Responses Last Confirmed:

Indiana Office for Career and Technical Schools

Agency Contact

Stephen Turner
No response provided
OCTS@dwd.in.gov

Additional Contact

Topic:

Types of Educational Providers Authorized

2A1.
Institution Types Authorized – Indicate the types of institutions that your agency authorizes. Please provide a short explanation of any ambiguity in the comment section below

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

2A2.
Clarifying comments:

OCTS Accreditation is defined by Indiana Code (IC 22-4.1-21-2) as the authorization to operate in Indiana.

2B1.
Is accreditation required for an institution to be authorized in your state? Yes or No.

NO

2B2.
Clarifying comments:

Regional or national accreditation is not required for OCTS accreditation.

2B3.
If yes, what type of accreditation is required? Please, check all that apply as appropriate.

Regional Accreditation Required for:

____     Public, out-of-state degree granting institutions                
____     Private, in-state, not-for-profit degree granting institutions
____     Private, out-of-state, not-for-profit degree granting institutions 
____     Private, in-state, for-profit degree granting institutions
____     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

National Accreditation Required for:

____     Public, out-of-state degree granting institutions                
____     Private, in-state, not-for-profit degree granting institutions
____     Private, out-of-state, not-for-profit degree granting institutions 
____     Private, in-state, for-profit degree granting institutions
____     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

2B4.
Clarifying comments:

No response provided

2C1.
Does your agency authorize specific academic programs offered by institutions, only institutions themselves, or both?

__X___Institution     _____Program     _____Both

2D1.
Does your state require a Surety Bond for authorized out-of-state institutions? Yes or No.

Yes

2D2.
Clarifying comments:

The Surety Bond amount is determined by the amount of tuition and fees the institution incurs during the previous year.

2E1.
Does your state have a Tuition Refund Policy Requirement? If so, for which types of institutions?

Yes, for all institutions accredited by OCTS.

Topic:

Exemptions

3A1.
Are certain institutions or programs exempt by law or policy from your state authorization requirements? If so, for which types of institutions? Which types of programs? Please provide web link.

OCTS does not provide exemptions to Indiana Code (IC).  Institutions that do not meet the definition of a postsecondary proprietary educational institution (definition below) are notified they simply don’t meet the definition.  

If so, for which types of institutions? Definition below.

Which types of programs?  OCTS does not provide accreditation for programs.

Please provide web link.  https://www.in.gov/dwd/2731.htm

IC 22-4.1-21-9 defines a postsecondary proprietary educational institution as “a person [IC 22-4.1-21-8] doing business in Indiana by offering to the public, for a tuition, fee, or charge, instructional or educational services or training in a technical, professional, mechanical, business, or industrial occupation, in the recipient’s home, at a designated location, or by mail.  The term does not include the following:

  1. A postsecondary credit bearing proprietary educational institution accredited by the board for proprietary education under IC 21-18.5-6.
  2. A state educational institution or another educational institution established by law and financed in whole or in part by public funds.
  3. A postsecondary proprietary educational institution approved or regulated by any other state regulatory board, agency, or commission.
  4. An elementary or secondary school attended by students in kindergarten or grades 1 through 12 and supported in whole or in part by private tuition payments.
  5. Any educational institution or educational training that:
    • Is maintained or given by an employer or group of employers, without charge, for employees or for individuals the employer anticipates employing;
    • Is maintained or given by a labor organization, without charge, for its members or apprentices;
    • Offer exclusively instruction that is clearly self-improvement, motivational, or avocational in intent (including instruction in dance, music, or self-defense, and private tutoring); or
    • Is a Montessori or nursery school
  6. A privately endowed two (2) or four (4) year degree granting institution that is regionally accredited and whose principal campus is located in Indiana.”
Topic:

Authorization of Distance Education

4A1.
Does your agency require purely online programs offered by out-of-state institutions to be authorized without regard to physical presence? Yes or No.

Yes

4A2.
If not, does your agency determine whether an institution must be authorized based on a physical presence (“operating”) standard? Yes or No.

No response provided.

4A3.
Clarifying comments:

If the 100% online institution is located in Indiana, they require accreditation.  If the 100% online institution is located outside of Indiana, and they come into Indiana for conducting training at a physical location, for the solicitation or enrollment of Indiana residents, they require accreditation.  If the 100% online institution does not conduct any of the former, they do not require accreditation.

4B1.
Does your agency require correspondence study programs to be authorized without regard to physical presence? Yes or No

Same as question 4A1 – 3.

4B2.
Clarifying comments:

No response provided

Topic:

Physical Presence Policy - Common Triggers

5A1.
If your agency uses a physical presence standard, how does your agency define physical presence? If available, please provide a link to that policy or a citation to the relevant regulation giving that standard.

Physical presence is located in Indiana, conduct any amount of training in Indiana, and performs solicitation or enrollment of Indiana residents in Indiana.

5A2.
URL for physical presence definition
5A3.
Clarifying comments:

No response provided

Topic:

Application Process

6A1.
Description – Please provide a short description of the application process to obtain state authorization. If available, please provide web links to the specific references to all applicable state laws, regulations, manuals, forms, or other pertinent docu

No response provided

6A2.
URL for application
6A3.
Clarifying comments:

Institutions must submit a Determination of Status Questionnaire for OCTS to determine if the institution meets the definition of a non-degree granting, non-credit bearing, postsecondary proprietary educational institution.  Once it is determined that the institution requires accreditation, the institution will complete the New School Orientation then submit the Initial Application for Accreditation including all documentation and fees and a Confirmation Site Visit.  Accreditation is not guaranteed to be awarded, OCTS accreditation is not a license.  If Temporary Accreditation is awarded, the institution will operate for up to 11 months before the Application for Full Accreditation is required to be submitted.  Once Full Accreditation is awarded, the accreditation status will last for one year and an annual renewal application, documentation and fees is required.

Topic:

Fees Associated with Authorization

7A1.
Application Fee – Is there an application fee to initiate the authorization process? If so, what is the fee or fee schedule? Please provide a web link if available.

Currently, $1000.00 in-state institutions, $2000.00 out-of-state institutions.

7A3.
Clarifying comments:

OCTS is currently researching other states fees to determine if a fee increase is warranted.  OCTS has not raised their fees since 2012.

Topic:

Reporting

8A1.
What kinds of information or data must an institution report to your agency as a condition for continued out-of-state authorization?

Program information (name, cost, length, credential earned); student level data (graduation rate, graduation & drop, placement (if applicable)).

8A2.
URL for reporting

None – spreadsheet is emailed to OCTS@dwd.in.gov

8A3.
How frequently do institutions report data?

Student level data is reported quarterly

8A4.
Is this information published or shared publicly?

Not currently.

8A5.
Clarifying comments:

No response provided

Topic:

Consumer Protection and Student Complaints - Non-SARA Participating Institutions

9A1.
Please describe the process for handling complaints about out-of-state postsecondary institutions or programs?

Students filing claims need to meet the requirements:

  1. Be a current or former student (within 5 years) in a program at a school regulated by OCTS.
  2. Follow and exhaust the school’s complaint resolution process with the school directly; or provide a detailed explanation as to why the school’s complaint process was not completed.
  3. File a formal claim with OCTS by completing the online Student Complaint Form, and attaching the following documents:
  • A statement of the facts supporting the claim and outlining the problem, and
  • A copy of the enrollment agreement signed by the student, and
  • Copies of all receipts for tuition paid by cash, check, money order or credit card, and
  • Any other material which substantiates the claim.

When the student’s initial claim is determined valid by OCTS, OCTS will forward a copy of the claim to the school, and the school will have three weeks to respond.  Upon receipt of the school’s response, OCTS will adjudicate the claim and issue a final determination.  Both the student and the school will receive notification of the OCTS final determination.

9A2.
URL for the complaint form
9A3.
Is the 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.)?

OCTS handles all student complaints for institutions accredited by OCTS.

9A4.
Clarifying comments:

OCTS can only order tuition refund if a portion or all of the tuition payment is out-of-pocket.  If the complaint is ADA or EO in nature, the student is referred to the Indiana Civil Rights Commission.

9B1.
Does this complaint process extend to institutions not authorized by the agency that may enroll residents of the state (such as explicitly distance education programs with no physical presence or exempt institutions)?

No, OCTS only has the authority to entertain student complaints from an institution operating legally in Indiana.  If the institution does not have OCTS accreditation, the Indiana Attorney General becomes involved for student protection.

9B2.
Who is the contact person at your agency for receiving complaints?

Contact Name: Dinell Edge or Stephen Turner
Title: Accreditation Specialists
Agency: OCTS
Address: 10 N Senate Ave, Rm 308, Indianapolis, IN 46204
Email: OCTS@dwd.in.gov
Phone:
URL: https://www.in.gov/dwd/2731.htm

9B3.
Clarifying comments:

OCTS can only entertain student complaints in writing via the Student Complaint Form.

Topic:

Consumer Protection and Student Complaints - SARA Participating Institutions

10A1.
Please describe the process for handling complaints about SARA participating Institutions.

n/a – OCTS is not part of the SARA agreement

10A2.
Is the 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.)?

No response provided

10A3.
URL for student complaints – SARA participating institutions

No response provided

10A4.
Who is the contact person at your agency for receiving complaints?

No response provided

10A5.
Clarifying comments:

n/a – OCTS is not part of the SARA agreement

Topic:

Enforcement

11A1.
If your agency has written descriptions of the possible consequence of institutional non-compliance, please provide it (or provide a web link).

If the institution does not submit documentation by the expiration date, the institution’s accreditation status will be suspended until the documentation is submitted and deemed valid.  If the institution does not submit the quarterly payment for the Career College Student Assurance Fund (CCSAF) buy the due date, the institution’s accreditation status will be suspended until the CCSAF payment is received.  If the institution is suspended AND the CCSAF payment is not received by the due date, the institution’s accreditation status may be revoked and the institution will not be able to obtain accreditation in Indiana for 5 years.

Topic:

Records Retention

12A1.
When a school closes, what is the process your state uses to ensure that transcripts/records are kept available?

If OCTS is aware ahead of the closure, OCTS requests the records to be sent to OCTS.  OCTS will then service the records or they will be sent to the Indiana Archives and Records Administration.

12B1.
From what agency do students request their transcripts/records from a closed school?

Agency Name: OCTS or IARA
Contact Person: Dinell Edge or Stephen Turner
Contact Phone:
Contact Address: 10 N Senate Ave, Rm 308, Indianapolis, IN 46204
Contact Email: OCTS@dwd.in.gov
Contact web site: https://www.in.gov/dwd/2731.htm

Topic:

Additional Information

13A1.
Is there anything else about the authorization process in your state that we and others ought to know about?

No response provided

14.
Does your state have a Student Tuition Recovery Fund (or similar fund for school closure)? Yes or No. If Yes, for what type of institutions?

No response provided