1. Jodi Pettazzoni, PhD October 26, 2016
Curriculum Policy & Procedures Forum Office of Assessment & Accreditation (OAA)
Jodi Pettazzoni, PhD
October 26, 2016

2. WHY THIS FORUM?

3. Reason #1: It’s our policy.

4. SACSCOC and UNCG Policies on Substantive Change
“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.”
The Office of Assessment and Accreditation will offer periodic training for liaisons on substantive change policy and other academic program compliance issues.
SACSCOC and UNCG policies on Substantive Change:

5. Reason #2: They’ve been effective.

6. How effective? Happy to report that:
UNCG is in compliance with SACSCOC Substantive Change Policy
ALL required external notifications and authorizations were reported in a timely manner
Completed actions:
UNC GA (25)
SACSCOC (22)

8. On to the Important Stuff…

9. PURPOSE OF THIS FORUM
Increase awareness of compliance with academic program policies
SACSCOC
UNC General Administration
Discuss changes at UNC GA and UNCG
Clarify:
Curriculum review process
Deadlines, timelines, & effective dates
Discuss changes and future improvements

10. Definition of Substantive Change
“A significant modification or expansion of the nature and scope of an accredited institution.”
US Department of Education Defines (in most cases)
and SACSCOC Enforces

11. CS 3.12.1– Substantive Change
From The Principles of Accreditation: Foundations for Quality Enhancement
“The institution notifies the Commission of changes in accordance with the Commission’s substantive change policy and, when required, seeks approval prior to the initiation of changes.”

12. Examples of UNCG’s Recent Substantive Changes
Discontinuing programs, many as a result of consolidation of degree majors
Establishing off-campus sites
Increasing (or decreasing) program credit hours >25%
Offering a dual credential with another UNC institution
Updating contractual agreement (courses)

13. Other Examples of Substantive Changes
Any of the following could indicate a mission change, which would require SACSCOC approval.
Competency-based educational programs
Academic programs that are substantively different than our current programs
New levels of degrees (e.g. AA or AS)

14. Prior Approval Required
Most Substantive Changes require prior approval before beginning the new site, program, etc.
Initiating off-campus sites where students can obtain 50% or more credits toward a program
Initiating dual or joint degree with at least one institution not accredited by SACSCOC
Closing a program or approved off-campus site
Altering significantly the length of a program

15. Consequences of Substantive Change Non-compliance
“If an institution fails to follow SACSCOC substantive change policy and procedures, it may lose its Title IV funding or be required by the U.S. Department of Education to reimburse it for money received by the institution for programs related to the unreported substantive change. In addition, the institution’s case may be referred to SACSCOC Board of Trustees for the imposition of a sanction or for removal from membership.”
Substantive Change for Accredited Institutions - Policy Statement -

16. Title IV Programs Include:
Loans
Federal Family Education Loan (FFEL)
Direct Loan
Federal Perkins Loan
Grants
Federal Pell Grant
Academic Competitiveness Grant (ACG)
National SMART Grant
Federal Supplemental Educational Opportunity Grant (FSEOG)
Federal Work-Study (FWS)
Title IV:

17. But We’ve Got Giant Steps To Take!

18. The Four Steps to Substantive Change Compliance
Understand when a change is substantive
Follow UNCG and UNC GA procedures
Allow adequate time
If a substantive change requires approval prior to implementation always wait for the approval letter from SACSCOC before implementing.

19. Identifying Substantive Changes by Asking if the New Initiative:
Involves coursework with another institution/entity
Involves instruction at an off-campus site
Is anything different than what UNCG already does
Alters or expands the mission of the University
Requires new courses, faculty, equipment, facilities, financial resources, library or learning resources

20. Keep Marching… The Curriculum Guide web site has forms and procedures
curriculumguide.uncg.edu
Complete an APPQ for new programs, sites, modes of delivery
Curriculum Committees must approve requests before they go to GA and SACSCOC
The Board of Governors only meets 10 X each year, and they have submission deadlines
Keep all steps in mind when planning

21. SACSCOC DUE DATES NEW DUE DATES TYPES OF CHANGES
January 1 (July 1-December 31 implementation)
July 1 (January 1-June 30 implementation)
Off-campus sites (50% or more)
Expanding current level
Contract with non-Title IV entity > 25% program
Dual or joint degree
March 15 (for June BOT review)
September 1 (for December BOT review)
Different level than currently approved
Initiating competency-based program
Merger, ownership change, acquisition
Other Substantive Change requests are handled on a rolling basis, such as:
Discontinuations / Closures
Off-campus sites (25% - 49%)
Initiating courses/programs offered through contractual agreement or consortium
Relocating off-campus site (serving same geographic area)

22. Remember that OAA’s job is to keep up with regulation details
Remember that OAA’s job is to keep up with regulation details. What we need from you is to remember us.
You
I think I’ll contact
OAA

23. Next Up: Some of the changes at UNC General Administration & UNCG
ANY QUESTIONS ?
Next Up: Some of the changes at
UNC General Administration & UNCG

24. Changes at UNC General Administration
What you thought you knew about UNC General Administration may no longer be applicable.
New staff
New policy revisions
New form revisions
New procedures
New technology

25. Changes at UNC-GA Revised UNC 400.1.1[R] Academic Programs Policy
[R]-regulations are required, [G]-are guidelines
Extracted and revised forms:
No more “Appendix A,B,C”… now they are “Request to….”
Just one form for moving an existing degree from face-to-face to online
Authorization changed from 50% or more for off- campus instruction to any % *
GA’s concern is about duplication and being courteous to other institutions

26. https://prep.northcarolina.edu/
Changes at UNC-GA
Low productivity calculations
Degrees awarded over past 5-years (35/35/10)
Merged Academic Program and Distance Education Inventories
Degree Finder is now Academic Program Inventory (API)
Automated certificate identification (Student Data Mart)
Program Request Portal & API:

27. Some Things Have Not Changed
The Board of Governors still must approve
all new “programs”
revised programs
discontinued programs
There is still a fairly standard calendar that is followed for curriculum requests
…and it is not quick
Institutions cannot offer a fully-online 4-year bachelor’s degree… yet

28. Changes at UNCG
State of North Carolina has been approved to be a “member” of the State Authorization Reciprocity Agreement (SARA)
UNCG has been approved by North Carolina to “participate” in SARA
New process:
“Quality Matters Checklist” to move existing courses from face- to-face to online delivery
“C-RAC Guidelines Checklist” to verify that the online course meets the C-RAC standards
Please Note: Brand new online courses still go through the new course approval process attaching both Checklists to the proposal.

29. Speaking of Online…..
Are you aware of how close you are to having 50% of your program online?
Are you aware of the limitations of international students taking online courses?
12/9 rule
Some countries will not fund students for any online courses

30. UNCG’S CURRICULUM REVIEW PROCESS SOME AREAS OF CLARIFICATION
&
SOME TIPS

31. Point of Clarification #1: The Institutional Summary is UNCG’s “official” list of our programs.

32. Institutional Summary
How we report UNCG’s programs to SACSCOC
Includes:
UNC Board of Governors approved Degree Programs & CIP Codes
UNCG’s approved concentrations (Area of Study Code, “AOS,” “U,” or “G” codes)
UNCG’s approved certificates
UNCG’s approved degree completion programs
UNCG’s approved online programs
UNCG’s approved off-campus sites and programs

35. Where to find the Institutional Summary http://curriculumguide. uncg

36. Point of Clarification #2: Discontinuations of “programs” need different approvals, depending on what’s being discontinued.

37. Discontinuations There are two discontinuation forms
UNC-GA’s Request to Discontinue a Degree Program
UNCG’s Form K: Discontinuing Concentrations, Certificates, or Minors
The Board of Governors approves discontinuations for degree programs on the Academic Program Inventory.
SACSCOC requires notification and has to approve the teach out plan for almost all “programs.”

38. Moratorium with a Discontinuation
A MORATORIUM IS AUTOMATICALLY PLACED WHEN A DISCONTINUATION IS APPROVED BY THE UCC OR GSC, UNLESS DIRECTED OTHERWISE.
NEW!

39. Point of Clarification #3: UNCG’S Curriculum Review Process is not nearly as complicated as it may seem.

41. UNCG INTERNAL CURRICULUM REVIEW PROCESS
Faculty
Department
College/School Curriculum Committee
University-Wide Curriculum Committee: UCC and / or GSC
If applicable, include:
Dean (see signature sheet)
Other Departments (Form B)
School of Education (licensure)
International Programs (consultation)
Financial Aid (consultation)
Office of Assessment & Accreditation (APPQ-new initiatives)

42. Time for some tips!

43. Tips for a Smooth Review
Know submission deadlines (more later)
Complete the correct form (no missing information)
Provide clear & complete rationale (the roadmap)

44. Tips for a Smooth Review (continued)
SLOs need to clearly communicate learning in the course or program
…but Bloom’s Taxonomy is not a mandate
Make sure the department- and unit committee summaries are included for Form A
Be clear about your new bulletin text
What the committee needs is a clear presentation of what is changing in the bulletin

45. Tips for a Smooth Review (continued)
Address all of the items that need changing
(may require additional form)
ex: a brand new course (Form A) that is identified as a required course in the program will also need a program revision (Form G)
Don’t try to rationalize something as a routine change that is not
ex: adding items to routine course form (Form D) that should be on an amended course form (Form A)

46. Tips for a Smooth Review (continued)
Consider the interests other departments may have in your change (Form B: consultation)
Include all signature approvals required
Plan to attend UCC/GSC meeting if change is unusual or complex

47. Effective Dates, Deadlines and Timing
Courses
3 effective terms: spring, summer, and fall
Deadlines (to be ready for advising):
College/School curriculum committee deadlines
UCC/GSC/GEC
Spring / Summer: September 23
Fall and bulletins: February 3
DCL/online: October 7 and March 7
Timing: Please plan early and don’t wait for the deadline
Important: If a committee “approves pending” – make sure that you follow-up

48. Effective Dates, Deadlines and Timing
Program changes
Just one (1) effective term: fall
Deadlines (for marketing, bulletin, degree works, admissions):
College/School curriculum committee deadlines
UCC and GSC: February 3
Timing: Changes requiring external authorization can add 1-2 years to the process depending on the timing.
Exception: Moratoriums go into effect immediately unless directed otherwise

49. Drop-in Sessions for Form Assistance curriculumguide.uncg.edu
NEW!

50. Now, a word from our Director of Financial Aid Tolly Tollefson

51. Financial Aid Tips & Information
Certificates & Gainful Employment
CIP Code changes can create complications
Tightening up on courses towards a degree
150% rule
50% surcharge at 110% of hours required for degree

52. WHAT IS THIS?

53. Heads UP!
UNCG is currently looking at electronic curriculum management / bulletin systems that can be integrated with Banner.
Coming Fall 2017: $7.50 fee for Professional and General Liability Insurance for students in internships, practicums, and student teachers will be automatic – no longer will be able to opt out. A soft roll out to occur this summer. (new policy)

54. More Heads UP!
Students that have been away for one semester, and were not dismissed or suspended will be considered active and able to register for classes. They will no longer have to reapply or pay an application fee.

55. One more thing…

56. AS UNCG TAKES “GIANT STEPS” TOWARDS GREAT IDEAS…….

57. To if external approval is required.

58. QUESTIONS? Comments? Ideas for improvement?
Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs
QUESTIONS? Comments? Ideas for improvement?
Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs Go Cubs

59. Did we accomplish our purpose?
Increase awareness of compliance with academic program policies
SACSCOC
UNC General Administration
Discuss some changes at UNC GA and UNCG
Clarify:
Curriculum review process
Deadlines, timelines, & effective dates
Discuss changes and future improvements

60. Call if you need help
Barbara Tookey Academic Program Specialist Office of Assessment and Accreditation (336) Lynn Wyrick University Program Specialist (336)
Dr. Laura Chesak Associate Vice Provost for Graduate Education The Graduate School (336) Jodi Pettazzoni Director Office of Assessment and Accreditation (336)