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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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 30-45 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

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 30-60 days before desired implementation Staff Liaison & Sub. Change Mgr. Not Accept Approval: Implementation Can Begin SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 2010 WASC CONFERENCE

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

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

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

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

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

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

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

Please follow the directions. LiveText 101 http://www.livetext.com Please follow the directions.  SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 2010 WASC CONFERENCE

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

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?

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

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

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

Break SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 2010 WASC CONFERENCE

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

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

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 831.459.4908 vpdue@ucsc.edu Leanne Neilson, Ph.D. Provost and Vice President for Academic Affairs California Lutheran University 805.493.3145 neilson@clunet.edu Karen Dunn-Haley, Ph.D. Accreditation and Faculty Development Coordinator University of California, Merced 209.228.4761 kdunn-haley@ucmerced.edu This presentation is online: wascsenior.org/subchange Sharyl McGrew Substantive Change Manager Accrediting Commission for Senior Colleges and Universities, WASC 510.748.9001 ext. 312 smcgrew@wascsenior.org SUSTAINABILITY: A VISION FOR HIGHER EDUCATION 2010 WASC CONFERENCE