NAVIGATING THE WASC SUBSTANTIVE CHANGE PROCESS

1. 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

2. 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

3. AGENDA 1:15 – 1:30 Welcome and introductions 1:30 – 2:15 Substantive change basics 2:15 – 2:35 Top 10 stumbling blocks 2:35 – 2:45 Break 2:45 – 2:55 Facilitating campus buy-in 2:55 – 3:45 Proposal review exercises 3:45 – 4:00 Q&A, Wrap-up HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

4. PLEASE INTRODUCE YOURSELF • Name • Institution • Role/Position • What would you like to cover today? HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

5. 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

6. POP QUIZ What percentage of substantive change proposals are approved during the first review? • 95% B) 84% C) 66% D) 50% HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

7. 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

8. 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

9. WHAT TRIGGERS A WASC REVIEW? (Handout) • Structural Changes • Change of ownership, mission, control • Degree Level ‘New’ to your institution • New degree program (for institutions with “I” or “S” degree level approval) • Off-Campus Site (25+ miles, 50%+ delivered) • Distance Education program (50%+ delivered)(regardless of degree level approval) • Duration Change in clock or credit hours HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

10. 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

11. WHO CONDUCTS REVIEWS? HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

12. SC Committee Not Accept($750) Interim Approval Commission COMMITTEE REVIEWS • Types of Substantive Changes: • Modality: • New Site (+25 mile, +50% rules) • Distance Education (+50% rule) • New degree programsthat require approval under Degree Level Approval policy • Programs delivered >25% by unaccredited organization • Fast Track Review: • 5 year authorization • Cost: • $1,000-$1,500 per proposal • Time: • Submit application 8-10 Months before • desired implementation HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

13. SC Committee Not Accept$750 Site Visit $500 +Expenses Structural Panel Commission COMMITTEE AND COMMISSION REVIEWS (Structural Change) Types of Substantive Changes: • Degree Level Approval Changes • 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 • Commission Required • Sanction Imposed • Any proposal at the Committee’s discretion Cost: $3-20,000 + Legal and Visit fees, as applicable Time: Submit application 10-12 months before desired implementation HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

14. 1st Reader + Staff Not Accept$750 Interim Approval Commission RESUBMISSION REVIEWS Types of Substantive Changes: Subsequent review of proposal ‘Not Accepted’ by the Substantive Change Committee Cost: $750 per proposal Time: Reviewed 1-30 days after submission HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

15. FAST TRACK AUTHORIZATION What does it cover? What do you get? • Modality • Distance Ed • Off-campus site • Regional Center(specific) • Degree Level • Bachelor’s • Master’s • 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) HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

16. EXPEDITED (FastTrack) REVIEWS Types of Substantive Changes: Review of proposals consistent with previously granted Fast Track authorization Cost: $250 per proposal Time: Submit application and proposal 30-60 days before desired implementation WASC Staff Liaison Not Accept Approval: Program can be implemented HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

17. 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

18. 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

19. 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

20. 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 ApprovalVisit or Not Accept Final Approval Site Visit Revise and resubmit HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

21. 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

22. ONLINE RESOURCES • www.wascsenior.org • Institutional Resources • Document Library HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

23. 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

24. LIVETEXT 101 www.livetext.com Please follow the directions. HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

25. 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

26. 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

27. QUESTIONS? HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

28. 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

29. Top 10 Stumbling Blocks (Handout) HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

30. BREAK HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference

31. 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

32. 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

33. TOOLS • Create checkpoints • Call in “survivors” • Work backwards using timeline • Frequent meetings • Pre-proposal call “dress rehearsal”

34. 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

35. 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

36. 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 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 This presentation is online: www.wascsenior.org/subchange 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 2011 WASC Academic Resource Conference