Substantive Change Policy and Guidelines

Substantive change refers to a modification or expansion to the nature or scope of the 
institution. Specifically, as indicated by SACSCOC, substantive changes as adopted from 
SACSCOC substantive change policy and noted below:

• Substantially changing the established mission or objectives of an institution or its programs.

• Changing the legal status, form of control, or ownership of an 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 programs at a higher or lower degree level than currently authorized.

• Adding graduate programs at an institution previously offering only undergraduate programs (including degrees, diplomas, certificates, and other for-credit credentials).

• Changing the way an institution measures student progress, whether in clock hours or credit-hours; semesters, trimesters, or quarters; or time-based or non–time-based methods or measures.

• Adding a program that is a significant departure from the existing programs, or method of delivery, 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 arrangement.

• Entering into a written arrangement under 34 C.F.R. § 668.5 under which an institution or organization not certified to participate in the title IV Higher Education Act (HEA) programs offers less than 25% (notification) or 25–50% (approval) of one or more of the accredited institution's educational programs. An agreement offering more than 50% of one or more of an institution’s programs is prohibited by federal regulation.

• Substantially increase or decreasing the number of clock hours 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 programs 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.

• An institution is required to notify or secure SACSCOC approval prior to implementing a substantive change.

• An institution is responsible for always maintaining compliance with Standard 14.2 (Substantive change) of the Principles of Accreditation and with the Substantive Change Policy and Procedures and related policies.

SWAU’s SACSCOC accreditation liaison is the Vice President for Institutional Research and Effectiveness, is responsible for:

2.1 submitting substantive changes to SACSCOC.

2.2 monitoring SWAU’s compliance with the SACSCOC Substantive Change policy.

2.3 providing guidance, the offices and academic officers of department making such changes.

2.4 reviewing proposed changes to determine if the proposed change falls under SACSCOC’s substantive change policy.

2.5 submitting the appropriate substantive change prospectus to SACSCOC; and

2.6 notifying academic officers of the department who sent the request and documentation to the OIRE, the notification of the change decision from SACSCOC.

3.1 The SACSCOC accreditation liaison will determine which SACSCOC process applies to a potential substantive change, based on the request from the academic department and the SACSCOC policies.

3.2 To facilitate the process further, the Curriculum Committee must grant approval based on its guidelines for adding new programs, and inform the OIRE of the decision before, and then further routing to Academic Senate, APC, All University Meeting, Academic Affairs Committee of the Board of Trustees and to Full Board of Trustees, depending on the request as outlined in 1 of this document. Academic Officers will need to start this process early, depending on the type of substantive change being requested.

3.3 The OIRE will work with the department requesting this change, and once the prospectus meets the SACSCOC requirements, the VP for Institutional Research and Effectiveness, accreditation liaison, will submit the prospectus to the institution portal on the SACSCOC website. Upon notification from SACSCOC, the accreditation liaison will send on decision to the academic officer of the department.