Substantive Changes Reporting

Certification standards require schools that are approved to operate report certain changes to the MDHE either for approval prior to implementation or in order to permit the MDHE to fulfill its data reporting requirements. The following is a list of the major categories of change and information regarding the related procedures.

New or Revised Programs of Instruction
Other Types of Program Revisions
Change of Ownership
Change of School Name
Change of Location
Change of Personnel

New or Revised Programs of Instruction
Certification standards require that the initiation of all new instructional programs and the substantive revision of existing programs (i.e., more than 20 percent of the components are changed) must be reported to the MDHE at least 30 days prior to the effective date of the change. Changes of this type should not be implemented until officially acknowledged by the MDHE. The following information is needed by the MDHE in order to quickly complete this process:

• ITEM 1: A signed letter of notification that includes basic information about the nature and scope of the new or revised program and the proposed date for the implementation of the change.
• ITEM 2: A copy of the program inventory revision form should be attached to the cover letter as it contains all of the elements required for our program database. If you need help assigning a Classification of Instructional Program (CIP) code, an electronic version of the manual is available from the National Center for Education Statistics or contact the MDHE to discuss available options.
• ITEM 3: A copy of the catalog or other published materials that provide information to students and prospective students about the new or revised program. This should include an outline of the program and catalog type descriptions of all new courses.
• ITEM 4: Confirmation that the new or revised program meets the standards and criteria of the school's accrediting commission, if the school is accredited. If review by the commission is not required, this should be noted in the information provided for ITEM 1 above. If necessary, the MDHE will provide tentative approval in writing that may be submitted by the school to confirm compliance with state licensure requirements.
• ITEM 5: Resume information for each new instructor involved in program delivery and descriptions of additional equipment and facilities. This information must be submitted if the school is not accredited, the program is not in a subject area directly related to existing programs and/or the proposed program is at a level for which the school is not currently approved (certificate to diploma, diploma to degree, etc.).

Once this information is submitted, MDHE staff will review the material and notify you of the decision or, in some instances, request additional information or clarification.

Other Types of Program Revisions
In order to ensure that we are maintaining accurate and up-to-date information about your school, it is also necessary that you provide the MDHE with notification of program changes that do not require approval. Changes in program titles, minor revisions in program length or instructional hours, and increases (or decreases) in cost are some examples of these types of revisions. The most expedient way to report this information is to submit a copy of the program inventory revision form with the new information.

Change of Ownership
Missouri statutes state
"A certificate of approval is nontransferable. A change in the sole proprietor of a school, a change in the majority interest of general partners of a partnership owning a school, or a change in majority of stock ownership of a school shall, for the purpose of sections 173.600 to 173.618, be deemed a transfer of ownership. Within thirty days of a transfer of ownership the new owner shall make written application to the board for a new certificate of approval."
(Section 173.606, RSMo)

Initially, the new owner must submit a one page change of ownership notification and, based on the notification, the MDHE will issue a 60-day temporary certificate of approval in order to permit the new owners to submit all required documents. As a minimum, the new owner must pay the most recent certification fee, post a security deposit in the minimum required amount, provide a financial statement, and submit a copy of the bill of sale, purchase agreement, or other documentation confirming the nature and provisions of the sale. Although the MDHE may require the new owner to submit a new application, this is determined on a case by case basis. Any additional documentation will be referenced in the notification of the issuance of the temporary certificate.

Change of School Name
Program standards require that the MDHE must be notified at least 30 days prior to the effective date of proposed changes in the official name of a school. All changes in a school name must be approved by the MDHE prior to implementation. The following information is required to be submitted:

• Written confirmation, by the school, of the new official name under which the school will operate and the date the new name will become effective. This may be provided as part of a notification letter and does not require the submission of particular forms.
• Written documentation of the approval of the name change by its accrediting commission for accredited institutions. If such approval is not required, this should be noted in the notification letter.
• Confirmation of any required approval within the home state if the school is based outside the state of Missouri.

In order to maintain certification, the school must promptly provide verification the required security deposit has been revised to reflect the new school name. This can be accomplished with a rider to the existing deposit or posting of a replacement security deposit.

As guidance, the official name of a school may not be identical to the name of an existing certified school or a public or independent college or university in Missouri. In addition, if the proposed name is deemed by the MDHE to cause confusion of identity by members of the public, it will not be approved.

Change of Location
Certification program standards require that the MDHE be notified at least 30 days prior to the effective date of proposed changes in or additions to the location(s) of a school that is approved to operate. Prior approval by the MDHE is required. To obtain approval, the following information must be submitted:

• The school must provide written confirmation of the new official address of the school (or branch) including the effective date for the occupation of the location. Additional information about the change, including telephone and facsimile numbers, is also welcome. This information may be provided as part of a notification letter and does not require the submission of particular forms.
• A copy of a brief description of the new location, including a floor plan, must be submitted with the notification letter.
• A new security deposit or a rider to the existing deposit reflecting the new address may be needed for a main campus relocation. This is a requirement for a performance bond. It is not required for an irrevocable letter of credit or a cash bond, as those do not include the school address.
• Written documentation of the approval of such changes by the accrediting association for accredited schools. If such approval is not required, this should be noted in the notification letter.

Change of Personnel
In order to ensure that communication between the MDHE and your school is efficient and effective, it is essential that you keep us informed concerning changes in your primary administrative personnel. As school, campus, and departmental directors change, please let us know using the administrative personnel revision form. Schools that are not accredited by a recognized accrediting commission should also keep the MDHE informed concerning any changes in instructional personnel. By submitting resume and related background information, the MDHE can help assure that your new faculty meet the minimum certification requirements and avoid potential problems in this area.

As an additional note for schools offering massage therapy programs leading to state licensure, please provide detailed information concerning any changes that occur relating to instructors or external clinical sites. By providing us with this information promptly we can ensure that all individuals meet the requirements of the MDHE and the State Board for Therapeutic Massage.