Substantive change at a glance

 

Only accredited programs have this tab for submitting significant program changes for APA review before the next review cycle. Substantive changes are those that could affect a program's overall quality and therefore, its accreditation status.

Users involved

Process at a glance

Once a change request is submitted, the agency assesses the adequacy of the information submitted and the level of review needed. If an agency administrator determines another level of review is needed, it will send the change request to a review team.

At any time during this process, the change request can be returned with a request for additional information.

 

This table is interactive. Click  insertimagecontrol_16x16.png to open screen shot of step. Click again to close.

Program director or program official with counter sign permission

Agency administrator

Agency reviewer

1

New

On Substantive Change tab insertimagecontrol_16x16.png, select change category, add description & save change forminsertimagecontrol_16x16.png. After clicking Save, upload as many documents as you want (You can upload documents only after saving). Once submitted, the change request cannot be edited or deleted. TIP: You can save the form and return later to complete and submit.

  

 
 

2

In review

Request appears on APA Substantive Change tab. Click title to go to change request detail page. Click one of three radio buttons for Done, Reopen, or Escalate to a reviewer.

 

3

Done

Change is approved. insertimagecontrol_16x16.png Receive system email about decision. Read APA comment.  

  

 

3

Reopen

Change is opened. insertimagecontrol_16x16.png Respond to APA concern & resubmit. Go to Step 2.

  

 

 

 

3

Team review (Escalate to a reviewer)

Receive system email to review proposed change. Review change. Make recommendation to APA Admin.

 

4

Team review

Review recommendation. Go to Step 2.

 

5

Done

Repeat either of  Steps 3 options above, depending on APA decision.

 

 

Changes list & statuses

Program's landing page for Substantive Change
  • Landing page shows list of changes.
  • Clicking blue button (Add New Substantive Change) brings you to page below.
  • Clicking the change's title brings you to its detail page.

New change request

Substantive change form
  • Complete form by responding to questions and giving change a title.
  • Title is what will show on the main page listing all changes. This field is required.
  •  Enter a description in 150 words or fewer (word limit) if you want. This field is optional.
  • Save or Submit your change to agency. If you save, you can return to make changes later. If you submit, the form is  locked to further input.

  • Document upload is optional.

  • You can upload documents ONLY AFTER SAVING.

 

Re-opened request

Substantive change reopened
  • When this happens, you will receive an email notification advising you to review the decision.
  • A change request can be reopened at any time by the agency.
  • Respond to concern & resubmit.

Agency decision

Decision view of substantive change
  • Once the Agency makes a decision about the change, it will submit back to the program.
  • Program will receive an email about the decision.
  • Change screen will show a history of comments on the change.