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Substantive Change Policy and Procedure

  1. Purpose: Compliance with the Substantive Change for SACSCOC Accredited Institutions Policy Statement.
  2. Policy: No employee of Palm Beach State College will implement any change to a College Program, College Campus, College Campus Offerings, Off-site Location, District Board of Trustees Policy or Program Delivery Method that might create a substantive change without the approval of the Substantive Change Review Committee.
  3. Process for Submission: Faculty and/or staff must submit changes for assessment and/or approval:
    1. Substantive Change Assessment Form (Form 1). This form must be submitted for each type of change as outlined in the Substantive Change Responsibility Chart. The Substantive Change Assessment form will be required of every curriculum action that adds or modifies a program. Submission of the form for other types of changes is the responsibility of the initiator of the proposed change (i.e., relocating a program, new facility, or a new campus). The form is submitted to the Substantive Change Review Committee.
    2. Campus Off-Site Course Approval Web Form - This Web form is submitted for each off-campus site utilized by the campuses. The form is submitted to the Substantive Change Review Committee.
  4. Process for Review: The Substantive Change Assessment Form and the Campus Off-Site Course Approval Forms will be reviewed by the Substantive Change Review Committee (consisting of the Vice President of Academic Affairs, the Dean of Curriculum, the Dean of Baccalaureate Studies, the Director of Institutional Research & Effectiveness and the Manager of Assessment). Forms must be submitted at least 90 days before the term starts. Any further actions required to be filed with SACSCOC will be coordinated by the Colleges’ SACSCOC Liaison.

Substantive Change Responsibility Chart

Type of Change  SACSCOC
Procedure
 Prior Notification Required  Time Frame for Contacting SACSCOC
 Prior Approval Required
 Documentation  Palm Beach State College Responsibility
and Approval
Initiating coursework or programs at a different level than currently approved.
(College Program)
 1 No
 12 months
 Yes
 Application for Level Change
Due Dates: March 15 (for June review); September 1 (for December review)
 NA – already approved at baccalaureate level
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) (Off-Site Location)
 1
 No
 6 months  Yes
 Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

Due dates:
January 1 for 7/1-12/31 implementation;
July 1 for 1/1-6/30 implementation
 R: VPAA
A: President, DBOT
Expanding at current degree level (significant departure from current programs)1
(College Program)
 1
  No 6 months
 Yes Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

Due dates:
January 1 for 7/1-12/31 implementation;
July 1 for 1/1-6/30 implementation
 R: VPAA
A: President, DBOT
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
(College Program)
 1
 No
 6 months
 Yes
 Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

Due dates:
January 1 for 7/1-12/31 implementation;
July 1 for 1/1-6/30 implementation
 R: VPAA
A: President, DBOT
Initiating degree completion programs (College Program)
 1
 No 6 months
 Yes
 Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

Due dates:
January 1 for 7/1-12/31 implementation;
July 1 for 1/1-6/30 implementation
 R: VPAA
A: President, DBOT
Initiating a branch campus (see definition of “branch campus” on p. 3 of SACSCOC document)
(College Campus)
 1
 No
 6 months
 Yes
 Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

Due dates:
January 1 for 7/1-12/31 implementation;
July 1 for 1/1-6/30 implementation
 R: VPAA
A: President, DBOT
Initiating distance learning by offering 50% or more of the first program for the first time (Program Delivery Method)
 1
 No
 6 months
 Yes
 Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

Due dates:
January 1 for 7/1-12/31 implementation;
July 1 for 1/1-6/30 implementation
 R: VPAA
A: President, DBOT
Relocating a main or branch campus (College Campus)
 1
 No
 6 months
 Yes
 Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

Due dates:
January 1 for 7/1-12/31 implementation;
July 1 for 1/1-6/30 implementation
 R: VPAA
A: President, DBOT
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 (College Program)
 1
 No
 6 months
 Yes
 Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

Due dates:
January 1 for 7/1-12/31 implementation;
July 1 for 1/1-6/30 implementation
 R: VPAA
A: President, DBOT
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 (College Program; Off-Site Location)
 See SACSCOC Policy

“Agreements Involving Joint and Dual Academic Awards”
 No
 6 months
 Yes
 Cover Sheet
Prospectus
(See Appendix B of SUBSTANTIVE CHANGE FOR SACSCOC ACCREDITED INSTITUTIONS)

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
 R: VPAA
A: President, DBOT
Initiating dual or joint degree with at least one institution not accredited by SACSCOC (College Program)
 See SACSCOC Policy

“Agreements Involving Joint and Dual Academic Awards”
 Yes
 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
 R: VPAA
A: President, DBOT
Initiating a program or courses delivered through cooperative academic arrangement
 2
 Yes
 At least 6 months prior to implementation
 No
 Acceptance of notification, copy of signed agreement, contact information for each institution/entity
 R: VPAA
A: President, DBOT
Initiating a direct assessment competency-based program (College Program)
 See SACSCOC Policy

“Direct Assessment Competency-Based Education Programs”
 Yes – Screening Form
   Yes
 Submit “Screening Form” with Letter of Notification. Upon SACSCOC review, a Prospectus may also be required.
Due Dates: March 15 (for June review); September 1 (for December review)
 R: VPAA
A: President, DBOT
Initiating a merger/consolidation with another institution (DBOT Policy)
 See SACSCOC Policy

“Merger/ Consolidation, Acquisition, Change of Ownership, and Change of Governance, Control, Form or Legal Status” – Substantive Change for SACSCOC Accredited Institutions Policy Statement
 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” Policy Statement)

Due Dates: March 15 (for June review); September 1 (for December review)
 R: VPAA
A: President, DBOT
Changing governance, ownership, control or legal status of an institution (DBOT Policy)
Acquiring an institution or location (including programs) of another institution (DBOT Policy)
Adding a permanent location at a site where the institution is conducting a teach-out for students from another institution that is closing (DBOT Policy)
Initiating a certificate program at a new off- campus site at employer’s request and on short notice (previously approved program) (College Program; Off-Site Location)
 1
 No
   Yes
 Cover Sheet
Modified Prospectus

Contact Commission Staff
 R: VPAA
A: President, DBOT
Initiating a certificate program that is a significant departure from previously approved programs at employer’s request and on short notice (College Program)
 1
 No
   Yes
 Cover Sheet
Modified Prospectus

Contact Commission Staff		 R: VPAA
A: President, DBOT
Adding a site under a U.S. military contract for a previously approved program (Off-Site Location)
 1
 No
   Yes
 Cover Sheet
Modified Prospectus

Contact Commission Staff
 R: VPAA
A: President, DBOT
Altering significantly the length of a program (College Program)
 1
 No
   Yes
 Cover Sheet
Modified Prospectus

Contact Commission Staff
 R: VPAA
A: President, DBOT
Altering significantly the educational mission of the institution (DBOT Policy)
 1
 No
Yes
 Cover Sheet
Modified Prospectus

Contact Commission Staff
 R: VPAA
A: President, DBOT
Changing from clock hours to credit hours (College Program)
 1
 No
   Yes
 Justify reasons for change, indicate calculation of equivalency and other pertinent information
 R: VPAA
A: President, DBOT
Moving an off-campus instructional site (serving the same geographic area) (Off-Site Location)
 2
 Yes
 prior to implementation
 No
 Letter of Notification with old address, new address and implementation date
 R: VPAA
A: President, DBOT
Initiating dual or joint degrees with other SACSCOC accredited institution(s) (College Program)
 See SACSCOC Policy
“Agreements Involving Joint and Dual Academic Awards”
 Yes
 At least 6 months prior to implementation
 No
 Acceptance of notification, copy of signed agreement and contact information for each institution. See Policy.
 R: VPAA
A: President, DBOT
Initiating programs or courses offered through contractual agreement or consortium (College Program)
 2
 Yes
 prior to implementation
 No
 Letter of Notification and copy of signed agreement
 R: VPAA
A: President, DBOT
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 (College Program)
 2
 Yes
 prior to implementation
 No
 Letter of Notification and copy of signed agreement
 R: VPAA
A: President, DBOT
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) (Off-Site Location)
 2
 Yes
 prior to implementation
 No
 Letter of Notification including street address and implementation date
 R: Provosts
A: VPAA
Initiating distance learning by offering 25-49 of the first program for the first time (Program Delivery Method)
 2
 Yes
 prior to implementation
 No
 Letter of Notification including street address and implementation date
 R: VPAA
A: President, DBOT
Closing a program, approved off-campus site, branch campus, or institution where the institution plans to teach out its own students (Teach-out Agreement)
 3
 Yes
   Yes
 Description of teach-out plan included with letter of notification
 R: VPAA
A: President, DBOT
Closing a program, approved off-campus site, branch campus, or institution where the institution plans contracts with other institution(s) to teach-out students (Teach- out Agreement)
 3
 Yes
   Yes
 Description of teach-out plan, copy of signed teach-out agreement(s) detailing terms included with letter of notification
 R: VPAA
A: President, DBOT
Initiating a certificate program at employer’s request and on short notice using existing approved courses and location (College Program)
 NA
 No
   No
 NA
 R: VPAA
A: President, DBOT
Initiating certificate program (not at employer’s request and not on short notice) using existing approved courses and location (College Program)
 NA
 No
   No
 NA
 R: VPAA
A: President, DBOT
Initiating off-campus sites (including Early College High School and dual enrollment programs offered at the high school) where students can obtain 24% or less of credits toward a program (Off-Site Location)
 NA
 No
   No
 NA
 R: VPAA
A: President, DBOT
Expanding program offerings at previously approved off-campus sites by adding approved programs that ARE NOT significantly different from current programs at the site (College Program)
 NA
 No
   No
 NA
 R: VPAA
A: President, DBOT
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 (College Program)
 NA
 No
   No
 NA
 R: VPAA
A: President, DBOT
Initiating distance learning by offering 24% or less of any program for the first time (Program Delivery Method)
 NA
 No
   No
 NA
 R: VPAA
A: President, DBOT

1a significant departure is one in which a program is not closely related to previously approved programs at the institution, site or for the mode of delivery. To determine if a new program is a “significant departure”, it is helpful to consider the following questions:

  • What previously approved programs does the institution offer that are closely related to the new program and how are they related?
  • Will significant additional equipment or facilities be needed?
  • Will significant additional financial resources be needed?
  • Will a significant number of new faculty members be required?
  • Will a significant number of new courses be required?
  • Will significant additional library/learning resources be needed?

2significant changes in mission are those that lead to a fundamental shift in the nature of the institution, such as an institution that had offered only professional programs deciding to add general education offerings, or a technical college transforming itself into a comprehensive community college.

3significant changes in program length are those with noticeable impact on the program’s completion time (e.g., increasing a baccalaureate degree from 124 hours to 150 hours).

Sites reported to SACSCOC as 25-49% - AA Degree

Site Name and Address Implementation Date Degree
Seminole Ridge High School,
4601 Seminole Pratt Whitney Road
Loxahatchee, FL 33470		 Fall Term 2006 Associate in Arts
Wellington High School,
2101 Greenview Shores Boulevard,
Wellington, FL 33414		 Fall Term 1998 Associate in Arts
Palm Beach Central High School,
8499 Forest Hill Boulevard,
West Palm Beach, FL 33411		 Fall Term 2004 Associate in Arts
Royal Palm Beach High School,
10600 Okeechobee Boulevard,
Royal Palm Beach, FL 33411		 Fall Term 1999 Associate in Arts
Jupiter High School,
500 North Military Trail
Jupiter, FL 33458		 Fall Term 2004 Associate in Arts
John I. Leonard High School,
4710 10th Avenue North,
Lake Worth, FL 33463		 Fall Term 2012 Associate in Arts
Lake Worth Community High School,
1791 Lake Worth Road,
Lake Worth, FL 33460		 Fall Term 2012 Associate in Arts
Suncoast High School,
1717 Avenue S,
Riviera Beach, FL 33404		 Fall Term 2012 Associate in Arts

A.S. Degree

Site Name and Address Implementation Date Degree
Airborne Systems BCT,
3700 Airport Road Suite 203,
Boca Raton, FL 33431		 Fall Term 2010 Associate in Science –Aeronautical Science
Palm Beach Flight Training,
2633 Lantana Road Suite 42,
Lantana, FL 33462		 Fall Term 2001 Associate in Science –Aeronautical Science
Sunquest Aviation,
11800 Aviation Boulevard
West Palm Beach, FL 33412		 Fall Term 2001 Associate in Science –Aeronautical Science
Bethesda Memorial Hospital,
2815 S. Seacrest Boulevard,
Boynton Beach, FL 33435		 Fall Term 2002 Associate in Science - Nursing
Palms West Hospital,
1301 State Road 80
West Palm Beach, FL 33470		 Spring Term 2005 Associate in Science - Nursing
St. Mary’s Hospital,
901 45th. Street
West Palm Beach, FL 33407		 Spring Term 2002 Associate in Science - Nursing

Form 1: Substantive Change Assessment Form

Submitted by: ___

Date: ___

Brief Description of Proposed Change: ___

Does your proposed change…. YES NO Time Frame for Contacting SACSCOC Prior Approval Required by SACSCOC
Initiating coursework or programs at a more advanced level than currently approved ▢ ▢ 12 months Yes
Expanding at current degree level (significant departure from current programs)1 ▢ ▢ 6 months Yes
Initiating a branch campus (see definition of “branch campus” on p. 3 of SACSCOC document) ▢ ▢ 6 months Yes
Initiating dual or joint degrees with another institution not accredited by SACSCOC (see Commission policy “Agreements Involving Joint and Dual Academic Awards”) ▢ ▢ 6 months Yes
Initiating dual or joint degrees with other SACSCOC accredited institutions (see Commission policy “Agreements Involving Joint and Dual Academic Awards”) ▢ ▢ 6 months No
Initiating a certificate program… (typically for workforce development)
…using existing approved courses
…at a new off-campus site (previously approved program)
…that is a significant departure from previously approved programs1 		▢
▢
▢		 ▢
▢
▢		 NA Approval required prior to implementation Approval required prior to implementation NA Yes Yes
Initiating off-campus sites (including Early College High School programs offered at the high school)
…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 		▢
▢
▢		 ▢
▢
▢		 6 months Prior to implementation NA Yes No NA
Expanding program offerings at previously approved off-campus sites
…Adding programs that are significantly different from current programs
…Adding programs that are NOT significantly different from current programs 		▢
▢		 ▢
▢		 Prior to Implementation NA Yes NA
Altering significantly the educational mission of the institution2 ▢ ▢ 6 months Yes
Initiating distance learning…
…Offering 50 percent or more of a program (Once approved, institutions may add programs that are significant departures from the originally approved programs by submitting notification in advance)1
…Offering 25-49 percent
…Offering 24 percent or less 		▢
▢
▢		 ▢
▢
▢		 6 months Prior to implementation NA Yes No NA
Initiating programs/courses offered through contractual agreement or consortium ▢ ▢ Prior to implementation No
Initiating a merger/consolidation with another institution ▢ ▢ 6 months Yes
Relocating a main or branch campus ▢ ▢ 6 months Yes
Relocating an off-campus instructional site ▢ ▢ Prior to implementation No
Changing governance, ownership, control, or legal status of an institution ▢ ▢ 6 months Yes
Changing from clock hours to credit hours ▢ ▢ 6 months Yes
Altering significantly the length of a program ▢ ▢ 6 months Yes
Initiating degree completion programs ▢ ▢ 6 months Yes
Closing an institution or program: (see Commission policy “Closing a Program or Institution”)
…closing a program with internal teach-out protocol
… closing a program with a teach-out agreement with another institution
…closing an institution 		▢
▢
▢		 ▢
▢
▢		 Prior to implementation 6 months Prior to implementation Yes Yes Yes
Does your proposed change…. YES NO Time Frame for Contacting SACSCOC Prior Approval Required by SACSCOC
Initiating coursework or programs at a more advanced level than currently approved ▢ ▢ 12 months Yes
Expanding at current degree level (significant departure from current programs)1 ▢ ▢ 6 months Yes
Initiating a branch campus (see definition of “branch campus” on p. 3 of SACSCOC document) ▢ ▢ 6 months Yes
Initiating dual or joint degrees with another institution not accredited by SACSCOC (see Commission policy “Agreements Involving Joint and Dual Academic Awards”) ▢ ▢ 6 months Yes
Initiating dual or joint degrees with other SACSCOC accredited institutions (see Commission policy “Agreements Involving Joint and Dual Academic Awards”) ▢ ▢ 6 months No

Review by Substantive Change Committee:

▢ Approve – Description of actions needed for SACSCOC Compliance ___

▢ Not approved

▢ Returned to submitter for additional explanation: ___

Date of Review: ___

Web Form for Campus Off-Site Course Approval

Picture6

The form is located at http://intranet.palmbeachstate.edu/asputilities/oca/OffCampusApproval.asp.

Enacted July 2007into Section G from existing policy; revised July 2010; revised July 2019