Approval Process

SACSCOC Procedures

Valencia's Approval Process Table

Types of Change

Procedure

Prior Notification Required

Prior Approval Required

Time Frame
for Contacting COC

Time Frame for Contacting Valencia's Liaison

SACSCOC

Documentation

Primary Departments

Responsible for monitoring and / or documentation

Initiating coursework or programs at a different level than currently approved

1

NA

Yes

NA

Immediately following
decision

Application for Level
Change
Due dates: April 15 or
September 15

VP, Academic Affairs and Planning

Expanding at current degree level (significant departure from current programs)

1

Yes

Yes

6 months

See Valencia’s Program Planning and Development Manual

Prospectus

Campus President / Campus Dean of Academic Affairs

Initiating a branch campus (See definition of “branch campus” on p. 3 of this document.)

1

Yes

Yes

6 months

Immediately following
decision

Prospectus

Campus President / Campus Dean of Academic Affairs

Initiating a certificate program at employer’s request and on short notice

…using existing approved courses

NA

NA

NA

NA

NA

NA

Campus President / Campus Dean of Academic Affairs

Note: Notification to Collegewide Committee required

…at a new off-campus site (previously approved program)

1

NA

Yes

NA

See Valencia’s Program Planning and Development Manual

Modified prospectus

Campus President / Campus Dean of Academic Affairs

…that is a significant departure from previously approved programs

1

Yes

Yes

Approval required prior to implementation

See Valencia’s Program Planning and Development Manual

Modified prospectus

Campus President / Campus Dean of Academic Affairs

Initiating other certificate programs

…using existing approved courses

NA

NA

NA

NA

NA

NA

Campus President / Campus Dean of Academic Affairs

Note: Notification to Collegewide Committee required

…at a new off-campus site (previously approved program)

1

NA

Yes

NA

See Valencia’s Program Planning and Development Manual

Prospectus

Campus President / Campus Dean of Academic Affairs

…that is a significant departure from previously approved programs

1

Yes

Yes

6 months

See Valencia’s Program Planning and Development Manual

Prospectus

Campus President / Campus Dean of Academic Affairs

Altering significantly the educational mission of the institution

1

NA

Yes

NA

See Valencia’s Program Planning and Development Manual

Contact Commission Staff
(Also see page 16, item 9)

VP, Academic Affairs and Planning

Initiating joint or dual degrees with another institution:  (See: “Agreements Involving Joint and Dual Academic Awards.”)

Joint Programs:

…with another SACSCOC accredited institution

2

Yes

NA

Prior to implementation

Immediately following
decision

Copy of signed agreement and contact information for each institution

VP, Academic Affairs and Planning / AVP, Curriculum and Articulation

… with an institution not accredited by SACSCOC

1

Yes

Yes

6 months

8 months

Prospectus

VP, Academic Affairs and Planning / AVP, Curriculum and Articulation

Dual Programs

2

Yes

No

Prior to implementation

Immediately following
decision

Copy of signed agreement and contact information for each institution

VP, Academic Affairs and Planning / AVP, Curriculum and Articulation

Initiating off-campus sites (including Early College High School and dual enrollment programs offered at the high school)

…Student can obtain
50% or more credits toward program

1

NA

Yes

Prior to implementation

Immediately following
decision

Prospectus

Campus President / Campus Dean of Academic Affairs

…Student can obtain 25-
49% of credit

2

Yes

NA

Prior to implementation

Immediately following
decision

Letter of notification

Campus President / Campus Dean of Academic Affairs

…Student can obtain
24% or less

NA

NA

NA

NA

NA

NA

Campus President / Campus Dean of Academic Affairs

Expanding program offerings at previously approved off-campus sites

…Adding programs that are significantly different from current programs at the site

NA

NA

NA

NA

NA

NA

Campus President / Campus Dean of Academic Affairs

Note: Notification to Collegewide Committee required

…Adding programs that are NOT significantly different from current programs at the site

NA

NA

NA

NA

NA

NA

Campus President / Campus Dean of Academic Affairs

Note: Notification to Collegewide Committee required

Altering significantly the length of a program

1

NA

Yes

NA

Immediately following
decision

Prospectus

VP, Academic Affairs and Planning / AVP, Career and Workforce Education / Campus President / Campus Dean of Academic Affairs

Initiating distance learning…

…Offering 50% or more of a program forthefirst time

1

NA

Yes

NA

Immediately following
decision

Prospectus

Campus President / Campus Dean of Academic Affairs

…Offering 25-49%

2

Yes

No

Prior to implementation

Immediately following
decision

Letter of notification

Campus President / Campus Dean of Academic Affairs

…Offering 24% or less

NA

NA

NA

NA

NA

NA

Campus President / Campus Dean of Academic Affairs

Note: Notification to Collegewide Committee required

Initiating programs or courses offered through contractual agreement or consortium

2

Yes

NA

Prior to implementation

Immediately following
decision

Letter of notification and copy of signed agreement

VP, Academic Affairs and Planning / AVP, Curriculum and Articulation

Entering into a contract with an entity not certified to participate in USDOE Title IV programs

…if the entity provides
25% or more of an educational program offered by the COC accredited institution

1

NA

Yes

NA

Immediately following
decision

Prospectus

VP, Academic Affairs and Planning / AVP, Curriculum and Articulation

…if the entity provides less than 25% of an educational program offered by the COC accredited institution

2

Yes

NA

Prior to implementation

Immediately following
decision

Copy of the signed agreement

VP, Academic Affairs and Planning / AVP, Curriculum and Articulation

Initiating a merger/consolidation with another institution

See SACSCOC policy  “Mergers, Consolidations and Change of Ownership: Review and Approval.”

Yes

Yes

6 months

8 months

Prospectus
Due dates: April 15 or
September 15

VP, Academic Affairs and Planning

Changing governance, ownership, control, or legal status of an institution

See SACSCOC policy  “Mergers, Consolidations and Change of Ownership: Review and Approval.”

Yes

Yes

6 months

8 months

Prospectus
Due dates: April 15 or
September 15

VP, Academic Affairs and Planning

Relocating a main or branch campus

1

Yes

Yes

6 months

8 months

Prospectus

VP, Academic Affairs and Planning

Moving an off-campus instructional site (serving the same geographic area)

2

Yes

NA

Prior to implementation

Immediately following
decision to move

Letter of notification with new address and starting date

Campus President / Campus Dean of Academic Affairs

Changing from clock hours to credit  hours

1

NA

Yes

NA

Immediately following
decision

Justify reasons for change, indicate calculation of equivalency, and other pertinent information

VP, Academic Affairs and Planning

Altering significantly the length of a program

1

NA

Yes

NA

See Valencia’s Program Planning and Development Manual

Prospectus

VP, Academic Affairs and Planning / AVP, Career and Workforce Education / Campus President / Campus Dean of Academic Affairs

Initiating degree completion programs

1

NA

Yes

NA

Immediately following
decision

Prospectus

VP, Academic Affairs and Planning / AVP, Career and Workforce Education / Campus President / Campus Dean of Academic Affairs

Closing a program, approved off-campus site, branch campus, or institution

…Institution to teach out its own students

3

Yes

Yes

Immediately following
decision to close

See Valencia’s Program Planning and Development Manual

Description of teach-out plan included with letter of notification

VP, Academic Affairs and Planning / AVP, Career and Workforce Education

…Institution contracts with another institution to teach-out students (Teach-out Agreement)

3

Yes

Yes

Immediately following
decision to close

Immediately following
decision to close

Description of teach-out plan, copy of signed teach-out agreement detailing terms included with notification

VP, Academic Affairs and Planning / AVP, Career and Workforce Education

Acquiring any program or site from another institution

See SACSCOC policy  “Mergers, Consolidations and Change of Ownership: Review and Approval.”

Yes

Yes

6 months

8 months prior to implementation

Prospectus

VP, Academic Affairs and Planning / Campus President / Campus Dean of Academic Affairs

Adding a permanent location at a site where the institution is conducting a teach-out for students from another institution that is closing

See SACSCOC policy  “Mergers, Consolidations and Change of Ownership: Review and Approval.”

Yes

Yes

6 months

8 months prior to implementation

Prospectus

VP, Academic Affairs and Planning