Procedures on Reporting Substantive Changes INTRODUCTION The Commission on Colleges of the Southern Association of Colleges and Schools (SACS-COC) accredits Florida A&M University. The SACS-COC is responsible for reviewing all major institutional changes that occur between scheduled evaluation periods, determining whether or not the substantive change has affected the quality of the total institution. Therefore, prior to the implementation of a substantive change, it is the responsibility of the University to follow the Substantive Change Procedures of the Commission and inform the Commission of such change in accord with those procedures. Substantive change is defined as a significant modification or expansion of the nature and scope of an accredited institution. The University must report “substantive changes” to its major accrediting body, the Commission on Colleges of the Southern Association of Colleges and Schools (SACS-COC). In some cases, the University need only notify SACS of a substantive change. In many cases, however, approval prior to the implementation of the program must be acquired from SACS-COC. If the University fails to follow SACS-COC’s substantive change policy and its procedures, the accreditation of the University may be placed in jeopardy, the University’s case may be referred to the Commission for the imposition of a sanction, or the University may lose its Title IV funding or be required by the U.S. Department of Education to reimburse it for money received by the University for unreported substantive changes. NOTIFICATION AND/OR APPROVAL PROCEDURES SACS-COC notification and/or approval cannot occur until all internal Florida A&M University approvals have been secured. Substantive Change Reporting Procedures Florida A&M University welcomes and encourages the expansion of academic opportunities through the development and offering of programs and/or courses offered off-campus and via other distance learning mechanisms.
It is required that University Regulations 4.005 and 4.010, Authorization and Termination of Academic Programs and Authorization of Programs Majors and Minors, respectively, are strictly adhered to, so as to ensure compliance with SACS-COC Substantive Change requirements as stated in Comprehensive Standard 3.12.1. SACS-COC requires one of three different procedures for processing a substantive change. The procedures vary in depth and length of time required for processing based on the specific nature of the substantive change initiated by the University. The first step is to determine the precise nature of the substantive change. Contact the SACS Office and the Office of Institutional Effectiveness early in the process for an unofficial determination of what category of change the proposal falls under. Although only SACS-COC can make an official determination of the category of a change, the SACS Office will facilitate the process by assessing the change internally and coordinating all necessary communication with SACS-COC. The SACS policy is as follows:
The Commission on Colleges of the Southern Association of Colleges and Schools accredits an entire institution and its programs and services, wherever they are located or however they are delivered. It is responsible for reviewing all substantive changes that occur between an institution’s decennial reviews to determine whether or not the change has affected the quality of the total institution and to assure the public that all aspects of the institution continue to meet defined standards.
In addition, the Commission on Colleges is recognized by the U.S. Department of Education as an accrediting agency whose accreditation enables its member institutions to seek eligibility to participate in Title IV programs. To maintain its recognition with the U.S. Department of Education and in accordance with CFR 34, Section 602.22, the Commission on Colleges must include procedures in its policies requiring prior approval of many institutional substantive changes before each change can be included in the agency's previous grant of accreditation to the institution.
The three procedures for addressing the different types of substantive changes: - Procedure One for the Review of Substantive Changes Requiring Notification and Approval Prior to Implementation
- Procedure Two for the Review of Substantive Changes Requiring Only Notification Prior to Implementation
- Procedure Three for the Review and Approval of Consolidations/Mergers
Types of Change | Procedure | Prior Approval Required | Prior Notification Required | Time Frame for Contacting COC | Initiating coursework or programs at a more advanced level than currently approved | 1 | Yes | Yes | 12 months | Expanding at current degree level (significant departure from current programs) | 1 | Yes | Yes | 6 months | Initiating programs at a lower degree level | 1 | Yes | Yes | 6 months | Initiating a branch campus | 1 | Yes | Yes | 6 months | Initiating Off-campus sites… …Student can obtain 50 percent or more credits toward program …Student can obtain 25-49 percent of credit … Student can obtain 24 percent or less | 1 2 N/A | Yes No N/A | Yes Yes N/A | 6 months Prior to implementation N/A | Adding significantly different programs at an approved site (only if programs are currently approved) | 2 | No | Yes | Prior to implementation | Initiating distance learning... ...Offering 50 percent or more of program (Subsequent programs do not need reporting unless they are significant departures from initially approved program(s). ...Offering 25-49 percent ...Offering 24 percent or less | 1 2 N/A | Yes No N/A | Yes Yes N/A | 6 months Prior to implementation N/A | Initiating programs/courses offered through contractual agreement or consortium | 2 | No | Yes | Prior to implementation | Initiating a merger/consolidation | 3 | Yes | Yes | 6 months | Altering significantly the educational mission of the institution | 1 | Yes | Yes | 6 months | Relocating a campus | 2 | No | Yes | Prior to implementation | Changing governance, ownership, control, or legal status | 1 | Yes | Yes | 6 months | Altering significantly the length of a program | 1 | Yes | Yes | 6 months | Initiating degree completion programs | 1 | Yes | Yes | 6 months | Closing an institution/program; initiating (see Commission Policy) | 1 | Yes | Yes | 6 months | *Chart taken from SACS’ Policy Statement on Substantive Change dated January 2007 In accordance with the SACS policy summarized in the above chart, the following actions should be taken as appropriate. 1. FOLLOW INTERNAL APPROVAL PROCESSES
Follow the internal University procedures for approval of changes. If contemplating a new academic program (degree program, majors, minors, concentrations, certificates, etc), review University Regulations 4.005 regarding Authorization and Termination of Academic Programs, and 4.010 regarding , Authorization of Programs Majors, Minors and Off-campus Programs, and contact the Office of Institutional Effectiveness. If contemplating offering an existing academic program at a new site, review University Regulations 4.010 and contact the Office of Continuing Education. Once the internal procedures have been followed and approvals obtained, prepare a notification of changes and/or a substantive change prospectus as appropriate to be submitted to SACS following the guidelines below: 2. SUBMIT NOTIFICATION OF CHANGE/NEW ACTIVITY TO THE FAMU SACS OFFICE–
See the chart for deadlines for submitting to SACS-COC. The draft notification should be submitted to the FAMU SACS Office at least two months prior to the date it is due to SACS -COC. - The unit initiating the change must draft a written “Notification Letter” detailing the change and any required SACS-COC documentation. Contact the FAMU SACS Office for the “Notification Letter” and any other information needed. The letter must, ultimately, be signed by the President. The Provost along with the SACS Reaffirmation Office and the Office of Institutional Effectiveness will provide information, review the submission, and provide feedback. In addition to the “Notification Letter,” a Substantive Change Prospectus may also be required. (SACS-COC requires use of their Substantive Change Prospectus Template (www.sacscoc.org - Substantive Changes))
- The FAMU-SACS Office will provide background information for this process.
OFFICIAL NOTIFICATION FROM SACS-COC IS REQUIRED PRIOR T THE IMPLEMENTATION OF ANY PROGRAM. For additional information on types of substantive change, substantive change visits, and budget considerations, please review SACS’ Policy Statement on Substantive Change (www.sacscoc.org - Substantive Changes) or contact the SACS Office and Office of Institutional Effectiveness.
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