Off-Campus Instructional Sites
An off-campus instructional site refers to a location that is geographically separate from the University’s main campus in Charlottesville, VA, where instruction related to a credit-bearing degree or certificate program takes place. All off-campus instructional sites (OCIS) require advance review and approval when they are first established, and again if they are going to be closed. In addition, changes to programs offered at an OCIS following initial approval must be reported.
Programs are encouraged to consult with their school’s academic compliance contact and with the Office of Academic Compliance (OAC) contact listed below as early as possible for guidance and support on the necessary documentation and approvals required.
The following forms contain detailed instructions to initiate a request to establish, modify or close an Off-Campus Instructional Site:
Establish an Off-Campus Instructional Site
All new off-campus instructional sites require advance University and SCHEV approvals. Previous offerings (e.g., a previously approved certificate program delivered by request at an employer’s location) do not automatically confer status as an approved off-campus site.
New off-campus sites may also require advance review/approval by the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC), according to the following thresholds:
- If 25-49% of a degree or certificate program will be delivered at an unapproved off-campus site, UVA must notify SACSCOC in advance of instruction taking place.
- If 50% of more of a degree or certificate program will be delivered at an unapproved off-campus site, UVA must obtain SACSCOC approval before the 50% threshold is exceeded.
Modifying or Closing an Off-Campus Instructional Site
Monitoring off-campus instructional site (OCIS) activity is critical both with regard to SACSCOC and SCHEV requirements, as well as other external policies including those related to Veteran’s Benefits, Financial Aid, Immigration, and Distance Learning. It is important to address changes in academic program activity at an OCIS as soon as those are known. The following are examples of key changes at approved OCIS that require advanced notification to OAC to ensure compliance with state and federal policies:
- Increasing the percent total of an academic program beyond the 25-49% threshold.
- Adding a new academic program
- Closing an academic program, which is defined as ceasing admission to the program at that OCIS.
- If the program closure parallels the planned closure of the OCIS itself, both actions should be addressed simultaneously.
- An OCIS may remain open if other academic programs that have been formally registered with OAC are being delivered.
- Suspending activity at an OCIS. Specifically, an OCIS with no instructional activity related to a credit-bearing credential (i.e., degree or certificate program) over the preceding 12 months is considered ‘inactive’ and must be submitted for closure.
- Reopening an OCIS.
Timelines
Notifications to SACSCOC may occur at any time.
For off-campus instructional site actions that require SASCCOC Board approval, the timelines are as follows:
March 15 for the June SACSCOC Board Meeting; September 1 for the December SACSCOC Board Meeting.
Contact
Cheryl Carroll
Senior Analyst for Academic Compliance and Distance Education