Download - NAVIGATING THE WASC SUBSTANTIVE CHANGE PROCESS Sharyl McGrew, M.S. Substantive Change Manager, WASC Leanne Neilson, Psy.D. Provost and VP for Academic.

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NAVIGATING THE WASC SUBSTANTIVE CHANGE PROCESS

Sharyl McGrew, M.S. Substantive Change Manager, WASCLeanne Neilson, Psy.D. Provost and VP for Academic Affairs, California Lutheran UniversityDavid Ely, Ph.D.Director, Graduate Business Programs, San Diego State UniversityHalyna Kornuta, Ed.D.Associate VP for Academic Affairs, Accreditation Liaison Officer,

CSU StanislausBrenda Barham Hill, Ph.D.WASC Associate, former CEO, Claremont University Consortium

SPONSORED BY ACSCU IN COLLABORATION WITH ACCJC

PRESENTERS:

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

Our goal today is to give you the information you need to get a substantive change proposal approved— the first time!

OUR GOAL

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

AGENDA

1:15 – 1:30 Welcome and introductions1:30 – 2:15 Substantive change basics2:15 – 2:35 Top 10 stumbling blocks 2:35 – 2:45 Break2:45 – 2:55 Facilitating campus buy-in2:55 – 3:45 Proposal review exercises3:45 – 4:00 Q&A, Wrap-up

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

PLEASE INTRODUCE YOURSELF

• Name

• Institution

• Role/Position

• What would you like to cover today?

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

LEARNING OUTCOMES

By 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.

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

POP QUIZ

What percentage of substantive change proposals are approved during the first review?

A) 95%

B) 84%

C) 66%

D) 50%

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

WHAT IS 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)

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource 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

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

WHAT TRIGGERS A WASC REVIEW?(Handout)

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) (regardless of degree level approval)

5. Duration Change in clock or credit hours

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

TWO CATEGORIES OF REVIEW

Committee Review = Substantive Change• Review by Sub Change Committee panel• 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

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

WHO CONDUCTS REVIEWS?

CommissionStanding

Committees

Chair’s Committee

Finance & Operations

Policy & Planning

Structural Change (8)

WASCAppointed Committees

Eligibility Review

Interim Report

Proposal Review

Substantive Change (30)

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

COMMITTEE REVIEWSTypes of Substantive Changes:

Modality:• New Site (+25 mile, +50% rules)• Distance Education (+50% rule)• New degree programs that require

approval under Degree Level Approval policy

• Programs delivered >25% by unaccredited organization

Fast Track Review:5 year authorization

Cost: $1,000-$1,500 per proposal

Time: Submit application 8-10 Months before desired implementation

Commission

Not Accept($750)

Interim Approval

SC Committee

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

COMMITTEE AND COMMISSION REVIEWS(Structural Change)

Types of Substantive Changes:

•Degree Level Approval Changes– Joint degree programs– New degree level

•Legal Status or Form of ControlMerger, change in ownership, affiliation or sponsorship

•MissionSignificant change in the objectives of the institution

•Commission Required– Sanction Imposed– Any proposal at the Committee’s discretion

Cost: $3-20,000 + Legal and Visit fees, as applicable

Time: Submit application 10-12 months before desired implementation

Not Accept$750

Structural Panel

Site Visit $500 +Expenses

SC Committee

Commission

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

RESUBMISSION REVIEWS

Types of Substantive Changes:

Subsequent review of proposal ‘Not Accepted’ by theSubstantive Change Committee

Cost: $750 per proposal

Time: Reviewed 1-30 days after submission

Not Accept$750

Interim Approval

1st Reader + Staff

Commission

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource 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 per proposal (instead of $1000 per proposal)

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

EXPEDITED (FastTrack) REVIEWS

Types of Substantive Changes:

Review of proposals consistent with previously granted Fast Track authorization

Cost: $250 per proposal

Time: Submit application and proposal 30-60 days before desired implementation

WASC

Staff Liaison

Approval:

Program can be implemented

Not Accept

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

WHAT TRIGGERS A SITE VISIT?

• Pre-implementation Site Visit– First degree at a degree level– Joint doctoral program– Change in mission, legal status or form of control

• Post-implementation Site Visit– 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

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

COMING IN 2011

• Joint Degree policy

• Dual Degree policy

• Policy on Contracts with Unaccredited Orgs.

• Program review: modification of distance ed review policies?

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

NOW, LET’S REVIEW!

• What is a Substantive Change?

• What are the two major categories of review?

• What types of changes require approval?

• When should I file an application?

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

THE PROCESS

Step 1: Submit Application and Fee (at least 8 months prior to implementation)

Step 2: Submit Proposal via LiveText (2 months prior to conference call)

Step 3: Preliminary review by WASC staff, you have one week to respond

Step 4: Participate in conference call: Interim Approval Visit or Not Accept

Final Approval Site Visit Revise and resubmit

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

SUBSTANTIVE CHANGE RESOURCES

• #1 Campus Resource - The ALO

• WASC Staff– Institutional Liaison– Substantive Change Staff

• Online Resources– www.wascsenior.org/subchange

• 2010 Substantive Change Manual• Substantive Change Application• These Presentation Materials

– samples.wascsenior.org– templates and rubrics (www.livetext.com)

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

ONLINE RESOURCES

• www.wascsenior.org

• Institutional Resources

• Document Library

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

http://samples.wascsenior.org

• Samples Search by:- Type of proposal- Type of institution

• Look for recent proposals as criteria change

• Contact other ALOs and ask for help!

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

LIVETEXT 101

www.livetext.com

Please follow the directions.

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

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?

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

PRELIMINARY REVIEW BY WASC

• WASC staff review the proposal and return it to the ALO for clarification, missing information, and 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.

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

QUESTIONS?

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

WORKSHOP 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.

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

Top 10 Stumbling Blocks(Handout)

Sub Change Top 10

0102030405060708090

Ed. Effectiveness

FacultyCurriculum

MOUSyllabi

Budget

Info. Literacy

Program Need

Admissions

Capacity

Fre

qu

ency

(%

)

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

TEAMWORK . . . VIA EXPERTS

• Faculty- Lead writer; curriculum mapping and

assessment; program need• Librarian• Institutional Technology• Institutional Research• Budget Analyst• ALO (accreditation history)

- Lead writer; LiveText• Reader / Editor

TOOLS• Connect similarity to Program Review• Create Word template from LiveText• Design protocol for Sharing versions• Refer to checklist; rubric; timeline• Consider your audience

– Creative writing exercise? – Respond to prompt

• Clear • Concise • Relevant

TOOLS• Create checkpoints

– Call in “survivors”– Work backwards using timeline– Frequent meetings– Pre-proposal call “dress rehearsal”

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

PROPOSAL REVIEW

20 minutes:

- Read the proposal

- Assess the proposal using: • The Rubric• The Pre-submittal Checklist• The Top 10 Reasons list

- Discuss with your group:- What are the strengths and weaknesses of this proposal?

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

WORKSHOP 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.

HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

SUGGESTIONS?

This presentation is online:

www.wascsenior.org/subchangeDavid Ely, Ph.D.

Co-Chair, Substantive Change Committee Director of Graduate Business Programs

Professor of FinanceSan Diego State University

[email protected]

Leanne Neilson, Psy.D.Co-Chair, Substantive Change Committee

Provost and Vice President for Academic Affairs California Lutheran University

[email protected]

Halyna Kornuta, Ed.D.Associate VP for Academic Affairs

Accreditation Liaison OfficerCSU Stanislaus209.667.3082

[email protected]

Sharyl McGrew, M.S.Substantive Change Manager

WASC510.748.9001 ext. 312

[email protected]

Brenda Barham-Hill, Ph.D.WASC Associate

Former CEO, Claremont University Consortium510.748.9001 ext. 352

[email protected]