EF (Local) – Curriculum Design: Substantive Change Policy & Procedure


SECTION ONE: SUBSTANTIVE CHANGE POLICY & PROCEDURE

The College’s Substantive Change Policy & Procedure is based on Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) Policy Substantive Change for SACSCOC Accredited Institutions (http://www.sacscoc.org)

1.01 Purpose

Angelina College will work to ensure all incidences of substantive change are reported in a timely manner. The College will establish a process for adherence to the policies and guidelines of SACSCOC related to institutional change. In accordance with SACSCOC policies, the College will notify the Commission on Colleges of substantive changes and will seek approval prior to the initiation of changes when appropriate. SACSCOC requires all substantive changes that occur after an institution’s decennial review to be submitted in the next Compliance Certification.

SACSCOC policy states, “Substantive change is a significant modification of expansion of the nature and scope of an accredited institution” (SACSCOC, 2016). Table 1 specifies substantive changes with approval and notification requirements as identified by SACSCOC.

Table 1
SACSCOC Substantive Change Guidelines (SACSCOC, 2016)
Types of ChangeProcedure or PolicyPrior Notification RequiredPrior Approval RequiredDocumentation and Time Frame for Contacting SACSCOC
Initiating coursework or programs at a different level than currently approvedSACSCOC
Procedure 1
NoYesApplication for Level Change
Due dates:
March 15 (for June review)
September 1 (for Dec review)
Initiating off-campus sites where student
can obtain 50% or more credits toward a
program (including but not limited to Early
College High School, dual enrollment
programs offered at a high school, and
certificate programs that are not at
employer’s request and not on short notice)
SACSCOC
Procedure 1
NoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Adding a permanent location at a site where
the institution is conducting a teach-out for
students from another institution that is
closing
SACSCOC
Procedure 1
NoYesDue dates:
March 15 (for June review);
September 1 (for December
review)
Expanding at current degree level (significant departure from current programs).SACSCOC
Procedure 1
NoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Expanding program offerings at previously approved off campus sites by adding programs that ARE significantly different from current programs at the site AND at the institutionSACSCOC
Procedure 1
NoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Initiating degree completion programsSACSCOC
Procedure 1
NoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Initiating a branch campus (See definition of “branch campus” on p. 3 of this document.)SACSCOC
Procedure 1
NoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Initiating distance learning by offering 50% or more of the first program for the first timeSACSCOC
Procedure 1
NoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Relocating a main or branch campusSACSCOC
Procedure 1
NoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides 25% or more of an educational program offered by the SACSCOC accredited institutionSACSCOC
Procedure 1
NoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Initiating dual or joint degrees involving program expansion (significant departure) or initiating a new site where student can obtain 50% or more credits toward a programSee SACSCOC policy “Agreements Involving Joint and Dual Academic AwardsNoYesCover Sheet
Prospectus
(See Appendix B of this document)
Due dates:
January 1 for 7/1-12/31 implementation; July 1 for 1/1-6/30 implementation
Copy of signed agreement, contact information for each institution, and additional details on non-SACSCOC institution(s) involved. See Policy
Initiating dual or joint degree with at least one institution not accredited by SACSCOCSee SACSCOC policy “Agreements Involving Joint and Dual Academic AwardsAt least 6 months prior to implementationYesAcceptance of notification, copy of signed agreement, contact information for each institution, and additional details on non-SACSCOC institution(s). See Policy.
Initiating a direct assessment competency-based programSee SACSCOC Policy “Direct Assessment Competency-Based Educational Programs”Yes – Screening FormYesSubmit “Screening Form” with letter of notification. If Prospectus is required, Due dates: March 15 (for June review); September 1 (for December review
Initiating a merger/consolidation with another institutionSee SACSCOC Policy: “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status”Yes: December 15 (for June review); June 1 (for December review)YesCover Sheet
Institutional Summary Form
Prospectus (See Appendix in SACSCOC Policy: “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status“)
Changing governance, ownership, control, or legal status of an institutionSee SACSCOC Policy: “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status”Yes: December 15 (for June review); June 1 (for December review)YesCover Sheet
Institutional Summary Form
Prospectus (See Appendix in SACSCOC Policy: “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status“)
Acquiring any program or site from another institutionSee SACSCOC Policy: “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status”Yes: December 15 (for June review); June 1 (for December review)YesCover Sheet
Institutional Summary Form
Prospectus (See Appendix in SACSCOC Policy: “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status“)
Adding a permanent location at a site where
the institution is conducting a teach-out for
students from another institution that is
closing
See SACSCOC Policy: “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status”Yes: December 15 (for June review); June 1 (for December review)YesDue dates: March 15 (for June review); September 1 (for December review)
Initiating a certificate program at a new off campus site at employer’s request and on short notice (previously approved program)SACSCOC
Procedure 1
NoYesCover Sheet
Modified prospectus
Contact Commission Staff
Initiating a certificate program that is a significant departure from previously approved programs at employer’s request and on short noticeSACSCOC
Procedure 1
NoYesCover Sheet
Modified prospectus
Contact Commission Staff
Adding a site under a U.S. military contract for a previously approved programSACSCOC
Procedure 1
NoYesCover Sheet
Modified prospectus
Contact Commission Staff
Altering significantly the length of a programSACSCOC
Procedure 1
NoYesCover Sheet
Modified prospectus
Contact Commission Staff
Altering significantly the educational mission of the institutionSACSCOC
Procedure 1
NoYesCover Sheet
Modified prospectus
Contact Commission Staff
Changing from clock hours to credit hoursSACSCOC
Procedure 1
NoYesJustify reasons for change, indicate calculation of equivalency, and other pertinent information
Moving an off-campus instructional site (serving the same geographic area)SACSCOC
Procedure 2
YesNoLetter of notification with old address, new address, and implementation date
Initiating dual or joint degrees with other SACSCOC accredited institution(s)See SACSCOC Policy “Agreements Involving Joint and Dual Academic Awards”At least 6 months prior to implementationNoAcceptance of notification, copy of signed agreement and contact information for each institution. See Policy.
Initiating programs or courses offered through contractual agreement or consortiumSACSCOC
Procedure 2
YesNoLetter of notification and copy of signed agreement
Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides less than 25% of an educational program offered by the SACSCOC accredited institutionSACSCOC
Procedure 2
YesNoLetter of notification and copy of signed agreement
Initiating off-campus sites where student can obtain 2549% of credits toward a program (including but not limited to Early College High School, dual enrollment programs offered at a high school, and certificate programs that are not at employer’s request and not on short notice)SACSCOC
Procedure 2
YesNoLetter of notification including street address and implementation date
Initiating distance learning by offering 25-49 of the first program for the first timeSACSCOC
Procedure 2
YesNoLetter of notification including street address and implementation date
Closing a program, approved off-campus
site, branch campus, or institution where the institution plans to teach out its own students
SACSCOC
Procedure 3
YesYesDescription of teach-out plan included with letter of notification
Closing a program, approved off-campus
site, branch campus, or institution where the institution plans contracts with another institution(s) to teach-out students (Teach out Agreement)
SACSCOC
Procedure 3
YesYesDescription of teach-out plan, copy of signed teach-out agreement(s) detailing terms included with notification
Initiating a certificate program at employer’s request and on short notice using existing approved courses and locationNANoNoNA
Initiating certificate program (not at employer’s request and not on short notice)
using existing approved courses and location
NANoNoNA
Initiating off-campus sites (including Early College High School and dual enrollment programs offered at the high school) where student can obtain 24% or less of credits toward a programNANoNoNA
Expanding program offerings at previously approved off campus sites by adding approved programs that ARE NOT significantly different from current programs at the siteNANoNoNA
Expanding program offerings at previously approved off campus sites by adding approved programs that ARE significantly different from current programs at the site but NOT at the institutionNANoNoNA
Initiating distance learning by offering 24% or less of any program for the first timeNANoNoNA

1.02 Persons Responsible

• The Vice President of Academic Affairs (VPAA) serves as the Accreditation Liaison. The VPAA/Accreditation Liaison monitors all institutional changes under consideration, oversees substantive change processes, ensures necessary documentation is prepared, and provides training on substantive change as needed.

• President, Vice Presidents, and academic leaders (Associate Deans of Instruction, program Directors and lead instructors) and faculty members report initial campus considerations or stakeholder discussions of future substantive institutional changes to VPAA/Accreditation Liaison.

1.03 Process

• Proposed substantive changes must be formally submitted to the VPAA/Accreditation Liaison at least 12 months prior to proposed implementation of the changes.

• The VPAA/Accreditation Liaison coordinates review of proposed substantive changes with appropriate standing committee(s), the President, and other units of the College as necessary.

• For each proposed substantive change, the VPAA/Accreditation Liaison will assign responsibility to appropriate divisional personnel to work with him/her to complete the required materials for submission (e.g., prospectus, letters, etc.).

• The VPAA/Accreditation Liaison will notify the President four months prior to submission of any related documents to SACSCOC, and the President will notify the Board of Trustees of the substantive change at the next regular meeting of the Board (not less than three months prior to the college submitting materials to SACSCOC).

• The institutional documentation and submission must comply with the current Substantive Change for SACSCOC Accredited Institutions policy for all prior notifications, contact time, and/or prior approval.

• The President and VPAA/Accreditation Liaison will send completed substantive change documents to SACSCOC according to the Commission’s reporting timeline.

SECTION TWO: PUBLICATION, APPROVAL, IMPLEMENTATION, AND ENFORCEMENT

2.01 Publication

The Policy is published in the online Angelina College Policy & Procedure Manual and is available in the Office of the President.

2.02 Approval

The Policy was approved by the Board of Trustees on April 10, 2017

2.03 Implemented & Enforced

The President is responsible for ensuring this policy is implemented, and the Vice President of Academic Affairs/Accreditation Liaison is responsible for its enforcement.

ADOPTED: 04/2017