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Approval Prior to Implementation

Below you will find a comprehensive list of items which will require a prospectus be submitted to SACSCOC for approval prior to the item being implemented at APSU. These items are broken down by Institutional level items and Program level items. You may visit the SACSCOC Substantive Change Policy for additional information regarding these types of substantive change.

Institutional Changes

Change in the way an institution measures students' process to completion: 

  • Semester, trimester, or quarter academic calendars
  • time-based or non-time based measure
  • clock hour-based or credit hour-based measures

This addresses the institutional change across most or all of an institution's programs. An institution must provide: 

  • conversion equivalency from the current measure to the new measure
  • compliance with the SACSCOC Credit Hours policy and the Principles of Accreditation Standards 9.2, 9.7, 10.1, and 10.7.

Competencies are embedded in a traditional curriculum with courses completed, credits earned, and a credential awarded. Typical set up: 

  • student enroll in an academic term
  • course credits are awarded at the end of the term based on mastery of the competencies
  • transcript records courses and grades

SACSCOC approval is required for the first program where 50% or more may be earned by this route. After initial approval: 

  • new program approval required if the program is a significant departure from current programs offered
  • new program only requires notification if it is not a significant departure from current programs offered
  • only requires notification as an additional method of delivery for an existing program

A method of delivery in which 50% or more of instruction occurs with student and instructor in separate locations, SACSCOC defines this as distance education, regardless as to if the interaction is synchronous or asynchronous.

  • first program in which 50% or more is earned in this manner required approval for both the program and the institution
  •  new program approval required if it is a significant departure from existing programs
  • new program notification if not a significant departure from existing programs
  • notification as an additional method of delivery

A notification letter must be sent to SACSCOC sixth months prior to the SACSCOC Board of Trustees meeting at which the prospectus will be reviewed and should include: 

  • a description of the planned change
  • intended implementation date
  • intended SACSCOC Board of Trustees meeting and year for which the institution will submit the prospectus

The Governance Change may include: 

  • significantly altering governing board bylaws
  • significantly altering the board's scope of authority or responsibility
  • significantly altering the number of board members
  • significantly altering how the board members are selected

A substantive change committee visit is required and the reaffirmation cycle may be impacted.

Institutions seeking to cease all instruction will be required to submit an institutional teach-out plan. This plan will address imminent closure and must be submitted as soon as the closure decision is made. 

The teach-out plan must: 

  • provide reasonable completion options for all students in all programs
  • explain how the institution will provide students' and former students' access to academic transcripts and other verification of academic credentials
  • identify the permanent repositor or trustee of student academic and financial aid records
  • describe the process and expected timeline for the disposition of assets
  • address any other provision identified by SACSCOC staff as essential to the successful closure of the institution

For an institutional relocation a prospectus should explain:

  • institution's plan and timeline
  • assurance of continuous operation
  • assurance that instruction and student support services are not materially hindered
  • assurance of adequate financial resources and planning to support the relocation
  • assurance continued compliance with standards 13.7 and 13.8

A notification letter must be sent to SACSCOC six months prior to the SACSCOC Board of Trustees meeting at which the prospectus will be reviewed and should include: 

  • description of the planned change
  • intended implementation date
  • intended SACSCOC Board of Trustees meeting and year for which the institution will submit the prospectus

Acquisitions include: 

  • institution
  • program
  • campus location
  • off-campus instructional site
  • any portion of a campus or instructional site

A substantive change committee visit is required at time of approval and it typically affects the reaffirmation cycle. 

Required for approval if any of the following occur:

  • institution is placed on probation by SACSCOC
  • SACSCOC acts to end the institution's accreditation
  • institution's state authorization is revoked
  • institution is on provisional certification for federal financial aid by U.S. Department of Education (USDE)
  • institution is on reimbursement for federal financial aid by USDE
  • institution is the subject to emergency action by USDE

This plan is just a precaution but should something happen with the institution and it needs to close, this will become the closure plan. 

Initiating coursework or a program at a different level than currently offered. The highest level offered by the institution does not automatically include authorization of the institution to offer coursework or programs at lower levels. 

A committee visit is required for this change. 

New programs may not be implemented at this level until SACSCOC Board of Trustees has taken positive action on the institution's continued accreditation. 

A notification letter must be sent to SACSCOC six months prior to the SACSCOC Board of Trustees meeting at which the prospectus will be reviewed and should include: 

  • description of the planned change
  • intended implementation date
  • intended SACSCOC Board of Trustees meeting and year for which the institution will submit the prospectus

A merger occurs when one SACSCOC institution merges with one or more institutions or entities. A substantive change committee visit is required and typically impacts the reaffirmation cycle.

The mission change needs to be significant in nature and fundamentally changes the character of an institution and its academic programs or other mission-driven activities.

A notification letter must be sent to SACSCOC six months prior to the SACSCOC Board of Trustees meeting at which the prospectus will be reviewed and should include: 

  • description of the planned change
  • intended implementation date
  • intended SACSCOC Board of Trustees meeting and year for which the institution will submit the prospectus

When an institution changes ownership, control or legal status a substantive change committee visit will be required and the reaffirmation cycle is typically impacted. 

Program Changes

Changing a program's progress to completion: 

  • Clock to Credit Hour
  • Credit to Clock Hour

This conversion must:

  • be based on sound academic rationale
  • objective formula parity between current and proposed measure
  • demonstrate no negative impact on student learning outcomes
  • demonstrate no negative impact on student time to completion
  • demonstrate compliance with SACSCOC standards and principles

A program in which 50% or more of the program may be earned through the direct assessment approach to competency-based education. 

Each direct assessment program requires SACSCOC approval. A new program of this nature is also subject to significant departure and may be approved as a new program concurrent with direct assessment approval. 

For this type of substantive change, a committee visit is required.

An agreement with an entity or entities who are not certified to participate in U.S Department of Education title IV programs to deliver 25% to 50% of a program's content as its own.

Prospectus would include: 

  • programs involved
  • names and contact information for responsible parties
  • copy of a signed agreement

If the SACSCOC entity is on Substantive Change Restriction, then approval would be required for up to 50% of a program.

Correspondence Education provides instructional materials and examination by mail or electronic transmission. Courses are self-paced at the student's discretion. 

Distance Education requirements equally apply to correspondence education.

Instruction is given to the student at two or more institutions where one is not SACSCOC accredited. The award would bear the names, seals and signatures of each institution. 

Adding a method of deliver to an existing program requires approval prior to implementation for only those on Substantive Change Restriction. These changes could be: 

  • adding online 
  • adding face-to-face
  • adding competency based 

A specific method of delivery applies when 50% or more of a program is delivered by that program. A program may be delivered 50% or more by more than one method.

A new program is where 50% to 100% of the content is new and a significant departure from existing institutional programs. 

  • content is new if it is not currently offered by the institution at the appropriate level of the program
  • determination of the percentage is made by the institution
  • new program approval equally applies to a degree, diploma, certificate, or other for-credit credential 
  • if institution is not approved to offer courses and programs at the new level a level change must also be submitted. 
  • increasing the level of the program such as the institution currently offers bachelor's degrees and now would like to offer a master's degree.

Closure is defined as the time students are no longer admitted to the program. Closures include:

  • ending a program
  • ending a delivery method
  • ending a program or delivery method at a location
This requirement applies only to institutions on Substantive Change Restriction. 

A change in program length will require SACSCOC approval if: 

  • program credit hours increase or decrease by 25%

    AND
  • student's expected time to completion increases or decreases by more than one term

If on Substantive Change Restriction: 

  • a change in program length by a 25% increase or decrease requires approval

An off-campus instructional site is a location separate from the main campus. SACSCOC approval is required. There are two approval methods:

  • Extensive Review
    • a minimum of two sites must be approved by extensive review
    • two components for this review
      • institutional-level review
      • site-specific review
    • two approval methods
      • Approval by the SACSCOC Board of Trustees based on prospectus review
      • Approval by SACSCOC Board of Trustees based on inclusion and review at reaffirmation
  • Limited Review
    • approval is based on review of the site in a submitted prospectus when:
      • institution has two or more sites approved by extensive review
      • institution has successfully completed at least one decennial reaffirmation of accreditation
      • institution is not on Substantive Change Restriction
      • requires approval by the Executive Council of the SACSCOC Board of Trustees and occurs year-round

Moving an branch campus requires approval by submission of a prospectus. 

Closure approval applies to: 

  • notified sites (less than 50%)
  • approved sites (50% or greater)

An acceptable teach-put plan is required.

This is required as SACSCOC is not approving the closure but that students have an acceptable and reasonable opportunity to complete their program as initially intended with minimal disruption.

*Information Source: SACSCOC Substantive Change Policy and Procedures