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Central Virginia Community College (CVCC)
SACSCOC Substantive Change Notification Policy
(Revised 5/2014)
 
Personnel Responsible for Implementation of this Policy:  CVCC SACSCOC Liaison
 
Purpose
 
Compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) Comprehensive Standard 3.12.1.
 
Policy
 
All substantive changes will be reported to SACSCOC in accordance with the SACSCOC policy statement “Substantive Change for SACSCOC Accredited Institutions.”
 
A substantive change is a significant modification or expansion of the nature and scope of an accredited institution. Under federal regulations, 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
·          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 educational 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
 
Responsibility
 
It is the responsibility of CVCC to follow SACSCOC substantive change procedures and inform SACSCOC of substantive changes as specified in the policy statement. 
 
Procedure
 
To ensure compliance, CVCC conducts a formal review of all forms of substantive change in the SACSCOC policy statement “Substantive Change for SACSCOC Accredited Institutions” no later than February 15 and October 15 of each year.  In order to ensure all forms of substantive change are captured in each review within the designated time frame, responsibility for initiating the reporting of each form of substantive change is designated to a specific administrator(s) at CVCC (Appendix A). The biannual reviews are initiated by the CVCC SACSCOC Liaison and a response is solicited from each responsible administrator.  When a substantive change is warranted, the SACSCOC Liaison and responsible administrator(s) jointly prepare documentation in accordance with the Commission’s policies, and the President’s office sends the information to the Commission.
 
There are three procedures for addressing substantive changes.  They are:
 
·          Procedure One (1) for the Review of Substantive Changes Requiring Notification and Approval Prior to Implementation
 
·          Procedure Two (2) for the Review of Substantive Changes Requiring Only Notification Prior to Implementation
 
·          Procedure Three (3) for Closing a Program, Site, Branch Campus or Institution.
 
The corresponding procedure type for each kind of substantive change is noted in Appendix A. 
 
A detailed description is available in the “Substantive Change for SACSCOC Accredited Institutions” policy statement which is available on the SACSCOC website.
 
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, their reporting time frames, and the CVCC staff member responsible for initiation of the process are included in the table below.
 
Types of Change
Procedure
Prior
Notification
Required
Time Frame for
Contacting COC
Prior
Approval
Required
Documentation
CVCC Staff Responsible for Initiation of Process
Initiating coursework or programs at a different level than currently approved
1
NA
NA
Yes
Application for Level Change
Due dates: April 15 or
September 15
College President
Expanding at current
degree level (significant departure from current programs)
1
Yes
6 months
Yes
Prospectus
College President
Initiating a branch
campus
1
Yes
6 months
Yes
Prospectus
College President
Initiating a certificate
program at employer’s request and on short notice
 
 
 
 
 
 
 
 
 
 
 
 
…using existing
approved courses
NA
 
NA
 
NA
 
NA
 
NA
 
 
…at a new off-campus site (previously
approved program)
 
1
 
NA
 
NA
 
Yes
 
Modified prospectus
 
Division Dean
…that is a significant
departure from
previously approved
programs
 
1
 
Yes
 
Approval required prior to
implementation
 
Yes
 
Modified prospectus
 
Initiating other certificate Programs
 
 
 
 
 
 
… using existing
approved courses
NA
 
NA
 
NA
 
NA
 
NA
 
 
… at a new off-campus site (previously
approved program)
1
 
NA
 
NA
 
Yes
 
Prospectus
 
Division Dean
…that is a significant
departure from previously approved
programs
1
Yes
6 months
Yes
Prospectus
 
Altering significantly the educational mission of the institution
1
NA
NA
Yes
Contact Commission Staff
College President
Initiating joint or dual
degrees with another institution
 
 
 
 
 
 
Joint programs
…….with another
SACSCOC accredited Institution
2
 
Yes
 
Prior to
Implementation
 
NA
 
Copy of signed agreement and contact information for each institution
 
Vice President Academic Affairs and Student Services
…….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
 
Vice President Academic Affairs and Student Services and Division Dean
 
…Student can obtain 25-49% of credit
 
2
 
Yes
 
Prior to
Implementation
 
NA
 
Letter of
Notification
 
 
…Student can obtain 24% less
NA
NA
NA
NA
NA
 
Expanding program
offerings at previously
approved off campus sites
 
 
 
 
 
 
 
…Adding programs that are significantly different from current programs at the site
 
NA
 
NA
 
NA
 
NA
 
NA
 
Vice President Academic Affairs and Student Services and Division Dean
 
…Adding programs that are NOT significantly different from current programs at the site
NA
 
NA
NA
NA
NA
 
Altering significantly the length of a program
1
NA
NA
Yes
Prospectus
Vice President Academic Affairs and Student Services and Division Dean
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
 
Division Dean
 
…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
Vice President Academic Affairs and Student Services
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
 
Vice President Academic Affairs and Student Services
… if the entity provides less than 25% of an educational program
offered by the
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 and Change of Ownership: Review and Approval
Yes
6 months
Yes
Prospectus
Due dates: April 15 or
September 15
College President
Changing governance,
ownership, control, or legal status of an
institution
See SACSCOC
policy Mergers,
Consolidations and Change of Ownership: Review and Approval.”
Yes
6 months
Yes
Prospectus
Due dates: April 15 or
September 15
College President
Relocating a main or
branch campus
1
Yes
6 months
Yes
Prospectus
College President
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
College President
Changing from clock
hours to credit hours
 
1
NA
NA
Yes
Justify reasons for change, indicate calculation of equivalency, and other pertinent information
Vice President Academic Affairs and Student Services
Altering significantly the length of a program
1
NA
NA
Yes
Prospectus
Vice President Academic Affairs and Student Services
Initiating degree
completion programs
1
NA
NA
Yes
Prospectus
Vice President Academic Affairs and Student Services
Closing a program,
approved off-campus
site, branch campus, or
institution
 
 
 
 
 
 
 
…Institution to teach out
its own students
3
 
Yes
 
Immediately
following
decision to
close
Yes
 
Description of teach-out plan included with letter of notification
 
Vice President Academic Affairs and Student Services
 
…Institution contracts with another institution
to teach-out students (Teach-out Agreement)
3
Yes
Immediately
following
decision to
close
Yes
Description of teach-out plan, copy of signed teach-out agreement detailing terms included with notification
 
 
Types of Change
Procedure
Prior
Notification
Required
Time Frame for
Contacting COC
Prior
Approval
Required
Documentation
CVCC Staff Responsible for Initiation of Process
Acquiring any program
or site from another
institution
See SACSCOC
policy Mergers,
Consolidations and Change of Ownership: Review and Approval.”
Yes
6 months
Yes
Prospectus
College President
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 and Change of Ownership: Review and Approval
Yes
6 months
Yes
Prospectus
College President

 

 


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