Policy 1.3.3

Policy and Procedures Manual

Classification Number: 1.3.3
Revised: January 12, 51吃瓜网视频

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SUBJECT: REPORTING SUBSTANTIVE CHANGES TO SACSCOC

Purpose: The purpose of this policy is to ensure continuous compliance with the standard and supporting policy on substantive change of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). The university is a member of SACSCOC, which is its institutional accrediting body, recognized by the U.S. Department of Education as an agency whose accreditation entitles its member institutions to seek eligibility to participate in Title IV programs. Failure to comply with the SACSCOC Substantive Change Policy and Procedures may place 51吃瓜网视频 Baptist University’s accreditation in jeopardy.  

Applicability: This policy applies to all employees of 51吃瓜网视频 Baptist University who can initiate, review, approve or allocate resources to changes in any of the university’s programs or activities, whether academic or non-academic, that may be considered a substantive change according the SACSCOC policy. The SACSCOC Policy entitled Substantive Change Policy and Procedures defines the term “substantive change” and provides instructions for notification or approval by SACSCOC. More information from SACSCOC on substantive changes, including the policy can be found at . Non-compliance can result in SACSCOC actions such as monitoring, sanction or removal from membership. In addition, failure to report and obtain approval for substantive changes may impact 51吃瓜网视频’s standing with the U. S. Department of Education and the ability to receive Title IV federal funding.  

Substantive Change: As defined by SACSCOC and used in this policy, a substantive change is a significant modification or expansion of the nature and scope of the university. Substantive changes encompass both those required by federal regulation and others as defined by SACSCOC. Substantive changes include, but are not limited to:  

  • 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 credential).  
  • 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.  
  • Substantially increase or decreasing 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 student 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.  

In addition, the following are considered substantive changes:  

  • An institution is required to notify or secure SACSCOC approval prior to implementing a  substantive change.  
  • An institution is responsible for maintaining compliance at all times with Standard 14.2  (substantive change) of the Principles of Accreditation and with the Substantive Change Policy and  Procedures and related policies, viz.,  
    • Advertising and Student Recruitment  
    • Agreements Involving Joint and Dual Academic Awards;  
    • Credit Hours;  
    • Direct Assessment Competency-based Educational Programs;  
    • Distance and Correspondence Education;  
    • Dual Enrollment;  
    • Merger/Consolidation, Acquisition, Change of Ownership, and Change of Governance, Control, Form, or Legal Status; and  
  • Seeking Accreditation at a Higher or Lower Degree Level.  
  • An institution is required to have a written substantive change policy and procedure. It must be approved through institutional processes and published in institutional documents accessible to  those affected and to the public. The purpose of the institution’s substantive change policy and procedure is to ensure all substantive changes are reported to SACSCOC in a timely fashion as  required by Substantive Change Policy and Procedures. Institutions are responsible for  implementing and enforcing their substantive change policy and procedure.  
  • An institution’s fiscal and administrative capability to operate off-campus instructional sites is  assessed when a new site is reviewed for approval and as part of decennial and fifth-year interim  reviews.  
  • A new off-campus instructional site is subject to a substantive change committee visit. A  committee visit, when necessary, is authorized when a site is approved. The committee visit  ensures the site has the personnel, facilities, and resources identified by an institution in its  application or prospectus and ensures the quality of instructional and support services offered at  the site.  
  • Different or additional requirements apply to an institution on substantive change restriction. Restrictions apply if an institution that has been place on Warning, Probation, or Probation for  Good Cause, or if an institution is under provisional certification for participation in federal  financial aid programs.  
  • An institution placed or continued on Probation or Probation for Good Cause must submit to  SACSCOC an institutional contingency teach-out plan within 30 days of the notification of the  Board of Trustees action.  

Note: Initiating or revising programs that are not offered for academic credit and that are not eligible for federal financial aid does not require reporting to SACSCOC. These programs may be reviewed during reaffirmation activities.  

The SACSCOC Substantive Change Policy and Procedures addresses substantive changes identified through Federal regulations and SACSCOC Board approval. The SACSCOC policy can be found at . In most cases, at least six months is required for approval from the time the change is submitted to SACSCOC. Source for all information in the section of this policy entitled “Substantive Change” is the SACSCOC policy entitled Substantive Change for SACSCOC Accredited Institutions  

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 detailed in the SACSCOC Substantive Change Policy and Procedures.  

SACSCOC outlines procedures for three types of substantive change: 1) institutional changes; 2) program changes; and 3) off-campus instructional site/additional location changes. A fourth category is a combination of any of the three types of substantive changes.  

Institutional Approval and Endorsement of Substantive Changes: All substantive changes are required to be moved through the appropriate university process as outlined in this policy. In academic areas, preliminary notifications will be reviewed by the school dean, the vice president of academic affairs, who chairs the Academic Council and the Graduate Council, and the SACSCOC liaison. This group will assist in development of the proposal through the substantive change process in a timely manner. New academic programs are addressed in Policy 9.1.7 New Academic Programs.  

In non-academic areas, upon notification to the SACSCOC liaison by the appropriate member of the president’s cabinet, all involved parties will review proposed substantive changes and bring recommendations for disposition to the cabinet member and the SACSCOC liaison in a timely manner. These individuals will assist in development of the proposal through the substantive change process.  

In administrative areas including, but not limited to, the president’s cabinet and the Executive Committee of the Board of Trustees, notification will be supplied in a timely manner to the SACSCOC liaison by the president. All involved parties will review proposed substantive changes and bring recommendations for disposition to the president and the SACSCOC liaison. This group will assist in the development of the proposal through the substantive change process. The SACSCOC liaison will report findings and progress back to the appropriate recommending party.  

The university has an obligation to notify SACSCOC when substantive changes are proposed. Proposers of changes approved for further development must keep the vice president of academic affairs (for academic issues) or the appropriate cabinet member (nonacademic issues) and the SACSCOC liaison apprised regarding the continuing viability and progress toward implementation of the potential change, so that timely notification of SACSCOC can be given. The SACSCOC liaison will oversee the process of preparing appropriate notification, in conjunction with those involved with the change, according to the requirements in SACSCOC policy entitled Substantive Change Policy and Procedures and in other related policy and accreditation documents maintained by SACSCOC.  

Actions Required Subsequent to Approval of Substantive Change: In some instances, the university is required to resubmit an approved substantive change to SACSCOC for a second approval. Substantive changes must be implemented with two years of approval by SACSCOC. If the change is not implemented within the two-year time frame, the university must resubmit the change for approval.  

Role of the SACSCOC Liaison: The SACSCOC liaison reports directly to the president and will maintain an ex-officio status on the Academic Council and Graduate Council, a regular member status of the University Council, and a regular member of the University Strategic Planning Council. The SACSCOC liaison will ensure appropriate constituents within the university community are informed of decisions impacting their areas (e.g., notification to Financial Aid when a teaching location is approved for delivery of 50% or more of a degree). The SACSCOC liaison will offer periodic training sessions on substantive change and will ensure that information regarding this policy, associated resources available from SACSCOC, and answers to frequently asked questions are made available on the university website.  

Sanctions: If 51吃瓜网视频 Baptist University fails to follow SACSCOC procedures for notification and approval of substantive changes, its total accreditation may be placed in jeopardy. For that reason, the sanction for failure to follow this university policy must be sufficient to avoid such failure. If any program, unit or officer initiates what would be considered an unapproved substantive change by the institution or SACSCOC without following the procedures outlined in this policy, the president may direct the immediate cancellation or cessation of that change when it is discovered, with due regard for the educational welfare of students.  

Contact for Interpretation: SACSCOC Liaison  

This policy statement supersedes all previous policy statements on this subject.

 

Revisions:
- 01/12/51吃瓜网视频 – Revised to reflect changes to SACSCOC Substantive Change Policy and Procedures; deleted Attachment A

- 10/14/2020 – Revised to reflect changes to SACSCOC Substantive Change Policy; created Attachment A

- 09/09/2020 – Revision to SACSCOC Substantive Change Reporting Table and contact for interpretation from Vice President of External Campuses to SACSCOC Liaison

- 08/14/2017 – Change of titles and addition of responsibilities for SACSCOC Liaison

- 09/14/2016 – Revision to SACSCOC Substantive Change Reporting Table

- 07/06/2015 – Revision to SACSCOC Substantive Change Reporting Table

- 02/18/2013 – Revision to SACSCOC Substantive Change Reporting Table

- 05/08/2012 – Inception as policy 1.3.3

 

Printable Policy 1.3.3

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