This guide is for the 2026 filing. You have not done these before, and that is fine. Follow it in order. When a step says to ask Wes, stop and ask. Do not guess on a signature, a Social Security number, or a dollar amount.

Prepared October 21, 2026. The rules below come from the Texas Higher Education Coordinating Board (THECB) career-school reporting manual dated September 2025, and from THECB’s annual compliance and surety pages. In early November, open the manuals link in the contact list and confirm a newer manual has not replaced it. If the column layout changed, stop and tell Wes before you upload anything.

1. The whole job in one page

MediaTech is authorized to offer degrees in Texas under a Certificate of Authorization. Three reports keep that authorization current.

Two websites are involved.

• CBM001 and CBM009 go to the Data Submission Portal. You log in with CBPass.
• The compliance packet goes to the Certificate of Authorization Institution Portal, called CAIP. That is a different login.

Your job is to collect the records, fill the forms, upload them, and chase the confirmation emails. Wes, or the person he names as chief administrative officer, signs the compliance attestation and the surety letter. You do not sign those.

A late or missing compliance report can put the school’s permission to offer degrees at risk. A late student file produces a series of emails from THECB that eventually go to the school president. The dates above are real deadlines.

2. Words you will see

3. What you do, and what you hand to someone else

You can do these without waiting:

• Request both portal logins.
• Find last year’s files.
• Ask the registrar for the student list and the graduate list.
• Ask the business office for the bond, the composite score, and tuition figures.
• Fill both spreadsheets.
• Download this year’s blank compliance form and the surety worksheet.
• Match programs to the THECB program list.
• Find catalog page numbers.
• Upload drafts and save every confirmation email.

Stop and get Wes (or the person he names):

• Anything you cannot find in last year’s file.
• A student with no Social Security number.
• A gender value other than the codes in section 9.
• A program that is not on the THECB list.
• The surety math, before it goes to the bond company.
• The surety letter.
• The compliance signature page.
• Any email to THECB that says the data are final.

4. Your first week

Do these before you touch a spreadsheet. Check each box when it is done.

• Create a folder named THECB-2026 in a place only school staff can open. Use the subfolders in section 5.
• Email Wes the five questions in section 6.
• Send the portal-access email in section 7.
• Send the CAIP-access email in section 7.
• Ask whoever filed last year (the due-dates sheet names Beki as the previous owner) for the 2025 CBM001 file, the 2025 CBM009 file, both edit reports, the compliance PDF, and the surety worksheet.
• Write down the 6-digit FICE code from the first line of last year’s file.
• Look at last year’s student rows. If the course-number column is filled in and the status columns are not all zeros, you will fill those columns this year too. If they are blank and zero, you will do the same. This tells you whether MediaTech also reports those details for the Texas Workforce Commission.
• Ask the registrar for the export in section 8. Give them the dates Sept 1, 2025 through Aug 31, 2026.
• Ask the business office for the current bond or letter of credit, the latest composite-score letter, and last year’s surety worksheet.

You are on track if, by the end of the week, you can log in to both portals, you have last year’s files, and the registrar knows the exact list you need.

5. Where to save things

THECB-2026/
  00-last-year/
  01-source-lists/
  02-cbm001/
  03-cbm009/
  04-compliance/
  05-surety/
  06-confirmation-emails/

Name files with the school name and the year, for example MediaTech-CBM001-2026.txt and MediaTech-Annual-Compliance-2027.pdf.

These files contain Social Security numbers. Keep them in the school folder. Hand them to THECB only through the portal. When you need help with a row, describe the student by name and program, and leave the number out of email and chat.

6. Questions to send Wes on day one

Copy this:

Wes, I am starting the THECB reports. I need five answers so I do not guess.

1. Who should be the single point of contact, and who signs as chief administrative officer?
2. Which campuses are on the current Certificate of Authorization?
3. Who can pull the student and graduate lists, and who keeps the ACCSC letter, the TWC letter, and the surety bond?
4. Where are last year’s CBM files and compliance PDF?
5. May I email THECB from my MediaTech address to request CBPass and CAIP access?

Deadlines I am working toward: student files uploaded by December 1, 2026 and certified by January 15, 2027. Compliance report and surety uploaded by January 15, 2027.

7. Emails that get you into the portals

Send these from your MediaTech email. Put Wes on copy.

Student-data portal (CBPass). To: Joy.Dailey@highered.texas.gov and Clifford.King@highered.texas.gov

Subject: CBPass access for MediaTech Institute CBM001 and CBM009

Hello,

I am requesting CBPass access to the Data Submission Portal for MediaTech Institute so I can submit the annual CBM001 and CBM009 reports due December 1, 2026.

Name: Title: Executive Assistant Email: Phone: Campus:

Please let me know if you need anything else from the school.

Thank you, Maritza

Compliance portal (CAIP). To: Cathie.Maeyaert@highered.texas.gov and Harvey.Giblin@highered.texas.gov, copy raul.jaimes@highered.texas.gov

Subject: CAIP access for MediaTech Institute annual compliance report

Hello,

I am requesting access to the Certificate of Authorization Institution Portal for MediaTech Institute. I will submit the annual compliance report due January 15, 2027, including the surety calculation.

Name: Title: Executive Assistant Email: Phone:

Thank you, Maritza

Access is approved by THECB staff. If you do not see a login email within a few business days, reply to the same thread and ask Wes to nudge it. Keep working on the spreadsheets while you wait.

8. The student list to request

Send this to the person who runs student records.

I need two exports for the Texas Higher Education Coordinating Board.

Export A, everyone who was enrolled in a certificate, diploma, or degree program at any time from September 1, 2025 through August 31, 2026.

Export B, every certificate or degree awarded with an award date from September 1, 2025 through August 31, 2026.

Please include, for each person: full legal name, middle initial, Social Security number, date of birth, gender, Hispanic/Latino origin, race, program name, campus, the first month they were enrolled during that year, the last month they were enrolled during that year, whether they are still enrolled, withdrew, or finished, the award name and award month if they finished, whether they opted out of directory information, and whether this was their first time in any college.

Please include both campuses if both had students. Please include students who opted out of the directory. Please leave off people who only audited, and people who only took a class that does not count toward a certificate or degree.

Who belongs on which file

Use these examples when the export arrives.

A student in two programs during the year gets two enrollment rows. Use the same ID number on every row and on both files.

9. Fill the CBM001 spreadsheet

Make a spreadsheet named MediaTech-CBM001-2026.xlsx in the 02-cbm001 folder. One student-program per row. Use a header row with these column names, in this order.

record_code, fice, student_id, gender, classification, date_of_birth, last_name, first_name, middle_initial, cip, twc_course_id, student_intent, first_term, last_term, first_status, last_status, nondisclosure, period, year, first_time, high_school_code, hispanic_origin, race_white, race_black, race_asian, race_american_indian, race_international, race_unknown, race_pacific_islander, restricted_program

What to type in each column

Check the enrollment sheet before you call it ready

• Every row has record code 1, the same FICE, period 5, and year 2026.
• Every ID is 9 characters, and the same person uses the same ID on every row.
• First term and last term fall between 202509 and 202608.
• Last term is the same month as first term, or a later month.
• Every CIP is 8 digits and matches a program on the THECB inventory.
• Every person has a Hispanic-origin code and at least one race code.
• Names have no accents and no numbers.
• You can explain the total row count in a sentence, such as “214 enrollment rows, 208 people, because 6 people were in two programs.”

10. Fill the CBM009 spreadsheet

Make MediaTech-CBM009-2026.xlsx in the 03-cbm009 folder. One award per row. A student with two awards gets two rows.

record_code, fice, student_id, gender, unused, date_of_birth, last_name, first_name, middle_initial, cip, twc_course_id, award_level, award_type, award_date, employment_status, nondisclosure, period, year, hispanic_origin, race_white, race_black, race_asian, race_american_indian, race_international, race_unknown, race_pacific_islander

Cross-check the two sheets

• Every graduate is also on CBM001, unless Wes and the registrar agree the person finished without being enrolled in the window. That case is rare. Ask before you leave them off CBM001.
• If you used last-status code 7 (completed), that person has a CBM009 row for the award.
• Award months sit inside Sept 2025 through Aug 2026.
• The number of CBM009 rows equals the number of awards, which can be larger than the number of people.
• If the graduate list is empty, email Clifford King and Joy Dailey before you upload, and ask how they want a year with no awards submitted. Wait for the answer.

11. Turn the spreadsheet into the upload file

THECB accepts a plain text file. It does not accept the Excel file for these two reports. Each row is a fixed width. Spaces pad the short fields. There are no commas and no tabs.

Bring the finished spreadsheets to Wes before you build the text file. The conversion is mechanical and easy to get wrong by hand. Once he says the rows are right, the text file is built from the sheet and saved as:

• 02-cbm001/MediaTech-CBM001-2026.txt
• 03-cbm009/MediaTech-CBM009-2026.txt

You should still know what “right” looks like, so you can open the text file and spot a broken one.

First line (header), in this order, with no commas:

1. HY2K
2. The 6-digit FICE
3. CBM001 or CBM009
4. 5
5. 2026
6. C
7. 0113 on the student file, or 0100 on the graduation file
8. A space, then your name, a space, then your email

A student-file header looks like this shape:

HY2K123456CBM00152026C0113 Maritza your.email@mediatech.edu

Last line (trailer):

EOF1 plus the count of data rows, five digits, with leading zeros. The header and trailer are not part of the count.

42 data rows looks like EOF100042.

Middle lines are the students. A CBM001 data line is 113 characters. A CBM009 data line is 100 characters. Open a data line and check that it starts with 1 or 9, that the FICE follows immediately, and that the year 2026 appears near the end.

If a line looks shorter than the others, the file will be rejected. Fix the spreadsheet and generate the text file again. Always upload the complete file.

12. Upload the student files and get them certified

Do a practice upload in November. December 1 is the official due date. January 15 is the day both files must be error-free and certified. Waiting until December 1 for the first upload leaves no room for a bad ID or a wrong CIP.

1. Log in to the Data Submission Portal with your CBPass account. The door to that portal is the CBM Reporting page: https://www.highered.texas.gov/data-submission-reporting/cbm-reporting/
2. Choose Reports, then Submit Report.
3. Upload MediaTech-CBM001-2026.txt.
4. Open Reports, then Submission Status. Choose View on the edit report.
5. Read the summary. A clean file shows zero in the error column for every item, and the record count matches your trailer. The word DISCREPANCY should be 0.
6. Fix every error in the spreadsheet, regenerate the whole text file, and upload it again. THECB replaces the previous file. Send the full file every time.
7. Questionable rows can stay when they are true. You will explain them in the certification form. A birth date that makes the student younger than 16 or older than 75 is a common questionable item. Confirm it against the source list before you defend it.
8. Repeat steps 2 through 7 for CBM009.
9. When a file has zero errors, open Certification, then Request to Certify.
10. In the table, click Request Certification for that report.
11. Write a short reason for each review item. A review item is often a big change from last year. Example: “Headcount is 18 percent lower because the evening cohort that started in 2024 finished and the 2026 cohort starts in September, outside this reporting year.”
12. Click Request to Certify. Enter your name, title, and phone. Your email is taken from the login. Click Submit.
13. Open Certification, then Pending Certification, and watch until the analyst approves it.
14. Save the confirmation email in 06-confirmation-emails.
15. Do the certification steps again for the other file. Approving one does not approve the other.

If THECB denies certification, they email instructions. Fix the file, upload again, and request certification again.

You can also see whether the state shows the report as received here, by choosing Career Schools/Colleges, the 2026 cycle, and CBM001 or CBM009: https://apps.highered.texas.gov/index.cfm?page=1DE7DE14486C6A2C09DA1A4343528433AD92F671EEA28FA27DEB32DFB4609513

What happens if the file sits unfinished

After a file is certified, changes are hard. An officer of the school has to request them in writing. Get the cross-check done before you click certify.

13. The annual compliance report

This is a form plus attachments, saved as a PDF, uploaded to CAIP by January 15, 2027. MediaTech starts with M, so it is in the A-through-O group that files in January. The year you are describing runs from January 16, 2026 through January 15, 2027.

Start this packet in November, alongside the student files. The bond company is the slow part.

Blank form, program example, and portal instructions:

• https://www.highered.texas.gov/institution-and-program-review/
• https://www.highered.texas.gov/private-postsecondary-annual-reporting/
• Portal steps: the “CAIP Submission Instructions” link on those pages
• The form itself: https://reportcenter.highered.texas.gov/reports/data/certificate-of-authorization-institutional-annual-compliance-report/

Every section has to be filled. A blank section is treated as noncompliance.

Each campus on the certificate gets its own cover page. If Dallas and Houston are both on the certificate, you will have two cover pages at the front. Shared documents, such as one catalog, can be used for both when they are actually the same. Say so on the form. Complaint tables are separate when you can tell which campus the student attended.

Section I, cover page

Copy the legal name and the physical address from the certificate or from last year’s accepted report. Add the mailing address if it is different. Check the box if the name or address changed in the last 12 months, and attach the paperwork that shows the change.

Section II, accreditation and TWC

• Accreditor name: ACCSC, written out as Accrediting Commission of Career Schools and Colleges, unless the letter in the file shows a different name.
• Attach the current accreditation letter.
• Write the term as a start date and an end date. If the letter says 2024–2029 with no day, use the last day of that end year.
• Check the degree levels the accreditor has approved. THECB’s certificate covers degrees. Certificate and diploma programs are handled with TWC, and they are not added to the THECB degree inventory.
• Answer the two yes/no questions about negative accreditation actions and about changes in location, ownership, or management during the last 12 months. If either answer is yes, attach the letter that explains it. Ask Wes before you answer yes.
• Attach one TWC document, and check the matching box: current Certificate of Approval, exemption letter, or exclusion letter. If you cannot find it, call TWC Career Schools at 512-936-3100 or email career.schools@twc.texas.gov and ask which one MediaTech holds. Ask Wes before you contact them, so he knows a state agency will hear from the school.

Section III, money

• The school is a private institution, so answer the out-of-state-public question No.
• Enter the latest U.S. Department of Education composite score and the academic year it covers. Attach the document that shows the score. The business office has this.
• If the score is below 1.5, attach a short account of what the school has done since then to raise it. Wes writes that account. You attach it.
• Attach the surety worksheet, the signed explanation letter, and the bond, letter of credit, escrow agreement, or rider. Section 14 tells you how to build those.
• If the school is for-profit, attach, for each owner with a controlling interest: name, address, phone, title, and a statement about bankruptcy, a felony, or a regulatory disciplinary action. Wes provides the names and the statement.

Section IV, degree programs

This section is a spreadsheet you download from THECB, mark up, and attach. Do this once per campus if the program lists differ.

1. Open the THECB program inventory from the link in the compliance form (the form calls it Program Inventory).
2. Under institution type, try For Profit Colleges & Universities Authorized by Certificate. If MediaTech is not in that list, try Other Institutions Authorized by Certificate.
3. Choose the campus name. Try a shorter name if the full name is missing. If it is still missing, email Harvey Giblin before you invent a list.
4. Choose Excel. Leave “Order by CIP code” checked.
5. Produce the inventory and save it into 04-compliance.
6. Add a column named Correct? beside the degree levels.
7. For each program, type yes if the CIP, name, level, and degree are right. Type no if something is wrong, and type the correction in that cell. Leave the original row in place.
8. To add a program, type NEW on the first blank row under the list, then add CIP, name, start date, level, and degree. Email harvey.giblin@highered.texas.gov if the new program uses a CIP the school has never used, and ask for a new-program application. Attach the approval document.
9. Save the spreadsheet and name it on the form.

Skip the clinicals spreadsheet unless Wes tells you a location is an out-of-state school sending students to Texas for internships. That sheet is for those schools.

There is a checkbox for “this campus does not offer degree programs.” Leave it unchecked unless Wes tells you a campus has stopped offering degrees. Checking it can cancel the certificate for that campus.

Section V, catalog

For each line below, you need three things: where a student finds it (page number or URL), whether ACCSC has a matching standard, and that standard’s number if it does. A link is preferred. If the catalog is split across several web pages, write the path a student would click.

Ask the person who maintains the catalog to sit with you for this section. It is slow the first time and much faster next year if you save the page list.

If a faculty list or an administrator’s degree is missing, ask Wes. Type the real information. Leave the cell empty and tell Wes which line is open. An empty required line makes the report noncompliant.

Section VI, complaints

Ask whoever logs student complaints for every complaint filed from January 16, 2026 through January 15, 2027 by a current, former, or prospective student at a Texas campus.

Include: who complained (current, former, prospective, or other), what it was about, the date it was filed with the school, the date it was filed with ACCSC if it was, the date it was closed, and, if it is still open, why.

Leave these out:

• Anonymous complaints
• A complaint that is only about one person’s grade or exam
• Ordinary student-life issues, such as housing, food, the conduct code, or clubs
• Matters that are in court or have been in court
• Criminal matters

If nothing on the list qualifies, check the box that says the campus received no applicable complaints. Do that per campus.

Section VII, signature

Fill in the single point of contact: name, honorific, title, address, email, phone.

The chief administrative officer checks all three boxes and signs. Those boxes say they are an authorized official, the school meets its accreditor’s standards and has a student complaint process, and the school will keep filing these reports.

You prepare the page. You do not sign it, unless Wes has told you in writing that you are the chief administrative officer. He will tell you if he is the signer or if someone else is. If the signer is the same person as the contact, check that box too.

Scan the signed page back into the PDF.

Upload the packet

1. Save the finished report as a PDF. Put MediaTech in the file name.
2. Put attachments behind it, or as separate files named as Appendix A, Appendix B, and so on. The form tells you which appendix letter it expects for the financial documents.
3. Log in to CAIP. Follow the CAIP Submission Instructions PDF from the annual-reporting page. In short: choose the submission type, browse to the PDF, confirm the file name, and submit. The instructions also allow the Excel inventory and the surety worksheet to be uploaded with the PDF.
4. Save the automatic confirmation email in 06-confirmation-emails.
5. If you do not get a confirmation, you are not done. Check the portal and email Harvey Giblin the same day.

14. The surety, step by step

The surety is money reserved for students. If the school had to stop teaching in the middle of a term, THECB can use it to repay students for that term. It is separate from the school’s bank account and separate from the composite score. A strong composite score does not replace it.

You submit two things every year:

1. THECB’s Excel calculation worksheet, plus a short letter signed by an authorized person explaining the math.
2. The instrument: the bond, letter of credit, or escrow agreement. If THECB already has a current one, a signed rider is enough when the amount still covers the new calculation.

Templates and the worksheet are linked from the surety section of https://www.highered.texas.gov/institution-and-program-review/ and explained at https://reportcenter.highered.texas.gov/agency-publication/miscellaneous/private-postsecondary-institutions-surety-frequently-asked-questions/

How to fill the worksheet

Ask the business office for these numbers, in writing.

• The term, between January 16, 2027 and January 15, 2028, in which the school expects to bill the most tuition and fees. Use the period the school actually charges for. If a refund is calculated by term, use a term. If a refund is calculated by semester, use a semester.
• The full-time-equivalent student count for degree programs in that term. Part-time students count as a fraction of a full-time student. Use the IPEDS full-time-equivalent method, and write down the formula you used. This is a projection of the busiest term, not a headcount on the day you fill out the sheet.
• Gross tuition for that term, and gross required fees (lab, activity, equipment, and any other charge the student must pay). Include amounts paid by scholarships or grants. The figure is what is charged for the term, whether or not the student has paid yet.
• A list of the degree programs included.

Then:

1. Download the official worksheet. Use that file. Build a new workbook only if THECB’s file will not open.
2. If every program charges the same tuition and fees, you may use one line. List every degree program name in the sheet.
3. The student count on the admin-cost tab must equal the student count on the tuition-and-fees tab.
4. The result is a minimum. The smallest acceptable amount is $25,000. There is no maximum. You may round up, for example from $199,611 to $200,000. Round up only.
5. Show the worksheet to Wes before it goes anywhere.

The letter that goes with the worksheet

Wes, or the officer he names, signs this. One page is enough.

MediaTech Institute calculated its THECB surety for the period January 16, 2027 through January 15, 2028.

We used the [term or semester] of [month year], because that is the period in which we expect to bill the most tuition and fees, and it is the period we use when calculating a refund.

Full-time-equivalent students in degree programs for that period: [number]. Formula: [one sentence].

Tuition charged: [amount]. Required fees charged: [amount].

Degree programs included: [names].

Worksheet result: [amount]. Surety amount we are maintaining: [amount, equal or higher].

Campuses covered: [names and addresses from the certificate].

Compare the result with the bond on file

Read the bond for these points. If one is missing, the surety company has to fix the document. You do not retype a bond yourself.

• Only THECB is allowed to draw the funds, and the document says that on its face.
• Coverage is continuous. It may allow the company to give 60 days’ notice before it drops the bond, as long as the school replaces it with no gap.
• Every campus is named. One bond may cover both campuses when both names are on it and the student count includes both.
• The funds are held in Travis County, Texas.

Email the worksheet and the signed letter to Harvey.Giblin@highered.texas.gov, and upload them with the compliance report. Questions about the math can go to him at 512-427-6596, or to paul.shuler@highered.texas.gov.

If an original document has to be mailed:

• Regular mail: Texas Higher Education Coordinating Board, PO Box 12788, Austin, TX 78711-2788
• Overnight: 1801 Congress Avenue, Suite 12.200, Austin, TX 78701

Mail originals with tracking. Save the receipt in 05-surety. A photocopy in the PDF does not replace an original when THECB has asked for the original.

15. Calendar

16. People and pages

When you email THECB, use your MediaTech address, include the school name in the subject, and keep Wes on copy. Attach a screenshot of the edit report when you ask about an error. Leave Social Security numbers out of the email.

17. You are done when all of these are true

• CBM001 is uploaded, the edit report shows zero errors, and Certification shows approved.
• CBM009 is uploaded, the edit report shows zero errors, and Certification shows approved.
• Both confirmation emails are in 06-confirmation-emails.
• The compliance PDF has a cover page for every campus, accreditation, TWC letter, composite score, program spreadsheet, catalog lines, complaints, and a real signature.
• The surety worksheet, the signed letter, and the bond or rider are uploaded, and Harvey Giblin has the worksheet.
• CAIP sent a submission confirmation, and that email is saved.
• Wes has been told the three items are in, with the dates THECB accepted them.

Next year the same folders and the same spreadsheets are the starting point. Copy them forward and change the dates. The students will be those enrolled from September 1, 2026 through August 31, 2027, filed in December 2027.

Prepared October 21, 2026 from the THECB career-school reporting manual (September 2025) and THECB’s annual compliance and surety pages. In November, recheck the manuals link in the contact list before uploading.