INTERNAL PROCESSES FOR ASSURING TIMELY NOTIFICATION OF SUBSTANTIVE CHANGES

Transcription

1 INTERNAL PROCESSES FOR ASSURING TIMELY NOTIFICATION OF SUBSTANTIVE CHANGES Enterprise State Community College Dr. Nancy W. Chandler, President P.O. Box 1300 Enterprise, Alabama (334)

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3 ENTERPRISE STATE COMMUNITY COLLEGE INTERNAL PROCESSES FOR ASSURING TIMELY NOTIFICATION OF SUBSTANTIVE CHANGES Table of Contents Substantive Changes A. Seeking More Advanced Level...2 B. Expansion at Current Degree Level...2 C. Initiating a Branch Campus...5 D. Initiating Joint Degrees with Another Institution...7 E. Initiating a Certificate Program...8 F. Initiating Off-Campus Sites G. Expanding Program Offerings at Previously Approved Off-campus Sites H. Altering Educational Mission of the Institution I. Initiating Distance Learning J. Contractual Agreements or Consortium K. Initiating a Merger/Consolidation L. Relocating a Main or Branch Campus M. Relocating an Off-campus Instructional Site N. Changing Governance, Ownership, Control, or Legal Status of an Institution O. Changing from Clock Hours to Credit Hours P. Altering the Length of a Program Q. Initiating Degree Completion Programs R. Closing an Institution or Program Appendices 1. ESCC Planning & Effectiveness Cycle 2. ASBE Policy and Guidelines: Requests for New Instructional Programs 3. ASBE Policy and Guidelines: Instructional Sites 4. ACHE Guidelines for the Review of Extensions & Alterations of Existing Programs 5. ESCC Letter of Notification to the Commission (January 15, 2009) 6. ASBE Policy and Guidelines: Chancellor: Consolidation or Merger of Postsecondary Institutions 7. ASBE Policy : Converting Contact Hours to Credit Hours Equivalencies 8. ASBE Policy : Graduation Requirements: Degrees 9. from Ms. Trish Jones, Instructional Specialist, Department of Postsecondary Education

4 ENTERPRISE STATE COMMUNITY COLLEGE INTERNAL PROCESSES FOR ASSURING TIMELY NOTIFICATION OF SUBSTANTIVE CHANGES Enterprise State Community College (ESCC) is committed to fulfilling its INSTITUTIONAL RESPONSIBILITY FOR COMMISSION POLICIES, including, but not limited to, the Comprehensive Standards related to substantive change as quoted below Responsibility for compliance with the Commission s substantive change procedures and policy. The Commission on Colleges accredits the entire institution and its programs and services, wherever they are located or however they are delivered. Accreditation, specific to an institution, is based on conditions existing at the time of the most recent evaluation and is not transferable to other institutions or entities. When an accredited institution significantly modifies or expands its scope, changes the nature of its affiliation or its ownership, or merges with another institution, a substantive change review is required. The Commission is responsible for evaluating all substantive changes to assess the impact of the change on the institution s compliance with defined standards. If an institution fails to follow the Commission s procedures for notification and approval of substantive changes, its total accreditation may be placed in jeopardy. (See Commission policy Substantive Change for Accredited Institutions. ) If an institution is unclear as to whether a change is substantive in nature, it should contact Commission staff for consultation. An applicant or candidate institution may not undergo substantive change prior to action on initial membership The institution notifies the Commission of changes in accordance with the substantive change policy and, when required, seeks approval prior to the initiation of changes. (Substantive change) This document provides the types of Substantive Changes, as given on the website of the Southern Association of Colleges and Schools Commission on Colleges (located at ( and the College s

5 Enterprise State Community College Page 2 of 28 Internal Processes for assuring that timely notification will be provided to the Commission. The Accreditation Liaison, working with the President, will ensure that compliance with these requirements is incorporated into the planning and evaluation process of ESCC. A. Substantive Change Seeking More Advanced Level Types of Change Initiating coursework or programs at a more advanced level than currently approved ESCC Internal Process Procedure Notification Time Frame for Contacting COC Approval Documentation 1 Yes 12 months Yes Application for Level Change Due dates: April 15 or October 1 Enterprise State Community College is currently accredited by the Commission on Colleges to award Associate Degrees. As a two-year institution within the Alabama Community College System, this is the highest level that the College will award; therefore the College will not seek this type of substantive change. B. Substantive Change Expansion at Current Degree Level Types of Change Expanding at current degree level (significant departure from current programs) 1 Procedure Notification Time Frame for Contacting COC Approval Documentation 1 Yes 6 months Yes Prospectus 1 a significant departure in program is one in which the proposed new program has no closely related counterpart among the previously approved programs in the curriculum. To determine if a new program is a significant departure, it is helpful to ask if the new program requires Number of new faculty? Many new courses?

6 Enterprise State Community College Page 3 of 28 New library or other learning resources? A new resource base? ESCC Internal Process As a part of its planning and effectiveness cycle (see Appendix 1: Enterprise State Community College Planning & Effectiveness Cycle), ESCC regularly evaluates its programs to determine, among other things, whether new programs are needed to serve its students. The Alabama State Board of Education (ASBE), ESCC s governing body, has established a policy and guidelines for the establishment of new programs (see Appendix 2 Policy : Requests for New Instructional Programs and Guidelines for Policy Requests for New Instructional Programs), and this policy and its guidelines are contained within ESCC s Internal Process for requesting a substantive change from the Commission. Steps Procedure Responsibility Time Line A ESCC planning process identifies need for new program. ESCC Employee B Proposed program is assigned to appropriate division for complete needs assessment to examine such items as projected five-year enrollment, projected job openings, curriculum/resource needs, etc. Dean of Instruction C Results of needs assessment are presented to Instructional Council. 1 Division Chair Within one month of proposal Within three months of proposal 1 The purpose of the Instructional Council is to serve as the primary vehicle for strategic planning for the academic program of the College. The Council is responsible for recommending, implementing and coordinating policies and procedures of the College as they apply to the instructional program. Specifically, the Instructional Council addresses such matters as classroom management, curriculum, concerns of the faculty, faculty professional development and renewal and special projects for the improvement of the academic program. The Dean of Instruction serves as the Chairperson of the Instructional Council. Other members of the Council are: Division Chairs, Dean of Students, Dean of Alabama Aviation Centers, Associate Dean of Institutional Advancement, Director of Information Technology, Director of Guidance Services, and other appointed by the Dean of Instruction.

7 Enterprise State Community College Page 4 of 28 Steps Procedure Responsibility Time Line The Instructional Council conducts a review of the needs assessment and D determines that the program is denied, Within four months Dean of Instruction that additional information is required, of proposal or that the program is approved for further consideration. E F G H I J K If approved, the program is submitted to the President s Council 2 for approval. The President s Council reviews the program and determines that the program is denied, that additional information is required, or that the program is approved for submission to the Department of Postsecondary Education (DPE). ESCC submits Intent to Submit a Program Application (ISPA) to DPE. DPE acknowledges receipt of ISPA and advises ESCC, in writing, as to the completeness of the information. DPE sends ISPA to the Alabama Commission on Higher Education (ACHE). DPE and ACHE staff conduct joint preliminary review of ISPA. If it is determined that the program is eligible for further consideration, the College may submit an Application for a New Instructional Program to DPE. DPE conducts review of the qualitative program application and determines that the program is denied, that additional information is required, or that the program is approved for further consideration. DPE sends the program application to ACHE for review. Dean of Instruction President s Council ESCC President DPE Representative DPE Representative DPE & ACHE Staff DPE Staff Within five months of proposal Within six months of proposal Within seven months of proposal Within 14 days of confirmation from receipt of ISPA Within 14 days from receipt of ISPA Determined by DPE and ACHE Within 30 days from receipt of ISPA 2 The purpose of the President s Council is to act in an advisory capacity to the President and to recommend policies to the President for her approval. The members of the President s Council are the President (Chair), Dean of Instruction, Dean of Students, Dean of Finance and Administration, Dean of Alabama Aviation Centers (AAC), Business Manager for AAC, Associate Dean of Students for Enrollment Management, Associate Dean of Institutional Advancement, Director of Information Technology, and Director of Title III Project.

8 Enterprise State Community College Page 5 of 28 Steps Procedure Responsibility Time Line L DPE and ACHE staff conduct joint Determined by DPE DPE & ACHE Staff preliminary review of the proposal. and ACHE M Program is placed on ACHE and ACHE Director; DPE Alabama State Board of Education Chancellor (ASBE) agenda. N O P Q Completion of ACHE approval and followed by ASBE approval, the College is notified of action. Staff recommendations will encompass expected program outcomes that will be assessed in subsequent program review. If a program is disapproved by ACHE, DPE may request a second review six months later. If the program is disapproved a second time, ASBE may request reconsideration by ACHE. When the program is approved, ESCC submits a Prospectus for a substantive change to the Commission on Colleges (COC). Upon approval by COC, ESCC begins operation of new program. DPE Representative DPE Representative ASBE Chairman ESCC President ESCC Personnel Within 90 days after receipt of formal application Six months after disapproval Determined by DPE and ACHE Within six months of ACHE approval C. Substantive Change Initiating a Branch Campus Types of Change Initiating a branch campus (see definition of branch campus [below in this document]) Procedure Notification Time Frame for Contacting COC Approval Documentation 1 Yes 6 months Yes Prospectus A branch campus is defined as 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 (1) permanent in nature (2) offers courses in educational programs leading to a degree, certificate, or other recognized educational credential (3) has its own faculty and administrative or supervisory organization and

9 Enterprise State Community College Page 6 of 28 (4) has its own budgetary and hiring authority. If it is determined that an additional site has sufficient autonomy, the institution may be directed to seek separate accreditation for the unit (see Commission policy Separate Accreditation for Units of a Member Institution ). ESCC Internal Process As a part of its planning and effectiveness cycle (see Appendix 1) ESCC may determine that a branch campus is needed to provide programs and services to the students and communities it serves. The Alabama State Board of Education (ASBE), ESCC s governing body, has established a policy and guidelines for the establishment of instructional sites, including branch campuses (see Appendix 3 Policy : Instructional Sites and Guidelines for Policy Instructional Sites). The policy defines a branch campus as a degree granting subunit of an institution, located in a geographical setting separate from the sponsoring institution s campus, but within the sponsoring institution s service area. The administrative structure of such an entity is clearly a subunit of the sponsoring institution s administrative structure. Normally, a branch campus offers a limited number of instructional programs leading to an award or degree, and provides only the instructional and student support services and resources necessary to maintain those specific programs. Policy and its Guidelines are contained within ESCC s Internal Process for requesting a substantive change from the Commission. Steps Procedure Responsibility Time Line A ESCC planning process identifies need for new branch campus. ESCC Employee Proposed new branch campus location is assigned to appropriate President s B Council member for complete needs Within one month of assessment to examine such items as ESCC President proposal projected five-year enrollment, projected job openings, curriculum/resource needs, etc.

10 Enterprise State Community College Page 7 of 28 Steps Procedure Responsibility Time Line Results of needs assessment are President s Within three months of C presented to President s Council Council member proposal The President s Council conducts a review of the needs assessment and determines that the branch campus is Within four months of D ESCC President needed, that additional information is proposal required, or that the branch campus is approved for submission to DPE. E F A Site Request Form is prepared and submitted to DPE by March 1 of the succeeding year. Approval for the branch campus is granted or denied. ESCC President March 1 Alabama State Board of Education G Notification of approval is sent to ACHE. DPE Chancellor H I When the branch campus is approved, ESCC submits a Prospectus for a substantive change to the Commission on Colleges (COC). Upon approval by COC, ESCC begins operation of branch campus. ESCC President ESCC Personnel April Board Meeting Following Board Meeting Within six months of ASBE approval D. Substantive Change Initiating Joint Degrees with Another Institution Types of Change Initiating joint degrees with another institution ESCC Internal Process Procedure Notification Time Frame for Contacting COC Approval Documentation 1 Yes 6 months Yes Prospectus According to the Commission s Collaborative Academic Arrangements: Policy and Procedures, A joint educational program is one whereby students study at two or more institutions and are awarded a single program completion credential bearing the names, seals and signatures of each of the participating institutions. The Alabama State Board of Education

11 Enterprise State Community College Page 8 of 28 has no policies or procedures for awarding such joint degrees; therefore ESCC will not seek this type of substantive change. E. Substantive Change Initiating a Certificate Program Types of Change Initiating a certificate program (typically for workforce development) Procedure Notification Time Frame for Contacting COC Approval Documentation using existing approved courses NA NA NA NA None at a new off-campus site (previously approved program) 1 Yes Approval required prior to implementation Yes Modified Prospectus that is a significant departure from previously approved programs 1 1 Yes Approval required prior to implementation Yes Modified Prospectus 1 a significant departure in program is one in which the proposed new program has no closely related counterpart among the previously approved programs in the curriculum. To determine if a new program is a significant departure, it is helpful to ask if the new program requires Number of new faculty? Many new courses? New Library or other learning resources? A new resource base? ESCC Internal Process To initiate a certificate program from a previously approved program at a new offcampus site, ESCC will follow the Alabama State Board of Education Policy : Instructional Sites and its Guidelines to establish the new site. The policy and guidelines are located in

12 Enterprise State Community College Page 9 of 28 Appendix 3 and have been discussed above in item C: Substantive Change Initiating a Branch Campus. Steps Procedure Responsibility Time Line A ESCC planning process identifies need to offer approved certificate program at ESCC Employee new site. Proposed new site is assigned to appropriate President s Council B member for complete needs Within one month of assessment to examine such items as ESCC President proposal projected five-year enrollment, projected job openings, curriculum/resource needs, etc. C D E F Results of needs assessment are presented to President s Council The President s Council conducts a review of the needs assessment and determines that the new site is needed, that additional information is required, or that the new site is approved for submission to DPE. A Site Request Form is prepared and submitted to DPE by March 1 of the succeeding year. Approval for the new site is granted or denied. President s Council member ESCC President ESCC President March 1 Alabama State Board of Education G Notification of approval is sent to ACHE. DPE Chancellor H I When the new site is approved, ESCC submits a Modified Prospectus for a substantive change to the Commission on Colleges (COC). Upon approval by COC, ESCC begins operation of certificate program at new site. ESCC President ESCC Personnel Within three months of proposal Within four months of proposal April Board Meeting Following Board Meeting Within six months of ASBE approval To initiate a certificate program of 30 semester hours or more that is a significant departure from previously approved programs, the College will be guided by ASBE Policy

13 Enterprise State Community College Page 10 of : Requests for New Instructional Programs and its Guidelines (see Appendix 2) which have already been discussed above in item B: Substantive Change Seeking More Advanced Level. ESCC s Internal Process for requesting a substantive change from the Commission is given in the table below. Steps Procedure Responsibility Time Line A ESCC planning process identifies need for new certificate program. ESCC Employee B Proposed certificate program is assigned to appropriate division for complete needs assessment to examine such items as projected five-year enrollment, projected job openings, curriculum/resource needs, etc. Dean of Instruction C D E F G H Results of needs assessment are presented to Instructional Council. The Instructional Council conducts a review of the needs assessment and determines that the program is denied, that additional information is required, or that the certificate program is approved for further consideration. If approved, the program is submitted to the President s Council for approval. The President s Council reviews the certificate program and determines that it is denied, that additional information is required, or that the program is approved for submission to the Department of Postsecondary Education (DPE). ESCC submits Intent to Submit a Program Application (ISPA) to the Department of Postsecondary Education (DPE). DPE acknowledges receipt of ISPA and advises ESCC, in writing, as to the completeness of the information. Division Chair Dean of Instruction Dean of Instruction President s Council ESCC President DPE Representative Within one month of proposal Within three months of proposal Within four months of proposal Within five months of proposal Within six months of proposal Within seven months of proposal Within 14 days of confirmation from receipt of ISPA

14 Enterprise State Community College Page 11 of 28 Steps Procedure Responsibility Time Line I DPE sends ISPA to the Alabama Commission on Higher Education (ACHE). DPE Representative J K L M N O P Q DPE and ACHE staff conduct joint preliminary review of ISPA. If it is determined that the certificate program is eligible for further consideration, the College may submit an Application for a New Instructional Program to DPE. DPE conducts review of the qualitative program application and determines that the program is denied, that additional information is required, or that the program is approved for further consideration. DPE sends the program application to ACHE for review. DPE and ACHE staff conduct joint preliminary review of the proposal. Program is placed on ACHE and Alabama State Board of Education (ASBE) agenda. Completion of ACHE approval and followed by ASBE approval, the College is notified of action. Staff recommendations will encompass expected program outcomes that will be assessed in subsequent program review. If a program is disapproved by ACHE, DPE may request a second review six months later. If the program is disapproved a second time, the ASBE may request reconsideration by ACHE. When the program is approved, ESCC submits a Modified Prospectus for a substantive change to the Commission on Colleges (COC). Upon approval by COC, ESCC begins operation of new program. DPE & ACHE Staff DPE Staff DPE & ACHE Staff ACHE Director; DPE Chancellor DPE Representative DPE Representative ASBE Chairman ESCC President ESCC Personnel Within 14 days from receipt of ISPA Determined by DPE and ACHE Within 30 days from receipt of ISPA Determined by DPE and ACHE Within 90 days after receipt of formal application Six months after disapproval Determined by DPE and ACHE Within six months of ACHE approval

15 Enterprise State Community College Page 12 of 28 The steps described above for initiating a certificate program that is a significant departure from a previously approved program will be used if the programs is 29 semester hours or less, with the exception that the Alabama Commission on Higher Education (ACHE) requires only a notification of the proposed program as stated in their Guidelines for the Review of Extensions & Alterations of Existing Programs (see Appendix 4 for full document). 1. Non-Substantive Extensions/Alterations of Existing Units or Programs of Instruction: The following extensions and alterations of existing units and programs of instruction are considered non-substantive and do not require Commission approval. However, before any of these changes may be implemented, they must be presented to the Commission as information items. If supporting documentation verifies that any conditions and requirements are met, the changes will be recognized by the Commission by information item. The Commission staff may request additional information if necessary. It is recommended that institutions consult the Commission staff prior to submitting the proposal if there is a question regarding whether the proposed extension or alteration is substantive or nonsubstantive... H. Short-term certificate programs (less than or equal to 29 semester hours) in community, junior, and technical colleges designed for completion in less than one academic year (two semesters) of full-time study or the equivalent. Note: These certificates are not listed in the Commission s Academic Program Inventory. F. Substantive Change Initiating Off-Campus Sites Types of Change Initiating off-campus sites (Including Early College High School programs offered at the high school) Procedure Notification Time Frame for Contacting COC Approval Documentation Student can obtain 50 percent or more credits toward program 1 Yes 6 months Yes Prospectus

16 Enterprise State Community College Page 13 of 28 Types of Change Procedure Notification Time Frame for Contacting COC Approval Documentation...Student can obtain percent of credit 2 Yes to implementation No Letter of notification Student can obtain 24 percent or less NA NA NA NA None ESCC Internal Process When initiating off-campus sites (including Early College High School programs offered at a high school) where a student can obtain 25 percent or more of credits toward a program, Enterprise State Community College will follow ASBE Policy : Instructional Sites and Guidelines for Policy Instructional Site (see Appendix 3) which has been discussed above in items C: Substantive Change Initiating a Branch Campus and E: Initiating a Certificate Program... at a new off-campus site. Steps Procedure Responsibility Time Line A ESCC planning process identifies need to offer program at new site. ESCC Employee Proposed new site is assigned to appropriate President s Council B member for complete needs Within one month of assessment to examine such items as ESCC President proposal projected five-year enrollment, projected job openings, curriculum/resource needs, etc. C Results of needs assessment are presented to President s Council President s Council member Within three months of proposal

17 Enterprise State Community College Page 14 of 28 Steps Procedure Responsibility Time Line D The President s Council conducts a review of the needs assessment and determines that the branch campus is needed, that additional information is required, or that the branch campus is approved for submission to DPE. ESCC President E F A Site Request Form is prepared and submitted to DPE by March 1 of the succeeding year. Approval for the new site is granted or denied. ESCC President March 1 Alabama State Board of Education G Notification of approval is sent to ACHE. DPE Chancellor H I When the new site is approved, ESCC submits a Prospectus or Letter of Notification for a substantive change to the Commission on Colleges (COC). Upon approval by COC, ESCC begins operation of certificate program at new site. ESCC President ESCC Personnel Within four months of proposal April Board Meeting Following Board Meeting Within six months of ASBE approval G. Substantive Change Expanding Program Offerings at Previously Approved Off-campus Sites Types of Change Expanding program offerings at previously approved off-campus sites Procedure Notification Time Frame for Contacting COC Approval Documentation Adding programs that are significantly different from current programs 2 Yes to implementation No Letter of notification

18 Enterprise State Community College Page 15 of 28 Types of Change Procedure Notification Time Frame for Contacting COC Approval Documentation Adding programs that are NOT significantly different from current programs NA NA NA NA NA ESCC Internal Process When expanding program offerings at previously approved off-campus sites by adding programs that are significantly different from current programs, ESCC will use the same Internal Process as described above in item B: Expanding at Current Degree Level and item E: Initiating a Certificate Program that is a significant departure from previously approved programs. This process will follow the Policy : Requests for New Instructional Programs and its Guidelines to establish the new site (see Appendix 2). Steps Procedure Responsibility Time Line A ESCC planning process identifies need for new certificate at previously ESCC Employee approved off-campus site program. B Proposed certificate program is assigned to appropriate division for complete needs assessment to examine such items as projected five-year enrollment, projected job openings, curriculum/resource needs, etc. Dean of Instruction C Results of needs assessment are presented to Instructional Council. Division Chair Within one month of proposal Within three months of proposal

19 Enterprise State Community College Page 16 of 28 Steps Procedure Responsibility Time Line The Instructional Council conducts a review of the needs assessment and D determines that the program is denied, Within four months Dean of Instruction that additional information is required, of proposal or that the certificate program is approved for further consideration. E F H I J K L M N If approved, the program is submitted to the President s Council for approval. The President s Council reviews the certificate program and determines that it is denied, that additional information is required, or that the program is approved for submission to the Department of Postsecondary Education (DPE). ESCC submits Intent to Submit a Program Application (ISPA) to DPE. DPE acknowledges receipt of ISPA and advises ESCC, in writing, as to the completeness of the information. DPE sends ISPA to the Alabama Commission on Higher Education (ACHE). DPE and ACHE staff conduct joint preliminary review of ISPA. If it is determined that the certificate program is eligible for further consideration, the College may submit an Application for a New Instructional Program to DPE. DPE conducts review of the qualitative program application and determines that the program is denied, that additional information is required, or that the program is approved for further consideration. DPE sends the program application to ACHE for review. DPE and ACHE staff conduct joint preliminary review of the proposal. Program is placed on ACHE and Alabama State Board of Education (ASBE) agenda. Dean of Instruction President s Council ESCC President DPE Representative DPE Representative DPE & ACHE Staff DPE Staff DPE & ACHE Staff ACHE Director; DPE Chancellor Within five months of proposal Within six months of proposal Within seven months of proposal Within 14 days of confirmation from receipt of ISPA Within 14 days from receipt of ISPA Determined by DPE and ACHE Within 30 days from receipt of ISPA Determined by DPE and ACHE

20 Enterprise State Community College Page 17 of 28 Steps Procedure Responsibility Time Line O Completion of ACHE approval and followed by ASBE approval, the College is notified of action. Staff recommendations will encompass expected program outcomes that will be assessed in subsequent program review. DPE Representative P Q R If a program is disapproved by ACHE, DPE may request a second review six months later. If the program is disapproved a second time, the ASBE may request reconsideration by ACHE. When the program is approved, ESCC submits a Letter of Notification for a substantive change to the Commission on Colleges (COC). Upon approval by COC, ESCC begins operation of new program. DPE Representative ASBE Chairman ESCC President ESCC Personnel Within 90 days after receipt of formal application Six months after disapproval Determined by DPE and ACHE Within six months of ACHE approval H. Substantive Change Altering Educational Mission of the Institution Types of Change Procedure Notification Time Frame for Contacting COC Approval Documentation Altering significantly the educational mission of the 1 Yes 6 months Yes Prospectus institution 2 2 significant changes in mission are those that lead to a fundamental shift in the nature of the institution, such as an institution that had offered only professional programs deciding to add general education offerings, or a technical college transforming itself into a comprehensive community college. ESCC Internal Process Enterprise State Community College has already undergone a significant alteration to its educational mission when it transformed from a junior college to a community college in The only other foreseeable transformation would be to a four-year institution, which as

21 Enterprise State Community College Page 18 of 28 discussed in item A: Substantive Change Seeking More Advanced Level, is not within the authority of the College. ESCC will not seek this type of substantive change. I. Substantive Change Initiating Distance Learning Types of Change Initiating distance learning Procedure Notification Time Frame for Contacting COC Approval Documentation Offering 50 percent or more of a program (Adding subsequent programs requires advanced notification only for programs that are significant departures from the originally approved programs) 1 Offering percent 1 Yes 6 months Yes Prospectus 2 Yes to implementation No Letter of Notification Offering 24 percent NA NA NA NA None or less 1 a significant departure in program is one in which the proposed new program has no closely related counterpart among the previously approved programs in the curriculum. To determine if a new program is a significant departure, it is helpful to ask if the new program requires Number of new faculty? Many new courses? New Library or other learning resources? A new resource base? ESCC Internal Process Enterprise State s distance education program is growing at such a rate that the College has already sent a Letter of Notification to the Commission (January 15, 2009, see Appendix 5) stating that 25 to 49 percent of the coursework required for a program via distance learning is

22 Enterprise State Community College Page 19 of 28 offered. A Prospectus is being prepared as the College plans to offer over 50 percent of a program. J. Substantive Change Contractual Agreements or Consortium Types of Change Initiating programs/courses offered through contractual agreement or consortium Procedure Notification 2 Yes Time Frame for Contacting COC to implementation Approval No Documentation Letter of notification & signed copy of agreement ESCC Internal Process Enterprise State Community College is a member of the Alabama Community College System and may, from time to time, initiate programs or courses through a contractual agreement or consortium with other member colleges and/or with the universities in Alabama. Although there are no policies or guidelines for such partnerships from the Alabama State Board of Education or the Department of Postsecondary Education, ESCC will follow the internal process below. Steps Procedure Responsibility Time Line A ESCC planning process identifies need for agreement/consortium. ESCC Employee B Proposed agreement is assigned to appropriate President s Council member for complete needs assessment ESCC President C Results of needs assessment are presented to President s Council President s Council member Within one month of proposal Within three months of proposal

23 Enterprise State Community College Page 20 of 28 Steps Procedure Responsibility Time Line The President s Council conducts a review of the needs assessment and D determines that the agreement is Within four months ESCC President needed, that additional information is of proposal required, or that the agreement is approved for submission to DPE. E F Memorandum of Agreement (MOA) between ESCC and other party(ies) is prepared. Letter of Notification and copy of signed MOA is sent to Commission. ESCC President/ Other Party(ies) Representative(s) ESCC President G Agreement implemented. All Parties Within five months of proposal to implementation After notification to Commission K. Substantive Change Initiating a Merger/Consolidation Types of Change Initiating a merger/consolidation with another institution Procedure Notification Time Frame for Contacting COC Approval 3 Yes 6 months Yes Documentation Prospectus Due dates: April 15 or October 1 ESCC Internal Process ASBE Policy : Chancellor: Consolidation or Merger of Postsecondary Institutions states that the Chancellor may cause two or more institutions within the Alabama Community College System to consolidate or merge for the purpose of forming a comprehensive community college... (See Appendix 6 for the policy and its guidelines). ESCC completed a consolidation when the aviation/avionics programs of Wallace Community College Dothan were assumed by ESCC. That action changed the institution from a junior college to a comprehensive community college. If the Chancellor determines that ESCC should merge with

24 Enterprise State Community College Page 21 of 28 one or more other institutions within the Alabama Community College System, the process identified in the policy and its guidelines will be followed. Steps Procedure Responsibility Time Line A ESCC is notified of proposed merger. DPE B Statement of Intent to Consolidate or Merge presented for approval to Alabama Commission on Higher Education (ACHE). DPE C D Statement of Intent to Consolidate or Merge and of personnel assurances presented for approval to Alabama State Board of Education (ASBE) (initial action). Notification of pending change to the Commission by combined Prospectus. Public meetings held in each community where an affected institution is located. DPE ESCC/Other Institution(s) First meeting following ESCC notification First meeting following ACHE approval Immediately after initial action in C above Due dates: April 15 or October 1 Within two months of Statement of Intent E DPE/ SCC released to ACHE F Visit by Substantive Change committee, As directed by SACS COC/ESCC if necessary. Commission G Approval of change by the Commission. SACS COC Within six months H Approval of formal request for administrative consolidation by ACHE. ACHE Final approval of change by the ASBE, Six months after I subject to acceptance of the Prospectus ASBE initial action it C by the Commission. above J New institution begins operation. L. Substantive Change Relocating a Main or Branch Campus Types of Change Relocating a main or branch campus Procedure Notification Time Frame for Contacting COC Approval 1 st semester following final approvals Documentation 1 Yes 6 months Yes Prospectus

25 Enterprise State Community College Page 22 of 28 ESCC Internal Process ESCC will use the same process for relocating a main or branch campus as that described above in C: Substantive Change Initiating a Branch Campus. The process is guided by ASBE Policy : Instructional Sites and Guidelines for Policy Instructional Sites (see Appendix 3). Steps Procedure Responsibility Time Line A ESCC planning process identifies need for relocation of main or branch ESCC Employee campus. B President s Council conducts needs Within one month of assessment to examine feasibility of ESCC President proposal relocation. D E F The President s Council determines that the relocation is needed, that additional information is required, or that the branch campus is approved for submission to DPE. A Site Request Form is prepared and submitted to DPE by March 1 of the succeeding year. Approval for the relocation is granted or denied. ESCC President ESCC President March 1 Alabama State Board of Education G Notification of approval is sent to ACHE. DPE Chancellor H I When the relocation is approved, ESCC submits a Prospectus for a substantive change to the Commission on Colleges (COC). Upon approval by COC, ESCC begins operation of relocated main or branch campus. ESCC President ESCC Personnel Within four months of proposal April Board Meeting Following Board Meeting Within six months of ASBE approval

26 Enterprise State Community College Page 23 of 28 M. Substantive Change Relocating an Off-campus Instructional Site Types of Change Relocating an offcampus instructional site Procedure Notification 2 Yes Time Frame for Contacting COC to implementation Approval No Documentation Letter of Notification ESCC Internal Process With a state-wide mission to provide postsecondary education in aviation maintenance technology, it is conceivable that ESCC will begin the program at a new off-campus site, operate it as long as the need is still apparent, and then move the program to a new off-campus site. The College will use the following process for this action. Steps Procedure Responsibility Time Line A ESCC planning process identifies need to relocate program at new off-campus ESCC Employee site. Proposed new site is assigned to appropriate President s Council B member for complete needs Within one month of assessment to examine such items as ESCC President proposal projected five-year enrollment, projected job openings, curriculum/resource needs, etc. C D Results of needs assessment are presented to President s Council. The President s Council conducts a review of the needs assessment and determines that the relocation is needed, that additional information is required, or that the relocation is approved for notification to DPE. President s Council member ESCC President E DPE is notified of relocation. ESCC President Concurrent with E above, the F Commission is notified via Letter of ESCC President Notification. Within three months of proposal Within four months of proposal Within 5 months of proposal

27 Enterprise State Community College Page 24 of 28 Steps Procedure Responsibility Time Line G Operation begins at relocated site after approval by DPE. ESCC Personnel N. Substantive Change Changing Governance, Ownership, Control, or Legal Status of an Institution Types of Change Changing governance, ownership, control, or legal status of an institution Procedure Notification Time Frame for Contacting COC Approval Documentation 1 Yes 6 months Yes Prospectus ESCC Internal Process Enterprise State Community College has no authority to change its governance, ownership, control or legal status and therefore will not seek this type of substantive change. O. Substantive Change Changing from Clock Hours to Credit Hours Types of Change Changing from clock hours to credit hours Procedure Notification Time Frame for Contacting COC Approval Documentation 1 Yes 6 months Yes Prospectus ESCC Internal Process ASBE Policy : Converting Contact Hours to Credit Hours Equivalencies states, The State Board of Education requires institutions to operate on a semester system. Semester hours of credit are then based upon the average number of hours of instruction weekly during a 15- week period, with an hour of instruction defined as not less than 50 minutes of instructor/student contact. (See Appendix 7.) Since the use of credit hours is prescribed by the ASBE, Enterprise State will not seek this type of substantive change.

28 Enterprise State Community College Page 25 of 28 P. Substantive Change Altering the Length of a Program Types of Change Procedure Notification Time Frame for Contacting COC Approval Documentation Altering significantly the length of a 1 Yes 6 months Yes Prospectus program 3 3 significant changes in program length are those with noticeable impact on the program s completion time (e.g., increasing a baccalaureate degree from 124 hours to 150 hours). ESCC Internal Process ASBE Policy : Graduation Requirements: Degrees states that a student must Complete a minimum of 60 semester credit hours in an approved program of study, including prescribed general education courses. (See Appendix 8.) Since this is prescribed by the College s governing body, the College cannot significantly alter the length of a program and therefore will not seek this type of substantive change. Q. Substantive Change Initiating Degree Completion Programs Types of Change Initiating degree completion programs Procedure Notification Time Frame for Contacting COC Approval Documentation 1 Yes 6 months Yes Prospectus ESCC Internal Process Enterprise State Community College offers a variety of scheduling options to assist students in completing course work toward their degree. The College also offers Experiential Learning credit and credit for Military Occupational Specialties and military schools. However, there is no packaging of scheduling options and transfer credit that meets the Commission s

29 Enterprise State Community College Page 26 of 28 description of a degree completion program; therefore the College will not seek this type of substantive change. R. Substantive Change Closing an Institution or Program Types of Change Closing an institution or program: (see Commission policy Closing a Program or Institution ) closing a program with internal teachout protocol closing a program with a teach-out agreement with Procedure Notification 2 Yes 2 Yes Time Frame for Contacting COC to implementtation to implementtation another institution closing an institution 2 Yes to implementtation Approval Documentation Description of plan Copy of teachout agreement Description of plan ESCC Internal Process Using guidelines from the Alabama Commission on Higher Education and Department of Postsecondary Education Division of Instructional and Student Services (see Appendix 9: from Ms. Trish Jones, DPE Instructional Specialist) the process to close a program is as follows.

30 Enterprise State Community College Page 27 of 28 Steps Procedure Responsibility Time Line A ESCC planning process identifies need to close a program. ESCC Employee Proposed program is assigned to appropriate division for complete needs B assessment to examine such items as Dean of Within one month of projected five-year enrollment, Instruction proposal projected job openings, curriculum/resource needs, etc. C D E F G H I Results of needs assessment are presented to Instructional Council. Instructional Council conducts a review of the needs assessment and determines that the proposal is denied, that additional information is required, or that the program is approved for further consideration. If approved, the proposal to close the program is submitted to the President s Council for approval. The President s Council reviews the proposal and determines that the proposal is denied, that additional information is required, or that the proposal is approved for submission to the Department of Postsecondary Education (DPE). ESCC submits request for closure in writing to the Department of Postsecondary Education (DPE). ESCC sends to the Commission a notice of the intent to close the program with EITHER a Description of Plan describing the internal teach-out protocol OR copy of the teach-out agreement with another institution. DPE acknowledges receipt of request and advises ESCC, in writing, as to the completeness of the information. Division Chair Dean of Instruction Dean of Instruction President s Council ESCC President ESCC President DPE Representative Within three months of proposal Within four months of proposal Within five months of proposal Within six months of proposal Within seven months of proposal When request for closure is sent to DPE Determined by DPE

31 Enterprise State Community College Page 28 of 28 Steps Procedure Responsibility Time Line DPE sends request to the Alabama DPE J Commission on Higher Education Determined by DPE Representative (ACHE). K L Program is placed on ACHE and Alabama State Board of Education (ASBE) agenda. Completion of ACHE approval and followed by ASBE approval, the College is notified of action. ACHE Director; DPE Chancellor DPE Representative M ESCC ends program. ESCC Personnel Determined by DPE/ACHE staff Dependent on ACHE/ASBE meeting schedules A decision to close Enterprise State Community College must come from the Alabama State Board of Education with the approval of the Alabama Commission on Higher Education. All activities involved in the closure would be initiated by the Chancellor of the Alabama Department of Postsecondary Education. ESCC would not seek this type of substantive change. In summary, Enterprise State Community College acknowledges the importance of the processes required for notifying the Commission of the substantive changes listed within this document. The President and Accreditation Liaison also recognize that other types of substantive changes may be identified by the Commission; therefore the Liaison will maintain a close relationship with the Commission staff member to stay abreast of new information related to the College s accreditation.

32 APPENDIX 1 ENTERPRISE STATE COMMUNITY COLLEGE PLANNING AND EFFECTIVENESS CYCLE

33 Submission Institutional Management Plan to Alabama Community College Dept of Postsecondary Education November Student evaluations courses/instructor November - December Analyze Environment: External & Internal- Strengths, weaknesses, needs, trends, competition January - February Implementation of programs and services supporting Strategic ities and related unit and area goals and Objectives August - July Review ESCC, Unit, Area Mission, Purpose - update with approval semiannually Student Satisfaction Survey LRC Survey March - April Units meet, discuss, implement, modify, update plans August ENTERPRISE STATE COMMUNITY COLLEGE PLANNING & EFFECTIVENESS CYCLE Review, report last year s most significant unit, area goal achievements March - April Support Staff Personnel Evaluations completed and professional development plans submitted July itize, report unit, area Strategic itiesmajor focus upcoming year March - April President submits budget to Postsecondary June Faculty / professional staff evaluations completed and professional development plans submitted March - April Submission of College Accountability Performance Profile to Alabama Community College Dept of Postsecondary Education April Review/revise, set, submit threeyear unit, area goals with budget addressing ities, guided by ESCC purposes, and supporting College s goals March - April

34 APPENDIX 2 Alabama State Board of Education Policy and Guidelines: Requests for New Instructional Programs

35 POLICY NAME: : Requests for New Instructional Programs EFFECTIVE: SUPERSEDES: issued ; ; SOURCE: State Board of Education Resolution CROSS REFERENCE: Policy , A System institution shall submit to the Chancellor a written request and application for any new instructional program. 2. Upon recommendation from the Chancellor, the State Board of Education shall consider the application for official action After final action of the State Board of Education, the Chancellor shall notify the institution of the Board s action. 3. When appropriate, the Department will notify external agencies of new instructional programs. 4. Instructional programs approved under this policy shall undergo periodic program review as defined under State Board of Education Policy Guidelines for this policy shall be established by the Chancellor and include timelines for submission and review, and the post-implementation process and appeal process.

36 (April 2008) GUIDELINES FOR POLICY : REQUESTS FOR NEW INSTRUCTIONAL PROGRAMS The approval process for new instructional programs occurs in three phases: Phase One An institution submits a DPE-27 Intent to Submit a Program Application (ISPA). Phase Two Upon approval of the ISPA, the institution submits a DPE-28 Application for a New Instructional Program. Phase Three After final approval by the Alabama Commission on Higher Education and the State Board of Education, institutions will be notified of the official action. Criteria Criteria that will be addressed in the evaluation of a new program are fully detailed in the appropriate application forms and are as follows: 1. Relevance of institutional role 2. Need for the program 3. Collaboration 4. Program objectives and content 5. Student availability and demand 6. Program completion 7. Institutional context 8. Program administration 9. Accreditation 10. Resources to support the program 11. Financial support 12. Distance education technology 13. Program Viability Procedures New program applications must meet all deadlines established by the State Board of Education and Alabama Commission on Higher Education (ACHE). Placement of items on a particular meeting agenda, even when the deadline is met, may be dependent upon on the volume and other items received by ACHE. Therefore, it is advisable to submit proposals as early as possible. Check with the Instructional Specialist in the Division of Instructional and Student Services for specific deadlines. Note: Approval by the State Board of Education does not guarantee approval by accrediting bodies, therefore, a program cannot be implemented until all governing and accrediting bodies have granted approval. Also, pursuant to an agreement between the Department of Postsecondary Education and ACHE, a program may be discontinued if expected outcomes are not reached within the established time frame.

37 (April 2008) Procedure 1. Institution submits DPE-27 Intent to Submit a Program Application (ISPA) to Department of Postsecondary Education (DPE). 2. DPE acknowledges receipt of ISPA, and advises the college, in writing, as to the completeness of the information. 3. DPE sends ISPA to the Alabama Commission on Higher Education (ACHE). 4. DPE and ACHE staff conducts joint preliminary review of ISPA. If it is determined that the program is eligible for further consideration, the college may submit a DPE-28 Application for a New Instructional Program to DPE. 5. DPE conducts review of the qualitative program application and determines that the program is denied, that additional information is required, or that the program is approved for further consideration. DPE sends the program application to ACHE for review. 6. DPE and ACHE staff conducts joint preliminary review of the proposal. 7. Program Application is placed on ACHE and SBE agenda. 8. Completion of ACHE approval and followed by SBE approval, the College is notified of action. Staff recommendations will encompass expected program outcomes that will be assessed in subsequent program review 9. If a program is disapproved by ACHE, the Department of Postsecondary Education may request a second review six months later. If the program is disapproved a second time, the State Board of Education may request reconsideration by ACHE. Time Line Within 14 days of confirmation from receipt of ISPA Within 14 days from receipt of ISPA Determined by DPE and ACHE Within 30 days from receipt of ISPA Determined by DPE and ACHE Within 90 days after receipt of formal application Forms In addition to a paper copy, an electronic version of the ISPA and application must be submitted to the Instructional Specialist in the Division of Instructional and Student Services. These forms may be found at

38 (April 2008) A. General Information: Alabama Community College System DPE-27 Intent to Submit a Program Application (ISPA) 1. Name of Institution: 2. Program Title: Prefix: 3. Date of Application Submission: 4. Proposed Program Implementation Date: 5. Degree Requested Other Award(s): CIP Code 6. Marketing Name: 7. Options (if any): B. Institutional Approval: Program Director or Department Head Instructional Dean President Telephone Fax Telephone Fax Telephone Fax C. Definitive description of program content and objectives: 1. Preliminary treatment of appropriate, precise objectives. 2. Description of curriculum design, resource allocation, method of program delivery to support the objectives, and the objectives to facilitate subsequent review and assessment.

39 (April 2008) DPE-27 D. Employer need, student demand, and program justification: 1. Preliminary documented demand by enough suitably qualified students to justify and sustain the program. 2. Preliminary indicators of employer need in high-demand technical occupations or training and re-training in multi-functional skills fields of employment. 3. Identify similar programs in other college service areas that could justify collaboration with an existing institution. E. Resources to support the program: 1. Project the level of resources that will be required to achieve program quality and utility therewith justifying the costs. 2. Estimate the availability of sufficient funds necessary to implement and sustain the program. 3. Resources include faculty, staff, equipment, facilities, library materials and other learning properties. F. Institutional context: 1. Address programmatic relationships. How does this program relate to other programs within the institution, or will it replaces an existing program, and is it likely to decrease enrollment in another program? G. Accreditation and certification: 1. Identify any of these programmatic conditions that are unique in this submittal; preaccreditation, accreditation, industry standards, licensing, and certification. Note: Do not confine information to the delimited space accorded respective elements in this application. Attach further descriptions/explanations as necessary.

40 (April 2008) A. General Information: Alabama Community College System DPE- 28 Application for a New Instructional Program 1. Name of Institution: 2. Program Title: Prefix: 3. Date of Application Submission: 4. Proposed Program Implementation Date: 5. Degree Requested CER: STC CIP Code 6. Marketing Name: 7. Options (if any): 8. Location: Campus Instructional Site Off-Campus Site Agencies 9. Interactive Distance Learning Delivery: Substantial Yes % Partial Yes % No Clinical/Industrial Site B. Institutional Approval: Program Director or Department Head Instructional Officer President Telephone Fax Telephone Fax Telephone Fax

41 (April 2008) C. Program Objectives and Content 1. List objectives of the program as precisely as possible. The objectives should address specific needs the program will meet (institutional, societal, and employability) contiguous with expected learning outcomes and achievements. This is an extremely important part of the proposal. Objectives must lend themselves to subsequent review and assessment of program accomplishments. 2. How will this program be related to other programs at your institution? 3. Identify any existing program, option, concentration, or track that this program will replace. 4. Is it likely that this program will reduce enrollments in other programs at your institution? If so, please explain. 5. List new courses that will be added to your curriculum specifically for this program. Indicate course number, title, and credit hour value for each course. 6. Program Completion Requirements: Credit hours required in major (skills emphasis); Credit hours in institutional general education or core curriculum; Credit hours in required or free electives; Credit hours for each option, concentration, specialization, track; and Total credit hours required for completion. Describe any additional requirements such as a comprehensive examination, practicum or internship, some of which may carry credit hours included in the list above. Attach the Associate Degree and/or Certificate curricula by semester to this proposal as APPENDIX A. 7. If there is a recognized specialized accreditation agency for this program, please identify the agency and explain why you do or do not plan to seek accreditation. Indicate if graduation from an accredited program is a requirement to sit for a required licensure exam. 8. If passage of a licensure examination is required for employment in the proposed field, identify the examination and the administering body. Also, if a licensure examination is required, an objective relating to passage rates should be developed by the institution. 9. Identify specific Alabama senior institutions which will articulate the transfer of skillsemphasis credits for this program. D. Program Admissions Requirements, Enrollment Projections and Completion Projections 1. Describe briefly the criteria and screening process that will be used to select students for the program.

42 (April 2008) 2. Describe the methodology for determining enrollment projections. If a survey of student interest was conducted, attach a copy of the survey instrument with a summary of results (how many, to whom, response rate) as APPENDIX B. Do not submit copies of the individual survey responses. 3. Provide a realistic estimate of enrollment at the time of program implementation and over a five-year period based on the availability of students meeting the criteria stated above. Full-Time Enrollment Part-Time Enrollment Total Headcount Enrollment New Admissions Headcount Year 1 Year 2 Year 3 Year 4 Year 5 Total Annual Average 4. Project the award completions and ratios. Projected Award Completions: Year 1 Year 2 Year 3 Year 4 Year 5 Total Annual Average Degree Certificate Short-Term Certificate Projected Program Completion Ratio to Total Headcount Enrollment: Degree Certificate Short-Term Certificate E. Program Need Justification 1. Will the program satisfy a clearly documented need (institutional, societal and employability) in an effective and efficient manner? 2. If the program duplicates or closely resembles another program already offered in the state, can this duplication be justified? 3. What characteristics of the identified need require that it be met by a new program rather than an existing program? (Note: In explaining how the proposed program meets this criterion, an institution may refer to the criterion on collaboration and develop a response that addresses both criteria simultaneously). For purpose of this criterion, duplication is defined as the same or similar six-digit CIP Code and award level in the Master Academic Inventory. Institutions should consult with Department of Postsecondary Education staff during the ISPA phase of application development to determine what existing programs are considered duplicative of the proposed program.

43 (April 2008) 4. Based on your research on the employment market for graduates of this program, indicate the total projected job openings (including both growth and replacement demands) in your State Board of Education approved service area as well as the state at large. These job openings should represent positions that require graduates from a program such as the one proposed. Projected Job Openings College Service Area State Year 1 Year 2 Year 3 Year 4 Year 5 Total 5. Give a brief description of the methodology used to determine the projected job openings (such variables as (a) assurance of adequate employer surveys, (b) business/industry markets, and (c) response rate. Cite all relevant sources. Whenever possible, Alabama Department of Industrial Relations employment data/projections should be utilized. If a survey of employment needs was used attach a copy of the survey instrument with a summary of results as APPENDIX C. Do not submit copies of the individual survey responses. 6. If the program is primarily intended to meet needs other than employment needs, present a brief rationale. 7. If similar programs are available at other institutions in the state, will any type of program collaboration be utilized? Why or why not? What specific efforts have been made to collaborate with institutions to meet the need for this program? Address qualitative, cost, and access considerations of any collaborations that were considered. 8. Will any type of distance education technology be utilized in the delivery of the program on your main campus or to remote sites? If not, why? 9. Address the quality, access and cost considerations of using distance technology in the program.

44 (April 2008) F. Program Resource Requirements 1. Number of currently employed faculty who teach in the program: Primary Faculty / Full-time Support Faculty / Full-time Part-time Part-time Attach a synopsis of the qualifications (degrees, experience, etc.) of each existing faculty member to this proposal as APPENDIX D. Do not attach entire curriculum vitae. This should be no more than one paragraph per faculty. 2. Number of additional faculty who will be employed to teach in the program during the first five years: Primary Faculty / Full-time Support Faculty / Full-time Part-time Part-time 3. If the qualifications of new faculty to be hired differ from requirements stated in Postsecondary Faculty Credentials, indicate such. 4. Briefly describe available and additional support staff who will be provided for the program. 5. Describe any special equipment that is necessary for this program, indicating what is currently available, what will be added, and the cost of additional equipment. 6. Describe facilities for the program, indicating what is currently available and any necessary renovations or additional facilities that would be added. Provide a cost estimate for any renovation or additions. If clinical sites are required, provide signed agreements between the institution and the host facility. At a minimum, the total number of slots should equal the projected number of students cited above. 7. Provide an indication of the current status of the library collections supporting the proposed program. Describe how any deficiencies will be remedied, including the cost of such remedies. G. Costs and Financial Support of the Program 1. Provide a realistic estimate of the costs of the program. This should only include the additional costs that will be incurred, not current costs. All sources and amounts of funds for program support should be indicated.

45 (April 2008) Estimated New Funds to Support Proposed Program Faculty* Library Facilities Equipment Staff Other Total Year 1 Year 2 Year 3 Year 4 Year 5 Total *Additional faculty salaries should be shown in all five years. Sources and Amounts of Funds Available for Program Support Internal Allocation Extramural* Tuition Total Year 1 Year 2 Year 3 Year 4 Year 5 Total *Please identify source(s) of extramural funds. Helpful reminders as you develop the application: Post-implementation conditions adopted by ACHE including admissions, graduates, employment infield, and assessment are binding. It is important that institutions make realistic annual projections lest program approval be rendered null and void. In calculating the number of graduates for post-implementation conditions, only the number of graduates should be reported on the IPEDS survey during the identified time period. The following data will not be included in the calculations for determining if the post-implementation standard on number of graduates has been met: a. Students who completed 26 semester hours in the program and found employment in the same or a related field. b. Students who complete a short-term certification in the field.

46 (April 2008) Employer Survey (College) (Program of Study) We have reviewed the employment demand for specialties at selected businesses in College s service area and in Alabama. We are confident that the employment needs for personnel who possess the skills acquired in such a program of instruction could best be classified as: High Demand Moderate Demand Low Demand Critical Shortage In addition, we have examined and recommended requirements for admissions, content of the specialties and appropriate general education, program length, method of evaluation, and the skills and/or proficiency required for completion. EMPLOYERS: (In and in directly-related fields) Minimum of 18 employers Employer A Demand Employer B Demand Name: Title: Company Name: Address: Zip Code: Signature: Name: Title: Company Name: Address: Zip Code: Signature: Employer C Demand Employer D Demand Name: Title: Company Name: Address: Zip Code: Signature: Name: Title: Company Name: Address: Zip Code: Signature:

47 (April 2008) Employer E Demand Employer F Demand Name: Title: Company Name: Address: Zip Code: Signature: Name: Title: Company Name: Address: Zip Code: Signature:

48 APPENDIX 3 Alabama State Board of Education Policy and Guidelines Instructional Sites

49 POLICY NAME: : Instructional Sites EFFECTIVE: SUPERSEDES: issued ; ; SOURCE: State Board of Education Resolution CROSS REFERENCE: , Each institution must obtain approval of the State Board of Education prior to establishing a branch campus. Such approval shall be reported to the appropriate external agencies. A branch campus is defined as a degree granting subunit of an institution, located in a geographical setting separate from the sponsoring institution s campus, but within the sponsoring institution s service area. The administrative structure of such an entity is clearly a subunit of the sponsoring institution s administrative structure. Normally, a branch campus offers a limited number of instructional programs leading to an award or degree, and provides only the instructional and student support services and resources necessary to maintain those specific programs. 2. The State Board of Education shall approve the establishment of instructional sites away from a branch or main campus, but within the service area of an institution. All credit and non-credit instruction offered by an institution within its service area is considered to be routine offerings of the institution. As such, the institution is responsible for selection of faculty, courses, and times when courses may be offered, in accordance with the requirements of the various regional and national accrediting agencies. 3. The State Board of Education shall approve the establishment of off-campus instructional sites An off-campus instructional site is defined as a location physically apart from a main campus and outside of the service area of an institution where courses are taught Instructional offerings at off-campus instructional sites, regardless of means of delivery, shall be considered off-campus instruction and shall be offered in accordance with guidelines and criteria established by the Chancellor and reported to the Board. These guidelines shall include matters such as faculty selection, courses, and timing and location of offerings. 4. When appropriate, the Department will notify external agencies of branch campuses and instructional sites. 5. Courses offered as customized Training for Existing Business and Industry (TEBI), regardless of the location, do not require prior approval of the Board. Such offerings must be reported to the Chancellor. 6. High school sites where courses are offered under a dual enrollment agreement do not require Board approval. Such offerings shall be reported to the Chancellor and the Board and monitored by the Chancellor. 7. Guidelines for implementation of this policy shall be established by the Chancellor.

50 (April 2008) GUIDELINES FOR POLICY : INSTRUCTIONAL SITES 1. Definitions A. Service Area - The geographic region of the state designated by the State Board of Education as the institution s assigned service delivery area. B. Branch Campus Degree granting subunit of an institution, located in a geographical setting separate from the sponsoring institution s campus, but within the sponsoring institution s service area. The administrative structure of such an entity is clearly a subunit of the sponsoring institution s administrative structure. Normally, a branch campus offers a limited number of instructional programs leading to an award or degree, and provides only the instructional and student support services and resources necessary to maintain those specific programs. C. Campus - Location offering two or more programs that lead to a degree. D. Facility - The actual physical plant in which instruction is offered. E. Instructional Site - Locations within the service area of the institution where credit and non-credit instruction is offered. F. Off-Campus - Instruction offered outside of the service area of an institution. G. Off-Campus Instructional Site - A location outside of the service area of an institution where courses are taught. H. Off-Campus Courses - Credit or non-credit courses provided to students outside the service area of an institution. I. Dual Enrollment Course - Courses offered in accordance with State Board of Education Policy allowing eligible high school students to enroll in college courses and to receive both high school and college credit. J. Customized Training for Existing Business and Industry Courses (TEBI) - A formal instructional experience specifically designed as a non-credit course that is presented exclusively to employees of an industry, business, municipality, or state or federal agency to meet specific skills or competency requirements. 2. Operating Principles A. The Alabama Community College System is committed to providing barrier-free access to quality instructional programs and activities within a reasonable commuting distance of each student. All instructional sites must meet the

51 (April 2008) accreditation standards of appropriate regional and national accrediting agencies, and if applicable, any other program specific accreditation standards. B. Any site where instruction is offered is subject to State Board of Education and Alabama Commission on Higher Education review and approval. 1. While there are no minimum enrollment requirements for the delivery of coursework at instructional sites and off-campus instructional sites, institutions should strive to ensure that offerings at these sites are costeffective. 2. Instruction offered at high schools under Dual Enrollment Agreements as defined by State Board of Education Policy is exempt from the process as outlined below; however, such offerings must be reported to the Chancellor. 3. Recognizing the need for rapid turnaround of requests for Training for Existing Business and Industry (TEBI) type instruction. TEBI courses do not require prior approval of the State Board of Education. However, notice of such offerings must be reported to the Chancellor under existing guidelines. 4. Off-Campus Instructional Site - In order for an institution to offer off-campus instruction in another institution s service area, the proposing institution must provide the Chancellor with an Agreement to Offer Off-Campus Instruction (DPE-26) signed by both presidents. The documentation to accompany this agreement must include the course prefix, course number, course title, projected enrollment (based on documented student demand data), days scheduled, class hours scheduled, and a list of potential instructors. The Chancellor may recommend the approval of an off-campus site over the objection of a host President, if there is a clearly documented need for the proposed instruction which is not being met by the host institution. [Note: For the sake of maximizing resources, the institutions are encouraged to explore all available avenues of delivering courses/programs through cooperative methods rather than through the implementation of new academic programs.] 5. In order to ensure compliance with various state statutes and federal court orders, the provision of various instructional activities offered at prison sites is a separate category of instruction. Therefore, a category of Prison Sites shall be used to account for these locations. 6. In order to foster cooperation among various levels of government, the provision of various instructional activities offered on military sites (federal and state) for personnel is a separate category of instruction. Therefore, a category of Military Sites shall be used to account for these locations.

52 (April 2008) 3. Procedures A. Proposals for the establishment of instructional sites and off-campus instructional sites will be considered by the State Board of Education at its regularly scheduled April meeting. A Site Request Form (DPE-25) must be submitted to the Department of Postsecondary Education by March 1 of each year. Instructional sites are recognized as information items by the Alabama Commission on Higher Education (ACHE). Off-campus instructional sites are recognized as decision items by ACHE. B. Sites approved by the State Board of Education need not be resubmitted each year for approval, unless the institution has been notified by the Chancellor that any one of the following events has occurred: 1. Credit hour production at a site has declined twenty percent (20%) from the preceding year. 2. The institution s Annual Financial Statement indicates that the current unrestricted fund expenditures exceed the current unrestricted fund revenues for the preceding year. 3. The physical location of the site has changed. 4. Violations of State Board of Education policy have occurred. C. In the event that any instructional site has 0 enrollment for two consecutive terms, the approval for that instructional site automatically terminates at the end of the second term. Re-establishment as an instructional or off-campus site will require approval of the State Board of Education and recognition and/or approval by ACHE. D. Enrollments and credit hour production at all sites will be monitored by the Department of Postsecondary Education on a term-by-term basis through the analysis of data submitted by each institution on its Personnel and Enrollment Reporting System (PERS) reports, and TEBI Off-Campus Semester Reports. Upon State Board of Education approval of a site, the Department of Postsecondary Education s Research and Information Services Division will provide to the institution an appropriate site code for use in reporting data through PERS. E. If a previously approved instructional site is inactive for a period of one year, a Site Request Form (DPE-25) must be submitted in order to reestablish the site. F. In the event that an institution is found to be in violation of State Board of Education policy, the Chancellor may recommend that appropriate sanctions be imposed by the State Board of Education. 4. Facilities

53 (April 2008) A. Facilities 1. Site approvals are facility specific. If instruction is to be moved from one facility to another, regardless of the distance, this constitutes a new site that requires State Board of Education approval and recognition/approval by ACHE. 2. Courses must be offered in appropriate instructional environments, which are both safe and conducive to learning. 3. Laboratories of all types. Must be adequate to support the course offerings delivered at the site. 4. Whenever possible, instruction should be housed in existing facilities, particularly those that are made available without cost. B. Resources. Learning resources, including library resources, must be adequate to support the course offerings delivered at the site. C. Administrative and Support Services. Adequate administrative (supervisory) and support services must be provided at all instructional sites and off-campus instructional sites. D. Relationship to the Master Academic Program Inventory. Courses offered at all instructional sites or off-campus instructional sites must be in the Academic Inventory for the proposing institution. E. Student Contact Hours. The number of student contact hours required in a course offered at an instructional site or off-campus instructional site will be equal to the number required on the campus. F. Admission and Course Completion Requirements. Admission and course completion requirements must be the same as the requirements on the campus. G. Faculty Qualifications. Qualifications and credentials for instructors at instructional sites and off-campus instructional sites must meet the requirements stated in the State Board of Education s Faculty Credential Policy and principles of the Southern Association of Colleges and Schools, the requirements of the Council on Education or other appropriate accrediting agencies.

54 APPENDIX 4 Alabama Commission on Higher Education Guidelines for the Review of Extensions and Alterations of Existing Programs

55 Alabama Commission on Higher Education GUIDELINES FOR THE REVIEW OF EXTENSIONS & ALTERATIONS OF EXISTING PROGRAMS According to the Commission's statute, a new unit of instruction does not include reasonable extensions or alterations of existing curricula or programs that have a direct relationship to existing programs previously approved by the Commission. However, the statute also states that the Commission may, under its rule-making authority, define the character of such reasonable extensions and alterations. A Reasonable Extension or Alteration of a Unit or Program of Instruction is defined as a modification of an existing unit or program of instruction that does not change its essential character, integrity, or objectives. Such modifications do not create new units or programs of instruction. Program changes may include the addition of a new area of specialization (concentration, option, emphasis, focus, track), or changes in degree nomenclature at the same degree level (except doctoral), or changes in program title or CIP code, provided these modifications are within Commission guidelines (see below). Provisions for reasonable extensions or alterations of units or programs of instruction do not relate to the addition of off-campus sites or adding any new unit or program. There are two types of reasonable extensions or alterations of a unit or program of instruction: 1) Non-Substantive Change which requires notification to Commission by information item; and 2) Substantive Change which requires Commission approval. 1. Non-Substantive Extensions/Alterations of Existing Units or Programs of Instruction: The following extensions and alterations of existing units and programs of instruction are considered non-substantive and do not require Commission approval. However, before any of these changes may be implemented, they must be presented to the Commission as information items. If supporting documentation verifies that any conditions and requirements are met, the changes will be recognized by the Commission by information item. The Commission staff may request additional information if necessary. It is recommended that institutions consult the Commission staff prior to submitting the proposal if there is a question regarding whether the proposed extension or alteration is substantive or non-substantive. A. Changes in award nomenclature at the same level for programs listed in the Commission's Academic Program Inventory, with the exceptions listed below, provided that no changes in program requirements, content, and objectives are made, and provided the new nomenclature replaces the current designation. to implementation, the institution must present an information item that provides sufficient evidence that the proposed nomenclature is more appropriate than the current designation. Adopted - 8/19/94 Acad Policies/ GDL-Reason Alt Ext of Existing Prog 1

56 1) For purposes of this policy, the Certificate and Diploma (30-60 sh) in the two-year colleges are considered to be at the same level but the AAT and AAS are not considered to be the same level, because the Commission on Colleges of the Southern Association Colleges and Schools does not recognize the AAT degree. Since the Commission reviews only "long-term" certificates or diplomas in the two-year colleges, any reference to certificates and diplomas is limited to awards of sh unless otherwise specified. 2) All changes in award nomenclature at the doctoral level require Commission approval as substantive changes. B. Upgrades from Diploma and Certificate to Associate in Applied Technology (AAT) in technical colleges, if documentation is provided that: 1) The AAT is limited to the technology and service programs requiring the highest levels of skills as jointly determined by the staffs of the Commission and the ADPE. 2) The total credit hours in general education requirements are no less than that required by the Southern Association of Colleges and Schools (SACS) Commission on Colleges' standards for associate degrees. 3) The programs are no more than six semesters in length. 4) All courses are on a regular collegiate credit hour basis. C. Upgrades from AAT to AAS in technical colleges, if documentation is provided that: 1) The technical college achieves Commission on College (COC) accreditation from SACS; or the technical college achieves candidacy status for COC accreditation. In the case of candidacy status, if accreditation is not achieved within four years of the date of candidacy status, the award of completion reverts back to the AAT unless documentation can be provided that the COC has granted additional time to the institution to receive accreditation. 2) Written documentation of the following is submitted to the Commission staff from ADPE: a. Date of achievement of candidacy status with COC or COC accreditation. Adopted - 8/19/94 Acad Policies/ GDL-Reason Alt Ext of Existing Prog 2

57 b. Documentation that the technical college faculty teaching the basic core of general education courses in communication, social sciences, science and math, and fine arts meet the COC requirement of holding at least a master's degree and having completed at least 18 graduate semester hours in the field taught. D. Upgrades from Diploma and Certificate to AAS in community colleges, if documentation is provided that the following conditions are met: 1) The institution must have a Diploma or Certificate listed in the Commission's Academic Program Inventory at the proposed CIP Code with the proposed program title. 2) The CIP Code and title of the upgraded program must remain the same as for the Diploma or Certificate. 3) The total credit hours in general education requirements must be no less than that required by SACS for associate degrees. 4) The program must be no more than 76 semester hours in length. 5) The two-year institution must have achieved COC accreditation or candidacy status from SACS (copy of letter from SACS must be provided.) Note: In the case of institutional consolidation, no upgrades from Diploma or Certificate to AAS or from AAT to AAS will be accepted by information item until the institutional consolidation of the institution has been approved by the Commission and documentation is provided by ADPE from SACS that the educational institution resulting from the consolidation has COC accreditation or candidacy status. Administrative consolidation of institutions, as defined by the Commission, does not provide a basis for changing or upgrading awards. E. Changes in program titles or CIP codes if documentation is provided that no changes are made in program requirements, content, and objectives, and provided the new title or code replaces an earlier designation. Program title changes or CIP code changes should only be made when the proposed title or code more adequately reflects the nature and content of the program. The burden of demonstrating this is upon the institution. F. New Educational Specialist (Ed.S.) degree programs if documentation is provided that they are implemented in conjunction with State Board of Education approved sixth-year (AA) teacher certification programs. Adopted - 8/19/94 Acad Policies/ GDL-Reason Alt Ext of Existing Prog 3

58 G. Non-degree programs of senior institutions including prebaccalaureate, postbaccalaureate, and postmasters certificates. Note: These certificates are not listed in the Commission's Academic Program Inventory. H. Short-term certificate programs (less than or equal to 29 semester hours) in community, junior, and technical colleges designed for completion in less than one academic year (two semesters) of full-time study or the equivalent. Note: These certificates are not listed in the Commission's Academic Program Inventory. I. Dual degree programs sponsored by two different institutions or two departments, schools, or colleges within an institution, leading to the awarding of two separate degrees. Dual degrees are not discretely identified in the Commission's Academic Program Inventory. This definition assumes the existence of two degree offerings prior to an agreement for a dual offering. J. Administrative changes at the Department level, such as establishing a new department, combining two or more departments into a single department, or dividing a department into two or more departments. If the administrative change creates a more prominent unit of instruction, such as a division or school, Commission approval as a new unit is required. K. New Units of Instruction, Research, or Service which do not offer courses or other activities for academic credit. L. New Teacher Certification Programs. However, if a certification program involves the addition of a new degree program which will be added to the Commission's Academic Program Inventory and identified in the institution's catalog or other publications, Commission review and approval as a new academic program is required. (For example, if the institution is adding a teacher certification in English under an existing degree program in Secondary Education, Commission approval is not required. However, if a separate degree is to be offered in English Education, per se, then approval is required). M. Designation of a program in the Commission's Academic Program Inventory as inactive or reinstatement of an inactive program to active status. While a program is on inactive status, no students will be admitted. If an inactive program has not been reinstated within five years, it will be removed from the Commission's Academic Program Inventory. Once the five-year time limit has expired, the institution will have to submit a new program proposal, following established timetables and procedures for review, to have a program reinstated to the Commission's Academic Program Inventory. To reinstate an inactive program to active status within five years of the date it was formally recognized as inactive by the Commission, the institution must Adopted - 8/19/94 Acad Policies/ GDL-Reason Alt Ext of Existing Prog 4

59 submit documentation that the program has adequate resources and student demand to be placed on active status. After June 6, 1997, only viable programs, as determined by the Alabama Commission on Higher Education, may be placed on inactive status. N. Termination of a program in the Commission's Academic Program Inventory. Once the Commission formally recognizes the termination of a program in the Inventory, the institution must submit a new program proposal, following established timetables and procedures, to offer the program again. 2. Substantive Extensions/Alterations of Existing Programs or Other Units of Instruction: A substantive change must be approved by the Commission as a reasonable extension/alteration of an existing program. All proposed extensions and alterations of existing programs and curricula not specifically defined as non-substantive in section 1 must be presented to the Commission for approval as substantive changes. If the staff determines that the proposed extension or alteration is a new program or unit and not a reasonable extension/alteration of an existing program, the institution must follow established review guidelines and procedures for reviewing new programs and units. Generally, if less than one-third of the major of the proposed extension/alteration is in common with the major of the existing program(s), the change will be considered a new program. The criteria used for evaluating the reasonableness of a proposed substantive extension or an alteration include: The scope or effect of the proposed extension or alteration (How many of the major courses to be offered by the proposed extension/alteration are offered in the existing program? How will the proposed extension/alteration impact other public institutions? Will the proposed extension/alteration move the program listing to a new two-digit CIP category in the Commission's academic program inventory?) The impact of the proposed change on the existing program or unit (What will be the budgetary impact of the proposed extension/alteration? What changes in faculty and staff will be required to implement the proposed extension/alteration?) The rationale for the proposed change (Is justification for proposed extension/alteration based on academic principles and/or market demand? What evidence can be presented that this proposed change will benefit students? Reference need or demand studies if available. How will the resulting program be improved as a result of this proposed change?) Substantive extensions/alterations of existing programs and other units of instruction include, but are not limited to: A. Approval of New Options/Tracks/Specializations/Concentrations as the Result of Program Mergers and Consolidations or New Course Sequences Adopted - 8/19/94 Acad Policies/ GDL-Reason Alt Ext of Existing Prog 5

60 1) Option must be in a field closely related to the major (usually 28 sh or more). 2) Generally, an option must be less than half of the total credits needed for the major (two-year), upper-division major (baccalaureate) or graduate program. (Note: The Commission's definition of minor is 18 sh generally. An option generally would require fewer hours than a minor except in cases where the major is greater than 34 sh.) 3) Generally, the resulting program must have a common core (excluding the general education core) for all majors regardless of which option selected, which is at least 50% of the major. Exceptions to this guideline will be considered if the institution can present convincing rationale that the 50% should be reduced. B. Approval of Mergers of Two or More Programs into an Existing Program in the Commission's Academic Program Inventory. 1) Merged program(s) and existing program must have at least two-thirds of their courses in common. 2) If merged program(s) becomes an option in the existing program, all conditions under "A" above must be met. 3) Research-based graduate degrees (thesis and dissertation option) are different in kind from course work-based undergraduate and graduate degrees in that didactic work is chosen to provide specific background for the proposed research. For research-based graduate programs, the merged and existing programs must share a recognized academic relationship and must have the same minimum requirements for credit hours in terms of didactic and thesis/dissertation work. C. Approval of Consolidation of Two or More Programs into a New Program CIP Code and Title in the Commission's Academic Program Inventory. 1) Existing program(s) and consolidated program must have at least two-thirds of their courses in common. 2) If existing program(s) becomes an option in the consolidated program, all conditions under "A" above must be met. 3) For research-based graduate programs, see "B(3)" above. D. Changes in degree nomenclature at the doctoral level. Adopted - 8/19/94 Acad Policies/ GDL-Reason Alt Ext of Existing Prog 6

61 APPENDIX 5 ESCC Letter of Notification to the Commission on Colleges January 15, 2009

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63 APPENDIX 6 Alabama State Board of Education Policy and Guidelines Chancellor: Consolidation or Merger of Postsecondary Institutions

64 POLICY NAME: : Chancellor: Consolidation or Merger of Postsecondary Institutions EFFECTIVE: SUPERSEDES: issued SOURCE: CROSS REFERENCE: 1. The Chancellor may cause two or more institutions within the Alabama Community College System to consolidate or merge for the purpose of forming a comprehensive community college by presenting for approval, first to the Alabama Commission on Higher Education for review, comments and/or action, and then to the Alabama State Board of Education, a Statement of Intent to Consolidate or Merge which shall incorporate and conform to the following stipulations and provisions: 1.1. Description of the institutions to be consolidated or merged and the designation of a name for the newly created comprehensive community college A statement of personnel assurances addressing the individual identities, missions, and histories of the affected institutions; the status, rights, privileges, and benefits of employees of both the consolidated or merged institutions and the new community college; the status, rights, and privileges of students of both the consolidated or merged institutions and the new community college; employment practices and related and relevant matters of law; and such other information as the Chancellor shall deem appropriate Assurance that personnel at the institutions to be consolidated or merged have been involved in the preparation of the Statement of Intent to Consolidate or Merge, and that close consultation between personnel at the institutions to be consolidated or merged and staff members will continue during the consolidation or merger process A description of the benefits to be derived from the consolidation or merger in terms of enhancement of programs and services available to residents of the new college service area A description of the benefits to be derived from the consolidation or merger in terms of efficiency of management, leadership, and coordination of instructional and student support activities A plan to secure and/or maintain appropriate accreditation for the newly formed community college, including the Prospectus for Substantive Change as required by the Commission on Colleges of the Southern Association of Colleges and Schools The results of an audit of the effectiveness of educational programs at each of the affected institutions, and especially a description of the impact of the consolidation or merger upon existing and/or potential occupational/technical programs to be used to provide entry-level job training skills to residents of the new college service area A description of library/learning resources to support the programs at the newly consolidated or merged institution.

65 1.9. A description of the impact of the consolidation or merger upon the ability of the new community college to provide training for business and industry within the college service area A description of the impact of the consolidation or merger upon the ability of the new community college to provide community service and continuing education opportunities to the residents of the service area A student population projection and student demographic analysis for the new community college A disposition of existing facilities, equipment, and supplies for the consolidated or merged institution as it affects the new community college A description of the fiscal support available for the new community college, including a copy of the most recent financial audits of the affected institutions, and a financial impact statement regarding their consolidation or merger A plan setting forth the steps to be taken and time lines to achieve the administrative and programmatic consolidation or merger of the institutions involved into a single comprehensive community college, developed with input from and consultation between personnel at the institutions to be consolidated or merged The consolidation or merger of institutions shall proceed in two phases, commencing with an administrative consolidation or merger, for which a detailed plan shall be developed which shall contain a description of the administrative organization for the new institution, and a specific time line noting the initiation and completion dates of the administrative phase of the consolidation or merger A detailed plan for the final phase of the consolidation or merger, the programmatic phase, shall be developed and shall contain a description of the educational program at the new institution, including an inventory of programs, as well as other specific information related to programmatic realignments, and a specific time line noting the initiation and completion dates of the programmatic phase of the consolidation or merger Provision for planned professional development to enhance and support the growth of the new comprehensive community college A description of the geographic area to be served by the new community college A specific time line defining the entire consolidation or merger process The Commission on Colleges of the Southern Association of Colleges and Schools and the Alabama Commission on Higher Education shall be notified at the beginning of the planning process for consolidations or mergers and at least six months in advance of the designated date for final approval, in accordance with its provisions for substantive change.

66 1.19. The Alabama State Board of Education directs the president(s) and the Chancellor, when necessary, to visit the Southern Association of Colleges and Schools personally to assure understanding and communication concerning pending consolidations or mergers. 2. The consolidation or merger of institutions shall be recommended only after public meetings concerning the proposed consolidation or merger are held in each community where an affected institution is located. 3. The Chancellor shall approve all elements of the transition plan for carrying out the consolidation or merger of institutions and monitor all actions taken and evaluate their effectiveness. 4. Consolidated or merged institutions shall not be recognized as one institution until the administrative and programmatic phases are completed, the Commission on Colleges of the Southern Association of Colleges and Schools, and the Alabama Commission on Higher Education have recognized and approved the consolidation or merger, and the Alabama State Board of Education has rendered final approval. 5. The Chancellor shall report annually for the first three years to the Alabama State Board of Education concerning the programs of the consolidation or merger including elements of fiscal, program, and administrative accountability. 6. The colleges are instructed to submit copies of all correspondence with and materials provided to and received from the Commission on Colleges of the Southern Association of Colleges and Schools to the Alabama Department of Postsecondary Education for conveyance to the Alabama State Board of Education.

67 (May 2005) GUIDELINES AND TIMETABLE FOR POLICY : CHANCELLOR: CONSOLIDATION OR MERGER OF POSTSECONDARY INSTITUTIONS I. Approval of Statement of Intent to Consolidate or Merge by the Alabama Commission on Higher Education II. III. IV. Approval of Statement of Intent to Consolidate or Merge and of personnel assurances by the Alabama State Board of Education (initial action) Institutional notification of pending change to the Commission on Colleges of the Southern Association of Colleges and Schools (immediately after initial action) Preparation and submission of Prospectus for Substantive Change (as required by the Commission on Colleges of the Southern Association of Colleges and Schools) V. Visit by Substantive Change Committee (varies) VI. VII. VIII. IX. Approval of change by the Commission on Colleges of the Southern Association of Colleges and Schools (varies) Approval of formal request for administrative consolidation by the Alabama Commission on Higher Education Final approval of change by the Alabama State Board of Education, subject to acceptance of the prospectus by the Commission on Colleges of the Southern Association of Colleges and Schools (six months after initial action) Recognition of programmatic change X. First year progress report XI. XII. Second year progress report Third year progress report

68 APPENDIX 7 Alabama State Board of Education Policy Converting Contact Hours To Credit Hours Equivalencies

69 POLICY NAME: : Converting Contact Hours to Credit Hour Equivalencies EFFECTIVE: SUPERSEDES: issued ; ; SOURCE: CROSS REFERENCE: Semester Hour Credit The State Board of Education requires institutions to operate on a semester system. Semester hours of credit are then based upon the average number of hours of instruction weekly during a 15-week period, with an hour of instruction defined as not less than 50 minutes of instructor/student contact. A semester system is defined as a fall semester, spring semester, and a summer term. A variety of class meeting schedules that fall within this structure may be present within the institutions. 2. Credit Hour Equivalencies A semester hour of credit (or credit hour) is based upon the average number of hours of instruction taught weekly. The ratio of weekly contact hours to credit hours varies with the type of instruction being used. There are six general categories of types of instruction: (1) Theory, (2) Experimental Laboratory, (3) Practical Application Laboratory, (4) Clinical Practice, (5) Preceptorship, and (6) Internship. 3. Definitions The definitions for each category/type of instruction are: 3.1. Theory. Instruction focused on principles, concepts, or ideas. Generally requires extensive out-of-class preparation prior to class each week as well as follow-up assignments. Theory instruction is the term which will be used to include lecture, recitation, discussion, demonstration, seminar, and other standard classroom instruction. Theory instruction is under the direct supervision of an instructor. Ratio: 1:1 (one hour of credit for one hour of theory instruction as defined.) 3.2. Experimental Laboratory. Instruction focused on experimentation in a classroom, laboratory, or studio through teacher-assisted, hands-on learning experiences. An experimental laboratory is generally required in conjunction with the theory of an academic course. Work is normally completed in the learning environment, but may include out-of-class assignments such as practice and/or laboratory report writing. Experimental laboratory instruction is generally under the direct supervision of an instructor. Ratio: 2:1(one hour of credit for two hours of experimental instruction as defined.) or 3:1 (one hour of credit for three hours of experimental instruction as defined.)

70 3.3. Practical Application Laboratory. Experience-based instruction focused on real world activities, albeit in a simulated environment for the purpose of developing occupational competencies related to the use of equipment, tools, machines, and other programspecific work products. A practical application laboratory is generally required in career and technical programs; requires limited out-of-class assignments per week; emphasis is in the use of equipment, tools, machines, etc. found within the lab environment. Practical application laboratory involves the development of manual skills and job proficiency and is under the direct supervision of an instructor. Ratio: 2:1 or 3:1, depending on program. (One hour of credit for two or three hours of practical application instruction as defined.) 3.4. Clinical Practice. Experience-based instruction focused on real world activities, generally in healthcare of service occupation programs, offered in a real world environment, for the purpose of developing skills related to the discipline. A clinical practice laboratory is generally required in healthcare related fields. Work is normally completed in the learning environment, but may include out-of-class assignments. Clinical Practice is under the direct supervision of an instructor. Out-of-class assignments each week are used to prepare the student for the clinical experience. Ratio: 3:1 (one hour of credit for three hours of clinical practice instruction as defined.) 3.5. Preceptorship. P3 or P5. Advanced experience-based instruction, under the supervision of a licensed healthcare professional, for the purpose of enhancing occupational competencies. The course instructor works with the healthcare professional to determine the clinical assignments for students. The instructor must be readily available for consultation with the healthcare professionals. Ratio: 5:1 or 3:1 (one hour of credit for five hours or three hours of preceptorship instruction as defined.) NOTE: programs of study for which accreditation and/or licensing bodies require a different ratio must comply with discipline-specific time-to-credit criteria Internship. Internship is the term which will be used to include cooperative education, apprenticeships, practicums, sponsored work instruction. Internship involves the development of job skills by providing the student with a structured employment situation that is directly related to, and coordinated with, the educational program. Student activity in internship is planned and coordinated jointly by an institutional representative and the employer, with the employer having the responsibility for control and supervision of the student on the job. Work is normally completed in the learning environment, but may include out-of-class assignments. Ratio: 5:1 (one hour of credit for five hours of internship instruction as defined.) NOTE: programs of study for which accreditation and/or licensing bodies require a different ratio must comply with discipline-specific time-to-credit criteria. 4. Guidelines for implementation of this policy shall be established by the Chancellor. 5. The effective date of this policy is January 1, 2009.

71 APPENDIX 8 Alabama State Board of Education Policy Graduation Requirements: Degrees

72 POLICY NAME: : Graduation Requirements: Degrees EFFECTIVE: SUPERSEDES: issued ; ; ; ; SOURCE: State Board of Education Resolution CROSS REFERENCE: , , Community and Technical Colleges A student will be considered a graduate and awarded the Associate in Arts, Associate in Science, Associate in Applied Science, Associate in Applied Technology, and Associate in Occupational Technologies degrees upon satisfactory completion of the requirements of the specific program as specified by the institution granting the degree and the State Board of Education A student must: Complete a minimum of 60 semester credit hours in an approved program of study, including prescribed general education courses Earn a 2.0 cumulative grade point average in all courses attempted at the institution. A course may be counted only once for purposes of meeting graduation requirements Complete at least 25 percent of semester credit hours at the institution granting the degree Provide official transcripts from all colleges previously attended. Note: Transferred coursework accepted for credit toward an undergraduate degree must represent equivalent collegiate coursework relevant to the degree A student is not required to pay graduation fees or participate in commencement ceremonies in order to be designated as a graduate on the transcript The chief academic officer shall approve the formal award when the student meets all requirements for graduation Transcripts will not be provided to a student nor forwarded to any other institution or organization until after the student has fulfilled all financial obligations to the institution. 2. Athens State University A student will be awarded the Bachelor of Arts, the Bachelor of Science and the Bachelor of Science Education degrees upon satisfactory completion of Athens State University requirements, the requirements of the specific degrees and the State Board of Education.

73 2.1. A student must: Meet all Athens State University financial obligations before the degree is awarded Complete 33 of the last 39 semester hours of study or 25 percent of the degree requirements with Athens State University Complete a minimum of 60 semester hours at the level Complete a minimum of 15 semester hours of upper ( ) level coursework in his or her major at Athens State University, not including courses taken by consortium arrangement. School or departmental regulations may require more than 15 semester hours of coursework in the major at Athens State University Complete all course requirements for major(s). Complete all course requirements for minor (if applicable). Complete all of the general education requirements for the degree Attain an overall grade point average of 2.0, a 2.0 on all coursework attempted at Athens State University and at least a 2.0 in the major field. School or departmental regulations may require more than a 2.0 grade point average (see major requirements in each discipline) Complete the total degree requirements at a minimum of 124 semester hours Complete the teacher certification requirements (if applicable) Apply no more than 64 semester hours of non-traditional/non-graded college credit applicable toward the degree. 3. The effective date of this policy is August 26, 2010.

74 APPENDIX 9 from Ms. Trish Jones Instructional Specialist Department of Postsecondary Education

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