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McLennan Community College

POLICIES AND PROCEDURES

Substantive Change:

Subject: Purpose and Membership Reference B-XXIII Vice President, Research, Effectiveness, &

Source: Information Technology Eff. Date: September 15, 2014 Approval Auth: President Approved:

Remarks: Replaces previous policy dated April 2, 2012 Date: September 15, 2014

PURPOSE

The purpose of the McLennan Community College Substantive Change policy is to ensure MCC compliance with the SACSCOC policy on substantive change. (SACSCOC Substantive Change Policy Statement) Member institutions of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) are required to notify the Commission of changes in accordance with the substantive change policy and, when required, seek approval prior to the initiation of changes. Member institutions are required to have a policy and

procedure to ensure that all substantive changes are reported to the Commission in a timely fashion.

DEFINITION

Substantive Change is defined by SACSCOC as “a significant

modification or expansion of the nature and scope of an accredited institution”.

Substantive change includes but not limited to the following:

 Change in the established mission or objectives of the college

 Change in legal status, form of control, or ownership of the college

 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

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Page 2 of 5

 Addition of courses or programs at a degree or credential level above that which is included in the college’s current accreditation or reaffirmation

 Change from clock hours to credit hours

 Substantial increase in the number of clock or credit hours awarded for successful completion of a program

 Establishment of an additional location geographically apart from the main campus at which the college offers at least 50 percent of an educational program

 Establishment of a branch campus PROCEDURES

The MCC Substantive Change Committee is assigned the responsibility of coordinating efforts to identify the need for and creation of notification letters, applications, and prospectus documents.

Substantive change proposals are initiated through the MCC

Instructional Council, President’s Council, or Board of Trustees depending on the nature of the change. The Substantive Change Committee shall review proposed changes to determine if:

1. the proposed change meets the definition of a substantive change according to the SACSCOC Substantive Change Policy Statement

2. the proposed change is consistent with the college’s mission.

The Substantive Change Committee will meet once each long semester or as needed to consider proposals and review the SACSCOC Policy Statement on substantive change requirements. The committee will revise the MCC Substantive Change policy as needed to ensure that it is consistent with SACSCOC requirement. The SACS liaison

representative in the Office of Research, Effectiveness, and Information Technology will be responsible for communicating and submitting substantive change request to SACSCOC for approval.

The development and implementation of all potential substantive changes must be coordinated with the Substantive Change Committee to allow ample time to satisfy the timeframes for submission as outlined in the SACSCOC Policy Statement.

COMMITTEE MEMBERSHIP

Proposed changes shall be submitted to the Substantive Change Committee composed of the following:

Vice President, Program Development (co-chair)

Vice President, Research, Effectiveness, and Information Technology Dean, Arts and Sciences

Dean, Workforce Education

Dean, Education and Learning Services (co-chair) Chair, Faculty Council

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Page 3 of 5 Types of Substantive Changes and Procedures

Types of Change

PRIOR NOTICE REQUIRED

TIMEFRAME FOR CONTACTING

SACSCOC

PRIOR APPROVAL REQUIRED

REQUIRED DOCUMENTATION

Initiating coursework or programs at a more advanced level than currently approved.

Yes 12 months Yes Application for

Level Change.

Due dates: April 15 or October 1

Expanding at current degree level (significant departure from current programs)1

Yes 6 months Yes Prospectus

Initiating a branch campus2 Yes 6 months Yes Prospectus

Initiating joint degrees with another institution

Yes 6 months Yes Prospectus

Initiating a certificate program

 using existing approved courses

 at a new off-campus site (previously approved program)

 that is a significant departure from

previously approved programs

NA

Yes

Yes

NA

Approval prior to implementation

Approval prior to implementation

NA

Yes

Yes

None

Modified prospectus

Modified prospectus

Initiating off-campus sites (including Early College High School programs offered at the high school)

 students can obtain 50%

or more credits toward program

 students can obtain 25- 49% of credit

 students can obtain 24%

or less

Yes

Yes

NA

6 months

Prior to implementation

NA

Yes

No

NA

Prospectus

Letter of notification

None

Expanding program offerings at previously approved off-campus sites

 adding programs that are significantly different from current programs

 adding programs that are NOT significantly different from current programs

Yes

NA

Prior to implementation

NA

No

NA

Letter of notification

NA

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Page 4 of 5 Types of Change

PRIOR NOTICE REQUIRED

TIMEFRAME FOR CONTACTING

SACSCOC

PRIOR APPROVAL REQUIRED

REQUIRED DOCUMENTATION

Altering significantly the educational mission of the institution 3

Yes 6 months Yes Prospectus

Initiating distance learning…

 offering 50% or more of a program (Adding subsequent programs requires advance notification only for programs that are a significant departure from those originally approved)

 offering 25-49%

 offering 24% or less

Yes

Yes

NA

6 months

Prior to implementation

NA

Yes

No

NA

Prospectus

Letter of notification

None

Initiating programs or courses offered through contractual agreement or consortium

Yes Prior to

implementation

No Letter of

notification and copy of signed

agreement

Initiating a merger or consolidation with another institution

Yes 6 months Yes Prospectus

Due dates: April 15 or October 1

Relocating a main or branch campus

Yes 6 months Yes Prospectus

Relocating an off-campus instructional site

Yes Prior to

implementation

No Letter of

notification

Changing governance, ownership, control, or legal status of an institution

Yes 6 months Yes Prospectus

Changing from clock hours to credit hours

Yes 6 months Yes Prospectus

Altering significantly the length of a program 4

Yes 6 months Yes Prospectus

Initiating degree completion programs

Yes 6 months Yes Prospectus

Closing an institution or program:

 closing a program with internal teach-out protocol

 closing a program with a teach-out agreement with another

institution

 closing an institution

Yes

Yes

Yes

Prior to implementation

6 months

No

Yes

No

Description of plan

Copy of teach-out agreement

Description of plan

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Prior to implementation

1 A significant departure in program is one in which the proposed new program has no closely related counterpart amount the previously approved programs in the curriculum. To determine if a new program is a ”significant departure”, it is helpful to if the new program requires:

numbers of new faculty

many new courses

new library or other learning resources

new equipment or facilities

a new resource base

2 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:

permanent in nature

offers courses in educational programs leading to a degree, certificate, or other recognized educational credential

has its own faculty and administrative or supervisory organization and

has its own budgetary and hiring authority

3 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.

4 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).

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