Policy No. 2:09:00:00

CLEVELAND STATE COMMUNITY COLLEGE Cleveland, Tennessee

Subject: Reporting Substantive Changes

Cleveland State Community College’s (CSCC) policy on reporting of substantive changes is to maintain compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) policy on substantive change (Substantive Change for Accredited Institutions of the Commission on College).  This CSCC policy (Reporting Substantive Change) is intended to embody the primary provisions, definition and stipulations of the SACSCOC policy, as it is currently written and as revisions are incorporated by SACSCOC.

Substantive change, as defined by SACSCOC, is a significant modification or expansion of the nature and scope of an accredited institution. CSCC has an obligation to notify its accrediting agency SACSCOC of any substantive changes and to seek advance approval for some specific changes. This policy outlines those changes and includes procedures for appropriate notification. 

  1. CSCC will request advance approval for the following substantive changes:
    1. Initiating coursework, certificates, or programs of study at a different level than those previously approved by SACSCOC.
    2. Initiating certificate programs for workforce development.
    3. Initiating other certificate programs.
    4. Initiating an off-campus (additional) site (site-based/classroom group instruction) at which students can earn at least 50 percent of the credits toward an educational program.
    5. Initiating degree completion programs.
    6. Initiating a branch campus.
    7. Initiating distance learning or correspondence courses and programs by which students can earn at least 50 percent of a program’s credits through delivery in a format other than face-to face.
    8. Expanding at the institution’s current degree level (significant departure from current programs).
    9. Initiating a significant change in the established mission of the institution.
    10. Changing from clock hours to credit hours.
    11. Changing significantly the length of a program, substantially increasing the number of clock or credit hours awarded for successful completion of a program.
    12. Relocating a main or branch campus.
    13. Initiating a collaborative academic program with another institution not accredited by SACSCOC.
    14. Entering into a contract with an entity not certified to participate in USDOE Title IV programs.
    Procedure:
    • CSCC provides written request for advance approval to the President of SACSCOC six months prior to the intended implementation of any of the above substantive changes.
    • The Office of the Vice-President for Academic Affairs Office initiates the approval process when identified changes are proposed. 
    • The college SACSCOC Liaison reviews the policy and determines the appropriate portion of the substantive change policy to which the propose change applies.
    • Collaboratively, the VPAA and Liaison Officer draft a letter requesting approval for the review of the college President.
    • Once finalized, the Office of the President submits a signed letter requesting approval to SACSCOC and distributes internal file copies (President's Office, Liaison, and VPAA).
    • When the President’s Office receives a letter of response from SACSCOC, copies are shared with the Liaison and the VPAA.
    • Subsequently, should a prospectus be required it is submitted at least three months in advance of the planned implementation date. Detailed requirements of the prospectus may be found at http://www.sacscoc.org/SubstantiveChange
    • .
  2. CSCC will notify SACSCOC of the following substantive changes prior to implementation:
    1. For site-based/classroom group instruction (where the instructor is present)
      1. Initiating an off-campus site at which a student may earn at least 25 percent but less than 50 percent of credits toward a program
      2. Adding significantly different programs if 50 percent or more of the credit for such programs may be earned at the site.
    2. For distance learning/technology-based group or individual instruction (where the instructor and student are geographically separated)
      1. Offering for the first time credit courses via distance learning/technology-based instruction by which students can obtain at least 25 but less than 50 percent of their credits toward an educational program.
      2. Adding programs (approved for the institution) that are significantly different from previously reported programs offered through distance learning.
    3. Adding correspondence education courses or programs that are significantly difference from those that were initially approved for the institution or site.
    4. Initiating programs/courses delivered through contractual agreement or a consortium. (Note: Clinical agreements such as for internships and articulation agreements among institutions that are members of SACSCOC need not be reported.)
    5. Moving an approved off-campus instructional site within the same geographic area to serve essentially the same pool of students.
    6. Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides less than 25 percent of an educational program offered by the accredited institution.
    Procedure:
    • CSCC will provide written notification of the change to the President of SACSCOC prior to implementation.
    • The Office of the Vice-President for Academic Affairs Office initiates the notification process when identified changes are proposed. 
    • The college SACSCOC Liaison reviews the policy and determines the appropriate portion of the substantive change policy to which the propose change applies.
    • Collaboratively a notification letter is drafted for approval by the college President.
    • The letter will include the date of implementation of the proposed change, and for an off-campus site, the complete physical address of the location.
    • Once finalized, the Office of the President submits a signed letter of notification to SACSCOC and distributes internal file copies (President's Office, Liaison, and VPAA).
    • When the President’s Office receives a letter of response from SACSCOC, copies are shared with the Liaison and the VPAA.

 

Approved by President’s Cabinet 1/8/13.