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Director Duties & Replacement Director Policy - Texas Only

Director Duties & Replacement Director Policy - Texas Only

Assigned To: Sarah Dungan

Category: School Life Cycle

Department: Business Development, Campus Manager, Compliance

SOP Rule: Trigger

Status: Approved by CEO and Implemented

Purpose

This SOP outlines the responsibilities of a Director and the process for replacing a Director in compliance with Texas Workforce Commission (TWC) regulations. It ensures proper oversight, regulatory compliance, and continuity of school operations.

Scope

Applies to all Zollege school locations requiring a designated Director. Covers Director duties, renewals, replacements, and coordination across Compliance, Program Managers, and Business Development teams.

Definitions

  • Director: Individual responsible for oversight of a school location, with operational administration supported by Zollege.
  • Continuing Education (CE) Credits: Minimum of 6 hours annually required for compliance.
  • DocuSign: Platform used for signing Director applications and renewal forms.
  • Replacement Director: New Director assigned due to resignation, termination, or operational changes.
  • Acting Director: Temporary Director (up to 90 days) approved under special circumstances.

Responsibilities

  • Compliance: Manage Director applications, ensure TWC compliance, maintain documentation
  • Business Development: Track CE credits and support Director sourcing
  • Program Managers: Initiate replacement process and ensure timely coverage
  • BizDev Team: Identify and coordinate new Director candidates

Procedure

Director Duties

  • Initial Application: Director signs application and signature page via DocuSign
  • Annual Renewal: Director signs renewal forms to maintain licensing
  • Inspections: Provide proof of 6 CE hours annually
  • End of Year Reporting: Sign annual job report
  • Requirements: Must meet TWC standards including experience and education requirements

Replacement Director Process

  • Termination or Resignation:
    • Identify replacement within 2 weeks
    • Notify Compliance with candidate details
    • Send application via DocuSign
    • Complete required approvals and documentation
  • New Locations or Address Changes:
    • BizDev identifies candidate
    • Coordinate with Compliance for application and approval
  • Acting Director:
    • Temporary assignment up to 90 days
    • Must meet TWC requirements
    • Notify TWC within 24 hours

New School Emergency (Texas Only)

  • Acting Director may be assigned temporarily
  • Must ensure permanent Director is identified within required timeframe
  • Submit all documentation within 90 days

Completion Criteria

  • Director assigned within required timeframe
  • All documents signed and submitted
  • TWC notified and compliance maintained

Tools and Resources

  • Hiring Requirements by State (Smartsheet)
  • School Info Tracker
  • Director Application Documents (DocuSign)

Revision History

  • 1st Version: 03/21/25
  • 2nd Version: TBD
  • 3rd Version: TBD