TVCC Substantive Change Policy And Procedures
The Southern Association of Colleges and Schools (SACS) Commission on Colleges (COC) requires its member institutions to have a policy and procedure to ensure that all substantive changes are reported to the Commission in a timely fashion. Trinity Valley Community College (TVCC) as an accredited member institution adheres to the Commission’s substantive change policy. The SACSCOC Principles of Accreditation states the requirement for an institution to comply with Comprehensive Standard 3.12.1 (Substantive Change) which reads as follows:
The institution notifies the Commission of changes in accordance with the substantive change policy and, when required, seeks approval prior to the initiation of changes. See the SACSCOC Reporting the Various Types of Substantive Change for additional details.
COLLEGE POLICY STATEMENT
Trinity Valley Community College (TVCC) will report in writing any actions defined as a substantive change to the Southern Association of College and Schools Commission on Colleges (SACSCOC). This policy and procedure statement sets forth the steps and requirements to monitor and report substantive changes occurring at TVCC including changes to programs, where and how programs are offered and institutional level changes. Designated personnel submit a TVCC Substantive Change Checklist. The Vice President of Instruction coordinates academic program approval, program reviews and will work with the SACS Liaison to ensure accurate reporting of all academic/non-academic changes are reported to SACSCOC in a timely manner. TVCC is committed to ensuring compliance with all SACS policies including the substantive change policies and procedures of the SACSCOC. To that end, the TVCC Board of Trustees expects policies and procedures that ensure TVCC complies with SACSCOC’s substantive change policy. The TVCC Substantive Change Policy and Procedures are published on the TVCC website and will be reviewed and updated as needed on an annual basis and distributed widely.
Substantive changes are significant modifications or expansions of the nature or scope of an accredited institution and under federal regulations, substantive changes included on the TVCC Substantive Change Action Plan must be enforced. The Substantive Change Policy can be viewed on the SACSCOC website. http://www.sacscoc.org/pdf/081705/Substantive%20change%20policy.pdf
The purpose of this procedure is to provide a description of Trinity Valley Community College’s policy and procedures for any intended substantive change. Depending on the nature of the change, SACSCOC requires prior notification and approval of the change before implementation. In other cases, only prior notification is required or no action at all.
The SACS liaison is responsible for timely reporting of a substantive change to the SACSCOC in accordance with the requirements of the College policy statement above. It is the responsibility of the SACS liaison to keep the institution informed of any changes in the substantive change policy. The SACS liaison reports to the Vice President of Instruction and the College President.
Trinity Valley Community College will maintain compliance with Compressive Standard 3.12.1 (Substantive Change) through collaboration across the institution and with thorough and timely reporting on areas of substantive change to SACSCOC. Responsibility for each substantive change is defined below:
Semi-annually, the College SACS Liaison will send the TVCC Substantive Change Checklist sheet to the Vice President of Instruction, Associate Vice President of Academic Affairs, Associate Vice President of Workforce Education, Associate Vice President of Correctional Education, Dean of Community Services, Provosts, Director of Distance Learning, Director of Dual Credit, and the Director of Adult Education for any substantive change, new program or new academic and/or non-academic area.
The Vice President of Information Technology, Vice President of Student Services, Vice President of Administrative Services, and the Vice President of Institutional Advancement will inform the Vice President of Instruction of any non-academic and/or non-instructional changes.
All program and curricular changes will be reviewed by the Curriculum and Instructional Committee who is under the direction of the Vice President of Instruction at least once a year or as needed.
All changes will be reviewed by the Substantive Change Committee consisting of the Vice President of Instruction, Vice President of Student Services, Associate Vice President of Academic Affairs, Associate Vice President of Workforce Education, Director of Institutional Research, and the SACSCOC Liaison. If the changes are deemed substantive, then the committee will determine the specific procedure as outlined by the SACSCOC Substantive Change Policy for reporting the change to the Commission in a timely manner. A TVCC Substantive Change Action Plan form will be completed by the Committee.
If the Commission requires the institution to write a brief or complete prospectus or prepare additional documentation, the SACSCOC Liaison will work with the appropriate department/administrators to complete the necessary documents.
The SACSCOC Liaison will prepare the necessary letters and attach the required documentation to the correspondence to be signed by the TVCC President and sent to the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).
Trinity Valley Community College’s Substantive Change policy is published on the institution’s website. In addition, the Substantive Change Committee shares the policy and procedure and any changes needed with all of the College’s administrators during appropriate meetings.
SACSCOC Principles of Accreditation
SACSCOC Substantive Change Policy
SACSCOC Reporting the Various Types of Substantive Change
TVCC Substantive Change Policy and Procedures
TVCC Substantive Change Checklist
TVCC Substantive Change Action Plan
TVCC Monitoring Report (password required)