NAVIGATING THE WASC
SUBSTANTIVE CHANGE PROCESS
PRESENTERS:
Sharyl McGrew, M.S.
Substantive Change Manager, WASC
Leanne Neilson, Psy.D.
Provost and VP for Academic Affairs, California Lutheran University
David Ely, Ph.D.
Director, Graduate Business Programs, San Diego State University
Halyna Kornuta, Ed.D.
Associate VP for Academic Affairs, Accreditation Liaison Officer,
CSU Stanislaus
Brenda Barham Hill, Ph.D.
WASC Associate, former CEO, Claremont University Consortium
SPONSORED BY ACSCU IN COLLABORATION WITH ACCJC
OUR GOAL
Our goal today is to give you
the information you need to get
a substantive change proposal
approved—
the first time!
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
AGENDA
1:15 – 1:30
1:30 – 2:15
2:15 – 2:35
2:35 – 2:45
2:45 – 2:55
2:55 – 3:45
3:45 – 4:00
HIGHER EDUCATION’S THIRD HORIZON
Welcome and introductions
Substantive change basics
Top 10 stumbling blocks
Break
Facilitating campus buy-in
Proposal review exercises
Q&A, Wrap-up
2011 WASC Academic Resource Conference
PLEASE INTRODUCE YOURSELF
• Name
• Institution
• Role/Position
• What would you like to cover today?
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
LEARNING OUTCOMES
By the end of this workshop you will be able to:
…apply the policies and procedures of substantive
change when developing proposals for your campus.
…find sample proposals and other electronic
resources.
…understand and avoid some of the common
stumbling blocks in substantive change proposals.
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
POP QUIZ
What percentage of substantive change
proposals are approved during the first
review?
A) 95%
B) 84%
C) 66%
D) 50%
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
WHAT IS SUBSTANTIVE CHANGE?
Definition: A change that may significantly affect an institution’s
quality, objectives, scope, or control.
Why does WASC Review?
Mandated by the Department of Education to ensure that any
substantive change to the educational mission or program(s)
of an institution after the agency (WASC) has accredited or
pre-accredited the institution does not adversely affect the
capacity of the institution to continue to meet the Standards
of Accreditation.
-Title 34: Education §602.22
(See Handout)
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
DEGREE LEVEL APPROVAL
(Handout)
G = General
– May offer programs at that degree level without
prior approval
S = Specified
– May offer programs in a specific discipline without
prior approval
I = Individual
– All new degree programs must be approved
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
WHAT TRIGGERS A WASC REVIEW?
(Handout)
1. Structural Changes
•
•
Change of ownership, mission, control
Degree Level ‘New’ to your institution
2. New degree program
(for institutions with “I” or “S” degree level approval)
3. Off-Campus Site
(25+ miles, 50%+ delivered)
4. Distance Education program
(50%+ delivered) (regardless of degree level approval)
5. Duration
Change in clock or credit hours
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
TWO CATEGORIES OF REVIEW
Committee Review = Substantive Change
• Review by Sub Change Committee panel
• Approval by the Commission
Committee and Commission Review =
Structural Change
• Review by Sub Change Committee panel
• Pre-implementation site visit
• Review by Structural Change Committee panel
• Approval by Commission
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
WHO CONDUCTS REVIEWS?
Commission
Standing
Committees
Chair’s
Committee
Finance &
Operations
Policy &
Planning
Structural
Change (8)
WASC
Appointed
Committees
Eligibility
Review
HIGHER EDUCATION’S THIRD HORIZON
Interim
Report
Proposal
Review
Substantive
Change (30)
2011 WASC Academic Resource Conference
COMMITTEE REVIEWS
Types of Substantive Changes:
Modality:
• New Site (+25 mile, +50% rules)
• Distance Education (+50% rule)
• New degree programs that require
approval under Degree Level
Approval policy
• Programs delivered >25% by unaccredited
organization
SC Committee
Not Accept
($750)
Interim Approval
Fast Track Review:
5 year authorization
Cost:
$1,000-$1,500 per proposal
Commission
Time:
Submit application 8-10 Months before
desired implementation
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
COMMITTEE AND COMMISSION REVIEWS
(Structural Change)
Types of Substantive Changes:
•Degree Level Approval Changes
–
–
SC Committee
Joint degree programs
New degree level
•Legal Status or Form of Control
Merger, change in ownership, affiliation
or sponsorship
•Mission
Significant change in the objectives of
the institution
Site Visit
$500
+Expenses
Not
Accept
$750
•Commission Required
–
Sanction Imposed
–
Any proposal at the Committee’s discretion
Structural
Panel
Cost:
$3-20,000 + Legal and Visit fees, as applicable
Commission
Time:
Submit application 10-12 months before desired implementation
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
RESUBMISSION REVIEWS
Types of Substantive Changes:
Subsequent review of proposal
‘Not Accepted’ by the
Substantive Change Committee
Cost:
$750 per proposal
1st Reader
+ Staff
Not Accept
$750
Interim Approval
Time:
Reviewed 1-30 days after submission
Commission
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
FAST TRACK AUTHORIZATION
What does it cover?
• Modality
– Distance Ed
– Off-campus site
– Regional Center
(specific)
• Degree Level
– Bachelor’s
– Master’s
HIGHER EDUCATION’S THIRD HORIZON
What do you get?
• 5 years of expedited proposals
• Reviewed in 30-45 days
• No site visits until
comprehensive review (CPR,
EER)
• Significant cost savings $250
per proposal (instead of $1000
per proposal)
2011 WASC Academic Resource Conference
EXPEDITED (FastTrack) REVIEWS
Types of Substantive Changes:
Review of proposals consistent with
previously granted Fast Track
authorization
WASC
Staff Liaison
Cost:
$250 per proposal
Time:
Submit application and proposal
30-60 days before desired
implementation
HIGHER EDUCATION’S THIRD HORIZON
Not Accept
Approval:
Program can be
implemented
2011 WASC Academic Resource Conference
WHAT TRIGGERS A SITE VISIT?
• Pre-implementation Site Visit
– First degree at a degree level
– Joint doctoral program
– Change in mission, legal status or form of control
• Post-implementation Site Visit
– Off-campus site (>3 Sites Rule)
– International program (first program in a new country)
– Following the completion of a change in ownership, merger, etc.
• Committee or Commission Required Visit
– Following Committee or Commission review for extenuating
circumstances
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
COMING IN 2011
• Joint Degree policy
• Dual Degree policy
• Policy on Contracts with Unaccredited Orgs.
• Program review: modification of distance ed
review policies?
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
NOW, LET’S REVIEW!
• What is a Substantive Change?
• What are the two major categories of review?
• What types of changes require approval?
• When should I file an application?
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
THE PROCESS
Step 1: Submit Application and Fee
(at least 8 months prior to implementation)
Step 2: Submit Proposal via LiveText
(2 months prior to conference call)
Step 3: Preliminary review by WASC staff,
you have one week to respond
Step 4: Participate in conference call:
Interim Approval
Visit
or
Not Accept
Final Approval
HIGHER EDUCATION’S THIRD HORIZON
Site Visit
Revise and resubmit
2011 WASC Academic Resource Conference
SUBSTANTIVE CHANGE RESOURCES
• #1 Campus Resource - The ALO
• WASC Staff
– Institutional Liaison
– Substantive Change Staff
• Online Resources
– www.wascsenior.org/subchange
• 2010 Substantive Change Manual
• Substantive Change Application
• These Presentation Materials
– samples.wascsenior.org
– templates and rubrics (www.livetext.com)
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
ONLINE RESOURCES
• www.wascsenior.org
• Institutional Resources
• Document Library
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
http://samples.wascsenior.org
• Samples Search by:
- Type of proposal
- Type of institution
• Look for recent
proposals as criteria
change
• Contact other ALOs
and ask for help!
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
LIVETEXT 101
www.livetext.com
Please follow
the directions.
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
PRE-SUBMITTAL CHECKLIST
(Handout)
• ALO should thoroughly review the proposal
before submitting through LiveText.
– Are all questions answered completely?
– Is this proposal understandable to an outside
reviewer?
– Do all attachments and hyperlinks open?
– Have common “Not Accept” issues been
addressed?
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
PRELIMINARY REVIEW BY WASC
• WASC staff review the proposal and return it to the
ALO for clarification, missing information, and
technical issues.
• ALO has one week to respond.
• Virtually ALL proposals are returned to ALO after
preliminary review.
• Number of “Not Accept” proposals has dropped
significantly.
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
QUESTIONS?
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
WORKSHOP OUTCOMES CHECK...
…apply the policies and procedures of
substantive change when developing
proposals for your campus.
…find sample proposals and other electronic
resources.
• …understand and avoid some of the common
stumbling blocks in substantive change
proposals.
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
Top 10 Stumbling Blocks
(Handout)
Frequency (%)
Sub Change Top 10
90
80
70
60
50
40
30
20
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HIGHER EDUCATION’S THIRD HORIZON
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2011 WASC Academic Resource Conference
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
TEAMWORK . . . VIA EXPERTS
• Faculty
- Lead writer; curriculum mapping and
assessment; program need
• Librarian
• Institutional Technology
• Institutional Research
• Budget Analyst
• ALO (accreditation history)
- Lead writer; LiveText
• Reader / Editor
TOOLS
•
•
•
•
•
Connect similarity to Program Review
Create Word template from LiveText
Design protocol for Sharing versions
Refer to checklist; rubric; timeline
Consider your audience
– Creative writing exercise?
– Respond to prompt
• Clear
• Concise
• Relevant
TOOLS
• Create checkpoints
– Call in “survivors”
– Work backwards using timeline
– Frequent meetings
– Pre-proposal call “dress rehearsal”
PROPOSAL REVIEW
20 minutes:
- Read the proposal
- Assess the proposal using:
• The Rubric
• The Pre-submittal Checklist
• The Top 10 Reasons list
- Discuss with your group:
- What are the strengths and weaknesses of this proposal?
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
WORKSHOP OUTCOMES CHECK...
…apply the policies and procedures of
substantive change when developing
proposals for your campus.
…find sample proposals and other electronic
resources.
…understand and avoid some of the common
stumbling blocks in substantive change
proposals.
HIGHER EDUCATION’S THIRD HORIZON
2011 WASC Academic Resource Conference
SUGGESTIONS?
David Ely, Ph.D.
Co-Chair, Substantive Change Committee
Director of Graduate Business Programs
Professor of Finance
San Diego State University
619.594.6842
david.ely@sdsu.edu
Sharyl McGrew, M.S.
Substantive Change Manager
WASC
510.748.9001 ext. 312
smcgrew@wascsenior.org
Brenda Barham-Hill, Ph.D.
WASC Associate
Former CEO, Claremont University Consortium
510.748.9001 ext. 352
bbhill@wascsenior.org
HIGHER EDUCATION’S THIRD HORIZON
Leanne Neilson, Psy.D.
Co-Chair, Substantive Change Committee
Provost and Vice President for Academic Affairs
California Lutheran University
805.493.3145
neilson@clunet.edu
Halyna Kornuta, Ed.D.
Associate VP for Academic Affairs
Accreditation Liaison Officer
CSU Stanislaus
209.667.3082
hkornuta@csustan.edu
2011 WASC Academic Resource Conference