NAVIGATING THE WASC SUBSTANTIVE CHANGE PROCESS Sharyl McGrew, M.S. Substantive Change Manager, WASC...
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Transcript of NAVIGATING THE WASC SUBSTANTIVE CHANGE PROCESS Sharyl McGrew, M.S. Substantive Change Manager, WASC...
NAVIGATING THE WASC SUBSTANTIVE CHANGE PROCESS
Sharyl McGrew, M.S. Substantive Change Manager, WASCLeanne Neilson, Psy.D. Provost and VP for Academic Affairs, California Lutheran UniversityDavid Ely, Ph.D.Director, Graduate Business Programs, San Diego State UniversityHalyna Kornuta, Ed.D.Associate VP for Academic Affairs, Accreditation Liaison Officer,
CSU StanislausBrenda Barham Hill, Ph.D.WASC Associate, former CEO, Claremont University Consortium
SPONSORED BY ACSCU IN COLLABORATION WITH ACCJC
PRESENTERS:
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
Our goal today is to give you the information you need to get a substantive change proposal approved— the first time!
OUR GOAL
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
AGENDA
1:15 – 1:30 Welcome and introductions1:30 – 2:15 Substantive change basics2:15 – 2:35 Top 10 stumbling blocks 2:35 – 2:45 Break2:45 – 2:55 Facilitating campus buy-in2:55 – 3:45 Proposal review exercises3:45 – 4:00 Q&A, Wrap-up
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
PLEASE INTRODUCE YOURSELF
• Name
• Institution
• Role/Position
• What would you like to cover today?
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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
POP QUIZ
What percentage of substantive change proposals are approved during the first review?
A) 95%
B) 84%
C) 66%
D) 50%
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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
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
WHAT TRIGGERS A WASC REVIEW?(Handout)
1. Structural Changes • Change of ownership, mission, control• Degree Level ‘New’ to your institution
2. New degree program (for institutions with “I” or “S” degree level approval)
3. Off-Campus Site (25+ miles, 50%+ delivered)
4. Distance Education program (50%+ delivered) (regardless of degree level approval)
5. Duration Change in clock or credit hours
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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
WHO CONDUCTS REVIEWS?
CommissionStanding
Committees
Chair’s Committee
Finance & Operations
Policy & Planning
Structural Change (8)
WASCAppointed Committees
Eligibility Review
Interim Report
Proposal Review
Substantive Change (30)
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
COMMITTEE REVIEWSTypes of Substantive Changes:
Modality:• New Site (+25 mile, +50% rules)• Distance Education (+50% rule)• New degree programs that 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
Commission
Not Accept($750)
Interim Approval
SC Committee
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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 ControlMerger, change in ownership, affiliation or sponsorship
•MissionSignificant 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
Not Accept$750
Structural Panel
Site Visit $500 +Expenses
SC Committee
Commission
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
RESUBMISSION REVIEWS
Types of Substantive Changes:
Subsequent review of proposal ‘Not Accepted’ by theSubstantive Change Committee
Cost: $750 per proposal
Time: Reviewed 1-30 days after submission
Not Accept$750
Interim Approval
1st Reader + Staff
Commission
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
FAST TRACK AUTHORIZATION
• Modality– Distance Ed– Off-campus site– Regional Center
(specific)
• Degree Level– Bachelor’s– Master’s
What does it cover? What do you get?
• 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
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
Approval:
Program can be implemented
Not Accept
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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
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
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
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 Approval Visit or Not Accept
Final Approval Site Visit Revise and resubmit
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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
ONLINE RESOURCES
• www.wascsenior.org
• Institutional Resources
• Document Library
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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
LIVETEXT 101
www.livetext.com
Please follow the directions.
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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
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
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
Top 10 Stumbling Blocks(Handout)
Sub Change Top 10
0102030405060708090
Ed. Effectiveness
FacultyCurriculum
MOUSyllabi
Budget
Info. Literacy
Program Need
Admissions
Capacity
Fre
qu
ency
(%
)
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
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
• Clear • Concise • Relevant
TOOLS• Create checkpoints
– Call in “survivors”– Work backwards using timeline– Frequent meetings– Pre-proposal call “dress rehearsal”
HIGHER EDUCATION’S THIRD HORIZON 2011 WASC Academic Resource Conference
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
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
SUGGESTIONS?
This presentation is online:
www.wascsenior.org/subchangeDavid Ely, Ph.D.
Co-Chair, Substantive Change Committee Director of Graduate Business Programs
Professor of FinanceSan Diego State University
Leanne Neilson, Psy.D.Co-Chair, Substantive Change Committee
Provost and Vice President for Academic Affairs California Lutheran University
Halyna Kornuta, Ed.D.Associate VP for Academic Affairs
Accreditation Liaison OfficerCSU Stanislaus209.667.3082
Sharyl McGrew, M.S.Substantive Change Manager
WASC510.748.9001 ext. 312
Brenda Barham-Hill, Ph.D.WASC Associate
Former CEO, Claremont University Consortium510.748.9001 ext. 352