Program Development and Review

Section 4.H.1 – Program Development

The College is committed to providing programs of study that meet the educational needs of our service area. New programs will prepare students for work or higher education and will be developed in compliance with procedures outlined by the North Carolina Community College System, the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), and any program-specific accrediting bodies for the discipline.

(approved July 16, 2018)

Procedures:

Procedures and application materials for the development of new programs are listed in  Section 3A-3C of the NCCCS Curriculum Procedures Reference Manual.

Section 4.H.2 – Program Review

Academic programs and services of the College are reviewed regularly through evaluation instruments, advisory committee and standing committee reviews, curriculum improvement processes, and all North Carolina Community College System curriculum programs are required to undergo a comprehensive review and evaluation at least once every three years. This review is intended to go beyond normal annual assessment and is intended to assist the College in determining long-term program effectiveness.

(approved 1/25/2021)

Procedures

• Academic Deans, Program/Department Heads, and Directors are responsible for conducting Program Reviews for their respective programs according to a schedule established by the College. The template for Academic Program Reviews is located in Campus Labs.
• The Office of Research and Planning will support the process as deemed appropriate by the Academic Dean and/or Program/Department Head/Director.

Section 4.H.3 – Substantive Change

Vance-Granville Community College is required by the North Carolina State Board of Community Colleges Code 23SBCCC 2C.0603 to maintain regional accreditation with the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). VGCC is responsible for following SACSCOC substantive change policy and procedures and for informing SACSCOC of substantive changes as specified in those procedures. Accreditation with SACSCOC may be placed in jeopardy if the Commission on Colleges is not notified of substantive changes in compliance with SACSCOC substantive change policy and procedures.

In the specific instance of changes thought to be “substantive” in nature, the following definition shall guide VGCC’s understanding and application of “substantive change”: “Substantive change is a significant modification or expansion of the nature and scope of an accredited institution” (taken from “Substantive Change for Accredited Institutions of the Commission on Colleges” Policy Statement, Approved December 1999; revised December 2013; revised January 2018; revised December 2020).

Substantive changes include: changes to the College’s mission or objectives; changes in legal status, control, governance, or ownership; addition of courses or programs that represent a significant departure in content or method of delivery; changing of institutional governance; changing the way the institution measures student progress; adding competency-based education direct assessment or programs; changes from clock hours to credit hours or substantial increase in credit hours; additional locations or campuses; closing of programs, locations, or campuses; entering into mergers or acquisitions with other institutions; collaborative academic agreements or contracts with other institutions or entities; and entering into agreements or contracts with an entity not eligible for Title IV funding.

Significant alterations of the educational mission or objectives of the College, location of campuses, mergers, control of ownership status, or closing of the institution will only result from approval of the President and the Board of Trustees. All new programs that offer a certificate, diploma, or degree require Board of Trustees, State Board of Community Colleges, and Southern Association of Colleges and Schools Commission on Colleges approval prior to implementation.

To guide the determination if a change is “substantive” in nature, the following questions should be answered by the Dean and reviewed with the Vice President of Learning, Student Engagement & Success and the SACSCOC Liaison.

1. What previously approved programs does the institution offer that are closely related to the new program and how are they related?
2. Will significant additional equipment or facilities be needed?
3. Will significant additional financial resources be needed?
4. Will a significant number of new courses be added to the curriculum?
5. Will a significant number of new faculty members be required?
6. Will significant additional library/learning resources be needed?

All types of substantive changes shall be reported in three general areas, according to the SACSCOC policy and procedures. These areas are: institutional changes, program changes, and off-campus instructional changes.

1. Program changes shall be initiated through the College’s established procedures. After approval at the appropriate level (i.e., academic affairs committee, president’s cabinet), matters involving new curriculum programs at any credential level, new or relocated sites, relocation/addition of program to sites, offering of 25% or 50% of a program through distance education, and major additions or changes to College operations or services shall be reviewed first by the SACSCOC liaison, then by the appropriate vice president, and finally by the president for determination of its status as a substantive change
2. All identified substantive changes will be handled in accordance with SACSCOC substantive change policy and procedures.

Depending on the category and scope of the substantive change the following deadlines are provided to facilitate institutional planning.

1. For substantive changes requiring approval by the full SACSCOC Board of Trustees, to be implemented after the date of the Board meeting, the submission deadlines are:
   1. March 15 for review at the SACSCOC Board’s biannual meeting in June of the same calendar year, and
   2. September 1 for review at the SACSCOC Board’s biannual meeting in December of the same calendar year.
2. For substantive changes requiring approval by the SACSCOC Board of Trustees Executive Council (Meets Year Round), or for a substantive change requiring notification only, 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.

(approved 1/25/2021)

Procedures

Vance-Granville Community College will maintain compliance with SACSCOC Substantive Change Policy through collaboration within the institution. VGCC requires a planning period of at least 12 months for implementation of all changes that are substantive in nature to obtain all necessary local, state, and SACSCOC approvals before implementation.

Substantive change is defined by SACSCOC as a significant modification or expansion of the nature and scope of an accredited institution. Under federal regulations substantive change includes:

• Any change in the established mission or objectives of the institution
• Any change in legal status, form of control, or ownership of the institution
• Changing governance of an institution
• “Significant departure” from existing programs is where disciplinary content is new: The addition of courses or programs of study at a degree or credential level different from that which is included in the institution’s current accreditation or reaffirmation.
  1. When is a course “new”? Courses not in a previous year’s catalog are considered “new”. Also, courses are “new” if significant changes in content are made and these changes are not closely related to content in other programs, guiding questions to determine if a change is “substantive” as listed in the policy.
     1. A new program with 25-49% new content is a significant departure from the institution’s existing programs and requires notification prior to implementation.
     2. A new program with 50-100% new content is a significant departure from the institution’s existing program’s and requires SACSOC approval prior to implementation (requires a prospectus)
• The addition of courses or programs of study at a degree or credential level different from that which is included in the institution’s current accreditation or reaffirmation
• A change from clock hours to credit hours
• A substantial increase in the number of clock or credit hours awarded for successful completion of a program
• The establishment of an additional location geographically apart from the main campus at which the institution offers at least 50 % of an educational program
• The establishment of a branch campus
• Closing a program, off-campus site, branch campus or institution
• Entering into a collaborative academic arrangement such as a dual degree program or a joint degree program with another institution
• Acquiring another institution or a program or location of another institution
• Adding a permanent location at a site where the institution is conducting a teachout program for a closed institution
• Entering into a contract by which an entity not eligible for Title IV funding offers 25% or more of one or more of the accredited institution’s programs
• Adding an additional method of delivery to a currently offered program
• Merging/consolidating two or more institutions or entities
• Acquiring another institution or any program or location of another institution
• Relocating an institution or an off-campus instructional site of an institution
• Entering into a cooperative academic arrangement
• Entering into a written agreement under 34 C.F.R. 668.5 under with an institution or organization is not certified to participate in the title IV Higher Education Act
• Adding competency-based education programs
• Adding each competency-based education program by direct assessment
• Re-opening a previously closed program or off-campus instructional site
• Closing an institution, a program, a method of delivery, an off-campus instructional site, or a program at an off-campus instructional site

Specific types of substantive change and the required time-frame for required documentation submission to SACSCOC are located in the SACSCOC Substantive Change Policy and with VGCC specific procedures to the changes outlined below:

Changes Requiring Notification and Approval Prior to Implementation

• New programs, New Programs offering competency based credit between 25%-49% or 50% or over, Programs new or otherwise requiring prior credit for completion, degrees, certificates, or program closures/deactivations or significant changes to the length of a program or certificate, reopening of a previously closed program
  1. Requests for the aforementioned changes are brought forward through the program review process or from advisory committee recommendations and/or faculty using the Academic Affairs proposed action form. Such requests require approval from their respective department chair or dean. Department chairs and deans are responsible for determining the impact of the proposal on program effectiveness and its consistency with program outcomes.
  2. Once approved by both the department chair and dean, proposals are submitted to the Vice President of Learning, Student Engagement & Success for review, discussion, and preparation to present to the Academic Affairs Committee. The Academic Affairs Committee meets monthly. For program closures, all teach-out plans must be submitted to the Vice President of Learning, Student Engagement & Success for review before proceeding to the next step.
  3. The Academic Affairs Committee will convene to hear the proposal as presented by the academic dean. The SACSCOC Liaison, in collaboration with the Academic Affairs Committee will review the proposal as it relates to substantive change.
  4. The Academic Affairs Committee will make a recommendation to the President’s Cabinet.
  5. Proposed program changes are approved or disapproved by the President’s Cabinet.
  6. If the proposed program change is at the course level and is approved by the President’s Cabinet, no further action is required and the Vice President of Learning, Student Engagement & Success will inform the deans and the Academic Affairs Committee. If the proposed program change involves a new site location, development or termination of a certificate, diploma, or degree, the President will carry forward the recommendation of the President’s Cabinet for review by the Board of Trustees.
  7. Once the Board of Trustees has approved the new program or program termination, the SACSCOC Liaison will correspond with SACSCOC to discuss the nature of the proposed change. If the change is determined to be substantive in nature, the SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the appropriate Academic Dean indicating proposed program changes and/or proposed new programs as required by SACSCOC. For new programs VGCC must notify SACSCOC by January 1 for a Fall Semester implementation or July 1 for a Spring Semester implementation. The Vice President of Learning, Student Engagement & Success will submit proposed program changes and/or proposed new programs to the State Board of Community Colleges for approval.
  8. No new program (certificate, degree, or diploma) can be implemented at the college and no program may be terminated and no teach-out plan may be initiated without approval by the President, Board of Trustees, North Carolina State Board of Community Colleges, and SACSCOC.
• New Facilities, Instructional Sites including the reopening of a previously closed site or Campuses or Relocation of any site
  1. Course offerings proposed at any off-campus instructional site including: new facilities, instructional sites or the relocation of any instructional site are initiated by the appropriate academic dean and must have prior approval of the Vice President of Learning, Student Engagement & Success.
  2. The Academic Affairs Committee will convene to hear the proposal as presented by the academic dean. The SACSCOC liaison, in collaboration with the Academic Affairs Committee will review the proposal as it relates to substantive change. Proposals must use the Academic Affairs proposed action form.
  3. The SACSCOC Liaison will notify the President, the Vice President of Learning, Student Engagement & Success, and the appropriate academic dean if a prospectus for the new instructional site is needed. The SACSCOC Liaison will establish a timetable for appropriate reporting.
  4. Establishment of new College facilities, instructional sites, campuses, or relocation of any instructional site requires the approval of the VGCC Board of Trustees.
  5. Once approval is given, the SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the appropriate Academic Dean indicating the new facility, instructional site, or site relocation. VGCC must notify SACSCOC by January 1 for a Fall Semester implementation or July 1 for a Spring Semester implementation. SACSCOC must give approval prior to the opening of a new facility, instructional site, campus or site relocation.
• Initiating off-campus sites for High Schools and Early College High School programs
  1. SACSCOC will be notified by letter of the initiation of an early college high school.
  2. The Vice President of Learning, Student Engagement & Success must prepare a Memorandum of Understanding (MOU) with the partner school district for operation of an Early College High School or a dual enrollment program and must be approved by the VGCC Board of Trustees.
  3. After approval, if it is determined that 24% or less of any VGCC program credit will be obtained at the high school location no notification is required.
  4. After approval, if it is determined that between 25% and 49% of any VGCC program credit will be obtained at the high school location; the SACSCOC Liaison will draft a notification letter and prospectus for the President to submit to SACSCOC. VGCC must have SACSCOC approval before implementation.
  5. After approval, if it is determined that 50% of any VGCC program credit will be obtained at the high school location the SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the appropriate Academic Dean for the President to submit to SACSCOC. VGCC must notify SACSCOC by January 1 for a Fall Semester implementation or July 1 for a Spring Semester implementation. VGCC must have SACSCOC approval before implementation.
• Closing an approved Off-Campus Site, Branch Campus, or the Institution
  1. Closing an approved off-campus site, branch campus or the Institution are activities that would be initiated at the highest levels of the VGCC Administration and would require the approval of the VGCC Board of Trustees and the North Carolina Community College System.
  2. The date of closure would precipitate the type of teach-out required for VGCC’s current students; institutional teach-out or contracted teach-out.
  3. Once this decision is approved by the VGCC Board of Trustees, the SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the appropriate Academic Dean for the President to submit to SACSCOC concerning the closing of the location with the teach-out plan description and teach-out agreement. VGCC must notify SACSCOC six months prior to the proposed implementation date for the appropriate approval. SACSCOC must give approval prior to the closing of an approved off-campus site, branch campus or the Institution.
• Initiating coursework or programs at a different level than currently approved
  1. 1. This type of change would require the President to secure prior approval by the VGCC Board of Trustees and by the North Carolina Community College System.
     2. Program level changes require approval from the Vice President of Learning, Student Engagement & Success to determine the impact of the proposal on program effectiveness and its consistency with program outcomes.
     3. Once the proposal is approved, the appropriate academic dean will present to the Academic Affairs Committee. The Academic Affairs Committee meets monthly.
     4. The Academic Affairs Committee will convene to hear the proposal as presented by the academic dean.
     5. The Academic Affairs Committee will make a recommendation to the President’s Cabinet.
     6. Proposed program changes are approved or disapproved by the President’s Cabinet.
     7. If the proposed program change is approved, a 24-month planning period will be implemented to develop all academic requirements and the prospectus for SACSCOC approval. SACSCOC must have the prospectus 12 months prior to implementation.
     8. The program level change will not be implemented without SACSCOC approval.
• Altering significantly the educational mission of the institution.
  1. The VGCC Board of Trustees is required to approve any change in the mission of VGCC. Normally, this coincides with the adoption of a new strategic plan that emphasizes particular initiatives within the college or passed down from the North Carolina Community College System.
  2. If the educational mission of VGCC is significantly altered, the SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the President’s Office to submit to SACSCOC. VGCC mustnotify SACSCOC six months prior to the proposed implementation date for the appropriate approval. VGCC must have SACSCOC approval before implementation of the new educational mission.
• Initiating joint or dual degrees, programs or courses with another institution, contractual agreement or consortium (SACSCOC Approved Institution).
  1. This type of change would come as a result of a contract or agreement originated by the highest levels of the VGCC administration and would require the President to secure the approval of the VGCC Board of Trustees
  2. Upon Board approval, the President will direct the Vice President of Learning, Student Engagement & Success and the SACSCOC Liaison to draft a notification letter for the President to submit to SACSCOC in the appropriate manner.
  3. VGCC will notify SACSCOC of the arrangement with all supporting documentation prior to implementation.
• Initiating joint or dual degrees, programs or courses with another institution, contractual agreement or consortium (Not a SACSCOC Approved Institution).
  1. This type of arrangement would come as a result of a contract or agreement at the highest level in the VGCC Administration and would require the President to secure the approval of the VGCC Board of Trustees.
  2. Upon Board approval, the President will direct the Vice President Learning, Student Engagement & Success and the SACSCOC Liaison to notify SACSCOC in the appropriate manner. The SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the appropriate Academic Dean for the President to submit to SACSCOC.
  3. This type of arrangement requires VGCC to notify and send a prospectus to SACSCOC six months prior to implementation. VGCC must receive SACSCOC approval prior to implementation.
• Entering into a contract with an entity not certified to participate in USDOE Title IV programs.
  1. This type of arrangement would come as a result of a contract or agreement at the highest level in the VGCC Administration and would require the President to secure the approval of the VGCC Board of Trustees.
  2. Upon Board approval, the President would direct the Vice President of Learning, Student Engagement & Success and the SACSCOC Liaison to notify SACSCOC in the appropriate manner
  3. This type of arrangement requires VGCC to determine the percentage of courses the contracted entity will provide to the program offered
  4. If the program is offered by the accredited institution and the partner offers courses that are 24% or less of the program SACSCOC requires notification six months before implementation with all supporting materials.
  5. If the program is offered by the accredited institution and the partner offers courses that are 25% or more of the program the SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectusin conjunction with the appropriate Academic Dean for the President to submit to SACSCOC six months prior to implementation with all supporting materials. SACSCOC must approve the request prior to implementation.
• Changing governance, ownership, control or legal status, or acquiring a program from another institution, or adding a permanent location at a site where the institution is conducting a teach–‐out for students from another institution that is closing.
  1. Taking over another institution’s governance, building(s), programs or teaching–‐out another institution’s programs are activities that would be initiated at the highest levels of VGCC administration and the North Carolina Community College System.
  2. This type of action would require the approval of the VGCC Board of Trustees and sufficient coordination between all entities involved.
  3. The President would direct the Vice President of Learning, Student Engagement & Success to work with the academic deans for an orderly transition
  4. Once the decision for one of these scenarios is approved by the VGCC Board of Trustees, the SACSCOC Liaison will work with the Vice-President of Learning, Student Engagement & Success to develop the notification letter and prospectus for the President to submit.
  5. VGCC must notify SACSCOC six months prior to the proposed implementation date for the appropriate approval. VGCC must have SACSCOC approval before implementation
• Change from Clock Hours to Credit Hours
  1. The College currently operates on credit hours. If a conversion to clock hours were to be initiated such requests require approval from their respective department chair and dean. Department chairs and deans are responsible for determining the impact of the proposal on program effectiveness and its consistency with program outcomes.
  2. Once approved by both the department chair and dean, proposals are submitted to the Vice President of Learning, Student Engagement & Success for review, discussion, and preparation to present to the Academic Affairs Committee. The Academic Affairs Committee meets monthly.
  3. The Academic Affairs Committee will convene to hear the proposal as presented by the academic dean. The SACSCOC Liaison, in collaboration with the Academic Affairs Committee will review the proposal as it relates to substantive change. Proposals much use the Academic Affairs proposed action form
  4. The Academic Affairs Committee will make a recommendation to the President’s Cabinet.
  5. Proposed program changes are approved or disapproved by the President’s Cabinet.
  6. If the proposed change is approved by the President’s Cabinet, no further action is required and the Vice President of Learning, Student Engagement & Success will inform the deans and the Academic Affairs Committee. Since the change is modifying how the Institution awards credit, the President will carry forward the recommendation of the President’s Cabinet for review by the Board of Trustees.
  7. Once the Board of Trustees has approved the program credit revision, the SACSCOC Liaison will correspond with SACSCOC to discuss the nature of the proposed change. The SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the appropriate Academic Dean indicating proposed program changes as required by SACSCOC. The Vice President of Learning, Student Engagement & Success will submit proposed program changes to the State Board of Community Colleges for approval. VGCC must notify SACSCOC six months prior to the proposed implementation date for the appropriate approval.
  8. This change cannot be implemented at the college without approval by the President, Board of Trustees, North Carolina State Board of Community Colleges, and SACSCOC
• Offering a Program via Distance Learning for the first time
  1. VGCC was approved to offer Distance Learning in February, 2003
  2. Notification to SACSCOC is required when Distance Learning Programs that are a significant departure from previous approved programs before they reach the 25%-49% threshold and the 50% or more threshold or a new mode of delivery.
  3. The personnel in the Planning and Research office run a schedule report on the official day of record each semester to determine if any program is approaching aforementioned thresholds that semester
  4. If a program is found to be close to reaching the 25%-49% point or the 50% or more point, the Planning and Research Office will determine if the Distance Learning Program is a significant departure from previous approved Distance Learning Programs
  5. If it is not a significant departure, the program is allowed to continue Program is a significant departure from previous approved Distance Learning Programs
  6. If it is a significant departure and the program is close to reaching the 25%-49% point of the program being online, The SACSCOC Liaison will draft a notification letter for the President to submit prior to reaching this point as required by SACSCOC.
  7. If it is a significant departure and the program is close to reaching the 50% point of the program being online, the appropriate academic dean will be contacted and the SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the appropriate Academic Dean prior to reaching this point. VGCC must notify SACSCOC six months prior to the proposed implementation date for the appropriate approval. SACSCOC approval is required before allowing the program to reach the 50% completion point of being online.

Changes Involving Consolidations/Mergers

• Initiating a merger or consolidation with another institution.
  1. Merging or consolidating with another institution are activities that would be initiated at the highest levels of VGCC administration and the North Carolina Community College System.
  2. This type of action would require the approval of the VGCC Board of Trustees and sufficient coordination between all entities involved.
  3. The President and Vice President of Learning, Student Engagement & Success will work with the SACSCOC Liaison in order to notify SACSCOC.

The SACSCOC Liaison will draft a notification letter and participate in the preparation of a prospectus in conjunction with the appropriate Academic Dean for the President to submit to SACSCOC. VGCC must adhere to the SACSCOC published deadlines (6-12 months planning) to ensure the proposed implementation date for the appropriate approval. VGCC must have SACSCOC approval before implementation.