1. Navigating the Substantive Change Process
Sharyl McGrew, WASC, ACSCU
Bill Ladusaw, University of California, Santa Cruz
Leanne Neilson, California Lutheran University
Karen Dunn-Haley, University of California, Merced
SPONSORED BY ACSCU IN COLLABORATION WITH ACCJC

2. 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 VISION
FOR HIGHER EDUCATION
2010 WASC CONFERENCE

3. 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 VISION
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2010 WASC CONFERENCE

4. Please Introduce Yourself
Name
Institution and Role/Position
Experience with Substantive Change
What would you like to cover today?
SUSTAINABILITY: A VISION
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2010 WASC CONFERENCE

5. 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 VISION
FOR HIGHER EDUCATION
2010 WASC CONFERENCE

6. 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.
SUSTAINABILITY: A VISION
FOR HIGHER EDUCATION
2010 WASC CONFERENCE

7. Pop Quiz
What percentage of substantive change proposals are approved during the first review?
95%
77%
66%
50%
SUSTAINABILITY: A VISION
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2010 WASC CONFERENCE

8. 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 VISION
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2010 WASC CONFERENCE

9. 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 VISION
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2010 WASC CONFERENCE

10. What triggers a WASC review?
Structural Changes
Change of ownership, mission, control
Degree Level ‘New’ to your institution
New degree program (for institutions with “I” or “S” degree level approval)
Off-Campus Site (+25 miles, 50%+ delivered)
Distance Education program (50%+ delivered)
Duration: Change in clock or credit hours
SUSTAINABILITY: A VISION
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2010 WASC CONFERENCE

11. Sub Change Review Process (Handout)
SUSTAINABILITY: A VISION
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12. Who Conducts the Reviews?
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13. Two Categories of Review
Committee Review
Review by Sub Change Committee panel
Final approval by the Commission
Committee and Commission Review (Structural Change)
Pre-implementation site visit
Review by Structural Change Committee panel
Approval by Commission
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2010 WASC CONFERENCE

14. Committee Review SC Committee Commission Types 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
Scope
Duration
Fast Track Review
5 year authorization
Cost: $1,000-$1,500
Time: Submit application 6-8 Months before desired implementation
Commission
Not Accept ($750)
Interim Approval
SC Committee
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2010 WASC CONFERENCE

15. Committee & Commission Review (Structural Change)
Not Accept $750
Structural Panel
Site Visit $500 +Costs
SC Committee
Commission
Types of Substantive Change:
Degree Level Approval Changes
Joint degree programs
New degree level
Legal Status or Form of Control
Merger, change in ownership, affiliation or sponsorship
Mission
Significant 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 7-10 months before desired implementation
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2010 WASC CONFERENCE

16. Resubmission Review Commission 1st Reader + Staff
Not Accept $750
Interim Approval
1st Reader + Staff
Commission
Type of Substantive Change:
Subsequent review of proposal ‘Not Accepted’ by Substantive Change Committee
Cost: $750
Time: Reviewed 1-30 days after submission
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2010 WASC CONFERENCE

17. Fast Track Authorization
What does it cover?
What do you get?
Modality
Distance Ed
Off-campus site
Regional Center (specific)
Degree Level
Bachelor’s
Master’s
5 years of expedited proposals
Reviewed in days
No site visits until comprehensive review (CPR, EER)
Significant cost savings ($250/proposal instead of $1000)
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2010 WASC CONFERENCE

18. Staff Liaison & Sub. Change Mgr. Approval: Implementation Can Begin
Expedited Review
Types of Substantive Change:
Review of proposals consistent with previously granted Fast Track authorization
Cost: $250
Time: Submit application and proposal days before desired implementation
Staff Liaison & Sub. Change Mgr.
Not Accept
Approval: Implementation Can Begin
SUSTAINABILITY: A VISION
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2010 WASC CONFERENCE

19. 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
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2010 WASC CONFERENCE

20. Recent Changes Policy 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
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21. 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 VISION
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2010 WASC CONFERENCE

22. 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 VISION
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2010 WASC CONFERENCE

23. 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 (
samples.wascsenior.org
templates and rubrics (
SUSTAINABILITY: A VISION
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2010 WASC CONFERENCE

24. Online Resources wascsenior.org Institutional Resources
Document Library
SUSTAINABILITY: A VISION
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2010 WASC CONFERENCE

25. 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 VISION
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2010 WASC CONFERENCE

26. Please follow the directions.
LiveText 101
Please follow the directions. 
SUSTAINABILITY: A VISION
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2010 WASC CONFERENCE

27. 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
SUSTAINABILITY: A VISION
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2010 WASC CONFERENCE

28. 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?

29. 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 VISION
FOR HIGHER EDUCATION
2010 WASC CONFERENCE

30. Questions? SUSTAINABILITY: A VISION FOR HIGHER EDUCATION
2010 WASC CONFERENCE

31. 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 VISION
FOR HIGHER EDUCATION
2010 WASC CONFERENCE

32. Break SUSTAINABILITY: A VISION FOR HIGHER EDUCATION
2010 WASC CONFERENCE

33. Proposal Review 15 minutes: Read the proposal
Score the proposal using the rubric
Discuss with your group:
What are the strengths and weaknesses of this proposal?
Evaluate against:
The rubric
The Pre-submittal Checklist
The “Not Accept Report”
5 minutes:
Report back to the other groups
SUSTAINABILITY: A VISION
FOR HIGHER EDUCATION
2010 WASC CONFERENCE

34. 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 VISION
FOR HIGHER EDUCATION
2010 WASC CONFERENCE

35. This presentation is online: wascsenior.org/subchange
Suggestions?
William A. Ladusaw, Ph.D.
WASC Substantive Change Committee Co-Chair
Vice Provost and Dean of Undergraduate Education
University of California, Santa Cruz
Leanne Neilson, Ph.D.
Provost and Vice President for Academic Affairs
California Lutheran University
Karen Dunn-Haley, Ph.D.
Accreditation and Faculty Development Coordinator
University of California, Merced
This presentation is online:
wascsenior.org/subchange
Sharyl McGrew
Substantive Change Manager
Accrediting Commission for Senior Colleges and Universities, WASC
ext. 312
SUSTAINABILITY: A VISION
FOR HIGHER EDUCATION
2010 WASC CONFERENCE