Substantive Change Review Processes

After an institution submits an application for approval of a substantive change, HLC will determine the appropriate process for review based on the type of change requested and its complexity.

Track submitted change requests in Canopy.* Accreditation Liaison Officers and chief executive officers can track their institution’s submitted change applications in Canopy. After logging in, go to “In-Process and Upcoming Reviews” to see the status of your pending applications.

*Certificate program applications and screening form entries are not listed in Canopy. Contact [email protected] with questions about these submissions.

Desk Review

A review of a substantive change application conducted by HLC staff.

Average Timeframe: 3 months (may be longer depending on complexity of the request or other circumstances)

Desk Review Fee: See Dues and Fees Schedule

Decision Making: The staff recommendation goes to Institutional Actions Council for final action. If staff recommends denial of the change request, the institution is given an opportunity to review the recommendation and provide an institutional response prior to its consideration by IAC. If staff recommends approval, the institution is not given an opportunity to submit a response.

Withdrawing an Application: An institution may withdraw an application at any time before the Desk Review occurs, and will not be charged a fee for the review. To withdraw an application, contact [email protected]. Once the review begins, the application may not be withdrawn.

Change Panel

A review of an substantive change application by a panel of two or more HLC peer reviewers. The panel may recommend that the change be approved, approved with modification or denied. The panel may also recommend monitoring. Alternatively, the panel may recommend that the change be further evaluated by an on-site evaluation team, either through a Change Visit or during a previously scheduled focused visit or comprehensive evaluation.

Average Timeframe: 5 months (may be longer depending on complexity of the request or other circumstances)

Change Panel Fee: See Dues and Fees Schedule

Decision Making: The panel recommendation goes to Institutional Actions Council for final action. The institution is given an opportunity to review the recommendation and provide an institutional response prior to its consideration by IAC.

Withdrawing an Application: An institution may withdraw an application at any time before the Change Panel occurs, and will not be charged a fee for the panel review. To withdraw an application, contact [email protected]. Once the review begins, the application may not be withdrawn.

Change Visit

A review conducted by a team of two or more HLC peer reviewers that includes an on-site visit to the institution. The peer review team may recommend that the change be approved, approved with modifications or denied. The team may also recommend monitoring.

Change Visit Procedure Submitting Change Visit Materials

Average Timeframe: 8 months (may be longer depending on complexity of the request or other circumstances). The visit date is set for three months or more after the receipt of the application.

Change Visit Fee: See Dues and Fees Schedule

Decision Making: The team recommendation goes to Institutional Actions Council for final action. The institution is given an opportunity to review the recommendation and provide an institutional response prior to its consideration by IAC.

Withdrawing an Application: An institution may withdraw an application at any time before the Change Visit occurs. The institution will be charged a fee if the visit date was scheduled before the institution withdrew its application. The institution will also be charged for any expenses the peer review team incurred before the application was withdrawn (e.g., travel or hotel expenses). To withdraw an application, contact [email protected]. Once the review begins, the application may not be withdrawn.

Embedded Change Visit

If an institution is applying for a change that requires a visit, it may request to embed the review of the change application into an upcoming comprehensive evaluation or other type of already scheduled visit. Such requests must be submitted at least six months before the visit date. HLC staff will determine whether to embed a Change Visit based on peer reviewer availability and the complexity of the scheduled visit, among other factors. HLC may not be able to accommodate all requests.

When the review of a change application is embedded into a previously scheduled visit, decision-making for the change application will occur in conjunction with the associated visit.

Observation by Other Accreditor or State Agency

An institution may request that representatives from another accreditor or state agency be permitted to observe an HLC visit.

Observation of HLC Visits by Recognized Accreditors or State Agencies

Change of Control Evaluation

Prior HLC approval or notification may be required for certain changes that affect, or may affect, how corporate control, structure or governance occurs at an institution. When prior HLC approval is required, such change requests follow a separate process and require a different type of documentation and fee schedule than other change requests.

Change of Control, Structure or Organization Requirements and Procedure

Change of Control Fees: See Dues and Fees Schedule

Decision Making: HLC‘s Board of Trustees takes final action on applications for Change of Control, Structure or Organization.

Withdrawing an Application: An institution may withdraw a Change of Control application prior to final action. Contact the institution’s HLC staff liaison for further information. An institution may be responsible for fees incurred prior to withdrawal of the application.