Palm Beach State - Substantive Change Policy & Procedure

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Home > Academic Services > Information & Reference > Academic Affairs Policies & Documents > Substantive Change Policy & Procedure

Substantive Change Policy & Procedure

1. Purpose: Compliance with SACS-COC policy on substantive change (compliance with 3.12).

2. Policy: No employee of Palm Beach State College will implement any change to a College Program, College Campus, College Campus Offerings, Off-site Location, District Board of Trustees Policy or Program Delivery Method that might create a substantive change without the approval of the Substantive Change Review Committee.

3. Process for Submission: Faculty and/or staff must submit one of three forms for assessment and/or approval:

A. Substantive Change Assessment Form (Click here for form). This form must be submitted for each type of change as outlined in the Substantive Change Responsibility Chart. The Substantive Change Assessment form will be required of every curriculum action that adds or modifies a program. Submission of the form for other types of changes is the responsibility of the initiator of the proposed change (i.e., relocating a program, new facility, new campus). The form is submitted to the Substantive Change Review Committee.
B. Campus Off-Site Course Approval Web Form - This web form is submitted for each off-campus site utilized by the campuses. The form is submitted to the Substantive Change Review Committee. The form is located at http://intranet.pbcc.edu/utilities/FCD/demo/oca/OffCampusApproval.asp.

4. Process for Review: The Substantive Change Assessment Form and the Campus Off-Site Course Approval Form will be reviewed by the Substantive Change Review Committee, consisting of the Vice President for Academic Affairs, the Dean of Curriculum, Planning & Research, the Dean of Baccalaureate Studies, the Director of Institutional Research & Effectiveness and the Manager of Assessment. Any further actions required to be filed with the SACS-COC will be coordinated by the Colleges' SACS-COC Liaison.

Type of Change	SACS Procedure	Prior Notification Required	Time Frame for Contacting COC	Prior Approval Required	Documentation	Palm Beach State College Responsibility and approval
Initiating coursework or programs at a more advanced level than currently approved. (College Program)	1	Yes	12 months	Yes	Application for Level Change Due dates: April 15 or October 1	NA - already approved at baccalaureate level
Expanding at current degree level (significant departure from current programs)¹ (College Program)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Initiating a branch campus (see definition of "branch campus" on p. 5 of this document) (College Campus)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Initiating joint degrees with another institution (see Commission policy "Collaborative Academic Arrangements: Policy and Procedures) (College Program)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Initiating a certificate program... (typically for workforce development) ...using existing approved courses ...at a new off-campus site (previously approved program) ...that is a significant departure from previously approved programs¹ (College Program, Off-Site)	NA 1 1	NA Yes Yes	NA Approval required prior to implementation Approval required prior to implementation	NA Yes Yes	None Modified prospectus Modified prospectus	R: VPAA A: President, DBOT
Initiating off-campus sites (including Early College High School programs offered at the high school) ... ...Student can obtain 50 percent or more credits toward program ...Student can obtain 25-49 percent of credit ...Student can obtain 24 percent or less (Off-Site Location)	1 2 NA	Yes Yes NA	6 months Prior to implementation NA	Yes No NA	Prospectus Letter of Notification None	R: Provosts A: VPAA
Expanding program offerings at previously approved off-campus sites ...Adding programs that are significantly different from current programs ...Adding programs that are NOT significantly different from current programs (College Program)	2 NA	Yes NA	Prior to Implementation NA	No NA	Letter of Notification NA	R: Provosts A: VPAA
Altering significantly the educational mission of the institution² (DBOT Policy)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Initiating distance learning... ...Offering 50 percent or more of a program (Once approved, institutions may add programs that are significant departures from the originally approved programs by submitting notification in advance)1 ...Offering 25-49 percent ...Offering 24 percent or less (Program Delivery Method)	1 2 NA	Yes Yes NA	6 months Prior to implementation NA	Yes No NA	Prospectus Letter of notification None	Already approved at 50% or more R: VPAA A: President, DBOT
Initiating programs/courses offered through contractual agreement or consortium. (College Program)	2	Yes	Prior to implementation	No	Letter of Notification	R: VPAA A: President, DBOT
Initiating a merger/consolidation with another institution (DBOT Policy)	3	Yes	6 months	Yes	Prospectus due dates: April 15 or October 1	R: VPAA A: President, DBOT
Relocating a main or branch campus (College Campus)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Relocating an off-campus instructional site (Off-Site Location)	2	Yes	Prior to implementation	No	Letter of Notification	R: VPAA A: President, DBOT
Changing governance, ownership, control, or legal status of an institution (DBOT Policy)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Changing from clock hours to credit hours (College Program)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Altering significantly the length of a program³ (College Program)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Initiating degree completion programs (College Program)	1	Yes	6 months	Yes	Prospectus	R: VPAA A: President, DBOT
Closing an institution or program: (see Commission policy "Closing a Program or Institution") ...closing a program with internal teach-out protocol ... closing a program with a teach-out agreement with another institution ...closing an institution (DBOT Policy)	2 1 2	Yes Yes Yes	Prior to implementation 6 months Prior to implementation	No Yes No	Description of plan Copy of teach out agreement Description of plan	R: Provosts A: VPAA, President, DBOT