C.5. Policy on Course/Program Approval

DEAC Accreditation Handbook 2015 C.5. Policy on Course/Program Approval C.5. Policy on Course/Program Approval Introduction As part of its accreditation process, the DEAC conducts evaluations of course/program materials in accordance with the procedures outlined below. This policy is divided into six sections, and it covers the following: Overview Institution/ Courses/ Programs Type Section Initial Accreditation Degree, Vocational, High School 5.1 Reaccreditation Degree, Vocational, High School 5.1 Adding a New Course/ Program Degree, Vocational, High School 5.2 Revising a course/program Degree, Vocational, High School 5.3 Changing Method of Delivery All courses/programs 5.4 Acquiring Courses/Programs All courses/programs 5.4 Contracting with a Third Party All courses/programs 5.4 Submission Requirements All courses/programs 5.5 Approval Process Initial/ Reaccreditation 5.6 Approval Process New/Revised 5.6 A curriculum review by a subject specialist can take a minimum of eight weeks to complete. The total review and approval process may take up to six months. This includes the subject specialist search, the initial review by the subject specialist, review of the institution s response by the subject specialist (follow-up review), and review and approval by the Accrediting Commission s Subcommittee on Academic Review. The institution will be invoiced per subject specialist for each course/program review, as well as for each follow-up review (please do not send payment in curricula shipment boxes). Please see E.1. Fees for a list of all curriculum review fees. All fees must be paid prior to Accrediting Commission s consideration. Please Note: The Commission will not consider any course/program approvals when an institution is under a Show Cause or when the Commission s actions have been deferred, unless the proposed submission is necessary in order for the institution to come into compliance with the specific directive of the Commission. Courses/programs must be approved before they can be offered. An institution is prohibited from advertising or posting on its website or promotional literature any information regarding the course/program before it has received final approval from the Accrediting Commission s Subcommittee on Academic Review. Institutions violating this requirement may be referred to the Accrediting Commission for action. Templates for the reports may be found on DEAC s website under Seeking Accreditation and Applications and Reports. 6/15 1

C.5. Policy on Course/Program Approval DEAC Accreditation Handbook 2015 5.1. Institutions Seeking Accreditation Institutions Seeking Initial Accreditation Degree Programs Once the institution is deemed ready to move ahead in the accreditation process, it is required to submit all degree programs offered at the institution. For each degree program, it must also submit a minimum of half (50%) of the courses. The representative courses should be: 1. Broadly and fairly representative of the curriculum for the entire degree program; 2. Selected from each level (i.e., 100, 200, 300, or 400) of the degree program; and 3. In different subject areas that fairly represent the complete program (i.e., general education, electives, core courses, etc.). For each degree program, the institution must send a Degree Program Report and supporting documentation. Vocational, Avocational, and Military Programs Once the institution is deemed ready to move ahead in the accreditation process, it is required to submit all programs offered by the institution. For each program, the institution must send a Vocational/Avocational Program Report and supporting documentation. High School Programs For high school diploma-awarding institutions, half (50%) of the courses within each diploma must be submitted with High School Program Report and supporting documentation. Institutions Seeking Reaccreditation Degree Programs An institution undergoing a reaccreditation examination is required to submit the following number of programs: If the institution offers: One program, it must submit all Between 2 and 10 programs, it must submit 50% of the programs Over 11 programs, it must submit a minimum of 5 programs or 25% (whichever is greater) In selecting the programs to be submitted to DEAC, the degree programs should be: 1. Broadly representative of all of the institution s offerings 2. In different fields of study 2 6/15

DEAC Accreditation Handbook 2015 C.5. Policy on Course/Program Approval A minimum of 3 representative courses must be submitted for each program. The courses should specifically cover subject matter directly related to the degree program s primary objectives (i.e. core, specialized courses) and not general education or orientation courses.) For each degree program submitted, the institution must send a Degree Program Report and supporting documentation. Vocational, Avocational, and Military Programs An institution undergoing a reaccreditation examination is required to submit the following number of programs: If the institution offers: One program, it must submit all Between 2 and 10 programs, it must submit 50% of the programs Over 11 programs, it must submit a minimum of 5 programs or 25% (whichever is greater) The programs should be broadly representative of all of the institution s offerings. For each program, the institution must send a Vocational/Avocational Program Report and supporting documentation. High School Programs For high school diploma-awarding institutions, half (25%) of the courses within each diploma must be submitted with High School Program Report and supporting documentation. 6/15 3

C.5. Policy on Course/Program Approval DEAC Accreditation Handbook 2015 5.2. Adding New Courses and Programs Degree Please Note: All the appropriate course or program report templates can be found on DEAC s website. See Section 5.5 for submission requirements for all curriculum submissions. Adding a New Degree Program in similar areas: Accredited institutions that already have degree-awarding approval at the same degree level and/or in similar program areas may request an approval of a new degree program by submitting: 2) Degree Program Report and all required documentation; and 3) A minimum of 3 complete core courses (not general education or orientation courses) that have been specifically developed for the proposed degree program Adding New Degree Program in new area: Adding a new degree program that represents a significant departure from existing offerings of educational programs from those that were offered when the institution was last evaluated is considered a substantive change. For example, an institution currently offers degrees in criminal justice and now would like to add a degree program in health management. The institution must submit: 2) Degree Program Report and all required documentation, and 3) A minimum of 50% of the courses within the program. 4) The institution must also undergo a follow-up on-site visit by an examining committee within one year of the first enrollment to verify that the institution meets the requirements stated in C.9. Policy on Degree Programs. In preparation for the on-site review the institution must submit a streamlined and updated Self-Evaluation Report, which addresses the all Standards as they specifically apply to the new degree program(s). Adding New Degree Program at Different Level: Adding a new degree program at a level above or below the programs presently being offered is considered a substantive change. For example, an institution currently offers Master s programs and would like to now offer Bachelor s, or vice versa. The institution must submit: 2) Degree Program Report and all required documentation, and 3) A minimum of 50% of the courses within the program 4) The institution must also undergo a follow-up on-site visit by an examining committee within one year of the first enrollment to verify that the institution meets the requirements stated in C.9. Policy on Degree Programs. In preparation for the on-site review the institution must submit a streamlined and updated Self-Evaluation Report, which addresses all Standards as they specifically apply to the new degree program(s). Adding a Professional Doctoral Degree: Accredited institutions that already have degree-awarding approval at the same degree level and/or in similar program areas may request an approval of a new degree program by submitting: 4 6/15

DEAC Accreditation Handbook 2015 C.5. Policy on Course/Program Approval 2) Degree Program Report and all required documentation, and 3) A minimum of 50% of the courses within the program. 4) The institution must also undergo a follow-up on-site visit by an examining committee within one year of the first enrollment to verify that the institution meets the requirements stated in C.9. Policy on Degree Programs. In preparation for the on-site review the institution must submit a streamlined and updated Self-Evaluation Report, which addresses all Standards as they specifically apply to the new degree program(s). Adding a New Concentration, Track, or Emphasis to an Already Approved Degree Program: An institution proposing to offer a new concentration, track or emphasis to an already approved degree program (i.e., adding a Finance concentration to an existing MBA program) must submit: 2) Degree Program New Concentration Report and 3) A minimum of 50% of the curriculum for the new concentration, track, or emphasis (e.g., plan to offer 10 new finance courses, must submit 5 for review). Adding a New Degree Course: In this section a course is defined as units of learning activities that result in the award of academic credit when completed. This would include general education courses, electives, and core courses in a degree program. If the is submitting no more than 2 new core courses it must submit items listed below. If the institution is adding 3 or more new courses to any given program this is considered a Revision and the institution must following Revising a Degree Program. 2) Degree Course Report and all supporting documentation, and 3) The entire course. Adding a New Degree Course (General Education or Elective): In this section a course is defined as units of learning activities that result in the award of academic credit when completed. This would include general education courses, electives, and core courses in a degree program. If an additional general education or elective course is being added, the institution must send a letter to the Director of Accreditation (Nan.Ridgeway@DEAC.org). The institution will be notified if the course must be submitted for subject specialist review. If the institution is adding a large number of new general education or elective courses, it may be required to provide a sampling and submit the following items: 2) Degree Course Report and all supporting documentation, and 3) The entire course. Adding a Degree Certificate Program containing courses not already approved: If an accredited institution has been approved by DEAC to offer degree programs, it may also request to offer certificate programs. The institution must submit: 6/15 5

C.5. Policy on Course/Program Approval DEAC Accreditation Handbook 2015 2) Degree Certificate Report (containing courses not already approved); and 3) 50% of the curriculum. Adding a Degree Certificate Program containing courses already approved: Typically, certificate programs contain a collection of credit-bearing courses configured to equip students with specialized knowledge in a subject with content that is less extensive than what is provided in an entire degree program. This section refers to certificate programs being created with courses that are exactly the same (e.g., require proctored exams, the same assignments, the same exam, etc.) as those offered in an already approved degree program and which students may be allowed to transfer the credits into the degree program. The institution must submit a Letter of Notification to the Director of Accreditation (Nan.Ridgeway@DEAC.org) prior to launching the certificate. The institution must provide a chart showing which degree programs the courses are taken from and show comparability to other accredited programs. Certificate Disclaimer: The certificate program must have a disclaimer to prospective students that it is not a degree program, but a certificate program. The program should be restricted to the appropriate degree level, e.g., Baccalaureate, Master s, etc. depending on which courses make up the certificate program. Also, as stated in DEAC Business Standards I.B.2, the word accredited may not be used in conjunction with certification programs, which are different from certificate programs described above. Adding New Combination Distance-Study Resident Program: Accredited institutions that already have degreeawarding approval at the same degree level and/or in similar program areas may request an approval of a new degree combination distance-study resident program by submitting: 2) Degree Program Report; and 3) A minimum of 3 complete core courses that have been specifically developed for the proposed degree program (not general education or orientation courses). 4) A Training Site Report and on-site visit is required (see C.7.). Vocational, Avocational, Diploma, Certificate (non-degree) Adding a New Vocational, Avocational, Diploma or Certificate Program in similar or new area: The term program is referring to learning activities that result in the award of a diploma or certificate when completed. An example would be a Medical Billing or Real Estate Appraisal program that contains a set number of modules or lessons in which a student earns a certificate or diploma when completing the program. Accredited institutions developing new programs must submit: 2) Vocational/Avocational Program Report; and 3) The entire program 6 6/15

DEAC Accreditation Handbook 2015 C.5. Policy on Course/Program Approval Disclaimer: As stated in DEAC Business Standards I.B.2, the word accredited may not be used in conjunction with certification programs, which are different from certificate programs (see glossary). Adding New Combination Distance-Study Resident Program: Accredited institutions that already offer vocational, avocational, diploma or certificate programs may request an approval of a new combination distancestudy resident program by submitting: 2) Vocational/Avocational Program Report; 3) The entire program; and 4) Training Site Report and on-site visit is required (see C.7.). Adding New High School Program/Division (not currently offered): If an institution has not had a high school program approved by DEAC, adding a new high school program to its current offerings is considered a substantive change. An institution proposing to add a new high school diploma program must list the program separately on its website, catalog, and other promotional literature. The institution must clearly indicate that it is offering a high school diploma program, and no academic credit is assigned. It must submit: 2) High School Program Report; and 3) 50% of the curriculum for the high school program (half of the courses). The institution must also undergo a follow-up on-site visit by an examining committee within one year of the first enrollment to verify that the institution meets the requirements. In preparation for the on-site review the institution must submit a streamlined and updated Self-Evaluation Report, which addresses all Standards as they specifically apply to the new high school program. Adding New High School Program (currently offered): If an institution already has a high school program approved by DEAC and would like to add another program or track (i.e. career track, academic track) it must submit: 2) High School Program Report; and 3) 50% of the curriculum for the high school program (half of the courses). Adding New High School Course: If an institution already offers a high school program and would like to add a course, it must submit: 2) High School Course Report; and 3) The entire course. Disclaimer: DEAC institutions may not offer a GED (see Glossary for definition); however they may offer a GED preparation course. 6/15 7

C.5. Policy on Course/Program Approval DEAC Accreditation Handbook 2015 5.3. Revising Courses and Programs Non-substantive Previously approved degree courses/programs undergoing routine revisions or updating do not need to be submitted for review. If an institution decides to change the name/title of a program, name/title or course code of a degree course within an already approved program, or the tile of a vocational/avocational program, the institution must submit a letter to the Director of Accreditation (Nan.Ridgeway@DEAC.org) outlining the change, the reason for the change, and certifying that no other revisions to the course or program have been made. Examples include: Changing a vocational program title from Medical Billing Diploma to Medical Billing and Claims Diploma; changing a degree course code from MBA 570 to MGT 570; changing a degree program title from MBA in Marketing to MBA in Global Marketing. Substantive Prior to implementing any substantive changes, the institution must seek approval from the Accrediting Commission. Degree: Substantive changes would include revisions to curriculum such as replacing or adding a significant number of new core courses within a degree program, changing the general education requirements, changing the degree type (e.g., AS to AAS), changing the number of credit hours required to complete the program, changing the number of credits assigned to each course, eliminating a major thesis requirement, altering program proctoring requirements, change in the method of delivery (see Section 5.4.) and similar revisions. Vocational/Avocational: Substantive changes would include revisions to curriculum such as changing the program objectives, switching from clock to credit hours, modification of several lesson/modules within the program, change in method of delivery (see Section 5.4.). Revising a Degree Program: If an institution decides to make substantive revisions to an already approved degree program, it must submit the following: 2) Revised Degree Program Report and the required documentation; and 3) Three or more complete core courses (to include the new/revised courses but not general education courses) that have been specifically developed for the proposed degree program Revising a Degree Course: If the institution makes substantive changes to a degree course, it must submit for subject specialist review: 2) Revised Degree Course Report and all applicable supporting documentation; and 3) The entire course. 8 6/15

DEAC Accreditation Handbook 2015 C.5. Policy on Course/Program Approval Revising Vocational, Avocational, Diploma or Certificate Program: If there are substantive changes to a program, the institution must submit for subject specialist review: 2) Revised Vocational/Avocational Report; and 3) The entire program and all applicable supporting documentation. Revising a High School Program: If there are substantive changes to program/courses, the institution must submit for subject specialist review: 2) Revised High School Report; and 3) The entire program and all applicable supporting documentation. 6/15 9

C.5. Policy on Course/Program Approval DEAC Accreditation Handbook 2015 5.4. Other Actions Changing Method of Delivery: A change in the method of delivery since the institution s last evaluation is considered a substantive change. When an institution decides to change the format for delivering its courses (i.e., going from correspondence study to online instruction), it must submit: 2) Change in Method of Delivery Report and all the required documentation; and 3) Access to a sampling of courses/programs on the new platform. Contact the Director of Accreditation to discuss the sample size. Acquiring Courses/Programs: An accredited institution may acquire courses/programs from another accredited institution or from a curricula publisher and offer those under its own accredited status. However, any such acquired courses/programs must follow the same review process as Adding a New Course/Program. Contracting with a Third Party: An accredited institution may wish to contract with another educational institution or other organization for the educational delivery of its programs. See C.29. Policy on Contracting on Educational Delivery. Discontinuing Courses/Programs: If an institution decides to discontinue a course or program, it must send formal notification to DEAC by submitting a letter to the Director of Accreditation (Nan.Ridgeway@DEAC.org) explaining the reasons for such. 10 6/15

DEAC Accreditation Handbook 2015 C.5. Policy on Course/Program Approval 5.5 Submission Requirements Prior to sending new or revised curriculum to DEAC, all institutions must submit E.5. Application for Course/Program Reviews for each submission to DEAC staff via e-mail (Lissette.Hubbard@DEAC.org). Reviews will not be processed without receipt of the application form. Upon confirmation from DEAC Staff, the institution may submit the course/program materials. All institutions undergoing initial or reaccreditation must email (Lissette.Hubbard@ DEAC.org) a listing of the courses/programs being sent in for review prior to submitting any curriculum materials. All institutions should follow the procedures listed below. Templates for the reports may be found on DEAC s website under Seeking Accreditation and Applications and Reports. A Course or Program Report is required for all submissions: Requesting Approval for/submitting for Review Initial Accreditation (Degree) Initial Accreditation (Vocational) Initial Accreditation (High School) Reaccreditation (degree) Reaccreditation (vocational) Reaccreditation (High School) Adding New Degree Program (similar area) Adding New Degree Program (new area) Adding New Degree Program (different level) Adding a Professional Doctoral Program Adding a New Concentration, Track, Emphasis Adding a New Degree Course Adding a Degree Certificate (courses not already approved) Adding a Degree Certificate (courses already approved) Adding a New Vocational, Avocational, or Diploma, Certificate Program Adding New High School Division (not currently offered) Adding a New High School Program (currently offered) Adding a New High School Course Revisions (non-substantive) Revising a Degree Program Revising a Degree Course Revising a Vocational, Avocational, Diploma, or Certificate Program Revising a High School Program Change of Method of Delivery Type of Report or Letter Required Degree Program Report Vocational/ Avocational Report High School Program Report Degree Program Report Vocational/Avocational Report High School Report Degree Program Report Degree Program Report Degree Program Report Degree Program Report Degree Program New Concentration Report New Degree Course Report Degree Certificate Report Letter to Director of Accreditation Vocational/ Avocational Report High School Program Report High School Program Report High School Course Report Letter to Director of Accreditation Revised Degree Program Report Revised Degree Course Report Revised Vocational/Avocational Report Revised High School Program Report Change in Method of Delivery Report 6/15 11

C.5. Policy on Course/Program Approval DEAC Accreditation Handbook 2015 Each course and program that is submitted must be accompanied by a complete set of tools, kits, aids, textbooks, etc. that are provided to students as a part of the course/program. These items will be exhausted during the review process and will not be returned to the institution. DEAC will not accept piecemealed submissions via e-mail or mail. Please wait until all of the appropriate information and materials have been gathered before submitting any course or program to DEAC for review. For institutions shipping textbooks for e-mailed submissions, please do not send without prior notification. DEAC will not accept multiple deliveries of textbooks or other materials from a third party (i.e. Amazon). If institutions opt to use e-textbooks, appropriate credentials should be provided in the program report. Subject specialists cannot be required to purchase or sign up for access codes using personal information. Changes cannot be made to a submission once it has been submitted to DEAC. Documents and other materials on any online platform should not be removed, added, or altered in any manner. Please ensure that all links and login information are accurate and in working order. Incorrect information will cause a considerable delay in the review process. DEAC does not review or edit the institution s curriculum information prior to sending it to the subject specialist. E-mail and Flash Drive submissions should contain a document that provides clear, concise instructions on how to open and navigate through embedded links. DEAC does not accept dropbox or other file sharing applications for course/program reviews. Curriculum materials may be sent to DEAC using the following methods: 1. Flash Drive (Preferred): Include the required report and all supporting documents on a flash drive. All files should be clearly and descriptively labeled (i.e., Faculty Resumes, Exams & Solutions, etc.). Each program should be contained on a separate flash drive. The Flash drive should be shipped in the box with the corresponding textbooks for that program. 2. E-mail (Zip-File): Include the required report and all supporting documents organized in a zip-file and e-mail to DEAC Staff (to Lissette.Hubbard@DEAC.org). All files should be clearly and descriptively labeled (i.e., Faculty Resumes, Exams & Solutions, etc.). Each program should be in a separate zip-file and sent in a separate e-mail. The subject line of the e-mail should include the name of the institution and the name of the program. In the event the documents are too large to e-mail, please used method number one described above. Please note: Institutions are not required to submit any documents in printed form unless electronic versions are not available or unless requested. Shipping Requirements The institution may need to ship materials to the DEAC office to go to the subject specialist. If this is the case, the institution must adhere to the following: In all cases, each box should not weigh more than 25 pounds. Boxes exceeding 25 pounds will be shipped back to the institution (at the institution s expense) for repackaging. 12 6/15

DEAC Accreditation Handbook 2015 C.5. Policy on Course/Program Approval All submissions should be packaged individually according to program. The outside of the shipping box should be clearly labeled with the name of the institution and title of the program. All representative courses pertaining to one degree program may be packaged together. If more than one box is being sent, please include numbering on the outside of the box (i.e., 1 of 3, 2 of 3, etc). Textbooks should be labeled with the name of the course it corresponds to. Plain (non-descriptive) cartons should be used. The boxes should be secure and durable and in a condition to be re-shipped to the subject specialist without repackaging. Include a cover letter to the subject specialist listing the contents of the box. If you have any questions, please contact Lissette Hubbard at 202-234-5100 ext. 105 or Lissette.Hubbard@ DEAC.org. 6/15 13

C.5. Policy on Course/Program Approval DEAC Accreditation Handbook 2015 5.6. Approval Process As stated in the overview of this policy, courses must be approved before they can be offered. An institution is prohibited from advertising or posting on its website information regarding the course/program before it has received approval. The Accrediting Commission will not consider any course/program approvals when an institution is under a Show Cause Directive or when the Commission s actions have been deferred. The Academic Review Subcommittee meets four times per year to approve new courses/programs. The dates of these meetings are not published. They are determined upon at the previous meeting. The Accrediting Commission reserves the right to request additional information from the institution at the time of its meeting before considering approval of a course or program. Initial or Reaccreditation If an institution is undergoing its initial or reaccreditation examination and it receives a not met finding on a course/program review, the institution may exercise of the following options: 1. Make Changes and Respond to Not Met Findings Prior to the on-site visit: It is highly advisable that the institution respond to comments of the subject specialist on any Partially Meets or Does Not Meet findings prior to the on-site visit. The response should be sent to DEAC at least two weeks prior to the on-site visit. The response will be forwarded to on-site team. 2. Make Changes and Respond to Not Met Findings During the on-site visit: If the institution has limited time to respond to comments of the subject specialist on any Partially Meets or Does Not Meet findings prior to the on-site visit, the institution may provide a response on-site. It should produce evidence during the on-site visit that the subject specialist s concerns have been addressed. The on-site subject specialist will review this information. The institution also needs to send its response to the Subject Specialists Reports to DEAC (Lissette.Hubbard@DEAC.org). As a general rule, subject specialists accompany visiting teams if the course/program includes mandatory resident training for students, optional resident training, a degree program, or if the institution offers extensive or highly technical programs. The approval of the courses/program is combined with the accreditation or reaccreditation of the institutions. New or Revised If an institution receives any not met findings as part of a new or revised course/program review, the institution may exercise one of the following options: 1. Make changes and respond to the not met findings: Respond to comments of the subject specialist on Partially Meets or Does Not Meet findings and re-submit all necessary supporting documentation. The response will be forwarded to the same subject specialist for review (see E.1. for applicable fee). The institution must respond within three months from the date the subject specialist report is received. If the response is not received within three months, the course/program must be re-submitted for a new review. 14 6/15

DEAC Accreditation Handbook 2015 C.5. Policy on Course/Program Approval 2. Request new reviewer: Request a completely new review and have the course/program reviewed again by a different subject specialist. This requires the institution submit the entire course/program (required report, textbooks, supporting documentation, etc.). Please note: Degree granting institutions, may be required to submit an additional 50% of the courses. A fee will be incurred for a new review (see E.1. Fees). 3. Withdraw course/program: Withdraw the course or program from consideration. The Subject Specialist Report and the institution s Response to the Subject Specialist Report will be presented to the Academic Review Subcommittee for approval. The institution will be notified within 30 days of the review meeting if the course/program received final approval. The approval by the Commission for an institution to offer new courses/programs as accredited is contingent upon the institution receiving any required authorizations from the applicable state authorities (or its equivalent for non- U.S. institutions). Revised January 2014 6/15 15

C.5. Policy on Course/Program Approval DEAC Accreditation Handbook 2015 (Please Note: This page was left blank on purpose.) 16 6/15