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Navigating the Substantive Change Process

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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 FOR HIGHER EDUCATION 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 FOR HIGHER EDUCATION 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 FOR HIGHER EDUCATION 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 FOR HIGHER EDUCATION 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 FOR HIGHER EDUCATION 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 FOR HIGHER EDUCATION 2010 WASC CONFERENCE

11 Sub Change Review Process (Handout)
SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 2010 WASC CONFERENCE

12 Who Conducts the Reviews?
SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 2010 WASC CONFERENCE

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 SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 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 SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 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 SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 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 SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 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) SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 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 FOR HIGHER EDUCATION 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 SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 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 SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 2010 WASC CONFERENCE

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 FOR HIGHER EDUCATION 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 FOR HIGHER EDUCATION 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 (www.wascsenior.org/subchange) samples.wascsenior.org templates and rubrics (www.livetext.com) SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 2010 WASC CONFERENCE

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

26 Please follow the directions.
LiveText 101 Please follow the directions. SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 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 FOR HIGHER EDUCATION 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


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