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Home :: Policies :: Policy on Policies

Policy on Policies

Responsible Department
University Wide
Effective Date
04/11/2014
Revision Date
07/29/2021
  1. .

    Purpose

    The University of North Georgia’s (UNG) Policy on Policies defines the process by which the university creates, reviews, approves, distributes, and maintains policies and procedures.

  2. .

    Definitions

    1. University Policy: Official University directive that:

      1. Directs or limits action of the University and members of the University community;

      2. Has broad application throughout the University and is intended to govern the actions of all employees, all faculty, all students, all contractors and/or all visitors;

      3. Enhances the University’s mission, reduces institutional risk, supports compliance with applicable laws and regulations, and/or promotes operational efficiency;

      4. Is sponsored by at least one Vice President or by the President; and

      5. Has been reviewed by the President’s Cabinet and approved by the President.

    2. Existing Policy: A policy that predates the implementation of the requirements outlined herein. Existing policies remain official University policy and, in time, are expected to be revised following the requirements outlined herein.

    3. Interim Policy: A provisional policy that may be issued when a University Policy is needed within a time period too short to complete the process described herein. An Interim Policy may be implemented immediately with the approval of the President and will remain in effect for no longer than six months. The Interim Policy may remain effective for one additional six-month period with the approval of the President. Interim policies expire when a University Policy covering the same subject matter is implemented.

    4. Unit-level Policy: Policies of colleges, departments or operating units that are applicable only to a specific unit and that do not meet all characteristics of a University Policy. No college, department or operating unit may adopt a policy, procedure, or practice that is inconsistent with University Policy or any policy of the Board of Regents of the University System of Georgia. In the event of a conflict between a University policy and a Unit-level Policy, the University Policy will supersede.

    5. Responsible Party: University administrator responsible for the accuracy, communication, and implementation of a policy and associated procedures and training. This individual may also act as subject matter expert.

    6. Policy Portal:  The University’s official, public website for distribution of approved University policies and associated information.

    7. Routine Changes: Routine Changes include only items that do not affect the substance of the policy, including but not limited to new position titles and contact information.

    8. Review and Comment: Process of policy review and comment by members of the University community.

    9. Policy Review Committee: This committee is charged with review of University Policies; its representation includes, but is not limited to, General Counsel, Chief of Staff, Director of Compliance Oversight, appointed representatives from Faculty Senate, Staff Council and the Student Government Association.

    10. Academic Affairs Committee: A University-wide committee whose purpose will be to serve in an advisory capacity to the Provost concerning academic programs and to review and recommend academic policies that affect undergraduate academic programs that do not fall under the purview of the General Education Committee. The Provost serves as chair of the Academic Affairs Committee, which includes administrative, academic and Student Government Association representation, as outlined in the Faculty Senate by-laws.

    11. Graduate Council: The Graduate Council shall guide the direction of the graduate program under the supervision of the President of the University and the Provost. The Graduate Council shall review and formulate graduate academic policies for the University. The Dean of Honors and Graduate Studies serve as the chair of the Graduate Council, which includes administrative, academic and Student Government Association representation, as outlined in the Faculty Senate by-laws.

    12. Procedure: Defined steps or methods to carry out a particular policy.
  3. .

    Statement

    1. The University has developed a formal process to develop, approve, issue and maintain all policies in a consistent format in a central electronic library. Individuals developing, maintaining or revising policies must follow the stated requirements for a policy or revision to become effective.

    2. The University of North Georgia complies with the policies of the Board of Regents (BoR) of the University System of Georgia (USG). University policies may elaborate on Board of Regents policy where necessary, and where the Board of Regents policy is silent, the University may develop its own policies.

    3. Each policy and procedure should adhere to the UNG Templates, available on the Policy Portal. The Policy and Procedure Coordinator assists with policy and procedure drafting, revising, formatting, and shepherding them through the process.

    4. All University community members shall have access to policy documents through the Policy Portal.

    5. Responsible Parties will endeavor to update or revise Existing Policies as quickly as possible.
  4. .

    Support Info

  5. .

    Procedures

    1. Proposing or Revising a Policy

      1. The potential Responsible Party, another University employee, or a University body may propose creation of or revision to a policy. UNG administrators are responsible for identifying the need for new or revised policy or procedures appropriate to the functions of their unit(s). The proposed policy or revision must conform to the Policy Template provided by the Policy and Procedure Coordinator.

      2. Draft policies must be submitted to the Vice President for the functional area applicable to the proposed or revised policy. If the unit or department does not report, directly or indirectly, to a Vice President, drafts must be submitted directly to the President. Draft policies should be accompanied by the Policy Proposal Form. The President or Vice President will determine whether to carry forward a proposed or revised policy for further consideration.

      3. The Academic Affairs Committee or Graduate Council shall review programs of study, course offerings, instructional procedures, changes to the curricula of undergraduate and certificate degree programs, academic standards, and other academic concerns and duties as they occur or at the request of the Provost or the University Faculty. All changes to the Faculty Handbook must be presented to the Academic Affairs Committee or Graduate Council for action. New courses and other programmatic matters that can impact academic units outside of the college or department from which they originate are to be presented to the Provost's Council for review and determination if they need to be forwarded to the Academic Affairs Committee. Should the Provost's Council have a negative vote on any matter, it is to be sent to the unit of origination for revision and resubmission. Upon second review by the Provost’s Council, items originally needing full review of the Academic Affairs Committee or Graduate Council will be forwarded to the committee with an indication of “support” or “non-support” of the Provost's Council. Routine program matters such as title changes, course deletion, and number changes will be approved in the Deans’ Council and forwarded to the Academic Affairs Committee or Graduate Council for informational purposes only. All actions of the Academic Affairs Committee, Graduate Council and the Provost's Council related to academic matters are submitted as recommendations to the Provost for final action.

      4. If the President or Vice President decides to carry the drafted policy or revisions forward, the draft will be forwarded to the Policy and Procedure Coordinator, who will review the proposed policy for redundancy, duplication, impact on other departments. The Policy and Procedure Coordinator will provide recommendations from this review to the President or Vice President who submitted draft policy.

    2. Reviewing and Approving a Policy

      1. If the President or Vice President determines that a policy should be considered for implementation, the policy will be distributed as follows for further review:

        1. For University Policies, the Policy and Procedure Coordinator will review the draft policy with the Chief of Staff and General Counsel, who may suggest changes to enhance clarity, consistency or compliance. The Policy and Procedure Coordinator will aggregate the suggested changes and forward the document to the Vice President or unit responsible for proposing or revising the policy for consideration and approval before the policy is carried forward.

        2. For Unit-level Policies that potentially impact operations of departments that report to other Vice Presidents, the Policy and Procedure Coordinator will distribute a draft to the appropriate Vice Presidents.

        3. Proposed policy or revisions shall proceed for Review and Comment by the Policy Review Committee, and the Policy and Procedure Coordinator will publish drafts on the Policy Portal for open review by all members of the University Community. Comments will be addressed to the Policy and Procedure Coordinator and the Responsible Party, who will consider suggested changes.

      2. After receiving suggested changes, the Vice President who submitted the policy for approval shall:

        1. For University Policies, determine which suggestions to incorporate and present the policy to the President’s Cabinet for consideration. Following the recommendation of the President’s Cabinet, the President shall make a final decision approving or rejecting all University Policies. No University Policy shall become effective until approved by the President. In the event that a policy is rejected by the President, it shall be returned to the drafting individual or unit with an explanation of why the policy is being rejected.

        2. For Unit-level Policies that incorporate the suggested changes, sign and approve the Unit-level policy. No Unit-level Policy shall become effective until approved by a Vice President.

        3. For Unit-level Policies where the involved Vice Presidents cannot reach agreement on suggested changes, the draft policy will be submitted to the Cabinet for review and follow the procedure for a University Policy approval.

      3. Once a policy has been approved, the Policy and Procedure Coordinator will publish the new or revised policy with its “Effective Date” in the Policy Portal and issue an announcement to the University community.

    3. Routine Changes

      As needed, the office or unit responsible for a policy may request that the Policy and Procedure Coordinator make Routine Changes to a policy. Routine Changes do not affect the substance of the policy, and are not required to go through the typical review and approval process. Routine Changes to University or Unit-level policies will be communicated via the Policy Portal for informational purposes.

    4. Withdrawing a Policy

      1. Any individual or unit may make a request to withdraw an existing policy or to consolidate one policy into another. Such requests should be made to the President or appropriate Vice President with an explanation for the request.

      2. If the President or Vice President agrees with the proposed withdrawal or consolidation, he or she will present the proposal to the President’s Cabinet for review.

      3. The President’s Cabinet shall make a recommendation to the President for approval or rejection of the proposal.

      4. Following the recommendation of the President’s Cabinet, the President shall make a final decision approving or rejecting the withdrawal or consolidation. No change to any policy shall become effective until approved by the President. In the event that a proposal for withdrawal or consolidation is rejected by the President, it shall be returned to the drafting individual or unit with an explanation of why the proposal is being rejected.

      5. The Policy and Procedure Coordinator will remove withdrawn policies from the electronic repository and will issue an electronic statement to the campus. The Responsible Party is responsible for any additional information or communication regarding the withdrawal or consolidation.

    5. Communicating and Training

      1. The Policy and Procedure Coordinator will announce to the University community any interim, new, revised or withdrawn policies.

      2. The Responsible Party for the policy and the associated unit will direct or provide additional communication and training as necessary.

    6. Retention

      Superseded and withdrawn versions of University Policies will be maintained by the Policy and Procedure Coordinator for 10 years from the date of the revision or withdrawal.

    7. Responsibility for Policy and Procedures

      The President delegates to the Chief of Staff the responsibility and authority for establishing the policy and procedure structures for publishing and maintaining all official policies.

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