Substantive Change Policy

I. Purpose

The University of North Carolina Asheville will maintain compliance with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) Substantive Change Policy and Procedures through appropriate and timely reporting on areas of Substantive Change, as that term is defined below.  This will ensure that changes to the institution, its programs, and/or off-campus instructional sites continue to meet SACSCOC’s requirements and that changes do not go unreported and adversely affect the operational capacity of the University.

The SACSCOC policy mandates (a) reporting of and approval for certain modifications or expansions to the nature or scope of accredited institutions, and (b) that accredited institutions maintain an institutional-specific policy that describes how the institution will remain in compliance with the SACSCOC principle.

II. Scope

This policy applies broadly to UNC Asheville, including each academic unit, department, or other organizational structure within the University to whom the situations outlined below apply.

III. Definitions

A. Substantive change: 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. It can relate to governance of the institution, physical locations of the campus or program, or educational program additions, deletions or changes. 

B. Institutional Accreditation Liaison:  SACSCOC requires that each institution accredited by the agency have an Institutional Accreditation Liaison.  This individual acts as the single contact person to represent the institution to SACSCOC and for the agency to communicate with regarding agency policies and procedures.  This person is required to be fully informed of current accreditation issues and requirements  and how those requirements are applied at the institution.  

Substantive changes, including those required by federal regulations, include:

  • 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 credential);
  • 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; or
  • Participating in the federal Prison Education Program providing Pell Grant access to confined or incarcerated students.

 

IV. Policy

A. Authority

The Chancellor is responsible for final approval of notifications to SACSCOC about institutional and programmatic substantive changes. The Chancellor shall appoint an Institutional Accreditation Liaison.

B. Institutional Accreditation Liaison 

The Institutional Accreditation Liaison will notify the Southern Association of Colleges and Schools Commission on Colleges of any substantive changes in accordance with the SACSCOC Substantive Change Policy and Procedures.

The Institutional Accreditation Liaison is responsible for assisting UNC Asheville in complying with SACSCOC’s policy on substantive changes by:

  • Identifying which changes are considered to be substantive changes;
  • Reviewing all curriculum committee proposals for substantive changes;
  • Coordinating reporting activities to SACSCOC in a timely manner for all substantive changes;
  • Ensuring that applicable UNC Asheville and UNC System policies and procedures have been followed;
  • Maintaining records pertaining to substantive changes;
  • Providing periodic training to academic departments and units; and
  • Communicating any changes to SACSCOC policy on substantive changes to appropriate academic leadership

C. Substantive Change Process

All substantive changes made at UNC Asheville require proper approvals through institutional processes as well as those required at the UNC System.  All substantive changes will be submitted to SACSCOC following required timelines for implementation.  

No substantive change requiring SACSCOC approval shall be implemented until a letter of approval has been received from the SACSCOC. Prior to receipt of the letter of approval, any reference to the change, including advertising, will include wording that the initiative is “pending SACSCOC approval.” Any substantive change that requires SACSCOC approval and is implemented without such must be immediately reported to the Institutional Accreditation Liaison.  

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