Policy: 4.15 Substantive Change

Business and Operating Policies and Procedures

Adoption Date: January 27, 2016

Howard College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). The Board of Trustees and administration are committed to full compliance with SACSCOC Principle of Integrity, Core Requirements, Comprehensive Standards, policies, and additional Federal Requirements. The purpose of this policy is to ensure continuous compliance with SACSCOC Comprehensive Standards related to substantive change and its Policy on Substantive Change for Accredited Institutions of the Commission Colleges.

The administration shall notify SACSCOC of substantive changes in accordance with SACSCOC substantive change policy and, when required, seek approval prior to the initiation of such changes. Substantive change is a significant modification or expansion of the nature and scope of an accredited institution. Substantive change includes:

Any change in the established mission or objectives of the institution;
Any change in legal status, form of control, or ownership of the institution;
The addition of courses or programs that represent a significant departure, either in content or method of delivery, from those that were offered when the institution was last evaluated by SACSCOC;
The addition of courses or programs of study at a degree or credential level different from that which is included in the institution’s current accreditation or reaffirmation;
A change from clock hours to credit hours;
A substantial increase in the number of clock or credit hours awarded for successful completion of a program;
The establishment of an additional location geographically apart from the main site at which the institution offers at least 50% of an educational program;
The establishment of a branch campus;
Closing a program, off-campus site, branch campus, or institution;
Entering into a collaborative academic arrangement such as a dual degree program or joint degree program with another institution;
Acquiring another institution or a program or a location of another institution;
Adding a permanent location at a site where the institution is conducting a teach-out program for a closed institution;
Entering into a contract by which an entity not eligible for Title IV funding offers 25% or more of one or more of the College’s programs;
Additional changes identified by the SACSCOC Board of Trustees.

The Administrative Cabinet is responsible for the development, dissemination, implementation, monitoring, and regular evaluation of procedures to ensure compliance with this Policy. The SACSCOC Liaison is responsible for monitoring College activities and notifying SACSCOC in advance of substantive changes and program developments in accord with the substantive change policy of SACSCOC. Compliance with this policy and associated procedures is mandatory.

PROCEDURES

The SACSCOC Liaison shall review SACSCOC policy on substantive change and communicate policy requirements to the Administrative Cabinet on an ongoing basis. The SACSCOC Liaison will meet periodically with the Instructional Council to determine if there are any institutional changes that would qualify as substantive in nature to require notification to SACSCOC.
The institutional changes that may be considered substantive are listed above.
Substantive changes are classified by SACSCOC according to the nature of the change, and the subsequent procedure to be followed is outlined in SACSCOC Policy Statement, Substantive Change for SACSCOC Accredited Institutions. Some substantive changes only require notification without a Prospectus and others require notification with the submission of a Prospectus.
Notification constitutes a letter from the institution’s chief executive officer or his/her designated representative to the President of SACSCOC, summarizing the proposed change, providing the intended implementation date, and listing the complete physical address, if the change involves the initiation of an off-campus site or branch campus.
If a Prospectus is required for submission, the SACSCOC Liaison will work with the respective area in which the change is applicable to compile the contents of the Substantive Change Prospectus. A final draft of the Prospectus will be reviewed by the Administrative Cabinet prior to submission to SACSCOC.
The SACSCOC Liaison is responsible for submitting the Substantive Change Prospectus, cover letter, required fees, and supporting documentation to the President for signature and submission to SACSCOC.
The SACSCOC Liaison will maintain records, both electronically and in hard copy, of substantive change documentation for reference to support the institution’s compliance with accreditation standards.
The SACSCOC Liaison will be responsible for developing the policy on substantive change, submitting the policy for review, and revising the policy as a result of periodic evaluation of the effectiveness of the policy.