Substantive Change Procedure

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

Substantive Change Procedure

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