Course Application Process

To ensure continued transparency and clarity around the Department's course approval application process, the Department would like to address any questions or confusion school administrators may have by listing the process and statute references below.

We understand that managing applications in line with statutory requirements can be complex, and we are committed to making the process as straightforward as possible.

In the list below, you’ll find a detailed explanation of each step in the course application process, from submission and review timelines to how we handle deficiency notices, course denials, approvals, and provisional approvals. This guidance is intended to help schools navigate requirements effectively and ensure a smooth, compliant application experience. Please review the information carefully, and don’t hesitate to reach out with any questions.

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1. Submit Complete Application: The course application must be filed with the Department, including comprehensive and detailed information about the course content, structure, and instructor qualifications as outlined in A.R.S. § 32-2135.
2. Processing Order: Applications are reviewed in the order they are received to ensure fairness and adherence to statutory time frames. Once you submit a course application, you will receive a message from the Department confirming receipt. This message serves as notification that the Department has received your application, but this does not mean your application will be reviewed the same day. Knowing the significant volume of course applications the Department receives on a daily basis, it is a realistic expectation that your application may take at a minimum, ten days before it enters the substantive review period for final processing.
3. Administrative Completeness Review (A.R.S. § 41-1072)(A.A.C § R4-28-103(B)):

• Time Frame (A.R.S. §§ 41-1072, 41-1074)(A.A.C §§ R4-28-103, Table 1.) Beginning on the date the application was submitted to the Department, the Department will review the application for administrative completeness. The Administrative Review period time frame is 10 calendar days for live instruction courses and 30 calendar days for distance learning courses
• Notice of Deficiency/Request for Additional Information (A.R.S. § 41-1074)(A.A.C § R4-28-103(B)(1)) If the application is incomplete, the Department will provide a written deficiency notice, specifying the missing items. If the course application is for a live instruction course, the applicant has 15 days to respond with the requested information. If the course application is for a distance learning course, the applicant has 30 days to respond with the requested information.  The clock for the overall time frame requiring the Department to act is paused once a Notice of Deficiency has been issued until the additional information is provided or there is a failure to provide the information, as outlined below.
• Automatic Completeness (A.R.S. § 41-1074)(A.A.C § R4-28-103(B)(1)) If the Department does not issue a notice of deficiency within the Administrative review period (10 days for live courses, 30 days for distance learning courses), the application is deemed administratively complete by default and the application moves into the Substantive review time frame.
• Failure to Provide Additional, Requested Information (A.A.C § R4-28-103(B)(3)) If the applicant fails to submit the missing information before expiration of the completion request period, the Department shall close the file, unless the applicant requests an extension in writing from the Department before expiration of the Response to Completion Request period in Table 1. The Department shall grant the applicant one extension for the number of days identified as the Response to Completion Request period for the type of license. An applicant whose file has been closed may reapply to obtain course approval by simply submitting a new application.

Step 2: Substantive Review (Content, Instructor, and Regulatory Compliance)

1. Substantive Review Period (A.R.S. § 41-1072)(A.A.C R4-28-103(C):

• Time Frame (A.R.S. §§ 41-1072, 41-1075, 32-2135)(A.A.C §§ R4-28-103(C), Table 1.):
  • Live Classroom Courses: The substantive review period begins 20 days from the date the course application was submitted.
  • Distance Learning Courses: The substantive review period begins 90 days from the date the course application was submitted.
• Notice of Deficiency/Request for Additional Information (A.R.S. §§ 41-1075, 32-2135(F))(A.A.C R4-28-103(C): The Department may make one comprehensive written request for additional details, if necessary. The comprehensive written request for additional information will be delivered in the format of a deficiency notice letter. Once the deficiency notice is given to the applicant, the applicant will have 15 days to provide the requested information for a live instruction course, or 30 days for distance learning courses.  The clock for the overall time frame requiring the Department to act is paused once a Notice of Deficiency has been issued until the additional information is provided or the application is denied.
• Extension for Review Period (A.R.S. § 41-1075)(A.A.C R4-28-103(C)(2)): By mutual written agreement, the Department and applicant can extend the substantive review period by up to 25% of the total statutory time frame.
• Failure to Deliver Additional, Requested Information (A.A.C § R4-28-103(C)(3)) If the Department makes a comprehensive written request for additional information, the applicant shall submit the additional information identified by the request within 15 days for live instruction courses or 30 days for distance learning courses. If the applicant fails to provide the information identified in the written request in the timeframe listed in table 1, the Department shall consider the application denied unless the applicant requests in writing an extension from the Department before expiration of the Response to Additional Information period in Table 1. The Department shall grant the applicant one extension for the number of days identified in the Response to Additional Information period for the type of approval requested. If the applicant fails to deliver the additional information within the timeframe specified in table 1, the Department may issue a course denial. At the time the denial is issued to the applicant, the applicant may appeal the Departments decision within 35 days of receipt of the denial, or the applicant may submit a new application.
• Provisional Approval:
  • Live Courses (A.R.S. § 32-2135(F)): If the Department does not complete the substantive review within 30 days, the live course is automatically approved on a provisional basis for 180 days unless the Department notifies the applicant of deficiencies by written notice.  As stated, once a deficiency is issued, the clock stops on the overall time frame until the requested information is provided, the application is closed, or denied.
  • Distance Learning Courses (A.R.S. § 32-2135(G)): If the Department does not complete the substantive review within 120 days, the live course is automatically approved on a provisional basis for 180 days unless the Department notifies the applicant of deficiencies by written notice.  As stated, once a deficiency is issued, the clock stops on the overall time frame until the requested information is provided, the application is closed, or denied.

Step 3: Final Approval or Denial of Application

1. Issuance of Final Approval:

• Approval Duration: Final approval, if granted, is valid for four years as long as the course content remains current (A.R.S. § 32-2135(F)(G)).
• Denial and Appeal (A.R.S. § 41-1076)(A.A.C § R4-28-103(C)(3)): If the Department denies the application, the Department will provide a written denial notice detailing the reason for denial, citing statutes or rules. The applicant may appeal this decision within 35 days of receipt of the denial.

Step 4: Compliance and Course Management

1. Advance Notice for Course Sessions (A.R.S. § 32-2135(H)): Approved, live courses require a 14-day advance notice to the Department for each session to allow for monitoring.
2. Content Consistency (A.R.S. § 32-2135(C(7)): Course content must remain up-to-date and align with the approved curriculum. Significant content changes require re-approval from the Department.
3. Instructor Requirements:

• Certification Period (A.R.S. § 32-2135(K)): Instructors must be approved by the Department, with certification lasting at four years.
• Professional Development (A.R.S. § 32-2135(L)): Instructors are required to attend a three-hour instructional workshop within two years prior to application, with possible waivers available at the Commissioner’s discretion.

The Department is making it a priority to review each application with time and care while ensuring statutory requirements are met through a thorough review. The requirements the Department is reviewing are mentioned in the statutes referenced above, which include but are not limited to detailed course outlines that sufficiently describe the content of the course. If you have any questions about an application or outline you are working on and would like to get further clarification on the requirements before you submit the application, please reach out to the Education Division in the Message Center and we would be happy to work with you.

Alayna
Assistant Commissioner
ADRE Education Division