Substantive Change

All Department Chairs and Deans should attend a Substantive Change Workshop. Due to the in depth and changing nature of the SACSCOC Substantive Change policy, this workshop will give a heightened understanding to what constitutes a substantive change, what is required for approval of the change and the importance of compliance.

The full Substantive Change Policy may be found at the link below:

Substantive Change Policy

The Southern Association of College and Schools Commission on Colleges (SACSCOC) substantive change policy and procedures assure the public that all aspects of an institution continue to meet standards. It helps ensure substantive changes, if approved, do not hinder an institution’s ability to continue meeting the SACSCOC Principles of Accreditation.

A substantive change is a significant modification or expansion of the nature and scope of an accredited institution. Substantive change includes high-impact, high-risk changes and changes that can impact the quality of educational programs and services.

SACSCOC accredits an entire institution. Accreditation extends to all programs and services of an institution wherever located and however delivered. SACSCOC does not accredit individual programs, locations, or portions of an institution. However, some new programs, locations, and
other institutional changes are subject to notification and/or approval as defined in Substantive Change Policy and Procedures.

Compliance

Substantive Change is not a one and done for compliance. Universities are expected to be in compliance with the Substantive Change Policy daily. This means a university must do due diligence to ensure that no changes are made that would require notification or approval from SACSCOC.

Substantive Change Examples

Substantially changing in the established mission or objectives of the institution or its programs
Change in legal status, form of control, or ownership of the institution
Changing the governance of an institution
Merging/Consolidating two or more institutions or entities
Acquiring another institution or any program or location of another institution
Relocating an institution or an off-campus instructional site of an institution (including a branch campus)
Offering courses or program at a higher or lower degree level than currently authorized
Adding graduate programs at an institution previously offering only undergraduate programs
Changing the way an institution measures students progress, whether in clock hours or credit-hours; semesters, trimesters, or quarters; or time-bases or non-time based methods or measures
Adding a program that is a significant departure from the existing programs, or method of deliver, from those offered when the institution was last evaluated
Initiating programs by distance education or correspondence courses
Adding an additional method of delivery to a currently offered program
Entering into a cooperative academic agreement
Entering into a written agreement with entity that is not certified to participate in Title IV Higher Education Act
Substantially increasing or decreasing the number of clock or credit hours awarded or competencies demonstrated, or an increase in the level of credential awarded for successful completion of one or more programs
Adding competency-based education programs
Adding each competency-based education program by direct assessment
Adding program with completion pathways that recognize and accommodate a student's prior or existing knowledge or competency
Awarding dual or joint academic awards
Re-opening a previously closed program or off-campus instructional site
Adding a new off-campus instructional site/additional location including a branch campus
Adding a permanent location at a site at which an institution is conducting a teach-out program for students of another institution that has ceased operating before all students have completed their program of study
Closing an institution, a program, a method of delivery, an off-campus instructional site or a program at an off-campus instructional site

*This list is not an exhaustive list of substantive changes. Other items may be deemed substantive and should the University have concerns should seek guidance from the Curriculum Coordinator at obrienjr@apsu.edu.

While all prospectus will require approval, different information is required for each type of substantive change. SACSCOC provides a detailed overview of the required information appendix of the SubstantiveChange.pdf.

Currently, APSU is utilizing Watermark templates for the all prospectus completion. Upon determination that you have a substantive change, Acadmic Affairs will open the appropriate template in Watermark allowing you, your chair and your dean access to complete, review and edit as necessary. Academic Affairs will complete a final review of the prospectus prior to submisstion to SACSCOC.

Notifications are a much simpler process, requiring only a brief letter explaining the change intended. Unlike Substantive Changes requiring approval, any changes requiring notification only may be implemented once the notification is placed into the SACSCOC portal.

Typical Types of Notifications are:

New program with less than 50% new content
Reopening a program
Off-Campus Instructional site offering 25% to 49% of a program
Off-Campus site name or address change
Updating program delivery method

These notifications are completed by the Curriculum Coordinator and submitted by the SACSCOC liaison.