Processes to be Undertaken by Academic Units

This resource is intended for University of Illinois Urbana-Champaign academic units offering programs meeting educational requirements for professional licensure. As of July 1, 2024, academic units are responsible to conduct an annual review of licensure eligible programs, determine if curriculum meets state or territory licensure requirements and provide individual disclosures to current students who report a change of state or territory in their address of record.

Required timelines and steps are detailed below in the Annual Program Review: Important Dates and Required Actions and Disclosures to Current Students: Important Dates and Required Actions sections below. The provost’s office compliance team will assist in providing prompts, reminders, and guidance. Dates may vary slightly based on the calendar of a specific year.

Annual Program Review: Important Dates and Required Actions

The following are the steps faculty, program directors and/or staff in the academic programs should take to make the determinations and notify the Office of the Provost to ensure continued federal compliance. The provost’s office compliance team will assist in providing prompts, reminders, and guidance. Dates may vary slightly based on the calendar of a specific year.

April 1

Responsible Party: Provost Compliance Team

Action: Send notification emails to designated unit contacts to initiate professional licensure disclosure program review.


April 1 – 15

Responsible Party: Academic Unit

Action: Review and determine if programs meet educational requirements for each state/territory using the steps below:

  • Navigate to Disclosures by College section of institutional website.
  • Review your unit’s program list to verify your unit’s programs are listed.
  • Refer to the list of accrediting/certification entities by state by clicking the program name to reveal the drop-down content with a state list. Click on each state to reveal information and link to the licensure entity.
  • Compare each program’s curriculum to each state or territory’s requirements.
  • Determine if programs meet or do not meet requirements in each state/territory.
  • Test links for program contacts and state governing bodies.
  • Report any changes in each program’s determination to the provost’s compliance team.

Resources:


April 15

Responsible Party: Academic Unit

Action: Deadline to email provost’s compliance team to confirm program information accuracy or to request updates. Please include:

  • If no changes are needed, send a response by email to affirm information and document information on the institutional webpage is accurate
  • Updates to program list
  • Changes to determinations in meeting individual state/territory requirements
  • Updates to program or unit contact information

May 15

Responsible Party: Academic Unit

Action: If changes were requested, review the updated program information on the institutional website. The provost’s office compliance team will send an email to prompt final review and request approval.


Direct Disclosures for Current Students: Important Dates and Required Actions

Upon being properly notified of changes to the U.S. state or territory listed in a student’s permanent address, determine if the program meets requirements in the new state of record and email the appropriate individual disclosure within 14 days notifying the student of licensure eligibility in the new location using the steps below.

Effective July 1, 2024

Responsible Party: Academic Unit

Action: Create an internal unit process for enrolled students to notify the designated unit contact in writing if their U.S. state or territory listed in their permanent address changes.


Term start (August & January)

Responsible Party: Academic Unit

Action: Notify students who are enrolled in licensure eligible programs to inform the designated program contact in writing if the U.S. state or territory listed in their permanent address changes.


Upon change of state in permanent address

Responsible Party: Student

Action: Notify the designated program contact in writing if/when the U.S. state or territory listed in their permanent address changes.


Within 15-days of notification

Responsible Party: Academic Unit

Action: Upon being properly notified when the student changes the U.S. state or territory listed in their permanent address:

  • Determine if the program in which the student(s) is enrolled meets or does not meet educational requirements in their new state/territory of record
  • Within 14 days of notification, email the appropriate version of the individual disclosure to inform the student of licensure eligibility in the new location.

Resources:


Document disclosure email

Responsible Party: Academic Unit

Action: Retain documentation of the email content sent to the student in a manner that can be retrieved if required for HLC accreditation review.