INTERNAL PROCESSES FOR ASSURING TIMELY NOTIFICATION OF SUBSTANTIVE CHANGES

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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 (www.sacscoc.org/pdf/081705/substantive%20change%20policy.pdf), 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

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