Faculty Policies

Substantive Change Review Policy

It is the University's intention to adhere to the provisions of the Southern Association of Colleges and Schools Commission on College’s (SACSCOC) policy for Substantive Change as published on the Commission’s website. New academic program proposals, program modifications, plans for program closure, and delivery system changes will be reviewed by the VP for Institutional Effectiveness and Planning or a designated representative in order to identify and respond in a timely manner to potential substantive changes. This review is typically documented by the sign-off approval of the VP for Institutional Effectiveness on the new course proposal form or the course/program change form.

Vice presidents, deans, department chairs, and directors or other University employees planning actions that may constitute a substantive change shall alert and consult with the Vice President for Institutional Effectiveness and Planning early in the planning process to ensure the institution’s appropriate interaction with the Commission.

Definition: A substantive change is defined as a significant modification or expansion of the nature and scope of an accredited institution and may require notification and/or approval by the Commission SACSCOC prior to implementation.

Examples of substantive changes include (but are not limited to) the following:

• 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 credentials).

• 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. An agreement offering more than 50% of one or more of an institution’s programs is prohibited by federal regulation.

• Substantially increase or decrease in 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.

The current listing of actions considered substantive changes and the specific response and timing of that response to the Commission required for each is published on the SACSCOC website. Search for “Substantive Change Policy” on https://sacscoc.org. The approval process for new academic programs, program changes, and program closures includes a review for potential substantive changes by the Vice President for Institutional Effectiveness and Planning. In the case of a program closure, a teach out plan will be developed to include:

• Communication to affected students, faculty and staff of the date after which no additional students will be admitted

• Clarity on any additional costs students may incur as a result of the program closure

• Provisions for completion of the program for enrolled students on a reasonable schedule that may include a formal teach out agreement with another institution

• The identification of assistance for redeployment or search for other employment for any displaced faculty and staff

• Any other provisions as detailed by the current SACSCOC policy related to Substantive Change

Other types of substantive changes that surface through unit or institutional planning discussions are to be referred to the Vice President for Institutional Effectiveness and Planning for the appropriate institutional action to conform to the SACSCOC substantive change policy. In collaboration with the unit initiating the change, the Vice President for Institutional Effectiveness and Planning will organize the submission of the appropriate notification from the President and/or the required documentation, such as a prospectus, in a timely manner.