Navigating the Substantive Change Process Sharyl McGrew, WASC, ACSCU Bill Ladusaw, University of California, Santa Cruz Leanne Neilson, California Lutheran.

Navigating the Substantive Change Process

Sharyl McGrew, WASC, ACSCUBill Ladusaw, University of California, Santa CruzLeanne Neilson, California Lutheran University

Karen Dunn-Haley, University of California, Merced

SPONSORED BY ACSCU IN COLLABORATION WITH ACCJC

SUSTAINABILITY: A VISIONFOR HIGHER EDUCATION

2010 WASC CONFERENCE

Our Goal

Our goal today is to give you the information you need to get a substantive change proposal approved-the first time!



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



Please Introduce Yourself

• Name

• Institution and Role/Position

• Experience with Substantive Change

• What would you like to cover today?



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?



Learning OutcomesBy 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.



Pop Quiz• What percentage of substantive change

proposals are approved during the first review?

A) 95%B) 77%C) 66%D) 50%



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)



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



What triggers a WASC review?

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)5. Duration: Change in clock or credit hours

Sub Change Review Process (Handout)

SC ManagerPrelim Review

Sub Change Application

SC CommitteeReview

Unacceptable Review

6-8 Months Scheduling

WASC Substantive Change Review Process

LiveText Submission

Not Accept Proposal Report

Structural Change Panel(conf call or meeting)

Commission Ratification

Proposal Report (2)Visit Team

Proposal Report (2) Structural Change

Proposal Report (3)Structural Change

Structural Change Panel(conf call or meeting)

Commission Ratification

Commission Ratification(electronic or meeting)

Final Proposal Report Issued by Commission

Substantive ChangeProposal Report (1)

Refer to Commission / No VisitInterim Approval

Proceed to SiteVisit



SC Committee

Positive Review





Who Conducts the Reviews?Commission

StandingCommittees

Chair’s Committee

Finance & Operations

Policy & Planning

Structural Change (8)

WASCAppointed Committees

Eligibility Review

Interim Report

Proposal Review

Substantive Change (30)

Two Categories of ReviewCommittee Review• Review by Sub Change Committee panel• Final 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





Committee ReviewTypes 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

ScopeDuration

Fast Track Review5 year authorization

Cost: $1,000-$1,500

Time: Submit application 6-8 Months before desired implementation

Commission

Not Accept($750)

Interim Approval

SC Committee

Committee & Commission Review (Structural Change)

Types of Substantive Change:Degree Level Approval Changes

– Joint degree programs– New degree level

Legal Status or Form of ControlMerger, change in ownership, affiliation or

sponsorship Mission

Significant change in the objectives of the institution

Commission RequiredSanction imposedAny 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

Not Accept$750

Structural Panel

Site Visit $500 +Costs

SC Committee

Commission





Resubmission Review

Type of Substantive Change:

Subsequent review of proposal ‘Not Accepted’ by Substantive Change Committee

Cost: $750

Time: Reviewed 1-30 days after submission

Not Accept$750

Interim Approval

1st Reader + Staff

Commission



Fast Track Authorization

• Modality– Distance Ed– Off-campus site– Regional Center

(specific)

• Degree Level– Bachelor’s– Master’s

What does it cover? What do you get?• 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)



Expedited ReviewTypes 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

Not Accept

Approval: Implementation

Can Begin

Staff Liaison &

Sub. Change Mgr.



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



Recent ChangesPolicy 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



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



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?



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)



Online Resources• wascsenior.org• Institutional

Resources• Document

Library

http://www.wascsenior.org/subchange



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!

http://samples.wascsenior.org/



LiveText 101http://www.livetext.com

Please follow the directions.

http://www.livetext.com/



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

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 VISIONFOR HIGHER EDUCATION




Questions?



Meeting Outcomes Check



• …understand and avoid some of the common stumbling blocks in substantive change proposals.





Proposal Review15 minutes:

Read the proposalScore the proposal using the rubricDiscuss with your group:

What are the strengths and weaknesses of this proposal?

Evaluate against: The rubricThe Pre-submittal ChecklistThe “Not Accept Report”

5 minutes:Report back to the other groups



Meeting Outcomes



…understand and avoid some of the common stumbling blocks in substantive change proposals.



Suggestions?

This presenta

tion is online

:

wascsenior.o

rg/subchange

William A. Ladusaw, Ph.D.WASC Substantive Change Committee Co-Chair

Vice Provost and Dean of Undergraduate Education

University of California, Santa Cruz831.459.4908

[email protected]

Leanne Neilson, Ph.D.WASC Substantive Change Committee Co-ChairProvost and Vice President for Academic Affairs

California Lutheran University805.493.3145

[email protected]

Karen Dunn-Haley, Ph.D.Accreditation and Faculty Development

CoordinatorUniversity of California, Merced

[email protected]

Sharyl McGrewSubstantive Change Manager

Accrediting Commission for Senior Colleges and Universities, WASC

510.748.9001 ext. [email protected]

Navigating the Substantive Change Process Sharyl McGrew, WASC, ACSCU Bill Ladusaw, University of California, Santa Cruz Leanne Neilson, California Lutheran.

Documents

higher education

wasc conference slide

wasc review

wasc conference agenda

substantive change basics

agency wasc

department of education

handout slide