School Name Change Process (Compliance)

Assigned To: Sarah Dungan, Dan Tietz, Jessica Myers, Karen Morgan, Carly Cavagnoli, Sam Gilkey

Category: Student Life Cycle

Department: Business Development, Compliance

SOP Rule: Trigger

Status: Approved and Implemented

Purpose

Defines the process for managing school name changes to ensure compliance with state and regulatory requirements.

Scope

Applies to all schools undergoing a name change, including documentation, approvals, and system updates.

Trigger

• Initiation of a school name change request

Process Overview

1. Verify DBA Availability

• Review Assumed-Fictitious Name Smartsheet
• Confirm name is not already in use

2. Request DBA

• Submit DBA request to regulatory agency
• Ensure compliance with state-specific requirements

3. Update Smartsheet

• Record approved DBA in tracking sheet

4. Complete Application

• Compile required documentation
• Submit name change application
• Follow state-specific procedures

5. Approval and Notification

• Notify leadership upon approval
• Confirm official flip date

6. Update Systems

• Update catalog and enrollment agreements
• Update School Info Smartsheet
• Ensure all systems reflect new name

7. Recordkeeping

• Store documentation in compliance folders
• Maintain records for audit purposes

Key Rules

• DBA must be approved before proceeding
• All state requirements must be followed
• Systems must be updated on flip date
• Documentation must be properly stored

Completion Criteria

• DBA approved and recorded
• Name change application completed
• Systems updated with new name
• Documentation stored and tracked

Tools and Systems

• Assumed-Fictitious Name Smartsheet
• School Info Smartsheet
• Google Drive (Compliance folders)

Revision History

• Version 1: 03/11/2025
• Version 2: TBD
• Version 3: TBD