PBVS SCHOOL CLOSURE CHECKLIST
Illinois Board of Higher Education
June 2013
PBVS institutions which close or propose to cease operations, either voluntarily or involuntarily,
are required by law (Public Act 97-650: Private Business and Vocational Schools Act of 2012) to
submit notice documentation and all academic records to the Illinois Board of Higher Education
where they will be maintained as permanent files.
The following checklist must be used by closing schools to ensure the timely submission (within
15 business days of closure) of all required information and records. Unless specified, i.e. send
by certified mail, all documentation can be emailed in Microsoft Word, Microsoft Excel, or
Adobe PDF formats only to PBVS_Apps@ibhe.org. All permanent academic records and other
required notices shall be mailed to:
Illinois Board of Higher Education
Division of Private Business and Vocational Schools
1 North Old State Capitol Plaza, Suite 333
Springfield, IL 62701-1377
CHECKLIST FOR SCHOOLS THAT ARE CLOSING
According to Section 1095.270 of the PBVS Administrative Rules (23 Ill. Adm. Code 1095), a PBVS
school which is closing, either voluntarily or involuntarily, is required to immediately send the
following to the Illinois Board of Higher Education:
IBHE Notice Requirements:
1. Send notice of the closure by certified mail to the IBHE PBVS Division
2. Provide the name, address, and telephone number of the person who will be responsible for closing
arrangements
3. Provide the name, address, and telephone number and the name of the course of instruction for each
student who has not completed his or her course of instruction
4. Provide information on the amount of class time left for each student to complete the course with the
amount of refund, if any, for which each student is eligible
5. Furnish copies of the written notice being mailed to all enrolled students explaining the procedures
they are to follow to secure refunds or to continue their education
6. Return the permit of approval immediately by mail upon cessation of instruction or termination of
approved status
Completion of Teaching Obligations:
7. Provide teach-out plans, if available or an option, for currently enrolled students who have not
completed their program or course of instruction. Also provide details regarding arrangements, if
any, for transferring students to another approved PBVS institution.
Academic Records:
8. All original or legible true copies of the institution’s academic records must be provided to the Board
and shall include, at a minimum, the academic records of each former student that is traditionally
provided on an academic transcript, such as, but not limited to, courses taken, terms, grades, and
other such information.
Notice regarding Academic Records:
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In the event it appears to the Board that any such records of an institution discontinuing its
operations is in danger of being lost, hidden, destroyed, or otherwise made unavailable to the Board,
the Board may seize and take possession of the records, on its own motion and without order of court.
As an alternative to the deposit of records with the Board, the institution may propose to the Board a
plan for permanent retention of the records that may include the transfer of records to a similar
institution. The plan must be put into effect only with the approval of the Board.
Refund Requirements:
9. Provide evidence showing the school has refunded all tuition, fees, and other charges to students in
cases where the school has not fulfilled its contractual obligations and/or the student has reasonable
objections to transfer resulting from the school closing.
Transcript Requests:
10. Previous and currently enrolled students shall be notified that the Board will become the custodian of
all academic records for the closing school. The Board maintains a list of closed PBVS institutions
for which academic records are available.
11. Students shall be notified that those who attended a Board-approved school that has since closed shall
use the IBHE PBVS transcript request form and submit with the student transcript fee (currently $10
per copy) to obtain transcript copies. Information regarding the transcript request process, form, and
fees is available at www.ibhe.org/PBVS.