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Handbook of Operating Procedures
  • Policy Process

    • Handbook of Operating Procedures
    Chapter 2 - Faculty and 番茄社区
    Previous Publication Date: March 11 2021
    Publication Date: March 30, 2021
    Policy Reviewed Date: November 1, 2023
    Policy Owner: VP for Academic Affairs


    2.35 Substantive Change Policy (Academic and Institutional)

    I. POLICY STATEMENT

    番茄社区 (UTSA), as an accredited member of the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), is required to notify the SACSCOC of all substantive changes following the SACSCOC Substantive Change Policy and Procedures found on the SACSCOC website. UTSA, as a University of Texas System (UT System) institution, is also required to report institutional and many academic changes, especially new degrees and significant modifications, to The Texas Higher Education Coordinating Board (THECB). UTSA, under the auspices of the Office of the Provost and Senior Executive Vice President for Academic Affairs, has established and maintains procedures to ensure that substantive changes are accurately reported in a timely manner for UT System review, THECB approval, and SACSCOC approval, as required.

    II. RATIONALE

    This policy outlines the procedures which UTSA must follow to comply with the SACSCOC’s 聽Substantive Change Policy and Procedures, as well as UT System and THECB requirements. Adherence to this policy will ensure UTSA avoids sanctions and penalties associated with non-compliance.

    III. SCOPE

    This policy applies to all changes at UTSA that fall under the scope of the SACSCOC's policy, Substantive Change Policy and Procedures. 聽 

    IV. WEBSITE ADDRESS FOR THIS POLICY

    http://www.utsa.edu/hop/chapter2/2.35.html

    V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

    1. The University of Texas System (UT System) Regents’ Rules and Regulations, , Academic Program Approval Standards      
    2. SACSCOC -
    3. SACSCOC -
    4. SACSCOC -
    5. U.S. Department of Education 聽

    VI. CONTACTS

    UTSA’s Accreditation Liaison, at kasey.neece-fielder@utsa.edu

    UTSA’s Assistant Vice Provost for Accreditation and Academic Programs, at lorrie.smith@utsa.edu.

    Academic Affairs 鈥� 210-458-4110

    VII. DEFINITIONS

    Academic-Related (College/Department/Program Level) Change:聽 Most academic-related changes deemed to be substantive can only be initiated with prior University, UT System and THECB approvals before submission for approval to the SACSCOC.聽 SACSCOC approval must be obtained prior to implementation.聽 The following changes are considered by UTSA to be academic-related changes:

        1. Adding a competency-based education program by direct assessment;
        2. CIP code changes;
        3. Degree name changes;
        4. Entering into a cooperative academic arrangement with a Non-Title IV Entity;
        5. Modality changes (including adding or ending a method of delivery);
        6. New programs/certificates;
        7. Off-campus instructional site closures;
        8. Program closures; and
        9. Semester credit hour changes.

    Approval: Approvals for institutional and academic program changes must go through the THECB and the SACSCOC before implementation.

    Branch campus: A location of an institution that is geographically apart and independent of the main campus of the institution. A location is independent of the main campus if the location is permanent in nature; offers courses in educational programs leading to a degree, certificate, or other recognized educational credential; has its own faculty and administrative or supervisory organization; and has its own budgetary and hiring authority.

    Closure: The ending of instruction in an educational program, at an off-campus instructional site, by a method of delivery, or at an entire institution such that a student cannot complete their program of study as planned. Closure of an educational program is defined as closed to admission or entry, not the cessation of instruction. The closure date should be the date when students can no longer start the program.

    Competency-based education: A method of delivery in which competencies are learned through interaction with faculty and an academic credential is earned based on what students demonstrate they can do. A competency is a well-defined statement of what a person can do as a result of learning. Progression and completion are measured by demonstrated attainment of competencies.

    Competency-based education by course/credit-based approach: Demonstrating competencies is embedded in a traditional curriculum with courses completed, credits earned, and a credential awarded. Students typically enroll in an academic term and course credits are awarded at the end of the term by demonstrating mastery of the competencies associated with a course. Students may accelerate learning through demonstration of competencies. Transcripts record courses and grades, though the institution may opt to maintain a separate transcript of competencies.

    Competency-based education by direct assessment: Progression and completion of a program is based solely on demonstrating mastery of prescribed competencies. There are no academic terms, courses, or credit hours. Students progress through a program鈥檚 competencies at their own pace within limits, if any, established by the institution. The academic transcript consists of successfully demonstrated competencies and the level of mastery attained.

    Cooperative Academic Arrangement: An agreement between a SACSCOC-accredited institution and another entity (or entities) to deliver program content recorded on the SACSCOC institution’s transcript as its own.

    Cooperative Academic Arrangement with Non-Title IV Entities: An agreement between a SACSCOC-accredited institution and another entity (or entities) not certified to participate in U.S. Department of Education Title IV program to deliver a percentage of a program’s content recorded on the SACSCOC institution’s transcript as its own.

    Distance education: A method of delivery in which 50% or more of instruction occurs when students and instructors are not in the same location. It includes synchronous (live or in real-time) and asynchronous (not live or in real-time) instruction.

    Implementation Date: The date when an institution begins the material, public, non-reversable, or other significant actions of a substantive change.

    Institutional Level Change: A聽non-academic or administrative-related change that can only be initiated with the prior approval of UT System and the THECB before submission for approval to the SACSCOC. Institutional level changes are considered substantive and cannot be implemented until SACSCOC approval is obtained. Institutional changes include:
        1. Acquiring another institution or any program or location from another institution;
        2. Change in measure of student progress to completion;
        3. Obtaining approval to add competency-based education programs by course/credit-based approach;
        4. Governance change;
        5. Institution closure;
        6. Merging or consolidating two or more institutions or entities;
        7. Substantially changing UTSA’s established mission or the objectives of UTSA or its programs;
        8. Changing UTSA’s ownership, means of control, or legal status;
        9. Establishing a prison education program.

    Marketing, Advertising, Recruitment, and Admissions: Substantive changes are subject to the SACSCOC’s Advertising and Recruitment policy. Any marketing, advertisement, or recruitment prior to approval of the substantive change by the SACSCOC must note that the change is pending SACSCOC approval. Admission applications may be taken for substantive changes pending approval, but admission offers 鈥� including contingent offers 鈥� should not be made until the substantive change is approved by SACSCOC.

    Modality: The principal method by which instruction is delivered (method of delivery) to include competency-based education (all forms), distance education, and face-to-face instruction.

    Non-Title IV Entity:聽An entity that is not聽certified to participate in U.S. Department of Education Title IV programs OR聽is an administrative organization or unit that administers or coordinates academic programs across multiple educational institutions or providers, provides or is involved in aspects of education instruction, and one聽or more educational institutions or providers participating in the administrative organization is not certified to participate in U.S. Department of Education Title IV programs.

    Notification: An official communication from UTSA’s chief executive officer, or his/her designated representative, to the THECB and/or SACSCOC about a proposed change. A notification is complete when accepted by the THECB and SACSCOC upon satisfactory review.

    Off-campus instructional sites: A location geographically apart from the Main Campus of UTSA where instruction is delivered.

    Prison Education Program (PEP): A federal program providing Pell Grant access to confined or incarcerated students. UTSA is not approved to offer these programs currently. An institution must receive SACSCOC PEP approval for its first program at its first two PEP off-campus instructional sites.

    Program: A coherent course of study leading to a for-credit credential including a degree, diploma, certificate or other generally recognized credential.

    SACSCOC Accreditation Liaison (Liaison): The institutional representative appointed by the president who is charged with ensuring UTSA’s compliance with accreditation requirements.聽 The Liaison also guides the development of substantive change materials and submits those materials to the SACSCOC. 聽

    Substantive change: Defined by the SACSCOC as a significant modification or expansion of the nature and scope of an accredited institution. There are two types of substantive changes, institutional and academic-related substantive changes.聽 (See definitions for Institutional Level Change and Academic-Related Change.)

    Teach-out agreement: An optional written agreement with an institution or entity under which students covered by a teach-out plan may complete their programs of study. A teach-out agreement may include student eligibility criteria, time limits, fee waivers, tuition parity, or other negotiated terms.

    Teach-out plan: A written plan developed by an institution for students to complete their programs of study because the institution decided to end a program, off-campus instructional site, method of delivery, or to close the institution. A teach-out plan provides an orderly process, the equitable treatment of students, minimal disruption and additional costs to students, and covers all enrolled students regardless of their progress to completion.

    VIII. RESPONSIBILITIES

    Institutional Level Substantive Changes

    Deadlines: Institutional level substantive change deadlines vary depending on the type of change.聽 Work with the SACSCOC Liaison for UTSA to ensure timely submission of material.

    President (or his/her designated representative):

    • Be aware of the substantive change policy and recognize potential institutional level substantive changes.
    • Inform the Liaison of any proposed institutional level substantive change in the form of a draft notification letter with ample time for the Liaison to provide the information to the SACSCOC for approval in advance of the proposed implementation date.
    • Obtain University, UT System and THECB approval before submission to the SACSCOC for approval (if the change is not initiated by UT System).
    • Provide the Liaison the necessary information and documentation required by the SACSCOC substantive change policy (upon receipt of required approvals at university and state levels).
    • Ensure the change is not implemented until SACSCOC approval is obtained.聽

    Academic-Related Substantive Changes (College/Department/Program Level)

    Academic-related substantive changes at UTSA are submitted and routed for internal approvals in the . Work with the Assistant Vice Provost for Accreditation and Academic Programs to submit for approval to UT System/THECB as required. Work with the SACSCOC Liaison to request SACSCOC approval as required.聽

    SACSCOC Deadlines: The SACSCOC must receive most academic-related substantive change material from the institution by January 1st for a change desired to be implemented between July 1st and December 31st of the same year, and by July 1st for a change desired to be implemented between January 1st and June 30th of the following year. It takes a minimum of six months for submissions to be processed by the SACSCOC.聽

    THECB Deadlines: THECB deadlines for new programs vary greatly. New degree program approval depends on program type (30-90 days for bachelor’s/master’s, 6-10 months for doctoral), requiring planning notifications first. Doctoral programs require a year鈥檚 advance notice for planning.聽

    College Dean:

    • Be aware of the substantive change policy and recognize potential academic-related substantive changes, as defined above.
    • Monitor academic-related substantive change proposals within the college.
    • Ensure that the proposal follows the process including all internal approvals, procedures, and approvals outlined above.
    • Work with the appropriate department to provide the materials needed for University, UT System, THECB, and SACSCOC approvals.
    • Ensure that any advertisement of the proposed change includes the language that it is “pending THECB approval” and “pending SACSCOC approval.”
    • Ensure the change is not implemented until approval is obtained from all external entities.

    Vice Provost for Graduate and Postdoctoral Studies and Dean of the Graduate School/Senior Vice Provost for Student Success:

    • Be aware of the substantive change policy and recognize potential academic-related substantive changes, as defined above.
    • Provide oversight of all substantive change proposals related to academic degree programs, certificates and courses with a college at the undergraduate/graduate levels.
    • Consult with and notify the Assistant Vice Provost for Accreditation and Academic Programs and the Accreditation Liaison of all substantive change proposals that are in process.
    • Communicate each proposed substantive change related to their respective degree programs, certificates and courses to the appropriate faculty governance committees.
    • Upon recommendation from the appropriate faculty governance committees to approve the change, assist with the approval process from the THECB through UT System as needed.
    • Ensure that any advertisement of the proposed change includes the language that it is “pending THECB approval” and “pending SACSCOC approval.”
    • Ensure the change is not implemented until approval is obtained from all external entities.听听

    Assistant Vice Provost for Accreditation and Academic Programs:

    • Be aware of the substantive change policy and recognize potential academic-related substantive changes.
    • Consult with college deans and departments and provide feedback on the development of possible substantive change proposals related to academic-related substantive changes.
    • Assist with and manage submissions for approval in the CourseLeaf program management system.
    • Compile and submit the substantive change proposal to the THECB through UT System for approval.
    • Notify the Liaison that the proposal has been submitted to the THECB through UT System for approval.
    • Work with the Liaison to compile and submit the substantive change proposal to the SACSCOC.
    • Ensure that any advertisement of the proposed change includes the language that it is “pending THECB approval” and “pending SACSCOC approval.”
    • Ensure the change is not implemented until approval is obtained from all external entities.
    • Communicate approval by the THECB and the SACSCOC to the University.
    • Approve for Academic Affairs.听听

    President (or his/her designated representative):

    • Be aware of the substantive change policy and recognize potential academic-related substantive changes; and
    • Work with Academic Affairs to monitor all substantive change proposals related to academic degree programs, certificates and courses.

    Duties of the SACSCOC Liaison for all substantive changes:

    • Assist the University in complying with SACSCOC policy and procedures on substantive change and reporting substantive changes to the SACSCOC;
    • Maintain information on SACSCOC substantive changes submitted by the University to the SACSCOC;
    • Oversee the process of preparing appropriate notification of the substantive change and 聽materials needed for approval according to SACSCOC requirements;
    • Provide the substantive change materials to the SACSCOC by their review deadlines;聽
    • Coordinate with SACSCOC and the appropriate University representative concerning needed actions and follow up activities;
    • Inform the appropriate University personnel when SACSCOC approval is obtained; and
    • Make recommendations for updating this policy as SACSCOC policies and principles change.

    IX. PROCEDURES

    Substantive changes require approval by the THECB through UT System and the SACSCOC.聽 The SACSCOC charges a $500 fee to review a substantive change requiring a prospectus review and approval. For UTSA’s specific procedures related to substantive change, see and or contact the .听听

    X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION

    None

    XI. FORMS AND TOOLS/ONLINE PROCESSES

    UTSA’s provides timelines, instructions, and a prospectus template for submitting a new academic program or certificate for SACSCOC approval. Use this template if the new academic program or certificate has been identified as needing SACSCOC approval.

    XII. APPENDIX

    None