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Institutional Change

Title: Institutional Change Policy
Effective Date: August 30, 2015
Responsible Office: Provost
Last Updated: October 22, 2024

I. Scope

This policy applies to all departments, schools, programs, institutes, and other units of William & Mary, including the Batten School of Coastal & Marine Sciences/Virginia Institute of Marine Science.

II. Purpose

The purpose of this policy is twofold: to ensure that institutional changes (1) are communicated to university units that may be involved in or impacted by implementation or continuation of a change, and (2) comply with all relevant internal and external approval and notification requirements.

The procedures described in this policy detail the University’s process for monitoring institutional changes, including those reportable to the State Council of Higher Education for Virginia (SCHEV) and the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC). In addition, the procedures enable designated university personnel to coordinate with the originating unit(s), to identify noteworthy issues and requirements, and to provide guidance and support for complying with those requirements. Further, the procedures allow university units to comment on the degree to which implementing and sustaining a proposed change may measurably impact the resources, policies, or processes of that unit.

III. Policy
A. Responsible University Personnel

The Office of Institutional Accreditation & Effectiveness (IAE) is responsible for coordinating external compliance requirements among applicable academic and administrative units, working with other university offices as appropriate for each requirement. IAE also is responsible for managing the procedures described below. This policy does not change otherwise applicable responsibilities for compliance with external requirements. 

B. Changes Subject to this Policy

Changes subject to this policy are described on the Institutional Change (IC) website. In general, this policy applies to institutional changes in academic areas that may reasonably be expected to require involvement or contribution of other units, that may impact the resources or procedures of other units, and/or for which there exist requirements for internal and/or external approval or notification. However, there are several non-academic changes that are subject to this policy, including organizational changes (e.g., renaming or establishing a department or higher-level unit), changes related to off-campus locations, changes to mission, and more. If unsure whether your envisioned change falls within the scope of this policy, please visit the Types of IC Changes website or contact the Assistant Provost for Institutional Accreditation and Effectiveness.

C. Implementation of Institutional Changes

All institutional units that are responsible for envisioning, planning, and/or executing a change falling under the scope of this policy must usher their change through the Institutional Change review process using the procedures below. No change falling within the scope of this policy can be implemented prior to receiving all required internal and external approvals.

IV. Procedures
A. Pre-Proposal:  Envisioning and Announcing a Potential Change

At the time a unit begins to plan or otherwise consider the feasibility of a change that would be subject to this policy, the head of that unit (or his/her designee) should complete an announcement form in the institutional change management platform. This form serves as an initial announcement to all units of a potential change. The unit head/designee should consult the IC Timelines for Approval & Implementation and, based upon the desired implementation date, choose the appropriate Cycle for development and submission. Dates and submission timelines listed within the various Cycles are externally-driven and firm. The Assistant Provost for IAE will review the announcement form and confirm the appropriate timeline.

Units uncertain about whether a contemplated change would be subject to this policy should consult with IAE to determine what action is required.

B. Proposal Development and School/Unit-Level Approvals
  1. Following submission of the announcement form, representatives from the unit(s) primarily responsible for the potential change should contact the Director for Academic Program Authorization in IAE to begin working on preparing external submission materials for SCHEV.
  2. The Director for Academic Program Authorization is the individual who serves as a mediary between SCHEV staff and the unit(s) at W&M throughout the SCHEV approval process.
  3. The Assistant Provost for Institutional Accreditation & Effectiveness is the individual responsible for handling submissions to SACSCOC when required. Unit representatives should contact and work with the Assistant Provost at the same time as they are working with the Director for Academic Program Authorization on the SCHEV proposal.
C. Review and Approval at the University and Board of Visitors Levels
  1. A complete, non-announcement type institutional change form should be submitted according to the dates provided in the timeline for the chosen Cycle.
  2. Institutional change forms undergo a standard iterative review process to describe internal coordination that is necessary and to identify what internal and external requirements are applicable to the change. During the review process, IC Team members from the various university units indicate what is needed to implement and sustain the change. Working with university units, the originating unit documents how needs/concerns are being addressed.
  3. IC Team members may also comment on any impact of the change on their unit.
  4. Following an appropriate comment period, the Assistant Provost for Institutional Accreditation & Effectiveness (IAE) notifies the Vice Provost for Academic Affairs that a proposal is ready for the Provost’s (or their designee’s) review and response.
  5. Unit representatives should then work with the Assistant Provost for Institutional Accreditation and Effectiveness to prepare materials for review and approval by the W&M Board of Visitors (when such approval is required).
  6. Throughout the process, IAE and the Office of the Provost collaborate with the originating unit to assure that the proposal complies with all internal and external requirements. 
  7. All proposed institutional changes covered in this policy must undergo IC review, and they must receive all required approvals before implementation.
D. External Action: Submitting Proposal/Notification to External Agencies.
  1. Several types of changes require internal and/or external approvals; see W&M’s Quick Guide to Internal/External Actions pdf). Internal approvals may include committees internal to the department and primary academic unit (school), university officers, and/or the Board of Visitors.  External approvals may include those required by SACSCOC, SCHEV, the Virginia Department of Education (VDOE), the United States Department of Education (USDOE), and/or specialized accrediting agencies.
  2. Final approval of institutional change forms occur after approvals required by SACSCOC and SCHEV have been received by IAE. Originating units must check with other University units (such as Financial Aid, deans’ offices for VDOE and/or specialized accrediting agency requirements) to ensure other required external approvals are received .
  3. Proposals and notice to SCHEV and SACSCOC.   The University’s Institutional Accreditation Liaison for SACSCOC is responsible for submissions to SACSCOC.  The Office of the Provost/IAE will share SCHEV and SACSCOC responses with deans’ offices within the originating school/unit and with members of the university’s Institutional Change Team. Deans’ offices ensure that changes are communicated within the ir school and that the changes have received SCHEV/SACSCOC approvals. Deans’ offices ensure that changes are approved by the USDOE and other federal and state agencies as needed.
  4. Proposals and notices to the VDOE and discipline-specific accrediting agencies. For proposals originating with a school, the originating school is responsible for submissions and other communications about an institutional change with the VDOE and discipline-specific accrediting agencies.  The originating school provides copies of such submissions and related communications to IAE and the Office of the Provost per W&M’s Specialized Accreditation Policy. 
  5. Appropriate staff in deans’ offices shall ensure notifications are made to, and approvals are received from the USDOE and other federal and state agencies. In addition, appropriate staff in deans’ offices shall ensure that approved changes are reflected accurately in catalogs, websites, and other communications.
E. Record Keeping.

IAE, the Office of the Provost, and the originating school or administrative unit maintain records of all approvals and related correspondence regarding institutional change.

V. Approval and Amendment

 

This Policy was approved by the Provost on August 30, 2015 and revised December 20, 2017. Revisions made on August 30, 2023 were approved by the Executive Leadership Team. The latest revision to the policy was made on October 22, 2024 and consisted of minor revisions to the procedures for proposing an institutional change and securing appropriate internal and external approvals, clarified wording, and updated hyperlinks.

VI. Related Policies & Other Documents