Applications & Forms

Resources

MEMBERSHIP APPLICATIONS

All membership applications are now submitted through EDvera. Please visit https://council.edvera.com, log into your account, and click on the “Documents” tab to view all potential applications. Please refer to the "Institutions" Tab and navigate to the "Seeking Accreditation" page for more details.

NAME

APPLICATION

Candidate for Accreditation (Federal Institutions)

Candidate for Accreditation (Registered Apprenticeship)

Candidate for Accreditation (Public, Non-Public, and Job Corps)

SUBSTANTIVE CHANGE APPLICATIONS

All substantive change applications are now submitted through EDvera. Please visit https://council.edvera.com, log into your account, and click on the “Documents” tab to view all potential applications. In addition to completing the application in EDvera, please reference below the additional requirements per application type.

NAME

LETTER OF NOTIFICATION REQUIRED

COMMISSION REVIEW REQUIRED

SITE VISIT REQUIRED

GOVERNANCE CONTROL -

Change of 50% or more in the voting membership of a non-profit institution’s board

Change of Governance

Change of Ownership or Control (Reinstatement of Accreditation)

Change of Stock, Not Control

Withdrawal from Candidacy

INSTITUTIONAL

Merger of two or more institutions (See Handbook for definition)

Change of Name

Change of Location (A change of location is defined as a physical relocation of an existing main, affiliate, or extension campus)

Withdrawal from Accreditation

Contractual Agreements for Consulting or Recruiting (Third-party review fee may apply)

Monitoring Institutional Growth – FTE (Notice required within 30 days of increase of 25% or more from most recently reported FTE in the annual report.)

Significant Reduction in Funding Level

Main Campus/Affiliate Campus Relationship Change

Change of a Affiliate to a Main Campus

ADDITIONAL NON-MAIN CAMPUS SITES

New Affiliate Campus (Only one application for the establishment of a affiliate or extension shall be accepted at a time. An application for a second affiliate or extension will not be accepted until after the on-site visit of the first application and final approval by the Commission.)

New Extension Campus (Only one application for the establishment of a affiliate or extension shall be accepted at a time. An application for a second affiliate or extension will not be accepted until after the on-site visit of the first application and final approval by the Commission.)

New Instructional Service Center

New Extension Campus – Federal Institution

New Affiliate Campus – Federal Institution

New Extended Classroom

Permanent Closing of Non-Main Campus Site

PROGRAMMATIC

Mini-Form for Public and JCC (April 2022) – Used by PUBLIC schools to add new non-degree programs, change mode of delivery, replicate a program, relocate a program.

Institutional Distance Education Delivery – PUBLIC (See Handbook for definition)

Teach Out of a Program (Programs offered by member institutions with students currently enrolled)

New Associate Degree Program – PUBLIC (Initial degrees are defined as a Change of Scope and require a site visit.)

New Associate Degree Program – NON-PUBLIC (Initial degrees are defined as a Change of Scope and require a site visit.)

Addition of New Program – NON-PUBLIC

Teach Out Plans/Agreements (Teach outs involving two or more institutions) – (Commission Approval Required)

Institutional Distance Education Delivery – NON-PUBLIC (See Handbook for definition)

Change of Programmatic Scope_(New Occupational Area) – NON-PUBLIC

Program Relocation/Replication – Non-Public (Addition of a currently-approved program to another approved campus or moving a currently-approved program from one approved campus to another.)

Clock Hour/Credit Hour Conversion

Change in Existing Program – Increase or Decrease in Length of LESS than 25% (NON-PUBLIC)

Change in Existing Program – objectives, length, content, or other revisions equaling or exceeding 25% or more (NON-PUBLIC)

Contractual Agreements for Instruction (with entities that are/are not Title IV, HEA certified)

FORMS

NAME

FORM

SELF-STUDY FORMS FOR INSTITUTIONS

Worksheets for Confirming Compliance with Eligibility Requirements

Worksheet for Non Main Campus

Worksheet for Confirming Compliance with Recruiting Advertising Requirements

Refund Policy Worksheet

Criteria for Publications

Placement Verification Form – Non Graduate Completer

Placement Verification Form – Graduate Completers

Graduate-Completer Verification Form

Employer Program Verification Form

Self-Study Form (FEDERAL) – Self-Study Task Sheet

Self-Study Form (FEDERAL) – Postsecondary Educational Programs Chart

Self-Study Form (FEDERAL) – Check List for Federal Team Visit

Form of Ownership

Staff Rosters (Instructional and Administrative)

Clock Hour/Credit Hour Chart and Instructions

Secondary Educational Programs Chart and Instructions

Postsecondary Educational Programs Chart and Instructions

VISITING TEAM FORMS 2026

2027 Guidelines for Visiting Teams

2026 Preliminary Visit Worksheet

2026 Unannounced Focused Review – Site Visit Check Sheet

2024 Guidelines for Accreditation Visiting Teams

2024 Written Plans, Policies, Processes, and Procedures (Generic Check Sheets)

2024 Written Plans, Policies, Processes, and Procedures (Federal Check Sheets)

2024 Written Plans, Policies, Processes, and Procedures (RAS/NETI Check Sheets)

2024-Check-Sheets-for-Visiting-Teams-RAS

2024 Check Sheets for Accreditation Visiting Teams_Federal

2024 Check Sheets for Accreditation Visiting Teams_Public/Non-Public

INSTITUTIONAL ANNUAL REPORT FORMS

Annual Report Help Manual

FTE – Institutional FTE Monitoring Form (Enrollment) for HEIGHTENED MONITORING

FTE – Formal Notice of Significant Shift Form (increase/decrease of 25% or more)

FTE – Calculation Worksheet

FTE – Apprenticeship Calculation Worksheet (apprenticeship institutions only)

CPL – Form-Institutional Plan of Improvement for Triggered Programs

CPL – Instructions-Institutional Plan of Improvement for Triggered Programs

CPL – Calculation Worksheet-Data Reporting Form (Excel spreadsheet)

CPL – Record of Allowable Subtractions (for CPL calculations)

INSTITUTIONAL FINANCIAL DATA FORMS

COE Financial Questionnaire (Public)

COE Financial Questionnaire (Non-Public, Registered Apprenticeship)

OTHER FORMS

COE Branding Guide

Institutional/Conditional Teach-out Template

EDvera Guide: How to Submit Annual Report in EDVera

EDvera Guide: How to Submit Self-Study

EDvera Guide: How to Submit Supporting Documents

COE Expense Voucher – Form for submitting COE-related expenses for team visits (INSTRUCTIONS: Open file, complete appropriate fields, save in PDF format. Attach scanned original receipts and submit via email to travel@council.org)