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In addition to meeting all requirements for initial licensure and annual renewal, your school and school staff must:
Each school director, full-time instructor and director of admissions must complete a minimum of six hours of continuing education applicable to the position held within 12 months of employment and each calendar year thereafter. A staff member who fills more than one of those roles must complete the continuing education requirement for each position.
Your school must implement a written plan for staff development which includes continuing education, staff meetings, attendance at trade and professional conferences, and observation of, or participation in, on-the job activities. You must maintain your written staff development plan and update it annually.
The list of Continuing Education Providers for Career Schools and Colleges is offered to assist you in finding options for appropriate training for your staff.
Contact the Career Schools and Colleges department at the Texas Workforce Commission if you have questions or suggestions regarding other continuing education providers.
Your school also must deliver and document in-service training that provides updates on skills, knowledge and technology required by business and industry for instructors who have taught for two years but have not gained relevant work experience during the two-year period.
You must maintain an outline and schedule of in-service training provided for instructors without prior teaching experience. The training must begin within their first three months of teaching and be constructed to assist them in learning and developing effective teaching strategies such as competency-based training, instructional methods, adult learning styles, student learning, and skills assessment.
All representatives must take and pass our free, online training course, Representative Training for Career Schools and Colleges, in order to recruit or enroll students into a career school or college. Other school staff may wish to complete the course to enhance their professional development.
For each program offered by your school that is longer than 200 hours, your school must have an advisory committee of at least five members.
At least annually, the committee must evaluate the curriculum, instructional materials and media, equipment and facilities to ensure that they meet the needs of the job market. You must maintain for review by TWC written documentation of the advisory committee evaluation. The documentation must include written justification for any advisory committee recommendation that is not followed.
Your records must be current and ready for review by TWC at any time. Refer to the Survey Checklist for records we will review in an on-site survey visit at your school. For complete details on all records you must maintain for your school’s students and the school, read the law and rules on career schools and colleges.
Your school must permanently maintain a Master Student Registration List that includes the information in our Sample Master Student Registration List.
You also must permanently maintain student transcripts of academic records.
If your school closes, you are still responsible for making arrangements for the continued preservation and accessibility of these records.
Keep your student financial records in accordance with federal retention requirements. Retain all other student records for at least five years from the student’s last date of attendance.
For each student, maintain an individual student file with documents from the student's school career, including:
You must have a written narrative description of the school’s system for maintaining a positive record of attendance, and you must maintain a master record of attendance for each student showing the number of hours scheduled each day and the hours of absence.
There are special student attendance record keeping rules for Title IV schools, synchronous distance education schools, and seminar classes.
Retain your school records for at least five years.
You must have the following documents ready for TWC on-site survey visits:
Unless yours is a seminar school, you must also keep and have ready for our survey visits:
Lists of advisory committee members and minutes of advisory committee meetings, if applicable.
You must provide copies of transcripts to students and, with their written permission, to prospective employers without charge for the first copy and at a reasonable cost for additional copies.
You do not have to provide transcript copies if the student has not fulfilled the financial obligation to the school or is in default or owes a refund on a federal or state student loan.
If your school is a Title IV school or receives any other funds from the U.S. Department of Education, you must follow the Family Educational Rights and Privacy Act (FERPA) including providing students access to any of their educational records within 45 days of receipt of a request.
You must pay any refund owed to a student within 60 days of a student's effective date of termination. Beginning with the 61st day after a student leaves the school, you must pay a penalty for each day the refund is late. TWC sets the annual rate of interest on the late payment of refunds each year. The 2014 late refund penalty rate is 250%. Schools can avoid this penalty by correct calculation and timely payment of refunds.
All licensed schools must post a notice about how students can file complaints about their school. The notice has to include specific content shown in the Notice of Student Complaint Policy, Instructions and Sample Template.
You must post your complaint policy notice on the school’s website and on the school premises in a central location or near the main entrance, in at least one of the student common areas such as a break room and in places where student solicitation, financial aid advising, and enrollment activities take place. TWC may require posting in other areas of the school to respond to problems with school compliance. The notice must be displayed where it is easy to see and be printed in a large enough font to be easily read.
Check your school’s listings in our Directory of Licensed Career Schools and Colleges on a regular basis and provide information updates as needed.