New-Records-and-Information-Management-Policy-Effective-May-7-2021
The University has developed a new Records and Infomation Management Policy. Barring any objections, it will become effective May 7, 2021.
- Overview
- Policy Revisions
- Comparison Chart
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Section 1 – Organization & General Policies
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1.1 Organization
- 1.1.1 Mission, Vision, & Values
- 1.1.2 Accreditation
- 1.1.3 Institutional Signature Authority for Agreements
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1.2 Compliance
- 1.2.1 Ethics and Compliance Reporting Hotline
- 1.2.2 Whistleblower Policy
- 1.2.3 Substantive Change Policy SACSCOC
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1.1 Organization
- Section 2 – Governance
- Section 3 – Academic Affairs
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Section 4 – Student Affairs
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4.1 Student Policies
- 4.1.2 Recreation & Wellness Policies
- 4.1.3 Student Life Program Policies
- 4.1.4 Residence Life Program Policies
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4.1.6 Policies Related to Students
- 4.1.6.2 Alcohol and Drug-Free Campus Policy
- 4.1.6.4 Campus Incident Report Policy and Crime Statistics
- 4.1.6.5 Children on Campus & Classroom/Campus Visitors
- 4.1.6.8 Deceased Student Policy
- 4.1.6.11 External Parties
- 4.1.6.14 Freedom of Expression
- 4.1.6.15 Grievances/Complaints
- 4.1.6.17 Immunization
- 4.1.6.18 Information Technology Appropriate Use
- 4.1.6.19 Intellectual Property
- 4.1.6.22 Nondiscrimination
- 4.1.6.26 Sexual Harassment & Misconduct
- 4.1.6.30 Tobacco-Free-Campus Policy
- 4.1.6.33 Weapons
- 4.1.6.34 Students With Disabilities
- 4.1.6.36 Veterans Certification Office and Recruitment
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4.1 Student Policies
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Section 5 – Public Service
- 5.1 Lifelong Education
- 5.2 Economic Development
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5.3 Aviation Mission
- 5.3.1 Aircraft Proficiency Time
- 5.3.2 Aircraft Usage
- 5.3.3 TSA Training
- 5.3.4 Aviation Drug Testing Policy
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Section 6 – Campus Affairs
- 6.1 Brand Identity Guidelines
- 6.2 Intellectual Property
- 6.3 Honoraria
- 6.4 Freedom of Expression Policy
- 6.5 Nondiscrimination and Anti-Harassment
- 6.6 Veteran's Guide
- 6.7 Minors Policy
- 6.8 Alcohol & Other Drugs
- 6.9 Tobacco and Smoke Free Campus
- 6.10 Weapons on Campus
- 6.11 Animals on Campus
- 6.12 Police Escorts
- 6.13 Special Event Security
- 6.14 Lost and Found
- 6.15 Parking
- 6.16 Continuity of Operations
- 6.17 Middle Georgia State University Foundation
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Section 7 – Finance & Business
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7.1 Fiscal Affairs
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7.1.1 Accounting Services
- 7.1.1.1 Account Structure
- 7.1.1.2 Agency Funds
- 7.1.1.3 Expense Reimbursement
- 7.1.1.4 Invoice Routing
- 7.1.2 Bursar
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7.1.1 Accounting Services
- 7.3 Food Services
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7.4 Property Control
- 7.4.1 Annual Inventory
- 7.4.2 Donated Property
- 7.4.3 Missing or Damaged Property
- 7.4.4 Off Campus Use of State Property
- 7.4.5 Personal Equipment Used for University Business
- 7.4.6 Property Identification
- 7.4.7 Property/Equipment Received From Surplus
- 7.4.8 Surplus Property Disposal
- 7.4.9 Transfer of Property
- 7.4.10 Use of State Property
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7.5 Purchasing
- 7.5.1 Asset Purchases
- 7.5.2 Authority to Purchase
- 7.5.3 Copy Machines
- 7.5.4 Demonstration Equipment
- 7.5.5 Inquiries About Department Charges
- 7.5.6 Low Value Purchases
- 7.5.7 Major Purchases – Advance Notification
- 7.5.8 Non-Acceptable Purchases
- 7.5.9 P-Cards
- 7.5.10 Prepayments
- 7.5.11 Purchase Requisition
- 7.5.12 Purchases for Personal or Non-State Use
- 7.5.13 Receiving and Inspection of Supplies and Equipment
- 7.5.14 Resolution of Unauthorized Charges
- 7.5.15 Sales and Use Tax
- 7.5.16 Telephone Marketing
- 7.5.17 Vendor Relations
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7.6 Travel
- 7.6.1 Authorization for Travel
- 7.6.2 Group/Team Travel
- 7.6.3 Home Campus
- 7-6-4-Lodging
- 7.6.5 Meals
- 7.6.6 Miscellaneous Travel Expenses
- 7.6.7 Part-time Employees Travel
- 7.6.8 Registration Fees
- 7.6.9 Student Travel
- 7.7 Risk Management
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7.1 Fiscal Affairs
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Section 8 – Human Resources
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8.1 Human Resources – General
- 8.1.1 Appearance
- 8.1.2 Employee Housing
- 8.1.3 Tuition Assistance Program
- 8.1.4 Joint Staffing
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8.1.5 Conflicts of Interest, Conflicts of Commitment, and Outside Activities
- 8.1.5.1 Conflicts of Interest and Apparent Conflicts of Interest
- 8.1.5.2 Conflicts of Commitment
- 8.1.5.3 Outside Activities
- 8.1.6 Non-Employee/Student Volunteer Policy
- 8.1.7 Staff Grievance Policy
- 8.2 Recruitment & Hiring Process
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8.3 Leave
- 8.3.1 Leave – Annual or Vacation
- 8.3.2 Leave – Educational & Professional
- 8.3.3 Leave – Family & Medical Leave Act (FMLA)
- 8.3.4 Leave – Military
- 8.3.5 Leave – Miscellaneous
- 8.3.6 Leave – Sick
- 8.3.7 Leave Without Pay
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8.5 Training
- 8.5.1 Ethics Training
- 8.5.2 Sexual Harassment & Misconduct Training
- 8.5.3 Aviation Campus
- 8.5.4 Motor Vehicle
- 8.5.5 Right to Know & Hazardous Materials
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8.1 Human Resources – General
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Section 9 – Facilities
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9.1 Space Usage
- 9.1.1 Filming & Photos on Campus
- 9.1.2 Space-Room Usage Change
- 9.1.3 Reservation of the Macon Campus Wellness Center
- 9.1.4 Use of Outdoor Bodies of Water
- 9.1.5 Use of Space by Outside Parties
- 9.1.6 Commercial Solicitation and Sales Policy
- 9.2 Key Issues & Access Control
- 9.3 Motor Vehicle Use
- 9.4 Naming of Places, Colleges, or Schools
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9.1 Space Usage
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Section 10 – Records
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10.1 Enrollment Management
- 10.1.1 Financial Aid
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10.1.2 Registrar
- 10.1.2.1 Diploma Replacement
- 10.1.2.2 Transient Permission
- 10.1.2.3 Veteran’s Certification
- 10.1.2.4 Name on Diploma
- 10.2 FERPA
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10.3 Records Management
- 10.3.1 Open Records Requests
- 10.3.2 Records Disposal
- 10.3.3 Records Retention
- 10.3.4 Records Retrieval
- 10.3.5 Records Disaster Recovery Plan
- 10.4 MGA Data Governance Policy
- 10.5 MGA Legal and Regulatory Compliance Policy
- 10.6 MGA Privacy Policy
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10.1 Enrollment Management
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Section 11 – Technology
- 11.1 Cloud Storage
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11.2 Office of Technology Resources
- 11.2.1 Antivirus Policy
- 11.2.2 Appropriate Use Policy
- 11.2.3 Campus Downloading Policy
- 11.2.4 Email Policy
- 11.2.5 Firewall Access Policy
- 11.2.6 Incident Response Procedures
- 11.2.7 Linux Policy
- 11.2.8 Network Access Policy
- 11.2.9 Password Policy
- 11.2.10 Security Updates Policy
- 11.2.11 Software Policy
- 11.2.12 Software Request
- 11.2.13 Vulnerability Assessment Policy
- 11.2.14 Windows Filesharing Policy
- 11.3 Social Media Guidelines
- 11.4 MGA Cybersecurity Policy
- 11.5 Institutional Online Resources
- Section 12 – Miscellaneous
- Section 13 – Changes