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Substantive Change Policy & Procedures Manual Dyersburg State Community College

2015

Institutional Advancement Office Dyersburg State Community College

2/26/2015

Table of Contents

DSCC Substantive Change Policy………………………………………………………………..………1-2

DSCC Substantive Change Academic Procedures…………………………………………..…..3-4

Substantive Change Process………………………………………………………………………………….5

Deciding if you have a Substantive Change……………………………………..…………………6-7

Substantive Change Intake Form (Educational Programs)………………………………..8-11

Substantive Change Intake Form (Embedded Technical Certificates)……………..12-13

Appendix…………………………………………………………………………………………………………….14

Glossary of Terms……..................................................................................15-16 Policy ……………….……….……………………………………………………………………………….17 Various Types of Substantive Change……………………………………………..…..…18-22

Policy 03:07:01:00

DSCC Substantive Change Policy

I. Purpose The purpose of this policy is to comply with the substantive change procedures of the Southern Association of Colleges and Schools Commission on Colleges (“SACSCOC” or “Commission”).

II. Scope This policy is applicable to all faculty, units, divisions, departments, centers and campuses. The College is accredited by the SACSCOC. The accreditation provides public documentation of institutional quality and enables the College to seek eligibility to participate in federal programs.

In addition to five-year and ten-year reviews by the Commission, the College is required to follow substantive change procedures established by SACSCOC that include notification and approval by the SACSCOC prior to initiating a substantive change. “Substantive Change” means a significant modification or expansion of the nature and scope of an accredited institution as defined by SACSCOC. Failure to comply with the substantive change procedures of the Commission can result in serious consequences that include suspending the activity until SACSCOC approval is received, requiring the College to pay back financial aid dispersed to students, placing the College on sanctions, or removing the College’s accreditation entirely. Substantive changes include but are not limited to:

• Any change in the established mission or objective 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 • The addition of courses or programs of study at a degree or credential level different from that which is included in the institution’s current accreditation or reaffirmation • A change from clock hours to credit hours • 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% of an education program • The establishment of a branch campus • Closing a program, off-campus site, branch campus or institution • Entering into a collaborative academic arrangement that includes only the initiation of a dual or joint academic program with another institution • Acquiring another institution or a program or location of another institution • Adding a permanent location at a site where the institution is conducting a teach-out program for a closed institution • Entering into a contract by which an entity not eligible for Title IV funding offers 25% or more of one or more of the accredited institution’s programs

Certain substantive changes require prior notification to SACSCOC. Other substantive changes require submission of a substantive change prospectus prior to the implementation of the substantive change. Many substantive changes require on-site committee reviews by SACSCOC. In consultation with the SACSCOC policies and staff, the College’s Accreditation Liaison determines the applicability of SACSCOC Substantive Change policy to the above described activities.

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III. Policy

The College is dedicated to the expansion of academic opportunities through the development and offering of programs and courses offered off-site or by electronic means, in support of the College’s mission. The College’s SACSCOC Accreditation Liaison will be consulted prior to beginning a process that results in a substantive change. Accordingly, the College’s SACSCOC Accreditation Liaison is responsible for reporting any substantive changes to the Commission.

PROCEDURE Dyersburg State Community College (“College”) has developed procedures for divisions and units to follow when developing and delivering College courses off-site, electronically, or for a new program and program level, program closures, and contracts or consortial agreements for instruction. Prior to developing and delivering College courses off-site, electronically, or for a new program and program level, please consult these procedures. These procedures can be found online at the College’s website, or by contacting the College’s SACSCOC Accreditation Liaison.

Depending on the specific nature of the change, it must be reported to SACSCOC as notification and approval in a timely manner. All submissions will be coordinated through the College’s SACSCOC Accreditation Liaison. Any unit or division initiating a substantive change to the College’s current accreditation or reaffirmation must notify the College’s SACSCOC Accreditation Liaison as soon as the change is considered.

All questions about whether a change is substantive should be directed to the College’s SACSCOC Accreditation Liaison for guidance.

All correspondence with SACSCOC will be submitted by the College President or the College’s SACSCOC Accreditation Liaison.

IV. Compliance

The policy applies to all faculty, staff, units, divisions, departments, centers and campuses that are responsible for complying to the SACSCOC Substantive Change policy.

V. Definitions

1. Substantive Change is a significant modification or expansion of the nature and scope of an accredited institution.

2. Notification is a letter from an institution’s chief executive officer, or his/her designated representative, to SACSCOC President summarizing a proposed change, providing the intended implementation date, and listing the complete physical address if the change involves the initiation of an off-campus site or branch campus.

3. Prospectus is submitted for larger scale changes, such as adding significantly different programs to the academic curriculum or offering a majority of coursework that must be completed online. Must be submitted at least 3 months prior to the anticipated implementation date.

4. SACSCOC is recognized by the United States Department of Education (USDOE).

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Dyersburg State Community College Substantive Change Academic Procedures

The following guidelines should be followed when developing and delivering College courses off-site, electronically, or for a new program or certificate. The Office of Institutional Advancement will monitor the implementation of these procedures by tracking governance action items, curriculum items, and course scheduling reports.

Substantive changes requiring notification only prior to implementation include, but are not limited to: For site-based/classroom group instruction (where the instructor is present)

• initiating an off-campus site at which a student may earn 25%-49% of credits toward a program (including dual enrollment sites) • moving an approved off-campus instructional site within the same geographic area to serve

essentially the same pool of students For distance learning/technology-based group or individual instruction (where instructor and student are geographically separated) • Offering for the first time credit courses via distance learning/technology-based instruction by which students can obtain 25%-49% of credits toward an educational program.

• Initiating program/courses delivered through contractual agreement or a consortium • 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 accredited institution

• Repackaging of an existing approved curriculum

Substantive changes requiring approval prior to implementation include, but are not limited to: • Initiating coursework, certificates or programs of study at a different level than those previously approved by SACSCOC • Initiating certificate programs for workforce development • Initiating other certificate programs • Initiating off-campus sites (including dual enrollment sites) where students can obtain

50% or more of the credits toward a program • Initiating degree completion programs • Initiating a branch campus • Initiating distance learning or correspondence courses and programs by which

students can earn at least 50% of program’s credits through delivery in a format other than face-to-face

• Expanding at the institution’s current degree level • Initiating a significant change in the established mission of the institution • Changing from clock hours to credit hours • Changing significantly the length of a program, substantially increases the number

of clock or credit hours awarded for successful completion of a program • Relocating a main or branch campus • Initiating a collaborative academic program with another institution not accredited by

SACSCOC • Entering into a contract with an entity not certified to participate in USDOE Title IV

programs The College’s first step is determination of the type of substantive change and reporting requirements. Initial information will be requested from the division or unit initiating the change. The next step is a letter of intent or notification to SACSCOC signed by the College President

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(or the SACSCOC accreditation liaison) with basic information regarding the change. SACSCOC will then determine if a formal prospectus is required. If so, the Office of Institutional Advancement will provide the unit/division desiring to institute the change a template to use for the prospectus and will assist in preparing the prospectus for submission to SACSCOC. The time frame for submitting the prospectus information to the Office of Institutional Advancement must accommodate an adequate review timeline by SACSCOC Substantive Change office, which is generally prior to implementation or up to six (6-8) months in advance of the possible change. Process for Internal Reporting: All questions about whether a change is substantive should be sent to the Office of Institutional Advancement for guidance.

All correspondence with SACSCOC will be submitted by the College President or designee, the Vice President of Institutional Advancement and Continuing Education, who also serves as the SACSCOC Liaison. Given their significance to the continued accreditation status of the College, all substantive change requests that require SACSCOC approval shall be reported to the College President.

Process for Review: The Substantive Change Intake Form will be reviewed by the Vice President of Institutional Advancement and Continuing Education (SACSCOC Liaison). If the proposed change requires prior approval from SACSCOC, the Substantive Change Intake Form and supporting documentation will be reviewed by the Vice President of the College prior to development of a prospectus, and prior to submission of the prospectus to SACSCOC. Any further actions required to be filed with the SACSCOC will be coordinated by the College's SACSCOC Liaison.

Dyersburg State Community College does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and activities. The Director of Human Resources/Affirmative Action Officer has been designated to handle inquiries regarding the non-discrimination policies and can be reached at Eller Administration Building, Room 231; 1510 Lake Road, Dyersburg, TN 38024; 731-286-3316; [email protected]. A Tennessee Board of Regents Institution. PUB#0215207

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Substantive Change Process

1 Common Substantive Changes: Offering a new program or expansion of an existing college program at either an

off-site location or through distance education; Initiating coursework through a contractual agreement or memorandum of

understanding (MOU); Initiating a new degree or certificate program; Developing a new

campus, center, or off-campus instructional site

2 Recommendation by appropriate division/unit

3 Recommendation by appropriate dean or vice president

4 Recommendation by the following, depending on the type of change: Instructional Council

Financial Aid Contracting Officer

Facilities Officer

5 Submission to the Office of Institutional Advancement for review

6 Approval by the Vice President of the College with notification and approval from the President of the College

7 Report to SACSCOC

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Deciding if you might have a SACSCOC substantive change: The different types of substantive change, the specific procedure to be used for each, their respective approval/notification requirements and their reporting timelines can be found in the Substantive Change for SACSCOC Accredited Institutions / Policy Statement: http://www.sacscoc.org/pdf/081705/SubstantiveChange.pdf

Initiating off-campus sites (including Early College High School and dual enrollment programs offered at the high schools) If you are involved with academic planning or scheduling of degree coursework, please answer the following questions to determine if you should complete the substantive change intake form:

1. Can a student obtain 25-49% of credit toward a program at this site/high school

2. Can a student obtain 50% or more credits toward a program at this site/high school If you answered yes to one or more of the questions above, please complete the substantive change intake form for Educational Programs and return it via email to the Office of Institutional Advancement. Programs and Certificates

If you are involved with an academic program or certificate, please answer the following questions to determine if you should complete the substantive change intake form:

1. Does this involve development of a new degree or certificate program?

2. Does this new degree or certificate program involve a contract, MOU, grant, or consortium for the development or construction of all or part of a program or certificate? (This applies whether the College is outsourcing instruction or our College is providing the instruction for another organization or company.)

3. Does this involve instruction of courses delivered by Dyersburg State Community College instructors/employees at an off-campus location?

4. Does this involve the deactivation of a program or certificate?

5. Does this involve the closing of the site, or relocation of the program to a new site?

If you answered yes to one or more of the questions above, please complete the substantive change intake form for Educational Programs and return it via email to the Office of Institutional Advancement.

New Embedded Technical Certificates

If you are involved with the development of a new embedded technical certificate, please complete the embedded technical certificate substantive change intake form.

6

http://www.sacscoc.org/pdf/081705/SubstantiveChange.pdf

Administration

If you are involved with an administrative department, please answer the following questions to determine if you should contact the Office of Institutional Advancement regarding a potential substantive change:

1. Does this include initiating a contract, MOU, grant, or consortium regarding outsourcing instruction or regarding the College’s provision of instruction for another organization or company?

2. Does this potential substantive change include buying new property for the College?

3. Does this potential substantive change include opening a new College owned campus or center?

4. Does this potential substantive change involve a new off-campus instructional site?

5. Does this potential substantive change involve the closing of a site or branch campus?

6. Does this potential substantive change include the relocation of an off-campus instructional site?

If you answered yes to one or more of the self-assessment questions above, please contact the Office of Institutional Advancement at (731) 286-3346 for information regarding SACSCOC approval of your potential substantive change.

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Dyersburg State Community College Substantive Change Intake Form for

Educational Programs

In addition to SACSCOC approval, this proposed substantive change may require notification to the U.S. Department of Education (USDOE). This includes a 90 day review period prior to awarding federal financial aid to students in the new program.

Part One:

Date:

Contact Person: Division:

Email: Phone:

Part Two:

Please answer the following questions below by placing a check mark in the appropriate box regarding your proposed change.

Does your proposed change include….

YES

NO

YES

NO

1. Initiating a new program…

…using existing approved courses

…at a new off-campus site

…that is a significant departure from previously approved programs

2. Initiating a certificate program at employer’s request and on short notice …using existing approved courses

…at a new off-campus site (previously approved program)


3. Initiating other certificate programs ……..using existing approved courses

………at a new off-campus site (previously approved program)

…….that is a significant departure from previously approved programs

4. Initiating joint or dual degrees with another institution: Joint Programs (When a student studies at two or more institutions and is awarded a single credential bearing both institution names)

-With another SACSCOC accredited institution

-With an institution not accredited by SACSCOC

Dual Programs (When a student studies at two or more institutions and each institution awards a separate credential)

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Does your proposed change include….

YES

NO

YES

NO

5. Initiating off-campus sites (including Early College High School programs and dual enrollment programs offered at the high school) where a…

…Student can obtain 50 percent or more credits/clock hours toward program/certificate

…Student can obtain 25-49 percent of credits/clock hours toward a program/certificate

…Student can obtain 24 percent or less of credits/clock hours toward a program/certificate

6. Altering significantly the length of a program (rule of thumb is increasing or decreasing the number of credit hours/clock hours by 25% or more)

7. Initiating or expanding distance learning…

…Offering 50 percent or more of the credits/clock hours toward a program or certificate

…Offering 25-49 percent of the credits/clock hours toward a program or certificate

8. Initiating programs/courses offered through contractual agreement or consortium

9. Entering into a contract with an entity not certified to participate in USDOE Title IV programs

…..if the entity provides 25% or more of the credit/clock hours of an educational program offered by the COC accredited institution

….if the entity provides less than 25% of the credit/clock hours of an educational program offered by the accredited institution

10. Initiating degree completion programs

11. Closing a program:

…closing a program with internal teach-out protocol

… closing a program with a teach-out agreement with another institution

Brief Description of the Proposed Change you marked above:

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Will this program be offered via distance education?

Date of Proposed Implementation :

Part Three for Initiating New Programs Only: (Please Complete both parts A & B)

Part A:

*If initiating new programs, please answer the following questions: 1. New Program of Study (POS) number 2. Total number of credit hours or clock hours of the new program 3. Programs of Study (include POS number) of similar or closely related programs at the College

4. Number of new full-time and part-time faculty needed 5. Credentials required of faculty 6. Has the College previously credentialed faculty in this discipline or subject? Yes No 7. Number of new courses that will be added to the College Catalog 8. Extent and cost of new library or other learning resources to support the new program or certificate

9. Estimated cost of new equipment or facilities to support the new program or certificate

10. Type of funding/resource base for the new program or certificate (i.e. Grant, external contract, etc.)

11. Anticipated date of Curriculum Committee approval 12. Anticipated date of first day desire to admit students (in new program or certificate) 13. Anticipated date of first class 14. Is this program or certificate based on a written agreement/contract (i.e. Military, Aviation)? If so, please attach a copy.

Part B:

Is this new program or expansion of existing program including a new off-campus instructional site? If so, please answer the following questions:

1. Is this question applicable? Yes No 2. Street address of site 3. Property Owner (Name of Company or Organization) 4. Reason for selecting the site

Please attach any additional documentation or information that accompanies this Substantive Change Intake Form prior to submitting to the Office of Institutional Advancement email at: [email protected]. For more information call 731-286-3346.

------------------------------------------------------------------------------------------------------------------------------------------

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mailto:[email protected]

Internal Office Use Only

Review by the College’s SACSCOC Accreditation Liaison:

Accreditation Liaison’s Date of Review: ____________

Curriculum Services Date of Review and Verification (if applicable): ___________

Returned to program/division/department for additional explanation: _____________

Approval by the Vice President of the College:

Date of Approval Decision: ___________

Approve – Description of actions needed for SACSCOC Compliance ________

Not approved – Reason

Returned to program/division/department for additional explanation:

Next Steps:

Notification or prospectus to SACSCOC

etc.

Notification to internal stakeholders such as College President, Financial Aid, Curriculum Services, Registrar,

Dyersburg State Community College, a Tennessee Board of Regents institution, does not discriminate on the basis of race, color, religion, creed, ethnic or national origin, sex, sexual orientation, gender identity/expression, disability, age (as applicable), status as a covered veteran, genetic information, and any other category protected by federal or state civil rights law. The Equity Officer has been designated to handle inquiries regarding the non-discrimination and equal employment opportunity policies and can be reached in the Eller Building - Room 231 - 1510 Lake Road - Dyersburg, TN 38024 - (731) 286-3316 - [email protected].

Dyersburg State Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award degrees at the associate level. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of Dyersburg State Community College.

www.dscc.edu 11


Dyersburg State Community College

Substantive Change Intake Form for New Embedded Technical Certificates

Note: In addition to SACSCOC notification and possible SACS approval, this proposed substantive change requires notification to the U.S. Department of Education (USDOE).

Part One:

Date:

Contact Person:

Division:

Email: Phone:

Name of the new technical certificate:

Will the new technical certificate be offered via distance education?

Date of Proposed Implementation:

Part Two: (Please Complete both parts A & B)

*If there is an economic impact stated in the curriculum proposal for the embedded technical certificate, do not complete the abbreviated New Embedded Technical Certificates Form, complete the unabbreviated Academic Program Substantive Change Intake Form.

Part A:

*If initiating a new embedded technical certificate, please answer the following questions:

1. Name of the degree in which the certificate will be embedded:

2. Program of Study number of which the certificate is part: 3. The total number of credit hours in the certificate: 4. Will the technical certificate use existing appropriately credentialed faculty as well as using current

library resources or e q u i p m e n t ? Yes No If no, please state the reason.

5. Number of new full-time and part-time faculty needed: 6. Credentials required of faculty in the new program 7. Has the College previously credentialed faculty in this discipline or subject? Yes No 8. Type of external funding/resource used to secure the new technical certificate (i.e. Grant, external

contract, etc.)

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9. Anticipated date of Curriculum Committee approval 10. Anticipated date of first day to admit students (in new certificate) 11. Anticipated date of first class 12. Is the certificate based on a written agreement/contract? (i.e. Military, Aviation) ?

If so, please attach a copy of the agreement/contract.

Part B:

Does the new technical certificate involve offering coursework at a new off-campus site? If so, please answer the following questions: (example-Farm Credit requests that the courses are taught to their employees at their office location on Lake Road)

1. Is this question applicable? Yes No 2. Street address of site 3. Property Owner (Name of Company or Organization) 4. Reason for selecting the site

Please attach any additional documentation (i.e. the curriculum proposal) or information that accompanies this Substantive Change Intake Form prior to submitting to the Office of Institutional Advancement via email at [email protected]. If you have any questions, please call 731-286-3346.

Internal Office Use Only

Reviewed by the College’s SACSCOC Accreditation Liaison: Date of Review: Curriculum Services Date of Review and Verification (if

applicable): Returned to program/department for additional explanation:

Approval by the Vice President of the College: Date of Approval Decision:

Approve – Description of actions needed for SACSCOC Compliance Not approved – Reason Returned to program/division/department for additional explanation:

Next Steps:

Notification or prospectus to SACSCOC Notification to internal stakeholders: College President, Financial Aid, Curriculum Services, Registrar, etc.


Dyersburg State Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award degrees at the associate level. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of Dyersburg State Community College.

www.dscc.edu

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http://www.dscc.edu/

Appendix

Glossary of Terms Substantive Change for SACSCOC Accredited Institutions …………………………................…15-16 Policy Substantive Change for SACSCOC Accredited Institutions ……………….……….................……...17 Various Types of Substantive Change Substantive Change for SACSCOC Accredited Institutions……………………………………..…18-22

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Substantive Change for SACSCOC Accredited Institutions Glossary of Terms

http://www.sacscoc.org/pdf/081705/SubstantiveChange.pdf Branch Campus – a location of an institution that is geographically apart and independent of the main campus of the institution. A location is independent of the main campus if the location is

• permanent in nature • offers courses in educational programs leading to a degree, certificate, or other recognized

educational credential • has its own faculty and administrative or supervisory organization and • has its own budgetary and hiring authority

Contractual Agreement - typically is one in which an institution enters an agreement for receipt of courses/programs or portions of courses or programs (i.e., clinical training internships, etc.) delivered by another institution or service provider.

Consortial Relationship - A consortial relationship typically is one in which two or more institutions share in the responsibility of developing and delivering courses and programs that meet mutually agreed upon standards of academic quality. Direct Assessment Competency Based Educational Programs - Federal regulations define a direct assessment competency-based educational program as an instructional program that, in lieu of credit hours or clock hours as a measure of student learning, uses direct assessment of student learning relying solely on the attainment of defined competencies, or recognizes the direct assessment of student learning by others. The assessment must be consistent with the accreditation of the institution or program using the results of the assessment. Distance Education – a formal educational process in which the majority of the instruction (interaction between students and instructors and among students) in a course occurs when students and instructors are not in the same place. Instruction may be synchronous or asynchronous. A distance education course may use the internet; one-way and two-way transmissions through open broadcast, closed circuit, cable, microwave, broadband lines, fiber optics, satellite, or wireless communications devices; audio conferencing; or video cassettes, DVD’s and CD-ROMs if used as part of the distance learning course or program. Dual Degree – a separate program completion credentials each of which bears only the name, seal, and signature of the institution awarding the degree to the student. Educational Program – a coherent course of study leading to the awarding of a credential (i.e., a degree, diploma or certificate). Geographically Separate – an instructional site or branch campus that is located physically apart from the main campus of the institution. Joint Degree – a single program completion credential bearing the names, seals, and signatures of each of the two or more institution’s awarding the degree to the student. Modified Prospectus - a prospectus submitted in lieu of a full prospectus for certain designated

15


substantive changes. When a modified prospectus is acceptable, the Commission specifies requested information from the institution. Notification - a letter from an institution’s chief executive officer, or his/her designated representative, to SACSCOC President summarizing a proposed change, providing the intended implementation date, and listing the complete physical address if the change involves the initiation of an off-campus site or branch campus. The policy and procedures for reporting and review of institutional substantive change are outlined in the document “Substantive Change for Accredited Institutions of the Commission on Colleges.”

Significant Departure - a program that is not closely related to previously approved programs at the institution or site or for the mode of delivery in question. To determine whether a new program is a “significant departure,” it is helpful to consider the following questions:

■ What previously approved program(s) does the institution offer that is closely related to the new program and how are they related?

■ Will significant additional equipment or facilities be needed?

■ Will significant additional financial resources be needed?

■ Will a significant number of new courses be added to the curriculum?

■ Will a significant number of new faculty members be required?

■ Will significant additional library/learning resources be needed?

Teach-Out Agreement – a written agreement between institutions that provides for the equitable treatment of students and a reasonable opportunity for students to complete their program of study if an institution, or an institutional location that provides 50% or more of at least one program offered, ceases to operate before all enrolled students have completed their program of study. This applies to the closure of an institution, a site, or a program. Such a teach-out agreement requires SACSCOC approval in advance of implementation. Teach-Out Plan - a written plan developed by an institution that provides for the equitable treatment of students if an institution, or an institutional location that provides 50% or more of at least one program, ceases to operate before all students have completed their program of study, and may include, if required by the institution’s accrediting agency, a teach-out agreement between institutions. This applies to the closure of an institution, a site, or a program. Teach–out plans must be approved by SACSCOC in advance of implementation.

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The Policy

Commission Responsibilities

The Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) accredits an entire institution and its programs and services, wherever they are located or however they are delivered. It is responsible for reviewing all substantive changes that occur between an institution’s decennial reviews, determining whether the changes have affected the quality of the total institution, and assuring the public that all aspects of the institution continue to meet defined standards.

SACSCOC is recognized by the U.S. Department of Education as an agency whose accreditation enables its member institutions to seek eligibility to participate in Title IV programs. To maintain its recognition with the U.S. Department of Education, SACSCOC has incorporated federal requirements into its substantive change policy and procedures. Some of those requirements specify that an institution seek and receive approval prior to the initiation of a substantive change so that the change can be included in the institution’s scope of accreditation.

Institutional Responsibilities

It is the responsibility of an institution to follow SACSCOC substantive change procedures and inform SACSCOC of substantive changes as specified in those procedures. If an institution is unclear as to whether a change is substantive in nature, it should contact SACSCOC staff for consultation. SACSCOC accredits institutions, not systems. While a system may provide SACSCOC with important information regarding changes planned or underway at its institutions, it is expected that each institution will follow the reporting requirements of the substantive change policy.

Procedures for Reporting: An Overview

There are three procedures for addressing the different types of substantive changes included in this document:

• Procedure One for the Review of Substantive Changes Requiring Notification and Approval Prior to

Implementation

• Procedure Two for the Review of Substantive Changes Requiring Only Notification Prior to Implementation

• Procedure Three for Closing a Program, Site, Branch Campus or Institution.

Procedures for the following types of changes are included in a separate document, “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status.”

• initiating mergers or consolidations • acquiring any program or site from another institution • adding as a permanent location any site where the institution is conducting a teach-out for students of another institution that is closing • changes in governance, ownership, means of control or legal status

Procedures for approval of direct assessment competency-based education programs are in a separate document, “Direct Assessment Competency-Based Educational Programs.”

The initiation or revision of programs not offered for academic credit and that are not eligible for federal financial aid does not require reporting; however, such programs are subject to review at the time of reaffirmation.

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http://www.sacscoc.org/pdf/081705/Mergers.pdf



http://www.sacscoc.org/pdf/081705/DirectAssessmentCompetencyBased.pdf

Reporting the Various Types of Substantive Change

The different types of substantive change, the specific procedure to be used for each, their respective approval/notification requirements, and their reporting time lines are included in the table that follows. Please read the full text under the appropriate procedure for details regarding reporting.

Types of Change

Procedure

Prior Notification

Required

Time Frame for

Contacting COC

Prior Approval Required

Documentation

Initiating coursework or programs at a different level than currently approved

1

NA

NA

Yes

Application for Level Change

Due dates: April 8 or

September 15

Expanding at current degree level (significant departure from current programs)

1

Yes

6 months

Yes

Prospectus

Initiating a branch campus (See definition of “branch campus” on p. 3 of this document.)

1

Yes

6 months

Yes

Prospectus

Relocating a main or branch campus

1

Yes

6 months

Yes

Prospectus

Moving an off-campus instructional site (serving the same geographic area)

2

Yes

Prior to implementation

NA

Letter of notification with new address and starting

date

Initiating degree completion programs

1

NA

NA

Yes

Prospectus

Initiating a certificate program at employer’s request and on short notice


NA

NA

NA

NA

NA


1

NA

NA

Yes

Modified prospectus


1

Yes Approval required prior

to implementation

Yes

Modified prospectus

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Types of Change

Procedure

Prior Notification

Required

Time Frame for

Contacting COC


Documentation

Initiating other certificate programs


NA

NA

NA

NA

NA


1

NA

NA

Yes

Prospectus


1

Yes

6 months

Yes

Prospectus

Altering significantly the educational mission of the institution

1

NA

NA

Yes

Contact Commission Staff (Also see page 16, item 9)

Initiating joint or dual degrees with another institution: (See “Agreements Involving Joint and Dual Academic Awards” policy)

Joint Programs: with another SACSCOC accredited institution

2

Yes

Prior to

implementation

NA Copy of signed agreement and contact information for

each institution

Joint Programs: with an institution not accredited by SACSCOC

1

Yes

6 months

Yes

Prospectus

Dual Programs

2

Yes

Prior to

implementation

No Copy of signed agreement and contact information for

each institution

Initiating off-campus sites (including Early College High School and dual enrollment programs offered at the high school)

Student can obtain 50% or more credits toward program

1

NA

NA

Yes

Prospectus

…Student can obtain 25- 49% of credit

2

Yes Prior to

implementation

NA

Letter of notification

…Student can obtain 24% or less

NA

NA

NA

NA

NA

19

http://www.sacscoc.org/pdf/JointDualAwards.pdf





Types of Change

Procedure

Prior Notification

Required

Time Frame for

Contacting COC


Documentation

Expanding program offerings at previously approved off-campus sites

…Adding approved programs that ARE NOT significantly different from current programs at the site

NA

NA

NA

NA

NA

…Adding approved programs that ARE significantly different from current programs at the site but NOT at the institution

NA

NA

NA

NA

NA

Adding programs that ARE significantly different from current programs at the site AND at the institution

1

Yes

6 months

Yes

Prospectus

Altering significantly the length of a program

1

NA

NA

Yes

Modified Prospectus

Changing from clock hours to credit hours

1

NA

NA

Yes Justify reasons for

change, indicate calculation of equivalency,

and other pertinent information

Initiating a direct assessment competency- based program

See SACSCOC Policy “Direct Assessment Competency-

Based Educational Programs”

Yes

6 months

Yes

Submit “Screening Form” with letter of notification. If Prospectus is required,

due dates: April 8 or September 15.

Initiating distance learning…

Offering 50% or more of a program for the first time

1

NA

NA

Yes

Prospectus

…Offering 25-49%

2

Yes Prior to

implementation

No

Letter of notification

…Offering 24% or less

NA

NA

NA

NA

NA

Initiating programs or courses offered through contractual agreement or consortium

2

Yes

Prior to implementation

NA

Letter of notification and copy of signed agreement

20








Types of Change

Procedure

Prior Notification

Required

Time Frame for

Contacting COC


Documentation

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 COC accredited institution

1

NA

NA

Yes

Prospectus

…if the entity provides less than 25% of an educational program offered by the COC accredited institution

2

Yes

Prior to

implementation

NA

Copy of the signed agreement

Initiating a merger/consolidation with another institution

See SACSCOC policy “Mergers, Consolidations,

Change of Ownership,

Acquisitions, and Change of

Governance, Control, Form, or

Legal Status”

Yes

6 months

Yes

Prospectus


September 15

Changing governance, ownership, control, or legal status of an institution





Legal Status”

Yes

6 months

Yes

Prospectus


September 15

Acquiring any program or site from another institution





Legal Status”

Yes

6 months

Yes

Prospectus

Adding a permanent location at a site where the institution is conducting a teach-out for students from another institution that is closing





Legal Status”

Yes

6 months

Yes

Prospectus

21





































































http://www.sacscoc.org/pdf/081705/SubstantiveChange.pdf (February 23, 2015). 22


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Dyersburg State Community College is accredited by the Southern Association of Colleges and Schools Commission on Colleges to award degrees at the associate level. Contact the Commission on Colleges at 1866 Southern Lane, Decatur, Georgia 30033-4097 or call 404-679-4500 for questions about the accreditation of Dyersburg State Community College.-compliance with a requirement or standard.


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