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.