Ala. Admin. Code r. 290-030-050-.05

Current through Register Vol. 43, No. 1, October 31, 2024

Section 290-030-050-.05 - Minimum School Rules

(1) School Purpose and Objectives. Each private school's purpose and objectives shall be stated in the catalog, bulletin, or brochure of the institution.

(2) The Educational Program.

(a) Each course, the curriculum, and instruction provided by each private school shall be consistent in quality and content with similar public school programs and standards established for specific programs by the Department and/or appropriate accrediting agency.

(b) Each private school shall offer only the courses approved by the State Department of Education. Any proposed changes subsequently made in the courses outlined shall be approved by the State Department of Education before initiation of the proposed changes.

(c) No private school shall sell, award, grant, or confer any earned or honorary degree, diploma, or certificate unless prior permission has been granted in writing by the State Superintendent of Education.

1. Certificate and diploma programs may be offered in clock or credit hours as follows:

i. one quarter hour is defined as 10 clock hours of lecture, 20 clock hours of laboratory, or 30 clock hours of clinical/externship;

ii. one semester hour is defined as 15 clock hours of lecture, 30 clock hours of laboratory, or 45 clock hours of clinical/externship; and

iii. a balance should be maintained between lecture, laboratory, and clinical/externship experiences appropriate to the specific programs and the needs of the student.

2. Associate Degree programs shall consist of at least 60 semester or 90 quarter hours;

(3) Organization, Administration, and Fiscal Responsibility.

(a) The school should be organized according to academic and/or functional patterns to permit effective and orderly academic and business management.

(b) The school must be financially secure as specified in Alabama Administrative Code r. 290-030-050-.04(4) and capable of fulfilling its commitments for training and/or occupational objectives.

(c) Financial records shall be maintained by each private school to provide management of the institution according to accounting procedures accepted by the Department.

(4) Essential Documents. The following items shall be maintained currently and accurately at all times by each licensed private school at each location.

(a) A course outline or syllabus for each licensed course or program of study;

(b) Copies of each current catalog, bulletin, or brochure, promotional material and advertisement;

(c) Each student's permanent record showing admission date(s), attendance, transcript of academic progress, tuition payments, financial aid, termination, or completion;

(d) Each student's application for admission showing name, address, age, date enrolled, and other pertinent information with documents supporting accomplishment of prerequisites established for each course;

(e) Each student's enrollment agreement or contract;

(f) A copy of the certificate of completion, diploma, or transcript of credits for each student completing a course or program of study; and

(g) Personal data of each administrator, director, supervisor, instructor, and agent of the school to include a copy of certificates of completion, diplomas, and transcripts of relevant educational and/or occupational experiences. The above information shall be supplied to the State Department of Education before or upon initial employment on Form PS-4, Alabama Administrative Code r. 290-030-050-.04(2)(c)4.

(5) Student Records. Each student's record shall be made available upon request of the student to prospective employers and other duly authorized persons. Safeguards shall be provided to protect the student records from damage, loss, or compromise by unauthorized persons as mandated by federal and state statutes.

(6) Instructional Staff. Adequate instructional personnel shall exist to ensure that the educational objectives of each course are achieved.

(a) Instructors and supervisors shall have the educational background and experience necessary to successfully fulfill the educational objectives of the assigned course or program of study. Educational background and/or experience must be submitted on Form PS-4, Alabama Administrative Code r. 290-030-050-.04(2)(c)4.

(b) Credential requirements for instructional staff generally parallel those required in similar public instructional programs. A high school diploma or equivalent and appropriate work experiences for occupational education are acceptable. Occupations requiring licensure or certification must be taught by persons holding appropriate credentials. A copy of the appropriate documents shall be supplied to the State Department of Education.

(c) An instructor shall teach only in the specialization for which he/she is credentialed/licensed.

(7) Administrative and Supervisory Staff. Administrative and supervisory persons shall be available in numbers adequate to provide administrative, managerial, and supervisory support to achieve the stated objectives of the school.

(8) Instructional Resources and Materials.

(a) References appropriate to the courses offered shall exist in adequate numbers in a library or resource room to support academic preparation at the academic or occupational level for each course offered.

(b) Each private school shall provide facilities, equipment, tools, machines, instructional aids, and materials in adequate quantity, quality, and variety to meet the educational needs according to the stated objectives of each course.

(9) School Policies. All policies shall be written and available for review. Failure to adhere to written policies may constitute the basis for declaring academic and/or economic fraud as defined in Code of Ala. 1975, § § 16-46-1(7) through (8).

(a) The policy on registration, tuition, fees, and charges must be clearly stated in each school catalog, bulletin, or brochure.

1. Students shall be provided a detailed description of items constituting the tuition and each fee paid to include the total cost of a course or program of instruction. Costs of extended enrollment shall be provided, if applicable.

2. A schedule listing each fee and charge on Form PS-6 and PS-7, Alabama Administrative Code r. 290-030-050-.04(2)(c)4, shall be submitted to the State Department of Education and may not be altered until permission is granted by the Department.

3. Terms of payment and the total amount must be disclosed in each student's enrollment agreement or contract.

4. The tuition, fees, and charges must be realistic in terms of the services provided and be applied uniformly to students within the same school and class.

(b) The policies on course cancellation, tuition fees, and refund must be clearly stated in each private school catalog, bulletin, or brochure. Students may cancel enrollment at any time by complying with the notification procedures established by the school. Refunds of unearned prepaid tuition, fees, and other charges shall be made in the following manner within thirty (30) days of termination:

1. If cancellation occurs within seventy-two (72) hours of enrollment date, all money paid by the prospective student shall be refunded.

2. If cancellation occurs after seventy-two (72) hours of enrollment date, but before classes begin or correspondence materials are delivered, a refund shall be made of all money paid except the registration fee.

3. If cancellation occurs after classes begin or after shipment of correspondence materials, a pro rata refund will be made of all unearned prepaid tuition, fees, and charges for books and supplies not issued to the student. once books and supplies are issued and received by students, these become the property of students and refunds may be made only at the discretion of the private school.

4. A full refund is due students whose contracted educational services are denied by the school as a result of economic or academic fraud as defined in Code of Ala. 1975, § § 16-46-1(7) through (8).

(c) Each school shall publish student behavior and disciplinary policies in the catalog, bulletin, or brochure.

(d) Each school shall publish a grievance policy in its catalog, bulletin, or brochure.

(e) Each school shall publish academic polices and the procedures used to evaluate academic achievement and the grading system in the catalog, bulletin, or brochure. A procedure must be identified and used to monitor progress and measure performance toward achieving the stated educational objectives of each course.

(10) Site and Facilities.

(a) The site and facilities selected for the private school shall provide adequate and appropriate space to accommodate the proposed instructional program and to provide program support services as necessary. All local codes or zoning ordinances must be satisfied and a copy of such permit or license supplied to the State Department of Education prior to licensure.

(b) Facilities and fixed equipment shall conform to the safety and health requirement of city, county, state, and federal agencies.

(11) Admission and Student Services.

(a) Recruitment programs shall be conducted within the provisions established in Alabama Administrative Code Chapter 290-030-050. The use of agents is governed by Alabama Administrative Code r. 290-030-050-.07.

(b) Admission procedures shall be published in the catalog, bulletin, or brochure specifically establishing prerequisites for entry.

(c) Each private school is required to utilize a student enrollment agreement or contract for courses or programs of study. The enrollment agreement or contract shall set forth clearly all conditions for enrollment in and completion of courses of instruction, itemized costs, terms of payment, and other conditions the school may desire to establish. A copy of the duly signed contract with all attachments shall be provided to each enrolled student. Enrollment by minors shall be co-signed by an adult.

(d) Each private school shall adequately maintain and service student academic, attendance, financial aid and personal data records as required in Code of Ala. 1975, § 16-46-5(i)(3).

(e) Financial aid program administration must comply with the regulations of appropriate private, state, or federal agencies. It is essential that accurate records be maintained as required in Alabama Administrative Code r. 290-030-050-.04(4)(a).

(12) Catalog, Bulletin, or Brochure. A current catalog, bulletin, or brochure shall be included with the application for a license. The document must be published in sufficient quantities for distribution to all enrollees and regulatory authorities. The school catalog, bulletin, or brochure shall include the following information:

(a) Name, address, and telephone number of the school. If separate campuses exist, the catalog shall list the address and telephone number of each branch in Alabama where the program is provided;

(b) Identifying data such as volume number and date of publication;

(c) Ownership of the private school;

(d) Names of the governing body members, officials, and faculty of the school, indicating position held and appropriate educational and/or occupational credentials of each person;

(e) An historical statement establishing the origin of the school;

(f) Accreditation, licenses, endorsements, or affiliations in the format prescribed by the appropriate accrediting commission or other agency;

(g) Purpose of the school;

(h) Objectives of the school;

(i) Mode of operation or procedures used by the school in achieving the stated objectives;

(j) Admission requirements and procedures with required documentation for entry;

(k) Credentials awarded and graduation or completion requirements;

(l) Facilities and/or equipment available to support courses or programs of study;

(m) School calendar and legal holidays;

(n) Basis for awarding academic credit by quarter hours, semester hours, or clock hours, and procedures for awarding credit for prior education and/or experience;

(o) Academic policy including grading system, progress report, and procedures for evaluating student achievement of stated objectives;

(p) Tuition and fee policy including charges for each fee, books, laboratories, and supplies which is in compliance with Alabama Administrative Code r. 290-030-050-.05(9);

(q) Cancellation and refund policy which is in compliance with Alabama Administrative Code r. 290-030-050-.05(9);

(r) Student disciplinary policy to include conditions of forced withdrawal;

(s) Housing facilities and policy, if applicable;

(t) Attendance policy;

(u) Student grievance policy;

(v) Curriculum outline of each program and/or course. List titles, objectives, and major subject outlines or description of each course giving units of measurement in credit hours, clock hours, or approximate time of completion. When prepared for brochure, the above may be in abbreviated form. Course prerequisites shall be clearly stated.

Author: Dr. Eddie R. Johnson.

Ala. Admin. Code r. 290-030-050-.05

June 13, 1991 adopted effective July 25, 1991.

Statutory Authority:Code of Ala. 1975, § 16-46-7, as amended.