Post on 26-Mar-2015
Navigating the Substantive Change Process
Sharyl McGrew, WASC, ACSCUBill Ladusaw, University of California, Santa CruzLeanne Neilson, California Lutheran University
Karen Dunn-Haley, University of California, Merced
SPONSORED BY ACSCU IN COLLABORATION WITH ACCJC
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Our Goal
Our goal today is to give you the information you need to get a substantive change proposal approved-the first time!
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Agenda
1:00 – 1:15 Welcome and introductions
1:15-2:15 Substantive change basics
2:15-2:30 Break
2:30-3:30 Common stumbling blocks
3:30-4:00 Q&A, Wrap-up
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Please Introduce Yourself
• Name
• Institution and Role/Position
• Experience with Substantive Change
• What would you like to cover today?
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
60 Second Survey
By show of hands:• How many of you are ALOs?• Have you done a sub change in the last year?• Do you have a sub change review coming up
in the next year?
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Learning OutcomesBy the end of this workshop you will be able to:
…apply the policies and procedures of substantive change when developing proposals for your campus.
…find sample proposals and other electronic resources.
…understand and avoid some of the common stumbling blocks in substantive change proposals.
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Pop Quiz• What percentage of substantive change
proposals are approved during the first review?
A) 95%B) 77%C) 66%D) 50%
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
What is a Substantive Change?Definition: A change that may significantly affect an institution’s
quality, objectives, scope, or control.
Why does WASC Review?Mandated by the Department of Education to ensure that any substantive change to the educational mission or program(s) of an institution after the agency (WASC) has accredited or pre-accredited the institution does not adversely affect the capacity of the institution to continue to meet the Standards of Accreditation.
-Title 34: Education §602.22(See Handout)
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Degree Level Approval(Handout)
• G = General – May offer programs at that degree level without
prior approval
• S = Specified– May offer programs in a specific discipline without
prior approval
• I = Individual– All new degree programs must be approved
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
What triggers a WASC review?
1. Structural Changes • Change of ownership, mission, control• Degree Level ‘New’ to your institution
2. New degree program (for institutions with “I” or “S” degree level approval)
3. Off-Campus Site (+25 miles, 50%+ delivered)4. Distance Education program (50%+ delivered)5. Duration: Change in clock or credit hours
Sub Change Review Process (Handout)
SC ManagerPrelim Review
Sub Change Application
SC CommitteeReview
Unacceptable Review
6-8 Months Scheduling
WASC Substantive Change Review Process
LiveText Submission
Not Accept Proposal Report
Structural Change Panel(conf call or meeting)
Commission Ratification
Proposal Report (2)Visit Team
Proposal Report (2) Structural Change
Proposal Report (3)Structural Change
Structural Change Panel(conf call or meeting)
Commission Ratification
Commission Ratification(electronic or meeting)
Final Proposal Report Issued by Commission
Substantive ChangeProposal Report (1)
Refer to Commission / No VisitInterim Approval
Proceed to SiteVisit
Final Proposal Report Issued by Commission
Final Proposal Report Issued by Commission
SC Committee
Positive Review
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Who Conducts the Reviews?Commission
StandingCommittees
Chair’s Committee
Finance & Operations
Policy & Planning
Structural Change (8)
WASCAppointed Committees
Eligibility Review
Interim Report
Proposal Review
Substantive Change (30)
Two Categories of ReviewCommittee Review• Review by Sub Change Committee panel• Final approval by the Commission
Committee and Commission Review (Structural Change)
• Review by Sub Change Committee panel• Pre-implementation site visit• Review by Structural Change Committee panel• Approval by Commission
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Committee ReviewTypes of Substantive Change:
Modality• New Site (+25 mile, +50% rules)• Distance Education (+50% rule)• New degree programs that require approval under Degree Level Approval policy
ScopeDuration
Fast Track Review5 year authorization
Cost: $1,000-$1,500
Time: Submit application 6-8 Months before desired implementation
Commission
Not Accept($750)
Interim Approval
SC Committee
Committee & Commission Review (Structural Change)
Types of Substantive Change:Degree Level Approval Changes
– Joint degree programs– New degree level
Legal Status or Form of ControlMerger, change in ownership, affiliation or
sponsorship Mission
Significant change in the objectives of the institution
Commission RequiredSanction imposedAny proposal at the Committee’s discretion
Cost: $3-20,000 + Legal and Visit fees, as applicable
Time: Submit application 7-10 months before desired implementation
Not Accept$750
Structural Panel
Site Visit $500 +Costs
SC Committee
Commission
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Resubmission Review
Type of Substantive Change:
Subsequent review of proposal ‘Not Accepted’ by Substantive Change Committee
Cost: $750
Time: Reviewed 1-30 days after submission
Not Accept$750
Interim Approval
1st Reader + Staff
Commission
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Fast Track Authorization
• Modality– Distance Ed– Off-campus site– Regional Center
(specific)
• Degree Level– Bachelor’s– Master’s
What does it cover? What do you get?• 5 years of expedited
proposals
• Reviewed in 30-45 days
• No site visits until comprehensive review (CPR, EER)
• Significant cost savings ($250/proposal instead of $1000)
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Expedited ReviewTypes of Substantive Change:
Review of proposals consistent with previously granted Fast Track authorization
Cost: $250
Time: Submit application and proposal 30-60 days before desired implementation
Not Accept
Approval: Implementation
Can Begin
Staff Liaison &
Sub. Change Mgr.
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
What Triggers a Site Visit?• Pre-implementation Site Visit (Structural Change)
– First degree at a degree level– Joint doctoral program– Change in mission, legal status or form of control
• Post-implementation Site Visit (DOE required)– Off-campus site (<3 Sites Rule)– International program (first program in a new country)– Following the completion of a change in ownership, merger, etc.
• Committee or Commission Required Visit– Following Committee or Commission review for extenuating
circumstances
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Recent ChangesPolicy Revisions• 2009 Higher Ed Opportunity Act
– Contracts w/unaccred. organizations delivering >25% of program
– Remote verification of students in DE programs
• 2010 Substantive Change Manual• Fast Track extended to 5 years• Elimination of Blended degree category
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Coming in 2010-11
• Dual Degree policy
• Exemption for off-campus sites if:– Accredited +10 years– At least 3 off-campus sites– Meet criteria re: capacity and quality assurance
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Let’s Review!
• What is a Substantive Change?
• What are the two major types of reviews?
• What types of changes require approval?
• When should I file an application?
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Substantive Change Resources• #1 Campus Resource, the ALO• WASC Staff
– Institutional Liaison– Substantive Change Staff
• Online Resources– wascsenior.org/subchange
• 2010 Substantive Change Manual• Substantive Change Application• These presentation materials (www.wascsenior.org/subchange)
– samples.wascsenior.org– templates and rubrics (www.livetext.com)
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Online Resources• wascsenior.org• Institutional
Resources• Document
Library
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
http://samples.wascsenior.org• Samples Search• Type of proposal• Type of institution• Look for recent
proposals as criteria change
• Contact other ALOs and ask for help!
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
LiveText 101http://www.livetext.com
Please follow the directions.
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
LiveText Best Practices
• MS Word- be careful and paste without formatting
• Export your proposal for archiving• ‘File’ documents by using LiveText labels• Share LiveText documents. Make Public or
create a Visitor Pass
Pre-Submittal Checklist(Handout)
• ALO should thoroughly review the proposal before submitting through LiveText.– Are all questions answered completely?– Is this proposal understandable to an outside
reviewer?– Do all attachments and hyperlinks open?– Have common “Not Accept” issues been
addressed?
Preliminary Review by WASC
• WASC staff review the proposal and return it to the ALO for clarification, missing information, technical issues.
• ALO has one week to respond.• Virtually ALL proposals are returned to ALO
after preliminary review.• Number of “Not Accept” proposals has
dropped significantly.SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Questions?
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Meeting Outcomes Check
…apply the policies and procedures of substantive change when developing proposals for your campus.
…find sample proposals and other electronic resources.
• …understand and avoid some of the common stumbling blocks in substantive change proposals.
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Proposal Review15 minutes:
Read the proposalScore the proposal using the rubricDiscuss with your group:
What are the strengths and weaknesses of this proposal?
Evaluate against: The rubricThe Pre-submittal ChecklistThe “Not Accept Report”
5 minutes:Report back to the other groups
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Meeting Outcomes
…apply the policies and procedures of substantive change when developing proposals for your campus.
…find sample proposals and other electronic resources.
…understand and avoid some of the common stumbling blocks in substantive change proposals.
SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION
2010 WASC CONFERENCE
Suggestions?
This presenta
tion is online
:
wascsenior.o
rg/subchange
William A. Ladusaw, Ph.D.WASC Substantive Change Committee Co-Chair
Vice Provost and Dean of Undergraduate Education
University of California, Santa Cruz831.459.4908
vpdue@ucsc.edu
Leanne Neilson, Ph.D.WASC Substantive Change Committee Co-ChairProvost and Vice President for Academic Affairs
California Lutheran University805.493.3145
neilson@clunet.edu
Karen Dunn-Haley, Ph.D.Accreditation and Faculty Development
CoordinatorUniversity of California, Merced
209.228.4761kdunn-haley@ucmerced.edu
Sharyl McGrewSubstantive Change Manager
Accrediting Commission for Senior Colleges and Universities, WASC
510.748.9001 ext. 312smcgrew@wascsenior.org