The Career School Consumer Information Compliance Checklist

By Sally Samuels, Director of Compliance, Fame

Consumer information compliance touches nearly every department at a career school: financial aid, the registrar, admissions, student services, and institutional leadership all own a piece of it. That’s exactly why gaps tend to slip through. No single person can see the whole picture unless someone builds one.

Use this checklist as a starting point for your next internal review. Walk through each section with the department that owns it, confirm the information is current, and confirm it’s actually where students can find it: on your website, in your catalog, and in your student handbook.

General Institutional Information

[ ] Mission, cost, accreditation, refund, and transfer policies are published and current

[ ] Every mention of a program includes its cost, every time

[ ] Accreditation status and state approvals are clearly listed, so students know exactly who to contact with a complaint

This is the foundation prospective students use to evaluate your school, so accuracy here isn’t optional, it’s the first impression of how trustworthy your institution is.

Financial Aid Information

[ ] Eligibility requirements, application procedures, and criteria for selecting recipients are documented

[ ] Disbursement methods are clearly explained: how and when funds are credited to a student’s account

[ ] Loan terms, repayment information, and counseling requirements are current

[ ] Verification policy, procedures, and deadlines are documented in writing

Financial aid information changes more than almost any other category on this list. A stale disclosure here doesn’t just risk a citation, it can leave students confused about what they actually owe.

Academic Programs and Policies

[ ] Satisfactory Academic Progress (SAP) standards and appeal process are documented and consistent with financial aid SAP requirements if you maintain a separate institutional policy

[ ] Institutional withdrawal and refund policy is distinct from your Return of Title IV Funds (R2T4) policy

[ ] Grading policy clearly distinguishes an earned F from a withdrawal-related F

[ ] Transfer of credit practices are documented

[ ] Student conduct code, disciplinary procedures, and grievance/complaint process are published

These policies are where schools most often discover inconsistencies between what’s written and what’s practiced. This mismatch can create real exposure during a program review.

Campus Safety and Security

[ ] Annual Security Report (Clery Act) is current and distributed to every student, faculty member, administrator, and staff member

[ ] Crime statistics, emergency response, and evacuation procedures are included

[ ] Fire safety and missing person policies are included if you have campus housing

[ ] Equity in Athletics Disclosure (EADA) report is complete, if applicable

Distribution matters as much as content here. A report that exists but never reaches your staff and students doesn’t satisfy the requirement. You must be able to prove it was delivered.

Title IX and Non-Discrimination

[ ] Non-discrimination statement is published

[ ] Grievance procedures are documented

[ ] Title IX coordinator contact information is clearly listed

[ ] Coordinator has completed required annual training

Student Records and Privacy

[ ] FERPA notice is provided to students annually

[ ] Policy reflects current FERPA terminology

Additional Required Disclosures

[ ] High school validation policy and procedures are documented

[ ] Drug and Alcohol Abuse Prevention Program disclosures are published

[ ] Accessibility and support services information is accurate and specific. Vague or overstated accessibility claims can create more liability than no claim at all

[ ] Voter registration information is available to students

[ ] Constitution Day activities are planned and documented

[ ] Cybersecurity policies and training are current, with a designated cybersecurity coordinator

[ ] Loan Code of Conduct is in place if you offer federal or private loans

[ ] AI policy exists and covers both student and staff use

Recordkeeping

[ ] Documentation exists proving students were notified annually and how

[ ] Previous years’ policies are retained for historical reference (version control matters if a policy changed)

[ ] A specific person is responsible for updates, with a defined review timeline

Making This Checklist Work for You

A checklist is only useful if someone owns it. The schools that stay ahead of consumer information compliance typically:

• Coordinate a cross-departmental annual review rather than leaving it entirely to financial aid
• Delegate a single point of accountability for updates
• Conduct internal audits or mock reviews before an official program review ever happens
• Keep documentation of who was notified, how, and when

Compliance isn’t a one-time project, it’s an operating rhythm. Building that rhythm into your school’s calendar is what turns this checklist from a one-time exercise into lasting protection.

Want help turning this checklist into a repeatable process for your school? Fame’s consulting team can walk through your current setup and show you where the gaps are.

The content provided on this page is for general informational purposes only and is not intended to be legal advice. You should consult a licensed attorney for advice regarding your specific situation.