Policy Reference: NA
Effective Date: 09/16/2025
Last Revision Date: 08/20/2025
Cancellation:
Functional Division: Administrative 

 

PURPOSE

This policy establishes a standardized framework for the development, review, revision, approval,
implementation, and periodic evaluation of official policies and procedures at Northwest Louisiana
Technical Community College (NLTCC). The purpose of this framework is to ensure institutional
consistency, compliance with accreditation and legal standards, and alignment with NLTCC’s mission,
vision, and strategic goals. The policy also ensures shared governance by facilitating input from relevant
stakeholders.

SCOPE

This policy applies to all official policies and procedures of NLTCC. It governs the creation of new
policies, the revision of existing policies, and the periodic review of all policies to ensure they remain
current and relevant.

POLICY

The development and review of policies at NLTCC shall follow a structured process that ensures clarity,
transparency, and stakeholder involvement. Policies must be written using a standardized format and
template to ensure consistency. Input must be sought from key stakeholders, including faculty, staff,
administrators, and students, as appropriate. The policy development process must include multiple
levels of review to ensure each policy aligns with institutional goals, complies with external
requirements, and meets the needs of the college community. Policies will be periodically reviewed to
ensure their continued relevance and compliance.

Roles and Responsibilities

The development, review, and approval of policies at NLTCC involve the following roles and
responsibilities:

1. Initiator: Any faculty member, staff member, or administrator may propose a new policy or
revision to an existing policy. Proposals should be submitted to program chair, director, or
administrator.

2. Associate Vice Chancellor of Academics and Institutional Effectiveness: Serves as the primary
coordinator for policy development, ensuring alignment with institutional goals, compliance
with external standards, and consistency in format and content.

3. Chancellor’s Executive Committee: Reviews draft policies for strategic alignment, operational
feasibility, and compliance. Provides feedback for refinement and approves policies requiring
minor updates or those that have completed the full review process.

4. Policy Review Committee: Reviews policies after they have been refined by the Executive
Committee and ensures they meet institutional needs, adhere to compliance requirements, and
incorporate stakeholder feedback. The PRC makes recommendations for approval or further
revision.

5. Faculty Senate: Reviews policies impacting academic matters or faculty responsibilities and
provides formal feedback and recommendations.

6. Chancellor: Holds ultimate authority for policy approval or disapproval.

 

Policy Development Timeline

From initiation to final approval: The required timeline for the policy development and review process
— measured from the date the completed Policy Proposal Form is received by the Associate Vice
Chancellor of Academics and Institutional Effectiveness to the date of final approval or disapproval by
the Chancellor — is 90 working days. This requirement is intended to ensure timely review while
allowing appropriate stakeholder input and necessary compliance checks.

Exceptions and extensions: Policies that require substantial external review, legal review, negotiated
rulemaking, or extensive stakeholder consultation may require an extension beyond 90 working days.
Any extension must be documented, include a revised target completion date, and be approved in
writing by the Associate Vice Chancellor of Academics and Institutional Effectiveness in consultation
with the Chancellor’s Executive Committee. The initiator will be notified in writing of any approved
extension and the reason for the delay.

 

Policy Development and Review Process

1. Initiation:
A new policy or revision to an existing policy may be initiated by any program chair, director, or
administrator of equivalent or higher rank. The initiator must submit a completed Policy
Proposal Form to the Associate Vice Chancellor of Academics and Institutional Effectiveness,
which details the rationale, background, and anticipated impact of the proposed policy or
revision.

2. Drafting and Internal Review:
The Associate Vice Chancellor of Academics and Institutional Effectiveness collaborates with
relevant stakeholders to draft the policy. During this phase, the policy is reviewed to ensure it
complies with LCTCS, BOR, accreditation standards, and other applicable laws.

3. Review by Executive Committee:
The draft policy is presented to the Chancellor’s Executive Committee, which conducts an initial
review to ensure strategic alignment and operational feasibility. The committee may recommend revisions or approve the draft for further review by the Policy Review Committee.

4. Faculty Senate Review:
For policies that impact academic matters, governance, or faculty responsibilities, the Policy
Review Committee ensures they are submitted to the Faculty Senate for review. The Faculty
Senate provides recommendations, which are addressed before the policy moves forward.

5. Policy Review Committee Evaluation:
Once reviewed by the Executive Committee, the policy is submitted to the Policy Review
Committee. The committee conducts a detailed evaluation, ensuring the policy meets
institutional needs and incorporates stakeholder feedback. The committee consults with
additional stakeholders as needed and submits its recommendation to the Chancellor.

6. Chancellor’s Review and Approval:
The Chancellor reviews the final draft of the policy, considering all feedback and
recommendations provided by the Policy Review Committee, Faculty Senate, and Executive
Committee. The Chancellor may approve the policy, request additional revisions, or disapprove
it entirely.

7. Implementation and Communication:
Once approved, the policy is finalized and added to the official NLTCC Policy Manual. The policy
is communicated to the college community through electronic platforms, training sessions, and
other official channels as needed.

8. Periodic Review:
All policies must be reviewed at least every five years or as changes in laws, regulations, or
institutional priorities require. The Associate Vice Chancellor of Academics and Institutional
Effectiveness coordinates the review process, notifying responsible departments of policies due
for review. Policies requiring no substantive changes are submitted to the Chancellor, who
updates the review date without requiring further cabinet approval. Policies requiring significant
revisions are resubmitted through the standard approval process.

 

Policy Template

All policies must follow the standardized NLTCC policy template, which includes the following sections:

Policy Number

Title

Effective Date

Last Revision Date

Purpose

Scope

Policy Statement

Procedures

Roles and Responsibilities

Appendices or References

 

Implementation and Communication

After final approval, policies are communicated to all relevant stakeholders. The Chancellor’s Assistant
oversees the dissemination of policies through the NLTCC website, official communications, and training
sessions as necessary. Policies are maintained in the official NLTCC Policy Manual, which is accessible to
the entire college community.

 

Periodic Review Process

Policies are reviewed periodically to ensure compliance, relevance, and effectiveness. The Associate Vice
Chancellor of Academics and Institutional Effectiveness plays a central role in coordinating these reviews
and ensuring that all policies remain aligned with NLTCC’s mission and strategic goals. Feedback from
stakeholders is incorporated as part of the review process, and necessary updates are made to ensure
policies remain effective and compliant with external standards.

 

Policy Review Procedures and Approval Form

Original Adoption: 11/3/2025
Effective Date: 11/3/2025
Last Revision Date: 11/3/2025
Cancellation:
Functional Division: Administrative

PURPOSE
The of this policy is that Northwest Technical College purpose to ensure Louisiana Community
(NLTCC) maintains compliance with the requirements of the Southern Association of Colleges
and Schools Commission on Colleges (SACSCOC) regarding the timely identification and
reporting of substantive changes. As candidate for accreditation, NLTCC is committed to
upholding the principles and procedures outlined by SACSCOC to promote institutional integrity
and continuous improvement.

SCOPE
This policy applies to all NLTCC administrative units, faculty, and staff who ARE involved in
actions that may result in substantive changes impacting the institution, its academic programs, or
instructional sites. All members of the or college community are responsible for understanding
and adhering to the requirements of this policy as part of ongoing accreditation efforts.

POLICY

Northwest Louisiana Technical Community College, as a candidate for accreditation with
SACSCOC, is dedicated to complying with SACSCOC policies related to substantive change
notification and approval. A substantive change is defined significant modification
as a or expansion in the nature and scope of the college. The U.S. Department of Education requires
SACSCOC to monitor and approve to ensure such changes ongoing quality and compliance.

Examples of Substantive Changes
The following illustrate the types of changes that be considered substantive,
may as summarized from the SACSCOC Substantive Change Policy and Procedures:

Institutional Changes
Substantially changing the established mission or objectives of an institution or its
programs.

Changing the legal form, status, of control, or ownership of an institution.

Changing the governance of an institution.

Merging consolidating two or more institutions or entities.

Acquiring another institution location or any program of another institution.

Offering courses or programs at a higher or lower degree level than currently

authorized.

Adding graduate programs at an institution previously offering only undergraduate programs (including programs degrees, diplomas, certificates, and other for-credit credential).

Changing the way an institution measures student progress, whether in clock hours or credit hours; semesters, trimesters, or quarters; or time-based or non-time-based methods or measures.

Initiating programs by distance education correspondence programs or courses.

Program Changes

Adding a program that is a significant departure from the existing method of delivery, from those offered when the institution was last evaluated.

Adding an additional method of delivery to currently offered a program.

Entering a cooperative academic arrangement.

Entering a written arrangement under 34 C.F.R. § 668.5 under which an institution or

organization not certified to participate in the title IV Higher Education Act (HEA)

programs offers less than 25% (notification) or 25-50% (approval) of one or more of the

accredited institution's educational programs.

Substantially increasing or decreasing the number of clock hours or credit hours

awarded or competencies demonstrated, or an increase in the level of credential awarded, for successful completion of one or more programs.

Adding competency-based education programs.

Adding each competency-based education by direct program assessment.

Adding programs with completion pathways that recognize and accommodate a student’s prior or existing knowledge or competency.

Awarding dual or joint academic awards

Re-opening a previously closed program.

Off-campus Instructional Site Changes

Relocating an institution or an off-campus instructional site of an institution (including a branch campus).

Re-opening a previously closed off-campus instructional site.

Adding a new off-campus instructional site/additional location including a branch campus.

Adding a permanent location at a site at which an institution is conducting a teach-out program for students of another institution that has ceased operating before all students have completed their program of study.

 Closing an institution, a program, a method of delivery, an off-campus instructional site, or a program at an off-campus instructional site.

Procedures
NLTCC will follow the processes set forth in the SACSCOC Substantive Change SACSCOC Accredited Institutions Policy, including:

Procedures for changes requiring notification and approval prior to implementation,

Procedures for changes requiring only notification, and

Procedures for closing a program, site, branch campus, or the institution. 

 

Details on the SACSCOC substantive change policy can be found here:
https://sacscoc.org/app/uploads/2019/08/SubstantiveChange.pdf

Compliance
All NLTCC administrators, faculty, and staff are responsible for remaining informed about
potential substantive changes within their areas and promptly reporting such changes to the
accreditation SACSCOC liaison. Failure to comply with this policy may jeopardize the college’s
eligibility for federal financial assistance and its standing in the SACSCOC accreditation
process.