Mechanics for Submission 

• The response document with supporting documentation must be submitted as one zipped folder. If your response is too large to send by email, contact CEA to request an upload link.

• The required format for the report is an editable Word document with hyperlinks to supporting documents. 

• Supporting documentation must consist of stable documents which CEA is required to maintain for the length of the period of accreditation. You may NOT include links to any cloud-based document storage location. (URLs for publicly accessible web pages are acceptable.)

• Supporting documents can be in any common file format (.pdf, .docs, .xlsx, .jpg, etc.). Do not embed supporting documentation within the main report document. Supporting documentation must be included as separate files, with hyperlinks in the main report document.

• The response and all supporting documents should be contained within a single folder. Please do not use subfolders. 

• If links to publicly accessible URLs are included, it is important to link to the specific webpage where the supporting information is found. For example, if a school’s URL is used, the hyperlink must be to the specific page where supporting information is located, not simply to the school’s homepage. 

• Be sure that the name assigned to each supporting document in the main report file matches exactly the name of the document in the folder. 

• Please keep file names short, and when naming a document, please do not use any of the following symbols, as they will not transfer to CEA’s files properly: “  #  %  &  *  :  <  >  ?  \  /  { }.   

 Creating Working Hyperlinks 

• In order for the hyperlinks in the main report document to work properly, we recommend putting the response document and all supporting documents on a flash drive and then creating the links. Each document should be in the same folder as the response before you hyperlink them. 

• If the reference is to a specific page within a document, not to the document as a whole, include the page number with the listing of the document and link to that specific page. 

• Prior to submitting to CEA, confirm that all hyperlinks are functional. The best way to do this is to give the flash drive to someone not connected at all with your program. Ask the person to put the flash drive in his/her computer and verify that all links are functional. 

• Zip the folder after the hyperlinks have been created.

When a change is under consideration, CEA staff should be consulted to determine whether it is a substantive or minor change and whether a substantive change report must be filed, and to assess how the change will affect the program or institution in terms of meeting the CEA Standards. Please contact Masha Vassilieva, Director of Compliance at This email address is being protected from spambots. You need JavaScript enabled to view it. or (703) 665-3400.

The types of substantive changes that must be reported prior to the change taking place include, but are not limited to, the following:

1. any change in ownership, legal status, or form of control, including a change in the relationship with departments within a host institution. (Request and submit the appropriate document, either “Application for continuance of accreditation following a change of control” for programs or “Application for continuance of accreditation following a change of ownership” for institutions)
2. the acquisition of any other institution, or program or location of another institution
3. the addition of a permanent location at a site at which an accredited institution is conducting a teach-out for students of another institution that has ceased operating before students have completed their program of study
4. any change in mission
5. any change in location or the addition of an auxiliary location
6. any change in the type of students served (academic to nonacademic, for example)
7. any change in Student Exchange Visitor Program (SEVP) certification
8. the addition of courses that represent a significant departure, in terms of either content or method of delivery, from those offered during the most recent accreditation evaluation, including distance education
9. the addition of courses or programs at a level below or a level above those included in the program or institution’s current accreditation
10. a change in the means for determining student hours and/or a substantial increase or decrease in the number of clock or credit hours awarded for the successful completion of any program of study
11. a substantial increase or decrease in the length of the program
12. an increase or decrease of more than 50% in distance education enrollment or educational offerings
13. change in resources that would affect the program or institution’s ability to provide its services

2024 CEA Substantive Change Reporting Guidelines.pdf

Commission on English Language Program Accreditation 2021-2025 Strategic Plan PDF