Reporting the Various Types of Substantive Change
The different types of substantive change, the specific procedure to be used for each, their respective approval/notification requirements, and their reporting timelines are included in the table that follows. Please read the full text under the appropriate procedure for details regarding reporting.
Source: SACSCOC Substantive Change Policy and Procedures (page numbers cited below refer to this document).
| Types of Change | Procedure or Policy | Prior Notification Required | Prior Approval Required | Documentation and Time Frame for Contacting SACSCOC |
|---|---|---|---|---|
| Initiating coursework or programs at a different level than currently approved | Procedure 1 | No | Yes | Application for Level Change Due dates: March 15 (for June review) September 1 (for December review) |
| Initiating off-campus sites where student can obtain 50% or more credits toward a program (including but not limited to Early College High School, dual enrollment programs offered at a high school, and certificate programs that are not at employer’s request and not on short notice) | Procedure 1 | No | Yes | Cover Sheet Prospectus (See Appendix B of this document) Due dates: January 1 for 7/1-12/31 implementation July 1 for 1/1-6/30 implementation |
| Expanding at current degree level (significant departure from current programs). | ||||
| Expanding program offerings at previously approved off-campus sites by adding programs that ARE significantly different from current programs at the site AND at the institution | ||||
| Initiating degree completion programs | ||||
| Initiating a branch campus (See definition of “branch campus” on p. 3 of this document.) | ||||
| Initiating distance learning by offering 50% or more of the first program for the first time | ||||
| Relocating a main or branch campus | ||||
| Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides 25% or more of an educational program offered by the SACSCOC accredited institution | ||||
| Initiating dual or joint degrees involving program expansion (significant departure) or initiating a new site where student can obtain 50% or more credits toward a program | See SACSCOC policy “Agreements Involving Joint and Dual Academic Awards” | No | Yes | Cover Sheet Prospectus (See Appendix B of this document) Due dates: January 1 for 7/1-12/31 implementation July 1 for 1/1-6/30 implementation Copy of signed agreement, contact information for each institution, and additional details on non-SACSCOC institution(s) involved. See Policy |
| Initiating dual or joint degree with at least one institution not accredited by SACSCOC | See SACSCOC Policy “Agreements Involving Joint and Dual Academic Awards” | At least 6 months prior to implementation | Yes | Acceptance of notification, copy of signed agreement, contact information for each institution, and additional details on non-SACSCOC institution(s). See Policy. |
| Initiating a program or courses delivered through cooperative academic arrangement | Procedure 2 | At least 6 months prior to implementation | No | Acceptance of notification, copy of signed agreement, contact information for each institution/entity |
| Initiating a direct assessment competency-based program | See SACSCOC Policy “Direct Assessment Competency-Based Educational Programs” |
Yes – Screening Form | Yes | Submit “Screening Form” with letter of notification. If Prospectus is required, Due dates: March 15 (for June review) September 1 (for December review |
| Initiating a merger/consolidation with another institution | See SACSCOC Policy: "Merger/Consolidation, Acquisition, Change of Ownership, and Change of Governance, Control, Form, or Legal Status" |
Yes: December 15 (for June review); June 1 (for December review) |
Yes | Cover Sheet Institutional Summary Form Prospectus (See Appendix in SACSCOC Policy: “Merger/Consolidation, Acquisition, Change of Ownership, and Change of Governance, Control, Form, or Legal Status“) Due dates: March 15 (for June review); September 1 (for December review) |
| Changing governance, ownership, control, or legal status of an institution | ||||
| Acquiring an institution or location (including programs) of another institution | ||||
| Adding a permanent location at a site where the institution is conducting a teach-out for students from another institution that is closing | ||||
| Initiating a certificate program at a new off-campus site at employer’s request and on short notice (previously approved program) | Procedure 1 | No | Yes | Cover sheet Modified prospectus Contact commission staff. |
| Initiating a certificate program that is a significant departure from previously approved programs at employer’s request and on short notice | ||||
| Adding a site under a U.S. military contract for a previously approved program | ||||
| Altering significantly the length of a program | ||||
| Altering significantly the educational mission of the institution | ||||
| Changing from clock hours to credit hours | Procedure 1 | No | Yes | Justify reasons for change, indicate calculation of equivalency, and other pertinent information |
| Moving an off-campus instructional site (serving the same geographic area) | Procedure 2 | Yes | No | Letter of notification with old address, new address, and implementation date |
| Initiating dual or joint degrees with other SACSCOC accredited institution(s) | See SACSCOC Policy "Agreements Involving Joint and Dual Academic Awards" | At least 6 months prior to implementation | No | Acceptance of notification, copy of signed agreement and contact information for each institution. See Policy. |
| Initiating programs or courses offered through contractual agreement or consortium | Procedure 2 | Yes | No | Letter of notification and copy of signed agreement |
| Entering into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides less than 25% of an educational program offered by the SACSCOC accredited institution | ||||
| Initiating off-campus sites where student can obtain 25- 49% of credits toward a program (including but not limited to Early College High School, dual enrollment programs offered at a high school, and certificate programs that are not at employer’s request and not on short notice) | Procedure 2 | Yes | No | Letter of notification Including street address and implementation date |
| Initiating distance learning by offering 25-49 of the first program for the first time | ||||
| Closing a program, approved off-campus site, branch campus, or institution where the institution plans to teach-out its own students | Procedure 3 | Yes | Yes | Description of teach-out plan included with letter of notification |
| Closing a program, approved off-campus site, branch campus, or institution where the institution plans contracts with another institution(s) to teach-out students (Teach-out Agreement) | Procedure 3 | Yes | Yes | Description of teach-out plan, copy of signed teach-out agreement(s) detailing terms included with notification |
| Initiating a certificate program at employer’s request and on short notice using existing approved courses and location | NA | No | No | NA |
| Initiating certificate program (not at employer’s request and not on short notice) using existing approved courses and location | ||||
| Initiating off-campus sites (including Early College High School and dual enrollment programs offered at the high school) where student can obtain 24% or less of credits toward a program | ||||
| Expanding program offerings at previously approved off-campus sites by adding approved programs that ARE NOT significantly different from current programs at the site | ||||
| Expanding program offerings at previously approved off-campus sites by adding approved programs that ARE significantly different from current programs at the site but NOT at the institution | ||||
| Initiating distance learning by offering 24% or less of any program for the first time |