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Education Listing Booklet

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EDUCATION LISTING BOOKLET

Use this Education Listing Booklet to submit official program and institutional information for inclusion in the educational directory. Complete all fields accurately. The submitting institution certifies the accuracy of the information and consents to publication as set forth in the Certification and Publication Authorization section below.

Institution Information

Primary Contact Name:

Title:

Phone:

Email:

Program Listings (Up to 4 Entries)

Provide a separate entry for each program you request to be listed. Complete program title, level, description, start date, delivery mode, tuition, and contact information. Attach supplemental documentation where required by your accreditor; attach an identifier to that documentation when submitting this form.

Program Entry 1

Program Code:

Level:

Start Date:

Target Age/Grade Range:

Program Contact (email / phone):

Program Entry 2

Program Code:

Level:

Start Date:

Target Age/Grade Range:

Program Contact (email / phone):

Program Entry 3

Program Code:

Level:

Start Date:

Target Age/Grade Range:

Program Contact (email / phone):

Program Entry 4

Program Code:

Level:

Start Date:

Target Age/Grade Range:

Program Contact (email / phone):

Facilities & Services

Indicate the primary facilities and student services available to enrollees.

Policies, Certifications, and Authorization

By completing and signing this Booklet, the submitting institution certifies the following representations, warranties, and authorizations:

1. Accuracy and Updates: The institution represents and warrants that all information provided on this form is true, complete, and accurate to the best of the institution's knowledge. The institution agrees to notify the directory administrator promptly of any material changes to program offerings, accreditation status, contact information, tuition, or admissions criteria. Failure to provide timely updates may result in removal or designation of the listing as outdated.

2. Authorization to Publish: The institution grants permission to publish the submitted information in the education directory and related printed or electronic materials. The institution acknowledges that published information may be edited for format, length, and clarity, provided that such edits do not materially alter substance without consent.

3. Compliance and Legal Obligations: The institution affirms that it will comply with applicable laws, regulations, and accreditation requirements governing the operation of its programs. The institution will not list programs that are prohibited or that misrepresent the credential awarded.

4. Indemnification: The institution agrees to indemnify, defend, and hold harmless the directory publisher and its agents from and against any and all claims, liabilities, losses, damages, expenses, and costs (including reasonable attorneys' fees) arising out of or in connection with the institution's breach of the representations in this Booklet, misstatements in the submitted information, or the institution's noncompliance with applicable law.

5. Privacy and Data Use: The institution acknowledges that contact details and program summaries submitted for publication will be included in the directory. The institution authorizes the publication and use of such data for directory distribution, promotional materials, and inquiries made by prospective students and stakeholders. Sensitive personal information should not be submitted on this form.

Supporting Documentation (Optional)

If additional documents are provided (e.g., program curricula, accreditation certificates, fee schedules), identify each attachment here and describe its contents.

Certification and Signature

The undersigned certifies under penalty of perjury that the information provided in this Education Listing Booklet is truthful and that the signer is authorized to make this certification on behalf of the submitting institution.

Authorized Representative:

By:

Date:

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What the Education Listing Booklet Is and When It’s Used

The Education Listing Booklet is a standardized document used to record and publish program-level information about courses, certificates, or academic offerings. It collects identifying details, program descriptions, schedule and delivery format, admission criteria, contact information, and any required permissions or disclosures. Institutions use it to share consistent listings with prospective students, partner organizations, regulators, and internal stakeholders. The booklet can be produced as a single PDF or as a set of fillable pages suitable for electronic completion and secure signature, and it supports attached exhibits such as syllabi, fee schedules, and FERPA-compliant consent forms.

Why a Structured Education Listing Booklet Matters

A consistent booklet reduces mistakes, improves transparency for applicants and partners, and creates a single authoritative record for program details and approvals.

Why a Structured Education Listing Booklet Matters

Typical Users and Roles for the Education Listing Booklet

The booklet is completed and signed by different stakeholders depending on the institution and program type.

  • Academic Affairs and Program Directors — prepare program descriptions, admission requirements, schedules, and attach curriculum exhibits for review and approval.
  • Admissions and Enrollment Staff — verify contact details, capacity limits, tuition information, and confirm publication-ready language.
  • Compliance Officers and Registrars — ensure FERPA, state authorization, and recordkeeping requirements are met before distribution.

Different signers may be required for internal approval, external publication, and grant or regulatory reporting.

Core Components to Include in a Professional Booklet

Design the booklet so each listing contains a clear header, identification, program narrative, logistics, approvals, and a signature block for responsible parties.

Program ID

Unique program code and internal identifier to avoid duplicate listings across catalogs and reports; include version number for revisions.

Program Title

Official program name as used for transcripts and marketing materials; avoid abbreviations that differ from institutional credentialing systems.

Description

Concise learning objectives, target audience, credit or CE units, delivery modality, and prerequisite requirements to set clear expectations.

Logistics

Start/end dates, session schedule, classroom or online access details, tuition and fee summary, and refund or withdrawal deadlines.

Approvals

Internal approval signatures, accreditation references, state authorization notes, and any external partner attestations required for publication.

Attachments

Syllabi, instructor CVs, FERPA consent forms, articulation agreements, and other supporting documents referenced by the listing.

Security and Compliance Checklist for Publication

Data Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.
Regulatory Coverage: ESIGN and UETA compliance for electronic signatures.
Health Data: HIPAA-compliant handling; BAA required when PHI present.
Accessibility: WCAG 2.0 Level AA conformance for published PDFs.
Audit Trail: Retain signer timestamps and IP for record integrity.
Certifications: SOC 2 Type II and ISO 27001 attestations available.

Step-by-Step: How to Complete the Education Listing Booklet

Follow these sequential steps to fill, verify, and finalize a listing before publication or distribution.

  • 01
    Prepare Data: Gather program identifiers, descriptions, schedules, and attachments.
  • 02
    Populate Fields: Complete each fillable field, using MM/DD/YYYY for dates and full legal names for signers.
  • 03
    Obtain Approvals: Route to department approvers, compliance, and registrar in the required order.
  • 04
    Finalize Record: Sign, apply notarization if required, and archive the signed booklet with retention metadata.

Process Flow: From Draft to Published Listing

A clear workflow reduces errors: draft, review, sign, then publish or deliver to recipients.

  • Draft: Create or import the template and fill program data.
  • Review: Send for internal review and compliance checks.
  • Sign: Capture required signatures and timestamps.
  • Publish: Export final PDF and distribute to catalog or partners.

How to Configure an Online Completion Workflow

Set fields, approver order, authentication, and storage before sending the booklet for signature.

Field | Configuration Type and validation rules | Required, optional, conditional
Approver Order Sequential or parallel routing | Choose based on internal sign-off policy
Authentication Signer verification method | Email, SMS code, or KBA as required
Attachments Allowed file types | PDF, DOCX, JPG for supporting documents
Storage Destination and retention | Encrypted archive with access controls

Digital Signing and eSubmission Requirements

Choose an eSignature platform that supports required authentication, audit trails, and secure storage.

  • File Types: PDF and DOCX accepted.
  • Integrations: Connect to Google Workspace, Microsoft 365, or NetSuite.
  • Authentication: Email, SMS, and advanced signer methods available.

Ensure the selected provider can produce a tamper-evident signed file, capture audit metadata, and meet any HIPAA or state requirements.

Typical Timelines and Publication Deadlines

Plan lead times and internal review cycles to align with academic calendars, regulatory reporting, and enrollment periods.

Curriculum Approval Deadline:

Set several months before term start to allow review and cataloging.

Admissions Publication:

Post listings at least 30–60 days before application deadlines.

Financial Aid Reporting:

Coordinate with financial aid offices for statutory reporting windows.

Regulatory Filings:

File required state authorizations per agency timelines.

Record Archiving:

Archive the signed booklet within 30 days of final approval.

Common Preparation Mistakes to Avoid

  • Mismatched names or titles between the booklet and supporting documents, which can invalidate approvals or delay publication.
  • Using informal dates or inconsistent date formats that cause confusion during routing and legal interpretation.
  • Omitting required FERPA or third-party consent language when student data or directory information is shared externally.
  • Sending unsecured sign links or attachments by unencrypted email, exposing personal data or protected information.

Consequences of Incorrect or Incomplete Listings

FERPA Violation: Potential investigations and sanctions.
HIPAA Exposure: Civil penalties and breach notification obligations.
Enrollment Errors: Misadmissions or refund liabilities.
State Noncompliance: License or authorization risks.
Financial Liability: Tuition refund or contract penalties.
Data Loss: Loss of institutional reputation.

Comparing eSignature Vendors for Education Booklet Workflows

Basic pricing and capabilities vary; choose a vendor that meets authentication, HIPAA, and volume needs for institutional publishing.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Frequently Asked Questions and Practical Answers

Answers to common questions about signing, privacy, retention, and who must approve listings.


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