INTERNAL PROCESSES FOR ASSURING TIMELY NOTIFICATION OF SUBSTANTIVE CHANGES

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Enterprise State Community College Dr. Nancy W. Chandler, President

P.O. Box 1300

Enterprise, Alabama 36331-1300 [email protected] (334) 347-1157

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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.

3.12 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.

3.12.1 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

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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 Procedure

Prior Notification

Required

Time Frame for Contacting COC

Prior Approval Required

Documentation Initiating

coursework or programs at a more advanced level than currently approved

1 Yes 12 months Yes Application

for Level Change Due dates:

April 15 or October 1

ESCC Internal Process

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

Required

Documentation Expanding at current

degree level (significant departure from current programs)¹

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?

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• 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 702.01: Requests for New Instructional Programs and Guidelines for Policy 702.01. 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 Within one month of proposal

C Results of needs assessment are

presented to Instructional Council. ¹ Division Chair 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.

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D

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 program is approved for further consideration.

Dean of Instruction Within four months of proposal

E If approved, the program is submitted

to the President’s Council² for approval. Dean of Instruction

Within five months of proposal

F

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).

President’s Council Within six months of proposal

G ESCC submits Intent to Submit a

Program Application (ISPA) to DPE. ESCC President Within seven months of proposal

H

DPE acknowledges receipt of ISPA and advises ESCC, in writing, as to the completeness of the information.

DPE Representative

Within 14 days of confirmation from receipt of ISPA I

DPE sends ISPA to the Alabama Commission on Higher Education (ACHE).

DPE Representative Within 14 days from receipt of ISPA

J

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 & ACHE Staff Determined by DPE and ACHE

K

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 Staff 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.

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Steps Procedure Responsibility Time Line L DPE and ACHE staff conduct joint

preliminary review of the proposal. DPE & ACHE Staff Determined by DPE and ACHE

M

Program is placed on ACHE and Alabama State Board of Education (ASBE) agenda.

ACHE Director; DPE Chancellor

N

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

Within 90 days after receipt of formal application

O

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.

DPE Representative

ASBE Chairman

Six months after disapproval

Determined by DPE and ACHE

P

When the program is approved, ESCC submits a Prospectus for a substantive change to the Commission on Colleges (COC).

ESCC President Within six months of ACHE approval

Q Upon approval by COC, ESCC begins

operation of new program. ESCC Personnel

C. Substantive Change—Initiating a Branch Campus

Required

Documentation Initiating a branch

campus (see definition of “branch campus”

[below in this document])

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

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(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 704.01: Instructional Sites and Guidelines for Policy 704.01 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 704.01 and its Guidelines are contained within ESCC’s Internal Process for requesting a substantive change from the Commission.

for new branch campus. ESCC Employee

B

Proposed new branch campus location is assigned to appropriate President’s Council member for complete needs assessment to examine such items as projected five-year enrollment, projected job openings,

ESCC President Within one month of proposal

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Steps Procedure Responsibility Time Line C Results of needs assessment are

presented to President’s Council

President’s Council member

Within three months of proposal

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 Within four months of proposal

E

A Site Request Form is prepared and submitted to DPE by March 1 of the succeeding year.

ESCC President March 1

F Approval for the branch campus is granted or denied.

Alabama State Board of Education

April Board Meeting

G Notification of approval is sent to ACHE. DPE Chancellor Following Board Meeting

H

When the branch campus is approved, ESCC submits a Prospectus for a substantive change to the Commission on Colleges (COC).

ESCC President Within six months of ASBE approval

I Upon approval by COC, ESCC begins

operation of branch campus. ESCC Personnel

D. Substantive Change—Initiating Joint Degrees with Another Institution

Required

Documentation Initiating joint degrees

with another institution

ESCC Internal Process

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

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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

Required

Documentation Initiating a certificate

program… (typically for workforce development)

…using existing approved courses

…at a new off-campus site (previously

approved program)

…that is a significant departure from previously approved programs¹

NA

1

NA

Yes

NA

Approval required prior

to implementation

Approval required prior

to implementation

NA

Yes

None

Modified Prospectus

• New Library or other learning resources?

ESCC Internal Process

To initiate a certificate program from a previously approved program at a new off- campus site, ESCC will follow the Alabama State Board of Education Policy 704.01: Instructional Sites and its Guidelines to establish the new site. The policy and guidelines are located in

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Appendix 3 and have been discussed above in item C: Substantive Change—Initiating a Branch Campus.

A

ESCC planning process identifies need to offer approved certificate program at new site.

ESCC Employee

B

Proposed new site is assigned to appropriate President’s Council member for complete needs

assessment to examine such items as projected five-year enrollment, projected job openings,

C Results of needs assessment are presented to President’s Council

D

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.

E

F Approval for the new site is granted or denied.

April Board Meeting

H

When the new site is approved, ESCC submits a Modified Prospectus for a substantive change to the Commission on Colleges (COC).

I

Upon approval by COC, ESCC begins operation of certificate program at new site.

ESCC Personnel

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

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702.01: 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.

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.

presented to Instructional Council. Division Chair Within three months of proposal

D

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.

to the President’s Council for approval. Dean of Instruction Within five months of proposal

F

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).

G

ESCC submits Intent to Submit a Program Application (ISPA) to the Department of Postsecondary Education (DPE).

ESCC President Within seven months of proposal

H

DPE Representative

Within 14 days of confirmation from receipt of ISPA

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Steps Procedure Responsibility Time Line I

J

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.

K

L DPE and ACHE staff conduct joint

M

N

DPE Representative

O

If the program is disapproved a second time, the ASBE may request

reconsideration by ACHE.

DPE Representative

ASBE Chairman

P

When the program is approved, ESCC submits a Modified Prospectus for a substantive change to the Commission on Colleges (COC).

Q Upon approval by COC, ESCC begins

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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 non- substantive. . .

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

Required

Documentation Initiating off-campus

sites (Including Early College High School programs offered at the high school) …

…Student can obtain 50 percent or more credits toward

program 1 Yes 6 months Yes Prospectus

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Required

Documentation

...Student can obtain 25-49 percent of credit

2 Yes

Prior to implemen-

tation

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 704.01: Instructional Sites and Guidelines for Policy 704.01 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.

A ESCC planning process identifies need to

offer program at new site. ESCC Employee

B

presented to President’s Council President’s

Council member Within three months of proposal

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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.

E

F Approval for the new site is granted or denied.

April Board Meeting

H

When the new site is approved, ESCC submits a Prospectus or Letter of Notification for a substantive change to the Commission on Colleges (COC).

I

Upon approval by COC, ESCC begins operation of certificate program at new site.

ESCC Personnel

G. Substantive Change—Expanding Program Offerings at Previously Approved Off-campus Sites

Required

Documentation Expanding program

offerings at previously approved off-campus sites

…Adding programs that are significantly different from current programs

2 Yes Prior to

implementation

No Letter of notification

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Required

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 702.01: Requests for New Instructional Programs and its Guidelines to establish the new site (see Appendix 2).

A

ESCC planning process identifies need for new certificate at previously approved off-campus site 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.

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D

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.

to the President’s Council for approval. Dean of Instruction Within five months of proposal

F

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).

H ESCC submits Intent to Submit a

Program Application (ISPA) to DPE. ESCC President Within seven months of proposal

I

DPE Representative

Within 14 days of confirmation from receipt of ISPA J

K

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.

L

M DPE and ACHE staff conduct joint

N

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O

DPE Representative

P

If the program is disapproved a second time, the ASBE may request

reconsideration by ACHE.

DPE Representative

ASBE Chairman

Q

When the program is approved, ESCC submits a Letter of Notification for a substantive change to the Commission on Colleges (COC).

R Upon approval by COC, ESCC begins

H. Substantive Change—Altering Educational Mission of the Institution

Required

Documentation Altering significantly

the educational mission of the institution²

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 2003.

The only other foreseeable transformation would be to a four-year institution, which as

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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

Required

Documentation Initiating distance

learning…

…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 25-49 percent

2 Yes

Prior to implemen-

tation

No Letter of Notification

…Offering 24 percent or less

NA NA NA NA None

• New Library or other learning resources?

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

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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

Required

Documentation Initiating

programs/courses offered through contractual agreement or consortium

2 Yes

Prior to implemen-

tation

No

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.

for agreement/consortium. ESCC Employee

B

Proposed agreement is assigned to appropriate President’s Council member for complete needs assessment

C Results of needs assessment are presented to President’s Council

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D

The President’s Council conducts a review of the needs assessment and determines that the agreement is needed, that additional information is required, or that the agreement is approved for submission to DPE.

E

Memorandum of Agreement (MOA) between ESCC and other party(ies) is prepared.

ESCC President/

Other Party(ies) Representative(s)

Within five months of proposal

F Letter of Notification and copy of signed

MOA is sent to Commission. ESCC President Prior to

implementation G Agreement implemented. All Parties After notification to

Commission

K. Substantive Change—Initiating a Merger/Consolidation

Required

Documentation Initiating a

merger/consolidation with another

institution

3 Yes 6 months Yes

Prospectus Due dates:

April 15 or October 1

ESCC Internal Process

ASBE Policy 102.07: 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

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one or more other institutions within the Alabama Community College System, the process identified in the policy and its guidelines will be followed.

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

First meeting following ESCC notification

C

Statement of Intent to Consolidate or Merge and of personnel assurances presented for approval to Alabama State Board of Education (ASBE) (initial action).

DPE

First meeting following ACHE approval

D Notification of pending change to the Commission by combined Prospectus.

ESCC/Other Institution(s)

Immediately after initial action in “C”

above

Due dates: April 15 or October 1

E Public meetings held in each community

where an affected institution is located. DPE/ SCC

Within two months of Statement of Intent released to ACHE F Visit by Substantive Change committee,

if necessary. SACS COC/ESCC As directed by

Commission G Approval of change by the Commission. SACS COC Within six months H Approval of formal request for

administrative consolidation by ACHE. ACHE I

Final approval of change by the ASBE, subject to acceptance of the Prospectus by the Commission.

ASBE

Six months after initial action it “C”

above J New institution begins operation.

1^st semester following final approvals

L. Substantive Change—Relocating a Main or Branch Campus

Required

Documentation Relocating a main or

branch campus 1 Yes 6 months Yes Prospectus

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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 704.01: Instructional Sites and Guidelines for Policy 704.01 Instructional Sites (see Appendix 3).

A

ESCC planning process identifies need for relocation of main or branch campus.

ESCC Employee

B

President’s Council conducts needs assessment to examine feasibility of relocation.

D

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.

E

F Approval for the relocation is granted or denied.

April Board Meeting

H

When the relocation is approved, ESCC submits a Prospectus for a substantive change to the Commission on Colleges (COC).

I

Upon approval by COC, ESCC begins operation of relocated main or branch campus.

ESCC Personnel

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M. Substantive Change—Relocating an Off-campus Instructional Site

Required

Documentation Relocating an off-

campus instructional site

2 Yes

Prior to implemen-

tation

No 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.

A

ESCC planning process identifies need to relocate program at new off-campus site.

ESCC Employee

B

C Results of needs assessment are presented to President’s Council.

D

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.

E DPE is notified of relocation. ESCC President

Within 5 months of proposal

F

Concurrent with “E” above, the Commission is notified via Letter of Notification.

ESCC President

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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

Required

Documentation Changing governance,

ownership, control, or legal status of an institution

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

Required

Documentation Changing from clock

hours to credit hours 1 Yes 6 months Yes Prospectus

ESCC Internal Process

ASBE Policy 705.01: 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.

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P. Substantive Change—Altering the Length of a Program

Required

Documentation Altering significantly

the length of a program³

3significant 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 715.01: 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

Required

Documentation Initiating degree

completion programs 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

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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

Required

Documentation Closing an institution

or program: (see Commission policy

“Closing a Program or Institution”)

…closing a program with internal teach- out protocol

2 Yes

Prior to implement-

tation

Description of plan

…closing a program with a teach-out agreement with another institution

2 Yes

Prior to implement-

tation

Copy of teach- out agreement

…closing an institution 2 Yes Prior to implement-

tation

Description of plan

ESCC Internal Process

Using guidelines from the Alabama Commission on Higher Education and Department of Postsecondary EducationDivision of Instructional and Student Services (see Appendix 9: Email from Ms. Trish Jones, DPE Instructional Specialist) the process to close a program is as follows.

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Steps Procedure Responsibility Time Line A ESCC planning process identifies need to

close a 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,

Dean of

Instruction Within one month of proposal

D

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.

Dean of Instruction

Within four months of proposal

E

If approved, the proposal to close the program is submitted to the President’s Council for approval.

Dean of

Instruction Within five months of proposal

F

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).

President’s Council

Within six months of proposal

G

ESCC submits request for closure in writing to the Department of Postsecondary Education (DPE).

ESCC President Within seven months of proposal

H

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.

ESCC President When request for closure is sent to DPE

I

DPE acknowledges receipt of request and advises ESCC, in writing, as to the completeness of the information.

DPE

Representative Determined by DPE

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Steps Procedure Responsibility Time Line J

DPE sends request to the Alabama Commission on Higher Education (ACHE).

DPE

Representative Determined by DPE

K

ACHE Director;

DPE Chancellor

Determined by DPE/ACHE staff

L

Completion of ACHE approval and followed by ASBE approval, the College is notified of action.

DPE Representative

Dependent on ACHE/ASBE meeting schedules

M ESCC ends program. ESCC Personnel

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.

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APPENDIX 1 ENTERPRISE STATE COMMUNITY COLLEGE

PLANNING AND EFFECTIVENESS CYCLE

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Management Plan to Alabama Community

College Dept of Postsecondary Education

November

Implementation of programs and services supporting Strategic Priorities and related

unit and area goals and Objectives

August - July

Units meet, discuss, implement, modify,

update plans August

Support Staff Personnel Evaluations completed

and professional development plans

submitted July

President submits budget to Postsecondary

June

Student evaluations courses/instructor

November - December

Strengths, weaknesses, needs, trends,

competition

January - February

Review ESCC, Unit, Area Mission, Purpose - update with approval semiannually Student Satisfaction Survey

LRC Survey March - April

Review, report last year’s most significant unit, area

goal achievements

March - April

Prioritize, report unit, area Strategic Priorities-

major focus upcoming year

March - April

Review/revise, set, submit three- year unit, area goals with budget

addressing Priorities, guided by ESCC purposes, and supporting College’s goals

March - April Submission of College

Accountability Performance Profile to Alabama Community College Dept of Postsecondary

Education April Faculty / professional staff evaluations

completed and professional development plans submitted

March - April

ENTERPRISE STATE COMMUNITY COLLEGE PLANNING & EFFECTIVENESS CYCLE

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APPENDIX 2 Alabama State Board of Education Policy 702.01 and Guidelines:

Requests for New Instructional Programs

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SOURCE: State Board of Education Resolution CROSS REFERENCE: Policy 903.01, 704.01

1. A System institution shall submit to the Chancellor a written request and application for any new instructional program.

2. Upon recommendation from the Chancellor, the State Board of Education shall consider the application for official action.

2.1. After final action of the State Board of Education, the Chancellor shall notify the institution of the Board’s action.

3. When appropriate, the Department will notify external agencies of new instructional programs.

4. Instructional programs approved under this policy shall undergo periodic program review as defined under State Board of Education Policy 903.01.

5. Guidelines for this policy shall be established by the Chancellor and include timelines for submission and review, and the post-implementation process and appeal process.

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GUIDELINES FOR POLICY

702.01: REQUESTS FOR NEW INSTRUCTIONAL PROGRAMS

The approval process for new instructional programs occurs in three phases:

Phase One

An institution submits a DPE-27 Intent to Submit a Program Application (ISPA).

Phase Two

Upon approval of the ISPA, the institution submits a DPE-28 Application for a New Instructional Program.

Phase Three

After final approval by the Alabama Commission on Higher Education and the State Board of Education, institutions will be notified of the official action.

Criteria

Criteria that will be addressed in the evaluation of a new program are fully detailed in the appropriate application forms and are as follows:

1. Relevance of institutional role 2. Need for the program

3. Collaboration

4. Program objectives and content 5. Student availability and demand 6. Program completion

7. Institutional context 8. Program administration 9. Accreditation

10. Resources to support the program 11. Financial support

12. Distance education technology 13. Program Viability

Procedures

New program applications must meet all deadlines established by the State Board of Education and Alabama Commission on Higher Education (ACHE). Placement of items on a particular meeting agenda, even when the deadline is met, may be dependent upon on the volume and other items received by ACHE. Therefore, it is advisable to submit proposals as early as possible. Check with the Instructional Specialist in the Division of Instructional and Student Services for specific deadlines. Note: Approval by the State Board of Education does not guarantee approval by accrediting bodies, therefore, a program cannot be implemented until all governing and accrediting bodies have granted approval. Also, pursuant to an agreement between the Department of Postsecondary Education and ACHE, a program may be discontinued if expected outcomes are not reached within the established time frame.

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Procedure Time Line 1. Institution submits DPE-27 Intent to Submit a Program

Application (ISPA) to Department of Postsecondary Education (DPE).

2. DPE acknowledges receipt of ISPA, and advises the college, in writing, as to the completeness of the information.

Within 14 days of confirmation from receipt of ISPA

3. DPE sends ISPA to the Alabama Commission on Higher Education (ACHE).

Within 14 days from receipt of ISPA

4. DPE and ACHE staff conducts joint preliminary review of ISPA. If it is determined that the program is eligible for further consideration, the college may submit a DPE-28 Application for a New Instructional Program to DPE.

5. 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.

Within 30 days from receipt of ISPA

6. DPE and ACHE staff conducts joint preliminary review of the proposal.

Determined by DPE and ACHE 7. Program Application is placed on ACHE and SBE agenda.

8. Completion of ACHE approval and followed by SBE approval, the College is notified of action. Staff recommendations will encompass expected program outcomes that will be assessed in subsequent program review

9. If a program is disapproved by ACHE, the Department of Postsecondary Education may request a second review six months later. If the program is disapproved a second time, the State Board of Education may request reconsideration by ACHE.

Forms

In addition to a paper copy, an electronic version of the ISPA and application must be submitted to the Instructional Specialist in the Division of Instructional and Student Services. These forms may be found at http://www.accs.cc/academicprograms.aspx.

INTERNAL PROCESSES FOR ASSURING TIMELY NOTIFICATION OF SUBSTANTIVE CHANGES

Enterprise State Community College Dr. Nancy W. Chandler, President

P.O. Box 1300

Enterprise, Alabama 36331-1300 [email protected] (334) 347-1157

I NTERNAL P ROCESSES FOR A SSURING

T IMELY N OTIFICATION OF

S UBSTANTIVE C HANGES

I

P

A

T

N

S

C

Table of Contents

T

N

S

C

A. Substantive Change—Seeking More Advanced Level

ESCC Internal Process

B. Substantive Change—Expansion at Current Degree Level

ESCC Internal Process

C. Substantive Change—Initiating a Branch Campus

ESCC Internal Process

D. Substantive Change—Initiating Joint Degrees with Another Institution

ESCC Internal Process

E.

Substantive Change—Initiating a Certificate Program

ESCC Internal Process

F. Substantive Change—Initiating Off-Campus Sites

ESCC Internal Process

G. Substantive Change—Expanding Program Offerings at Previously Approved Off-campus Sites

ESCC Internal Process

H. Substantive Change—Altering Educational Mission of the Institution

ESCC Internal Process

I. Substantive Change—Initiating Distance Learning

ESCC Internal Process

J. Substantive Change—Contractual Agreements or Consortium

ESCC Internal Process

K. Substantive Change—Initiating a Merger/Consolidation

ESCC Internal Process

L. Substantive Change—Relocating a Main or Branch Campus

ESCC Internal Process

M. Substantive Change—Relocating an Off-campus Instructional Site

ESCC Internal Process

N. Substantive Change—Changing Governance, Ownership, Control, or Legal Status of an Institution

ESCC Internal Process

O. Substantive Change—Changing from Clock Hours to Credit Hours

ESCC Internal Process

P. Substantive Change—Altering the Length of a Program

ESCC Internal Process

Q. Substantive Change—Initiating Degree Completion Programs

ESCC Internal Process

R. Substantive Change—Closing an Institution or Program

ESCC Internal Process

APPENDIX 1

ENTERPRISE STATE COMMUNITY COLLEGE

PLANNING AND EFFECTIVENESS CYCLE

APPENDIX 2

Alabama State Board of Education Policy 702.01 and Guidelines:

Requests for New Instructional Programs

T ^IMELY N OTIFICATION OF

S UBSTANTIVE C ^HANGES