Indiana Office for Career and Technical Schools

• Home Page web link   www.octs.dwd.in.gov
• Statutes and Regulations Page web link https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-2-OCTS_Documents___Forms
• Authorization Information Page web link https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-6-Authorization
• Application Information Page web link https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-6-Authorization
• Renewal Information Page web link https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-6-Authorization

Indicate the types of institutions that your agency authorizes. 

• Note: Some agencies may refer to out-of-state public institutions as “private colleges” in their law.  If this is the case for your agency, please select “public, out-of-state degree granting institutions” for purposes of this Guide so that the out-of-state public institution will find appropriate information.
• Note: If your agency is a coordinating board, your agency may have one division with some authority such as program approval over in-state public institutions that are established per statute, which is structured differently than another division of your agency with state authorization authority over non-public institutions that they “license” pursuant to different statute(s).

____     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

• For example, an agency may require an institution apply for licensure for institutional approval and also require the institution to apply for specific program(s) approval.

_X___ Institution     

_____ Program     

_____ Both

OCTS Authorization is defined by Indiana Code (IC 22-4.1-21-2) as a formal determination by the department that a:

1.  Noncredit bearing; and
2. Nondegree granting.

Postsecondary proprietary educational institution may offer courses or training in Indiana. 

•   OCTS provides authorization at the institutional level and does not provide program or curriculum approval.

• Meaning as example, the state regulates an out-of-state institution for merely enrolling a student into a distance education program
• Meaning as example, a solely online program that does not have any internships and practicums

Yes

If the institution offers education and or training (100%) online in a location (owned or leased) in-state or out-of-state with a desire to advertise programs or actively recruit students within Indiana are required to seek authorization from OCTS.

No

N/A

Accreditation by an accrediting agency recognized by the U.S. Department of Education 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

Regional or national accreditation is not required for OCTS accreditation.

Offer education and or training in a location (owned or leased) in-state or out-of-state with a desire to advertise programs or actively recruit students within Indiana.

https://www.in.gov/dwd/files/OCTS_Policy_and_Procedures.pdf

Does a virtual clinical / internship trigger the requirement for authorization with your agency? 

No

Yes

Yes

Depending on the situation, authorization would be required if the institution met with students in person. 

Yes. In order to recruit students in Indiana, authorization from OCTS is required for institutions that meet OCTS requirements. Once authorization is approved, the institutions would require all agents that recruit students to obtain an agent permit through OCTS.

No response provided

See c below.

https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-6-Authorization

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. 

The institution will be provided an identification number that will enable them to finish the orientation and turn in the verification page after it has been decided that authorization is required. The orientation provides an overview of both the regulatory process and application requirements

Next institutions would complete the initial application for authorization. As it marks the first step in obtaining the necessary approvals to operate legally and meet regulatory requirements.  This also includes a comprehensive onsite visit. 

If Temporary Initial Authorization is granted, the institution can function for a maximum of 11 months prior to submitting the Application for Full Authorization. After Full Authorization is granted, the authorization will remain valid for one year, and an annual renewal application along with necessary documentation and fees is required. 

Authorization is not guaranteed to be awarded, OCTS authorization is not a license. 

Yes

Initial Application Fee

• In-state  $1,000
• Out-of-State  $2,000

Accreditation Renewal  $500

Authorization Issuance Fee  $50

Career College Student Assurance Fund (CCSAF)

(Quarterly Fee)

• Administrative Fee  $60
• Quarterly Fee   $Varies

New Agent Permit  $25

Agent Renewal Permit  $10

Travel Reimbursement  $Varies

www.octs.dwd.in.gov

No response provided

Yes

https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-2-OCTS_Documents___Forms

Surety Bond – insurance held by the post-secondary proprietary institution with a penal sum of a 

• minimum of twenty-five thousand dollars ($25,000) or
• fifty thousand dollars ($50,000) if the institution’s projected annual gross tuition will be more than two hundred fifty thousand dollars ($250,000).

Yes

All institutions are regulated by OCTS.

https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-2-OCTS_Documents___Forms

Or 

OCTS now has a virtual payment portal where institutions can both report and pay the Career College Student Assurance Fund (CCSAF). https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-3-Make_an_OCTS_Payment

No response provided

Yes

All institutions are regulated by OCTS.

https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-2-OCTS_Documents___Forms

 If a postsecondary proprietary educational institution utilizes a refund policy of their recognized national accrediting agency or the United States Department of Education (USDOE) Title IV refund policy, the postsecondary proprietary educational institution must provide written verification in the form of a final refund calculation, upon the request of OCTS, that its refund policy is more favorable to the student than that of OCTS. 

The refund policy applies to each postsecondary proprietary educational institution.

• Program Information (name, cost, length, credential earned)
• Student level data
  • Graduation Rate
  • Drop/Terminated Students
  • Student Placement (if applicable)
• Current Faculty
  • Faculty Names
  • Positions
  • Credentials
• Financial Statements
  • Income Statement (Profit & Loss)
  • Balance Sheet
  • Financial Report Submission Form 39285
• Background Check

Student level data is reported quarterly and annually (Annual Application) 

No

Upload annual data in the digital (Annual Application) 

Quarterly data is still submitted on a spreadsheet and email to the OCTS@dwd.in.gov inbox. 

Agency doesn’t have additional funds to budget for digital system to house all OCTS data. 

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

No response provided

• If SB 371 passes this bill provides that DWD to issue a written notice of violation to a person who fails to comply with certain authorization requirements.  Provides that the department may assess a civil penalty against a person under certain circumstances.  Requires civil penalties collected by the department to be deposited in the proprietary educational institution authorization fund. 

Students filing claims need to meet the requirements:

1. Be a current or former student (within 5 years) in a program at a institution 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 institutions 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 institution, and the institution will have (3) three weeks to respond.  

Upon receipt of the school’s response, OCTS will work with legal to adjudicate the claim and issue a final determination.  Both the student and the institution will receive notification of the OCTS final determination.

https://www.in.gov/dwd/career-training-adult-ed/octs/#tab-665625-4-Consumer_Information

OCTS only has the authority to entertain student complaints from an institution operating legally in Indiana. If the institution does not have OCTS authorization, the Indiana Attorney General becomes involved for student protection.

OCTS handles all student complaints for institutions authorized by OCTS.

Contact Name: Jessica Deaton

Title: Director of Indiana Office for Career and Technical Schools (OCTS)

Agency: Department of Workforce Development

Address: 10 N Senate Ave, Indianapolis, IN 46204

Email: OCTS@dwd.in.gov

Phone:

URL: https://www.OCTS.dwd.in.gov

OCTS currently only accepts written student complaints using the Student Complaint Form.

OCTS can only order a tuition refund if a portion or all 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.

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

Agency Name: OCTS or IARA
Contact Person: Jessica Deaton 
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

No response provided

No response provided

OCTS@dwd.in.gov

Please note: There could be additional state agencies with oversight of activities of your institution.