LTC Substantive Change Policy & Procedures Effective: Scope: All staff and faculty Contact: Director of Institutional Effectiveness References: TCSG Policy IV R, Program Approval and Termination COC Policy on Substantive Change for Accredited Institutions COC Policy on Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status Handbook of Accreditation Policies and Rules of the Commission 34 CFR 600.20(d)(2) Forms: Needs Assessment Template Contents Policy & Procedure tes... 2 Glossary... 4 LTC Substantive Change Policy... 5 Substantive Change Policy Flowchart... 6 Substantive Change Summary Table... 7 Mission Change Procedure... 12 Governance Change Procedure... 14 Curriculum Change Procedure... 16 Needs Assessment Procedure... 18 LTC Needs Assessment Template... 20 New & Changed Curriculum Approval Procedure... 22 Financial Aid Approval Procedure for New Programs... 24 Location/Site Change Procedure... 26 Other Substantive Change Procedures... 30 Change tification Procedure... 31 1
Policy & Procedure tes 1. te that several procedures detailed in this document require the completion of additional embedded procedures. Such cases are indicated by hyperlinks within the electronic document and by see also notices. 2. Faculty and staff proposing substantive changes should be aware that accrediting and regulatory agencies require significant reporting time for a number of types of substantive change, especially those involving new sites or programs. For new programs involving associate degrees, the Council on Occupational Education () requires notification 180 days prior to implementation of the program. For changes in governance, mergers, or initiating courses or programs at a new degree level, the Southern Association of Colleges and Schools Commission on Colleges (COC) requires a prospectus to be submitted for approval by April 15 th or October 1 st for consideration at one of the bi annual meetings. Most substantive changes requiring approval from COC require submission of a prospectus six months prior to implementation. For new programs for which no current state standard curriculum exists, an appropriate period of time will need to be allowed for curriculum development. 3. This policy and these procedures reflect requirements of the Technical College System of Georgia (TCSG), the Southern Association of Colleges and Schools Commission on Colleges (COC), the Council on Occupational Education (), and the U.S. Department of Education (DOE). It is not feasible to quote or describe every aspect of these agencies policies and regulations in this document. Faculty and staff responsible for completing these procedures should familiarize themselves with the documents listed as Resources on p. 1 of this document. The Institutional Effectiveness (IE) Office will serve as a resource in educating faculty and staff about the content of these resources. 4. te that as shown on the Substantive Change Policy Flowchart all change procedures are followed by the Change tification Procedure. Changes include deletion of published material as well as additions. 2
5. Flowchart Key: The flowcharts on the following pages follow common flowchart symbol conventions. Orange rounded boxes represent start and end points of a process Blue rectangles represent action steps Purple curved edge boxes represent documents or work products Green diamonds represent decisions or outcomes 3
Glossary Terms: Branch Campus: a location of an institution that is geographically apart and independent of the main campus of the institution. A location is independent of the main campus if the location is permanent in nature offers courses in educational programs leading to a degree, certificate, or other recognized educational credential has its own faculty and administrative or supervisory organization and has its own budgetary and hiring authority Off Campus Sites: Instructional Service Center: Extended Classroom: Project Owner: The LTC team member most responsible for completion of the change. In some cases such as when a faculty member initiates a new program proposal, which is then developed by a Dean or Vice President the Project Owner may change during the life of the project. Significant Departure: a program that is not closely related to previously approved programs at the institution or site or for the mode of delivery in question. To determine whether a new program is a significant departure, it is helpful to consider the following questions: What previously approved programs does the institution offer that are closely related to the new program and how are they related? Will significant additional equipment or facilities be needed? Will significant additional financial resources be needed? Will a significant number of new courses will be required? Will a significant number of new faculty members will be required? Will significant additional library/learning resources be needed? Acronyms: BLS: The U.S. Bureau of Labor Statistics COC: The Southern Association of Colleges and Schools Commission on Colleges : The Council on Occupational Education DOE: The U.S. Department of Education IE: Institutional Effectiveness LTC: Lanier Technical College OSDS: Occupational Supply Demand System TCSG: The Technical College System of Georgia 4
LTC Substantive Change Policy All changes to the College s mission, governance, or curriculum, as well as the opening or closing of instructional sites or changes in sites where instruction is offered must be implemented under the terms of the appropriate change procedure, ensuring that: state and federal regulations are observed, accrediting agencies policies are followed, regulating bodies, accrediting agencies, and College stakeholders are notified of the change in a timely way, and the change is appropriately documented and published in the College s publications and website. 5
Substantive Change Policy Flowchart Change to Mission, Governance, Curriculum, or Locations Type of Change Mission Complete Mission Change Procedure Governance Complete Governance Change Procedure Curriculum Complete Curriculum Change Procedure Locations Complete Location/Site Change Procedure Other Complete Other Change Procedure Complete Change tification Procedure Change Approved, Implemented and Documented, or Tabled 6
Substantive Change Summary Table Under tification and Approval: P1 indicates COC Approval Procedure 1; P2 indicates COC tification Procedure 2; P3 indicates COC Approval Procedure 3. Change Category tification Approval Visit Time Frame Documentation Fees* Change of Mission Mission COC P1 Prospectus (COC) tification () Change of Governance Governance COC P1 COC 6 months (April & Prospectus (COC) October) (COC) tification () Reinstatement of Governance 30 Days () Application () $3000 () Accreditation after Change of Ownership or Control Change of > 50% Voting Governance 30 Days () Application () $3000 () Members of n Profit Institution s Board Agreement which Governance Effectively Nullifies Governing Board s Control of Institution Merger of Two or More Institutions Location & Governance COC P1 COC 6 Months (April & October) (COC) Prospectus (COC) Application () $1000 () 30 Days () Change of Branch to a Main Campus Location COC P1 COC 6 months (COC) 30 Days () Prospectus (COC) Application () $2000 () Change of Relationship between Main & Branch Campuses Location COC P1 Change of Name Location COC Change of Location COC P1 COC Prior to change (COC) 30 Days () Prior to change (COC) Prior to change () 6 months (COC) 30 Days () Prospectus (COC) Application () tification (COC) Application () Prospectus (COC) Application () $500 () $250 () $500 () 7
Change Category tification Approval Visit Time Frame Documentation Fees* Closing a Site, Temporary Location COC tification (COC) $250 () Application () Adding a Branch Campus or Extension where > 50% Credits to Award are Offered Location COC P1 COC 6 months (COC) 30 Days () Prospectus (COC) Application () $1000 () Adding an Off Campus Site where > 50% Credits to Award are Offered Adding an Off Campus Site where > 25% 49% Credits to Award are Offered Adding an Off Campus Site where < 25% Credits to Award are Offered Closing a Program, Approved Off Campus Site, Branch Campus, or Institution, Teaching Out LTC s Students Closing a Program, Approved Off Campus Site, Branch Campus, or Institution, Contracting Teach Out to Other Institution Acquiring Program from Another Institution Adding a Site to Conduct Teach out for a Closing Institution Location COC P1 COC 6 months (COC) 30 Days () Location COC P2 Prior (COC) 30 Days () Prospectus (COC) Application () tification (COC) Application () $500 () $500 () Location 30 Days () Application () $500 () Location COC P3 COC Prior to change /ASAP (COC) Location COC P3 COC Prior to change /ASAP (COC) tification Letter, Teach out Plan (COC) tification Letter, Teach out Plan, Signed Agreement (COC) Location COC P1 COC 6 months (COC) Prospectus (COC) tification () Location COC P1 COC 6 months (COC) Prospectus (COC) tification () 8
Change Category tification Approval Visit Time Frame Documentation Fees* Curriculum COC P1 COC Initiating Courses or Programs at New Degree Level New Program which is a Significant Departure New Degree or Diploma Program within Current Scope New Certificate Program Using Existing Approved Courses New Certificate Program at Employers Request, on Short tice, Using Approved Program at a New Site New Certificate Program at Employers Request, on Short tice, that is a Significant Departure Certificate Program Using Existing Courses at New Off Campus Site New Certificate Program that is a Significant Departure New Joint Degree Program with Another COC Accredited Institution Curriculum COC P1 Curriculum COC 9 COC 12 Months (April & October) (COC) 30 90 Days () 6 Months (COC) 30 90 Days () Prior to change (COC) Prior to change () Prospectus (COC) Business Plan or Application () Prospectus (COC) Business Plan or Application () tification (COC) Application () Curriculum Mini Form () Curriculum COC Curriculum COC Curriculum COC P1 Curriculum COC P1 Curriculum COC P2 Prior to change (COC) Prior (COC) 6 months (COC) Prior () 6 months (COC) Prior to change () Prior to change (COC) Prior to change () Mini Form () Modified Prospectus (COC) Modified Prospectus (COC) Prospectus (COC) Application () Prospectus (COC) Application () tification, Signed Agreement (COC) Application () $500 () $500 () $250 () $500 () $250 ()
Change Category tification Approval Visit Time Frame Documentation Fees* Curriculum COC P1 Prior to change Prospectus (COC) (COC) Mini form () Prior to change () New Joint Degree Program with Another Institution t Accredited by COC New Dual Degree Program Curriculum COC P2 New Program Offered through Contractual Agreement or Consortium Expanding Program Offerings at a Previously Approved Site when Program is Significantly Different than Current Programs at that Site Expanding Program Offerings at a Previously Approved Site when Program is t Significantly Different than Current Programs at that Site Changing the Length of a Program by >= 25% Initiating Distance Learning Clock Hour/Credit Hour Conversion Initiating Degree Completion Programs 10 Prior to change (COC) Prior to change () Curriculum COC P2 Prior to change (COC) 30 Days () Curriculum COC P2 Prior to change (COC) Curriculum Prior to change () tification, Signed Agreement (COC) Mini form () tification, Signed Agreement (COC) Application () tification (COC) Mini form () Mini form () $250 () $250 () Curriculum COC P1 6 Months (COC) 30 Days () Prospectus (COC) Application () Curriculum COC P1 COC 6 Months (COC) Prospectus (COC) 30 Days () Application () $500 () Curriculum COC P1 6 Months (COC) Prospectus (COC) $350 (COC) 30 Days () Application () $100/program () Curriculum COC P1 COC 6 Months (COC) Prospectus (COC)
Change Category tification Approval Visit Time Frame Documentation Fees* Significant Reduction in Other Funding Level Monitoring Institutional Other Growth Withdrawal from Accreditation Other COC tification (COC) tification () * Fees do not include site visit. COC also charges 25 percent of the total cost of the committee. 11
Mission Change Procedure 1. For any change which potentially modifies the College s mission, the President and Leadership Team meet to make a determination whether the College s mission statement should be revised. 2. If a revised mission statement is necessary, the Institutional Effectiveness (IE) Office staff drafts a revision, and presents it to the Administrative Team, which votes on approval of the change. 3. The President presents the proposed revision to the Local Board, who may approve the draft, return it for changes or further study, or reject the proposal. 4. The President makes the proposed revision available to the State Board of the Technical College System of Georgia. If the proposed revision is rejected by the State Board, the proposal will be tabled. If the proposal is returned to the College for further work or study, the process returns to step 2. 5. If the revision is approved by the State Board, the IE Office prepares a letter to notify the Council on Occupational Education () of the change. The President signs the letter and sends it to. 6. The staff of the IE Office completes a prospectus for the Southern Association of Colleges and Schools Council on Colleges (COC) for approval. The President signs the prospectus and sends it to COC. 12
Mission Change Flowchart Change to Mission Revised Mission Statement Draft (2) Leadership Team Meeting (1) Change Tabled Rejected Approved by Local Board? (3) Returned Approved Rejected Approved by State Board? (4) Returned Approved Prospectus to COC (6) z tification to (5) Returned Approved by COC? (6) Approved Change Complete Rejected 13
Governance Change Procedure 1. The Institutional Effectiveness (IE) Office assists the President s Office in preparing a notification of the change in governance for the Southern Association of Colleges and Schools Commission on Colleges (COC) and the Council on Occupational Education (). The President signs and mails the notifications. 2. The IE Office and President s Office prepare a prospectus for substantive change to be submitted to COC by either April 15 or October 1. 3. If the prospectus is accepted, and after has responded to the notification, the IE Office completes a substantive documentation template for submission to COC. If the prospectus is not accepted, the Leadership Team meets to consider the objections raised by SACS COC, and the President discusses the objections with the Commissioner of the Technical College System of Georgia. The President and Commissioner make a determination whether to modify or abandon the proposed change. 14
Governance Change Flowchart Change to Governance tification to COC and (1) Prospectus to COC (2) Prospectus Accepted? (3) Leadership Team Meeting (3) Meeting with TCSG (3) Pursue Change? (3) Modify Prospectus (3) Change Complete Change Tabled 15
Curriculum Change Procedure 1. For all changes to curriculum, regardless of scope, the project owner will email a summary to the IE office, and the VPAA and the VPSO/IE will discuss the change and determine whether: a. tifications or applications will need to be sent to accrediting bodies b. The change should go before the Curriculum/Instruction Committee c. Whether a needs assessment will be required, and who is responsible for it NB: If the change will potentially result in a new associate degree program, the IE Office completes Step 2 of the Curriculum Approval Procedure at this point. 2. Per Technical College System of Georgia (TCSG) procedures and policies of the Southern Association of Colleges and Schools (COC), the Council on Occupational Education () and the U.S. Department of Education (DOE), the person or office proposing a new program must complete a comprehensive needs assessment before the program can be proposed to the College (see the Needs Assessment Procedure below in this document). The results of the needs assessment must be approved by the President, VPAA, and Vice President of Operations (VPO) before work on a new program may continue. 3. For new programs, the proposal and needs assessment is presented to the Leadership Team. The Leadership Team vets the needs assessment and determines whether the College has the resources to move forward with the proposal. 4. If the needs assessment indicates a program is not needed, or the Leadership Team determines the program cannot be funded or is otherwise unfeasible, the project owner forwards the needs assessment materials to the Institutional Effective office for archiving. 5. The Campus Dean or his/her designee completes a New Program Proposal in the Knowledge Management System (KMS). 6. For proposed changes addressed by the Curriculum/Instruction Committee, the project owner or the Curriculum Coordinator presents a summary of the change, and the committee chair calls for discussion. Representatives of the IE Office present their judgment on whether the change is or is not a substantive change or significant departure. The committee then collectively determines whether the change is a substantive change, and whether it involves changes to mission and/or location changes. 7. The project owner then completes the Mission Change Procedure, the Location/Site Change Procedure, and/or the New & Changed Curriculum Approval Procedure if applicable (see procedures and flowcharts below in this document). 16
Curriculum Change Flowchart Change to Curriculum Compliance Checkpoint (1) Program Tabled (4) Type of Change New Program Complete Needs Assessment Procedure (2) Program Needed? Change to or Close of Existing Program New Program Proposal (5) VP Meeting Approval? (3) CIC Agenda? (6) CIC Meeting (6) Change of Mission? (6) Substantive Change? (5) Complete Mission Change Procedure (6) Location/ Site Change? (7) Change Implemented Complete Curriculum Approval Procedure (7) Complete Location/Site Change Procedure (7) 17
Needs Assessment Procedure 1. Project owner uses the Technical College System of Georgia (TCSG) web site to determine if a statestandard version of the proposed program exists. 2. Project owner researches number and quality of competing programs in or near LTC s service areas, or within LTC. 3. Project owner researches the U.S. Bureau of Labor Statistics (BLS) web site to collect data projected level of need and occupation wages nationwide. 4. Project owner uses the Occupational Supply Demand (OSDS) System at http://www.occsupplydemand.org/ to collect data on projected level of need and occupation wages in Georgia. 5. Project owner confers with TCSG Curriculum Program Specialist to collect data on projected level of need and occupation wages in LTC s service area. 6. Project owner, supported by the Institutional Effectiveness (IE) Office, creates, distributes and collects a comprehensive survey of service area stakeholders, collecting qualitative data on: Stakeholders sense of program need Stakeholders estimate of starting salaries Stakeholders willingness to serve on an advisory committee Open ended questions soliciting stakeholder suggestions for the proposed program 7. Project owner researches certification and licensure requirements for graduates of the proposed program. 8. Project owner researches programmatic accreditation requirements. 9. Project owner, supported by the IE Office, uses data and results collected in steps 1 8 to complete a Needs Assessment Template (below in this document). 18
Needs Assessment Flowchart New Program or Site Proposed Determine if State Standard Program Exists (1) Collect Qualitative Data from Service Area Stakeholders via Survey (6) Research Competing Programs (2) Research Licensure & Certification Requirements (7) Collect Placement & Wage Data from US BLS (3) Research Programmatic Accreditation Requirements (8) Collect Placement & Wage Data from OSDS (4) Complete Needs Assessment Template (9) Collect Placement & Wage Data from TCSG Curriculum Program Specialist (5) Needs Assessment Complete 19
LTC Needs Assessment Template 1. Name of proposed program: 2. Award(s) of proposed program (TCC, Diploma, AAS, AS): 3. Does a state standard program in this occupation exist? 4. Summary of national placement, wage, and return on investment data from Bureau of Labor Statistics: 5. Summary of state placement, wage, and return on investment data from Occupational Supply Demand System (http://www.occsupplydemand.org/): 6. Summary of service area placement, wage, and return on investment data from TCSG Curriculum Program Specialist: 7. Summary of qualitative data from service area stakeholders surveyed: 8. Estimated starting and median salaries for LTC graduates in the occupation, based on items 4 7: 9. Estimated service area hires in the occupation, per year, based on items 4 7: 10. Summary of licensure and certification requirements: 11. Summary of programmatic accreditation requirements: 20
12. Number of new faculty required, and faculty credential & experience requirements: 13. Summary of competing programs in or near LTC s service area: 14. Rationale for offering or not offering proposed program, based on data summarized above: 21
New & Changed Curriculum Approval Procedure 1. In consultation with the Vice President of Academic Affairs (VPAA), the Vice President of Operations (VPO), and the Institutional Effectiveness (IE) Office, the project owner determines whether the proposed change is a new program. 2. The President or his/her designee presents the proposal to the Local Board, which may approve or reject it. 3. The President makes the proposal available to the State Board, which may approve or reject it. 4. The VPAA, VPO, and IE Office make a joint determination whether the proposal is a significant departure or substantive change, requiring approval by accrediting agencies. In making this determination, LTC staff confers with accrediting agency staff as needed. If approval by accrediting agencies is needed, the IE Office supports the project owner in preparing and submitting the necessary materials. The VPAA or Vice President of Operations (VPO) secures funding for fees associated with these approvals. 5. If approval by accrediting agencies is not required, the IE Office determines whether notification to these bodies is necessary. If so, IE Office staff draft letters of notification for the President s signature. The President signs the letters and mails them to the accrediting agencies. 6. For new programs eligible for Title IV funding, once all state and accreditor approvals have been obtained, the VPAA or VPO and the IE Office forward all materials to the Financial Aid Coordinator, who completes the Financial Aid Approval Procedure (see procedure and flowchart below in this document). 22
New & Changed Curriculum Approval Flowchart Program Proposed or Significantly Changed Letter of Intent to (2) New Program? (1) Degree Program? (2) Approved by Local Board? (3) Approved by State Board? (4) Accreditor tification Required? (6) Accreditor Approval Required? (5) tification to COC & (6) Prospectus to COC, Business Plan to (5) New Program? (7) Approved Approved by Accreditors? (5) Returned Program or Change Approved Complete Financial Aid Approval Procedure (7) Rejected Program or Change Tabled 23
Financial Aid Approval Procedure for New Programs To be eligible for federal Title IV funded financial aid, an academic program must be approved by the Department of Education (DOE) under the terms of 34 CFR 600.20(d)(2). Students in the program are not eligible for federal financial aid until the program is formally approved by the DOE. Once a new program has been approved by the State Board of the Technical College System of Georgia (TCSG), and by the College s accrediting agencies, 1. The Director of Financial Aid (DFA) verifies that the program appears on the Knowledge Management System (KMS) list of approved programs. 2. The Director of Financial Aid verifies that a needs assessment showing the program complies with federal gainful employment regulations has been completed. 3. The Director of Financial Aid verifies that the program appears on the Council on Occupational Education () list of approved programs. 4. The Director of Financial Aid verifies the College has received a letter from the Southern Association of Colleges and Schools Commission on Colleges (COC) stating that the program is approved. 5. The Director of Financial Aid submits an Application for Approval to Participate in Federal Student Financial Aid Programs to the DOE. 6. If the DOE does not approve the program, the Leadership Team, with advice from the Director of Financial Aid, determines whether to A) request a reconsideration of the denial, B) continue the program without federal student financial aid funding, or C) close the program. 7. If the DOE approves the program, the Director of Financial Aid informs the Curriculum Coordinator and the Institutional Effectiveness Office. The Curriculum Coordinator then updates the program s flyer with a statement that the program is eligible for federally funded financial aid. The IE Office files the approval with other materials for the program s approval. The Director of Financial Aid also notifies the project owner, the Vice President of Academic Affairs, and the Vice President of Operations. 24
Financial Aid Approval Procedure Flowchart New Program Approved Verify Program Approved in KMS (1) Complete Location/Site Change Procedure (6) Verify Needs Assessment Completed (2) Continue Verify Approval (3) Close Appeal, Continue, or Close? (6) Appeal Submit Reconsideration Request to DOE (6) Verify COC Approval (4) Approved? (6) Submit Application for Approval to DOE (5) Procedure Complete 25
Location/Site Change Procedure 1. te that Location/Site Changes include opening, closing, or moving a site or program. Adding an existing program at a site is a Location/Site change. For opening, closing, or moving a site, see the Location Change Flowchart for Physical Sites below For opening or closing an existing program at any site, see the Location Change Flowchart for Programs below For opening a new program at any site, use the Curriculum Change Procedure and New & Changed Curriculum Approval Procedure (above in this document) instead of the Location/Site Change Procedure 2. For any Location/Site change, the project owner first notifies the Institutional Effectiveness (IE) Office. The IE Office will help the project owner determine which portions of the Location/Site Change Procedure apply, and verifies that funding for fees has been obtained. 3. For opening a new branch campus or an off campus site where more than 50% of instruction for a program will be offered, the project owner and the IE Office coordinate to produce and submit a prospectus to the Southern Association of Colleges and Schools Commission on Colleges (COC) and an application for an instructional service center to the Council on Occupational Education (). If the prospectus and application and approved by the accrediting agencies, the change process continues as shown on the Location Change Flowchart for Physical Sites. If either the prospectus or application is rejected, the Leadership Team meets to determine whether to submit a revised prospectus/application, or to table the change. 4. For opening a new off campus site where 25% to 49% of instruction for a program will be offered, the project owner and IE office coordinate to produce and submit an application for an extended classroom to, and to notify COC. If approves the application, the change process continues as shown on the Location Change Flowchart for Physical Sites. If rejects the application, the Leadership Team meets to determine whether to submit a revised prospectus/application, or to table the change. (See Location Change Flowchart for Physical Sites) 5. For opening a new off campus site where less than 25% of instruction for a program will be offered, the procedure is identical to Step 4 above, except that a notification to COC is not required. (See Location Change Flowchart for Physical Sites) 6. For moving a branch campus or an off campus site, the project owner and the IE Office coordinate to produce and submit a prospectus to COC and an application to. If the prospectus and application and approved by the accrediting agencies, the change process continues as shown on the Location Change Flowchart for Physical Sites. If either the prospectus or application is rejected, the Leadership Team meets to determine whether to submit a revised prospectus/application, or to table the change. 7. For temporarily closing a physical site, a notification is sent to both COC and. 26
8. For permanently closing a physical site, a notification is sent to, and a teach out plan is sent to COC. If another institution will teach out the students, a signed agreement between Lanier Technical College and the other institution will also be sent to COC. 9. For closing a program: a. The program closure must be approved by the Local Board and State Board. If either board rejects the closure, the issue is returned to the Leadership Team, who determines the next course of action. b. The project owner and the IE Office coordinate to produce and submit a teach out plan to COC and a notification to. If the teach out will be conducted by an entity other than Lanier Technical College, a signed agreement to this effect is also submitted to COC. (See Location/Site Change Flowchart (Location) and See Location/Site Change Flowchart (Program)) 10. For opening an existing program at a site, the project owner and the IE Office coordinate to notify by means of a mini form. If the opened program is a significant departure for the site, COC is notified as well. 11. When the accrediting agencies have responded to the change, the project owner notifies the Director of Financial Aid, who initiates appropriate notifications and/or applications to the Department of Education. 27
Location Change Flowchart for Physical Sites Location Change (1) Compliance Checkpoint (2) tification to COC (8) Moving Opening, Closing, or Moving? (2) Closing Permanent? (7 8) Prospectus to COC (6) Application to (6) Opening More than 50% (3) LTC vs. Other Teach out? (8) LTC Prospectus COC (3) Other Inst. Service Center App. to (3) More than 25% (4) Signed Agreement to COC (7 8) tification to COC (3 5) Teach out Plan to COC (7 8) tification to Financial Aid (11) Extended Classroom App. to (4) tification to (8) Change Complete 28
Location Change Flowchart for Programs Location Change (1) Local Board Approval (9) State Board Approval (9a) Closing Compliance Checkpoint (2) Opening or Closing? LTC vs. Other Teach out? (9b) LTC Opening Other Significant Departure at Site? Signed Agreement to COC (9b) Teach out Plan to COC (9b) Mini Form to (10) tification to COC (10) tification to (9b) tification to Financial Aid (11) Change Complete 29
Other Substantive Change Procedures Other substantive changes include a Significant Reduction in Funding, Monitoring of Institutional Growth, and Withdrawal from Accreditation. 1. If the College experiences a significant reduction in funding, the Institutional Effectiveness (IE) Office prepares a letter of notification for the Council on Occupational Education (). The President signs and sends the letter. 2. If the College experiences an annual increase or decrease in enrollment greater than 25%, the IE Office compiles a report explaining the cause of the increase or decrease for the President s signature. The President signs and sends the report. 3. If the College withdraws from an accrediting agency, the IE Office prepares letters of notification for each accrediting agency. The President signs and sends the letters. 30
Change tification Procedure 1. Once a change has obtained all necessary approvals, or if has been determined by procedure that no approvals are needed, the project owner, supported as needed by the Institutional Effectiveness (IE) Office, takes responsibility for ensuring that all relevant stakeholders are notified and all relevant publications are updated. 2. If the change involves curriculum, the Curriculum Coordinator and/or Registrar s Office updates the Banner database as needed. 3. If the change involves a new program, or a program being opened or closed on a campus, the Curriculum Coordinator notifies the Admissions and Financial Aid offices, and then publishes, deletes, or updates the program flyer. 4. If the change impacts topics covered in the college catalog, the responsible Vice President or the Curriculum Coordinator notifies the Student Affairs Office. Student Affairs staff update the electronic catalog. The project owner verifies that the update to the catalog is correct. 5. If the change impacts topics covered on the college web site, the responsible Vice President or the Curriculum Coordinator notifies the College s webmaster. The webmaster updates the web site. The project owner verifies that the update to the web site is correct. 6. The project owner and his or her immediate supervisor determine whether the change should be reflected in the College s marketing materials. If so, the project owner notifies the Marketing Director. The Marketing Director updates marketing materials. The project owner verifies that the updates are correct. 7. For new programs potentially eligible for federal Title IV student financial aid funding, or for existing programs at a new site, the Director of Financial Aid notifies the Curriculum Coordinator when the Department of Education (DOE) approves the program. The Curriculum Coordinator updates the program flyer accordingly. If the DOE denies approval, the Director of Financial Aid notifies the President, Vice President of Academic Affairs, and Vice President of Operations. 31
Change tification Flowchart Change Approved (1) Site Change, or New or Closed Program? Banner Updated (2) Change Affects Curriculum? (2) tification to Admissions (3) Catalog Changes to Student Affairs (4) tification to Financial Aid (3) Web Site Changes to Webmaster (5) Marketing Needed? (6) Academics Publishes, Deletes or Updates Flyer (3) tification to Marketing (6) DOE Approves Program for Federal Financial Aid (7) New Program? (7) Curriculum Coordinator Revises Program Flyer (7) tifications Complete 32