On February 1, 2012, the oversight of Private Business and Vocational Schools was transferred from the Illinois State Board of Education (ISBE) to the Illinois Board of Higher Education (IBHE) pursuant to the Private Business and Vocational Schools Act of 2012 (Public Act 97-650). The Statute was amended effective June 7, 2022 (Public Act 102-1046). This Act is available as a pdf or the statute (105 ILCS 426) is viewable on the Illinois General Assembly website. The PBVS Administrative Rules (pdf) were adopted by the Board on December 12, 2017 and then effective on December 19, 2017.
A private business and vocational school is any entity offering programs and/or courses in Illinois which prepares individuals for a trade, occupation, vocation, profession; or improves, enhances or adds to skills and abilities related to occupational/career opportunities
An entity is required to submit an application to IBHE relative to the PBVS Act of 2012 when seeking to operate in Illinois, offer
programs/courses of study in Illinois, add an extension site, change ownership of the institution, relocate the main campus, make
changes to a program or the institution, or to be declared exempt from IBHE oversight.
Link to PBVS Applications page
Please note that the
Administrative Rules (pdf)
have been updated, effective December 19, 2017. Please familiarize yourself with these updates, as well as the changes in the
fee schedule (pdf).
IBHE maintains a list of institutions that have closed and turned over student records. Closed School List To access this list, click on the previous link. If the institution you attended is on this list, please scroll down to print a copy of the Transcript Request form and mail the request to IBHE with the associated fee. Please note, even if a school has turned over records to IBHE there is no way to determine if the records received are accurate and complete.
If the institution you attended is not on this list, IBHE will not have a copy of your transcript.
Here are some additional suggestions for locating transcripts not housed in the IBHE archive:
If the institution has locations in other states that are still open, the registrar at those locations might have additional information that could be of use.
If federal financial aid funds were used to pay for all or part of the educational instruction, the Department of Education might be helpful. Select the closed school contact for Illinois list.
If you obtained a vocational credential while attending high school, it would be beneficial to try and contact the high school you attended or the main office of school district in which the program was established to receive assistance in locating transcripts.
For questions on obtaining PBVS closed school transcripts email PBVS Transcripts.
Your first course of action should be to follow the institution’s grievance policy. This policy should be outlined in the catalog and/or the Enrollment Agreement received at the time of enrollment. If the issue is not resolved after following the institution's grievance policy, you can file a complaint with the IBHE using the Online Complaint System.
Institutions approved to operate and offer programs in Illinois should have a Certificate of Approval from the Illinois Board of Higher Education posted for public viewing at the educational site. This certificate lists the programs/courses the institution is approved to offer. If programs/courses have been approved by the IBHE prior to the annual issuance of the Certificate of Approval, the institution should be able to produce a letter of approval on IBHE letterhead.
Select the following link to view the directory of approved PBVS institutions.
Approved School Directory
Institutions approved to operate and offer programs in Illinois should have a Certificate of Approval from the Illinois Board of Higher Education posted for public viewing at the educational site. This certificate lists the programs/courses the institution is approved to offer. If programs/courses have been approved by the IBHE prior to the annual issuance of the Certificate of Approval, the institution should be able to produce a letter of approval on IBHE letterhead.
Accreditation is a process by which a non-governmental authoritative body evaluates an educational institution and its program(s). The process ensures education providers meet and maintain minimum standards of quality related to academics and administrative practices. Institutional accreditation can be national or regional; generally regional accreditation is more rigorous. Certain programs can also attain specialized accreditation that affirms the subject-area content of the program meets professional standards. The accreditation process is typically voluntary unless required by other regulatory bodies. An institution’s accreditation status and the type of accreditation an institution holds may affect financial aid eligibility, the transferability of coursework, eligibility for licensure, and the acceptance of credentials by an employer.
Licensure is regulatory process required by a government agency that has oversight of a specific profession and the training process associated with the profession. The licensure process is typically not voluntary.
Certification is a voluntary process by which an institution and/or a program is identified as meeting pre-determined criteria recognized as an industry/trade standard by a non-governmental agency.
The IBHE has statutory authority to oversee all private business and vocational schools in the State of Illinois. IBHE grants approval to an institution to operate and offer specific programs and/or courses of study as instructed by the PBVS Act of 2012 and the Administrative Rules adopted to implement the Act. The IBHE is not an accreditor, licensure body, or certification entity.
The PBVS Act of 2012 (Section 30) and the Administrative Rules (Section 1095.20) details the types of institution and programs required to receive approval from the PBVS Division of the Illinois Board of Higher Education (IBHE). Institutions offering programs and/or courses in Illinois which prepare individuals for a trade, occupation, vocation, profession; or improves, enhances or adds to skills and abilities related to occupational/career opportunities must obtain IBHE approval prior to operating in Illinois.
The PBVS Act of 2012 (Section 30) and the Administrative Rules (Section 1095.20) detail the types of institutions and/or programs which are exempt. If you believe your institution qualifies for an exemption, the Exemption Application must be completed and submitted for review. An analyst reviews and analyzes the submitted information to determine if the request is approved or denied.
Note: Denial of an Exemption Application may result in the requirement to submit Permit of Approval and New Program of Study applications.
If the program/course is funded through grants, gifts, donations, endowments, scholarships, or other similar programs, IBHE approval is still required. The PBVS Act of 2012 and the Administrative Rules allow for an exemption related to employer-sponsored training provided at no cost an employee(s).
Institutions desiring to offer a degree program in Illinois must have IBHE approval to operate and grant degrees under the Private College Act of 1945 and the Academic Degree Act of 1961. The degree-granting approval process is overseen by a separate division of IBHE. Information on the degree-granting process can be located at the following link: https://www.ibhe.org/odaprocess.html.
An Application for Permit of Approval for New Private Business and Vocational Schools seeking to operate in Illinois must be completed and submitted with the appropriate fee. An Application for New Program of Study for each proposed program or course of instruction the institution plans to offer must be completed and submitted with the appropriate fee as well.
Applicants will need to access the online application system and register their institution - https://www.ibhe.org/pbvsapplications.html. Once registered, the system will allow for the application process to begin. Unapproved schools will need to submit a complete Permit of Approval application first, then follow with a New Program of Study application for each program and stand-alone course the institution wishes to offer.
Note: New Program applications that list more than one program will be rejected.
Note: Incomplete applications will not be reviewed.
Applications are reviewed in order of receipt. Many factors affect the length of time it takes an analyst to review an application. It is strongly recommended that institutions respond to all application questions in detail and provide all requested information prior to submitting an application. Currently, the application review process takes approximately 6-9 months.
Institutions must use the IBHE application materials to submit applications. In the end, this is a time saving measure as it ensures that all of the information required is received and the standardization assists the analyst in the review process.
Yes. All questions and related supplemental documentation are required. Referencing information located in other parts of the application or in other supplemental material is not acceptable.
Simply explain why it is not applicable. If the question is left blank, the analyst does not know if it does not apply to the institution or if the question was overlooked. By explaining that the question does not apply, you may avoid a technical question during the review. Generally, the majority of the application questions do apply to all institutions, but there are a few circumstances where a question may not apply. Based on the explanation, the analyst can determine the applicability of the question to the specific institution.
Once the institution is registered, there are two options:
Once successfully submitted, the applicant will receive an emailed invoice. Return the invoice and payment (check, cashier’s check, or money order) via USPS mail.
Note: Applications are considered to be “in process” until they’re complete. Completion includes receipt of the fees by IBHE. Only completed applications will be added to the application queue to be assigned to an analyst.
Application fees are based on total institution size for established institutions and projected institution size for brand new institutions. The fees associated with each type of application can be found in the PBVS Act of 2012, Administrative Rules, and on the IBHE website, https://www.ibhe.org/assets/files/pbvsfeeschedule.pdf, as well as on the application itself.
No, each application has a fee associated with it, with the one exception of the Application to Request Program and/or Institutional Changes in which the institution’s request is to drop or cancel an approved program from its program inventory. There is no provision in statute or rule to lessen or waive fees for an institution.
No. Applications are released to the queue for review only once they’ve been completed and the fees have been received. An incomplete application is not a place-holder in the system.
Submission of an application and fee does not guarantee approval of the application. The fee is required to cover the cost of reviewing the application. The application requests information and supporting evidence to demonstrate an institution meets established criteria outlined in the PBVS Act of 2012 and the Administrative Rules. An analyst reviews and analyzes the submitted information and determines if the request is approved or denied. Additional questions and a site visit may be required as part of the review process. Institutions cannot implement the proposed request until approval has been granted.
No. The review process is on a first come first served basis and applies to completed applications. Incomplete applications will not be assigned to an analyst until all of the required information is received.
At this time, site visits are scheduled at analyst’s discretion. If an analyst determines a site visit is necessary to complete the review process, an institutional representative will be contacted.
The PBVS Division has a small staff. Applications are reviewed in order of receipt. If an approved school in good standing is in urgent need of a response regarding an application submission due to accreditation requirements, lease agreements, licensure issues, or other situations that puts the organization in jeopardy of closure, it is incumbent upon the institution to communicate the need with staff. We can often assist with a letter verifying receipt of application materials and may consider on a case-by-case basis accommodating emergency needs with a rare acceleration of review.
An institution does not have to cease operations while waiting for the approval of Annual Renewal. If a school is in urgent need of a response related to accreditation, licensure issues, or other situations that puts the organization in jeopardy, it is incumbent upon the institution to communicate the need with staff. We can often assist with a letter verifying receipt of application materials.
If your permit of approval expires on June 30 or August 30, your renewal application is due April 25.
If your permit of approval expires on October 30 or December 30, your renewal application is due June 25.
The renewal application due date is the same every year. It’s advised to mark your calendar with this date in order to adequately prepare the application for renewal and to avoid a late fee or possible revocation of approval to operate.
Renewal applications submitted after the due date, but before 30 days have passed, are required to include a late penalty in addition to the application fee. Late penalties are listed on the application fee schedule.
Renewal applications will not be accepted after 30 days past the due date. Institutions that do not submit the annual renewal by 30 days after the due date are no longer approved to operate.
Yes. Institutions are required by the PBVS Act of 2012 to submit a renewal application annually. As soon as the prior year’s annual renewal is reviewed and approved the Certificate of Approval will be issued. The PBVS Division has a small staff that is working diligently to review applications in order of receipt.
If a school is in urgent need of a response regarding an application submission due to accreditation requirements, lease agreements, licensure issues, or other situations that puts the organization in jeopardy of closure, it is incumbent upon the institution to communicate the need with staff. We can often assist with a letter verifying receipt of application materials and may consider on a case-by-case basis accommodating emergency needs with a rare acceleration of review.
Note: Failure to submit the renewal application (Annual or 5th Year) will result in a penalty fine and possible permit revocation.
Institution must submit a completed Application for New Program of Study and the associated fees for each proposed program.
IBHE approval is required before offering any new program or course of instruction.
If an institution wishes to apply for new programs, the New Program of Study Application(s) and associated fees can be submitted at the same time as the Annual Renewal Application.
The annual renewal process focuses on select components of an institution's operations and requests information as required by the PBVS Act of 2012 and the Administrative Rules. The fifth year review is more in-depth than the annual review focusing on all aspects of an institution's operations.
As detailed in Section 50 of the Private Business and Vocational Schools Act of 2012 and Section 1095.120 of the Administrative Rules, every fifth year in operation institutions are required to complete the Fifth Year Permit of Approval Application and submit the appropriate fee instead of the Annual Renewal Application.
A program of study is a series/sequence of courses that must be taken to complete training.
A course of instruction/stand-alone course provides instruction that may or may not be related to a program of study, but is either not part of a sequence or can be taken independent of the full sequence as a stand-alone option. A Course of Instruction may directly prepare students for a certificate or other completion credential or it can stand alone as an optional preparation or, in the case of students requiring catch-up work, a prerequisite for a program. A stand-alone course might lead to a credential to be used toward preparing individuals for a trade, occupation, vocation, profession; or it might improve, enhance or add to skills and abilities related to occupational/career opportunities.
Yes. All new programs/courses must be approved by the PBVS Division. Institutions must submit a New Programs of Study Application and receive IBHE approval prior to offering the new program/course to students at any site.
Institutions wishing to offer an approved program/course at an extension site where the program was not previously offered must submit the Program and/or Institutional Change Application and receive approval prior to offering the program at a different location. An analyst will be reviewing the application to determine whether or not the institution has adequate facilities, equipment, staff, and other resources to ensure students receive a quality education.
Note: Offering programs or changing programs prior to IBHE approval will result in penalty fines, and may be grounds for permit revocation.
No, you will receive a letter of approval. Certificates of Approval are only issued and updated at the completion of the annual review or 5-year review process.
Yes. Changes made to an approved program/course must be submitted to the PBVS division for approval. Examples of changes are adding additional courses, changing program requirements, discontinuing a program or course, changing credit hours, or other scenarios which change the course as it was initially approved.
Yes. Changes in administrative staff such as presidents, governing board members, and the like need to be submitted to the PBVS Division. This aids keeping institutional data current.
Yes. This information needs to be submitted to IBHE on the Program and/or Institutional Change Application.
Tuition and fee changes must be submitted to IBHE for review and approval with a Program and/or Institution change application. Changes to the tuition or fees of individual programs must be submitted as program changes. Percentage and flat rate changes that affect tuition or fees for all programs institution wide, such as a percentage change for inflation or similar, may be submitted as an Institution Change.
Institutions wishing to open another Illinois location in addition to the main campus site must submit a Classroom Extension Application and the associated fee.
Programs/courses with approval at the main campus site can be offered at the proposed extension site. Information about those programs is requested in the Campus Extension Application.
If an institution plans to offer a new program/course at a new extension campus, a Campus Extension Application and a New Program of Study Application must be submitted along with the associated fee for each application.
If an institution wishes to relocate its main campus site a Change of Location Application must be completed and submitted to IBHE with the associated fees.
No. IBHE approval is not transferable. When there is a change of ownership that is 50 percent or more of the institution’s stock or assets, a Change of Ownership Application must be completed and submitted to IBHE along with the associated fees. Additional information regarding a change of ownership can be found in Section 20 of the PBVS Act of 2012 and Section 1095.110 of the Administrative Rules.
A surety bond protects the interests of the students by ensuring an institution is fiscally able to cover the costs of full tuition in the event of institutional closure. The amount of the bond must be sufficient enough to provide for the repayment of full tuition to all students enrolled at the institution in the event the school closes prior to enrolled students completing instruction. The amount shall be no less than $10,000. The amount of the bond is all prepaid, unearned tuition, which also includes fees and any other costs collected by the institution. Please refer to the FAQ’s regarding surety bonds link for further information. A basic example is provided below:
The surety bond amount is the highest amount of prepaid tuition paid during a term or whatever academic calendar is used by the institution. The most basic example would be an institution has a 3 month program (April, May, June) that costs $1000 (includes tuition, books and registration fee). Fifteen students enroll in the program. Ten of the students (payments could be received from the student directly, or from anyone who is paying on behalf of the student) pay the cost of the program up front. The remaining 5 have made payment arrangements with the school and are going to pay $400 (fees for the payments arrangement included) on the 1st of April, May & June. Here is a basic excel sheet example:
Payments |
|||
April |
May |
June |
|
Student 1 |
1000 |
||
Student 2 |
1000 |
||
Student 3 |
1000 |
||
Student 4 |
1000 |
||
Student 5 |
1000 |
||
Student 6 |
1000 |
||
Student 7 |
1000 |
||
Student 8 |
1000 |
||
Student 9 |
1000 |
||
Student 10 |
1000 |
||
Student 11 |
400 |
400 |
400 |
Student 12 |
400 |
400 |
400 |
Student 13 |
400 |
400 |
400 |
Student 14 |
400 |
400 |
400 |
Student 15 |
400 |
400 |
400 |
12000 |
2000 |
2000 |
|
Based on this example, the institution would need to have a surety bond in place for at least $12,000, as this was the highest amount of tuition received. Please note, the PBVS Act of 2012 and the Administrative Rules state the minimum amount of a bond is $10,000, even if prepaid tuition falls below the $10,000 amount.