Blinn College Administrative Regulation – Substantive Change (SACS) Page 1 of 7

BLINN COLLEGE ADMINISTRATIVE REGULATIONS MANUAL ____________________________________________________________________________________ SUBJECT: Substantive Change – SACS EFFECTIVE DATE: May 5, 2009; amended August 26, 2014 BOARD POLICY REFERENCE: GK ____________________________________________________________________________________ PURPOSE Blinn College shall be in full compliance with current Principles of Accreditation of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). The Commission accredits the institution in its entirety, as well as its programs and services – including geographical location and modality of delivery.

The College shall adhere to the Commission’s Substantive Change Policy Statement via the procedures outlined below. These procedures are designed to provide efficient and timely internal mechanisms that will allow the College to report all modifications meeting the definition of a substantive change. In some cases, the College need only notify SACSCOC of a substantive change. In other cases, however, prior approval from SACSCOC must be required. The Office of Institutional Effectiveness & Enrollment Management should be consulted prior to beginning the substantive change process. To avoid delays and potential violations of the SACSCOC’s Substantive Change Policy Statement, assumptions regarding the type of change being addressed should never be made, always contact the College SACS Liaison (identified as the Dean, Institutional Effectiveness & Enrollment Management) for guidance.

DEFINITIONS

Substantive Change

According to SACSCOC, a substantive change is a significant modification or expansion of the nature and scope of an accredited institution. Under federal regulations, 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 • The addition of courses or programs at a degree or credential level above 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 campus at which

the institution offers at least 50 percent of an educational program • The establishment of a branch campus

Pre-Notification

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Blinn College will incorporate a pre-notification process related to substantive changes. Pre-notification occurs when an Administrator or Faculty Member informs the SACS Liaison of a substantive change through a completed Pre-Notification Form with the appropriate signatures. Primary Pre-Notification Responsible Positions

The following positions within the College shall assist the Vice Chancellors and also be responsible for pre-notifying their respective Vice Chancellors, in accordance with this procedure. This list is meant to serve as a guide and in no way excludes any employee of the College from the responsibility of pre-notifying the SACS Liaison of a possible substantive change.

• Vice Chancellor • Instructional Dean • Campus Director • Assistant Dean • Curriculum Committee Chair • Faculty Members who serve on the Curriculum Committee • Director

PROCEDURES

1. Substantive Change Awareness & Training – The following measures have been put in place to facilitate college awareness and training regarding substantive changes. By keeping persons in Primary Pre-Notification Responsible Positions informed and educated on the substantive change procedure, the College will be more proactive with regard to properly reporting qualifying changes to the Commission.

a. The SACS Liaison will have a standing appointment at the beginning of each meeting of the Chancellor’s Executive Council to present and discuss accreditation and potential substantive change related items.

b. The SACS Liaison acts as an ex-officio member of Curriculum Committee and will provide necessary inquiries and reminders with regard to substantive change requirements.

c. The College has customized the SACS Substantive Change Procedure Table (found at the end of this Administrative Procedure), which will serve as a guide to the required process for each change.

d. To ensure that appropriate and necessary triggers are in place to pre-notify the SACS Liaison, each individual responsible for a particular area or program of the College that is subject to a substantive change will receive two training sessions offered at the fall and spring Division Leadership Council Meetings. During these and other sessions, as needed, the SACS Liaison will provide comprehensive training to ensure that the appropriate guidelines are being followed. Faculty and Administrators will learn to follow the requisite SACS deadlines and criteria, and will work in concert with the SACS Liaison to meet the requirements. The customized SACS Substantive Change Procedure Table and a list of Frequently Asked Questions (FAQs) will be distributed to each person at any given training session.

e. The SACS Liaison will also provide regular inquiry notifications via email to prompt the responsible Administrator/Academic Officer who oversees an area where substantive change is most likely to occur (e.g., Dual-Credit, Allied Health and Technical Workforce programs).

2. Pre-Notification – The Primary Pre-Notification Responsible individual shall immediately notify the SACS Liaison via the Pre-Notification Form when a revision, addition, or deletion that meets the definition of a substantive change is first proposed. The SACS Liaison will receive a completed pre-

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notification form signed by the Vice Chancellor of the affected area(s) and the Curriculum Committee, when appropriate. The SACS Liaison will assist with clarification by returning the pre-notification form to the applicable Vice Chancellor with the substantive change process approved as noted, or revised, as appropriate.

3. Substantive Change Determination – Once notified, the SACS Liaison will work with the appropriate College Officials and determine what type of action, if any, is needed. If it is determined that the pre-notification form has followed proper SACSCOC guidelines for notification, the SACS Liaison will approve the form, which will be sent to the Chancellor for approval. Following approval, by the Chancellor, of the pre-notification form, the SACS Liaison will take the lead in coordinating and submitting the proper notification or prospectus to the Commission. The following chart illustrates the procedure described above.

Offering a new program or existing program at an off-site location; Offering a new program or existing program electronically; Initiation of a new degree program or existing program at a different level

Approval by appropriate unit or administrator (e.g., Curriculum Committee, dean, etc.)

Approval by appropriate Vice Chancellor

Submit to the Office of Institutional Effectiveness & Enrollment Management for Chancellor’s Approval and reporting to SACS

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The following table shall be used to assist in the determination of the appropriate procedure for each change.

TYPES OF CHANGE SACS

Policy

PRIOR NOTICE

ADVANCED NOTICE

REQUIRED

PRIOR APPROVAL REQUIRED

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

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

1 Yes 6 months Yes Prospectus

Initiating a branch campus 1 Yes 6 months Yes Prospectus

Initiating joint degrees with another institution

1 Yes 6 months Yes Prospectus

Initiating a certificate program (typically for workforce development)

• using existing approved courses NA NA NA NA None

• at a new off-campus site (previously approved program) 1 Yes

Approval

Prior to implementation

Yes Modified prospectus

• that is a significant departure from previously approved programs 1 Yes

Approval

Prior to implementation

Yes Modified prospectus

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 (i.e., course, certificate, program)

1 Yes 6 months Yes Prospectus

• Student can obtain 25-49 percent of credit

2 Yes Prior to

implementation No Letter of notification

• Student can obtain 24 percent or less

NA NA NA NA None

Expanding program offerings at previously approved off-campus sites

• Adding programs that are significantly different from current programs

2

Yes

No

Letter of notification

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Prior to implementation

• Adding programs that are NOT significantly different from current programs

NA No No NA None

Initiating distance learning…

• Offering 50 percent or more of a program (Adding subsequent programs requires advance notification only for programs that are significant departures from the originally approved programs)

1 Yes 6 months Yes Prospectus

• Offering 25-49 percent

2 Yes Prior to

implementation No Letter of notification

• Offering 24 percent or less NA NA NA NA None

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TYPES OF CHANGE SACS

Policy

PRIOR NOTICE

ADVANCED NOTICE

REQUIRED

PRIOR APPROVAL REQUIRED

REQUIRED DOCUMENTATION

Initiating programs/courses offered through contractual agreement or consortium

2 Yes Prior to

implementation No

Letter of notification and

copy of signed agreement

Initiating a merger/consolidation with another institution

3 Yes 6 Months Yes Prospectus Due:

April 15 or October 1

Relocating a main or branch campus

1 Yes 6 Months Yes Prospectus

Relocating an off-campus instructional site

2 Yes Prior to

implementation No Letter of notification

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

1 Yes 6 Months Yes Prospectus

Changing from clock hours to credit hours

1 Yes 6 Months Yes Prospectus

Altering significantly the length of a program

1 Yes 6 Months Yes Prospectus

Initiating degree completion programs

1 Yes 6 Months Yes Prospectus

Closing an institution or program:

• closing a program with internal teach-out protocol

2 Yes Prior to

implementation Description of Plan

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

2 Yes Prior to

implementation Copy of teach out agreement

• closing an institution

2 Yes Prior to

implementation Description of Plan