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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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Presentation on theme: "NAVIGATING THE WASC SUBSTANTIVE CHANGE PROCESS Sharyl McGrew, M.S. Substantive Change Manager, WASC Leanne Neilson, Psy.D. Provost and VP for Academic."— Presentation transcript:

1 NAVIGATING THE WASC SUBSTANTIVE CHANGE PROCESS Sharyl McGrew, M.S. Substantive Change Manager, WASC Leanne Neilson, Psy.D. Provost and VP for Academic Affairs, California Lutheran University David Ely, Ph.D. Director, Graduate Business Programs, San Diego State University Halyna Kornuta, Ed.D. Associate VP for Academic Affairs, Accreditation Liaison Officer, CSU Stanislaus Brenda Barham Hill, Ph.D. WASC Associate, former CEO, Claremont University Consortium SPONSORED BY ACSCU IN COLLABORATION WITH ACCJC PRESENTERS:

2 HIGHER EDUCATIONS 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

3 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference AGENDA 1:15 – 1:30 Welcome and introductions 1:30 – 2:15Substantive change basics 2:15 – 2:35Top 10 stumbling blocks 2:35 – 2:45Break 2:45 – 2:55Facilitating campus buy-in 2:55 – 3:45Proposal review exercises 3:45 – 4:00Q&A, Wrap-up

4 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference PLEASE INTRODUCE YOURSELF Name Institution Role/Position What would you like to cover today?

5 HIGHER EDUCATIONS 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.

6 HIGHER EDUCATIONS 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%

7 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference WHAT IS SUBSTANTIVE CHANGE? Definition: A change that may significantly affect an institutions 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 § (See Handout)

8 HIGHER EDUCATIONS 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

9 HIGHER EDUCATIONS 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

10 HIGHER EDUCATIONS 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

11 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference WHO CONDUCTS REVIEWS?

12 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference COMMITTEE REVIEWS Types 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

13 HIGHER EDUCATIONS 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 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 Committees discretion Cost: $3-20,000 + Legal and Visit fees, as applicable Time: Submit application months before desired implementation Not Accept $750 Structural Panel Site Visit $500 + Expenses SC Committee Commission

14 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference RESUBMISSION REVIEWS Types of Substantive Changes: Subsequent review of proposal Not Accepted by the Substantive Change Committee Cost: $750 per proposal Time: Reviewed 1-30 days after submission Not Accept $750 Interim Approval 1 st Reader + Staff Commission

15 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference FAST TRACK AUTHORIZATION Modality – Distance Ed – Off-campus site – Regional Center (specific) Degree Level – Bachelors – Masters What does it cover? What do you get? 5 years of expedited proposals Reviewed in days No site visits until comprehensive review (CPR, EER) Significant cost savings $250 per proposal (instead of $1000 per proposal)

16 HIGHER EDUCATIONS 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 days before desired implementation WASC Staff Liaison Approval: Program can be implemented Not Accept

17 HIGHER EDUCATIONS 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

18 HIGHER EDUCATIONS 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?

19 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference NOW, LETS 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?

20 HIGHER EDUCATIONS 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

21 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference SUBSTANTIVE CHANGE RESOURCES #1 Campus Resource - The ALO WASC Staff – Institutional Liaison – Substantive Change Staff Online Resources – Substantive Change Manual Substantive Change Application These Presentation Materials – samples.wascsenior.org – templates and rubrics (www.livetext.com)

22 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference ONLINE RESOURCES Institutional Resources Document Library

23 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference Samples Search by: -Type of proposal -Type of institution Look for recent proposals as criteria change Contact other ALOs and ask for help!

24 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference LIVETEXT 101 Please follow the directions.

25 HIGHER EDUCATIONS 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?

26 HIGHER EDUCATIONS 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.

27 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference QUESTIONS?

28 HIGHER EDUCATIONS 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.

29 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference Top 10 Stumbling Blocks (Handout)

30 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference

31 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

32 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

33 TOOLS Create checkpoints – Call in survivors – Work backwards using timeline – Frequent meetings – Pre-proposal call dress rehearsal

34 HIGHER EDUCATIONS 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?

35 HIGHER EDUCATIONS 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.

36 HIGHER EDUCATIONS THIRD HORIZON 2011 WASC Academic Resource Conference SUGGESTIONS? This presentation is online: David Ely, Ph.D. Co-Chair, Substantive Change Committee Director of Graduate Business Programs Professor of Finance San Diego State University Leanne Neilson, Psy.D. Co-Chair, Substantive Change Committee Provost and Vice President for Academic Affairs California Lutheran University Halyna Kornuta, Ed.D. Associate VP for Academic Affairs Accreditation Liaison Officer CSU Stanislaus Sharyl McGrew, M.S. Substantive Change Manager WASC ext. 312 Brenda Barham-Hill, Ph.D. WASC Associate Former CEO, Claremont University Consortium ext. 352


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