Procedural Guidelines

The policy management process is based in the Office of Institutional Effectiveness and managed in partnership with the Office of Legal Affairs.  The mission of the Office of Institutional Effectiveness (OIE) is to provide leadership, assistance, and oversight of the university’s continuous planning, assessment, and evaluation efforts for the purpose of enhancing the quality of the university’s programs, services, operations, and processes.

Policy Development, Review and Assessment

The Policy Advisory Group (PAG) is appointed by the Provost and functions as a university committee charged with reviewing drafts of policies to ensure that all mandatory elements are completed, that format is consistent, and that any overlaps with other policies or conflicts with other policies or federal, state, or Board of Regents regulations are identified prior to its final approval. (Except as stated above, the PAG does not evaluate, nor is it responsible for, the substantive content of any proposed policy.)

The diagram below captures the life cycle of creating a new policy for the university-wide policy library (click on image to enlarge). Other areas of review include policy retirement, minor revisions or edits, substantive content changes, and interim policy development. The current university policy template can be downloaded here. If you require assistance with any element of this process, please email Mary McLaughlin.

Policy Approval Process

Policy Statement Summary: Georgia State University formally approves, revises, and posts university-wide policies. All university-wide policies must be approved by either the University Senate (academic and student policies) or the Administrative Council (administrative policies) prior to final approval by the President, as set forth in the University Statutes.

University Policy on University-wide Policies

The University Policy on University-wide Policies was drafted by the Policy Advisory Group, and initially approved by the Administrative Council on May 7, 2008. This policy explains how policies that pertain to the whole university community are developed, approved and managed.   The University Policy on University-wide Policies is not binding on policies developed by individual colleges, schools, divisions or departments to govern their internal operations.

Any member of the university community may initiate the policy development process, although this role is typically performed by an administrative office, a Senate or Staff Council committee, a Student Government Association committee, or an executive officer of the university.   Keep in mind that policy development is usually an iterative process and you should include all relevant parties in discussions and formulations.  It is particularly important to include in the development process the administrative office charged with implementing and overseeing the policy (i.e., the Responsible Office) to ensure that the policy is feasible to implement and its implementation occurs smoothly.

The most up to date version of the University Policy on University-wide Policies can be found here.

Key Definitions At-A-Glance

  • Policy A policy is a governing principle that mandates or constrains actions. University policies describe
    accepted standards of conduct, criteria for granting privileges or benefits, or means of conducting
    university-related activities.
  • University-wide Policy A policy that applies across all colleges, divisions, units, and departments of the
  • Academic Policy A policy that covers general education matters of the University (learning, teaching,
    research), and student activities.
  • Administrative Policy A policy that governs the administrative operations of the University (financial and
    accounting operations, business operations and transactions, personnel transactions and management,
    facilities maintenance, security, cyber security, information systems, etc.).
  • Procedures Guidelines that explain how a policy is to be implemented and the steps necessary to comply
    with the policy.
  • Policy Stewards are subject matter experts in a particular functional area who are responsible for assisting with the substantive content for policies impacting their area. Stewards will also assist in identifying overlaps with other policies or conflicts with federal, state and Board of Regents regulations.
  • Policy Advisory Group (“PAG”) A University committee charged with advisory oversight of the
    administrative policy process to ensure that all necessary policy elements are completed, and to identify overlap or conflict with other policies or federal, state, Board of Regents of the University System of Georgia, accrediting bodies, or other applicable regulatory bodies’ laws, regulations, and/or mandates.