American Osteopathic Association Commission on Osteopathic ... · 17 demonstrated by submission of...

Page 1 of 57 COCA Policy Review June 2020

American Osteopathic Association

Commission on Osteopathic College

Accreditation

Policies for Public Review and Comment

June 2020

The following policies are for public comment only


Policies for Public Review & Comment

Substantive Change: Additional Location ................................................................................................. 3

Substantive Change: Branch Campus....................................................................................................... 14

Substantive Change: Transition from a Branch Campus or Additional Location to an Independent COM ...................................................................................................................................... 23

Substantive Change: Planned Class Size Increase .................................................................................. 31

Substantive Change: Unplanned Class Size Increase ............................................................................. 36

Proposed New Substantive Change Policy: Transition from an Additional Location to a Branch Campus ......................................................................................................................................................... 41

Proposed New Substantive Change Policy: Transition from a Branch Campus to an Additional Location ........................................................................................................................................................ 49

COCA Policies and Procedures: Annual Data and Mid-Cycle Reports .............................................. 57

1


Substantive Change: Additional Location 1 2

Definition 3

1. An Additional Location is geographically apart from the main campus and offers at least 50 4

percent of the COM’s osteopathic medical educational program. 5

6

2. The Additional Location must will not have separate the same administration, faculty, or and 7

budgetary policies and procedure as the parent COMindependence. 8

9

3. The Additional Location must have a common Dean/Chief Academic Officer, faculty, 10

budget, and curriculum with the parent COM. 11

12

4. The Additional Location must employ an on-site administrator (may hold any title, including 13

but not limited to Dean or Campus Dean) with responsibility for the day-to-day operations 14

at the Additional Location who reports directly to the Dean at the main campus. 15

16

5. Students may be admitted directly to the Additional Location as their primary place of 17

enrollment. 18

19

6. Faculty and students at the Additional Location must have representation on all faculty and 20

student committees at the main campus. 21

22

The accreditation for an Additional Location is under the parent COM and is extended to the 23

Additional Location following review of documents and completion of a site visit prior to the time 24

permission to enroll students is granted. Reporting to the COCA will occur as a combined cohort 25

for all sites as a singular single COM. Each cohort should include the students in that graduating 26

year across all sites. 27

28

The COCA may serve as the programmatic or institutional accreditor for COMs wishing to 29

requesting an Additional Location1. The COCA conducts ongoing site visits at Additional Locations 30

at reasonable intervals. 31

32

An additional location request will be assumed to include request for a class size increase, unless 33

specifically noted that students will be re-located from an existing campus. 34

35

As a component of the application for an Additional Location, the COM must specify if the parent 36

COM is requesting a class size increase or if students from the current approved class size will be re-37

located from an existing campus. An Additional Location with a class size increase will be 38

considered two substantive change requests. 39

40

An Additional Location with a class size increase must accept and matriculate students only in the 41

following progressive enrollment: 42

1 COCA has limited authority for institutional accreditation. It is only recognized as an institutional accreditor for freestanding COMs that offer only the DO degree.


1) Year 1 – no more than 50% of the approved class size; 1

2) Year 2 – no more than 75% of the approved class size; and 2

3) Years 3 and 4 – no more than 100% of the approved class size. 3

4

Escrowed Reserve Funds 5

6

A COM proposing an Additional Location must demonstrate the existence of a minimum 7

segregated, unencumbered reserve fund escrowed until one year after graduation of the first class of 8

students from the Additional Location equal to the tuition multiplied by the approved class size 9

increase for the proposed Additional Location multiplied by four years. Any future increase in 10

tuition will require recalculation of the escrow amount and an increase in the amount of the 11

escrowed funds. 12

13

The escrowed reserve funds must: 1) not be borrowed or pledged funds; and 2) be funded by 14

immediately available liquid assets that are wholly owned assets of the parent COM or its parent 15

institution. The parent COM or its parent institution may not withdraw any interest that accrues in 16

the escrowed funds. A COM or its parent institution must replenish the escrow fund account in the 17

event the value of the account decreases below the required minimum amounts stated above. 18

19

Operating Reserve Fund 20

A COM proposing an Additional Location must demonstrate the existence of a minimum operating 21

reserve fund for a period of four years and equal to the number of students at the Additional Location 22

times one year’s tuition. 23

24

The minimum operating reserve fund must: 1) not be borrowed or pledged funds; and 2) be funded 25

by immediately available liquid assets that are wholly owned assets of the parent COM or its parent 26

institution. The parent COM or its parent institution may not withdraw any interest that accrues in 27

the operating reserve fund. A parent COM or its parent institution must replenish the operating 28

reserve fund account in the event the value of the account decreases below the required minimum 29

amount stated above. 30

31

Timing 32

33

A COM applying for an Additional Location must have an accreditation status of Accreditation or 34

Accreditation with Exceptional Outcome at the time of application and continue to maintain such 35

accreditation status throughout the time that the application is pending before the COCA. 36

37

A COM applying for an Additional Location must have a completed a Comprehensive Site Visit 38

within 3 years of application. If the COM’s last Comprehensive Site Visit was more than 3 years 39

prior to application, a Comprehensive Self-Study and Site Visit must be completed as part of the 40

review of the Additional Location request. The COCA retains discretionary authority to require a 41

Comprehensive Self-Study and Site Visit even if the COM has undergone a Comprehensive Site 42

Visit less than 3 years prior to the time of application. 43


1

Application should occur at least 24 months prior to planned matriculation of the first class of 2

students at the additional location and at least 120 days prior to the COCA meeting where the 3

substantive change will be addressed. 4

5

The request for an Additional Location must be reviewed at a COCA meeting at least than 36 6

months prior to planned matriculation of the first class of students at the Additional Location. 7

Application materials must be submitted at least 60 days prior to the COCA meeting where the 8


10

11


Sample timeline presuming an August 1 matriculation of first class of students. 1

2

3

Additional Location Timeline

Timing Reviewed at the

COCA/COCA-EC Meeting

Submit required

documentation by Action

Not more 36 months

prior

to matriculation

August COCA Meeting June

COM Submits Part I:

Additional Location

Application

Not less than 24

months prior to

matriculation


COM Submits Part II:

Additional Location

Progress Report

When approved, the

escrow accounts must

be funded

Not less than 18 months

prior

to matriculation

April COCA Meeting February

COM Submits

Part III:

Additional Location

Self-Study

All elements must be

met.

Upon Approval Part III

Site Visit is Scheduled

Not less than 12-15

months prior to

matriculation

August COCA

Meeting

In July, the site team

submits site Part III

visit report for review

by the COCA

COCA Reviews Site

Visit Report

Upon approval, COM

may begin advertising

& recruiting students

Not less than 6 months prior to matriculation

April COCA Meeting

In March, site team submits Pre-

Operational Site Visit Report for review by

the COCA

Part IV: Pre-

Operational Site Visit

Upon approval, operations may begin

at the Additional Location

If Not approved

implementation of the contingency plan may

be required

The Certificate of Occupancy for the new location must be submitted to the COCA by December 31st of

the year prior to matriculation of students at the new location.


Application 1

2

The application for an Additional Location is a four-step process. The COM must successfully 3

complete the application for an Additional Location within 36 months or the application will be 4

deemed expired. The COCA may, at its discretion, direct that a new application or supplemental 5

information be submitted. In either event, the fees required by the COCA fee schedule shall apply. 6

7

The application for an Additional Location will include the following: 8

Part I. Submission of a written application that includes the following: 9

10

1. A narrative that describes the following: 11

12

1. Introduction to the parent COM, including history and mission 13

2. Additional Location campus name, location, class size requested, and anticipated 14

start date. 15

3. Need for a campus in this location, including healthcare needs in the region 16

1.4. Feasibility Study (Business Plan) completed by an external business consulting group 17

(Please see the glossary for full definition of what must be included within the 18

Feasibility Study) 19

5. Approval from the Institutional Accreditor and all State Licenses to Operate/Offer 20

the Degree at the Additional Location site 21

2. 6. Construction timeline for the Additional Location Building(s) 22

7.6. Anticipated impact of the Additional Location on the parent COM’s resources 23

8.7. Description of the student recruitment plan for the Additional Location and its 24

impact on the parent COM. 25

9.8. Anticipated impact of the Additional Location on existing clinical rotation capacity 26

at the parent COM 27

10.9. Anticipated impact of the Additional Location on the parent COM curriculum. (By 28

definition curriculum at the Additional Location must be the same as the parent 29

COM.) 30

11. COMLEX-USA Pass Rates for the COM for the last three years. If a COM is more 31

than two standard deviations below the mean of national passing rate for three 32

consecutive years, the application for the additional location will not be granted. 33

12. Data on student attrition and deceleration rates at the parent campus for the past 34

three years. 35

13. Anticipated impact of GME needs for the Additional Location on existing GME 36

14. A description of how the parent COM will fund the required Escrowed Reserve 37

Fund and Operating Reserve Fund for the Additional Location, including providing 38

draft escrow agreements. 39

15. A Planned Class Increase Application, if required. 40

16. A detailed teaching and operational contingency plan, including funding for facilities 41

and faculty, to be enacted in the event the Additional Location is not fully 42

operational at the time of the Pre-operational site visit. 43

44


2. Submission of the non-refundable application fee. 1

2

3. Discuss Compliance with the Following Standards: 3

a. Candidate Element 1.2: Licensing and Regional/ Institutional Accreditation 4

b. Candidate Element 2.3: Academic and Administrative Leadership 5

c. Candidate Element 3.1: Financial Resources (include both operating budget and 6

capital budget discussion) 7

d. Candidate Element 3.2: Feasibility Study (Business Plan) 8

e. Candidate Element 4.1: Facilities 9

f. Candidate Element 4.2: Information Technology 10

g. Candidate Element 6.5: Clinical Affiliation Agreements 11

h. Candidate Element 7.1: Faculty and Staff Resources and Qualifications 12

i. Candidate Element 9.2: Recruitment of Students 13

j. Pre-Accreditation Element 3.4: Financial Audit 14

k. Pre-Accreditation Element 9.5: Academic Counseling 15

l. Pre-Accreditation Element 9.6: Career Counseling 16

m. Pre-Accreditation Element 9.7: Financial Aid and Debt Management Counseling 17

n. Pre-Accreditation Element 9.8: Mental Health Services 18

o. Pre-Accreditation Element 9.9: Physical Health Services 19

p. Pre-Accreditation Element 10.1: GME Development 20

21

3. Completion of a Self-Study demonstrating compliance with the following Continuing 22

Accreditation elements at the existing campus and at the proposed Additional Location: 23

24

i. Element 1.3: Licensing and Regional/ Institutional Accreditation 25

ii. Element 1.7: Clinical Education Affiliation Agreements 26

iii. Element 2.3: Academic and Administrative Leadership 27

iv. Element 3.1: Financial Resources (historical financial reports from the existing 28

campus, plus include operating budget, capital budget, and hiring pro forma for 29

the additional location ) 30

v. Element 3.2: Financial Audit (for the last three years) 31

vi. Element 4.1: Facilities (details on the additional location only) 32

vii. Element 4.2: Security and Public Safety 33

viii. Element 4.3: Information Technology 34

ix. Element 4.4: Learning Resources 35

x. Element 6.1: Curriculum Design and Management 36

xi. Element 6.2: Programmatic Level Educational Objectives 37

xii. Element 6.3: Maximum Length of Completion 38

xiii. Element 6.4: Osteopathic Core Competencies 39

xiv. Element 6.5: Scientific Method 40

xv. Element 6.6: Principals of Osteopathic Medicine 41

xvi. Element 6.7: Self-Directed Learning 42

xvii. Element 6.8: Inter-professional Education for Collaborative Practice 43

xviii. Element 6.9: Clinical Education 44


xix. Element 6.10: Clinical Education Experience 1

xx. Element 6.11: Comparability Across Clinical Education Sites 2

xxi. Element 6.12: COMLEX-USA 3

xxii. Element 7.1: Faculty and Staff Resources and Qualifications 4

xxiii. Element 7.3: Department Chair Qualifications 5

xxiv. Element 7.4: Primary Care Leadership 6

xxv. Element 7.5: OMM/OPP Leadership 7

xxvi. Element 8.1: Research and Scholarly Strategic Plan 8

xxvii. Element 8.2: Research and Scholarly Activity Budget 9

xxviii. Element 8.3: OMM/OPP Research and Scholarly Activity 10

xxix. Element 8.4: Student Participation in Research and Scholarly Activity 11

xxx. Element 9.1: Admissions Policy 12

xxxi. Element 9.5: Academic Counseling 13

xxxii. Element 9.6: Career Counseling 14

xxxiii. Element 9.7: Financial Aid and Debt Management Counseling 15

xxxiv. Element 9.8: Mental Health Services 16

xxxv. Element 9.9: Physical Health Services 17

xxxvi. Element 10.1: Osteopathic Educational Continuum 18

xxxvii. Element 10.2: ACGME GME 19

xxxviii. Element 10.3: Osteopathic Recognition of GME 20

xxxix. Element 10.4: GME Placement Rates 21

xl. Element 11.1: Program Assessment 22

23

If the COCA is the institutional accreditor of the parent COM of the Additional Location, the COM 24

must be in compliance with all Elements under Standard 12. 25

26

Any Standards/Elements not specifically addressed above are expected to be the same as those on 27

the parent campus. 28

29

Upon review of the Part I application materials, the COCA may approve the COM to advance to 30

Part II of the application process or request additional information. 31

32

The COCA may require periodic written reports from the COM to demonstrate progress in 33

developing the Additional Location. 34

35

Part II: Progress Report 36

37

Not less than 24 months prior to the matriculation of the first class of students at the Additional 38

Location, the COM must submit a written report demonstrating progress made on each of the 39

elements above in Part I in the development of the Additional Location. This report must be 40

submitted no later than 60 days prior to the meeting at which it will be discussed. 41

42

Upon approval of the Part II Progress Report, the escrow accounts must be funded, and the COM 43

will advance to Part III of the application. 44


Part III: Part III Additional Location Self-Study and Site Visit 1

2

Not less than18 months prior to the planned matriculation of students at the Additional Location, 3

the COM will submit a Self-Study demonstrating 100% compliance on each of the Continuing 4

Accreditation standard elements listed in Part I above for review by the COCA. The report must be 5

submitted no later than 60 days prior to the meeting at which it will be reviewed When the self-6

study is approved, a Part III site visit will be scheduled. 7

8

The Additional Location self-study and the Part III site visit report will be reviewed by the COCA 9

not less than 12 months prior to the matriculation of students at the Additional Location. Upon 10

approval, the COM may begin advertising and recruiting students at the Additional Location. 11

12

Part IV: Additional Location Pre-Operational Site Visit 13

14

Not less than 6 months prior to the planned matriculation of students at the Additional Location, a 15

pre-operational site visit will be completed. Facilities must be in a state of substantial completion as 16

demonstrated by submission of a government-issued Certificate of Occupancy by December 31st the 17

year prior to matriculation of students at the Additional Location and be on-time with the COCA-18

approved construction and hiring timelines. The COM may also be required to submit additional 19

information as requested by the COCA. Upon approval of the Pre-Operational Site Visit report, 20

operations may begin at the Additional Location. In the event the Additional Location Pre-21

Operational Site Report is not approved, the COCA may require that the contingency plan be 22

implemented, all accepted students to be notified, and the contingency status to be posted with a 23

public link on the COMs website. 24

25

Monitoring 26

27

Monitoring Progress Reports must include information on the existing campus and the additional 28

location, unless otherwise noted. 29

30

1. A Year 1 Focused Site Visit will be conducted within six months after establishment 31

matriculation of students of at the Additional Location to assess the Facilities, Faculty, 32

Student Services, Finances, and Administrative Capacity to operate the Additional Location. 33

34

Sixty (60) days prior to the site visit, a Year 1 Focused Site Visit Self-Study must be 35

submitted demonstrating compliance with the following Continuing Accreditation Elements 36

That Will Be Addressed 37

38





campus, plus include operating budget, and capital budget, and hiring pro forma 43

for the additional location ) 44


v. Element 3.2: Financial Audit (for the last three years) 1













i.xviii. Element 6.9: Clinical Education 14




ii.xxii. Element 7.1: Faculty and Staff Resources and Qualifications 18









iii.xxxi. Element 9.5: Academic Counseling 27

iv.xxxii. Element 9.6: Career Counseling 28

v.xxxiii. Element 9.7: Financial Aid and Debt Management Counseling 29

vi.xxxiv. Element 9.8: Mental Health Services 30

vii.xxxv. Element 9.9: Physical Health Services 31






37

2. A Year 2 Progress Report must be submitted to assess the readiness for clinical education. 38

Materials must be submitted at least 60 days prior to the COCA meeting where the 39

substantive change will be addressed demonstrating compliance with the following 40

Continuing Accreditation Elements That Will Be Addressed: 41

42

i. Element 1.7: Clinical Education Affiliation Agreements 43

i.ii. Element 4.1: Facilities 44


ii.iii. Element 5.4: Patient Care Supervision 1

iii.iv. Element 6.9: Clinical Education 2

iv.v. Element 6.10: Clinical Experience 3

v.vi. Element 6.11: Comparability Across Clinical Education Sites 4

vi.vii. Element 6.12: COMLEX-USA 5

vii.viii. Element 7.1: Faculty and Staff Resources and Qualifications 6

ix. Element 9.5: Academic Counseling 7

x. Element 9.6: Career Counseling 8

xi. Element 9.7: Financial Aid and Debt Management Counseling 9

xii. Element 9.8: Mental Health Services 10

xiii. Element 9.9: Physical Health Services 11

xiv. Element 10.4: GME Placement Rates 12

xv. Element 11.1: Program Assessment 13

viii.xvi. Element 11.4: Student Survey (COCA will conduct a survey of students) 14

15

In addition, a review of the COM’s COMLEX-USA pass rates will be conducted as part of the 16

annual survey. 17

18

3. Year 3 Progress Report must be completed demonstrating adequate clinical rotation sites 19

and faculty to assess readiness for graduate medical education. Materials must be submitted 20

at least 60 days prior to the COCA meeting where the substantive change will be addressed. 21

22


ii. Element 4.1: Facilities 24

iii. Element 5.4: Patient Care Supervision 25

iv. Element 6.9: Clinical Education 26

v. Element 6.10: Clinical Experience 27

vi. Element 6.11: Comparability Across Clinical Education Sites 28

vii. Element 6.12: COMLEX-USA 29

viii. Element 7.1: Faculty and Staff Resources and Qualifications 30






xiv. Element 10.1: Osteopathic Educational Continuum 36

xv. Element 10.2: ACGME Accredited GME 37

xvi. Element 10.3: Osteopathic Recognized GME 38

xvii. Element 10.4: GME Placement Rates 39

i.xviii. Element 11.1: Program Assessment 40

41


annual survey. 43

44


4. During the 4th year of operation at the Additional Location and prior to the graduation of its 1

first class, a student survey will be conducted by the COCA and a Comprehensive Site Visit 2

will be conducted at all campus locations. The Additional Location must submit a Self-Study 3

demonstrating compliance with all the elements in the Continuing Accreditation Standards 60 4

days prior to the site visit. 5

6


annual survey. 8

9

Other monitoring will occur as part of the routine annual reporting to the COCA. In addition, the 10

COCA may require a progress report, student survey, or a focused site visit. 11

12


Substantive Change: Branch Campus 1 2

Definition 3

A branch campus is a location that is geographically apart from the parent COM and; 4

5

1. Is permanent in nature; 6

2. Offers courses in educational programs leading to a DO degree; 7

3. Has its own faculty and administrative or supervisory organization; and 8

4. Has its own budgetary and hiring authority. 9

10

The curriculum at the Branch Campus may be the same or different as at the parent COM but the 11

Dean and leadership at the Branch Campus is responsible for developing and managing the 12

curriculum. The Branch Campus has a Dean and leadership distinct and separate from the parent 13

COM with no reporting structure to the Dean at the parent COM. The Branch Campus has a 14

separate and distinct budget and the Dean has full control and independent management of the 15

budget. 16

17

The accreditation for a Branch Campus is under the parent COM and is granted at the time 18

permission to enroll students is granted. All future Annual and mid-cycle reporting to the COCA 19

will occur as separate campuses. Future comprehensive site evaluations of the COM will include all 20

campuses. 21

22

The COCA may serve as the programmatic or institutional2 accreditor for COMs wishing to 23

requesting a Branch Campus. The COCA conducts ongoing site visits at Branch Campuses at 24

reasonable intervals. 25

26

A Branch Campus may accept and matriculate students only in the following progressive enrollment: 27

1) Year 1 – no more than 50% of the approved class size; 28

2) Year 2 – no more than 75% of the approved class size; and 29

3) Years 3 and 4 – no more than 100% of the approved class size. 30

31


A proposed Branch Campus must demonstrate the existence of a minimum segregated, 33

unencumbered reserve fund escrowed until one year after graduation of the first class of students 34

equal to tuition multiplied by the approved number of students for the proposed Branch Campus 35

multiplied by four years. Any future increase in tuition will require recalculation of the escrow amount 36

and an increase in the amount of escrowed funds. 37

38

2 COCA has limited authority for institutional accreditation. It is only recognized as an institutional

accreditor for freestanding COMs that offer only the DO degree.



immediately available liquid assets that are wholly owned assets of the proposed Branch Campus, its 2

parent COM, or its parent institution. The proposed Branch Campus or its parent institution may not 3

withdraw any interest that accrues in the escrowed funds. The proposed Branch Campus or its parent 4

institution must replenish the escrow fund account in the event the value of the account decreases 5

below the required minimum amounts stated above. 6

7


A proposed Branch Campus must demonstrate the existence of a minimum operating reserve fund 9

until graduation of the first class of students and equal to one-quarter (1/4) of the amount of the 10

minimum segregated, unencumbered escrowed reserve fund as described above. 11

12


by immediately available liquid assets that are wholly owned assets of the Branch Campus, its parent 14

COM, or its parent institution. The proposed Branch Campus or its parent institution may not 15

withdraw any interest that accrues in the operating reserve fund. A proposed Branch Campus or its 16

parent institution must replenish the operating reserve fund account in the event the value of the 17

account decreases below the required minimum amount stated above. 18

19

Timing 20

21

A COM applying for approval of a Branch Campus must have an accreditation status of 22

Accreditation or Accreditation with Exceptional Outcome at the time of application and maintain 23

such accreditation status throughout the time that its application is pending. 24

25

A COM applying for a Branch Campus must have a completed a Comprehensive Site Visit within 3 26

years of application. If the COM’s last Comprehensive Site Visit was more than 3 years prior to 27

application, a Comprehensive Self-Study and Site Visit must be completed as part of the review of 28

the Branch Campus request. The COCA retains discretionary authority to require a Comprehensive 29

Site Visit even if the COM has undergone a Comprehensive Site Visit less than 3 years prior to the 30

time of application. 31

32

Application should occur at least 24 months prior to planned matriculation of the first class of 33

students at the additional location and at least 120 days prior to the COCA meeting where the 34


36

The request for a Branch Campus must be reviewed at a COCA meeting held at least 36 months 37

prior to planned matriculation of the first class of students at the Branch Campus. Application 38

materials must be submitted and at least 60 days prior to the COCA meeting where the substantive 39

change will be addressed. 40

41

42

43

44


Sample timeline presuming an August 1 matriculation of first class of students. 1

2

Branch Campus Timeline

Timing

Reviewed at the

COCA/COCA-EC

Meeting

Submit required


Not more than 36

months prior

to matriculation

August COCA

Meeting June

COM Submits Part I:

Branch Campus

Application

Not less than 24

months prior to

matriculation

August COCA

Meeting June


Branch Campus

Progress Report

Upon approval, the

escrow accounts must

be funded.

Not less than 18

months prior

to matriculation

April COCA Meeting February

COM Submits

Part III: Branch

Campus

Self-Study

All elements must be

met.

Upon Approval Part III

Site Visit is Scheduled

Not less than 12

months prior to

matriculation

August COCA

Meeting

In July, the site team

submits the Part III

Site Visit report for

review by the COCA

COCA Reviews Site

Visit Report

Upon approval, COM

may begin advertising

& recruiting students

Not less than 6 months prior to matriculation

April COCA Meeting

In March, site team submits Pre-

Operational Site Visit Report for review by

the COCA

Part IV: Pre-

Operational Site Visit

Upon approval, operations may begin at the Branch Campus

If not approved

implementation of the contingency plan may

be required

The Certificate of Occupancy for the new location must be submitted to the COCA by

December 31st of the year prior to matriculation of students at the new location.


Application 1

2

The application for a Branch Campus is a four-step process. The COM must successfully complete 3

the application for a Branch Campus within 36 months or the application will be deemed expired. 4

The COCA may, at its discretion, direct that a new application or supplemental information be 5

submitted. In either event, the fees required by the COCA fee schedule shall apply. 6

7

The application for a Branch Campus mustwill include the following: 8

9


11


1. Cover letter with campus name, location, class size requested and anticipated 13

start date 14

2. Introduction to the COM, including history and mission 15

3. Need for a campus in this location, including healthcare needs in the region 16

4. Rationale for a Branch Campus versus Additional Location 17

5. Feasibility Study (Business Plan) that is completed by an external business 18

consulting group (Please see the glossary for full definition of what must be 19

included within the Feasibility Study). 20

6. Approval from the Institutional Accreditor and all State Licenses to Operate/ 21

Offer the Degree at the Branch Campus. 22

7. Admissions policies and procedures at the Branch Campus, including anticipated 23

interaction with the parent COM 24

8. Anticipated impact of the Branch Campus on parent COM resources 25

9. Anticipated impact of the Branch Campus on existing clinical rotation capacity at 26

the parent COM 27

10. Anticipated impact of the Branch Campus on the parent COM curriculum 28

11. Anticipated impact of GME needs for the new location on existing GME 29

12. A description of how the parent COM will fund the required Escrowed Reserve 30

Fund and Operating Reserved Fund for the Branch Campus, including providing 31

draft escrow agreements. 32

13. A detailed teaching and operational contingency plan, including funding for 33

facilities and faculty, to be enacted in the event the Branch Campus is not fully 34

operational at the time of the Pre-operational site visit. 35

36

2. Submit a non-refundable Application Fee. 37

38

4. Discuss Compliance with the Following Standards: 39

a. Candidate Element 1.2: Licensing and Regional/ Institutional Accreditation 40

b. Candidate Element 2.1: Dean Qualifications 41

c. Candidate Element 2.2: Full Time Dean 42

d. Candidate Element 2.3: Academic and Administrative Leadership 43


e. Candidate Element 3.1: Financial Resources (include both operating budget and 1

capital budget discussion) 2

f. Candidate Element 3.2: Feasibility Study (Business Plan) 3

g. Candidate Element 3.3: Escrowed Reserve Funds 4

h. Candidate Element 3.4: Operating Reserve Fund 5

i. Candidate Element 4.1: Facilities 6

j. Candidate Element 4.2: Information Technology 7

k. Candidate Element 6.5: Clinical Affiliation Agreements 8

l. Candidate Element 7.1: Faculty and Staff Resources and Qualifications 9

m. Candidate Element 9.2: Recruitment of Students 10

n. Pre-Accreditation Element 3.3: Budgetary Authority 11

o. Pre-Accreditation Element 3.4: Financial Audit 12

p. Pre-Accreditation Element 4.2: Security and Public Safety 13

q. Pre-Accreditation Element 4.4: Learning Resources 14

r. Pre-Accreditation Element 6.1: Curriculum Design and Management 15

s. Pre-Accreditation Element 6.2: Programmatic Level Educational Objectives 16

t. Pre-Accreditation Element 6.5: Scientific Method 17

u. Pre-Accreditation Element 6.6: Principles of Osteopathic Medicine 18

v. Pre-Accreditation Element 6.7: Self-Directed Learning 19

w. Pre-Accreditation Element 6.8: Interprofessional Education for Collaborative 20

Practice 21

x. Pre-Accreditation Element 6.9: Clinical Education 22

y. Pre-Accreditation Element 6.10: Clinical Experience 23

z. Pre-Accreditation Element 6.11: Comparability across Clinical Education Sites 24

aa. Pre-Accreditation Element 7.3: Department Chair Qualifications 25

bb. Pre-Accreditation Element 7.4: Primary Care Leadership 26

cc. Pre-Accreditation Element 7.5: OMM/OPP Leadership 27

dd. Pre-Accreditation Element 7.6: Faculty Development 28

ee. Pre-Accreditation Element 7.7: Faculty Association 29

ff. Pre-Accreditation Element 9.5: Academic Counseling 30

gg. Pre-Accreditation Element 9.6: Career Counseling 31

hh. Pre-Accreditation Element 9.7: Financial Aid and Debt Management Counseling 32

ii. Pre-Accreditation Element 9.8: Mental Health Services 33

jj. Pre-Accreditation Element 9.9: Physical Health Services 34

kk. Pre-Accreditation Element 10.1: GME Development 35

ll.a. Pre-Accreditation Element 11.1: Program Assessment 36

3.. Submission of a Part I-Self-Study demonstrating compliance with all the elements in the 37

following Standards: 38

39

i. Candidate Standard 1: Mission and Governance 40

ii. Candidate Standard 2: Leadership and Administration 41

iii. Candidate Standard 3: Finances 42

iv. Candidate Standard 4: Facilities 43

v. Candidate Standard 5: Learning Environment 44


vi. Candidate Standard 6: Curriculum 1

vii. Candidate Standard 7: Faculty and Staff 2

viii. Candidate Standard 8: Scholarly Activity 3

ix. Candidate Standard 9: Students 4

i.x. Candidate Standard 10: Graduate Medical Education 5

xi. Candidate Standard 11: Intentionally Omitted 6

xii. Candidate Standard 12: Institutional Accreditation (if applicable) 7

8

Any Standards/ Elements not specifically addressed are expected to be the same as those on the 9

parent campus. 10

11

Upon review of the Part I application materials, the COCA may approve the COM to advance to 12

Part II of the application process or request additional information. 13

14


developing the Branch Campus. 16

17

Part II: Branch Campus Progress Report 18

19

Not less than 24 months prior to the matriculation of the first class of students at the Branch 20

Campus, the COM must submit a written report demonstrating progress made on each of the 21

elements above in Part I in the development of the Branch Campus. This report must be submitted 22

no later than 60 days prior to the meeting at which it will be discussed. 23

24

Upon approval of the Part II Progress Report, the escrow account must be funded, and the COM 25

will advance to Part III of the application. 26

27

Part III: Branch Campus Self-Study and Site Visit 28

29

A COM must complete the Part III Self-Study demonstrating compliance with all the elements in 30

the following Standards: 31

32

i. Pre-Accreditation Standard 1: Mission and Governance 33

ii. Pre-Accreditation Standard 2: Leadership and Administration 34

iii. Pre-Accreditation Standard 3: Finances 35

iv. Pre-Accreditation Standard 4: Facilities 36

v. Pre-Accreditation Standard 5: Learning Environment 37

vi. Pre-Accreditation Standard 6: Curriculum 38

vii. Pre-Accreditation Standard 7: Faculty and Staff 39

viii. Pre-Accreditation Standard 8: Scholarly Activity 40

ix. Pre-Accreditation Standard 9: Students 41

x. Pre-Accreditation Standard 10: Graduate Medical Education 42

xi. Pre-Accreditation Standard 11: Program and Student Assessment and Outcomes 43

xii. Pre-Accreditation Standard 12: Institutional Accreditation (if applicable) 44


1

Upon approval of the Part III Self-Study from the COCA, a site visit will be scheduled. 2

3

Not less than18 months prior to the planned matriculation of students at the Branch Campus the 4

COCA will conduct a site visit at the Branch Campus. The Branch Campus self-study and the Part 5

III site visit report will be reviewed by the COCA not less than 12 months prior to the matriculation 6

of students at the Branch Campus. Upon approval of the site visit, the COM may begin advertising 7

and recruiting students at the Branch Campus. 8

9

Part IV: Branch Campus Pre-Operational Site Visit 10

11

Not less than 6 months prior to the planned matriculation of students at the Branch Campus, a pre-12

operational site visit will be completed. Facilities must be in a state of substantial completion as 13

demonstrated by submission of a government-issued Certificate of Occupancy by December 31st the 14

year prior to matriculation of students at the Branch Campus and be on-time with the COCA-15

approved construction and hiring time lines. The COM may also be required to submit additional 16

information as requested by the COCA. Upon approval of the Pre-Operational Site Visit Report, 17

operations may begin at the Branch Campus. In the event the Branch Campus Pre-Operational Site 18

Visit Report is not approved, the COCA may require that the contingency plan be implemented, all 19

accepted students to be notified, and the contingency status to be posted with a public link on the 20

COMs website. 21

22

Monitoring 23

24

1. A Year 1 Focused Site Visit must be completed within six months after establishment of the 25

Branch Campus, to assess the Facilities, Faculty, Student Services, Finances, Curriculum, and 26

Administrative Capacity to operate the Branch Campus. 27

28

Continuing Accreditation Elements That Will Be Assessed: ALL 29

30


submitted. demonstrating compliance with the following Standards: 32

33

i. Pre-Accreditation Standard 1: Mission and Governance 34

ii. Pre-Accreditation Standard 2: Leadership and Administration 35

iii. Pre-Accreditation Standard 3: Finances 36

iv. Pre-Accreditation Standard 4: Facilities 37

v. Pre-Accreditation Standard 5: Learning Environment 38

vi. Pre-Accreditation Standard 6: Curriculum 39

vii. Pre-Accreditation Standard 7: Faculty and Staff 40

viii. Pre-Accreditation Standard 8: Scholarly Activity 41

ix. Pre-Accreditation Standard 9: Students 42

x. Pre-Accreditation Standard 10: Graduate Medical Education 43

xi. Pre-Accreditation Standard 11: Program and Student Assessment and Outcomes 44


xii. Pre-Accreditation Standard 12: Institutional Accreditation (if applicable) 1

2

3



substantive change will be addressed demonstrating compliance with the following Pre-6

Accreditation Elements That Will Be Addressed: 7

8



i.iii. Element 5.4: Patient Care Supervision 11

ii.iv. Element 6.9: Clinical Education 12

iii.v. Element 6.10: Clinical Experience 13


iv.vii. Element 6.12: COMLEX-USA 15









xvi. Element 11.4: Student Survey (COCA will conduct a survey of students) 24

25

3. A Year 3 Progress Report must be submitted to assess readiness for graduate medical 26

education. Materials must be submitted at least 60 days prior to the COCA meeting where 27

the substantive change will be addressed demonstrating compliance with the following Pre-28

Accreditation elements: 29

30

i. Element 1.7: Clinical Affiliation Agreements 31


iii. Element 4.2: Security and Public Safety 33

iv. Element 4.3: Information Technology 34

v. Element 4.4: Learning Resources 35

vi. Element 5.4: Patient Care Supervision 36

vii. Element 6.9: Clinical Education 37

viii. Element 6.10: Clinical Experience 38

ix. Element 6.11: Comparability Across Clinical Education Sites 39

x. Element 7.1 Faculty and Staff Resources and Qualifications 40

xi. Element 9.5: Academic Counseling 41

xii. Element 9.6: Career Counseling 42

xiii. Element 9.7: Financial Aid and Debt Management Counseling 43

xiv. Element 9.8: Mental Health Services 44


xv. Element 9.9: Physical Health Services 1

xvi. Element 10.1: Osteopathic Educational Continuum 2

xvii. Element 10.2: ACGME Accredited GME 3

xviii. Element 10.3: Osteopathic Recognition of GME 4

5

In addition, a review of the COM’s COMLEX-USA pass rates will be conducted as part 6

of the annual survey. 7

8

4. During the 4th year of operation at the Branch Campus, and prior to the graduation of its 9

first class, a student survey will be conducted by the COCA and a Comprehensive Site Visit 10

will be conducted. The Branch Campus must submit a Self-Study demonstrating compliance 11

with all the elements in the Continuing Accreditation Standards 60 days prior to the site visit. 12

13

In addition, a review of the Branch Campus’ COMLEX-USA pass rates will be conducted as 14

part of the annual survey. 15

16



19


Substantive Change: Transition from a Branch Campus or Additional Location to an 1 Independent COM 2 3

The Additional Location or Branch Campus wishing to transition to an independent COM must: 4

5

1. Submit an Application Fee ($36,000) (non-refundable) 6

2. Complete a Comprehensive Self-Study 7

3. Complete a Third-Party Business Plan (for current Additional Locations only) 8

4. Undergo a site visit 9

5. Provide an Operating Reserve Escrow Fund (see Glossary for definition) as described in the 10

New & Developing COM Standards 11

6. Obtain a USDE Recognized Regional or Institutional Accreditor 12

13

The COM in transition will be granted a Pre-Accreditation status not to exceed 5 years. The COM 14

will undergo a Comprehensive Evaluation in Year 4 of independence. If all standards are met at that 15

time, Full Accreditation may be granted with release of the Escrow Account. If any standards are 16

unmet, the COM will be monitored (via progress reports and focused visits, if deemed necessary by 17

the commission) until all standards are met. At the time all standards are met, the COM will be 18

granted accreditation with release of the Escrow Account. 19

20

Definition 21

22

1. Any transition of a Branch Campus or an Additional Location to an independent College of 23

Osteopathic Medicine (COM) necessitates the dissolution of the Additional Location or 24

Branch Campus and establishment of the new legal entity. If ownership changes are part of 25

the transition to an independent COM, the requesting entity must include an application for 26

a Change of Ownership/Legal Status. 27

28

2. Applications for any additional substantive changes must be included with the application to 29

transition to an independent COM. No applications for substantive change can be submitted 30

during the transition time until the new COM has graduated its first class. 31

32

3. During the transition period and until final approval by the COCA for independent COM 33

status, the accreditation status of the Additional Location or Branch Campus remains as the 34

same as the parent COM and as such is governed by all standards and requirements. 35

36

1.4. No transition to independent status will be considered by the COCA unless the parent COM 37

of the Additional Location or Branch Campus has an accreditation status of Accreditation or 38

Accreditation with Exceptional Outcome at the time of application The COCA will 39

determine the accreditation status of the independent COM following the evaluation of the 40

application and all required site visits. 41

42



An Additional Location or Branch Campus transitioning to an independent COM must demonstrate 1

the existence of a minimum segregated, unencumbered reserve fund escrowed until one year after 2

graduation of the first class of students equal to tuition multiplied by the approved number of students 3

at the COM multiplied by four years. Any future increase in tuition will require recalculation of the 4

escrow amount and an increase in the amount of escrowed funds. 5

6


immediately available liquid assets that are wholly owned assets of the proposed independent COM, 8

parent of the Branch Campus or Additional Location, or its parent institution. The proposed 9

independent COM nor its parent institution may not withdraw any interest that accrues in the 10

escrowed funds. The proposed Independent COM or its parent institution must replenish the 11

escrow fund account in the event the value of the account decreases below the required minimum 12

amounts stated above. 13

14


16

An Additional Location or Branch Campus transitioning to an independent COM must demonstrate 17

the existence of a minimum operating reserve fund until graduation of the first class. This fund is 18

equal to the approved class size times one year’s tuition. The reserve fund must be maintained for 19

four years. 20

21


by immediately available liquid assets that are wholly owned assets of the parent COM or its parent 23

institution. Neither the parent COM or its parent institution nor the Branch Campus requesting the 24

transitiontransition, or its parent institution may withdraw any interest that accrues in the operating 25

reserve fund. A parent COM or its parent institution must replenish the operating reserve fund 26

account in the event the value of the account decreases below the required minimum amount stated 27

above. 28

29

The COM in transition will undergo a Comprehensive Evaluation in Year 4 of independence. If all 30

standards are met at that time and the COM is granted Accreditation status, the Escrow Reserves 31

and Operating Reserve accounts will be released. If any standards are unmet, the COM will be 32

monitored (via progress reports and focused visits, if deemed necessary by the COCA) until all 33

standards are met. At the time all standards are met, the COM will be granted accreditation with 34

release of the Operating Reserve Account. 35

36

Timing 37

38

An Additional Location or Branch Campus applying for independent COM status must have a 39

completed a Comprehensive Site Visit within 3 years of application. If the COM’s last 40

Comprehensive Site Visit was more than 3 years prior to application, a Comprehensive Self-Study 41

and Site Visit must be completed as part of the review of the request to transition to an independent 42

COM. The COCA retains discretionary authority to require a Comprehensive Self-Study and Site 43


Visit even if the COM has undergone a Comprehensive Site Visit less than 3 years prior to the time 1

of application. 2

3

The application for an Additional Location or Branch Campus requesting to transition to an 4

independent COM status must be reviewed at a COCA meeting at least 12 months prior to planned 5

transition being approved. Application materials must be submitted at least 60 days prior to the 6

COCA meeting where the substantive change will be addressed. 7

8

The COCA, showing of good cause by the applicant, has the discretion to evaluate a proposed 9

transition from an Additional Location or Branch Campus to an independent COM on an expedited 10

basis. 11

12

Application 13

14

The application for a proposed independent COM transitioning from an Additional Location or 15

Branch Campus is a 3-part process. The COM must successfully complete the application within 36 16

months, or the application will be deemed expired. The COCA may, at its discretion, direct that a 17

new application or supplemental information be submitted. In either event, the fees required by the 18

COCA fee schedule shall apply. 19

20

The initial application must be submitted to the COCA not more than 36 months and not less than 21

6 months prior to the anticipated date of the completed transition. Once the application is accepted 22

by the COCA the Branch Campus or Additional Location applying to transition to an independent 23

COM must publicly announce its intention to an independent COM in a public link on its website. 24

25


27


29

i. Introduction to the Additional Location or Branch Campus applying for 30

independent COM status, including history and mission; 31

ii. The new name, location, and anticipated start date of independent COM 32

applying for independent COM status 33

iii. Feasibility Study (Business Plan) completed by an external business consulting 34

group (Please see the glossary for full definition of what must be included within 35

the Feasibility Study); 36

iv. Appropriate charters, licenses, or approvals required (including approval from 37

the current parent COM) to function as an independent COM; 38

v. Explanation of the need to transition to an independent COM; 39

vi. Statement of anticipated impact on the current recruitment plan; 40

vii. Statement of anticipated impact on the currently enrolled students; 41

viii. Statement of anticipated impact on the existing faculty; 42

ix. Statement of anticipated impact on the clinical education program; 43

x. Statement of anticipated impact on existing GME 44


xi. Submission of data on student attrition and deceleration rates at the Additional 1

Location or Branch Campus for the past three years; 2

xii. A description of any anticipated facility changes or alteration along with a time 3

linetimeline for the achievement of the change; 4

xiii. A statement addressing the transfer of students from the existing COM to the 5

proposed new COM, including a communication plan and a plan to assist 6

students wishing to transfer to another college of osteopathic medicine; 7

xiv. Submission of COMLEX-USA Pass Rates for the Additional Location or Branch 8

Campus for the last three years. If a COM is more than two standard deviations 9

below the mean of national passing rate for three consecutive years, the 10

application to transition to an independent COM status will not be granted. 11

12

2. Obtain a USDE-recognized Institutional Accreditor. COCA has limited authority for 13

institutional accreditation. It is only recognized as an institutional accreditor for freestanding 14

COMs that offer only the DO degree. 15

16


18

Part II Transition Self-Study and Site Visit 19

20

An Additional Location or Branch Campus applying to transition to an independent COM must 21

complete a self-study demonstrating 100% compliance with elements in the following Continuing 22

Accreditation Standards: 23

24

i. Continuing Accreditation Standard 1: Mission and Governance 25

ii. Continuing Accreditation Standard 2: Leadership and Administration 26

iii. Continuing Accreditation Standard 3: Finances 27

iv. Continuing Accreditation Standard 4: Facilities 28

v. Continuing Accreditation Standard 5: Learning Environment 29

vi. Continuing Accreditation Standard 6: Curriculum 30

vii. Continuing Accreditation Standard 7: Faculty and Staff 31

viii. Continuing Accreditation Standard 8: Scholarly Activity 32

ix. Continuing Accreditation Standard 9: Students 33

x. Continuing Accreditation Standard 10: Graduate Medical Education 34

xi. Continuing Accreditation Standard 11: Program and Student Assessment and 35

Outcomes 36

xii. Continuing Accreditation Standard 12: Institutional Accreditation (if applicable) 37

38

The self-study must be submitted not less than 60 days prior to the COCA meeting where the 39

substantive change will be addressed. When the self-study is approved, a Transition Part II site visit 40

will be scheduled. 41

42

43

44


Part II Site Visit 1

2

A comprehensive site visit to the proposed independent COM will be conducted not less than six 3

(6) months prior to the planned completion of the transition. The Self-Study and the site visit report 4

will be reviewed by the COCA at the subsequent scheduled meeting. Upon approval, the COM may 5

begin advertising and recruiting students as an independent COM. 6

7

Monitoring 8

9

1. Year 1 Focused Site Visit will be conducted within six months after operations begin at the 10

independent COM to assess the facilities, faculty, student services, finances, curriculum, and 11

administrative capacity. 12

13


submitted. demonstrating compliance with the following Continuing Accreditation 15

Standards: 16

17

i. Standard 1: Mission and Governance 18

ii. Standard 2: Leadership and Administration 19

iii. Standard 3: Finances 20

iv. Standard 4: Facilities 21

v. Standard 5: Learning Environment 22

vi. Standard 6: Curriculum 23

vii. Standard 7: Faculty and Staff 24

viii. Standard 8: Scholarly Activity 25

ix. Standard 9: Students 26

x. Standard 10: Graduate Medical Education 27

xi. Standard 11: Program and Student Assessment and Outcomes 28

xii. Standard 12: Institutional Accreditation (if applicable) 29

30

2. A Year 2 Progress Report to assess the readiness for clinical education must be submitted. 31

The report, demonstrating compliance with the Continuing Accreditation Elements listed 32

below, must be submitted at least 60 days prior to the COCA meeting where the substantive 33

change monitoring will be addressed. 34

35


















8

3. A Year 3 Progress Report to assess readiness for graduate medical education must be 9

submitted. The report, demonstrating compliance with the Continuing Accreditation 10

Elements listed below, must be submitted at least 60 days prior to the COCA meeting where 11

the substantive change monitoring will be addressed. 12

13



iii. Element 4.2: Security and Public Safety 16


v. Element 4.4: Learning Resources 18

vi. Element 5.4: Patient Care Supervision 19

vii. Element 6.9: Clinical Education 20

viii. Element 6.10: Clinical Experience 21

ix. Element 6.11: Comparability Across Clinical Education Sites 22

x. Element 7.1 Faculty and Staff Resources and Qualifications 23

xi. Element 9.5: Academic Counseling 24

xii. Element 9.6: Career Counseling 25

xiii. Element 9.7: Financial Aid and Debt Management Counseling 26

xiv. Element 9.8: Mental Health Services 27

xv. Element 9.9: Physical Health Services 28

xvi. Element 10.1: Osteopathic Educational Continuum 29

xvii. Element 10.2: ACGME Accredited GME 30

xviii. Element 10.3: Osteopathic Recognition of GME 31

32


annual survey. 34

35

4. During the 4th year of operation at the independent COM, and prior to the graduation of its 36

first class, a student survey will be conducted by the COCA and a comprehensive site visit 37

will be conducted. The COM must submit a Self-Study demonstrating compliance with all 38

the elements in the Continuing Accreditation Standards 60 days prior to the site visit. 39

40

In addition, a review of COMLEX-USA pass rates will be conducted as part of the annual 41

survey. 42

43




3

4

5

6

7

8

9

10

11


Sample timeline for a Branch Campus applying to transition to an independent COM assuming June 1

1 completion. 2

3

4

Branch Campus applying to transition to an independent COM Timeline

Timing

Reviewed at the

COCA/COCA-EC

Meeting

Submit required


Not more than 36

months nor less than

12 months prior

to anticipated date of

completion of

transition

December COCA

Meeting October

COM Submits Part I:

Branch Campus

applying to transition

to an independent

COM narrative

Not less than 12

months prior to

transition


COM Submits Part

II: Branch Campus


to an independent

COM Self Study

When approved, the

operational reserve

account must be

funded

Upon approval a

Transition Part II

Site Visit is

Scheduled

Not less than 6

months prior to the

anticipated date of

completion of

transition

December COCA

Meeting

The site team

submits site Part II

visit report for

review by the

COCA no less than

60 days prior to

scheduled meeting

COCA reviews the

Transition Part II

Site Visit Report

Upon approval, COM

may begin

advertising &

recruiting students a

New COM*


Substantive Change: Planned Class Size Increase 1 2

Definition 3

All COMs have an approved class size from the COCA. Each Branch Campus and Additional 4

Location that is recognized by the COCA will also have a separate, approved class size from the 5

COCA. A COM requesting to accept additional first-time matriculants beyond the approved class 6

size must submit a substantive change request for an increase in class size. 7

For an accurate accounting of class size, in those instances where a student matriculates in one year 8

but takes a leave of absence or other decelerated program options, the COM will count that student 9

towards the class in which he or she matriculated. 10

The increase in class size will only apply to incoming and subsequent classes but not to already 11

matriculated classes. 12

Timing 13

Application should occur in the calendar year prior to the desired change and at least 60 days prior 14

to the COCA meeting where the substantive change will be addressed. 15

The request for a Planned Class Size Increase must be reviewed at a COCA meeting occurring at 16

least 18 months prior to the desired change. Application materials must be submitted at least 60 17

days prior to the COCA meeting where the substantive change will be addressed. 18

For a COM that has not had a comprehensive site visit within three years of their application, a 19

comprehensive site visit must be completed as part of the class size increase request review. If a 20

COM has had a comprehensive visit within three years, the COCA, at its discretion, may require a 21

focused site visit, student survey or other application materials. 22

Approval of Class Size Increase Request 23

The COCA will evaluate each application for a class size increase and consider the ability of a COM 24

to manage the proposed increase in light of its current cohort of students. To ensure that a COM 25

can accommodate a class size, the COCA may require that a class size increase be implemented over 26

an extended time period. The length of the time period and number of students increased per year 27

will be determined by the COCA based on the specific facts and circumstances set forth in the 28

application and the COM’s current success in managing its current class size. 29

At the time of application, the COM must demonstrate that for the previous three years, its first 30 time pass rate on all levels of the COMLEX USA, Level 1, Level 2CE and Level 2PE have been 31 within two standard deviations of the national mean. 32 33 At the time of application, the COM must demonstrate that for the past three years the GME match 34 and placement rates have been within two standard deviations of the national mean 35 36

37


Application 1

Documentation to be submitted by the COM for this review must include, but is not limited to: 2

The request for a class size increase must include documentation that describes the following: 3

1. Discussion of adequacy of faculty for the current class size and the requested increased 4

class size and how that was calculated; 5

2. Discussion of sufficient classroom and laboratory space, such as auditoriums, anatomy 6

and Osteopathic Manipulative Medicine labs, and shared resources; 7

3. Discussion of sufficient student space including study space; 8

4. Discussion of sufficient learning resources; 9

4.5. Discussion of the impact on the admissions policies and recruitment plans for an 10

applicant pool sizeable enough to generate the requested increased class size within the 11

COM’s defined geographic region. The plan must demonstrate recruitment of a diverse 12

student population. 13

5.6. An Operating and hiring pro forma for five years after the planned increase in class size; 14

6.7. Discussion of how the class size increase will impact existing clinical rotations and 15

evidence of sufficient numbers of Year 3 and Year 4 clinical education positions for the 16

rolling average of second year matriculants of the current class size and plus the 17

requested increased class size, plus 10% 18

8. Impact of the class size increase on existing students, faculty, and staff; 19

9. Impact of the class size increase to provide third year students with clinical rotation 20

experiences with a resident, under the supervision of an osteopathic physician, and in an 21

inpatient setting as required under Element 6.10; 22

7.10. Data on attrition, repeating, decelerated, and transfer students for the past three years 23

This submission will be completed via the COCA Online Class Size Increase Self Study 24

demonstrating compliance with the following Continuing Accreditation elements: 25


ii. Element 3.1: Financial Resources 27

iii. Element 4.1: Facilities 28


v. Element 4.4 Learning resources 30

vi. Element 6.9: Clinical Education 31

vii. Element 6.10: Clinical Experience 32

viii. Element 6.11 Compatibility Across Clinical Education Sites 33

ix. Element 6.12: COMLEX-USA 34

x. Element 7.1: Faculty and Staff Resources and Qualifications 35

xi. Element 8.1: Research and Scholarly Strategic Plan 36


xii. Element 8.2: Research and Scholarly Activity Budget 1

xiii. Element 8.3: OMM/OPP Research and Scholarly Activity 2

xiv. Element 8.4: Student Participation in Research and Scholarly Activity 3

xv. Element 9.1 admission policy 4

xvi. Element 9.5: Academic Counseling 5

xvii. Element 9.6: Career Counseling 6

xviii. Element 9.7: Financial Aid and Debt Management Counseling 7

xix. Element 9.8: Mental Health Services 8

xx. Element 9.9: Physical Health Services 9

xxi. Elements 10.1: Osteopathic Educational Continuum 10

xxii. Element 10.2: ACGME Accredited GME 11

xxiii. Element 10.3: Osteopathic Recognition of GME 12

xxiv. Element 10.4: GME Placement Rates 13

xxv. Element 11.1: Program Assessment 14

xxvi. Element 11.2: Student Evaluation of Instruction 15

16

Monitoring 17

Planned Class Size Increase Monitoring and Self-Study Documents: 18

1. A Year 1 Focused Site Visit will be conducted to assess the Facilities, Faculty, Student 19

Services, and Finances. demonstrating compliance with the following Continuing 20

Accreditation Elements 21


submitted demonstrating compliance with the following Continuing Accreditation Elements 23

That Will Be Assessed: 24


i.ii. Element 3.1: Financial Resources 26






viii. Element 6.11: Compatibility Across Clinical Education Sites 32

ii.ix. Element 6.12: COMLEX-USA 33






iii.xv. Element 9.1: Admissions Policy 39

iv.xvi. Element 9.5: Academic Counseling 40

v.xvii. Element 9.6: Career Counseling 41


vi.xviii. Element 9.7: Financial Aid and Debt Management Counseling 1

vii.xix. Element 9.8: Mental Health Services 2



xxii. Element 10.2: ACGME GME 5



xxv. Element 11.1: Program Assessment 8

9



substantive change monitoring will be addressed. demonstrating compliance with the 12

following Continuing Accreditation Elements: That Will Be Addressed: 13






vi. Element 6.11 Compatibility Across Clinical education sites 19

vii. Element 7.1: Faculty and Staff Resources and Qualifications 20

vi.viii. Element 10.4: GME Placement Rates 21

vii.ix. Element 11.4: Student Survey 22

23 A COCA Accreditation Student Survey will be completed administered by the COCA as part of the 24

Year 2 reporting. In addition, the COM’s COMLEX-USA pass rates will be reviewed as part of the 25

annual survey. 26



the substantive change monitoring will be addressed demonstrating compliance with the 29

following Continuing Accreditation Elements: 30

i. Element 6.9: Clinical Education 31

ii. Element 6.10: Clinical Experience 32

iii. Element 6.11 Compatibility Across Clinical education sites 33

iv. Element 10.1: Osteopathic Educational Continuum 34

v. Element 10.2: ACGME Accredited GME 35

vi. Element 10.3: Osteopathic Recognition of GME 36

vii. Element 10.4: GME Placement Rates 37

In addition, the COM’s COMLEX-USA pass rates will be reviewed as part of the annual survey. 38

4. During the 4th year of the COM operating under the increased class size, and prior to the 39

graduation of its first expanded class, a student survey will be conducted and Table 10.4 40


reporting the COM’s GME placement rate must be submitted. In addition, the COM’s 1

COMLEX-USA pass rates will be reviewed as part of the annual survey. 2

Other monitoring will occur as part of the routine annual reporting to the COCA. 3

4

In addition, the COCA may require a progress report, student survey, focused site visit, or other 5

information the COCA believes relevant to its assessment of the COM’s compliance with any 6

COCA standard. 7

8

9


Substantive Change: Unplanned Class Size Increase 1 2

Definition 3

All COMs with an entering first-time matriculants in excess of the approved class size plus the 4

permitted variance of eight percent (8%), will be determined to have an unplanned class size 5

increase. Class size for all classes at the COM will be assessed annually by the COCA. Failure to 6

submit the requested class size data by the submission deadline will result in the assessment of an 7

unplanned class size increase and may result in an adverse accreditation action. 8

For the purpose of an accurate accounting of class size, in those instances where a student 9

matriculates in one year but takes a leave of absence or other decelerated program options, the 10

COM will count that student towards the class in which he or she matriculated. 11

COMs are required to notify the COCA immediately upon identifying when a potential or actual 12

unplanned class size increase may/has occurred. 13

TimingNot applicable . 14

Evaluation of an Unplanned Increase in Class Size 15

16

The COCA will evaluate each actual or potential incident of an unplanned class size increase and 17

consider the ability of a COM to manage the unplanned increase in light of its current cohort of 18

students. In order to ensure that a COM can accommodate the unplanned increase, the COCA 19

may require a progress report, student survey, focused site visit, or other information the COCA 20

believes relevant to its assessment of the COM’s compliance with any COCA standard. 21

The COCA will have the right to review the accreditation status of any institution which exceeds its 22

class size using progressive any or all of the measures belowas follows: 23

1. A request for additional written information to explain the deficiency; 24

2. A focused visitation as directed; 25

3. A request to show cause as to why a COM is not out of compliance; 26

4. A reduction in approved class size as directed by the COCA; or 27

4.5. Change the COM’s accreditation status 28

Any COM with a first-time matriculation in excess of the allowed eight percent (8%) variance over 29

their approved class size will not be allowed to request or continue a planned class size increase for 30

four five (5) years in order to permit the COCA to follow the academic achievement of this class 31

cohort. throughout its remaining years to receipt of the first professional degree. 32

If an unplanned class size increase occurs when another application for a Substantive Change is 33

under consideration, the application in process will be subject to reconsideration by the COCA. 34

A COM found to have an Unplanned Class Size Increase must submit to the COCA documentation 35

of the following within 30 days of notification of the class size is over the approved class size: 36


1. Discussion of the admission and internal processes that resulted in matriculating 1

students over the approved class size and the steps taken to ensure processes are 2

corrected for future admissions; 3

2. Discussion of how the COM intends accommodate the increased class size regarding 4

facilities, resources, faculty, and curriculum; 5

3. Discussion of how the increase in class size will impact the COM’s budget; 6

Operating and hiring pro forma for five years after the unplanned increase in class 7

size 8

4. Description of how the increased class size will impact clinical rotation capacity; 9

5. Impact of the class size increase to provide third year students with clinical rotation 10

experiences with a resident, under the supervision of an osteopathic physician, and in 11

an inpatient setting as required under Element 6.10; and 12

6. Data on attrition, and repeating and decelerated students for the past three years 13

14

Depending on the nature and magnitude of the unplanned class size increase, a self-study may be 15

required demonstrating compliance with COCA standards including, without limitation, the 16

following Continuing Accreditation elements: 17


ii. Element 3.1: Financial Resources 19






viii. Element 6.11 Compatibility Across Clinical education sites 25

ix. Element 6.12: COMLEX-USA 26






xv. Element 9.1 admission policy 32

xvi. Element 9.5: Academic Counseling 33

xvii. Element 9.6: Career Counseling 34

xviii. Element 9.7: Financial Aid and Debt Management Counseling 35

xix. Element 9.8: Mental Health Services 36



xxii. Element 10.2: ACGME GME 39



i.xxv. Element 11.1: Program Assessment 42

xxvi. Element 11.2: Student Evaluation of Instruction 43


1

In addition, the COCA may require a COCA Administered student survey, focused site visit or 2

some other information to ensure compliance with any COCA standards. 3

Application 4

Not applicable 5

Monitoring 6

1. A Year 1 Focused Site Visit to assess the facilities, faculty, student services, and finances. 7


submitted demonstrating compliance with the following Continuing Accreditation elements: 9

i. Element 1.7: Clinical Education Affiliation Agreements 10 ii. Element 3.1: Financial Resources 11 iii. Element 4.1: Facilities 12 iv. Element 4.3: Information Technology 13 v. Element 4.4 Learning resources 14

v.vi. Element 6.9: Clinical Education 15 vi.vii. Element 7.1: Faculty and Staff Resources and Qualifications 16

viii. Element 8.1: Research and Scholarly Strategic Plan 17 ix. Element 8.2: Research and Scholarly Activity Budget 18 x. Element 8.3: OMM/OPP Research and Scholarly Activity 19 xi. Element 8.4: Student Participation in Research and Scholarly Activity 20

vii.xii. Element 9.5: Academic Counseling 21 viii.xiii. Element 9.6: Career Counseling 22 ix.xiv. Element 9.7: Financial Aid and Debt Management Counseling 23 x.xv. Element 9.8: Mental Health Services 24 xvi. Element 9.9: Physical Health Services 25

xi.xvii. Element 10.1: Osteopathic Educational Continuum 26 xviii. Element 10.2: ACGME GME 27 xix. Element 10.3: Osteopathic Recognition of GME 28 xx. Element 10.4: GME Placement Rates 29

xii.xxi. Element 11.1: Program Assessment 30 31 In addition, the COM’s COMLEX-USA pass rates will be reviewed as part of the annual survey. 32



substantive change monitoring will be addressed demonstrating compliance with the 35

following Continuing Accreditation elements That Will Be Addressed: 36

i. Element 1.7: Clinical Affiliation Agreements 37 i.ii. Element 4.1: Facilities 38

ii.iii. Element 5.4: Patient Care Supervision 39 iii.iv. Element 6.9: Clinical Education 40 iv.v. Element 6.10: Clinical Experience 41

vi. Element 6.11 Compatibility Across Clinical Education Sites 42


vii. Element 7.1: Faculty and Staff Resources 1 viii. Element 10.4: GME Placement Rates 2 v.ix. Element 11.4: Student Survey 3

4

A COCA Accreditation Student Survey will be completed administered by the COCA as part 5

of the Year 2 Reporting. In addition, the COM’s COMLEX-USA pass rates will be 6

reviewed as part of the annual survey. 7

8



the substantive change will be addressed demonstrating compliance with the following 11

Continuing Accreditation elements: 12

i. Element 6.9: Clinical Education 13 ii. Element 6.10: Clinical Experience 14 iii. Element 6.11 Compatibility Across Clinical Education Sites 15 iv. Element 10.1: Osteopathic Educational Continuum 16 v. Element 10.2: ACGME Accredited GME 17 vi. Element 10.3: Osteopathic Recognition of GME 18 vii. Element 10.4: GME Placement Rates 19

20

In addition, the COM’s COMLEX-USA pass rates will be reviewed as part of the annual 21

survey. 22

4. During the 4th year of the COM operating with the unplanned increased class size, and prior 23

to the graduation of the expanded class, a student survey will be conducted and Table 10.4 24

reporting the COM’s GME placement rate must be submitted. In addition, the COM’s 25

COMLEX-USA pass rates will be reviewed as part of the annual survey. 26

Other monitoring will occur as part of the routine annual reporting to the COCA. In 27

addition, the COCA may require a progress report, student survey, or a focused site 28

visit any time the COM is operating with the unplanned increased class size. 29

30

This section has been relocated above. 31

Other actions that may be taken by the COCA: 32

33

Any COM with a first-time matriculation in excess of the allowed eight percent (8%) variance over 34

their approved class size will not be allowed to request a class size increase for four (4) years in order 35

to permit the COCA to follow the academic achievement of this class cohort throughout its 36

remaining years to receipt of the first professional degree. 37

38


The COCA will have the right to review the accreditation status of any institution which exceeds its 1

class size using progressive measures as follows: 2

1. A request for additional written information to explain the deficiency; 3

2. A request to show cause as to why a COM is not out of compliance; 4

3. A focused visitation as directed; 5

4. A reduction in approved class size as directed by the COCA. 6

7

8


Proposed New Substantive Change Policy: Transition from an Additional Location to a 1 Branch Campus 2 3

Definition of a Branch Campus 4

5

A branch campus is a location that is geographically apart from the parent COM and; 6

7

5. Is permanent in nature; 8

6. Offers courses in educational programs leading to a DO degree; 9

7. Has its own faculty and administrative or supervisory organization; and 10

8. Has its own budgetary and hiring authority. 11

12

The curriculum at the Branch Campus may be the same or different as at the parent COM but the 13

Dean and leadership at the Branch Campus is responsible for developing and managing the 14

curriculum. The Branch Campus has a Dean and leadership distinct and separate from the parent 15

COM with no reporting structure to the Dean at the parent COM. The Branch Campus has a 16

separate and distinct budget and the Dean has full control and independent management of the 17

budget. 18

19

The accreditation for a Branch Campus is under the parent COM and is granted at the time 20

permission to enroll students is granted. Annual and mid-cycle reporting to the COCA will occur as 21

separate campuses. Future comprehensive site evaluations of the COM will include all campuses. 22

23

Students may be admitted directly to the Branch Campus as their primary place of enrollment. 24

25

The COCA may serve as the programmatic or institutional accreditor for COMs requesting an 26

Additional Location or a Branch Campus3. 27

28

An Additional Location may transition to a Branch Campus while maintaining the existing parent 29

organization without requesting a change in ownership. 30

31

Students may be admitted directly to the Branch Campus as their primary place of enrollment. 32

33

The Additional Location designation must be maintained under the parent COM until permission 34

has been granted by the COCA to begin operations as a Branch Campus. 35

36

Additional substantive change requests, if any, must be submitted at the time the request to 37

transition from an Additional Location to a Branch Campus is requested. Examples include: 38

39

1. If ownership changes are part of the transition from an Additional Location to a 40 Branch Campus, the requesting entity must include an application for a Change of 41 Ownership/Legal Status. 42



1 2. If a curriculum change is anticipated as a part of the transition from an Additional 2

Location to a Branch Campus, the requesting entity must also include a substantive 3 change request for a Change in Curriculum. 4 5

3. If a change in class size is anticipated as a part of the transition from an Additional 6 Location to a Branch Campus, the requesting entity must also include a substantive 7 change request for a Planned Class Size increase or notification to the COCA of a 8 planned class size reduction. 9 10

4. If a change in physical location is anticipated as a part of the transition from an 11 Additional Location to a Branch Campus, the requesting entity must also include 12 a substantive change request for a Change in Location. 13

14

Once the application for a Substantive Change Transition for an Additional Location to a Branch 15

Campus is accepted, no additional substantive change requests will be considered until graduation of 16

the first class from the Branch Campus. 17

If an increase in class size is approved, the COCA may require that the increase in class size to be 18 conducted in the following progressive enrollment 19

1. Year 1 – no more than 50% of the approved class size; 20

2. Year 2 – no more than 75% of the approved class size; and 21

3. Years 3 and 4 – no more than 100% of the approved class size 22 23

No transition to a Branch Campus status will be considered by the COCA unless the COM 24

requesting the transition has an accreditation status of Accreditation or Accreditation with 25

Exceptional Outcome at the time of application and continue to maintain such accreditation status 26

throughout the time that the application is pending before the COCA. 27

28


An Additional Location transitioning to a Branch Campus must demonstrate the existence of a 30

minimum operating reserve fund until graduation of the first class. This fund is equal to the approved 31

class size times one year’s tuition. Any future increase in tuition will require recalculation of the 32

Operating Reserve Fund. The reserve fund must be maintained for four years. 33

34


by immediately available liquid assets that are wholly owned assets of the proposed Branch Campus, 36

its parent COM, or its parent institution. The proposed Branch Campus or its parent institution may 37

not withdraw any interest that accrues in the operating reserve fund. A proposed Branch Campus or 38

its parent institution must replenish the operating reserve fund account in the event the value of the 39

account decreases below the required minimum amount stated above. 40

41

The Additional Location in transition to a Branch Campus will undergo a Focused Site Visit in Year 42

4 of operation. If all standards are met the Escrow Reserves and Operating Reserve accounts will be 43


released. If any standards are unmet, the COM will be monitored (via progress reports and focused 1

visits, if deemed necessary by the COCA) until all standards are met. At the time all standards are 2

met, the escrowed reserve funds will be released. 3

4

Timing 5

6

A COM applying for a transition from an Additional Location to a Branch Campus must have a 7



and Site Visit must be completed as part of the review of the Branch Campus request. The COCA 10

retains discretionary authority to require a Comprehensive Site Visit even if the COM has undergone 11

a Comprehensive Site Visit less than 3 years prior to the time of application. 12

13

The application for an Additional Location requesting to transition to a Branch Campus status must 14

be reviewed at a COCA meeting not more than 36 months and at least 24 months prior to beginning 15

of operations at the Branch Campus. Application materials must be submitted at least 60 days prior 16

to the COCA meeting where the substantive change will be addressed. 17

18

The COCA, showning of good cause by the applicant, has the discretion to evaluate a proposed 19

transition from an Additional Location to a Branch Campus on an expedited basis. 20

21

Application 22

The application for a proposed Branch Campus transitioning from an Additional Location is a 3-23

part process. The COM must successfully complete the application within 36 months, or the 24

application will be deemed expired and the Additional Location will remain in operation under the 25

parent COM. The COCA may, at its discretion, direct that a new application or supplemental 26

information be submitted. In either event, the fees required by the COCA fee schedule shall apply. 27

28

Note: Upon acceptance of Part I of the application by the COCA, the COM must publicly 29

announce its intention to transition its Additional Location to a Branch Campus to its students and 30

in a public link on its website. 31

32


34

Submission of a written application that includes the following: 35

36


38

i. A narrative that describes the following: Introduction to the COM and Additional Location 39

applying for Branch Campus status, including history and mission; 40

ii. Name, location, and anticipated transition date; of the proposed Branch Campus; 41

iii. Appropriate charters, licenses, or approvals required to function as a Branch 42

Campus; 43


iv. Explanation of the need for the Additional Location to transition to Branch 1

Campus; 2

v. Anticipated budget for transition to a Branch Campus status and other related 3

expenses; 4


vii. Statement of anticipated impact on the currently enrolled students at the 6

Additional Location and the parent COM; 7

viii. Statement of anticipated impact on the existing curriculum during the transition 8

from an Additional Location to a Branch Campus; 9

ix. Statement of anticipated impact on the existing faculty at the Additional Location 10

and the parent COM; 11

x. Statement of anticipated impact on the clinical education program at the 12

proposed Branch Campus and the parent COM; 13

xi. Statement of Anticipated impact of GME needs for the proposed Branch 14

Campus during and after transition from an Additional Location on existing 15

GME; 16

xii. Submission of data on student attrition and deceleration rates at the Additional 17

Location and the parent COM for the past three years; and 18

xiii. A description of any anticipated facility changes or alteration along with a 19

timeline for the achievement of the change. 20

21

Submission of COMLEX-USA Pass Rates for the Additional Location and the parent COM for the 22

last three years. If an Additional Location or the parent COM is more than two standard deviations 23

below the mean of national passing rate for three consecutive years, the application for the new 24

Branch Campus transition may not be granted. 25

26


28

Part II. Additional Location applying to transition to a Branch Campus Self-study 29

30

The Part II self-study must be submitted to the COCA not less than 12 months prior to the 31

anticipated date of the completed transition. The self-study must demonstrate 100% compliance 32

with elements in the following Continuing Accreditation Standards: 33

34




iv. Standard 4: Facilities 38

v. Standard 5: Learning Environment 39



viii. Standard 8: Scholarly Activity 42

ix. Standard 9: Students 43

x. Standard 10: Graduate Medical Education 44


xi. Standard 11: Program and Student Assessment and Outcomes 1

xii. Standard 12: Institutional Accreditation (if applicable) 2

3

If the COCA is the institutional accreditor of the parent COM of the Branch Campus, the COM 4

must be in compliance with all elements under Standard 12. 5

6

The self-study must be submitted at least 60 days prior to the COCA meeting where the substantive 7

change will be addressed. When the self-study is approved, a Transition Part II site visit will be 8

scheduled. 9

10

Upon review of the Part II self-study materials, the COCA may approve the COM to advance to 11

Part III of the application process or request additional information. Upon approval of the Part II 12

application documents, the escrow reserve account must be funded, and the COM will advance to 13

Part III of the application. 14

15

Part III: Site Visit 16

17

A focused site visit to the proposed Branch campus will be conducted not less than six (6) months 18

prior to the planned start of operations to demonstrate compliance with all the standards submitted 19

as part of the Part II Self-Study. The Self-Study and the site visit report will be reviewed by the 20

COCA at the subsequent scheduled meeting. Upon approval, the COM may begin operations as a 21

Branch Campus of the parent COM. 22

23


developing the Branch Campus. 25

26

Monitoring 27

28

1. Within the first year after matriculation of students at the new Branch Campus a Year 1 Focused 29

Site Visit will be conducted to assess the facilities, faculty, student services, finances, and 30

administrative capacity to operate the Branch Campus. 31

32

Sixty (60) days prior to the site visit, a Year 1 Focused Site Visit Self-Study must be submitted 33

demonstrating compliance with the following Continuing Accreditation elements: 34

35


ii. Element 2.3: Academic and Administrative Leadership 37

iii. Element 3.1: Financial Resources (historical financial reports from the existing 38


for the additional location) 40

iv. Element 3.2: Financial Audit of the Parent COM (for the last three years) 41

v. Element 4.1: Facilities (details on the additional location only) 42

vi. Element 4.2: Security and Public Safety 43

vii. Element 4.3: Information Technology 44


viii. Element 4.4: Learning Resources 1

ix. Element 6.1: Curriculum Design and Management 2

x. Element 6.2: Programmatic Level Educational Objectives 3

xi. Element 6.3: Maximum Length of Completion 4

xii. Element 6.4: Osteopathic Core Competencies 5

xiii. Element 6.5: Scientific Method 6

xiv. Element 6.6: Principals of Osteopathic Medicine 7

xv. Element 6.7: Self-Directed Learning 8

xvi. Element 6.8: Inter-professional Education for Collaborative Practice 9

xvii. Element 6.9: Clinical Education 10

xviii. Element 7.1: Faculty and Staff Resources and Qualifications 11

xix. Element 7.3: Department Chair Qualifications 12

xx. Element 7.4: Primary Care Leadership 13

xxi. Element 7.5: OMM/OPP Leadership 14

xxii. Element 8.1: Research and Scholarly Strategic Plan 15

xxiii. Element 8.2: Research and Scholarly Activity Budget 16

xxiv. Element 8.3: OMM/OPP Research and Scholarly Activity 17

xxv. Element 8.4: Student Participation in Research and Scholarly Activity 18

xxvi. Element 9.1: Admissions Policy 19

xxvii. Element 9.5: Academic Counseling 20

xxviii. Element 9.6: Career Counseling 21

xxix. Element 9.7: Financial Aid and Debt Management Counseling 22

xxx. Element 9.8: Mental Health Services 23

xxxi. Element 9.9: Physical Health Services 24

xxxii. Element 10.1: Osteopathic Educational Continuum 25

xxxiii. Element 10.2: ACGME GME 26

xxxiv. Element 10.3: Osteopathic Recognition of GME 27

xxxv. Element 10.4: GME Placement Rates 28

xxxvi. Element 11.1: Program Assessment 29

30

2. A Year 2 Progress Report to assess the readiness for clinical education must be submitted. 31

The report, demonstrating compliance with the Continuing Accreditation elements listed 32

below, must be submitted at least 60 days prior to the COCA meeting where the substantive 33

change monitoring will be addressed. 34

35


















8

3. A Year 3 Progress Report to assess readiness for graduate medical education must be submitted. 9

The report, demonstrating compliance with the Continuing Accreditation elements listed below, 10

must be submitted at least 60 days prior to the COCA meeting where the substantive change 11

monitoring will be addressed. 12

13


















xviii. Element 11.1: Program Assessment 31

32

4. During the 4th year of operation at the Branch Campus, and prior to the graduation of its 33

first class, a student survey will be conducted by the COCA and a Focused Site Visit will be 34

conducted at the Branch Campus reviewing all standards and elements . The COM must 35

submit a Self-Study demonstrating compliance with all the elements in the Continuing 36

Accreditation Standards 60 days prior to the site visit. 37

38




*June 1 completion of transition. 1

2

3

Additional Location Applying to Transition to a Branch Campus Location Timeline

Timing Reviewed at the

COCA/COCA-EC Meeting

Submit required


Not more than 36


24 months prior


completion of

transition


COM Submits Part I:

Additional Location


to a Branch Campus

narrative

Not less than 18

months prior to

matriculation



Additional Location


to a Branch Campus

Self Study

When approved, the

operational reserve

account must be

funded.

Upon approval a

Transition Part III Site

Visit is Scheduled

Not less than 6 months

prior to the anticipated

date of completion of

transition

December COCA

Meeting

The site team


visit report for review

by the COCA no less

than 60 days prior to

scheduled meeting

COCA reviews the

Transition Part II Site

Visit Report

Upon approval, COM

may begin operations at

the Branch Campus*


Proposed New Substantive Change Policy: Transition from a Branch Campus to an 1 Additional Location 2 3

Definition of an Additional Location 4

5

1. An Additional Location is geographically apart from the main campus and offers at 6

least 50 percent of the COM’s osteopathic medical education program. 7

8

2. The Additional Location must have the same administration, faculty, and budgetary 9

policies and procedure as the parent COM. 10

11

3. The Additional Location must have a common Dean/Chief Academic Officer, 12

faculty, budget, and curriculum with the parent COM. 13

14

4. The Additional Location must employ an on-site administrator (may hold any title, 15

including but not limited to Dean or Campus Dean) with responsibility for the day-16

to-day operations at the Additional Location who reports directly to the Dean at the 17

main campus. 18

19

5. Students may be admitted directly to the Additional Location as their primary place of 20

enrollment. 21

22

6. Faculty and students at the Additional Location must have representation on all 23

faculty and student committees at the main campus. 24

25

The accreditation for an Additional Location is under the parent COM and is extended to the 26

Additional Location following review of documents and completion of a site visit prior to the time 27

when permission to enroll students is granted. Reporting to the COCA will occur as a combined 28

cohort for all sites as a single COM. 29

30

The COCA may serve as the programmatic or institutional accreditor for COMs requesting an 31

Additional Location4. 32

33

A Branch Campus may transition to an Additional Location while maintaining the existing parent 34

organization without requesting a change in ownership. 35

36

Students may be admitted directly to the Additional Location as their primary place of enrollment. 37

38

The Branch Campus designation must be maintained under the parent COM until permission has 39

been granted by the COCA to begin operations as an Additional Location. 40

41



Additional substantive change requests must be submitted at the time the request to transition from 1

a Branch Campus to an Additional Location is requested Examples include: 2

3

1. If ownership changes are part of the transition from a Branch Campus to an 4 Additional Location, the requesting entity must include an application for a Change 5 of Ownership/Legal Status. 6 7

2. If a curriculum change is anticipated as a part of the transition from a Branch 8 Campus to an Additional Location, the requesting entity must also include 9 a substantive change request for a Change in Curriculum. 10 11

3. If a change in class size is anticipated as a part of the transition from a Branch 12 Campus to an Additional Location, the requesting entity must also include 13 a substantive change request for a Planned Class Size increase or notification to the 14 COCA of a planned class size reduction. 15 16

4. If a change in physical location is anticipated as a part of the transition from a 17 Branch Campus to an Additional Location, the requesting entity must also include 18 a substantive change request for a Change in Location. 19 20

Once the application for a Substantive Change Transition for a Branch Campus to an Additional 21

Location accepted, no additional substantive change requests will be considered until graduation of 22

the first class from the Addition Location. 23

24

If an increase in class size is approved as part of the transition, the COCA may require that the 25

increase in class size to be conducted in the following progressive enrollment: 26

1. Year 1 – no more than 50% of the increase in class size; 27

2. Year 2 – no more than 75% of the increase in class size; and 28

3. Years 3 and 4 – no more than 100% of the approved class size 29 30 No transition to an Additional Location will be considered by the COCA unless the COM 31

requesting the transition has an accreditation status of Accreditation or Accreditation with 32

Exceptional Outcome at the time of application and continues to maintain such accreditation status 33

throughout the time that the application is pending before the COCA. 34

35


A Branch Campus transitioning to an Additional Location must demonstrate the existence of a 37

minimum operating reserve fund until graduation of the first class. This fund is equal to the approved 38

class size times one year’s tuition. Any future increase in tuition will require recalculation of the 39

Operating Reserve Fund. The reserve fund must be maintained for four years. 40

41


by immediately available liquid assets that are wholly owned assets of the proposed Branch Campus, 43

its parent COM, or its parent institution. The proposed Additional Location or its parent institution 44


may not withdraw any interest that accrues in the operating reserve fund. A proposed Additional 1

Location or its parent institution must replenish the operating reserve fund account in the event the 2

value of the account decreases below the required minimum amount stated above. 3

4

The COM, including all locations, will undergo a Comprehensive Evaluation in Year 4 of transition 5

and before the graduation of the first class matriculated to the newly established location. If all 6

standards are met at that time , the Escrow Reserves (if applicable) and Operating Reserve accounts 7

will be released. If any standards are unmet, the COM will be monitored (via progress reports and 8

focused visits, if deemed necessary by the COCA) until all standards are met. At the time all 9

standards are met, escrowed reserved funds will be released. 10

11

Timing 12

13

A COM applying for transition from a Branch Campus to an Additional Location must have 14



and Site Visit must be completed as part of the review of the Additional Location request. The 17

COCA retains discretionary authority to require a Comprehensive Site Visit even if the COM has 18

undergone a Comprehensive Site Visit less than 3 years prior to the time of application. 19

20

The application for a Branch Campus requesting to transition to an Additional Location must be 21

reviewed at a COCA meeting at not more than 36 months and not less than 24 months prior to the 22

beginning of operations at the of the Additional Location. Application materials must be submitted 23

at least 60 days prior to the COCA meeting where the substantive change will be addressed. 24

25

The COCA, shown of good cause by the applicant, has the discretion to evaluate a proposed 26

transition from a Branch Campus to an Additional Location on an expedited basis. 27

28

Application 29

The application for a proposed Branch Campus transitioning to an Additional Location is a 3-part 30

process. The COM must successfully complete the application within 36 months, or the application 31

will be deemed expired and the Branch Campus will remain in operation under the parent COM. 32

The COCA may, at its discretion, direct that a new application or supplemental information be 33

submitted. In either event, the fees required by the COCA fee schedule shall apply. 34

35

Note: Upon acceptance of Part I of the application by the COCA, the COM must publicly 36

announce its intention to transition its Branch Campus to an Additional Location to its students and 37

in a public link on its website. 38

39

Part I. Submission of a written application that includes the following 40

41

Submission of a written application that includes the following: 42

43



1

A. A narrative that describes the following: ; 2

i. Introduction to the COM and Branch Campus applying for Additional Location 3

status, including history and mission 4

ii. Name, location, and anticipated transition date; of the proposed Additional 5

Location; 6

iii. Appropriate charters, licenses, or approvals required to function as an Additional 7

Location Branch Campus; 8

iv. Explanation of the need for the Branch Campus to transition to an Additional 9

Location ; 10

v. Anticipated budget for transition to an Additional Location and other related 11

expenses; 12


vii. Statement of anticipated impact on the currently enrolled students at the Branch 14

Campus and the parent COM; 15

viii. Statement of anticipated impact on the clinical education program at the 16

proposed Additional Location and the parent COM; 17

ix. Statement of anticipated impact of GME needs for the proposed Additional 18

Location; 19

x. Statement of anticipated impact on the existing curriculum during the transition 20

from a Branch Campus to an Additional Location; 21

xi. Statement of anticipated impact on the existing faculty at the Branch Campus 22

and the parent COM; 23

xii. Submission of data on student attrition and deceleration rates at the Branch 24

Campus and the parent COM for the past three years; and 25

xiii. A description of any anticipated facility changes or alteration along with a 26

timeline for the achievement of the change. 27

28

Submission of COMLEX-USA pass rates for the Branch Campus and the parent COM for the last 29

three years. If a Branch Campus or the parent COM is more than two standard deviations below 30

the mean of national passing rate for three consecutive years, the application for the new Additional 31

Location transition may not be granted. 32

33


35

Part II: Branch Campus applying to transition to an Additional Location Self-study 36

37

At the discretion of the COCA, the Part II self-study may be required to ensure compliance with 38

COCA standards. The self-study must be reviewed by the COCA not less than 12 months prior to 39

the anticipated date of the completed transition and may include any of the following Continuing 40

Accreditation standards: 41

42





iv. Standard 4: Facilities (if the transition application includes a change of location 2

or class size increase) 3

v. Standard 5: Learning Environment (if they transition application includes a 4

change in curriculum or class size increase) 5



viii. Standard 9: Students 8

ix. Standard 11: Program and Student Assessment and Outcomes 9

10

If the COCA will be the institutional accreditor of the parent COM of the Additional Location, the 11

COM must be in compliance with all Elements under Standard 12. 12

13

The self-study must be submitted at least 60 days prior to the COCA meeting where the substantive 14

change will be addressed. When the self-study is approved, a Transition Part II site visit will be 15

scheduled. 16

17

Upon review of the Part II self-study materials, the COCA may approve the COM to advance to 18

Part III of the application process or request additional information. Upon approval of the Part II 19

application documents, the escrow reserve account must be funded, and the COM will advance to 20

Part III of the application. 21

22

Part III: Site Visit 23

24

At the discretion of the COCA, a focused site visit to the proposed Additional Location will be 25

conducted not less than six (6) months prior to the planned start of operations to demonstrate 26

compliance with the standards submitted as part of the Part II of the application. The Self-Study and 27

the site visit report will be reviewed by the COCA at the subsequently scheduled meeting. Upon 28

approval, the COM may begin operations as an Additional Location. . 29

30


developing the Additional Location. 32

33

Monitoring 34

35

1. Within the first year of the Additional Location’s operations, and sixty (60) days prior to the 36

COCA’s Spring meeting, the COM must submit a progress report demonstrating compliance 37

with the following Continuing Accreditation elements: 38

39







for the additional location) 3

v. Element 3.2: Financial Audit of the Parent COM (for the last three years) 4













xviii. Element 6.9: Clinical Education 17




xxii. Element 7.1: Faculty and Staff Resources and Qualifications 21









xxxi. Element 9.5: Academic Counseling 30

xxxii. Element 9.6: Career Counseling 31

xxxiii. Element 9.7: Financial Aid and Debt Management Counseling 32

xxxiv. Element 9.8: Mental Health Services 33

xxxv. Element 9.9: Physical Health Services 34






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2. A Year 2 Progress Report, to be reviewed at the COCA’s Spring meeting, to assess the readiness 41

for clinical education must be submitted. The report, demonstrating compliance with the 42

Continuing Accreditation elements listed below, must be submitted at least 60 days prior to the 43

COCA meeting where the substantive change monitoring will be addressed. 44


1

















18

3. A Year 3 Progress Report to assess readiness for graduate medical education must be submitted. 19

The report, demonstrating compliance with the Continuing Accreditation elements listed below, 20

must be submitted at least 60 days prior to the COCA meeting where the substantive change 21

monitoring will be addressed. 22

23


















xviii. Element 11.1: Program Assessment 41

42

4. During the 4th year of operation at the Additional Location, and prior to the graduation of 43

its first class, a student survey will be conducted by the COCA and a comprehensive site visit 44


will be conducted. The COM must submit a Self-Study demonstrating compliance with all 1

the elements in the Continuing Accreditation Standards 60 days prior to the site visit. 2

3



6

*June 1 completion of transition. 7

8

Branch Campus Applying to Transition to an Additional Location Timeline

Timing

Reviewed at the

COCA/COCA-EC

Meeting

Submit required


Not more than 36


24 months prior


completion of

transition


COM Submits Part I:

Branch Campus


to an Additional

Location narrative

Not less than 12

months prior to

matriculation


COM Submits Part

II: Branch Campus


to an Additional

Location Self Study

When approved, the

operational reserve

account must be

funded

Upon approval a

Transition Part III

Site Visit is

Scheduled

Not less than 6

months prior to the

anticipated date of

completion of

transition

December COCA

Meeting

The site team


visit report for

review by the

COCA no less than

60 days prior to

scheduled meeting

COCA reviews the

Transition Part II

Site Visit Report

Upon approval, COM

may begin operations

at the Additional

Location


COCA Policies and Procedures: Annual Data and Mid-Cycle Reports 1 2 Annual Data and Mid-Cycle Update Reports 3 The principal purpose of the Annual Report and Mid-Cycle Report review is to determine whether 4 there is credible information to cause the COCA to further investigate whether a COM remains in 5 compliance with the standards and elements. Such investigation may consist of any one or more of 6 the following: 7 8 The principal purpose of the Annual Report and Mid-Cycle Report review is to determine a COM’s 9 compliance with the COCA standards. If required, the COCA may proceed with further 10 investigation to ensure a COM is in compliance with the standards and elements. Such investigation 11 may consist of any one or more of the following: 12 13

• Request for additional written information or progress report; 14 • Request to show cause as to why a COM is not in violation of a standard(s); 15 • Request for COM representatives to appear before the COCA; 16 • Focused or comprehensive site visit as directed; or 17 • Reduction in approved class size as directed by the COCA. 18 Change in accreditation status 19

20 Failure to submit the Annual Report or Mid-Cycle Report by the due date may jeopardize the 21 COM’s accreditation status. 22 23 All COMs in excess of the approved class size, plus the permitted variance of eight percent (8%), on 24 the annual COCA class size assessment for students in all four years may be required to provide 25 evidence of sufficient resources, including but not limited to finances, facilities, faculty, learning 26 resources, clinical rotations, attrition, COMLEX-USA pass rates and GME placement rates for the 27 largest actual class size (including repeaters and transfer students) in the school. 28 29 The COCA would consider if an unplanned class size increase has occurred when a COM accepts 30 transfer students in year two or year three if the additional students would make the COM go over 31 its approved class size. 32 33

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