Substantive Change: Changes to Existing Programs
Prior HLC approval may be required for substantive changes to existing academic programs. This includes changes related to clock hours, credit hours, program content, customized pathways, method of delivery, length of term affecting allocation of credit, or the cancellation or suspension of a program.
Screening Form
Complete HLC's Screening Form for Changes to Existing Programs if your institution is making changes to an existing program related to:
- Program content
- Method of delivery
- The number of clock or credit hours required for program completion
- Developing customized pathways or abbreviated or modified courses or programs
Note: Institutions that are currently on or recently removed from HLC sanction or Show-Cause Order, or that are under provisional certification, are subject to additional requirements and should complete this alternative screening form.
Types of Requests
The following information is provided for general guidance. Institutions planning a change related to any of the topics listed below should contact their HLC staff liaison to confirm that prior HLC approval or notification is required.
Program concentration or specialization
Customized pathways or abbreviated or modified courses or program
Cancellation or suspension of a program
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Clock or Credit Hours
The following requirements apply when an institution converts 10% or more of the clock hours awarded for completion of a program to credit hours.
Prior HLC Approval Required
How To Apply
Submit the Clock/Credit Hour Application
Review Process
Review and Decision-Making Timeline
Approximately three months from submission of complete application
The following requirements apply when an institution converts 10% or more of the credit hours awarded for completion of a program to clock hours.
Prior HLC Approval Required
How To Apply
Submit the Clock/Credit Hour Application
Review Process
Review and Decision-Making Timeline
Approximately three months from submission of complete application
The following requirements apply when an institution increases or decreases the total number of clock or credit hours required for successful completion of a degree program by 25% or more since its most recent HLC accreditation review (comprehensive evaluation, Assurance Review or Show-Cause Evaluation Visit).
Prior HLC Approval Required
How To Apply
Submit the Clock/Credit Hour Application
Review Process
Review and Decision-Making Timeline
Approximately three months from submission of complete application
The following requirements apply when an institution increases or decreases the total number of clock or credit hours required for successful completion of a certificate program by 25–50% since its most recent HLC accreditation review (comprehensive evaluation, Assurance Review or Show-Cause Evaluation Visit).
HLC Notification Required*
Completion of the Screening Form for Changes to Existing Academic Programs constitutes notification.
* Prior HLC approval is required if the institution is in any of the categories listed below. These institutions should complete this alternative screening form, and HLC will provide further instructions.
- The institution is currently on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020);
- In the prior three years, the institution has been on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020); or
- The institution is currently under a provisional certification status with the U.S. Department of Education, and that status was assigned on or after July 1, 2020.
The following requirements apply when an institution increases or decreases the total number of clock or credit hours required for successful completion of a certificate program by more than 50% since its most recent HLC accreditation review (comprehensive evaluation, Assurance Review or Show-Cause Evaluation Visit).
Prior HLC Approval Required
How To Apply
Submit the Clock/Credit Hour Application
Review Process
Review and Decision-Making Timeline
Approximately three months from submission of complete application
Program Content
According to the U.S. Department of Education, program content changes include changes to a program's curriculum (measured by clock or credit hours), learning objectives, competencies, or required clinical experiences. This would include changes in the general education courses required for program completion and not merely the courses within the discipline, program or major.
The following requirements apply when an institution makes an aggregate change of 25% or more to the content of a program since its most recent HLC accreditation review (comprehensive evaluation, Assurance Review or Show-Cause Evaluation Visit).
HLC Notification Required*
Completion of the Screening Form for Changes to Existing Academic Programs constitutes notification.
* Prior HLC approval is required if the institution is in any of the categories listed below. These institutions should complete this alternative screening form, and HLC will provide further instructions.
- The institution is currently on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020);
- In the prior three years, the institution has been on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020); or
- The institution is currently under a provisional certification status with the U.S. Department of Education, and that status was assigned on or after July 1, 2020.
Program Concentration or Specialization
A program concentration (or specialization, track or emphasis) involves less than half of the total hours in the program of which it is a part, with the remaining hours taken in common by all students in the program.
A concentration or specialization may be considered a significant departure from the original program approval based on a variety of factors, including, but not limited to, whether the institution plans to hire additional faculty with new expertise or to acquire specialized accreditation.
Contact the institution's HLC staff liaison
Contact the institution's HLC staff liaison to discuss the proposed program and determine whether prior HLC approval is required. An institution's staff liaison is identified in its Institutional Status and Requirements Report.
If Prior Approval Is Required
Submit the Program Application . Based on the type and complexity of the request, HLC will determine the appropriate process for review.
Prior HLC Approval Required
How to Apply
Submit the CBE Program Application
Review Process
Review and Decision-Making Timeline
At least five months from the submission of a complete application. Due to the nature of HLC's review of CBE program applications, the process may take longer than other types of requests.
If the institution's stipulation for credit-based CBE is "Approved for credit-based competency-based education" (See institution's ISR Report)
Notification Required: Complete the Screening Form for Changes to Existing Academic Programs.
If the institution's stipulation for credit-based CBE is not "Approved for credit-based competency-based education"
Prior HLC approval required: Submit the Submit the CBE Program Application
The application will be reviewed through a Change Panel, and the review and decision-making process may take at least five months from the submission of a complete application. Due to the nature of HLC's review of CBE program applications, the process may take longer than other types of requests.
Customized Pathways or Modified or Abbreviated Courses or Program
The following requirements apply to the development of customized pathways or abbreviated or modified courses or programs to accommodate a student's existing knowledge (such as from employment or military service) and to close competency gaps between demonstrated prior knowledge and the full requirements of a particular course or program.
Contact HLC*
Complete the Screening Form for Changes to Existing Academic Programs. HLC staff will review the information provided and notify the institution as to whether prior HLC approval of the proposed change is required.
* Prior HLC approval is required if the institution is in any of the categories listed below. These institutions should complete this alternative screening form, and HLC will provide further instructions.
- The institution is currently on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020);
- In the prior three years, the institution has been on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020); or
- The institution is currently under a provisional certification status with the U.S. Department of Education, and that status was assigned on or after July 1, 2020.
Method of Delivery
Contact HLC*
Complete the Screening Form for Changes to Existing Academic Programs. HLC staff will review the information provided and notify the institution as to whether prior HLC approval is required. If so, the institution should submit the Distance Education Application .
* Prior HLC approval is required if the institution is in any of the categories listed below. These institutions should complete this alternative screening form, and HLC will provide further instructions.
- The institution is currently on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020);
- In the prior three years, the institution has been on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020); or
- The institution is currently under a provisional certification status with the U.S. Department of Education, and that status was assigned on or after July 1, 2020.
Prior HLC Approval Required
How To Apply
Submit the Submit the CBE Program Application
Review Process
Review and Decision-Making Timeline
At least five months from the submission of a complete application. Due to the nature of HLC's review of CBE program applications, the process may take longer than other types of requests.
Contact HLC*
Complete the Screening Form for Changes to Existing Academic Programs. HLC staff will review the information provided and notify the institution as to whether prior HLC approval is required.
If prior approval is required, the institution should submit the CBE Program Application . The application will be reviewed through a Change Panel, and the review and decision-making process may take at least five months from the submission of a complete application. Due to the nature of HLC's review of CBE program applications, the process may take longer than other types of requests.
* Prior HLC approval is required if the institution is in any of the categories listed below. These institutions should complete this alternative screening form, and HLC will provide further instructions.
- The institution is currently on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020);
- In the prior three years, the institution has been on Notice, Probation or under a Show-Cause Order (placed on the sanction or Show-Cause Order after July 1, 2020); or
- The institution is currently under a provisional certification status with the U.S. Department of Education, and that status was assigned on or after July 1, 2020.
Length of Term
The following requirements apply when an institution changes its term length (e.g., semesters to quarters or semesters to a five-week compressed term) in a way that affects 25% or more of all the institution's courses or programs.
Prior HLC Approval Required
How To Apply
Submit the Length of Term Affecting Allocation of Credit Application
Review Process
Review and Decision-Making Timeline
Approximately three months from submission of complete application
Cancellation or Suspension
Contact the institution's HLC staff liaison
Contact the institution's HLC staff liaison to discuss the program that will be cancelled or suspended in order to determine whether prior HLC approval or notification is required. An institution's staff liaison is identified in its Institutional Status and Requirements Report.
If Prior Approval Is Required
Submit a Provisional Plan for teaching out students in the program. See HLC's Teach-Out Procedure for details about this process and instructions for creating and submitting a Provisional Plan.
If Notification Is Required
Contacting the HLC staff liaison constitutes notification.
Questions?
Contact HLC at This email address is being protected from spambots. You need JavaScript enabled to view it.
Review HLC's Glossary for definitions of terms related to substantive change.
