Accreditation Liaison Officer Workshop March 2, 2016

Opening Dr. Sandra Elman, President Northwest Commission on Colleges and Universities NWCCU ALO Workshop March 2, The Status of Regional Accreditation

NWCCU Staff Dr. Sandra Elman, President Dr. Les Steele, Executive Vice President Dr. Pamela Goad, Vice President Ms. Valerie Martinez, Associate Vice President Mrs. Elsa Gossett, Coordinator, Communications and External Relations Dr. Lee Thornton, Special Projects NWCCU ALO Workshop March 2,

Agenda for Today – Morning – Afternoon Survey Results from ALOs Q & A Sessions Applications of Knowledge NWCCU ALO Workshop March 2,

Facilitators Mr. Chris Bragg, Associate Dean of Institutional Effectiveness, College of Southern Idaho Dr. Tracy Stewart, Academic Dean, Alaska Pacific University Dr. Ryan Thomas, Associate Provost & Dean of Undergraduate Studies, Weber State University Mr. Jeff Wagnitz, Vice President for Academic Affairs, Highline College NWCCU ALO Workshop March 2,

Workshop Outcomes Awareness of Federal Connections – USDE Knowledge of ALO Responsibilities Knowledge of Communication Roles/Venues Ability to Discern a Substantive Change versus a Minor Change NWCCU ALO Workshop March 2,

Workshop Outcomes continued Connect Delivery Modalities to Substantive Changes Facilitation of Annual Reports Network with Peers, Share Best Practices Applications of Knowledge Gained NWCCU ALO Workshop March 2,

Accreditation Liaison Officer NWCCU ALO Workshop March 2,

Accreditation Liaison Officer NWCCU ALO Workshop March 2,

The Role: ALO The only position with a Commission Policy With President, ALOs serve as the point of contact for all communications Successful Traits: – Knowledge of institution – Intended Visibility on campus – Interest in accreditation – Clerical resources NWCCU ALO Workshop March 2,

The Responsibilities: ALO Accreditation Guru, without exception, for the institution Leader and Facilitator in all things for NWCCU accreditation and all things reported to NWCCU; planning and resource allocations, assessment, improvements Annual Report Submission Substantive and Minor Change Submissions NWCCU ALO Workshop March 2,

Communication

Communication at NWCCU Opaque Slow Unwilling to collaborate No news Unresponsive 13 NWCCU ALO Workshop March 2, 2016

Understanding NWCCU Regulatory Participatory Institutional Cheerleaders Colleagues Quality Assurance and Improvement 14 NWCCU ALO Workshop March 2, 2016

Ms. ALO Goes to Washington (Redmond, Washington, that is) and meets the typical NWCCU employee: (credit 15 NWCCU ALO Workshop March 2, 2016

Communication at NWCCU 8 full-time employees Willing to respond to requests Expanding capacity to collaborate and inform Listening! Desire for continuous improvement 16 NWCCU ALO Workshop March 2, 2016

Who Do I Talk To? Standards and Policies – Sandra Elman, Les Steele, Pamela Goad, Valerie Martinez, Lee Thornton Substantive Changes – Pamela Goad, Valerie Martinez, Jan Wilson Visits and Self-Studies – Les Steele, Sherri Estep 17 NWCCU ALO Workshop March 2, 2016

Who ELSE Do I Talk To? Contact Updates – Sherri Estep Annual Reports and Data – Pamela Goad, Elsa Gossett Updates – Elsa Gossett 18 NWCCU ALO Workshop March 2, 2016

Wow, There’s Still More… Workshops and Training – Les Steele, Elsa Gossett Commission Meetings – Ruth Bedford SEVP/ICE/USDE – Elsa Gossett 19 NWCCU ALO Workshop March 2, 2016

Your Feedback Matters Online Annual Reports Breakfast options! Pre-Event Survey (Thank you!) Post-Event Surveys Substantive Change Policy and Form “Updates” link on Website Online Minor Change Submissions* New Phone System* Topical conversation communities* And… 20 NWCCU ALO Workshop March 2, 2016

Your Feedback Matters New Website! (bells, whistles, mobile- friendly, etc) Please note my love of exclamation points. It really is that good!!!!! 21 NWCCU ALO Workshop March 2, 2016

Substantive Change Policy Substantive and Minor Changes

Substantive and “Minor” Changes NWCCU ALO Workshop March 2,

Substantive Change NWCCU ALO Workshop March 2,

Institutions of higher learning are in a constant state of change Not all changes coincide with regularly scheduled evaluation reports and visits Institutional Changes: Assumptions NWCCU ALO Workshop March 2,

Institutional Changes: Assumptions Therefore, changes are not automatically included under the current accreditation status of the institution Some mechanism is needed to keep the Commission apprised of substantive changes-> Substantive Change Policy NWCCU ALO Workshop March 2,

The Federal Connection: 34 CFR The Code of Federal Regulations (CFR) Title 34 - Education Volume: 3 Date: Original Date: Title: Section Substantive change. Context: Title 34 - Education. Subtitle B - Regulations of the Offices of the Department of Education (Continued). CHAPTER VI - OFFICE OF POSTSECONDARY EDUCATION, DEPARTMENT OF EDUCATION. PART THE SECRETARY'S RECOGNITION OF ACCREDITING AGENCIES. Subpart B - The Criteria for Recognition. - Required Operating Policies and Procedures. NWCCU ALO Workshop March 2,

34 CFR Becomes the Commission’s Policy, Substantive Change in order to maintain recognition by the USDE NWCCU ALO Workshop March 2,

34 CFR  Substantive Change Policy Some Contextual Aspects of Translation (“It Depends”) 1.Change of mission 2.Geographically Apart from Main Campus 3.Sufficient Fiscal and Administrative Capacity 4.Substantial Increase in Credit Hours The Addition of Courses or Programs that Represent a: 5.Significant Departure from Existing Offerings 6.Significant Departure from Existing Method of Delivery NWCCU ALO Workshop March 2,

34 CFR  Substantive Change Policy Less flexible: 7.Rapid Growth 8.Branch Campus versus an Instructional Site 9.Change of Control 10.Entering into a Contract – Eligibility of Title IV Funding – More than 25% of a Program Taught NWCCU ALO Workshop March 2,

Classifications of Changes Commission nomenclature identifies two categories of Substantive Change. SUBSTANTIVE and MINOR NWCCU ALO Workshop March 2,

Most things are Minor ….. Minor: curriculum revisions; repackaging for a certificate program Internal review by NWCCU staff NWCCU ALO Workshop March 2,

OVERVIEW NWCCU ALO Workshop March 2,

ALASKA NWCCU ALO Workshop March 2,

OREGON NWCCU ALO Workshop March 2,

WASHINGTON NWCCU ALO Workshop March 2,

MONTANA NWCCU ALO Workshop March 2,

UTAH NWCCU ALO Workshop March 2,

IDAHO NWCCU ALO Workshop March 2,

NEVADA NWCCU ALO Workshop March 2,

Timing? When is a change reported to NWCCU? We have an evaluation visit coming …. Do we report on the change too? Catalog publication? NWCCU ALO Workshop March 2,

Sample Application Form NWCCU ALO Workshop March 2,

Substantive Change Proposal a)relationship to mission and core themes; b)Authorization by institutional governing body; c)description of education offering including delivery methodology and academic approval; d)planning; e)projected budget and enrollment; f)student services; g)library; h)facilities and equipment; i)faculty and staff Add a recent IPEDS Finance Report NWCCU ALO Workshop March 2,

You will be contacted if there is information missing from the proposal, or, if the Review Panel requests additional information. Missing Information? NWCCU ALO Workshop March 2,

Best Practices and Reminders Processing time – longer than you think; 90 days at a minimum; expedite if urgent. If in doubt as to whether or not the anticipated change is a substantive or minor change, please call the Commission Office prior to submission. Implementing substantive changes without Commission approval may trigger a show cause order. NWCCU ALO Workshop March 2,

Is it Substantive or Minor? Is there a new degree or certificate name to add to the institution’s catalog? To eliminate? How much of the content is new to campus? A new instructional site? Geographically apart? Is another institution/organization involved? MOU available? Curriculum at a higher level of accreditation? NWCCU ALO Workshop March 2,

Test Your Knowledge Substantive Change Proposal Example #1 (from survey) a)Discontinuation of 19 Certificate of Proficiency Programs less than 30 semester credits; b)Two newly added Associate of Applied Science Programs related to existing offerings; c)One added Bachelor of Science degree program related to existing offerings; d)One added Master of Education degree program; and e)Two newly added minors more than 30 credits NWCCU ALO Workshop March 2,

Test Your Knowledge Substantive Change Proposal Example #2 (from survey) a)Closure of a previously approved instructional site more than 20 miles from the main campus NWCCU ALO Workshop March 2,

Test Your Knowledge Substantive Change Proposal Example #3 (from survey) a)Adding an Associate of Science Transfer degree program in Business using Competency-Based Education NWCCU ALO Workshop March 2,

Test Your Knowledge Substantive Change Proposal Example #4 (from survey) a)Adding a Certificate of Proficiency in Web-Based Business (less than 30 credits) using a previously approved interactive broadcast delivery modality at 4 previously approved instructional sites more than 20 miles from the main campus NWCCU ALO Workshop March 2,

General and New Information NWCCU ALO Workshop March 2,

General and New Information NWCCU Website: submenu of Publication, Forms, and UpdatesWebsiteUpdates Substantive Change Process: Application Forms are not required to arrive one month prior to the final proposal. If advice is sought, it is suggested. Submission of Substantive Change proposals NWCCU ALO Workshop March 2,

General and New Information Given the number of “minor” changes, NWCCU staff are investigating how to create efficiencies to the process through electronic submissions to Key Survey (of Annual Report fame). Invoicing for Substantive Change fees will occur after the category of the change has been confirmed; invoice electronically sent to ALO NWCCU ALO Workshop March 2,

Samples of Electronic Submissions NWCCU ALO Workshop March 2,

Innovative Delivery Modalities NWCCU ALO Workshop March 2,

Innovative Delivery Modalities What is Distance Education? – In brief, whenever the faculty and student are not in close proximity (see NWCCU Policy entitled “Distance Education”Distance Education NWCCU ALO Workshop March 2,

USDE Definition of Distance Education … education that uses one or more of the technologies listed in paragraphs (1) through (4) of this definition to deliver instruction to students who are separated from the instructor and to support regular and substantive interaction between the students and the instructor, either synchronously or asynchronously. NWCCU ALO Workshop March 2,

USDE Definition of Distance Education The technologies may include— 1.The internet; 2.One-way and two-way transmissions through open broadcast, closed circuit, cable, microwave, broadband lines, fiber optics, satellite, or wireless communications devices; 3.Audio conferencing; or 4.Video cassettes, DVDs, and CD-ROMs, if the cassettes, DVDs, or CD-ROMs are used in a course in conjunction with any of the technologies listed in paragraphs (1) through (3) of this definition. NWCCU ALO Workshop March 2,

Online Delivery: Old News But is it a “significant departure” from existing delivery? Other Old News: NWCCU is NOT recognized for correspondence education NWCCU ALO Workshop March 2,

Approaches to Competency-Based Education (CBE) Course-based Direct Assessment: not based on academic terms Hybrid: combination of competency-based education and direct assessment NWCCU ALO Workshop March 2,

Competency-Based Education Resources Statement of the Council of Regional Accrediting Commissions (C-RAC) Statement of the Council of Regional Accrediting Commissions (C-RAC) Role of Accrediting Agencies in Experimental Sites (USDE Letter) (USDE Letter) NWCCU ALO Workshop March 2,

Selected C-RAC Expectations for CBE Institutional expertise Regular and substantive interaction with faculty Competencies are congruent with achievement expected for a degree designation and/or courses Quality of demonstration of competency is judged to be at or near “excellent” NWCCU ALO Workshop March 2,

NWCCU’s Review and Approval Requirements for CBE Policies and Procedures Based on USDE Experimental Sites Guide (NWCCU Checklist and Required Documentation)(NWCCU Checklist and Required Documentation) – Direct and indirect costs to students – Withdrawals and return of Title IV monies – Payment periods – Calendar year for establishing credit hour equivalencies – Regular and substantive interaction between faculty and student – Satisfactory academic progress NWCCU ALO Workshop March 2,

Role of Institutional Annual Reports

But WHY?!? 65 NWCCU ALO Workshop March 2, 2016

Purpose U. S. Department of Education (USDE) requires NWCCU to maintain accurate information and records on each member institution Supports NWCCU standards and policies in areas where they overlap with the USDE regulations Collegial relations - NWCCU awareness of the particulars of an institution’s history, present situation and future plans 66 NWCCU ALO Workshop March 2, 2016

Areas of Federal Regulation Overall growth of institutions Growth of programs Termination of Programs and Teach-Out Agreements Enrollment headcount data Cohort default rates Additional locations Distance and Competency-Based Education Contractual Agreements 67 NWCCU ALO Workshop March 2, 2016

Areas of NWCCU Interest Communication accuracy and updates Understanding of institutional timeline – past, present, future Continuous Monitoring Dues (based on expenses) Fall back: – Additional sites – Substantive change intent 68 NWCCU ALO Workshop March 2, 2016

President Accreditation Liaison Officer Chief Information Officer (please don’t wait for the Annual Report – formal communication asap) Name of institution and mailing address, telephone numbers, addresses Communication Accuracy 69 NWCCU ALO Workshop March 2, 2016

Expenses – use IPEDS data – used to calculate the institution’s NWCCU dues Public versus Private Institution? Check one −Governmental Accounting Standards Board (GASB) or Financial Accounting Standards Board (FASB) −GASB – Line #19 (cell 1) of IPEDS Part C Expenses and Other Deductions −FASB – Line #13 (cell 1) of IPEDS Part E Expenses by Functional and Natural Classification **Exclude revenues and expenses for medical school and/or hospital budgets. Institutional Finances 70 NWCCU ALO Workshop March 2, 2016

Accumulated Deficit – 2011 was the “beginning of time;” this year (2016) will be collapsed with 2011, 2012, 2013, 2014, and 2015… Attach IPEDS Financial Section to 2016 Annual Report **Exclude revenues and expenses for medical school and/or hospital budgets. Institutional Finances 71 NWCCU ALO Workshop March 2, 2016

Federal Guaranteed Student Loan Student Default Rate – final rate provided to your institution approximately September of every year. − 2016 Annual Report will require Cohort fiscal year ending September 30, Does your institution use accreditation status to establish eligibility for federal funding? Cohort Default Rate and Title IV 72 NWCCU ALO Workshop March 2, 2016

Added and Terminated since 2015 Annual Report Submission – Certificate/Degree Level – Program Name – Discipline Area Certificate and Degree Information 73 NWCCU ALO Workshop March 2, 2016

Certificate/Degree Level Program(s)/Course(s) Name(s) External Agency/Organization Student Headcount Contractual Relationships 74 NWCCU ALO Workshop March 2, 2016

Certificate/Degree level Program Name Discipline Area * This is not a substitute for a substantive change proposal Changes Planned for * 75 NWCCU ALO Workshop March 2, 2016

50% or more of credits offered: – any off-campus location (facilities needed to accommodate delivery of curriculum) – by distance education (online courses, interactive television, i.e., student and faculty are not physically present together) Not “Correspondence”-based Domestic Off-Campus or Distance Education Programs 76 NWCCU ALO Workshop March 2, 2016

Location – main campus, branch, satellites, additional location? Physical street address Certificate/Degree Program Name and Level Discipline Student Enrollment – Unduplicated Headcount On-site staff Co-Sponsoring Organization Domestic Off-Campus or Distance Education Programs 77 NWCCU ALO Workshop March 2, 2016

Where academic credit is offered abroad with your institution’s name on the credit earned Under your institution’s name or in cooperation with another institution (dual degree?) Study abroad programs – vary? Or permanent? Other Information needed: location, physical street address, certificate/degree name, discipline, student enrollment, on-site staff, co-sponsoring organization International Programs and Sites 78 NWCCU ALO Workshop March 2, 2016

Online access on any computer You can scroll up and down through typed data and review prior to submitting Who typically tracks this data? Anyone who deals with IPEDS - primarily your Registrar, Enrollment Services, Financial Services And programmatic data – VPs, Deans, Directors, Study Abroad, Online Services Online Format 79 NWCCU ALO Workshop March 2, 2016

Target Date of March 25th – announcement to ALOs and Presidents Mid-April – IPEDS deadline; Keyholders – April 6 th Coordinators – April 20th June 6th – close 2016 Annual Report survey (first Monday in June) Timeline for NWCCU ALO Workshop March 2, 2016

Elsa Gossett – technology and user questions Pamela Goad – content Call us or ! Questions? Need Help with Your Annual Report? 81 NWCCU ALO Workshop March 2, 2016

ALO Success Stories NWCCU ALO Workshop March 2,