The College's accreditation body, Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) require the following:

1. Member institutions are required to notify of changes in accordance with the substantive change policy and, when required, seek approval prior to the initiation of changes. 
2. 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. 

Attached is the SACSCOC policy on Substantive Change.

The institutional policy and procedures for Substantive Change are outlined below. This latest policy revision is effective June 1, 2022 and outlines both the approved policy and procedures for the submission of a substantive change notification or approval for the institution, program, and/or off-campus instructional site to SACSCOC.

1. Policy Statement and Purpose

Amarillo College Policy and Procedures for Substantive Changes are implemented to ensure that all changes substantive in nature are reported in accordance with SACSCOC policy.   Furthermore, the Colleges substantive change policy and procedures are aligned with SACSCOC Standard 14.2: The institution has a policy and procedure to ensure that all substantive changes are reported in accordance with SACSCOCs policy.

The purpose of this policy is to define and establish the requirements, procedures, and processes necessary to ensure timely coordination and notification of Substantive Changes involving Amarillo College.  The College is required to report Substantive Changes, whether to notify and/or seek approval, to the Colleges regional accrediting body, Southern Association of Colleges and Schools, Commission on Colleges (SACSCOC), per the required timeframe stated by SACSCOC. This policy complies with SACSCOC Standard 14.2: Substantive Change.

The Amarillo College Substantive Change Policy and Procedures are published on the Institutional Effectiveness website.  

2. Definition

As defined by SACSCOC, a Substantive Change is a significant modification or expansion of the nature and scope of an accredited institution. Substantive Change includes high-impact, high-risk changes and changes that can impact the quality of educational programs and services. A list of what Substantive Changes include is listed under the SACSCOC Substantive Change Policy and Procedures.

3. Roles and Responsibilities

The Vice President of Academic Affairs (VPAA) is responsible for final approval of notifications to SACSCOC regarding institutional and programmatic Substantive Changes. The Vice President of Academic Affairs appoints a SACSCOC Accreditation Liaison from the Office of Institutional Effectiveness to manage the Substantive Change process.

The Accreditation Liaison will notify SACSCOC of any substantive changes in accordance with the SACSCOC Substantive Change Policy and Procedures.

The College President reviews each substantive change prior to submission.

College Administration--including, but not limited to, Associate Vice Presidents, Deans, Associate Deans, Department Chairs, Program Coordinators, and Faculty will assist in the preparation and provide documentation to the Accreditation Liaison for Substantive Change submissions to SACSCOC.

4. Procedures

The Amarillo College Substantive Change Procedures describes and defines the process the College shall use to ensure it identifies, manages, and reports Substantive Changes to SACSCOC in a timely manner and in accordance with SACSCOC Substantive Change Policy and Procedures.

Responsible Office:     Vice President of Academic Affairs

Responsible Person:    Accreditation Liaison

1. The SACSCOC Accreditation Liaison, appointed by the Vice President of Academic Affairs, will be responsible for the following:
   1. Ensuring that compliance with Substantive Change requirements is incorporated into the planning and evaluation process of the institution.
   2. Serving as a standing member of the Curriculum Committee to provide guidance each academic year to members of the Committee to define Substantive Changes and describe the processes.
   3. Preparing Substantive Change notification letters and documentation for the signature of the President in accordance with the substantive change policies of SACSCOC.
   4. Submitting all Substantive Change documentation to SACSCOC.
   5. Ensuring all timelines (provided by SACSCOC Substantive Change policy) are followed and Substantive Change notifications and/or prospectuses for approval are submitted in a timely manner to SACSCOC.
   6. Notifying Academic Leadership, the President, Vice President of Academic Affairs, and cross-functional committees regarding SACSCOC Substantive Change policies and procedures and updating these groups should SACSCOC revise their policies and procedures.
   7. Staying informed of SACSCOC revisions to Substantive Change policies and procedures.
   8. Attending trainings provided by SACSCOC on Substantive Change.
   1. Maintaining a database for submitted Substantive Changes to include a separate listing of OCIS (off-campus instructional sites) that have been approved by SACSCOC.
   10. Serving as the contact person between SACSCOC staff and the institution on all matters Substantive Change.

2. College administration--including, but not limited to, Associate Vice Presidents, Deans, Associate Deans, Department Chairs, Program Coordinators, and Faculty will be responsible for the following:
   1. Learning about current Substantive Change policies and procedures.
   2. Initiating communication with the SACSCOC Accreditation Liaison when an initiative or curricular change is being considered, that may be defined as a Substantive Change.
   3. Completing an accurate curriculum committee petition identifying whether a new program or program revision represents a Substantive Change as defined by SACSCOC Substantive Change Policy
   4. Being aware that all institutional and SACSCOC Substantive Change policies and procedures are made available on the Institutional Effectiveness website publication.
3. The College President will review all substantive change documentation and sign a notification letter addressed to SACSCOC once received by the Accreditation Liaison.

4. General Requirements
   1. Submission Deadlines per SACSCOC Substantive Change Procedures for a substantive change requiring approval by the Executive Council of the Board of Trustees (which meets year round), the submission deadlines are:
      1. January 1 for changes to be implemented July 1 through December 31 of the same calendar year, and
      2. July 1 for changes to be implemented January 1 through June 30 of the subsequent calendar year.
   2. For a Substantive Change requiring notification only, it can be submitted any time before implementation.
   3. Notifications and approvals require the SACSCOC Substantive Change Cover Sheet

Revised:           May 25, 2022 Accreditation Liaison

Approved:        June 1, 2022 Vice President of Academic Affairs

I have a Substantive Change.  What Do I Do Next?

Contact AC's Accreditation Liaison, Tina Babb. She will be able to assist you with important deadlines and the determination if your new program is a significant departure from what we currently offer, if you need to establish a new off-campus instructional site, or if you wish to close/deactivate an academic program, et al. as prescribed in SACSCOC policy. 

If it is determined that your new program is a significant departure from previously approved programs, or you will be offering more than 50% instruction of a program at an off-campus instructional site, you must meet with the Accreditation Liaison for a working timeline to submit a prospectus. 

New program requests must be submitted through the Curriculum Committee e-platform as well as approval from the Texas Higher Education Coordinating Board (THECB).  Approval of a new AA, AS, AAS or Certificate of Completion must be submitted to the THECB and go through AC's Board of Regents monthly meeting. 

Examples of Recent Prospectus Submissions to SACSCOC 

New Program: Visual Effects (VFX) *Approved by SACSCOC December 4, 2020

Off-Campus Instructional Sites: Amarillo Collegiate Academy   *Approved by SACSCOC April 26, 2019

Contact:

Tina Babb
Executive Director of Institutional Effectiveness & Accreditation
SACSCOC Accreditation Liaison

806-371-5420
tmbabb@actx.edu