the Director's role in curriculum-setting is minimized or fully eliminated.  However, the school should submit that information to the OBPVS for an initial staff review then ultimate Board approval as an, "other qualification."

k. I see that Oklahoma requires Personnel Qualifications to be submitted for Instructors, AAOs, and Directors.  What about other School Officials?  When a change occurs for example with the Directors (or V.P.s) of Career Services, Education, Financial Aid, or other support  departments, the School is not required to submit those changes to the OBPVS and does not have to secure OBPVS approval. 

l. Will the OBPVS tell me the status of a Solicitor license Approval or Renewal?  Yes.  Just call us.