Indiana License Renewal Process

Assigned To: Compliance Team

Category: Student Life Cycle

Department: Compliance

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for renewing Indiana school licenses to ensure timely submission of required documents and continued compliance with state regulations.

Scope

Applies to all Indiana school locations requiring annual license renewal.

Trigger

• License renewal due date approaching (must be initiated at least 30 days before expiration)

Process Overview

1. Check License Expiry & Initiate Process

• Review Compliance tracking sheet
• Identify upcoming renewals
• Start process at least one month before expiration

2. Budget Sheet & Fee Setup

• Update budget sheet with $500 renewal fee
• Mark as credit card payment
• Flag as in progress

3. Prepare Required Documents

• Create dedicated working folder
• Gather required documents including:
  • Conduct Policy
  • Doctor’s Contract
  • Faculty List
  • Tuition Report
  • Financial Report Submission
  • Student Data Reports
  • Fire Inspection Report
  • Catalog and Enrollment Agreement

4. Request Financial Documents

• Request P&L from Accounting
• Calculate gross tuition
• Complete required financial forms
• Send for approval and notarization

5. Extract & Prepare Student Data

• Use Metabase to extract:
  • Graduation and Drop Reports
  • Graduation Rate Data
  • Placement Reports
• Format according to state requirements

6. Complete Online Renewal Application

• Access Indiana regulatory website
• Enter institution details
• Complete compliance and program information
• Upload:
  • Instructor list
  • Financial documents
  • Surety bond
  • Tuition report
  • Catalog and enrollment agreement
  • Operational documents (lease, fire inspection, insurance)
• Complete affidavit and submit application

7. Complete Payment

• Submit payment through regulatory portal
• Confirm transaction

8. Update Tracking

• Mark renewal as submitted
• Update submission date and details in tracking sheet

9. Store Documentation

• Create renewal folder in Google Drive
• Upload all submitted documents
• Save final application copy

Key Rules

• Initiate process at least 30 days before expiration
• Ensure all documents are complete before submission
• Verify accuracy of financial and student data
• Maintain organized records for compliance

Completion Criteria

• Application submitted successfully
• Payment completed
• Tracking sheet updated
• All documents stored and organized

Tools and Systems

• Smartsheet (Tracking and instructor data)
• Metabase (Student reports)
• Indiana Regulatory Website
• Google Drive (Document storage)

Revision History

• Version 1: 02/21/2025
• Version 2: TBD
• Version 3: TBD