Substantive Change Procedure

New Degree or Certificate Program: Upon receipt of a Form regarding a new degree or certificate program, the Director and VCPIE shall determine whether proposed changed represents a significant departure.

If so, the Form shall be forwarded to the appropriate party for approval. If duly approved by all requisite DRIs, the AVC of Curriculum and the Director will prepare the relevant prospectus and send it with accompanying documentation to SACSCOC after review/ approval by the Liaison.

If the new program is not a significant departure, the Director will prepare a notification letter to be sent to SACSCOC after review/approval by the Liaison. Due consideration shall be given to SACSCOC deadlines for notification and planned implementation dates.

Once SACSCOC approval is received, the Director will notify the AVC of Curriculum and update the Accreditation Compliance website. The AVC of Curriculum will update the College District webpage and academic catalog and notify the Executive Director of Financial Aid, as well as other key or impacted constituents.

The following table sets forth the reporting, procedural, notification, and approval requirements associated with New Degree or Certificate Programs:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Initiating a new degree/certificate using existing approved courses	After THECB approval	No, but SACSCOC acknowledgement is needed if students placed in the program are to be eligible for federal financial aid.	VCIS/CAO THECB* DOE**	Notification Letter or e-mail
Initiating a new degree/certificate that is a significant departure from current programs	By Jan. 1 for 7/1-12/31 implementation; By July 1 for 1/1-6/30 implementation	Yes	VCIS/CAO BOT*** THECB DOE	Prospectus
Initiating a direct assessment competencybased program	By March 15 for implementation planned for 1/1- 6/30; by September 1 for implementation planned for 7/1- 12/31 in the subsequent year	Yes	VCIS/CAO THECB	Letter of notification, screening form and possible prospectus
Initiating a certificate program that is a significant departure from previously approved programs at employer’s request and on short notice	At the discretion of SACSCOC staff	Yes	VCIS/CAO BOT THECB DOE	Modified prospectus
Altering significantly the length of a program	At the discretion of SACSCOC staff	Yes	VCIS/CAO THECB DOE	Modified prospectus
Initiating degree completion programs	By Jan. 1 for 7/1-12/31 implementation; By July 1 for 1/1-6/30 implementation	Yes	VCIS/CAO BOT THECB DOE	Prospectus

*THECB: The Texas Higher Education Coordinating Board
**DOE: United States Department of Education
***BOT: The College District’s Board of Trustees

 

Discontinued Degree or Certificate Program: Upon submission of a Form regarding a discontinued degree or certificate program, the AVC of Curriculum shall collaborate with the relevant Dean(s) to prepare appropriate documentation, as indicated on the Form, including teach-out plan(s) where necessary.

Thereafter, the Form, along with relevant documentation, shall be distributed to the requisite DRIs for approval. Once all approval signatures have been obtained, the Director shall prepare a letter of notification for submission to SACSCOC after review/approval by the Liaison.

Once SACSCOC approval is received, the Director will notify the AVC of Curriculum and update the Accreditation Compliance website. The AVC of Curriculum will update the College District webpage and academic catalog and notify the Financial Aid office, as well as other key or impacted constituents.

The following table sets forth the reporting, procedural, notification, and approval requirements associated with Discontinued Degree or Certificate Programs:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Closing a program (internal teach-out plan)	Immediately following the decision to close the program	Yes	VCIS/CAO THECB DOE	Description of teach-out plan and letter of notification

 

Offering Credit at a New Level: The Associate Degree is the highest degree the College District is accredited to award. Awarding a degree at a higher level requires the approval of the Texas State Legislature and the THECB.

Upon review of a Form proposing the College District offer credit at a new level; if permitted, the VCIS/CAO and the Director shall draft an application for level change. After review by the Liaison, the application shall be submitted to SACSCOC in accordance with curricular guidelines only after all requisite DRI approvals have been obtained.

Once SACSCOC approval is received, the Director will notify the AVC of Curriculum and update the Accreditation Compliance website. The AVC of Curriculum will update the College District webpage and academic catalog and notify the Financial Aid office, as well as other key or impacted constituents.

The following table sets forth the reporting, procedural, notification, and approval requirements associated with Offering Credit at a New Level:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Initiating coursework or programs at a different level than currently approved	By March 15 for implementation planned for 1/1-6/30; by September 1 for implementation planned for 7/1-12/31 in the subsequent year	Yes	VCIS/CAO BOT THECB DOE	Application for level change

 

New Off-Campus Sites: When any College District department anticipates offering credit courses comprising more than 50% of any previously approved program at any new location, the Dean, or the AVC of College Readiness that maintains the College District’s relationship with the local ISDs, shall notify the AVC of Curriculum and submit a Form to the Director at least six (6) months prior to the implementation date for an identification of reporting, procedural, notification, and approval requirements.

New off-campus sites at which a student earns less than 50% of his/her credits toward a program, however, also trigger notification requirements prior to implementation if the student is able earn at least 25% of those credits at the off-campus site. As such, the relevant Dean(s) and AVCs/IAVCs are required to closely monitor the potential impact of new/proposed off-campus sites.

Once all requisite DRI approvals have been obtained, and in accordance with institutional curricular guidelines, the Director and relevant Dean and/or the AVC of College Readiness shall prepare a prospectus for submission to SACSCOC after Liaison approval. Once SACSCOC approval is received, the Director will notify the relevant Dean and the AVC of Curriculum and update the Accreditation Compliance website. The AVC of Curriculum will update the College District webpage and academic catalog and notify the Financial Aid office, as well as other key or impacted constituents.

In addition, the Deans’ Council shall meet biannually to review all anticipated new off-campus sites and additional course offerings at non-approved sites to prepare for like substantive changes.

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Initiating off-campus sites where students can obtain 50% or more credits toward any program	By Jan. 1 for 7/1-12/31 implementation; By July 1 for 1/1-6/30 implementation	Yes	VCIS/CAO DOE	Prospectus
Initiating offcampus sites where students can obtain 25-49% credits toward any program	Prior to implementation	No	VCIS/CAO N/A	Notification Letter
Initiating offcampus sites where students can obtain less than 24% of credits toward any program	N/A	No	VCIS/CAO N/A	N/A
Offering previously approved program at previously approved offcampus sites	N/A	N/A	VCIS/CAO N/A	N/A
Initiating a certificate program at a new off-campus site at employer’s request and on short notice (previously approved program)	At the discretion of SACSCOC staff	Yes	VCIS/CAO N/A	Modified prospectus
Adding a site under a U.S. military contract for a previously approved program	At the discretion of SACSCOC staff	Yes	VCIS/CAO N/A	Modified Prospectus

 

Moving an Instructional Site: After receiving the Form to move an off-campus site, the Director determines if the move is within the current service area or to a new service area. This distinction serves to inform the VCPIE or Director with respect to the reporting, procedural, notification, and approval requirements to be assigned on the Form.

In addition, if the stated purpose of the move is to attract a wider or different student base to the site, the move is considered to be to a new service area. For these moves, after all requisite DRI approval is obtained, the Director works with the Chief Facilities Officer (CFO) and President to prepare a prospectus and gather the appropriate documentation for submission to SACSCOC after review by the Liaison.

Once SACSCOC approval is received, the Director shall notify the AVC of Communications and Marketing of the new address so that appropriate communication throughout the institution, including, but not limited to, updating the website, occurs. The Director will notify the President, CFO, and VCIS/CAO of any final changes. For a site that is not being moved to a new service area, after all requisite DRI approval is obtained, the Director prepares a letter of notification for submission to SACSCOC after review by the Liaison. Once SACSCOC acknowledgement is received, the Director shall notify the AVC of Communications and Marketing of the new address so that appropriate communication throughout the institution, including, but not limited to, updating the website, occurs.

The following table sets forth the reporting, procedural, notification, and approval requirements associated with Moving an Instructional Site:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Moving an offcampus site (within the same campus service area)	Prior to implementation	No (prior notification is required)	VCIS/CAO with VCPIE BOT	Notification Letter
Moving an offcampus site to a new service area	By Jan. 1 for 7/1-12/31 implementation; By July 1 for 1/1-6/30 implementation	Yes	VCIS/CAO with VCPIE BOT THECB	Prospectus

 

Branch Campuses: Should the College District pursue the establishment of a new branch campus, a Form must be submitted so that the Director/VCPIE may articulate the applicable requirements.

Once all requisite DRI approval has been obtained, the Director, Liaison, and potentially other key stakeholders, shall prepare the prospectus and associated documentation. The Liaison will forward the documentation to the Chancellor’s Office for signature and submission to SACSCOC.

Once SACSCOC approval is received, the Director shall notify the AVC of Communications and Marketing so that appropriate communication throughout the institution, including, but not limited to, updating the website, occurs.

The following table sets forth the reporting, procedural, notification, and approval requirements associated with establishing Branch Campuses:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Relocating a main or branch campus	By Jan. 1 for 7/1-12/31 implementation; By July 1 for 1/1-6/30 implementation	Yes	VCPIE BOT	Prospectus
Initiating a branch campus	By Jan. 1 for 7/1-12/31 implementation; By July 1 for 1/1-6/30 implementation	Yes	VCPIE BOT	Prospectus

 

Discontinuing Use of a Branch Campus or Instructional Site: When discontinuing a leasing agreement because the College District no longer needs to utilize a branch campus or instructional site location, a Form should be submitted to ensure proper procedural, approval, and other relevant requirements are met.

Once all requisite DRI approval is obtained, and the CFO has notified the Director of the leasing agreement, the Director shall immediately prepare a letter of notification for submission to SACSCOC after review by the Liaison.

If the intention is to discontinue offering dual credit classes at a previously approved high school, the AVC of College Readiness shall initiate the change with the Form.

Once SACSCOC approval is received, the Director shall notify the AVC of Communications and Marketing to update the College District webpage in the case of a leased site and notify the appropriate constituents. In the case of a dual-credit site, the Director shall notify the AVC of College Readiness that approval has been received to discontinue teaching at a dual credit site.

The following table sets forth the reporting, procedural, notification, and approval requirements associated with Discontinuing Use of a Branch Campus or Instructional Site:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Closing an approved site (internal teach- out plan)	Immediately following the decision to close the site	Yes	VCPIE BOT	Description of teach-out plan and letter of notification
Closing an offcampus site or branch campus, where HCCS plans to teach out its own students	Immediately following the decision to close the program	Yes	VCPIE BOT	Description of teach-out plan and letter of notification

 

Contractual Agreements and Consortiums: The following table sets forth the reporting, procedural, notification, and approval requirements associated with Contractual Agreements and Consortiums:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Initiating programs or courses offered through contractual agreement or consortium	Prior to Implementation	n No (prior notification is required)	VCIS/CAO N/A	Letter of Notification and copy of signed MOU
Initiating a merger or consolidation with another institution	By 12/15 for 7/1-12/31 implementation; By 6/1 for 1/1 – 6/31 implementation	Yes	VCPIE BOT THECB	Institutional Summary, BOT Prospectus
Acquiring any program or site from another institution	By 12/15 for 7/1-12/31 implementation; By 6/1 for 1/1 – 6/31 implementation	Yes	VCPIE BOT	Institutional Summary, BOT Prospectus
Adding a permanent location at a site where the institution is conducting a teach-out for students form another institution that is closing	By 12/15 for 7/1-12/31 implementation; By 6/1 for 1/1 – 6/31 implementation	Yes	VCPIE BOT	Institutional Summary, Prospectus
Entering into a contract with an entity not certified to participate in USDOE Title IV Programs if the entity provides 25% or more of an educational program offered by HCCS	By Jan. 1 for 7/1-12/31 implementation; By July 1 for 1/1-6/30 implementation	Yes	VCPIE DOE	Prospectus
Entering into a contract with an entity not certified to participate in USDOE Title IV Programs if the entity provides less than 25% of an educational program offered by HCCS	Prior to implementation	No (prior notification is required)	VCPIE DOE	Letter of Notification and Copy of signed MOU

 

Change in Governance or Mission: Any proposed change in the College District’s governance or mission requires the Chancellor’s approval prior to submission to SACSCOC.

The following table sets forth the reporting, procedural, notification, and approval requirements associated with a Change in Governance or Mission:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Changing governance, ownership, control, or legal status of an institution	By 12/15 for 7/1-12/31 implementation; By 6/1 for 1/1 – 6/31 implementation	Yes	VCPIE BOT THECB	Institutional Summary, Prospectus
Altering significantly the educational mission of the institution	At the discretion of the SACSCOC staff	Yes	VCPIE BOT THECB	Prospectus

 

Other Collaborative Programs: After obtaining all of the appropriate signatures on the Form and, in coordination with the Liaison and other key stakeholders, the Director shall prepare the prospectus or other appropriate documentation when a prospectus is not required. If the implementation involves an Early College High School, the AVC of College Readiness shall assist in the creation of the prospectus and gathering the required documentation.

After his/her review, the Liaison shall obtain the Chancellor’s signature and then submit the documentation to SACSCOC. After SACSCOC approval is received, the Director shall notify the appropriate constituents, including the AVC of Communications and Marketing to update the College District webpage.

The following table sets forth the reporting, procedural, notification, and approval requirements associated with Other Collaborative Programs:

Type of Change	Contact SACSCOC	Is prior approval from SACSCOC required before implementation	Directly Responsible Individual Other Approvals	Documentation
Initiating a joint or dual degree with another SACSCOC institution	Prior to implementation	n No (prior notification is required)	VCPIE THECB DOE	Copy of signed MOU and contact information for each institution
Initiating a joint or dual degree with at least one institution not accredited by SACSCOC	At least 6 months prior to implementation	Yes	VCPIE BOT THECB	Copy of signed MOU and contact information for each institution
Initiating a joint or dual degree involving program expansion (significant departure) or initiating a new site where a student can obtain 50% or more credits toward a program.	By Jan. 1 for 7/1-12/31 implementation; By July 1 for 1/1-6/30 implementation	Yes	VCPIE THECB	Prospectus, copy of the signed agreement, and details according to SACSCOC policy