SECTION BH.1


LOCAL GOVERNANCE
PROCEDURES FOR REPORTING SUBSTANTIVE CHANGE

Procedure


INTRODUCTION

The purpose of this procedure is to describe the process Navarro College will use to identify, manage, and report substantive changes to the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). Substantive changes are defined in the Navarro College Substantive Change Policy and the required reporting and notification procedures are described at http://www.sacscoc.org/pdf/081705/SubstantiveChange.pdf.


PROCEDURE STATEMENT

Navarro College will maintain compliance through timely reporting on areas of substantive change to SACSCOC. In accordance with the Substantive Change for Accredited Institutions of the Commission on Colleges Policy Statement, the College will formally review all substantive change forms by September 15 and February 15 of each year. Changes that are determined to be substantive and require a SACSCOC procedure will be returned to the initiating academic or administrative unit(s) with instructions regarding preparation of a prospectus or documentation for notification. If a Prospectus is required (see chart below), it must be completed and submitted to the SACSCOC Oversight Committee by November 1 for the fall semester of the next academic year and May 1 for the summer and spring semester of the next academic year. Changes that are determined not to be substantive will be returned to the initiating academic and administrative units(s) for continued monitoring, processing, and possible implementation.

Semester
Navarro College
Substantive Change Form
First Draft of
Prospectus
Due to SACSCOC
Fall
September 15
November 1
January 1
Spring/Summer
February 15
May 1
July 1

PROCESS

A. The SACSCOC Liaison is responsible for monitoring all potential substantive change needs, and will direct appropriate personnel to initiate a Substantive Change Request Form (available on the intranet) when necessary.

B. Once completed, Substantive Change Request Forms will be rerouted to the SACSCOC Oversight Committee.

C. The SACSCOC Oversight Committee is co-chaired by the Vice President of Academic Affairs (VP/AA) and Vice President of Enrollment Management and Institutional Effectiveness (VP/EMIE). The SACSCOC Oversight Committee reviews the required form to determine whether a proposed change is substantive in nature and what procedure is necessary. If needed, the VP/AA contacts SACSCOC staff for consultation.

D. The SACSCOC Oversight Committee advises the initiator regarding preparation of required SACSCOC substantive change notification or prospectus within the required time frame.

E. The SACSCOC Oversight Committee reviews and coordinates the preparation of documents.

F. The SACSCOC substantive change notification or prospectus is presented to the appropriate internal authority for approval.

G. The substantive change notification or prospectus is then submitted to SACSCOC for approval.

H. The College will defer implementation on substantive changes requiring approval.

I. An inventory of substantive change submissions and outcomes will be maintained by the VP/EMIE.


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.


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 teh appropriate procedure for details regarding reporting.

Types of ChangesProcedure or PolicyPrior Notification RequiredPrior Approval RequiredDocumentation & Time Frame for Contacting SACSCOC
Initiating coursework or programs at a different level than currently approved
Procedure 1
No
Yes
Application for Level Change

DUE DATES:
March 15 (for June review)
September 1 (for December 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)



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


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 institution



Initiating programs/
courses offered through contractual
agreement or
consortium




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



Initiating distance learning by offering 50% or more of the first program for the first time



Relocating a main or branch campus



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 institution
Procedure 1
No
Yes
Cover 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 Awards
No
Yes
Cover 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 SSee SACSCOC policy
“Agreements Involving Joint and Dual Academic Awards
At least 6 months prior to implementation
Yes
Acceptance 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 Form
Yes
Submit “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 institution



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



Acquiring any program or site from another institution



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)
Yes
Cover 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“)

Due 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)



Initiating a certificate program that is a significant departure from previously approved programs at employer’s request and on short notice



Adding a site under a U.S. military contract for a previously approved program



Altering significantly the length of a program



Altering significantly the educational mission of the institution
Procedure 1
No
Yes
Cover Sheet
Modified prospectus
Contact Commission Staff
Changing from clock hours to credit hours
Procedure 1
No
Yes
Justify reasons for change, indicate calculation of equivalency, and other pertinent information
Moving an off-campus instructional site (serving the same geographic area)
Procedure 2
Yes
No
Letter 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 implementation
No
Acceptance of notification, copy of signed agreement and contact information for each institution.
See Policy.
Initiating programs or courses offered through contractual agreement or 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 SACSCOC accredited institution
Procedure 2
Yes
No
Letter of notification and copy of signed agreement
Initiating off-campus sites where student can obtain 25- 49% 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)



Initiating distance learning by offering 25-49 of the first program for the first time
Procedure 2
Yes
No
Letter 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
Procedure 3
Yes
Yes
Description 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)
Procedure 3
Yes
Yes
Description of teach-out plan, copy of signed teach-out agreement(s) detailing terms included with notification

Date Issued: January 22, 2015

Revised Date: June 28, 2016