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Operating Policy and Procedure

HSC OP: 60.04, Substantive Change Reporting

PURPOSE: The purpose of this policy is to establish institutional procedures for recognizing and approving substantive changes and ensuring timely notification of such changes to the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).

REVIEW: This HSC OP will be reviewed by March 1 every year by the Ï㽶ֱ²¥ SACSCOC Liaison, with recommended revisions forwarded to the Academic Affairs and Curriculum Committee and Academics Council.

BACKGROUND:

1. Substantive change refers to any significant modification or expansion of the nature and scope of an accredited institution.

2. SACSCOC is the institutional accrediting agency recognized by the U.S. Department of Education to accredit Ï㽶ֱ²¥ and its programs and services. As such, SACSCOC has incorporated federal requirements into its substantive change policy and procedures and is responsible for reviewing all substantive changes that occur between Ï㽶ֱ²¥â€™s decennial reviews.

3. Failure to comply with SACSCOC reporting requirements for substantive change may (a) require a review of the institution’s substantive change policy and procedures by the SACSCOC Board of Trustees; (b) subject the institution to monitoring, sanction, or removal from membership; and/or (c) result in loss or reimbursement of Title IV funding.

POLICY/PROCEDURE:

1. In accordance with the policy statement, SACSCOC Substantive Change Policy and Procedures (), Ï㽶ֱ²¥ will notify SACSCOC prior to initiation of substantive changes and, when required, seek approval prior to the implementation of such changes.

2. SACSCOC describes several procedures for reporting substantive change. Attachment A outlines the different types of substantive change, the SACSCOC notification procedures to be used, and the reporting timelines for each substantive change.

3. The Ï㽶ֱ²¥ SACSCOC Liaison will notify each academic Dean of the SACSCOC and Ï㽶ֱ²¥ substantive change policies on an annual basis. Notification will also be provided to members of the Ï㽶ֱ²¥ Institutional Effectiveness Advisory Committee (IEAC), who will be designated by the appropriate academic Dean, Provost, and/or Vice President.

4. Ï㽶ֱ²¥ academic Deans or appropriate designee assume responsibility for reporting all substantive changes in writing to the Ï㽶ֱ²¥ SACSCOC Liaison to ensure that substantive changes are communicated to SACSCOC using the appropriate procedures. If a Dean is unclear whether a change is substantive in nature, the Dean or appropriate designee should contact the Ï㽶ֱ²¥ SACSCOC Liaison for clarification.

5. No substantive change will be implemented at Ï㽶ֱ²¥ until a letter of approval or acceptance of notification is received from SACSCOC. An electronic copy of each official letter will be maintained by the Ï㽶ֱ²¥ SACSCOC Liaison and will also be sent to the respective Dean(s).

6. Only the President or Ï㽶ֱ²¥ SACSCOC Liaison may submit to SACSCOC substantive change notifications and requests for substantive change approvals.

Attachment A - SACSCOC Substantive Change by Requirement Type