POLICY & GOVERNANCE APPROVAL PROCEDURES

1. Purpose

The purpose of this document is to outline the standardized procedures for initiating, reviewing, approving, revising, and publishing institutional policies and governance procedures at South Georgia Institute (SGI). These procedures ensure that all policies are developed collaboratively, comply with applicable regulations, and support the mission, values, and strategic direction of the Institute.

 

2. Scope

This procedure applies to all SGI academic, administrative, student life, and operational policies initiated by departments, standing committees, academic units, administrative units, or institutional leadership.

 

3. Definitions

• Policy: A formal written statement that mandates or guides conduct and decision-making within SGI.

• Procedure: The step-by-step instructions that describe how a policy will be implemented.

• Standing Committees: Committees established to review and make recommendations regarding governance, policy development, academic affairs, and student services.

• Policy Sponsor: A department or office that initiates or owns a policy.

• Executive Review: A final review by the President’s Cabinet, ensuring compliance with institutional goals and legal requirements.

 

4. Policy Development and Review Process

Step 1: Policy Initiation

• Policy proposals may originate from:

  • Academic divisions or departments

  • Administrative units

  • Standing committees (e.g., Faculty Senate, Student Affairs)

  • President’s Cabinet

  • Legal Counsel or Chief of Staff

• A Policy Proposal Form must be completed by the policy sponsor and submitted to the Office of the Vice President for Academic and Student Affairs (VPASA).

Step 2: Committee Review

• The policy draft is forwarded to the relevant standing committee for feedback and revision.

• The committee will:

  • Review the proposed policy for clarity, consistency, and compliance

  • Solicit stakeholder input if necessary

  • Revise and approve the policy draft by majority vote

Step 3: Legal and Administrative Review

• The revised policy is submitted to SGI Legal Counsel/Chief of Staff for:

  • Legal compliance review

  • Consistency with SGI and partners policies

  • Formatting and institutional alignment

Step 4: Faculty Senate and Administrative Endorsement

• The policy is presented to:

  • Faculty Senate (for academic-related or governance policies)

  • Student Government Association (for student-life policies, as appropriate)

  • President’s Cabinet for administrative endorsement

• Upon endorsement, the policy is submitted to the SGI President for final approval.

5. Implementation and Publication

• Once approved, the policy is:

  • Assigned an official policy number and effective date

  • Uploaded to SGI’s official Policies and Procedures webpage

  • Communicated through faculty/staff updates, student portals, and internal training sessions

6. Annual Policy Review

• Each standing committee will conduct an annual review of policies under its purview.

• Revisions must follow the same approval process outlined in this document.

• The Legal Counsel/Chief of Staff will coordinate a comprehensive update of all institutional policies each academic year.

7. Emergency or Interim Policies

• In cases where urgent policy decisions must be made (e.g., health emergencies, regulatory compliance), the SGI President may issue an interim policy, effective immediately.

• Interim policies must be ratified through the full policy approval process within one academic term.

8. Recordkeeping

• The Executive Assistant to the President will maintain a master log of all approved policies and committee actions.

• All superseded or retired policies will be archived in accordance with SGI’s records retention policy.

9. Compliance

Failure to adhere to the approved policies and governance procedures may result in administrative review, revision requests, or disciplinary action depending on the nature of the noncompliance.