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 Programs of Instruction | Revised Programs of Instruction (Substantive) | Revised Programs of Instruction (Non-Substantive) | Other Types of Program Revisions | Change of Ownership | Change of School Name | Change of Location | Change of Personnel | Campus Closure Fee Schedule

New Programs of Instruction

Certification standards require that the initiation of all new instructional programs not previously approved by the department, or a current offering delivered in a format not previously approved by the department, must be reported to the MDHE at least 90 days prior to the implementation of the new program. In addition, current programs whose components including but not limited to program length, required hours, and/or content have been modified by 50 percent or more are considered new programs and must be submitted for review. Upon receipt of a complete new program proposal, the MDHE will provide an acknowledgement to the school that includes the official date of receipt. If the school does not receive a written response to the new program proposal within 90 days of the official date of receipt, the school may choose to offer the program until the department completes the review and identifies a subtantive issue or issues that need correction.

NOTE: If the school intends to offer a new concentration in a currently approved program, and the hours of that concentration comprise at least 50% of the total program hours, the concentration is considered to be a new program. Please review the Policy for Review of Program Concentrations for additional information.

The following information is needed by the MDHE in order to complete this process:

  1. ITEM 1: A complete New Program Request Form.
  2. ITEM 2: A signed letter of notification that includes basic information about the nature and scope of the new program and the proposed date of implementation.
  3. ITEM 3: A program inventory revision form that 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.
  4. ITEM 4: A copy of the catalog or other published materials that provide information to students and prospective students about the new program. This should include an outline of the program and catalog type descriptions of all new courses.
  5. ITEM 5: Confirmation that the new 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 2 above.
  6. ITEM 6: 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 degree, associate to baccalaureate, 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.

Revised Programs of Instruction (Substantive)

Certification standards require that the initiation of all substantive program changes must be reported to the MDHE at least 60 days prior to the implementation of the change. A substantively changed program is one whose components including, but not limited to, program length, required hours, and/or content have beenmodified by 20 percent or more. Upon receipt of a complete substantive program change proposal, the MDHE will provide an acknowledgement to the school that includes the official date of receipt. If the school does not receive a written response to the new program proposal within 60 days of the official date of receipt, the school may choose to offer the program as changed until the department completes the review and identifies a subtantive issue or issues that need correction.

NOTE: If the school intends to offer a new concentration in a currently approved program and the concentration will appear on the diploma presented to the student upon graduation, the concentration is considered to be a substantive program change. Likewise, if the number of hours in the proposed concentration comprise at least 20% of the total program hours, the concentration is considered to be a substantive program change. Please review the Policy for Review of Program Concentrations for additional information.

The following information is needed by the MDHE in order to complete this process:

  1. ITEM 1: A complete Program Revision Request Form.
  2. ITEM 2: A signed letter of notification that includes basic information about the nature and scope of the program change and the proposed date of implementation.
  3. ITEM 3: A program inventory revision form that 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.
  4. ITEM 4: A copy of the catalog or other published materials that provide information to students and prospective students about the program change. This should include an outline of the program and catalog type descriptions of all new courses.
  5. ITEM 5: Confirmation that the program change 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 2 above.
  6. ITEM 6: 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 change is at a level for which the school is not currently approved (certificate to degree, associate to baccalaureate, 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.

Revised Programs of Instruction (Non-Substantive)

In order to ensure that we are maintaining accurate and up-to-date information about your school, it is necessary that you provide the MDHE with notification of program changes that do not require department approval prior to implementation. Changes in program titles, minor revisions in program length or instructional hours (less than 20 percent), 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 cover letter, a Program Revision Request Form and the Program Inventory Revision Form with the new information. MDHE staff will review the material and make changes within 60 days. In some instances, staff may request additional information or clarification.

NOTE: If the school intends to offer a new concentration in a currently approved program and the number of hours in the proposed concentration comprise less than 20% of the total program hours, the concentration may be considered to be a non-substantive program change. Please review the Policy for Review of Program Concentrations for additional 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 173.619, 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. There is a $100 fee for processing this change.

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. There is a $100 fee for processing this change.

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. There is a $100 fee for processing this change.
  • A copy of a brief description of the new location, including a floor plan, must be submitted with the notification letter.
  • A copy of revised school publications reflecting the new address and a description of the new facility.
  • 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.

Campus Closure

A school that will close a Missouri location must make provisions to fulfill all financial and educational obligations to students enrolled at the time of closure. This may include completing training for all students, refunding tuition, or a combination of these methods. In order to meet certification standards, all such arrangements must be approved by the Missouri Department of Higher Education (MDHE) prior to implementation. Schools must submit a Closing Campus Form and confirm that all students enrolled at the school are able to complete their programs of instruction, including any related examinations or evaluations. If this is not the case, the school must provide an explanation of the arrangements the school is making to comply with this certification requirement. Missouri statutes establish certain obligations for schools that close and failure to comply with these requirements can result in forfeiture of the school’s security deposit and/or legal action to ensure compliance.

Fee Schedule

Effective February 28, 2013, the MDHE requires payment of a fee in conjunction with administrative requests including program review, changes in school ownership, name, or location, and student record verification. Click here for the New Fees for Proprietary Schools.