fifth year interim reports texas association for institutional research ralph russell director of...
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Fifth Year Interim Reports
Texas Association for Institutional Research
Ralph RussellDirector of Institutional Support
Commission on Colleges
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Why a Fifth-Year Interim Report?
Reg. 602.19(b) Monitor institutions to ensure compliance
Reg. 602.22(c)(2) Have mechanism to review additional sites beyond three
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What are the Componentsof the Report?
I. Signatures Attesting to IntegrityII. Abbreviated Institutional
Summary FormIII. Abbreviated Compliance
CertificationIV. Additional Requested
Information (as needed)
V. Impact Report of the QEP
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Review of additional off-campus sites
On-site review of sampling of additional sites when there are more than three
On-site review when institution experiences rapid growth
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What is the Process?
Submission of completed Report Review by experienced off-site
review evaluators Determination re: monitoring or
no monitoring Review by COC if referred for
monitoring Review by COC starts 2-year
monitoring
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Abbreviated Compliance Certification
1. CR 2.8 – Number of FT faculty2. CS 3.2.8 – Qualified
administrative and academic officers
3. CS 3.4.3 – Admissions policies4. CS 3.4.11 – Qualified academic
coordinators5. CR 2.10 – Student support
programs6. CS 3.11.3 – Physical facilities
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Abbreviated Compliance Certification
7. CS 3.3.1.1 – Institutional effectiveness – educational programs
8. FR 4.1 – Student achievement9. FR 4.2 – Program curriculum10. FR 4.3 – Publication of policies11. FR 4.4 – Program length
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Abbreviated Compliance Certification
12. FR 4.5 – Student Complaints
13. FR 4.6 – Recruitment materials
14. FR 4.7 – Title IV program responsibilities AND CS 3.10.3 – Financial aid audits
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What did we learnfrom the 2013 Track A Institutions?
Out of 44 institutions reviewed
12 with no monitoring
32 with monitoring (13 w/more than 4 areas cited; 4 w/more than 8)
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What did we learn?Most cited standards
2013 Track A
STANDARD
DESCRIPTION # / %
FR 4.5 Written student complaints
23 of 3272%
CS 3.3.1.1 IE Educational Programs
18 of 3256%
FR 4.7 Title IV Requirements
13 of 3241 %
CS 3.4.11 Academic program 13 of 3241%
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What did we learn?Most cited standards
2013 Track A (2)
STANDARD DESCRIPTION # / %
CR 2.8 Full-time faculty 9 of 3228%
CS 3.2.8 Qualified administrative/academic officers
8 of 3225%
FR 4.6 Recruitmentmaterials
8 of 3225%
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How should institutions prepare?
Update your compliance certification continuously
Provide narrative that supports compliance and explains the use of the documentation chosen
Provide documentation and examples
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Presentation
Electronic only
Print and electronic
Print only
Ensure it is user friendly
Recognizing and Reporting Substantive Change
Ralph Russell, Ph.D.Director of Institutional Support
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What is “substantive change”?
a significant modification or expansion of the nature and scope of an accredited
institution.
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Federal regulations stipulate that, at minimum, substantive change
includes
Any change in the established mission or objectives of the institution
Any change in legal status, form of control, or ownership of the institution
The addition of courses or programs that represent a significant departure, either in content or method of delivery, from those that were offered when the institution was last evaluated
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Federal regulations stipulate that, at minimum, substantive change
includes The addition of courses or
programs at a degree or credential level above that which is included in the institution’s current accreditation or reaffirmation.
A change from clock hours to credit hours
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Federal regulations stipulate that, at minimum, substantive change
includes A substantial increase in the
number of clock or credit hours awarded for successful completion of a program
The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50 percent of an educational program.
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Comprehensive Standard 3.12.1(approved December, 2006)
“The institution notifies the Commission of changes in
accordance with the substantive change policy and when required seeks approval
prior to the initiation of the changes.”
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CS 3.12.1 is meant to help institutions remain in compliance with federal standards.
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Why do we have to report new certificate programs?
Any program that leads to a credential (certificate, diploma, degree) is part of the institution’s accreditation.
If the certificate is in an area where the institution does not currently have a program or is significantly different from existing programs, it must be reported.
If the courses for the certificate are taken from the approved curriculum, you do not need to notify the Commission.
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What is a “significant departure” from existing programs?
The term “significant departure” is context-dependent.
Determined by the programs already included in the institution’s approved curriculum
What is “significant” for one institution may not be “significant” for another institution with a different suite of programs in place or a different mission
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Some questions to ask if you’re not sure if a program is a significant
departure: What other, related programs are
already in place? Does the new program require
substantialadditional faculty?new courses?additional library or other
learning resources?new equipment or facilities?different resource base?
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“Significant departure” from existing programs
Some obvious examples: Initiating coursework or programs at a
more advanced level than currently approved
Initiating programs at a lower level than currently approved
Initiating a branch campus
All of these require advance notification and approval of a prospectus or application for level change.
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Significant departure - Some less obvious examples:
Expanding program offerings at the current credential level
This may be a substantive change depending on what other, related programs are currently offered
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Initiating off-campus sites
The “substantiveness” of such a change depends on how extensive the course offerings are:
If only a few courses are offered, amounting to less than 25% of the work toward a program's credits, it is not a substantive change
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Initiating off-campus sites
If enough courses are offered that a student may earn between 25 and 49% of a program's credits (degree, diploma or certificate), it is a substantive change that should be reported to the Commission by a letter of notification before the 25% threshold is reached at that site.
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Initiating off-campus sites
If a student may earn 50% or more of a program's credits at the off-campus site, the institution must notify the Commission at least 6 months in advance and submit a prospectus for the site at least 3 months ahead for approval.
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Once an off-campus site is approved
Programs significantly different from those originally approved at the off-campus site may be added at the new site as long as they are already approved at the main campus. The Commission should be notified in advance of the addition of such programs.
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Distance Learning
Distance learning is
instruction carried out when the instructor and students are not in physical proximity, such as on-line classes, video classes or satellite transmission.
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Distance Learning
If less than 25% of the credits are offered via distance learning, there is no requirement to notify the Commission.
If a student may earn at least 25% but less than 50% of a program's credits through distance learning, the institution must notify the Commission before offering the courses.
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Distance Learning
If 50% or more of a program's credits can be obtained by some form of distance learning, the institution must notify the Commission 6 months in advance and provide a prospectus for approval at least 3 months in advance of offering the first program. This applies to the first distance learning program approved.
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Distance Learning
Once an institution has been approved to offer 50% or more of a program's credits through distance learning, no additional prospectus is ever requested.
For the addition of significantly different programs to the list of offerings, a letter of notification should be submitted.
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Other types of substantive changeMergers and consolidations
Merger: One institution acquires the assets of another
Consolidation: two or more institutions combine assets to form a new entity
Require written notice 6 months in advance and a combined prospectus submitted by all parties.
Due April 15 for June Commission meeting; October 1 for December Commission meeting
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Other types of substantive change
Relocating an approved off-campus site
Initiating programs or courses offered through contractual agreement or consortium
Closing a programIn each case, the institution must
notify the Commission in advance of implementation. Typically, a prospectus is not required.
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Other types of substantive change Altering significantly the mission of the
institution Changing governance, ownership, control
or legal status Significant change in the length of a
program Initiating a degree completion program Closing an institutionEach requires written notice 6 months in
advance and prior approval
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Helpful Hints When in doubt, ask us! All notifications, prospectuses and
applications should be submitted – on paper or on CD or DVD - to Dr. Wheelan. Do not send them as e-mail attachments.
Please do not send them to your staff member.
Be sure to submit a street address (not just a P.O. box) for all off-campus sites
Include the implementation date Number your pages!
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I’ll be happy to answer your questions!