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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
Page 2 of 57 COCA Policy Review June 2020
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
Page 3 of 57 COCA Policy Review June 2020
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.
Page 4 of 57 COCA Policy Review June 2020
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
Page 5 of 57 COCA Policy Review June 2020
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
substantive change will be addressed. 9
10
11
Page 6 of 57 COCA Policy Review June 2020
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
August COCA Meeting June
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.
Page 7 of 57 COCA Policy Review June 2020
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
Page 8 of 57 COCA Policy Review June 2020
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
Page 9 of 57 COCA Policy Review June 2020
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
Page 10 of 57 COCA Policy Review June 2020
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
i. Element 1.3: Licensing and Regional/ Institutional Accreditation 39
ii. Element 1.7: Clinical Education Affiliation Agreements 40
iii. Element 2.3: Academic and Administrative Leadership 41
iv. Element 3.1: Financial Resources (historical financial reports from the existing 42
campus, plus include operating budget, and capital budget, and hiring pro forma 43
for the additional location ) 44
Page 11 of 57 COCA Policy Review June 2020
v. Element 3.2: Financial Audit (for the last three years) 1
vi. Element 4.1: Facilities (details on the additional location only) 2
vii. Element 4.2: Security and Public Safety 3
viii. Element 4.3: Information Technology 4
ix. Element 4.4: Learning Resources 5
x. Element 6.1: Curriculum Design and Management 6
xi. Element 6.2: Programmatic Level Educational Objectives 7
xii. Element 6.3: Maximum Length of Completion 8
xiii. Element 6.4: Osteopathic Core Competencies 9
xiv. Element 6.5: Scientific Method 10
xv. Element 6.6: Principals of Osteopathic Medicine 11
xvi. Element 6.7: Self-Directed Learning 12
xvii. Element 6.8: Inter-professional Education for Collaborative Practice 13
i.xviii. Element 6.9: Clinical Education 14
xix. Element 6.10: Clinical Education Experience 15
xx. Element 6.11: Comparability Across Clinical Education Sites 16
xxi. Element 6.12: COMLEX-USA 17
ii.xxii. Element 7.1: Faculty and Staff Resources and Qualifications 18
xxiii. Element 7.3: Department Chair Qualifications 19
xxiv. Element 7.4: Primary Care Leadership 20
xxv. Element 7.5: OMM/OPP Leadership 21
xxvi. Element 8.1: Research and Scholarly Strategic Plan 22
xxvii. Element 8.2: Research and Scholarly Activity Budget 23
xxviii. Element 8.3: OMM/OPP Research and Scholarly Activity 24
xxix. Element 8.4: Student Participation in Research and Scholarly Activity 25
xxx. Element 9.1: Admissions Policy 26
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
xxxvi. Element 10.1: Osteopathic Educational Continuum 32
xxxvii. Element 10.2: ACGME GME 33
xxxviii. Element 10.3: Osteopathic Recognition of GME 34
xxxix. Element 10.4: GME Placement Rates 35
xl. Element 11.2: Program Assessment 36
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
Page 12 of 57 COCA Policy Review June 2020
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
i. Element 1.7: Clinical Education Affiliation Agreements 23
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
ix. Element 9.5: Academic Counseling 31
x. Element 9.6: Career Counseling 32
xi. Element 9.7: Financial Aid and Debt Management Counseling 33
xii. Element 9.8: Mental Health Services 34
xiii. Element 9.9: Physical Health Services 35
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
In addition, a review of the COM’s COMLEX-USA pass rates will be conducted as part of the 42
annual survey. 43
44
Page 13 of 57 COCA Policy Review June 2020
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
In addition, a review of the COM’s COMLEX-USA pass rates will be conducted as part of the 7
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
Page 14 of 57 COCA Policy Review June 2020
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
Escrowed Reserve Funds 32
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.
Page 15 of 57 COCA Policy Review June 2020
The escrowed reserve funds must: 1) not be borrowed or pledged funds; and 2) be funded by 1
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
Operating Reserve Fund 8
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
The minimum operating reserve fund must: 1) not be borrowed or pledged funds; and 2) be funded 13
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
substantive change will be addressed. 35
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
Page 16 of 57 COCA Policy Review June 2020
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
documentation by Action
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
COM Submits Part II:
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.
Page 17 of 57 COCA Policy Review June 2020
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
Part I. Submission of a written application that includes the following: 10
11
1. A narrative that describes the following: 12
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
Page 18 of 57 COCA Policy Review June 2020
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
Page 19 of 57 COCA Policy Review June 2020
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
The COCA may require periodic written reports from the COM to demonstrate progress in 15
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
Page 20 of 57 COCA Policy Review June 2020
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
Sixty (60) days prior to the site visit, a Year 1 Focused Site Visit Self-Study must be 31
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
Page 21 of 57 COCA Policy Review June 2020
xii. Pre-Accreditation Standard 12: Institutional Accreditation (if applicable) 1
2
3
2. A Year 2 Progress Report must be submitted to assess the readiness for clinical education. 4
Materials must be submitted at least 60 days prior to the COCA meeting where the 5
substantive change will be addressed demonstrating compliance with the following Pre-6
Accreditation Elements That Will Be Addressed: 7
8
i. Element 1.7: Clinical Education Affiliation Agreements 9
ii. Element 4.1: Facilities 10
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
vi. Element 6.11: Comparability Across Clinical Education Sites 14
iv.vii. Element 6.12: COMLEX-USA 15
viii. Element 7.1: Faculty and Staff Resources and Qualifications 16
ix. Element 9.5: Academic Counseling 17
x. Element 9.6: Career Counseling 18
xi. Element 9.7: Financial Aid and Debt Management Counseling 19
xii. Element 9.8: Mental Health Services 20
xiii. Element 9.9: Physical Health Services 21
xiv. Element 10.4: GME Placement Rates 22
xv. Element 11.1: Program Assessment 23
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
ii. Element 4.1: Facilities 32
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
Page 22 of 57 COCA Policy Review June 2020
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
Other monitoring will occur as part of the routine annual reporting to the COCA. In addition, the 17
COCA may require a progress report, student survey, or a focused site visit. 18
19
Page 23 of 57 COCA Policy Review June 2020
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
Escrowed Reserve Funds 43
Page 24 of 57 COCA Policy Review June 2020
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
The escrowed reserve funds must: 1) not be borrowed or pledged funds; and 2) be funded by 7
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
Operating Reserve Fund 15
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
The minimum operating reserve fund must: 1) not be borrowed or pledged funds; and 2) be funded 22
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
Page 25 of 57 COCA Policy Review June 2020
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
Part I. Submission of a written application that includes the following: 26
27
1. A narrative that describes the following: 28
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
Page 26 of 57 COCA Policy Review June 2020
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
3. Submission of the non-refundable application fee. 17
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
Page 27 of 57 COCA Policy Review June 2020
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
Sixty (60) days prior to the site visit, a Year 1 Focused Site Visit Self-Study must be 14
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
i. Element 1.7: Clinical Education Affiliation Agreements 36
ii. Element 4.1: Facilities 37
iii. Element 5.4: Patient Care Supervision 38
iv. Element 6.9: Clinical Education 39
v. Element 6.10: Clinical Experience 40
vi. Element 6.11: Comparability Across Clinical Education Sites 41
vii. Element 6.12: COMLEX-USA 42
viii. Element 7.1: Faculty and Staff Resources and Qualifications 43
ix. Element 9.5: Academic Counseling 44
Page 28 of 57 COCA Policy Review June 2020
x. Element 9.6: Career Counseling 1
xi. Element 9.7: Financial Aid and Debt Management Counseling 2
xii. Element 9.8: Mental Health Services 3
xiii. Element 9.9: Physical Health Services 4
xiv. Element 10.4: GME Placement Rates 5
xv. Element 11.1: Program Assessment 6
xvi. Element 11.4: Student Survey (COCA will conduct a survey of students) 7
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
i. Element 1.7: Clinical Affiliation Agreements 14
ii. Element 4.1: Facilities 15
iii. Element 4.2: Security and Public Safety 16
iv. Element 4.3: Information Technology 17
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
In addition, a review of the COM’s COMLEX-USA pass rates will be conducted as part of the 33
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
Page 29 of 57 COCA Policy Review June 2020
Other monitoring will occur as part of the routine annual reporting to the COCA. In addition, the 1
COCA may require a progress report, student survey, or a focused site visit. 2
3
4
5
6
7
8
9
10
11
Page 30 of 57 COCA Policy Review June 2020
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
documentation by Action
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
August COCA Meeting June
COM Submits Part
II: Branch Campus
applying to transition
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*
Page 31 of 57 COCA Policy Review June 2020
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
Page 32 of 57 COCA Policy Review June 2020
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
i. Element 1.7: Clinical Education Affiliation Agreements 26
ii. Element 3.1: Financial Resources 27
iii. Element 4.1: Facilities 28
iv. Element 4.3: Information Technology 29
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
Page 33 of 57 COCA Policy Review June 2020
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
Sixty (60) days prior to the site visit, a Year 1 Focused Site Visit Self-Study must be 22
submitted demonstrating compliance with the following Continuing Accreditation Elements 23
That Will Be Assessed: 24
i. Element 1.7: Clinical Education Affiliation Agreements 25
i.ii. Element 3.1: Financial Resources 26
iii. Element 4.1: Facilities 27
iv. Element 4.3: Information Technology 28
v. Element 4.4 Learning resources 29
vi. Element 6.9: Clinical Education 30
vii. Element 6.10: Clinical Experience 31
viii. Element 6.11: Compatibility Across Clinical Education Sites 32
ii.ix. Element 6.12: COMLEX-USA 33
x. Element 7.1: Faculty and Staff Resources and Qualifications 34
xi. Element 8.1: Research and Scholarly Strategic Plan 35
xii. Element 8.2: Research and Scholarly Activity Budget 36
xiii. Element 8.3: OMM/OPP Research and Scholarly Activity 37
xiv. Element 8.4: Student Participation in Research and Scholarly Activity 38
iii.xv. Element 9.1: Admissions Policy 39
iv.xvi. Element 9.5: Academic Counseling 40
v.xvii. Element 9.6: Career Counseling 41
Page 34 of 57 COCA Policy Review June 2020
vi.xviii. Element 9.7: Financial Aid and Debt Management Counseling 1
vii.xix. Element 9.8: Mental Health Services 2
xx. Element 9.9: Physical Health Services 3
xxi. Elements 10.1: Osteopathic Educational Continuum 4
xxii. Element 10.2: ACGME GME 5
xxiii. Element 10.3: Osteopathic Recognition of GME 6
xxiv. Element 10.4: GME Placement Rates 7
xxv. Element 11.1: Program Assessment 8
9
2. A Year 2 Progress Report must be submitted to assess the readiness for clinical education. 10
Materials must be submitted at least 60 days prior to the COCA meeting where the 11
substantive change monitoring will be addressed. demonstrating compliance with the 12
following Continuing Accreditation Elements: That Will Be Addressed: 13
i. Element 1.7: Clinical Affiliation Agreements 14
ii. Element 4.1: Facilities 15
iii. Element 5.4: Patient Care Supervision 16
iv. Element 6.9: Clinical Education 17
v. Element 6.10: Clinical Experience 18
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
3. A Year 3 Progress Report must be submitted to assess readiness for graduate medical 27
education. Materials must be submitted at least 60 days prior to the COCA meeting where 28
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
Page 35 of 57 COCA Policy Review June 2020
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
Page 36 of 57 COCA Policy Review June 2020
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
Page 37 of 57 COCA Policy Review June 2020
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
i. Element 1.7: Clinical Education Affiliation Agreements 18
ii. Element 3.1: Financial Resources 19
iii. Element 4.1: Facilities 20
iv. Element 4.3: Information Technology 21
v. Element 4.4 Learning resources 22
vi. Element 6.9: Clinical Education 23
vii. Element 6.10: Clinical Experience 24
viii. Element 6.11 Compatibility Across Clinical education sites 25
ix. Element 6.12: COMLEX-USA 26
x. Element 7.1: Faculty and Staff Resources and Qualifications 27
xi. Element 8.1: Research and Scholarly Strategic Plan 28
xii. Element 8.2: Research and Scholarly Activity Budget 29
xiii. Element 8.3: OMM/OPP Research and Scholarly Activity 30
xiv. Element 8.4: Student Participation in Research and Scholarly Activity 31
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
xx. Element 9.9: Physical Health Services 37
xxi. Elements 10.1: Osteopathic Educational Continuum 38
xxii. Element 10.2: ACGME GME 39
xxiii. Element 10.3: Osteopathic Recognition of GME 40
xxiv. Element 10.4: GME Placement Rates 41
i.xxv. Element 11.1: Program Assessment 42
xxvi. Element 11.2: Student Evaluation of Instruction 43
Page 38 of 57 COCA Policy Review June 2020
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
Sixty (60) days prior to the site visit, a Year 1 Focused Site Visit Self-Study must be 8
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
2. A Year 2 Progress Report must be submitted to assess the readiness for clinical education. 33
Materials must be submitted at least 60 days prior to the COCA meeting where the 34
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
Page 39 of 57 COCA Policy Review June 2020
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
3. A Year 3 Progress Report must be submitted to assess readiness for graduate medical 9
education. Materials must be submitted at least 60 days prior to the COCA meeting where 10
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
Page 40 of 57 COCA Policy Review June 2020
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
Page 41 of 57 COCA Policy Review June 2020
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
3 COCA has limited authority for institutional accreditation. It is only recognized as an institutional accreditor for freestanding COMs that offer only the DO degree.
Page 42 of 57 COCA Policy Review June 2020
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
Operating Reserve Fund 29
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
The minimum operating reserve fund must: 1) not be borrowed or pledged funds; and 2) be funded 35
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
Page 43 of 57 COCA Policy Review June 2020
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
completed a Comprehensive Site Visit within 3 years of application. If the COM’s last 8
Comprehensive Site Visit was more than 3 years prior to application, a Comprehensive Self-Study 9
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
Part I. Submission of a written application that includes the following: 33
34
Submission of a written application that includes the following: 35
36
1. A narrative that describes the following: 37
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
Page 44 of 57 COCA Policy Review June 2020
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
vi. Statement of anticipated impact on the current recruitment plan; 5
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
2. Submission of the non-refundable application fee. 27
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
i. Standard 1: Mission and Governance 35
ii. Standard 2: Leadership and Administration 36
iii. Standard 3: Finances 37
iv. Standard 4: Facilities 38
v. Standard 5: Learning Environment 39
vi. Standard 6: Curriculum 40
vii. Standard 7: Faculty and Staff 41
viii. Standard 8: Scholarly Activity 42
ix. Standard 9: Students 43
x. Standard 10: Graduate Medical Education 44
Page 45 of 57 COCA Policy Review June 2020
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
The COCA may require periodic written reports from the COM to demonstrate progress in 24
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
i. Element 1.7: Clinical Education Affiliation Agreements 36
ii. Element 2.3: Academic and Administrative Leadership 37
iii. Element 3.1: Financial Resources (historical financial reports from the existing 38
campus, plus include operating budget, and capital budget, and hiring pro forma 39
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
Page 46 of 57 COCA Policy Review June 2020
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
i. Element 1.7: Clinical Education Affiliation Agreements 36
ii. Element 4.1: Facilities 37
iii. Element 5.4: Patient Care Supervision 38
iv. Element 6.9: Clinical Education 39
v. Element 6.10: Clinical Experience 40
vi. Element 6.11: Comparability Across Clinical Education Sites 41
vii. Element 6.12: COMLEX-USA 42
viii. Element 7.1: Faculty and Staff Resources and Qualifications 43
ix. Element 9.5: Academic Counseling 44
Page 47 of 57 COCA Policy Review June 2020
x. Element 9.6: Career Counseling 1
xi. Element 9.7: Financial Aid and Debt Management Counseling 2
xii. Element 9.8: Mental Health Services 3
xiii. Element 9.9: Physical Health Services 4
xiv. Element 10.4: GME Placement Rates 5
xv. Element 11.1: Program Assessment 6
xvi. Element 11.4: Student Survey (COCA will conduct a survey of students) 7
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
i. Element 1.7: Clinical Education Affiliation Agreements 14
ii. Element 4.1: Facilities 15
iii. Element 5.4: Patient Care Supervision 16
iv. Element 6.9: Clinical Education 17
v. Element 6.10: Clinical Experience 18
vi. Element 6.11: Comparability Across Clinical Education Sites 19
vii. Element 6.12: COMLEX-USA 20
viii. Element 7.1: Faculty and Staff Resources and Qualifications 21
ix. Element 9.5: Academic Counseling 22
x. Element 9.6: Career Counseling 23
xi. Element 9.7: Financial Aid and Debt Management Counseling 24
xii. Element 9.8: Mental Health Services 25
xiii. Element 9.9: Physical Health Services 26
xiv. Element 10.1: Osteopathic Educational Continuum 27
xv. Element 10.2: ACGME Accredited GME 28
xvi. Element 10.3: Osteopathic Recognized GME 29
xvii. Element 10.4: GME Placement Rates 30
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
Other monitoring will occur as part of the routine annual reporting to the COCA. In addition, the 39
COCA may require a progress report, student survey, or a focused site visit. 40
Page 48 of 57 COCA Policy Review June 2020
*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
documentation by Action
Not more than 36
months nor less than
24 months prior
to anticipated date of
completion of
transition
August COCA Meeting June
COM Submits Part I:
Additional Location
applying to transition
to a Branch Campus
narrative
Not less than 18
months prior to
matriculation
August COCA Meeting June
COM Submits Part II:
Additional Location
applying to transition
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
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 operations at
the Branch Campus*
Page 49 of 57 COCA Policy Review June 2020
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
4 COCA has limited authority for institutional accreditation. It is only recognized as an institutional accreditor for freestanding COMs that offer only the DO degree.
Page 50 of 57 COCA Policy Review June 2020
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
Operating Reserve Fund 36
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
The minimum operating reserve fund must: 1) not be borrowed or pledged funds; and 2) be funded 42
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
Page 51 of 57 COCA Policy Review June 2020
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
completed a Comprehensive Site Visit within 3 years of application. If the COM’s last 15
Comprehensive Site Visit was more than 3 years prior to application, a Comprehensive Self-Study 16
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 narrative that describes the following: 44
Page 52 of 57 COCA Policy Review June 2020
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
vi. Statement of anticipated impact on the current recruitment plan; 13
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
2. Submission of the non-refundable application fee. 34
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
i. Standard 1: Mission and Governance 43
ii. Standard 2: Leadership and Administration 44
Page 53 of 57 COCA Policy Review June 2020
iii. Standard 3: Finances 1
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
vi. Standard 6: Curriculum 6
vii. Standard 7: Faculty and Staff 7
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
The COCA may require periodic written reports from the COM to demonstrate progress in 31
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
i. Element 1.3: Licensing and Regional/ Institutional Accreditation 40
ii. Element 1.7: Clinical Education Affiliation Agreements 41
iii. Element 2.3: Academic and Administrative Leadership 42
Page 54 of 57 COCA Policy Review June 2020
iv. Element 3.1: Financial Resources (historical financial reports from the existing 1
campus, plus include operating budget, and capital budget, and hiring pro forma 2
for the additional location) 3
v. Element 3.2: Financial Audit of the Parent COM (for the last three years) 4
vi. Element 4.1: Facilities (details on the additional location only) 5
vii. Element 4.2: Security and Public Safety 6
viii. Element 4.3: Information Technology 7
ix. Element 4.4: Learning Resources 8
x. Element 6.1: Curriculum Design and Management 9
xi. Element 6.2: Programmatic Level Educational Objectives 10
xii. Element 6.3: Maximum Length of Completion 11
xiii. Element 6.4: Osteopathic Core Competencies 12
xiv. Element 6.5: Scientific Method 13
xv. Element 6.6: Principals of Osteopathic Medicine 14
xvi. Element 6.7: Self-Directed Learning 15
xvii. Element 6.8: Inter-professional Education for Collaborative Practice 16
xviii. Element 6.9: Clinical Education 17
xix. Element 6.10: Clinical Education Experience 18
xx. Element 6.11: Comparability Across Clinical Education Sites 19
xxi. Element 6.12: COMLEX-USA 20
xxii. Element 7.1: Faculty and Staff Resources and Qualifications 21
xxiii. Element 7.3: Department Chair Qualifications 22
xxiv. Element 7.4: Primary Care Leadership 23
xxv. Element 7.5: OMM/OPP Leadership 24
xxvi. Element 8.1: Research and Scholarly Strategic Plan 25
xxvii. Element 8.2: Research and Scholarly Activity Budget 26
xxviii. Element 8.3: OMM/OPP Research and Scholarly Activity 27
xxix. Element 8.4: Student Participation in Research and Scholarly Activity 28
xxx. Element 9.1: Admissions Policy 29
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
xxxvi. Element 10.1: Osteopathic Educational Continuum 35
xxxvii. Element 10.2: ACGME GME 36
xxxviii. Element 10.3: Osteopathic Recognition of GME 37
xxxix. Element 10.4: GME Placement Rates 38
xl. Element 11.1: Program Assessment 39
40
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
Page 55 of 57 COCA Policy Review June 2020
1
i. Element 1.7: Clinical Education Affiliation Agreements 2
ii. Element 4.1: Facilities 3
iii. Element 5.4: Patient Care Supervision 4
iv. Element 6.9: Clinical Education 5
v. Element 6.10: Clinical Experience 6
vi. Element 6.11: Comparability Across Clinical Education Sites 7
vii. Element 6.12: COMLEX-USA 8
viii. Element 7.1: Faculty and Staff Resources and Qualifications 9
ix. Element 9.5: Academic Counseling 10
x. Element 9.6: Career Counseling 11
xi. Element 9.7: Financial Aid and Debt Management Counseling 12
xii. Element 9.8: Mental Health Services 13
xiii. Element 9.9: Physical Health Services 14
xiv. Element 10.4: GME Placement Rates 15
xv. Element 11.1: Program Assessment 16
xvi. Element 11.4: Student Survey (COCA will conduct a survey of students) 17
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
i. Element 1.7: Clinical Education Affiliation Agreements 24
ii. Element 4.1: Facilities 25
iii. Element 5.4: Patient Care Supervision 26
iv. Element 6.9: Clinical Education 27
v. Element 6.10: Clinical Experience 28
vi. Element 6.11: Comparability Across Clinical Education Sites 29
vii. Element 6.12: COMLEX-USA 30
viii. Element 7.1: Faculty and Staff Resources and Qualifications 31
ix. Element 9.5: Academic Counseling 32
x. Element 9.6: Career Counseling 33
xi. Element 9.7: Financial Aid and Debt Management Counseling 34
xii. Element 9.8: Mental Health Services 35
xiii. Element 9.9: Physical Health Services 36
xiv. Element 10.1: Osteopathic Educational Continuum 37
xv. Element 10.2: ACGME Accredited GME 38
xvi. Element 10.3: Osteopathic Recognized GME 39
xvii. Element 10.4: GME Placement Rates 40
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
Page 56 of 57 COCA Policy Review June 2020
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
Other monitoring will occur as part of the routine annual reporting to the COCA. In addition, the 4
COCA may require a progress report, student survey, or a focused site visit. 5
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
documentation by Action
Not more than 36
months nor less than
24 months prior
to anticipated date of
completion of
transition
August COCA Meeting June
COM Submits Part I:
Branch Campus
applying to transition
to an Additional
Location narrative
Not less than 12
months prior to
matriculation
August COCA Meeting June
COM Submits Part
II: Branch Campus
applying to transition
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
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 operations
at the Additional
Location
Page 57 of 57 COCA Policy Review June 2020
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
34
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