ACCREDITATION. Policy 60150: Substantive Change

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1 ACCREDITATION Plicy 60150: Substantive Change 1. Purpse 2. Plicy The purpse f this plicy is t assist the Cllege with maintaining cmpliance with Cmprehensive Standard f the Principles f Accreditatin f the Suthern Assciatin f Clleges and Schls (SACS). 2.1 A significant mdificatin r expansin in the nature and scpe f an accredited institutin is knwn as a substantive change. An institutin with a substantive change is required t reprt that change. Germanna Cmmunity Cllege is accredited by the Cmmissin n Clleges (CC) f the Suthern Assciatin f Clleges and Schls. SACS accredits an entire institutin and its prgrams and services, wherever they are lcated r hwever they are delivered. The Cmmissin is respnsible fr reviewing all substantive changes that ccur between an institutin s reviews t determine if the change has affected the quality f the institutin and t assure the public that all aspects f the institutin meet defined standards. It is the institutin s respnsibility t fllw the substantive change prcedures as utlined by SACS. 2.2 The mst cmmn, but nt all, f the substantive changes needing ntificatin and/r a substantive change prspectus are: Initiatin and expansin f distance learning prgrams Establishing branch campuses r additinal instructinal lcatins Additin f new degree prgrams expanding t a new level resulting in a significant mdificatin in the institutin s current fferings Cnslidatin/merger Change f gvernance r cntrl 2.3 When 25 t 49% f a prgram s credits are t be delivered as described abve, then ntificatin nly is needed. Hwever, when at least 50% f a prgram s credits are t be ffered, then ntificatin t the CC is necessary via the submissin f a prspectus. 2.4 In mst cases, substantive changes need t be reprted at least six (6) mnths befre implementatin. If required, the prspectus is submitted three (3) mnths in advance. 2.5 The situatins pertinent t Germanna Cmmunity Cllege that will always trigger an n-site visit by the CC are: Initiatin f an additinal lcatin at which a student can earn at least 50% f his/her credits tward a degree/certificate prgram if the institutin: - has a ttal f three r fewer apprved lcatins; r, - has nt demnstrated t the Cmmissins satisfactin that it has a prven recrd f effective educatinal versight f additinal lcatins; r - has been placed n sanctin by the Cmmissin r is subject t sme limitatin n its accreditatin. The initiatin f a branch campus. 2.6 There are tw types f substantive changes: 1) ntificatin nly and 2) ntificatin and apprval. Ptential substantive changes pertinent t Germanna Cmmunity Cllege requiring nly ntificatin t SACS prir t implementatin are as fllws: - site based/classrm grup instructin (where the instructr is present) and there is initiatin f an ff-campus site at which a student might earn mre than 25% and less than 50% f credits tward a prgram, thereafter reprting 50% r mre f a degree prgram; - site based/classrm grup instructin (where the instructr is present) and the institutin is adding significantly different degree prgrams (apprved fr the institutin) at a currently apprved ff-campus site (des nt apply t new sites);

2 3. Prcedure 4. Definitins 5. References 6. Pint f Cntact - distance learning/technlgy-based grup r individual instructin (where the instructr and student are gegraphically separated) and the cllege is ffering credit curses via distance learning instructin and students can btain at least 25% f their credits tward a degree prgram (thereafter reprting 50 % r mre f a degree prgram r an entire degree prgram); - distance learning/technlgy-based grup r individual instructin (where the instructr and the student are gegraphically separated) and the cllege is adding significantly different prgrams (apprved fr the institutin) frm previusly reprted prgrams ffered thrugh distance learning; - initiating significant changes in existing technlgy-based delivery systems in distance learning (ff-campus prgrams); - relcating a main campus. Ptential substantive changes pertinent t Germanna Cmmunity Cllege that require ntificatin and apprval by SACS prir t implementatin include the fllwing: - expansin f distance learning prgrams; - establishing branch campuses - establishing additinal instructinal lcatins where when at least 50% f a prgram s credits are t be ffered; - additin f new degree prgrams expanding t a new level resulting in a significant mdificatin in the institutin s current fferings - cnslidatin/merger - change f gvernance r cntrl. Vice President fr Academic Affairs and Student Services 7. Apprval and Revisin Dates Apprved by President s Cuncil n February 18th, 2008

3 ACCREDITATION Substantive Change Prcedures 1. Purpse The purpse f these prcedures is t assist the Cllege with maintaining cmpliance with Cmprehensive Standard f the Principles f Accreditatin f the Suthern Assciatin f Clleges and Schls (SACS). 2. Prcedures 2.1. The prcedures fr substantive changes requiring ntificatin nly are as fllws: The apprpriate Dean f Instructin and/r Dean f Distance Learning infrms the Vice President f Academic Affairs and Student Services, at least seven mnths prir t the change taking place, that the change is expected. The Vice President will infrm the Accreditatin Liaisn Officer and the President that a letter f ntificatin f the change needs t be sent t the President f the Cmmissin n Clleges. The President will send the letter at least six mnths befre the change is expected t take place; the President will infrm the Deans, the Vice President and the Accreditatin Liaisn Officer if it appears that a writing team is needed t prepare additinal materials fr the prpsal. The Vice President will appint the apprpriate Dean(s) t head the writing team which is t include the Accreditatin Liaisn Officer. When SACS respnds with the decisin, the President will alert the Accreditatin Liaisn Officer and the Vice President f Academic Affairs and Student Services wh will prceed t implement the plan The prcedures fr substantive changes requiring ntificatin and apprval are as fllws: The Deans f Instructin and Distance Learning will mnitr prgram and curse fferings at ff-campus sites. When building the semester and summer schedules, curses ffered at ff campus sites will be nted in terms f the percentage f a prgram r ptential prgram, and the histry f curses ffered at the site which add ptential fr having 50% f the

4 prgram available within seven mnths will be a factr included in an analysis f the fferings. If the analysis shws that a student can earn 40% f credits tward a degree prgram, at least seven mnths befre the initiatin f the prgram/curses at full ptential: The apprpriate dean will cnsult with the Vice President f Academic Affairs and Student Services wh will ntify the President and the Cllege s Accreditatin Liaisn fficer that the Cllege is clse t ffering a prgram at 50%, and that a letter f ntificatin fr prir apprval needs t be sent t SACS; Frm a writing team that will include the Cllege s Accreditatin Liaisn Officer, and begin t prepare a Substantive Change Prspectus dcument that addresses the situatin f a student being able t earn 50% f credits tward a degree prgram at an ff campus site. Submit the prspectus t the Vice President at least fur weeks befre it is t be submitted t SACS; The Vice President will nte cmments and submit the dcument t the President and the Cllege s Accreditatin Liaisn Officer. Feedback will be prvided t the apprpriate dean(s) wh will make adjustments, btain apprpriate signatures, and send the dcument s ntificatin t SACS can be accmplished at least three mnths befre initiatin f the prgram at the site. When prgrams are t be added t a site r t distance learning, at least seven mnths befre the initiatin f the prgram at the site: The Dean f Instructin respnsible fr the prgram and/r the Dean at the campus clsest t the ff-campus site will infrm the Vice President f Academic Affairs and Student Services prir t the ffering f the prgram. The Vice President will infrm the President and the Cllege s Accreditatin Liaisn fficer that prir apprval needs t be sught via a letter frm the Cllege s President t the SACS President. The dean(s) will frm a writing team that will include the Cllege s Accreditatin Liaisn Officer, and will begin t prepare a Substantive Change Prspectus dcument that will be submitted t the Vice President f Academic Affairs and Student Services at least fur weeks befre it is t be sent t SACS and fur mnths befre initiatin f the prgram at the site. The Vice President will make cmments and frward the dcument t the President f the Cllege and the Accreditatin Liaisn Officer fr cmments and apprval. The deans will make adjustments, btain apprpriate signatures, and send the dcument s ntificatin t SACS can be accmplished at least three mnths befre initiatin f the additin f the prgrams.

5 When a prgram r degree that is significantly different frm already apprved prgrams is/are t be added t an already apprved ff-campus lcatin, at least seven mnths prir t the ffering: The Dean f Instructin at the campus clsest t the ff-campus site will infrm the Vice President f Academic Affairs and Student Services. The Vice President will infrm the President and the Accreditatin Liaisn Officer that a letter f ntificatin will need t be sent t the President f SACS. The dean will frm a writing team that will include the Cllege s Liaisn Officer, and will begin t prepare a Substantive Change Prspectus. The dean will submit the prspectus t the Vice President at least fur weeks befre it is t be sent t SACS and fur mnths befre initiatin f the prgram r degree. The Vice President will make cmments and submit the dcument t the President and the Cllege s Accreditatin Liaisn Officer fr cmments. Feedback will be prvided t the apprpriate dean(s) wh will make adjustments, btain apprpriate signatures and send the dcument s ntificatin t SACS is accmplished at least three mnths befre initiatin f the significantly different prgram r degree. When at least 50% f credits tward a degree are t be ffered via distance learning, at least seven mnths befre initiatin prir t the ffering: The Dean f Distance Learning, in cnjunctin with the Dean f Instructin wh is respnsible fr the prgram, will infrm the Vice President f Academic Affairs and Student Services abut the prgram. The Vice President will ntify the President f the Cllege and the Cllege Liaisn Officer that a letter f ntificatin is needed fr SACS. The dean will frm a writing team t include the Accreditatin Liaisn Officer, and will prepare a Substantive Change Prspectus dcument. At least fur weeks befre the dcument needs t g t SACS and fur mnths befre initiatin f the prgram, the dcument will given t the Vice President f Academic Affairs and Student Services. The Vice President will make cmments and give a cpy t the President and the Accreditatin Liaisn Officer fr cmments. Feedback will be prvided t the apprpriate dean(s) wh will make adjustments, btain apprpriate signatures and send the dcument s ntificatin t SACS can be accmplished at least three mnths befre initiatin f the distance learning prgram(s). When initiating a branch campus:

6 The Vice President f Academic Affairs and Student Services in cnjunctin with the Accreditatin Liaisn Officer will ntify the President f the Cllege that a ntificatin needs t be sent t SACS at least six mnths prir t the campus pening. The President will send the letter t SACS. The Vice President in cnjunctin with the Liaisn will frm a writing team and prepare the Substantive Change Prspectus. The dcument will be presented t the President at least tw weeks befre needing t be sent t SACS, and 3 1/2 mnths befre initiatin f the branch campus. When changing the length f a prgram: At least seven mnths prir t ffering the change, the Dean f Instructin respnsible fr the prgram and, if applicable, the Dean f Distance Learning, will infrm the Vice President f Academic Affairs and Student Services. The Vice President will ntify the President f the Cllege and the Cllege Liaisn Officer that a letter f ntificatin is needed fr SACS. The dean will frm a writing team t include the Accreditatin Liaisn Officer, and will prepare a Substantive Change Prspectus dcument. At least fur weeks befre the dcument needs t g t SACS and fur mnths befre initiatin f the prgram, the dcument will given t the Vice President f Academic Affairs and Student Services. The Vice President will make cmments and give a cpy t the President and the Accreditatin Liaisn Officer fr cmments. Feedback will be prvided t the apprpriate dean wh will make adjustments, btain apprpriate signatures and send the dcument s ntificatin t SACS can be accmplished at least three mnths befre initiatin f the change in length f the prgram. When adding prgrams r curses that represent a significant departure frm thse that were in place when the institutin was last evaluated, depending n the nature f the prgram r curses: The Dean f Instructin respnsible fr the prgram and/r the Dean f Distance Learning as apprpriate will ntify the Vice President f Academic Affairs and Student Services. The Vice President will ntify the President f the Cllege and the Cllege Liaisn Officer that a letter f ntificatin is needed fr SACS. The dean will frm a writing team t include the Accreditatin Liaisn Officer, and will prepare a Substantive Change Prspectus dcument. At least fur weeks befre the dcument needs t g t SACS and fur mnths befre initiatin f the prgram, the dcument will given t the Vice President f Academic Affairs and Student Services.

7 The Vice President will make cmments and give a cpy t the President and the Accreditatin Liaisn Officer fr cmments. Feedback will be prvided t the apprpriate dean wh will make adjustments, btain apprpriate signatures and send the dcument s ntificatin t SACS can be accmplished at least three mnths befre initiatin f the additin f prgrams r curses that represent a significant departure frm thse that were in place when the institutin was last evaluated. 3. References When SACS respnds with the decisin, the President will alert the Accreditatin Liaisn Officer and the Vice President f Academic Affairs and Student Services wh will prceed t implement the plan. Substantive Change fr Accredited Institutins, Plicy Statement; Principles f Accreditatin, 1.3.1; Institutinal Respnsibility fr Reprting Substantive Changes, Principles f Accreditatin Substantive Change fr Accredited Institutins f the Cmmissin n Clleges Plicy Statement, Resurce Manual fr the Principles f Accreditatin: Fundatins fr Quality Enhancement. The Principles f Accreditatin: Fundatins fr Quality Enhancement R. Jacksn, R. Russell, G. Lrd, J. Allen. Substantive Change Wrkshp. CC Annual Meeting, ]

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