Policies relating to the academic, research, and student affairs (ARSA) of Georgia Health Sciences University emanate from the Office of the Provost (Office of Academic Affairs) and apply to a large segment of Health Sciences University community. People writing academic, research, and student affairs policies should comply with the procedures outlined in this document, which defines these policies, describes the standardized format adopted by the office, outlines the steps for formulating, approving, and issuing ARSA policies, and describes procedures for amending such policies.
Reason For Policy
Policies relating to the academic, research, and student affairs of Georgia Health Sciences University must be readily available electronically to all academic units and must be kept current to ensure compliance.
Entities Affected By This Policy
All units that fall under the aegis of the Office of the Provost of Georgia Health Sciences University are covered by this policy.
Who Should Read This Policy
Deans, Directors, Department Heads, Program Chiefs
All Academic Affairs administrators
Individuals who are considering issuing or revising an academic, research, or student affairs policy
|ARSA Policy Officerfirstname.lastname@example.org|
Administrative Policies and Procedures: http://policy.georgiahealth.edu/category/administrative/ Georgia Health Sciences University Faculty Manual: http://www.georgiahealth.edu/faculty/facman/Board of Regents Academic Affairs Handbook: http://www.usg.edu/academic_affairs_handbook/
These definitions apply to these terms as they are used in this policy:
|Academic, Research, and Student Affairs (ARSA) Policy||Policies relating to the academic, research, and student affairs of Georgia Health Sciences University. See Appendix I for more details.|
|Academic, Research, and Student Affairs (ARSA) Policy Officer||An Academic Affairs Associate charged with managing and maintaining the ARSA Policy Library. The ARSA Policy Officer advises the Responsible Office in the development of new policy and is an ex officio member of the Executive Review Council. The ARSA Policy Officer oversees the maintenance of the web site that contains all ARSA policies (see http://policy.georgiahealth.edu/category/academic-research-and-student-affairs/)|
|Executive Review Council (ERC)||A standing committee composed of the Provost, Vice President for Enrollment and Student Services, Vice President for Research, Vice President for Legal Affairs, and Associate Vice President for Academic Affairs. The ARSA Policy Officer will be an ex officio member of the ERC. The Provost will serve as Chair. Responsibilities of the ERC are to: (1) review and approve Policy Statement, Impact Statement, and Reason for Policy, and (2) approve final draft of each and every Policy, including the operating process/procedure that supports it.|
|Impact Statement||A document that describes the need and justification for and the impact of any newly proposed Academic, Research, and Student Affairs policy. The Impact Statement is submitted by the Responsible Executive to the ERC for approval, along with the Policy Statement and Reason for Policy.|
|Policy Statement||A statement that (1) states who should follow the policy, (2) states when a policy applies, (3) summarizes what the people involved do, and (4) may state major conditions or restrictions.|
|Reason for Policy||A statement that (1) recognizes the legitimate interests of all parties, (2) describes the problem or conflict the policy will resolve, and (3) may cite legal or regulatory reasons for the policy.|
|Responsible Executive||The individual charged with the responsibility for creating and implementing ARSA policies in his/her area of jurisdiction.|
|Responsible Office||The Responsible Office, under the direction of the Responsible Executive, will develop and administer a particular policy and will be accountable for its accuracy, issuance, and timely updating.|
Every policy at Georgia Health Sciences University must fall within the jurisdiction of a Responsible Executive who will begin the policy development process. For policies originating within an academic, research, or student affairs unit, the Responsible Executive will be a Vice President, Associate Vice President, Director, or Dean. The Responsible Executive, or its designee(s), will initiate the policy development process, will shepherd the policy through the process, and will implement the approved policy.
The policy development process is divided into 4 stages (See Flow Chart in Appendix II):
Creation of policy
Responsible Executive & Office will generate a Policy Statement, Reason for Policy, and Impact Statement.
Responsible Executive will present the above to Executive Review Council (ERC) for approval. The ERC must approve the Policy Statement, Reason for Policy, and Impact Statement in order for the policy process to continue. If a policy is for internal purposes only (that is, will affect only a single unit), the ERC will review it to ensure it is consistent with institutional policy. If the policy is consistent with institutional policy, it can be approved at this point and returned to the Responsible Office. No further approval by ERC will be needed.
The Executive Review Council will be composed of the Provost, Vice President for Enrollment and Student Services, Vice President for Research, Vice President for Legal Affairs, and Associate Vice President for Academic Affairs. The ARSA Policy Officer will be an ex officio member of the ERC. The Provost will serve as Chair. The ERC will meet as needed, as determined by the ARSA Policy Officer, and will serve to: (1) review and approve Policy Statement, Impact Statement, and Reason for Policy, and (2) approve final draft of each and every Policy (excluding pre-approved internal policies), including the process/procedures that support it.
Creation of Policy
Following preliminary approval by the ERC, the Responsible Executive, together with others involved in administration of the policy, and with advice from the ARSA Policy Officer, will generate a complete version of the policy, formatted in the official ARSA Policy Template. The Responsible Executive will forward the Policy to the ARSA Policy Officer for preliminary review. The ARSA Policy Officer will work with the Responsible Executive until the policy is determined to be ready for the approval process.
The ARSA Policy Officer or the Responsible Executive, when necessary, will present the Policy to the Executive Review Council for approval.
The ARSA Policy Officer will incorporate recommendations made by the Executive Review Council and will generate the Final Version of the Policy.
Policies approved by the ERC will be issued and published via Georgia Health Sciences University Campus Announcements, as necessary. The announcement will include a brief explanation of the policy, contact information for the Responsible Office, and how to access the policy (URL). Policies will be maintained in the electronic ARSA Policy Library (http://policy.georgiahealth.edu/category/academic-research-and-student-affairs/) , accessible from the Office of the Provost’s page (http://www.georgiahealth.edu/aaffairs/) on the World Wide Web.
In addition, the Responsible Executive or Responsible Office will distribute approved policies to the appropriate individuals and offices.
All ARSA policies should be reviewed every 5 years by the Responsible Office.
How to Amend Existing Policies
It is expected that existing policies will need to be amended periodically, either at the time of the required 5-year review or when otherwise deemed necessary. The Responsible Office should contact the ARSA Policy Officer to determine if the proposed changes require review by the ERC. In general, minor changes that are made to procedure alone and do not affect the underlying policy, can be approved administratively by the ARSA Policy Officer. Changes in the Policy Statement or larger changes in procedure, with widespread effects, may need more substantial review. Amended policies will be promulgated similarly to new policies.
Standard Format for ARSA Policies
To ensure consistency, a standard format (template) for policies has been developed and is listed below as Appendix III. Use of the standard format promotes clear, concise policies and procedures. The Georgia Health Sciences University logo should be in the upper left corner of the first page of each policy.
Under certain circumstances, it may be imperative for a policy to be established in a short period of time. At these times, a Responsible Executive is empowered to issue an interim policy through the ARSA Policy Office, without going through the entire process described in this policy. An interim policy will include only the Policy Statement and Reason for Policy and may remain in force up to six months from the date of issuance. An interim policy will undergo an initial review, in a process determined by the ARSA Policy Officer.
The responsibilities each party has in connection with ARSA Policy 1.01, Development and Promulgation of Academic, Research, and Student Affairs Policies, are:
|Executive Review Council (ERC)||Review and approve the Impact Statement, Policy Statement, and Reason for Policy presented by the Responsible Executive for that policy.Review and approve the final draft of an ARSA policy document, recommending changes as appropriate.Authorize promulgation of an ARSA policy within the university community.|
|Responsible Executive & Office||Identify the need for an ARSA policy.Draft Policy Statement, Reason for Policy, and Impact Statement and present to ERC for review and approval.Administer, formulate, issue, and update policies for which the office is responsible.Formally review, at least once every 5 years, the policies for which the office is responsible.|
|ARSA Policy Officer||Oversee the ARSA Policy Library, including its maintenance on the World Wide Web.Advise Responsible Executives in development of new policy.Serve as an ex officio member of the ERC.|
Appendix I: Definitions of Types of Policy at Georgia Health Sciences University (see below)
Definitions of Types of Policy at Georgia Health Sciences University
Academic, Research, and Student Affairs Policies are those policies relating to the academic, research, and student affairs of Georgia Health Sciences University. Such policies may emanate from the Office of the Provost and the following units that report to the Provost: Academic Affairs, Affirmative Action/Equal Employment Opportunity, Area Health Education Centers, Classroom Services, Continuing Education, Enrollment and Student Services, Faculty Affairs, Library, Research Administration, and Visual and Instructional Design. In addition, some policies originating from academic units of Georgia Health Sciences University (Colleges of Allied Health Sciences, Dentistry, Graduate Studies, Medicine, and Nursing) that have applications across college borders may also be categorized as Academic, Research, and Student Affairs Policies.
Administrative Policies and Procedures are a listing of policies and procedures with a more widespread application across the campus. Some of these policies may fall under the category of Academic, Research, and Student Affairs Policies and are catalogued in the ARSA Policy Library.
College Policies are policies set forth by the 5 academic units at Georgia Health Sciences University (Colleges of Allied Health Sciences, Dentistry, Graduate Studies, Medicine, and Nursing) and that apply only to individuals enrolled in or employed by that particular academic unit. As such, these policies are not catalogued in the ARSA Policy Library. However, these local policies should be clearly written, well-communicated, and maintained in an up-to-date policy library.
Board of Regents (BOR) of the University System of Georgia (USG) Academic Affairs Handbook is a compilation of policies and procedures that affect the day-to-day operation of the Office of the Chief Academic Officer of the institutions of the University System of Georgia. Some BOR policies apply verbatim to Georgia Health Sciences University and may not be catalogued in the Academic Affairs Policy Library or may be catalogued as a URL link. Some Georgia Health Sciences University ARSA Policies may be based on BOR policy; these may be rewritten for the ARSA Policy Library, with the BOR policy URL given as a reference.