Revisions Adopted by President’s Cabinet 2/20/25
Revisions Adopted by President’s Cabinet 4/28/20
Revisions Adopted by President’s Cabinet 1/27/20
Adopted by President’s Cabinet 11/27/18
This policy addresses the college’s policies and procedures approval process, the role of the college’s governance bodies in the process, the procedure for publication of policies, the guidelines governing policy content on EGSC webpages, and identifies responsible parties for each action.
Definitions
Policy Owner: The policy owner is the individual responsible for the creation, implementation, maintenance, and/or review of a specific policy. This person ensures that the policy is up to date, complies with relevant laws and regulations, and is communicated effectively to all stakeholders. The policy owner is the point of contact for questions or issues related to the policy and guides any changes through the required governance process, including submission of any relevant forms.
Policy Creation and Revision
Policy may be created or revised in response to a policy gap, new policy, directive, law or regulation or revised to correct an inconsistency between existing policy, directive, law or regulation. All college policies and procedures, unless expressly stated otherwise, apply to:
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- all faculty and staff;
- all students, regardless of instructional delivery mode;
- the EGSC Swainsboro, Statesboro, Augusta locations;
- all off campus dual enrollment high school locations; and
- all college sponsored events regardless of location.
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Policy Types and Required Approvals
Policy type dictates the required governance review and approval process. All policies must be approved by the appropriate governance body and the President prior to publication and use. Minor updates that do not alter the policy directives, such as position title updates and policy web link updates, do not require Cabinet or Presidential approval. Once approved by the policy owner and the unit supervisor, the updated policy will be presented to Cabinet as an information item by the relevant Cabinet member at the first meeting following the finalization of the updates. The policy owner is responsible for ensuring that any web link updates have been completed and are accurate.
Administrative policies are policies that address college operations, facilities, non-academic student matters and college personnel. Examples include policies related to travel, political activities, student code of conduct, and disciplinary processes. Administrative policies only require approval of the President’s Cabinet prior to presentation to the President for final consideration. While policies may originate with a policy owner who is a supervisor in the unit or by a committee, the policies are submitted to President’s Cabinet by the relevant Cabinet member, his or her designee, or a person designated by the President. The relevant Cabinet member, or designee, will determine the policy owner for each administrative policy.
Academic policies are policies that address academic matters including, but not limited to, academic personnel and responsibilities, curriculum, grades, and award of credit hours. Academic policies require approval of the Academic Policies and Curriculum Committee (APCC), Faculty Senate, and the VPASA prior to presentation to the President for final consideration. For academic policy, the VPASA is the policy owner.
EGSC Statutes are the official rules and regulations of the college, detailing the governance structure of the college, describing the standing committees of the President’s Cabinet and of the President, and addressing faculty duties and responsibilities. Proposals for revisions to the Statutes can originate in the President’s Cabinet or in Faculty Senate, but all proposals require approval of both bodies prior to presentation to the President for final consideration.
Standing Committees, Task Forces, Other Committees: The work of standing committees, task forces and other committees includes making recommendations to the President for the adoption of policies and procedures. Policy drafted in such committees is not official college policy until the policy has been submitted and approved by the appropriate governance body and the President as indicated herein.
Procedure for President’s Cabinet Approval: All policies to be presented at a Cabinet meeting must be submitted via email to the Executive Assistant to the President by the relevant Cabinet member. The email must include a request to the Executive Assistant to the President for the item to be placed on the Cabinet meeting agenda as an Item for Vote. The President will have final say on Cabinet meeting agenda items to be presented for vote. The relevant Cabinet member or designee will present the item for vote at the Cabinet meeting. Any revisions made to the policy at Cabinet must be incorporated into a final document by the Executive Assistant to the President. In rare instances, and with permission of the President, items that require immediate attention by Cabinet may be circulated for email vote. Such items should be sent to the Executive Assistant to the President who manages this process. The outcome of the email vote will be recorded in the Minutes of the next Cabinet meeting. After approval by the Cabinet, the policy is forwarded to the President for final consideration.
Publication - Policies and Procedures Page
Publication refers to the posting of the approved policy on the college’s policies and procedures page. After the policy is considered by all relevant governing bodies and approved by the President, the policy is emailed to the Executive Assistant to the President by the policy owner, in WORD format. When a routing form is applicable, the form with all necessary signatures must be submitted with the final version of the policy. The policy owner must work with the Executive Assistant to the President to ensure the policy is posted and communicated with all stakeholders in a timely manner. The Policies and Procedures of the College webpage is the central repository for all policies, procedures and handbooks of the college: https://www.ega.edu/about/at-a-glance/policies-and-procedures-of-the-college/index.html
Policy Archives
When a policy is revised, approved, and published using the procedure herein, the policy that it replaces is then moved to the Policy Archives. To obtain a copy of an archived policy, a request must be submitted to EGSC Legal via email to legalFREEOMNIUPDATE.
Unit Webpages
To avoid duplication and inconsistencies, unit webpages should not contain the text of a policy. Rather, unit webpages may contain links to relevant unit policies and other college policies from the college’s policies and procedures page. The outcome of this rule is that when the original policy is updated and posted, the unit webpage link will automatically update. However, if the policy name is revised and this results in a change to the policy URL, automatic updates to links will not occur. It is the responsibility of the unit head to review and update his or her respective webpages as necessary to ensure policy links are current.
Governance Records
Each governance body must maintain a record of policy and procedure, as well as other matters, that it considers. The record should, at a minimum, consist of Meeting Agendas, Meeting Minutes, and drafts of policy and procedure considered at each meeting, arranged by date of each meeting and completed routing form. The final approved policy must be publicly available through publication on the college’s governance webpage at https://www.ega.edu/about/president/governance/. Historical policy documents and drafts may be provided upon request via email to legalFREEOMNIUPDATE.
Responsible Parties
The following parties are responsible for maintaining their respective webpage:
| EGSC Webpage | Responsible Party |
| Academic Policies and Curriculum Committee | Provost/Vice President for Academic and Student Affairs or designee |
| Faculty Senate | Chair or designee |
| Staff Council | Chair or designee |
| President's Cabinet | Executive Assistant to the President or designee |
| College Policies and Procedures Page | Executive Assistant to the President & Policy Owner |
Policy Owner/Point of Contact: Office of the President/Executive Assistant to the President
Academic Policy Routing Form (PDF)
Administrative Policy/Revision of Statutes Routing Form (PDF)
