Substantive change

The purpose of this policy is to establish the policy and procedures for reporting and review of institutional substantive change, prior to implementation, to assure the public that all aspects of an institution continue to meet standards, as well as to ensure compliance to the Southern Association of College and Schools Commission on Colleges, (SACSCOC) policy and procedures relating to substantive changes.

All requests for substantive changes must be processed through the University’s SACSCOC Liaison, within the timeframe designated by SACSCOC. No substantive change requests should be submitted directly to SACSCOC, except by the President.

Substantive change- defined by SACSCOC as a significant modification or expansion of the nature and scope of an accredited institution. Substantive change includes high-impact, high-risk changes and changes that can impact the quality of educational programs and services.

SACSCOC accredits an entire institution. Accreditation extends to all programs and services of an institution wherever located and however delivered. SACSCOC does not accredit individual programs, locations, or portions of an institution. However, some new programs, locations, and other institutional changes are subject to notification and/or approval as defined in the SACSCOC Substantive Change Policy and Procedures.

Substantive changes, including those required by federal regulations, include:

• Substantially changing the established mission or objectives of an institution or its programs.
• Changing the legal status, form of control, or ownership of an institution.
• Changing the governance of an institution.
• Merging / consolidating two or more institutions or entities.
• Acquiring another institution or any program or location of another institution.
• Relocating an institution or an off-campus instructional site of an institution (including a branch campus).
• Offering courses or programs at a higher or lower degree level than currently authorized.
• Adding graduate programs at an institution previously offering only undergraduate programs (including degrees, diplomas, certificates, and other for-credit credential).
• Changing the way an institution measures student progress, whether in clock hours or credit-hours; semesters, trimesters, or quarters; or time-based or non–time-based methods or measures.
• Adding a program that is a significant departure from the existing programs, or method of delivery, from those offered when the institution was last evaluated.
• Initiating programs by distance education or correspondence courses.
• Adding an additional method of delivery to a currently offered program.
• Entering into a cooperative academic arrangement.
• Entering into a written arrangement under 34 C.F.R. § 668.5 under which an institution or organization not certified to participate in the title IV Higher Education Act (HEA) programs offers less than 25% (notification) or 25-50% (approval) of one or more of the accredited institution's educational programs.
• Substantially increase or decreasing the number of clock hours or credit hours awarded or competencies demonstrated, or an increase in the level of credential awarded, for successful completion of one or more programs.
• Adding competency-based education programs.
• Adding each competency-based education program by direct assessment.
• Adding programs with completion pathways that recognize and accommodate a student’s prior or existing knowledge or competency.
• Awarding dual or joint academic awards.
• Re-opening a previously closed program or off-campus instructional site.
• Adding a new off-campus instructional site/additional location including a branch campus.
• Adding a permanent location at a site at which an institution is conducting a teach-out program for students of another institution that has ceased operating before all students have completed their program of study.
• Closing an institution, a program, a method of delivery, an off-campus instructional site, or a program at an off-campus instructional site.

Other substantive changes, including those required by federal regulations, include:

• An institution is required to notify or secure SACSCOC approval prior to implementing a substantive change.
• An institution is responsible for maintaining compliance at all times with Standard 14.2 (Substantive change) of the Principles of Accreditation and with the Substantive Change Policy and Procedures and related policies, viz.,
  • Advertising and student recruitment;
  • Agreements involving joint and dual academic awards;
  • Credit hours;
  • Direct assessment competency-based educational programs;
  • Distance and correspondence education;
  • Dual enrollment;
  • Merger/consolidation, acquisition, change of ownership, and change of governance, control, form, or legal status; and
  • Seeking accreditation at a higher or lower degree level.

• An institution is required to have a written substantive change policy and procedure. It must be approved through institutional processes and published in institutional documents accessible to those affected and to the public. The purpose of the institution’s substantive change policy and procedure is to ensure all substantive changes are reported to SACSCOC in a timely fashion as required by substantive change policy and procedures. Institutions are responsible for implementing and enforcing their substantive change policy and procedure.
• An institution’s fiscal and administrative capability to operate off-campus instructional sites is assessed when a new site is reviewed for approval and as part of decennial and fifth year interim reviews.
• A new off-campus instructional site is subject to a substantive change committee visit. A committee visit, when necessary, is authorized when a site is approved. The committee visit ensures the site has the personnel, facilities, and resources identified by an institution in its application or prospectus and ensures the quality of instructional and support services offered at the site.
• Different or additional requirements apply to an institution on SUBSTANTIVE CHANGE RESTRICTION. Restriction applies if an institution has been placed on warning, probation, or probation for good cause over the prior three academic years, or if an institution is under provisional certification for participation in federal financial aid programs.

An institution is required to submit an institutional contingency teach-out plan to SACSCOC within thirty (30) days of notification if the institution is placed or continued on probation or probation for good cause, or if the institution meets conditions enumerated in the procedures section of this policy originating from the U.S. Department of Education or state authority.

If an institution is non-compliant with substantive change policy and procedures or Standard 14.2 (Substantive change), its accreditation may be in jeopardy. An unreported substantive change may require a review of the institution’s substantive change policy and procedures document by the SACSCOC Board of Trustees. Non-compliance subjects the institution to monitoring, sanction, or removal from membership. Failure to secure approval, if required, of a substantive change involving programs or locations that qualify for title IV federal funding may place the institution in jeopardy with the U.S. Department of Education, including reimbursement of funds received related to an unreported substantive change. For additional information, refer to Appendix A, Standards and Policy Addressing Unreported Substantive Change, in SACSCOC's Substantive Change Policy and Procedures.

1. All significant changes within the University should be submitted to the University's SACSCOC Liaison to determine how to proceed. To initiate the process, a letter or intent should be submitted to the SACSCOC Liaison.
   
2. Deans contemplating the addition of a new program, the closure of a program, the initiation of an additional method of delivery for a program or any other significant change in their College’s programming should contact the University’s SACSCOC Liaison. If a Dean is unclear as to whether a change is substantive in nature, he/she should contact the University’s SACSCOC Liaison for clarification.
   1. To initiate the process, a Dean should submit a “Letter of Intent” to the SACSCOC Liaison
      1. The Letter of Intent should include a summary of the proposed change(s) along with the anticipated implementation date and location.
      2. The Letter of Intent should be submitted at least twelve (12) months prior to the anticipated launch date.
3. The SACSCOC Liaison will submit the Letter of Intent to the President for review. If approved, the SACSCOC Liaison will instruct the original submitter to compile the required SACSCOC prospectus and/or application, as well as all required supporting paperwork to request a substantive change.
4. The SACSCOC Liaison and the submitter should coordinate their efforts in preparing the prospectus and/or application to SACSCOC. No one other than the President should submit any substantive change requests directly to SACSCOC.
5. The President or his designee will inform the submitter of the outcome of the prospectus and/or application evaluation by SACSCOC. No substantive changes to any College programming should occur prior to approval by SACSCOC.
6. All SACSCOC correspondence and reports regarding substantive change will be retained in the Liaison’s office with copies archived with the University Archivist.

To learn more about this policy or the supporting procedures, please contact Academic Affairs.