Substantive Change (A.06.01)

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Overview

University of St. Thomas (UST) is responsible for ensuring compliance with the policies established by regional accreditor, the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), and federal regulations. Reporting and seeking approval for substantive changes is part of ongoing SACSCOC compliance and is intended to ensure the integrity of UST’s education programs and accreditation.

Scope

This policy applies to all University of St. Thomas officers who can initiate, review, approve, and allocate resources to any changes, including those to academic and non-academic programs and activities, which may be considered a substantive change according to the policies of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).

Purpose

This policy outlines the requirements, procedures, and processes for coordinating timely and complete notification of substantive change to our regional accrediting body, SACSCOC. The University is committed to full compliance with all standards, requirements, policies, and procedures associated with the definition and scope of a substantive change.

Definitions

A. What is a Substantive Change?

SACSCOC defines a substantive change as “a significant modification or expansion of the nature and scope of an accredited institution” (SACSCOC Substantive Change Policy and Procedure, p. 1). Consistent with the SACSCOC Policy and Procedure, and federal regulations, substantive changes include:

  • Substantially changing the established mission or objectives of an institution or its programs (editorial changes that do not reflect a “material” change in mission are not substantive changes).
  • 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 increasing 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.

Additional substantive changes are defined by the SACSCOC Board of Trustees. Consequently, it is generally best to inquire about whether a change requires SACSCOC notification or approval well in advance of implementing the change. The complete SACSCOC Substantive Change policy can be found here. The Substantive Change procedures can be found here.

B. Notification

University of St. Thomas (UST) is required to notify SACSCOC or secure approval prior to implementing a substantive change. To ensure compliance with SACSCOC policy, UST has procedures in place (found in the internal MyStThom site) to approve institutional substantive changes, program changes, and site or location changes, including but not limited to those defined above.

To ensure timely reporting and following of federal guidelines and SACSCOC policy, campus members initiating substantive changes are instructed to inform the Office of Institutional Assessment and Effectiveness immediately of any possible substantive change proposals. Specifically, the Undergraduate Curriculum Committee, Graduate Council, Max Guiding Coalition, appropriate Deans, and University Registrar are informed of their responsibility in this process. Furthermore, the Office of Institutional Assessment and Effectiveness will maintain updated forms, timelines, and records related to the SACSCOC Substantive Change policy that are accessible to the entire campus to aid in timely, accurate reporting. The Office of Institutional Assessment and Effectiveness provides an annual report to the Vice President of Academic Affairs and the University President containing all the proposed and approved programs and substantive changes from the previous academic year. It is the responsibility of the Office of Institutional Assessment and Effectiveness to report and advise the campus on all necessary substantive changes in advance of implementation in accordance with the SACSCOC Substantive Change Policy and Procedure.

For any program/agreement requiring SACSCOC approval, all advertising and materials for the program including information on websites or academic catalogs must include a statement that notes the program is not yet approved by SACSCOC. For example, the statement can read, “Pending approval by SACSCOC.”

 

APPROVED: Dr. Richard Ludwick
Date of Original Formation: 4/18/2011
Revision Number: 2
Revision Date: 4/29/2024
Effective Date: 4/29/2024