Substantive Change Procedure
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    Substantive Change Procedure Substantive Change Procedure Document Transcript

    • Houston  Community  College  (HCC)   Substantive  Change  Procedure     Background:  Member  institutions  of  the  Southern  Association  of  Colleges  and  Schools  Commission  on   Colleges  (SACSCOC)  are  required  to  notify  the  Commission  of  changes  in  accordance  with  the   substantive  change  policy  and,  when  required,  seek  approval  prior  to  the  initiation  of  changes.    Further,   member  institutions  are  required  to  have  a  policy  and  procedure  to  ensure  that  all  substantive  changes   are  reported  to  the  Commission  in  a  timely  fashion.       Definition:  Substantive  change  is  a  significant  modification  or  expansion  of  the  nature  and  scope  of  an   accredited  institution.  Under  federal  regulations,  substantive  change  includes     • Any  change  in  the  established  mission  or  objectives  of  the  institution     • Any  change  in  legal  status,  form  of  control,  or  ownership  of  the  institution     • The  addition  of  courses  or  programs  that  represent  a  significant  departure,  either  in  content  or   method  of  delivery,  from  those  that  were  offered  when  the  institution  was  last  evaluated     • The  addition  of  courses  or  programs  of  study  at  a  degree  or  credential  level  different  from  that   which  is  included  in  the  institution’s  current  accreditation  or  reaffirmation.     • A  change  from  clock  hours  to  credit  hours     • A  substantial  increase  in  the  number  of  clock  or  credit  hours  awarded  for  successful  completion   of  a  program     • The  establishment  of  an  additional  location  geographically  apart  from  the  main  campus  at  which   the  institution  offers  at  least  50  percent  of  an  educational  program.     • The  establishment  of  a  branch  campus     • Closing  a  program,  off-­‐campus  site,  branch  campus  or  institution     • Entering  into  a  collaborative  academic  arrangement  such  as  a  dual  degree  program  or  a  joint   degree  program  with  another  institution     • Acquiring  another  institution  or  a  program  or  location  of  another  institution     • Adding  a  permanent  location  at  a  site  where  the  institution  is  conducting  a  teach-­‐out  program   for  a  closed  institution     • Entering  into  a  contract  by  which  an  entity  not  eligible  for  Title  IV  funding  offers  25%  or  more  of   one  or  more  of  the  accredited  institution’s  programs       Purpose:  The  purpose  of  a  Houston  Community  College  (HCC)  Substantive  Change  Procedure  is  to   ensure  HCC  compliance  with  its  own  substantive  change  policy  and  the  SACSCOC  policy  on  substantive   change  as  detailed  in  The  Principles  of  Accreditation:    Foundations  for  Quality  Enhancement,  Principle   3.12.    Rules  for  substantive  change  and  the  notification  procedures  are  to  be  found  in  Substantive   Change  for  Accredited  Institutions  of  the  Commission  on  Colleges:    Policy  Statement,  located  online  at:   http://SACSCOCcoc.org/pdf/081705/Substantivepercent20changepercent20policy.pdf.         Responsibility:  Responsibility  for  notifying  SACSCOC  of  substantive  changes  that  have  occurred  or  will   occur  officially  rests  with  the  HCC  SACSCOC  Liaison.    In  2007,  the  Chancellor  designated  the  Vice   Chancellor  of  Instruction  as  the  HCC  SACSCOC  Liaison.  The  Vice  Chancellor  of  Instruction  has  created  a   SACSCOC  office  within  his  administrative  unit  and  has  hired  an  Accreditation  Compliance  Director.    The   Vice  Chancellor  of  Instruction  has  delegated  the  responsibility  for  the  substantive  change  reporting   process  to  the  Accreditation  Compliance  Director.         Approved  Dec  2010;  Revised  April  2012     Page  1  
    • Responsibility  for  HCC  compliance  with  its  own  substantive  change  policy  and  that  of  SACSCOC  rests   with  the  Vice-­‐Chancellor  of  Instruction.      It  is  his  responsibility  to  inform  all  members  of  the  HCC   institution  of  the  policy  requirements.    HCC’s  substantive  change  policy  is  published  online  within  the   other  HCC  policy  statements  at:  http://www.hccs.edu/hccs/faculty-­‐staff/board-­‐policies/a-­‐9-­‐ institutional-­‐effectiveness-­‐reports/a-­‐9-­‐2-­‐institutional-­‐effectiveness-­‐substantive-­‐change  .    All  personnel   mentioned  within  the  following  procedures  have  been  notified  of  their  role  in  complying  with  HCC’s   substantive  change  policy  and  the  SACSCOC  substantive  change  policy  and  that  compliance  is  required.     These  procedures  are  also  published  online  at:    http://www.hccs.edu/hccs/faculty-­‐staff/accreditation-­‐ compliance-­‐sacs/substantive-­‐change/hcc-­‐substantive-­‐change-­‐procedure  .    All  personnel  who  have   required  responsibilities  have  been  notified  of  the  location  of  the  procedures  and  of  their  roles  within   them.     This  procedures  document  is  in  three  sections,  A,  B  and  C.    Section  A,  beginning  just  below  this   paragraph,  covers  the  most  common  types  of  substantive  change  concerning  HCC.    Section  B,  beginning   on  page  6,  covers  the  procedures  for  handling  uncommon  occurrences  that  involve  substantive  changes.     Section  C,  beginning  on  page  9  lists  actions  and  decisions  that  called  for  a  substantive  change  in  the   past,  have  already  been  made,  and  reported.     Responsible  party   Area  of  responsibility   SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Delegation  of  substantive  change  duties  to   Instruction)   Accreditation  Compliance  Director   Accreditation  Compliance  Director   Overall  substantive  change  process     A.  Steps  to  complete  common  types  of  Substantive  Changes:     1. New  programs,  degrees,  certificates  or  significant  changes  to  the  length  of  a  program  or   certificate   a. Any  program  faculty  proposing  curriculum  changes  as  described  above  must  follow  the   procedures  as  detailed  in  the  HCC  Curriculum  Handbook,  found  online  at:   http://www.hccs.edu/hccs/faculty-­‐staff/curriculum/curriculum-­‐development/curriculum-­‐ handbook  .     (1) New  programs  or  significant  changes  to  programs  require  a  prospectus  or  modified   prospectus  as  part  of  required  documentation  for  approval.    The  HCC  template  for   preparation  of  the  prospectus  or  modified  prospectus  is  available  at:   http://www.curricunet.com/HCCS/forms.cfm   (2) Proposed  curriculum  changes  that  qualify  as  substantive  changes  will  not  be  approved   by  the  HCC  Curriculum  Committee  without  a  prospectus.   b. If  the  curriculum  change  is  approved,  the  chairman  of  the  Curriculum  Committee  will  copy   the  prospectus  that  accompanied  the  request  for  approval  by  the  Curriculum  Committee   and  forward  the  copy  of  the  prospectus  to  the  Accreditation  Compliance  Director.   c. The  prospectus  copy  will  be  filed  in  the  SACSCOC  office  until  the  next  regular  substantive   change  letter  of  notification  is  written  to  SACSCOC.    The  prospectus  in  that  file  will  provide   the  information  needed  to  notify  SACSCOC  of  substantive  changes  to  the  curriculum.           Approved  Dec  2010;  Revised  April  2012     Page  2  
    • Responsible  party   Faculty  proposing  curriculum  change   Chairman  of  the  Curriculum  Committee   Accreditation  Compliance  Director   Area  of  responsibility   Completion  of  form  containing  prospectus   information;  submitting  it  to  the  curriculum   committee   Approval  of  proposed  change;  non-­‐approval  of   proposed  curriculum  change  without  an   accompanying  prospectus;  delivery  of  copy  of   prospectus  to  Accreditation  Compliance  Director   Compilation  of  prospectuses  to  be  sent  to   SACSCOC       2.    Deactivated  and  closed  programs  and  certificates  (with  or  with-­‐out  teach-­‐out  agreements)     a. Faculty  (usually  a  program  chair)  notifies  the  HCC  Curriculum  Office  of  plans  to  close  or  deactivate   programs  or  certificates  so  that  the  Texas  Higher  Education  Coordinating  Board  can  be  notified.   b. The  CTE  Director  will  notify  the  Accreditation  Compliance  Director’s  office,  in  writing,  of  all  plans   to  close  or  deactivate  a  program  or  certificate  at  the  time  the  Coordinating  Board  is  notified.    If   there  are  students  in  the  certificate  or  program,  a  teach-­‐out  plan  must  be  submitted  in  writing  to   the  Executive  Director  for  Curriculum.     c. The  Accreditation  Compliance  Director  will  file  all  such  notices  and  teach  out  plans  until  the  next   regular  substantive  change  letter  of  notification  is  written  to  SACSCOC.     Responsible  party   Program  chair  of  deactivating  certificate  or   program   Executive  Director  for  Curriculum   Accreditation  Compliance  Director   Area  of  responsibility   Notification  of  HCC  Curriculum  Office    of  plans  to   close  certificate  or  program   Delivery  of  written  notice  and/or  teach  out   agreement  to  Accreditation  Compliance  Director   Compilation  of  notices  and  plans  to  be  sent  to   SACSCOC     3. New  Facilities,  Instructional  Sites  or  Campuses  or  relocation  of  any  site     The  SACSCOC  office  in  Atlanta  keeps  a  record  of  the  name  and  address  of  every  instructional  site  at   which  an  HCC  credit  class  is  offered.    All  sites  are  reported,  both  owned  and  leased;  where  credit  or  dual   credit  classes  are  offered.     a. All  major  new  facilities  are  approved  by  the  HCC  Board  of  Trustees.   b. When  a  major  new  facility  is  proposed,  the  HCC  Chancellor  will  provide  a  copy  of  the  Board   agenda  page  to  the  Vice-­‐Chancellor  of  Instruction  (the  SACSCOC  Liaison)  with  the  name  and   address  of  the  facility.       c. If  the  new  facility  is  approved,  the  Board  secretary  will  provide  the  Vice  Chancellor  of  Instruction   with  minutes  of  the  approval.       d. The  Vice  Chancellor  of  Instruction  will  provide  Board  minutes  approving  the  facility  to  the   Accreditation  Compliance  Director.   e. The  Accreditation  Compliance  Director  will  notify  the  President,  the  COO  and  the  appropriate   program  or  department  chair  (if  applicable)  if  and  when  a  prospectus  for  the  new  facility  is   Approved  Dec  2010;  Revised  April  2012     Page  3  
    • needed  and  establish  a  deadline  for  the  receipt  of  the  prospectus  in  the  Accreditation   Compliance  Director’s  office.       f. The  Accreditation  Compliance  Director  will  file  the  information  about  the  new  facility  and  send   the  prospectus  so  it  will  arrive  at  the  SACSCOC  office  at  least  6  months  prior  to  the  opening  of  a   new,  major  facility.   g. The  Assistant  Registrar  maintains  the  tables  in  the  PeopleSoft  system  for  all  instructional  sites   and  will  notify  the  Accreditation  Compliance  Director  of  the  name  and  address  of  any  new   instructional  site  that  is  added  to  PeopleSoft  at  any  time.    This  will  notify  the  Accreditation   Compliance  Director  of  any  instructional  site  added  (including  all  dual  credit  high  schools)  even   if  it  is  not  a  major  site  that  required  HCC  Board  approval  and  at  which  not  more  than  50  percent   of  any  program  is  offered.     Responsible  party   Area  of  Responsibility   Notify  Vice  Chancellor  of  Instruction  of  any  Board   HCC  Chancellor     action  item  to  acquire  a  new  facility     HCC  Board  Secretary     Provide  Vice  Chancellor  of  Instruction  with   minutes  if  action  is  approved.         Vice-­‐Chancellor  of  Instruction/SACS  liaison   Notify  Accreditation  Compliance  Director  of  new   facilities  approved  by  the  HCC  Board  of  Trustees   College  President,  COO,  and  Program  Chair   Preparation  of  prospectus  for  facilities  six  months   before  a  new,  major  facility  opens   HCC  Assistant  Registrar   Notify  Accreditation  Compliance  Director  of  name   and  address  of  any  new,  minor  instructional  site   added  to  PeopleSoft  for  HCC  instruction   Accreditation  Compliance  Director   Compilation  of  names  and  addressed  of  all  new   instructional  sites;  work  with  college   administrations  on  prospectuses  for  major  sites;   assist  SACS  liaison  with  writing  and  submitting  the   prospectus  to  SACS  6  months  prior  to  opening  a   new,  major  facility       4. Current  sites  that  have  reached  the  25  percent  and  are  approaching  the  50  percent  thresholds     SACSCOC  will  be  notified  by  letter  when  the  college  begins  to  offer  25-­‐49  percent  of  any  program  at  a   site.    The  letter  will  contain  the  date  on  which  the  threshold  was  reached.    HCC  will  notify  SACSCOC  of  a   site  reaching  this  mark  in  the  college’s  next  substantive  change  letter.    A  prospectus  for  a  site  and  a   substantive  change  letter  to  SACSCOC  will  be  prepared  when  the  college  approaches  the  50  percent   threshold.    Since  there  is  no  certain  way  to  know  when  a  site  may  begin  to  offer  more  than  50  percent  of   a  program,  SACSCOC  will  be  notified  and  a  prospectus  sent  when  a  site  reaches  a  40  percent  threshold,   so  as  to  ascertain  that  the  prospectus  will  reach  SACSCOC  at  least  six  months  before  a  site  crosses  the  50   percent  threshold.         a. The  HCC  PeopleSoft  student  system  report  “Schedule  by  Campus”  collects  data  including   individual  classes  offered  at  all  sites,  the  date  each  class  started,  and  the  instructors’  names.     b. The  personnel  in  the  Accreditation  Compliance  Director’s  office  will  run  a  “Schedule  by  Campus”   report  on  the  official  day  of  record  each  semester  (including  flex  entry  dates  within  semesters)   Approved  Dec  2010;  Revised  April  2012     Page  4  
    • to  determine  if  any  site  has  crossed  the  25  percent  threshold  or  is  approaching  the  50  percent   threshold  that  semester.       c. Site  that  have  crossed  the  25  percent  threshold  are  listed  with  the  date  of  the  beginning  of   classes  at  that  site  that  semester.    The  list  will  be  held  in  the  Accreditation  Compliance  Director’s   office  until  the  next  substantive  change  letter  is  mailed  to  SACSCOC.   d. Because  it  is  difficult  to  predict  exactly  when  a  site  will  exceed  the  50  percent  mark  for  any   program  and  because  HCC  must  notify  SACSCOC  six  months  in  advance  of  such  mark  and   provide  a  prospectus  three  months  in  advance,  HCC  will  prepare  a  prospectus  for  all  sites   reaching  40  percent  of  instruction.    Half  of  an  associate  degree  is  30  SCH  or  10  courses.     Therefore  a  prospectus  will  be  prepared  when  there  are  at  least  8  general  education  courses   offered  at  a  site  or  a  mixture  of  general  education  and  workforce  courses  equaling  or  exceeding   24  SCH.         Responsible  party   Area  of  Responsibility   Accreditation  Compliance  Director   Run  the  “Schedule  by  Campus”  report  on  official  day  of   record  for  each  semester  (including  flex  entry  dates   within  semesters)   Accreditation  Compliance  Director   Keep  list  of  sites  offering  25-­‐40  percent  of  a  program   until  that  semester’s  substantive  change  letter  is   written   Accreditation  Compliance  Director   Determine  if  any  site  has  crossed  the  40  percent   threshold  and  notify  the  colleges  of  need  to  prepare   prospectus   College  Deans  and  COO   Prepare  prospectus  for  sites  that  have  crossed  the  40   percent  threshold  and  return  them  to  the  Accreditation   Compliance  Director   Vice  Chancellor  for  Instruction   Prepare  a  substantive  change  letter  for  SACSCOC  and   notify  it  of  sites  that  offer  25  percent  of  a  program  and   send  prospectuses  for  sites  that  have  crossed  the  40   percent  threshold     5. Early  college  high  schools     SACSCOC  will  be  notified  by  letter  of  the  initiation  of  an  early  college  high  school.    When  more  than  50   percent  of  any  HCC  program  credit  may  be  obtained  at  the  high  school  SACSCOC  must  be  sent  a   prospectus.    The  Vice  Chancellor  of  Instruction  must  prepare  an  Memorandum  of  Understanding  (MOU)   with  the  partner  school  district  for  operation  of  an  Early  College  High  School  and  an  action  item  for   approval  of  the  MOU  by  the  HCC  Board  .    The  SACSCOC  Liaison/Vice-­‐Chancellor  of  Instruction  notifies   the  Accreditation  Compliance  Director  upon  Board  approval  of  the  MOU  for  a  new  Early  College  High   School.    The  Accreditation  Compliance  Director  monitors  the  high  school  via  the  “Schedule  by  Campus”   report  in  PeopleSoft  mentioned  in  the  above  section,  so  that  when  it  approaches  the  50  percent  mark,   the  appropriate  college  president  and  COO  can  be  notified  to  prepare  a  prospectus.       Responsible  party   Area  of  responsibility   SACSCOC  Liaison/Vice-­‐Chancellor  of  Instruction   Notification  of  Accreditation  Compliance  Director   of  Board  approval  of  MOU  creating  a  new  early   Approved  Dec  2010;  Revised  April  2012     Page  5  
    • Accreditation  Compliance  Director   College  president,  COO  and  Deans   Accreditation  Compliance  Director,  Vice-­‐ Chancellor  of  Instruction     college  high  school   Monitor  early  college  high  school  for  requirements   of  letter  of  notification  and/or  prospectus   Prepare  a  prospectus  for  early  college  high  schools   that  have  crossed  the  40%  of  a  program  threshold   Send  prospectus  to  SACSCOC  for  an  early  college   high  school  that  is  at  least  three  months  away   from  crossing  the  50%  of  a  program  threshold               B.    Steps  to  complete  substantive  changes  not  covered  by  the  above  process     The  responsibility  for  reporting  all  substantive  changes  rests  with  the  HCC  SACSCOC  Liaison,  who  is  the   Vice-­‐Chancellor  of  Instruction.    He  has  delegated  most  of  the  day-­‐to-­‐day  tasks  of  reporting  substantive   change  to  the  Accreditation  Compliance  Director.    The  most  common  substantive  changes  and  the   details  of  how  they  are  handled  at  HCC  are  listed  in  Section  A  of  this  document.    For  all  other  types  of   substantive  changes,  especially  those  involving  significant  changes  in  terms  of  institutional  mission,  level   of  program  or  course  offerings,  and  partnerships  with  other  institutions,  the  Chancellor  will  play  the   initiating  role,  securing  Board  and/or  State  approval  (THECB,  State  Legislature)  when  required.         Responsible  party   Area  of  responsibility   HCC  Chancellor   Secure  HCC  Board  and/or  State  approval  (THECB   and/or  State  Legislature)  when  required  and  notify   Vice  Chancellor  of  Instruction  to  pursue  needed   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Work  with  Accreditation  Compliance  Director  to   Instruction)   execute  the  substantive  change  process  in  a  timely   manner   Accreditation  Compliance  Director   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner.       1.    Initiating  coursework  or  programs  at  a  different  level  than  currently  approved.     This  type  of  change  would  require  the  HCC  Chancellor  to  secure  approval  first  by  the  HCC  Board  of   Trustees  of  the  intent  and  second  by  the  Texas  Higher  Education  Coordinating  Board  (THECB).     Additionally,  this  action  is  currently  not  allowed  in  Texas  without  specific  state  legislative  action.     Following  approval  of  the  intent  by  the  various  governing  bodies  (HCC  Board  of  Trustees,  THECB,  or   State  Legislature),  the  details  of  the  curriculum  would  have  to  follow  the  internal  approval  processes  as   outlined  in  the  HCC  Curriculum  Handbook.    The  Vice  Chancellor  of  Instruction  would  oversee  the   approval  processes  and  ensure  that  sufficient  time  is  allowed  to  accommodate  the  twelve  months   advanced  notice  and  prior  approval  required  by  SACSCOC  before  the  implementation.  .       Approved  Dec  2010;  Revised  April  2012     Page  6  
    • Responsible  party   HCC  Chancellor   SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Instruction)   Accreditation  Compliance  Director   Area  of  responsibility   Secure  HCC  Board  and/or  State  approval  (THECB   and/or  State  Legislature)  when  required  and  notify   Vice  Chancellor  of  Instruction  to  pursue  needed   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   Work  with  Accreditation  Compliance  Director  to   execute  the  substantive  change  process  in  a  timely   manner   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner           2.  Altering  significantly  the  educational  mission  of  the  institution.     The  fundamental  educational  mission  of  Texas  community  colleges  is  determined  by  the  State   Legislature  and  overseen  by  the  THECB.    With  each  new  Strategic  Plan,  the  HCC  Board  revisits  the  HCC   Mission  Statement  to  ensure  its  alignment  with  state  law,  THECB  rules  and  regulations,  and  to  phrase  it   in  terms  that  they  feel  best  serve  the  interests  of  the  community.    Any  significant  change  in  the   educational  mission  would  necessarily  require  concurrent  conversations  and  approval  by  all  governing   bodies  (HCC  Board,  THECB,  State  Legislature).    The  Chancellor  will  communicate  the  desire  of  the  Board   to  make  any  significant  changes  in  the  educational  mission  of  the  institution  to  the  Vice  Chancellor  for   Instruction  for  subsequent  notification  to  SACSCOC.         Responsible  party   Area  of  responsibility   HCC  Chancellor   Secure  HCC  Board  and/or  State  approval  (THECB   and/or  State  Legislature)  when  required  and  notify   Vice  Chancellor  of  Instruction  to  pursue  needed   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Work  with  Accreditation  Compliance  Director  to   Instruction)   execute  the  substantive  change  process  in  a  timely   manner   Accreditation  Compliance  Director   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner       3.    Initiating  joint  or  dual  degrees  with  another  institution.     This  type  of  change  would  come  as  a  result  of  a  contract  or  agreement  originated  by  the  highest  levels   of  the  HCC  administration  and  would  potentially  require  the  HCC  Chancellor  securing  approval  of  the   HCC  Board  of  Trustees.    Upon  Board  approval,  the  HCC  Chancellor  would  direct  the  Vice-­‐Chancellor  of   Instruction  (HCC’s  SACS  Liaison)  and  the  Accreditation  Compliance  Director  so  that  the  process  of   notifying  SACSCOC  and  requesting  its  approval  could  be  completed  in  a  timely  manner.     Responsible  party   Area  of  responsibility   HCC  Chancellor   Secure  HCC  Board  and/or  State  approval  (THECB   Approved  Dec  2010;  Revised  April  2012     Page  7  
    • SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Instruction)   Accreditation  Compliance  Director   and/or  State  Legislature)  when  required  and  notify   Vice  Chancellor  of  Instruction  to  pursue  needed   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   Work  with  Accreditation  Compliance  Director  to   execute  the  substantive  change  process  in  a  timely   manner   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner                   4.    Initiating  programs  or  courses  offered  through  contractual  agreement  or  consortium.     This  type  of  arrangement  is  likely  to  begin  at  the  program  level  in  the  instructional  departments.    A  dean   and  ultimately  a  college  president  would  be  involved  in  the  initial  stages.    HCC  regulations  do  not  allow   the  college  presidents  to  sign  contracts  that  would  obligate  HCC  to  participate  in  this  type  of   arrangement  without  the  HCC  Chancellor’s  approval.    Once  the  Chancellor  has  approved,  she  will  seek   Board  and/or  State  approval  when  required  and  notify  the  Vice-­‐Chancellor  of  Instruction  to  pursue  the   internal  approval  processes  and  to  work  with  the  Accreditation  Compliance  Director  for  notification  to   SACSCOC  in  a  timely  manner.       Responsible  party   Area  of  responsibility   HCC  Chancellor   Secure  HCC  Board  and/or  State  approval  (THECB   and/or  State  Legislature)  as  required  and  notify   Vice  Chancellor  of  Instruction  to  pursue  needed   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Work  with  Accreditation  Compliance  Director  to   Instruction)   execute  the  substantive  change  process  in  a  timely   manner   Accreditation  Compliance  Director   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner       5.    Entering  into  a  contract  with  an  entity  not  certified  to  participate  in  USDOE  Title  IV  programs.     This  type  of  agreement  would  begin  at  the  highest  levels  of  HCC  administration  and  would  potentially   require  HCC  Board  of  Trustees  approval.    Once  the  Chancellor  has  approved,  she  will  seek  Board  and/or   State  approval  when  required  and  notify  the  Vice-­‐Chancellor  of  Instruction  to  pursue  the  internal   approval  processes  and  to  work  with  the  Accreditation  Compliance  Director  for  notification  to  SACSCOC   in  a  timely  manner.       Responsible  party   Area  of  responsibility   HCC  Chancellor   Secure  HCC  Board  and/or  State  approval  (THECB   and/or  State  Legislature)  when  required  and  notify   Approved  Dec  2010;  Revised  April  2012     Page  8  
    • SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Instruction)   Accreditation  Compliance  Director   Vice  Chancellor  of  Instruction  to  pursue  needed   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   Work  with  Accreditation  Compliance  Director  to   execute  the  substantive  change  process  in  a  timely   manner   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner               6.    Changing  governance,  ownership,  control  or  legal  status,  or  acquiring  a  program  from  another   institution,  or  adding  a  permanent  location  at  a  site  where  the  institution  is  conducting  a  teach-­‐out  for   students  from  another  institution  that  is  closing.     Taking  over  another  institution’s  governance,  building(s)  or  programs  or  teaching-­‐out  another   institution’s  programs  are  activities  that  would  be  initiated  at  the  highest  levels  of  HCC  administration   and  would  require  the  approval  of  the  HCC  Board  of  Trustees.    Once  the  Chancellor  has  approved,  she   will  seek  Board  and/or  State  approval  when  required  and  notify  the  Vice-­‐Chancellor  of  Instruction  to   pursue  the  internal  approval  processes  and  to  work  with  the  Accreditation  Compliance  Director  for   notification  to  SACSCOC  in  a  timely  manner.       Responsible  party   Area  of  responsibility   HCC  Chancellor   Secure  HCC  Board  and/or  State  approval  (THECB   and/or  State  Legislature)  as  required  and  notify   Vice  Chancellor  of  Instruction  to  pursue  needed   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Work  with  Accreditation  Compliance  Director  to   Instruction)   execute  the  substantive  change  process  in  a  timely   manner   Accreditation  Compliance  Director   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner       7.    Initiating  a  merger  or  consolidation  with  another  institution.     Merging  with  another  institution  would  be  initiated  at  the  highest  levels  of  HCC  administration  and   would  require  the  approval  of  the  Board  of  Trustees  and  the  Texas  Higher  Education  Coordinating   Board.    Once  the  Chancellor  has  approved,  she  will  seek  Board  and/or  State  approval  when  required  and   notify  the  Vice-­‐Chancellor  of  Instruction  to  pursue  the  internal  approval  processes  and  to  work  with  the   Accreditation  Compliance  Director  for  notification  to  SACSCOC  in  a  timely  manner.       Responsible  party   Area  of  responsibility   HCC  Chancellor   Secure  HCC  Board  and/or  State  approval  (THECB   and/or  State  Legislature)  as  required  and  notify   Vice  Chancellor  of  Instruction  to  pursue  needed   Approved  Dec  2010;  Revised  April  2012     Page  9  
    • SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Instruction)   Accreditation  Compliance  Director   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   Work  with  Accreditation  Compliance  Director  to   execute  the  substantive  change  process  in  a  timely   manner   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner             8.    Contracting  with  another  institution  to  teach-­‐out  HCC  students  after  closing  a  program,  off-­‐campus   site,  branch  campus  or  the  institution.    [The  scenario  of  HCC  teaching-­‐out  another  institution’s   students  is  covered  in  6.  above.]     If  HCC  closes  a  program,  a  site,  or  decides  to  close  altogether,  and  contracts  with  another  institution  to   teach-­‐out  HCC’s  students,  the  decision  to  do  so  will  be  made  at  the  highest  levels  of  the  HCC   administration  and  would  require  the  approval  of  the  Board  of  Trustees  and  the  Texas  Higher  Education   Coordinating  Board.    The  Vice-­‐Chancellor  of  Instruction  would  know  of  the  plans  from  the  beginning.     The  Vice-­‐Chancellor  would  inform  the  Accreditation  Compliance  Director.    From  that  point  the   procedures  for  notifying  SACSCOC  would  be  followed.     Responsible  party   Area  of  responsibility   HCC  Chancellor   Secure  HCC  Board  and/or  State  approval  (THECB   and/or  State  Legislature)  as  required  and  notify   Vice  Chancellor  of  Instruction  to  pursue  needed   internal  approval  processes  and  notification   processes  for  SACSCOC  in  a  timely  manner.   SACSCOC  Liaison  (HCC  Vice  Chancellor  for   Work  with  Accreditation  Compliance  Director  to   Instruction)   execute  the  substantive  change  process  in  a  timely   manner   Accreditation  Compliance  Director   Oversee  the  details  of  the  substantive  change   process  to  ensure  completion  in  a  timely  manner           C.  Substantive  Changes  for  which  all  notifications  and  reports  have  been  made:     1.    Initiating  Distance  Learning.   2.    Offering  50%  or  more  of  all  programs  taught  at  HCC  via  Distance  Learning.   3.    Changing  from  clock  hours  to  credit  hours.     Approved  Dec  2010;  Revised  April  2012     Page  10