Substantive Change Policy : 1:08:10:09

• Responsible Officer: SACSCOC Accreditation Liaison
• Responsible Executive: Executive Vice President for Academic Affairs

I. INTRODUCTION

1. Substantive Change is a federal term pertaining to any “significant modification of the nature and scope of an accredited institution.”  Colleges must notify their accrediting body of potential or actual substantive changes in a timely fashion and in many cases must receive approval for such change from the accrediting body before the initiative is implemented.
2. Motlow State Community College’s (Motlow State) regional accrediting body, Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), is required by the federal government to monitor its constituents’ compliance with SACSCOC Substantive Change Policy and to grant permission for major changes to occur.  As an accredited member institution, Motlow State shall adhere to the SACSCOC’s Substantive Change Policy.
3. Substantive changes fall into three (3) broad categories:
   1. Institutional changes;
   2. Program changes; and
   3. Off-campus instructional site/Additional location changes.

II.  PURPOSE

1. The purpose of this procedure is to establish the requirements, process, and timeline necessary to ensure timely coordination and notification of substantive changes involving Motlow State.  Compliance with this procedure is mandatory to remain in compliance with SACSCOC Standard 14.2 which states,
   “The Institution has a policy and procedure to ensure that all substantive changes are reported in accordance with SACSCOC policy.”
2. SACSCOC requires all member institutions to have a policy and procedure established to ensure the timely completion of substantive changes.  It is the policy of Motlow State to be in complete compliance with the Substantive Change Policy and Procedure of SACSCOC.
3. SACSCOC Principles of Accreditation further states,

“A member institution is responsible for following the substantive change policy (and related policies) by informing SACSCOC of changes in accord with the stated procedures and, when required, seeking approval prior to initiating the change… If an institution fails to follow SACSCOC Substantive Change Policy and Procedures, it may lose its Title IV funding or be required by the U.S. Department of Education to reimburse it for money it has received for programs related to the unreported substantive change.  In addition, the institution’s case may be referred to the SACSCOC Board of Trustees for the imposition of a sanction or for removal from membership.”

It is imperative that the constituents of Motlow State are familiar with the SACSCOC Substantive Change Policy and Procedures so that all necessary changes are reported in a timely manner.  Each college unit is responsible for informing the Accreditation Liaison of any potential substantive changes in a manner that ensures the institution can meet the required notification, review, and approval processes of SACSCOC.  For academic program activities, the SACSCOC Substantive Change Report may be required in addition to the college’s process and the Tennessee Board of Regents (TBR)’s process for program approvals.

III. COLLEGE POLICY STATEMENT

It is the policy of Motlow State to comply with the SACSCOC Substantive Change Policy and Procedures as a condition of its continued accreditation by SACSCOC.  All academic and administrative areas of Motlow State are governed by this policy.  All Motlow State programs and services, regardless of location and delivery method, are subject to this policy.

IV. DESIGNATED RESPONSIBILITY AND ROLES

1. To maintain compliance with SACSCOC Standard 14.2, Motlow State’s Substantive Change Policy and Procedures, and to facilitate the flow of information regarding actions leading to a substantive change notification, institutional substantive change will be a standing item on the schedule for Motlow State’s Substantive Change Committee which will meet at minimum four (4) times per year.  Additionally, the review of programs, locations, and courses offered will be a standing agenda item for this committee.  This committee includes:
   1. Accreditation Liaison (Convener);
   2. Chief Academic Officer (CAO) or appointed designee;
   3. Assistant Vice President/Vice President from Academic Affairs;
   4. Executive Director of Financial Aid;
   5. Director of High School Programs;
   6. All Academic Deans;
   7. Director of Institutional Research and Effectiveness or designee;
   8. Executive Director of Organizational Culture and Enrichment; and
   9. Coordinator of Academic Services.
2. It is the responsibility of the Substantive Change Committee to remain current with SACSCOC Substantive Change Policies.  For the Committee to understand the many types of changes that fall within the SACSCOC Substantive Change Policy, a copy of the entire policy will be distributed annually to all members in August or as the policy is updated by SACSCOC.  The designated roles of specific members of the Substantive Change Committee charged with ensuring compliance with this policy are described below.
   1. Accreditation Liaison
      The Accreditation Liaison communicates with Motlow State’s CAO, any other appropriate executive(s), and the appropriate SACSCOC staff regarding the status of each substantive change notification/approval request.  Responsibilities of the Accreditation Liaison include:
      1. Compiling of any required notification/approval request documentation;
      2. Ensuring each notification/approval request is submitted within the prescribed time frame;
      3. Providing professional development to institutional leadership, faculty, and staff about the SACSCOC substantive change process as well as Motlow State Substantive Change policy and procedures;
      4. Notifying members of President’s Cabinet, the Institutional Oversight Committee, shared governance Councils, the SACSCOC Substantive Change Committee, and Motlow State campuses of any updates to the SACSCOC or Motlow State substantive change policies; 
      5. Notifying the Executive Director of Financial Aid of any pending substantive change submissions to the SACSCOC; and 
      6. Maintaining the electronic records system used to disseminate information about substantive change notification/approval.
   2. Chief Academic Officer: The CAO (or appointed designee) provides leadership in the planning, development, implementation, and evaluation of the instructional units of Motlow State.  This individual reports any upcoming academic changes that meet the SACSCOC definition of substantive change to the appropriate executives and Accreditation Liaison by the timeline outlined in this document.  The CAO will notify the appropriate executive(s) and Accreditation Liaison at the time the program planning process begins, normally 9-18 months prior to the implementation of a substantive change.
   3. Assistant Vice President/Vice President from Academic Affairs: The Assistant Vice President/Vice President from the Academic Affairs Division will provide support to the CAO necessary related to the substantive change policy.  This AVP/VP will also serve as proxy for the CAO in the event that the CAO is unable to attend a committee meeting.
   4. Executive Director of Financial Aid: The Executive Director of Financial Aid contributes to the Substantive Change Committee by providing guidance on human and fiscal resources regarding substantive change.  The Executive Director of Financial Aid is responsible for assessing substantive changes that may require Department of Education (DOE) approval, submitting proposed changes to DOE for approval, and keeping the Accreditation Liaison apprised of the approval process.
   5. Director of High School Programs: The Director of High School Programs contributes to the substantive change process through input and guidance regarding dual enrollment programs as it relates to substantive change.
   6. Academic Deans: The Deans of Academic Affairs serve to direct curriculum, instruction, and scheduling.  The Academic Deans are responsible for monitoring the proposed schedule of classes.  The Academic Deans also work with the appropriate academic leads, program coordinators, curriculum coordinators, and faculty to determine if new academic programs are a significant departure from existing programs, and if so, work with these groups to gather the information/documentation needed to complete the substantive change process.  The Academic Deans approve and report to the CAO and Accreditation Liaison any schedule changes that conform to the SACSCOC definition of substantive change which might create the need to notify and/or seek approval from SACSCOC.  The Academic Deans are to notify the CAO and Accreditation Liaison at the time the program planning process begins, normally 9-18 months prior to the implementation of a substantive change.
   7. Director of Institutional Research and Effectiveness (or designee): The Director of Institutional Effectiveness & Research, or their designee, provides necessary research and data support for substantive change decisions.
   8. Executive Director of Organizational Culture and Enrichment: The Executive Director of Diversity, Equity, Inclusion, and Compliance will advocate and encourage this committee to sustain diversity, equity and inclusion in all arenas of higher education.  By creating and sustaining an equitable and inclusive institutional culture, Motlow State can foster a community in which all members can be respected and appreciated for their differences, and in which all learners can be engaged to reach their full potential.
   9. Coordinator of Academic Services: The Coordinator of Academic Services is responsible for maintaining a tracking file of all off-campus dual-credit sites which includes names and complete addresses of all off-campus dual credit sites along with the listing of courses offered, faculty teaching the courses, contact information for the point of contact for the dual-credit site, and the percentage of courses towards a credential available by year.
      
      A tracking file of off-campus sites not related to dual credit is also maintained by the Coordinator of Academic Services.  This file includes names and complete addresses of all off-campus sites along with the listing of courses offered, information for the point of contact for the site (if applicable), the percentage of courses towards a credential available by year, and the date the site was approved by SACSCOC.

V.  LOCAL PROCEDURE

Local procedure for substantive change is based on SACSCOC policy and covers all areas of Motlow State, including distance education, dual credit, on- and off-campus instructional sites, and workforce development.  The types of substantive changes, the procedures for addressing them appropriately, and the forms/templates required for reporting are maintained online at https://sacscoc.org/accrediting-standards/substantive-changes/. All substantive change reporting must adhere to the following deadlines, as published online annually at https://sacscoc.org/accrediting-standards/substantive-changes/.

Detailed information about the types of substantive changes and procedures are located here.

VI. LOCAL PROCESS FOR REPORTING SUBSTANTIVE CHANGE

1. As stated above in Section IV.B.9, the Coordinator of Academic Services will track off-campus dual credit (and non-dual credit) sites, in collaboration with the Accreditation Liaison for the Substantive Change Committee.
2. The CAO and Academic Deans will inform the Accreditation Liaison each time a new course is added to a location. Working in conjunction with the Accreditation Liaison will ensure all documentation needed for substantive change, if necessary, is submitted in a timely manner.
3. During the regular Substantive Change Committee meeting, the Motlow State Accreditation Liaison will solicit feedback concerning any substantive change, new program, or new academic area from the members of the Substantive Change Committee. This includes all program and curriculum changes reviewed as necessary.
4. If any information brought forth is deemed substantive according to the Substantive Change for SACSCOC Accredited Institutions Policy, then the Accreditation Liaison, in conjunction with the appropriate executive(s) and CAO, will determine the type of substantive change needed.
5. If SACSCOC requires Motlow State to write a brief of complete prospectus or prepare any additional documentation, the Accreditation Liaison will work with the appropriate departments and the Substantive Change Committee members to complete the necessary documents. Once all documents are completed for submission, the Accreditation Liaison will prepare the necessary letters and attach all necessary documentation to be submitted to the President of Motlow State to be signed and sent to the President of SACSCOC.

VII. POLICY REVIEW

The SACSCOC Substantive Change Committee will review the policy annually, with a target date of August each year or when the Substantive Change for SACSCOC Accredited Institutions policy statement has been updated (whichever is more frequent) to evaluate the effectiveness of the process and to identify any needed improvements.

VIII. POINT OF CONTACT

Every SACSCOC member institution has an Institutional Accreditation Liaison whose charge is to ensure compliance with accreditation requirements.  Questions or clarification regarding this policy should be directed to the Institutional Accreditation Liaison.  Motlow State’s current Institutional Accreditation Liaison is listed here with contact information:
 
Meagan McManus, Ed.D.
Interim Vice President for Academic Affairs
Accreditation Liaison
5002 Motlow College Blvd.
Smyrna, TN 37167
(615) 220-7978
[email protected]

SOURCES

• Southern Association of Colleges and Schools, Commission on Colleges (SACSCOC) Substantive Change Policy and Procedures
• Substantive Change for SACSCOC Accredited Institutions Policy
• SACSCOC RESOURCE MANUAL for The Principles of Accreditation: Foundations for Quality Enhancement
• Tennessee Board of Regents Program Modifications and New Academic Programs: A-010

HISTORY

• Approved by the Leadership Council on September 21, 2018; Revision approved by Institutional Oversight Committee (IOC replaced Leadership Council in 2020) on December 18, 2020.
• Revisions adopted on December 18, 2020 combined previous MSCC policies 1:08:00:09 (SUBSTANTIVE CHANGE POLICY) & 6:10:00:19 (SUBSTANTIVE CHANGE COMMITTEE POLICY) into this policy: Substantive Change Policy 1:08:00:09
• Revised: March 7, 2022; January 9, 2023; May 31, 2023
• IOC Approved Revisions: June 22, 2022; March 17, 2023
• President’s Cabinet Approved Revisions: May 26, 2022; March 28, 2023; editorial revisions affirmed June 6, 2023
• Effective Date: March 28, 2023; June 6, 2023