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Procedures

Compliance Organization & Regulation Procedures

 

1.1 Compliance with CVCC Policies

CVCC policies and procedures regarding students are available for reference on the CVCC website (www.cvcc.edu) under the About Us Link. Following are the direct links, CVCC Policies and CVCC Procedures. These web pages include, but are not limited to, information regarding admissions, course grading, student conduct, student due process, privacy of students, visitors on campus, sexual offense/assault protocol, campus safety and security, and reporting a crime. Printed copies of a policy/policies, or procedure/procedures are available upon request to Student Services.

Establishing, Revising, Deleting Policies and Procedures

New policies that have gone through the vetting process require the initial approval of the Review and Innovation Team prior to presentation to the President. The President then approves the policy for presentation to the Board of Trustees’ Personnel, Planning, and Program Committee. The Personnel, Planning, and Program Committee will review and act on the draft policy. If approved, it will be presented for full Board approval. The Board of Trustees must approve policies (with an effective date) prior to the drafts becoming Catawba Valley Community College Policies. Deletion of existing policies shall follow the same procedure as the adoption of new policies.

Policy revisions will follow the same process outlined above. The President of the college will determine if the revision represents a substantive change to the content, meaning, and/or intention of the existing policy. If the change represents no substantive change to the content, meaning, and/or intention, the President may approve the revision to the existing policy and will notify the Personnel, Planning, and Program Committee at its next meeting. If the revision does represent a substantive change in content, meaning, and/or intention, then the President must approve the revision for presentation to the Personnel, Planning, and Program Committee, which, in turn, must act on the revision for presentation to the Board of Trustees for approval to become college policy.

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1.5 Southern Association of Colleges and Schools’ Commission on Colleges - Substantive Change Reporting

The Southern Association of Colleges and Schools’ Commission on Colleges recognizes three types of substantive change and outlines the procedures associated with each type in the “Substantive Change for SACSCOC Accredited Institutions: Policy Statement.” This PDF Document opens in a new window. The three types are as follows:

  1. Substantive changes requiring the submission of a prospectus (or application) and Commission approval prior to implementation,
  2. Substantive changes requiring a letter of notification prior to implementation, and
  3. Substantive changes requiring a description of a teach-out plan, which include the closing of a program, site, branch campus, or institution.

Procedures for the following types of changes are included in a separate document, “Mergers, Consolidations, Change of Ownership, Acquisitions, and Change of Governance, Control, Form, or Legal Status”:This PDF Document opens in a new window.

  • initiating mergers or consolidations,
  • acquiring any program or site from another institution,
  • adding as a permanent location any site where the institution is conducting a teach-out for students of another institution that is closing, and
  • changes in governance, ownership, means of control or legal status

Procedures for approval of direct assessment competency-based education programs are in a separate document, “Direct Assessment Competency-Based Educational Programs.”This PDF Document opens in a new window.

Changes Requiring Reporting Procedure 1

Changes requiring the submission of a prospectus (or application) and Commission on Colleges approval prior to implementation include the following:

  • Initiation of coursework or programs at a different level than currently approved (an application for Level Change must be submitted by April 8 or September 15 of the current year),
  • Expansion at current degree level represented by a significant departure from current programming, initiation of a branch campus (prospectus),
  • Relocation of a main or branch campus (prospectus),
  • Initiation of degree completion programs (prospectus),
  • Initiation of a certificate program at an employer’s request and on short notice if the program is offered at a new off-site campus and/or if the program is a significant departure from existing programming (modified prospectus),
  • Initiation of other certificate programs if the program is offered at a new off-site campus and/or if the program is a significant departure from existing programming (prospectus),
  • Significant alteration of the educational mission of the institution (contact Commission staff regarding the prospectus and other necessary documentation),
  • Initiation of joint programs with an institution not accredited by SACSCOC (prospectus),
  • Initiation of off-campus sites (including Early College High School and dual enrollment programs offered at the high school) where students can obtain 50% or more credits toward program (prospectus),
  • Expansion of program offerings at previously approved off-campus sites if the programming is significantly different from current programming at the site and at the institution (prospectus),
  • Significant alteration of the length of a program (modified prospectus)
  • A change from clock hours to credit hours (full justification).
  • Initiation of a direct assessment competency-based program (Screening Form and Letter of Notification – possible prospectus),
  • Initiation of distance learning offering 50% or more of a program for the first time (the college received this SACSCOC approval in 2001), and
  • Entry 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 SACSCOC accredited institution.

The normal time frame for contacting the Commission on Colleges concerning the above substantive changes is approximately six months (persons responsible for the submission should review information in the “Substantive Change for SACSCOC Accredited Institutions: Policy Statement”This PDF Document opens in a new window. for more information regarding appropriate time frames); it is recommended that submission of all materials to the Commission be completed at least eight months prior to the planned implementation of the substantive change (or for substantive changes requiring more than six months according to the Commission’s recommendations, the Commission’s recommended time frame plus two months for any further reporting requirements), since Commission approval is required prior to implementation. Therefore, persons responsible for submission should provide all required materials and information to the Office of Accountability, Efficiency, and Effectiveness approximately nine months prior to the planned implementation date.

Changes Requiring Reporting Procedure 2

Changes requiring a Letter of Notification to Commission on Colleges prior to implementation include the following:

  • Initiation of joint programs with another SACSCOC accredited institution (Letter of Notification should include a copy of the signed agreement and contact information for both institutions),
  • Initiation of dual programs (Letter of Notification should include a copy of the signed agreement and contact information for both institutions),
  • Initiation of off-campus sites (including Early College High School and dual enrollment programs offered at the high school) where students can obtain 25% to 49% of credits toward program,
  • Initiation of distance learning offering 25% to 49% of credits toward a program (the institution’s 2001 SACSCOC approval of distance education covers these instances, unless the program itself is a significant departure from regular programming),
  • Initiation of programs or courses offered through contractual agreement or consortium (Letter of Notification should include a copy of the signed agreement),
  • Entry into a contract with an entity not certified to participate in USDOE Title IV programs if the entity provides less than 25% of an education program offered by the COC accredited institution (Letter of Notification should include a copy of the signed agreement).

While substantive changes covered under Procedure 2 do not require prior approval from the Commission on Colleges, the Commission must be notified prior to implementation. Persons responsible for submitting information regarding such substantive changes should first consult the “Substantive Change for SACSCOC Accredited Institutions: Policy Statement”This PDF Document opens in a new window. and should submit all information required by the Office of Accountability, Efficiency, and Effectiveness at least six months prior to the planned implementation date.

Changes Requiring Reporting Procedure 3

Changes requiring a Letter of Notification and a description of a teach-out plan to the Commission on Colleges, as well as the Commission’s approval prior to closure include the following:

  • Closure of a program, approved off-campus site, branch campus, or institution when the institution plans to teach-out its own students (Description of teach-out plan should be included with the Letter of Notification) and
  • Closure of a program, approved off-campus site, branch campus, or institution when the institution contracts with another institution to teach-out students (Teach-Out Agreement- Description of teach-out plan and a copy of the signed teach-out agreement should be included with the Letter of Notification).

The Commission on Colleges should be notified immediately following the decision to close, and the Commission’s approval must be received prior to the closure. Persons responsible for submitting information regarding such substantive changes should first consult the “Substantive Change for SACSCOC Accredited Institutions: Policy Statement”This PDF Document opens in a new window. and should submit all information required by the Office of Accountability, Efficiency, and Effectiveness at least six months prior to the planned implementation date.

1.5 Curricular Revision Procedure

All academic supervisors must follow the established procedure for revision, addition, or termination of curriculum academic programs. Department heads or appropriate supervisors must submit a Curriculum Change Request Form to the appropriate school instructional council, indicating the type of request (New Curriculum, Curriculum Revision, and/or SACSCOC Substantive Change) and the nature of the change (Add a Course, Delete a Course, Change in a Pick List or Other Options, Change in Sequence of Courses, Add/Delete a Degree Option, or other type of change). If approved by the appropriate school instructional council, the request is forwarded to the institution’s Academic Instructional Council for final approval or recommendation.

All submissions of curricular change requests must be submitted in consideration of the time involved for the implementation of the change; those changes requiring specific funding or reporting of substantive change to SACSCOC must be submitted with appropriate time frames in mind. Supervisors should refer to SACSCOC “Substantive Change for SACSCOC Accredited Institutions: Policy Statement.”This PDF Document opens in a new window. 

The Executive Officer of the Office of Accountability, Efficiency, and Effectiveness sits as a non-voting member of the Academic Instructional Council and offers assistance and further insights on questions regarding items that may have substantive change implications.

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1.5 Operational/Administrative Revision Procedure

All administrative personnel must follow the established procedure for changes in administrative/ institutional operations. Any revisions or changes in institutional operations should be presented to the Review and Innovation Team for approval prior to implementation. All submissions of institutional change requests must be presented to the Review and Innovation Team in consideration of the time involved for the implementation of the change; those changes requiring specific funding or reporting of substantive change to SACSCOC must be submitted with appropriate time frames in mind. For definitions of substantive change and appropriate procedural timeframes, administrators proposing changes or revisions should refer to the “Substantive Change for SACSCOC Accredited Institutions: Policy Statement.” This PDF Document opens in a new window. The Executive Officer of the Office of Accountability, Efficiency, and Effectiveness is a member of the Review and Innovation Team and offers assistance and further insights on questions regarding items that may have substantive change implications.

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1.7 Equal Opportunity /Nondiscrimination

The President’s designee for all issues related to discrimination shall be the Director of Human Resources at the college. Any individual that feels he/she has been discriminated against should file a grievance with the Director of Human Resources as soon as possible after the alleged incident.

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