Policy: 4.15 Substantive Change

Business and Operating Policies and Procedures

Adoption Date: June 23, 2025

Howard College is accredited by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). The Board of Trustees and administration are committed to full compliance with SACSCOC Principle of Integrity, Core Requirements, Comprehensive Standards, policies, and additional Federal Requirements. The purpose of this policy is to ensure continuous compliance with SACSCOC Comprehensive Standards related to substantive change and its Substantive Change for Accredited Institutions of the Commission Colleges.

Howard College is required to notify or secure SACSCOC approval prior to implementing a substantive change. The institution is responsible for maintaining compliance at all times with Standard 14.2 (Substantive change) of the Principles of Accreditation and with the Substantive Change Policy and Procedures and related policies. Substantive change is defined as a significant modification or expansion of the nature and scope of an accredited institution.

Under federal regulations, Substantive Change includes but it not limited to:

Substantially changing the established mission or objectives of an institution or its programs.
Changing the legal status, form of control, or ownership of an institution.
Changing the governance of an institution.
Merging / consolidating two or more institutions or entities.
Acquiring another institution or any program or location of another institution.
Relocating an institution or an off-campus instructional site of an institution (including a branch campus).
Offering courses or programs at a higher or lower degree level than currently authorized.
Adding graduate programs at an institution previously offering only undergraduate programs (including degrees, diplomas, certificates, and other for-credit credential).
Changing the way an institution measures student progress, whether in clock hours or credit-hours; semesters, trimesters, or quarters; or time-based or non–time-based methods or measures.
Adding a program that is a significant departure from the existing programs, or method of delivery, from those offered when the institution was last evaluated.
Initiating programs by distance education or correspondence courses.
Adding an additional method of delivery to a currently offered program.
Entering into a cooperative academic arrangement.
Entering into a written arrangement under 34 C.F.R. § 668.5 under which an institution or organization not certified to participate in the title IV Higher Education Act (HEA) programs offers less than 25% (notification) or 25-50% (approval) of one or more of the accredited institution’s educational programs. An agreement offering more than 50% of one or more of an institution’s programs is prohibited by federal regulation.
Substantially increase or decreasing the number of clock hours or credit hours awarded or competencies demonstrated, or an increase in the level of credential awarded, for successful completion of one or more programs.
Adding competency-based education programs.
Adding each competency-based education program by direct assessment.
Adding programs with completion pathways that recognize and accommodate a student’s prior or existing knowledge or competency.
Awarding dual or joint academic awards.
Re-opening a previously closed program or off-campus instructional site.
Adding a new off-campus instructional site/additional location including a branch campus.
Adding a permanent location at a site at which an institution is conducting a teach-out program for students of another institution that has ceased operating before all students have completed their program of study.
Closing an institution, a program, a method of delivery, an off-campus instructional site, or a program at an off-campus instructional site.
Participating in the federal Prison Education Program providing Pell Grant access to confined or incarcerated students.

The Administrative Cabinet is responsible for the development, dissemination, implementation, monitoring, and regular evaluation of procedures to ensure compliance with this Policy. The SACSCOC Liaison is responsible for monitoring College activities and notifying SACSCOC in advance of substantive changes and program developments in accordance with the substantive change policy of SACSCOC. Compliance with this policy and associated procedures is mandatory.

PROCEDURES

The SACSCOC Liaison shall review SACSCOC policy on substantive change and communicate policy requirements to the Administrative Cabinet on an ongoing basis. The SACSCOC Liaison will meet periodically with the District Academic Affairs Council to determine if there are any institutional changes that would qualify as substantive in nature to require notification to SACSCOC.
The institutional changes that may be considered substantive are listed above.
Substantive changes are classified by SACSCOC according to the nature of the change, and the subsequent procedure to be followed is outlined in Substantive Change Policy and Procedures. Some substantive changes only require notification without a Prospectus and others require notification with the submission of a Prospectus.
When planning to make changes that may require substantive change notification or approval, instructional leaders must consult with the Howard College SACSCOC Liaison to determine the appropriate procedure and timeline for the proposed change.
All proposals for distance education, off-campus sites, or new programs will follow the curriculum review process as overseen by the District Academic Affairs Council. All proposals must follow and document adherence to the Howard College curriculum review and approval policies and processes. When applicable, the Howard College SACSCOC Liaison will provide information necessary to prepare a prospectus in accordance with the requirements outlined in the SACSCOC Substantive Change Policy.
All substantive change education and review activities must be coordinated to allow ample time to satisfy the timeframe for notification and/or approval as set by the THECB and/or SACSCOC. Howard College will adhere to the reporting times as specified in the THECB guidelines and in the Substantive Change Policy and Procedures.
The SACSCOC Liaison is responsible for all Substantive Change submissions, including narratives and supporting documentation, to the SACSCOC Institutional Portal. The SACSCOC Liaison will maintain records, both electronically and in hard copy, of substantive change documentation for reference to support the institution’s compliance with accreditation standards. The SACSCOC Liaison will submit any necessary fees related to Substantive Change submissions.
The SACSCOC Liaison will be responsible for developing the policy on substantive change, submitting the policy for review, and revising the policy as a result of periodic evaluation of the effectiveness of the policy and/or updates to SACSCOC Substantive Change policies.