Distance Education Advisory Committee's Review Procedures for
Institutional Plan for Distance Education and Off-Campus Instruction
Determination and Notification of Initial Review Date:
The Initial Review Date (IRD) for an institution's Institutional Plan for Distance Education
and Off-Campus Instruction will be based on its Southern Association of Colleges and
Schools (SACS) accreditation date. For an institution whose SACS accreditation date is
within the next five years (2000-2004), the IRD will be during that same year. For an
institution whose review is scheduled for 2005-2008, its IRD will be five years prior to its
SACS review (e.g., 2007 - 5 = 2002). An Institution whose SACS accreditation date fell
during 1999 will have an IRD of 2000. Future reviews will fall on five-year intervals
except for institutions whose SACS review was in 1999. Their next Institutional Plan
update will be due in 2004. The IRD list for all institutions is attached.
Institutions whose Initial Review Date is shown as 2000 will be given six months notice
of their Plan submission date. After 2000, Texas Higher Education Coordinating Board
staff will notify institutions one year before the institution’s plan due date. CB staff will be
available to assist institutions with Plan development by answering questions and
providing guidance.
A community college district that intends to submit a single Institutional Plan for the
district even though its institutions have individual SACS review dates should notify the
Coordinating Board in writing of its intent. An IRD will be set by the CB staff in
consultation with the district.
Submission
Institutional submissions should contain two parts: a listing of current and anticipated
programs, and the Plan itself. (No submission is required for Part I of the Guidelines
which lays out the purpose for producing an Institutional Plan.) Sample forms to use for
reporting current and anticipated programs (referred to as Part 2 in the Guidelines), and
instructions for completing the forms are below.
Part 3 is the Institutional Plan document. It should contain the checklist from the
Guidelines with supporting narrative for each of the items in the checklist. The narrative
may follow the checklist or be interspersed with it. Please respond to the checklist
components in the same order as they are shown. This will facilitate review of the
document and ensure that we can relate your responses to Plan components. More
details for completing an Institutional Plan are given later in this document.
1
Part 2
Current and Anticipated Distance Education and Off-Campus
Program Offerings and Modes
A sample form labeled "Degree and Certification Programs Imported or Exported Via
Distance Education and Off-Campus Delivery" is attached. This form should be used to
list all current degree and certificate programs imported or exported by distance
education or face-to-face delivery, as well as those planned for delivery in the next
academic year.
Note: This listing is for programs only, not for individual courses. Program name, type
of delivery, percentage of distance delivery, and type of program (credit/non-credit, etc.)
should be included, as well as whether the program is delivered to individuals or to
groups, and whether it is currently offered or will be offered in the next academic year.
Community and technical colleges should include both academic and technical
programs.
CB Rules, Chapter 5, Subchapter H contains the following relevant definitions (emphasis
added):
A program is considered to be offered via distance education or off-campus
instruction if a student may complete a substantial majority of the program
without taking any courses on the main campus of the public university, public
technical college, or health-related institution providing the instruction, or without
physically attending classes within the boundaries of the taxing district of the
public community/junior college district providing the instruction.
Distance education is defined as "Instruction in which the majority of the
instruction occurs when the student and instructor are not in the same physical
setting. A class is considered a distance education class if students receive
more than one-half of the instruction at a distance. Distance education can be
delivered synchronously or asynchronously to any single or multiple location(s):
(A) Other than the "main campus" of a senior institution (or "on campus"),
where the primary office of the chief executive officer of the campus is
located;
(B) Outside the boundaries of the taxing authority of a public
community/junior college district; or
(C) Via instructional telecommunications to any other distant location,
including electronic delivery of all types."
Off-campus courses are those in which one-half or more of the instruction is
delivered with the instructor and student in the same physical location and which
meets one of the following criteria: for senior institutions, Lamar state colleges, or
public technical colleges, off-campus locations are locations away from the main
2
campus; for public community/junior colleges, off-campus locations are locations
outside the taxing district.
Part 3
The Institutional Plan
Institutions should respond to the five sections of Part 3 of the Guidelines for
Institutional Plans for Distance Education and Off-Campus Instruction and include
attachments, if appropriate. As stated in the Guidelines, institutions should provide
relevant documentation. Institutions should not attach, for example, a school catalog
that includes the mission statement or goals (Section 1.2). Only the information
requested should be attached; however, a copy of a page from a catalog that provides
the requested information, such as an organizational chart or mission statement, is
acceptable. If attachments are included, please indicate the attachment number or letter
reference in the narrative response.
Descriptions of policies and/or procedures should focus on the question asked.
Responses should be identified by section and response number, such as 1.1, 1.2, etc.
In most cases, a paragraph or two should be sufficient.
DEAC Review Process in Brief:
Upon completion of an Institutional Plan, five copies should be sent to the Coordinating
Board's Universities and Health-Related Institutions Division. Staff will conduct an initial
review of the document, and discuss any discrepancies (e.g., missing parts) with the
institution or confirm completion. The Institutional Plan documents prepared by the
institutions will then be reviewed by the Distance Education Advisory Committee
(DEAC). The DEAC will either 1) recommend approval to the Coordinating Board and
staff, 2) recommend approval with relatively minor changes, or 3) request substantial
changes in the document, such that a second review will be required. An institution will
be notified of the DEAC meeting at which its Plan will be reviewed regardless of the
subcommittee's recommendation for approval or change. Institutional representatives
should attend the DEAC review meeting if the institution's plan falls into the third
category above.
DEAC Review Process:
For review purposes, the DEAC will be divided into subcommittees with representation
by community/technical colleges and senior institutions. DEAC representatives from
military or other organizations will be assigned to subcommittees as appropriate. The
DEAC Chair will determine subcommittee membership and subcommittee chairs.
Institutional Plans to be reviewed and evaluation forms will be mailed to subcommittee
members no later than eight weeks prior to the DEAC meeting at which the documents
will be discussed.
On the evaluation form, subcommittee members will indicate for each element of the
Institutional Plan whether the submission fulfills expectations/standards or not (yes/no)
and, if desired, make explanatory comments. The evaluator will indicate whether the
submitting institution needs to provide more explanation for specific items.
3
Subcommittee members will provide a summative evaluation of the entire Plan by
indicating: (1) whether the Plan is acceptable with no changes; (2) whether the Plan
requires minor modifications; or (3) whether the Plan needs reworking or substantial
additional information.
The evaluation forms will be returned to the subcommittee chair for compilation. If the
majority of subcommittee members agree that an institution's Plan is acceptable, the
chair will forward that information to the Coordinating Board with a recommendation of
approval. If the majority of members agree that minor modifications or more extensive
reworkings are required, a conference call will be scheduled by the subcommittee chair
to discuss the Plan. The subcommittee chair will be responsible for summarizing the
subcommittee’s recommendation and identifying specific items for modification or
reworking. The summary will be forwarded to the Coordinating Board staff, who will
forward it to the appropriate institutional representative.
An institution whose Plan is classified in category 2 above should submit the requested
information to the Coordinating Board. It will be sent to the subcommittee that reviewed
the original Plan for approval of its adequacy. If the Plan is considered adequate,
institutional representatives are not required to attend the DEAC meeting at which the
Plan will be acted on.
An institution whose Plan requires reworking or substantial additional information
(category 3 above) should revised its Plan and resubmitted it to the Coordinating Board.
It will be sent to the subcommittee that reviewed the original Plan for a second review.
The revised Plan must be received at least four weeks before a DEAC meeting to be
placed on the meeting agenda and to all institutional representatives to be prepared to
discuss any concerns raised by the subcommittee.
Time Table
Institution receives notice that its Institutional Plan will be due in six months (those due in
2000) or one year (those due in 2001 and after)
CB receives five copies of an Institutional Plan and notifies DEAC chair for assignment
to a subcommittee
CB staff sends Plan to subcommittee reviewers (one week after assignment).
Subcommittee has six weeks to review Institutional Plan, send responses to
subcommittee chair, and hold a conference call
Subcommittee makes recommendation on Institutional Plan to CB and institution is
notified of recommendation and any questions. Plans sent to subcommittees less than
eight weeks prior to a DEAC meeting will not be placed on the upcoming DEAC meeting
agenda unless the majority of subcommittee member recommend approval as
submitted.
4
5
DEGREE AND CERTIFICATE PROGRAMS EXPORTED VIA DISTANCE EDUCATION AND OFF-CAMPUS DELIVERY
(Sample)
Program Name and Degree
Designation
ME in Industrial Engineering
14.1701.00
C
C
Percent
Delivered by
Distance or
Off-Campus
Education*
100%
BA in English
23.0101.00
C
C
100%
2-way interactive video
Navarro CC [G]
MED in Curriculum and
Instruction
BSN in Nursing
13.0301.00
C
C
60%
51.1601.00.
C
C
0%
Combination of 2-way
video and face-to-face
Off-Campus
MA in History
45.0801.00
C
F
100%
2-way interactive video
Universities Center of Dallas
UNT System Center of Dallas [G]
Tarleton University System CenterCentral Texas [G]
Computers [I]
C
C
100%
Multiple types:
videotape, CD ROM,
Internet, broadcast
AAS in Arts & Sciences
Program CIP Code
Credit [C]/
Non-Credit
[NC}
Current [C]
or Next
Year [NY]
Program
Type of Delivery
Delivered Where and to Individuals
[I] or Groups [G]
Internet
Computers [I]
Individuals
* Distance Education is defined in CB Rules 5.152 as: Instruction in which the majority of the instruction occurs when the student and instructor are not in the same
physical setting. Instruction may be synchronous or asynchronous to any single or multiple location(s): (A) Other than the "main campus" of a senior institution (or "on
campus"), where the primary office of the chief executive officer of the campus is located; (B) Outside the boundaries of the taxing authority of a community/junior
college district; or (C) Via instructional telecommunications to any other distant location, including electronic delivery of all types.
Off-Campus Education is defined as: Instruction in which one-half or more of the instruction is delivered with the instructor and student in the same physical location and
which meets one of the following criteria: for senior institutions, Lamar state colleges, or public technical colleges, off-campus locations are locations away from the main
campus; for public community/junior colleges, off-campus locations are locations outside the taxing district.
6
DEGREE AND CERTIFICATE PROGRAMS IMPORTED VIA DISTANCE EDUCATION AND OFF-CAMPUS DELIVERY
(Sample)
Program Name and Degree
Designation
Program CIP Code
Credit [C]/
Non-Credit
[NC}
Current [C]
or Next
Year [NY]
Program
BA in English
23.0101.00
C
C
Percent
Delivered by
Distance or
Off-Campus
Education*
100%
MED in Curriculum and
Instruction
BSN in Nursing
13.0301.00
C
C
60%
51.1601.00.
C
C
0%
Type of Delivery
Received From
2-way interactive video
Midwestern State University
Combination of 2-way
video and face-to-face
Off-Campus
Universities Center of Dallas
UNT System Center of Dallas [G]
Tarleton University System CenterCentral Texas [G]
* Distance Education is defined in CB Rules 5.152 as: Instruction in which the majority of the instruction occurs when the student and instructor are not in the same
physical setting. Instruction may be synchronous or asynchronous to any single or multiple location(s): (A) Other than the "main campus" of a senior institution (or "on
campus"), where the primary office of the chief executive officer of the campus is located; (B) Outside the boundaries of the taxing authority of a community/junior
college district; or (C) Via instructional telecommunications to any other distant location, including electronic delivery of all types.
Off-Campus Education is defined as: Instruction in which one-half or more of the instruction is delivered with the instructor and student in the same physical location and
which meets one of the following criteria: for senior institutions, Lamar state colleges, or public technical colleges, off-campus locations are locations away from the main
campus; for public community/junior colleges, off-campus locations are locations outside the taxing district.
7
Institutional Plan Review Date Table
Institution
SACS
Review Date*
Kilgore College
Southwest Texas State University
Panola College
Texas Southern University
The University of Texas Health Science
Center - Houston
Alvin Community College
Tyler Junior College
Prairie View A&M University
Tarleton State University
Del Mar College
Hill College
South Texas Community College
The University of Texas - Tyler
Temple College
The University of Texas - San Antonio
Vernon Regional Junior College
Texas A&M University - Corpus Christi
Texas A&M University - Baylor College of
Dentistry
Laredo Community College
Frank Phillips College
Cisco Junior College
Sam Houston State University
Stephen F. Austin State University
The University of Texas - Permian Basin
San Jacinto College
University of North Texas
Claredon College
Saint Phillip's College
The University of Texas - El Paso
The University of Texas - Pan American
Trinity Valley Community College
Texas A&M University - Texarkana
Navarro College
Angelina College
Lee College
University of North Texas
University of Houston - Downtown
San Antonio College
Southwest Texas Junior College
1999
1999
2000
2000
2000
September
September
September
September
September
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
1999
2000
1999
September
September
September
September
September
September
September
September
November
November
November
November
November
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2000
2005
2005
2005
2005
2005
2005
2005
2005
2005
2005
2004
2005
2004
2010
2010
2010
2010
2010
2010
2010
2010
2010
2010
2009
2010
2009
1999
1999
1999
1999
2000
2000
1999
2000
2005
2005
2006
2006
2006
2005
2005
2005
2005
2005
2005
2005
2005
November
November
November
November
November
November
November
November
March
March
March
March
March
March
June
June
June
June
June
June
September
2000
2000
2000
2000
2000
2000
2000
2000
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2001
2004
2004
2004
2004
2005
2005
2004
2005
2005
2005
2006
2006
2006
2005
2005
2005
2005
2005
2005
2005
2005
2009
2009
2009
2009
2010
2010
2009
2010
2010
2010
2011
2011
2011
2010
2010
2010
2010
2010
2010
2010
2010
8
Initial Review Date
Month and Year
Next
Following
Review Review Date
Date
2004
2009
2004
2009
2005
2010
2005
2010
2005
2010
Brazosport College
Texas State Technical College - Harlingen
The University of Texas - Arlington
West Texas A&M University
Grayson County College
Midland College
North Central Texas College
North Harris Montgomery Community College
District
Weatherford College
Texarkana College
Northeast Texas Community College
Paris Junior College
Amarillo College
Angelo State University
Ranger College
Houston Community College
Palo Alto College
Odessa College
McLennan Community College
Midwestern State University
University of Houston - University Park
University of Houston - Clear Lake
University of Texas Medical Branch at
Galveston
Western Texas College
Sul Ross State University
The University of Texas - Dallas
The University of Texas Health Science
Center - San Antonio
The University of Texas - Austin
Wharton County Junior College
The University of Texas Southwestern
Medical Ctr. - Dallas
The University of Texas - Brownsville
College of the Mainland
South Plains College
Richland College
The Victoria College
Austin Community College
University of Houston - Victoria
Texas Woman's University
Brookhaven College
El Paso County Community College
Texas A&M University - Commerce
Mountain View College
2005
2005
2006
2005
2001
2001
2001
2001
September
September
September
September
September
November
November
November
2001
2001
2001
2001
2001
2001
2001
2001
2005
2005
2006
2005
2006
2006
2006
2006
2010
2010
2011
2010
2011
2011
2011
2011
2001
2005
2002
2002
2002
2002
2002
2002
2002
2002
2002
2002
2007
2002
2008
November
November
March
March
March
March
June
June
June
June
September
September
September
September
March
2001
2001
2002
2002
2002
2002
2002
2002
2002
2002
2002
2002
2002
2002
2003
2006
2005
2007
2007
2007
2007
2007
2007
2007
2007
2007
2007
2007
2007
2008
2011
2010
2012
2012
2012
2012
2012
2012
2012
2012
2012
2012
2012
2012
2013
2008
2008
2008
2008
March
March
March
March
2003
2003
2003
2003
2008
2008
2008
2008
2013
2013
2013
2013
2008
2008
2008
March
March
March
2003
2003
2003
2008
2008
2008
2013
2013
2013
2008
2003
2003
2003
2003
2003
2003
2003
2003
2003
2003
2003
June
June
June
June
June
June
June
September
September
September
September
September
2003
2003
2003
2003
2003
2003
2003
2003
2003
2003
2003
2003
2008
2008
2008
2008
2008
2008
2008
2008
2008
2008
2008
2008
2013
2013
2013
2013
2013
2013
2013
2013
2013
2013
2013
2013
9
Eastfield College
Texas A&M University
Texas State Technical College - Waco
North Lake College
Lamar University
Cedar Valley College
Lamar University - Port Arthur
Tarrant County Junior College
El Centro College
Texas A&M International University
Collin County Community College
Lamar University - Orange
Texas Tech University
Galveston College
Blinn College
Texas A&M University - Kingsville
Central Texas College
Coastal Bend College
Texas State Technical College - Sweetwater
*Provided by SACS in 1999
2003
2003
2003
2003
2008
2003
2003
2003
2003
2004
2004
2004
2004
2004
2004
2004
2004
2004
2004
September
September
November
November
November
November
November
November
November
March
March
March
March
June
June
June
June
September
September
10
2003
2003
2003
2003
2003
2003
2003
2003
2003
2004
2004
2004
2004
2004
2004
2004
2004
2004
2004
2008
2008
2008
2008
2008
2008
2008
2008
2008
2009
2009
2009
2009
2009
2009
2009
2009
2009
2009
2013
2013
2013
2013
2013
2013
2013
2013
2013
2014
2014
2014
2014
2014
2014
2014
2014
2014
2014
Evaluation Form for
Institutional Plans for Distance Education
and Off-Campus Instruction
Institution:____________________________
Submission Date:______________________
SACS Review Date:_____________________
Part 2
Current Distance Education and Off-Campus Program
Offerings and Modes
Does the list of all programs currently offered or projected to be offered via distance education
or off-campus instruction prior to the next Institutional Plan review (including the mode(s) of
delivery for each program) seem complete based on the Plan's contents? [Continue to consider
this list when reviewing the Institutional Plan.]
Yes____ No____
Part 3
The Institutional Plan
Indicate by checking "Yes" or "No" whether the institution's response to each of the following
categories, in your judgement, is sufficient to meet CB expectations or standards. Make any
comments in the space below each category. Please be specific if you deem that more
information is needed; this information will be forwarded to the institution to guide its response.
Section 1
Institutional Issues
Yes____ No____ 1. The institution affirms compliance with The Principles of Good Practice for
Electronically Offered Academic Degree and Certificate Programs.
Yes____ No____ 2. The distance education program is consistent with the institution's
educational mission.
Yes____ No____ 3. The institution has assessed that a market exists for distance education
to be delivered by the institution, particularly when delivering complete degree and certificate
programs. What are the market factors that caused your institution to engage in distance
learning? Please explain the results of this assessment.
Yes____ No____ 4. The institution evaluates the overall effectiveness of distance education
courses and programs (such as student learning, student retention, the effectiveness of the
utilized technology, mechanisms to provide student feedback during the course, and
11
comparability with campus-based programs), and the evaluation process is incorporated into
overall institutional effectiveness efforts.
Yes____ No____ 5. The institution has office(s) responsible for distance learning.
Yes____ No____ 6. The institution has established requirements for admissions, satisfactory
student progress, and graduation requirements for distance education.
Yes____ No____ 7. Policies relevant to transcripting, grading, and transfer credentials are in
place.
Yes____ No____ 8. The institution has a process in place to address the needs of distance
learners who are covered under the Americans with Disabilities Act.
Yes____ No____ 9. SACS and other professional credentialing agencies have been notified,
as appropriate.
Yes____ No____ 10. The institution has sufficient financial resources to initiate and maintain
quality distance learning programs.
Yes____ No____ 11. There is a financial plan for maintaining the support systems needed for
the activities, including upgrading of systems currently being used.
12
Section 2
Educational Programs
Yes____ No____ 1. The institution has procedures in place for planning, development,
approval and review of quality distance education programs.
Yes____ No____ 2. Procedures are in place to insure student learning outcomes, student
retention, and student satisfaction that are comparable between the distance delivery mode and
the traditional on-campus format.
Yes____ No____ 3. Procedures are in place to evaluate all instructional materials developed
by other organizations or institutions prior to use in distance education.
Section 3
Faculty
Yes____ No____ 1. The qualifications for distance education faculty are the same as faculty
teaching the same courses in a traditional on-campus format.
Yes____ No____ 2. The institution provides orientation and training for faculty involved in
distance education programs.
Yes____ No____ 3. Procedures are in place for appropriate evaluation of faculty involved in
the distance education program.
Yes____ No____ 4. A policy exists that addresses faculty teaching load for those involved in
distance education.
Yes____ No____ 5. A process exists for evaluating the credentials of faculty employed by
other institutions who are teaching courses for which your institution is awarding credit.
Yes____ No____ 6. The institution has policies on intellectual property, faculty compensation,
copyright guidelines, and the distribution of revenue (if applicable).
Section 4
Student Support Services
Yes____ No____ 1. The institution provides distance learners access to appropriate student
services, such as admissions, registration, academic advising, remedial services, placement
13
services, testing and assessment, orientation, computing departments, financial aid offices,
counseling, and help desk/hot line.
Yes____ No____ 2. Distance learners have access to library resources of an appropriate
breadth and quality for the distance education program(s) offered.
Section 5
Distance Education Facilities and Support Services
Yes____ No____ 1. The institution has available the facilities and equipment necessary to
deliver its distance learning program.
Yes____ No____ 2. Arrangements have been made for off-campus delivery of required
laboratories, clinical placement sites, workshops, seminars, etc. that are associated with
distance learning activities.
Overall Evaluation
Recommend: _______ Approval of Plan in its current form
_______Approval with minor changes/additions as noted above
_______ Plan requires substantial changes and a second review
Evaluator: ______________________________
14