Guideline 3-24: Substantive Change Guideline

  1. Training

Through comprehensive and regular training of key employees, plus timely and accurate reporting to the Strategic Leadership Team (SLT), San Jacinto College will comply with the SACSCOC policies on substantive change.

The SACSCOC Liaison will hold periodic training on substantive change policies of the commission.  The target audience for the training will be department chairs, deans, directors of dual credit, Vice President for Distance Education, Vice President for Continuing and Professional Development, and leaders of the curriculum development process.  The content of this training will be the basic requirements for SACSCOC prior notice and prior approval for substantive changes in programs and teaching sites.  The table below summarizes the topics that require prior notice or approval.

  1. Internal Reporting

Timely and accurate internal reporting will happen through a process whereby college administration will send these changes that may require prior notice or approval to the SLT through the SACSCOC Liaison. 

  1. Review

The SACSCOC Liaison will convene a task force to consider the suggested substantive changes.  The task force will include administrators who are familiar with recent curriculum changes, recent changes in off campus teaching locations, recent program proposals from the Workforce and Economic Development Council, provosts, and other officials who will have direct knowledge of substantive changes. 

  1. Recommendation

After the consideration of the possible substantive change by the task force, the SACSCOC Liaison will make a recommendation to the Deputy Chancellor/President of the College and prepare a draft letter, program notification, and relevant prospectuses, as required.  The Deputy Chancellor/President of the College will then present recommendations to the Chancellor (or SLT). The Board of Trustees will be informed by the Chancellor of any items requiring action by the Board.

Type of Change

Prior Notice Required

Timing of Notice

Prior Approval Required and Documentation

Adding coursework or a program at a different level than currently approved

NA

NA

Yes.  Application for Level Change due April 15 or September 15

Expanding at current degree level which results in a significant departure from current programs

Yes

Six months before implementation

Yes.  Prospectus

Starting a branch campus

Yes

Six months before implementation

Yes.  Prospectus

Short notice certificate at employer’s request:

  • Using existing approved courses
  • Previously approved program but at a new off-campus site
  • Significant departure from previously approved programs

 

 

 

NA

 

 

 

NA

 

 

 

Yes

 

 

 

NA

 

 

 

NA

 

 

 

Prior to implementation

 

 

 

NA

 

 

 

Yes.  Modified Prospectus

 

 

 

Yes.  Modified Prospectus

Starting other certificate programs:

  • Using existing approved courses
  • Previously approved program but at a new off-campus site
  • Significant departure from previously approved programs

 

 

 

 

NA

 

NA

 

 

 

 

Yes

 

 

 

NA

 

NA

 

 

 

 

Six Months before implementation

 

 

 

NA

 

Yes.  Prospectus

 

 

 

 

Yes.  Prospectus

 

 

Significant alteration of institutional educational mission

NA

NA

Yes.  Contact Commission Staff

Joint or dual degrees with another institution:

  • Joint program with another SACSCOC-accredited institution
  • . . . with an institution not accredited by SACSCOC
  • Dual Programs

 

 

Yes

 

 

Yes

 

 

Yes

 

 

Prior to implementation

 

Six months before implementation

 

Prior to implementation

 

 

No.  The institution must submit a copy of the signed agreement and contact information for each institution.

Yes.  Prospectus

 

 

No.  The institution must submit a copy of the signed agreement and contact information for each institution.

 

New Off-Campus site (Early College High School or Dual Enrollment offered at a high school

  • . . . student can obtain 50% or more credits toward program
  • . . . student can obtain 25-49% of credits
  • . . . student can obtain 24% or less of credits

 

 

 

 

 

NA

 

Yes

 

NA

 

 

 

 

 

NA

 

Prior to implementation

NA

 

 

 

 

 

Yes.  Prospectus

 

NA  Letter of notification

 

NA

Expanding program offerings at previously approved off-campus sites

NA

NA

NA

Altering significantly the length of a program

NA

NA

Yes.  Prospectus

Starting a distance learning program

  • Offering 50% or more of a program for the first time
  • Offering 25-49%

 

  • Offering 24% or less

 

 

 

NA

 

Yes

 

NA

 

 

 

NA

 

Prior to implementation

NA

 

 

 

Yes.  Prospectus

 

No.  Letter of notification

 

NA

Program or courses offered through a contractual agreement or consortium

Yes

Prior to implementation

No.  Letter of notification and copy of signed agreement

Entering into a contract with an institution that is not DOE certified to participate in Title IV programs:

  • If the other institution provides 25% or more of a program offered by the COC-accredited institution
  • If the other institution provides less that 25% of a program offered by the accredited institution

 

 

 

 

 

NA

 

 

 

 

Yes

 

 

 

 

 

NA

 

 

 

 

Prior to implementation

 

 

 

 

 

Yes.  Prospectus

 

 

 

 

NA  Copy of the signed agreement

Initiating a merger or consolidation with another institution

Yes

Six months

Yes.  Prospectus:  Due dates April 15 and September 15

Changing governance, ownership, control, or legal status

 

Yes

Six months

Yes.  Prospectus:  Due dates April 15 and September 15

Relocating a main or a branch campus

Yes

Six months

Yes.  Prospectus:  Due dates April 15 and September 15

Moving an off-campus site serving the same geographic area

Yes

Prior to implementation

NA  Letter of notification with new address and starting date

Changing from clock to credit hours

NA

NA

Yes.  Justify reasons for change, indicated calculation of equivalency, and other pertinent information

 

Beginning “Degree Completion Programs”

 

NA

 

NA

 

Yes.  Prospectus

Closing a program, at an off-campus site, branch campus, or main campus

  • Institution will teach out its own students
  • Teach-Out Agreement with another institution

 

 

 

Yes

 

 

Yes

 

 

 

 

Immediately following decision to close

Immediately following decision to close

 

 

 

Yes.  Description of teach-out plan included with the letter of notification

 

Yes.  Description of teach-out plan, copy of signed teach-out agreement detailing terms included with the notification

Acquiring any program or site from another institution

Yes

Six months

Yes.  Prospectus

Adding a permanent site where the institution is conducting a teach-out for students from another institution which is closing

Yes

Six months

Yes.  Prospectus

 

 

 

Substantive Change Report Form

 

 

Your name:  _____________________________ Date:  _________________________

 

Your Title:  ___________________________________ Campus:  __________________

 

Telephone # _______________________

 

The nature of the substantive change that you are reporting is:

 

_____offer new courses or a new program, certificate or degree, on one of the college campuses

_____offer new courses or a new program, certificate or degree, on one of the college campuses that is/are significantly different from existing programs that the college offers

_____open a new location for teaching credit classes

_____offer dual credit or other college courses at an area high school

_____increase the offerings at location other than one of the college campuses that will increase the offerings from less than 25% to 25-49% of an award

_____ increase the offerings at location other than one of the college campuses that will increase the offerings from less than 50% to 50% or more of an award

_____ offer courses or program at a level other than certificate or associate’s degree

_____ offer courses or a program through a dual or joint agreement, contract, or consortium with another institution

_____ move the location of an approved off-campus site to a new site

_____ change a program from clock to credit hours

_____ close a program

 

Name or description of the program: __________________________________________________

_______________________________________________________________________________

 

The target implementation date for this substantive change:   _____________________________

 

 

___________________________________________/_____________

Department Chair/Date

 

 

____________________________________________/____________

Director/Dean/VP/Provost/Date

 

________________________________________________________

Vice President for Accreditation and Special Initiatives/SACSCOC Liaison

 

Forwarded to Deputy Chancellor/President of the College date: _____________________

Recommendation:

 

Guideline #:

3-24

Guideline Name:

Guideline on Substantive Change

Pages:

6

Adopted Date:

March 3, 2014

Revision/Reviewed Date:

March 3, 2014

Effective Date:

March 3, 2014

Associated Policy:

Policy VI-GG