What to Expect in the Grooming School Approval Process
- Stephenie
- Apr 14
- 4 min read
Introduction
So, you’ve decided to open a grooming school—exciting! You’ve got the vision, the skills, and maybe even a space picked out. But before you can start teaching students, there’s one big hurdle to clear: getting state approval.
If you’ve never gone through this process before, it can feel overwhelming. Trust me, I’ve been there. When I first started, I had no idea what to expect, and every time I thought I had everything figured out, I’d find another form to fill out or another fee to pay.
That’s why I want to break it down for you—step by step. Here’s what you can expect when applying for approval, how long it might take, and some tips to make the process smoother.
Step 1: Figuring Out Who to Contact
Every state has an agency that oversees private trade schools, but finding the right department can be frustrating. Some states have clear websites, while others bury the information deep in government pages that make you want to scream.
Tip: Start by searching for "[Your State] Private Trade School Approval" or "[Your State] Workforce Development Proprietary Schools." If that doesn’t work, call your state’s Department of Education or Department of Labor and ask who handles career school approvals.
Once you find the right agency, write down their contact info. You’ll probably be calling them more than once.
Step 2: Reviewing the Requirements
Once you have the right agency, the next step is figuring out exactly what they need from you. This will likely include:
A Detailed Business Plan – Some states want to see your financials, enrollment projections, and how you plan to run your school.
A Curriculum Outline – You’ll need to show exactly what students will be learning, how long the program is, and what certifications (if any) they’ll earn.
Instructor Qualifications – Some states require instructors to meet specific experience or education requirements.
Facility Plans – You may need to provide a floor plan or proof that your space meets safety and accessibility standards.
Student Policies – You’ll need a handbook covering grading, attendance, refunds, and code of conduct policies.
A Surety Bond or Financial Guarantee – Some states require schools to carry a surety bond in case the school closes and students need refunds.
💡 Tip: Don’t assume you can just “wing it” on these documents. Most approval agencies are strict about having everything clearly outlined. If they ask for details, give details.
Step 3: Submitting the Application (and Paying Fees)
Once you have all your documents together, you’ll officially submit your application—along with a fee.
Application fees vary by state, but they typically range from:
$500 to $5,000 just to submit the paperwork.
Annual renewal fees of $500 to $3,000 after you’re approved.
Additional fees if they require a curriculum review or facility inspection.
💡 Tip: Double-check everything before you submit. If anything is missing, they’ll send it back, which means more delays.
Step 4: The Waiting Game
After you submit your application, the approval process can take anywhere from a few months to over a year.
Some states are fast, with approvals in 2-4 months if all paperwork is correct.
Others take 6-12 months, especially if they’re understaffed or require multiple reviews.
If your application is missing information, every revision adds more time.
💡 Tip: Follow up! If you haven’t heard anything in a few weeks, call or email to check on your status. Some offices are so busy that applications get buried.
Step 5: Inspections & Final Approval
Once your paperwork is reviewed, many states require a final inspection before they give you the green light. This might include:
Facility Inspection – They may check for safety, accessibility, and whether you have proper equipment.
Curriculum Review – Some states require an in-person or video presentation of your program.
Policy Compliance – They may ask questions about your refund policies, grading system, and record-keeping.
💡 Tip: If an inspection is required, be prepared. Have everything organized and easy to present. First impressions matter!
What Happens If You Get Denied?
If your application gets denied, don’t panic. In most cases, they’ll tell you why and give you a chance to fix the issue.
Common reasons for denial:
Incomplete paperwork – Missing documents or vague answers.
Financial concerns – If they think you don’t have enough funds to sustain the school.
Curriculum issues – If they feel your program isn’t detailed enough or doesn’t meet state guidelines.
💡 Tip: Ask for clarification, fix the issue, and resubmit as soon as possible.
How to Make the Process Easier
Now that you know what to expect, here are some tips to make the approval process go as smoothly as possible:
Start early – Don’t wait until the last minute. Some approvals take a year or more to process.
Keep everything organized – Have a folder (digital and physical) with all required documents.
Over-prepare – Give more detail than they ask for to avoid delays.
Follow up regularly – If they’re slow to respond, check in to keep your application moving.
Talk to other school owners – If you know someone who has already done this, ask for advice!
Final Thoughts
Getting your school approved isn’t easy, but it’s worth it. Once you have that approval, you can focus on what really matters—teaching and helping the next generation of groomers.
I know this process can be frustrating. The paperwork, the fees, the waiting—it’s a lot. But if you stick with it and plan ahead, you’ll get through it. And when you finally open your doors to students, you’ll know it was all worth it.
So, if you’re thinking about starting a grooming school, start preparing now. The more organized you are, the smoother things will go. And if you ever need help figuring things out, know that you’re not alone in this!
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