Department Policy

Department or division policies that are internal to an organizational group and are solely applicable to that department or division within a college, school, institute, lab, center or administrative unit at Georgia Tech. Department policies complement Institute policies. Where a conflict may exist, Institute policies supersede department policies.

Academic Policy

Institute policies that provide requirements for faculty governance and for student life relating to the educational process, including admission, student discipline, classes, courses of study, and requirements for graduation.

Undergraduate Student Government Association

Review Date:

"The Institute recognizes that students may become involved constructively in efforts of individuals and organizations to improve physical and social conditions of the Institute, to increase the effectiveness of the Institute, to increase the effectiveness of the processes of learning and development of maturity, and to create larger opportunities for self-government characterized by orderly procedures and the exercise of mature judgment."
                                                              --Statute 2.5.4 of the Georgia Institute of Technology

The Georgia Tech Undergraduate Student Government Association is made up of three branches, modeled after the United States federal government. Each branch serves the student body in a unique way, and is detailed below:

Executive Branch
Key functions of the Executive Branch include addressing the needs and growing changes of the student body, reviewing campus policies, and actively developing solutions to student issues. The Executive Branch is the voice of the Georgia Tech student body.

Legislative Branch
The primary responsibilities of the Legislative Branch include:

  • Expressing the position of the the student body on issues affecting the student experience.
  • Formulating the annual Student Activity Fee Budget during the spring semester.
  • Allocating Student Activity Fee funds to chartered student organizations throughout the year.
  • Modifying the structure and functions of Student Government.
  • Approving all amendments to the Constitution and Bylaws of the Student Government Association.

Judicial Branch

The Undergraduate Judiciary Cabinet (UJC) serves two main purposes: upholding non-academic integrity and interpreting any actions or legislation of the USGA to uphold the system of checks and balances provided for by the Undergraduate Constitution. The UJC also has appellate jurisdiction over all lower courts. At any given time there are twelve acting justices and one Chief Justice.

For Undergraduate Student Government Association Policies,* please see: http://sga.gatech.edu/ug/

*For the purposes of student government autonomy, these policies are not subject to the Student Regulations Process (i.e., Student Regulations Committee and Academic Senate) as outlined in the Institute Policy Development and Life Cycle Process.

Insuring Long-term Leased Vehicles

Type of Policy
Administrative
Policy No
8.15.2
Last Revised:
Review Date:
Policy Owner
Insurance and Claims Management
Contact Name
Frederick Trotter
Contact Title
Director of Insurance & Assets
Contact Email
Frederick.trotter@business.gatech.edu
Policy Statement

Overview
The State Insurance program includes identical coverage for Long-Term leased vehicles as found in "Insuring of State Owned Vehicles".

Policy Terms

Long Term Lease
A rent or lease of a vehicle for greater than 30 days.

Procedures
  1. Georgia Tech employees, in order to obtain low cost liability and physical damage coverage must specify the minimum 31 days (or more) rental period on the leasing agreement.
  2. The employee shall decline liability and collision coverage offered by the rental/leasing car company.
    Caution:
    Do not confuse this policy with the policy on Rental Vehicles (see "Insuring Rental Vehicles")
  3. The rental/leasing car company will require proof of insurance. This can be obtained by calling the Georgia Tech Insurance & Claims Management and requesting same. Be prepared to give pertinent vehicle and company information including; year, tag number, make, model, and V.I.N. of car to be rented/leased. Obtain name of company, address and email or fax number.
  4. Georgia Tech Insurance & Claims Management will notify DOAS Risk Management and request a Certificate of Insurance naming the rental/leasing car company as Certificate holder. The Certificate will be emailed or faxed to the rental/leasing car company as expeditiously as possible.
  5. Upon receiving the lease agreement, the employee shall forward a legible copy to Georgia Tech Insurance & Claims Management for forwarding to DOAS. It is required that a copy of the lease be kept at DOAS.
  6. The vehicle shall be added to DOAS Fleet Management’s Vehicle Inventory System (VITAL) for auto physical damage coverage.
  7. Georgia Tech Insurance & Claims Management shall be notified at lease end.
Policy History
Revision Date Author Description
March 2015 Insurance and Claims Management Minor language update and contact information

Insuring of State Owned Vehicles

Type of Policy
Administrative
Policy No
8.15.1
Last Revised:
Review Date:
Policy Owner
Insurance and Claims Management
Contact Name
Frederick Trotter
Contact Title
Director of Insurance & Assets
Contact Email
frederick.trotter@business.gatech.edu
Reason for Policy

Overview
The State self insurance program administered by the Department of Administrative Services (DOAS) provides optional physical damage including, collision and comprehensive (e.g. fire, theft, vandalism, windstorm, etc.) coverage.

Policy Statement

All vehicles assigned to the Institute must be insured by the departments for physical damage coverage.  DOAS will provide this coverage through the state self-insurance program at a rate of $1.00 per $100 of vehicle cost/market value, subject to a $25 minimum premium, per vehicle.

*Low speed vehicles (LSVs) and carts licensed for public road use are covered under the DOAS-Automobile Physical Damage Agreement. LSVs and carts not licensed for public road use are covered under the DOAS Special Property All Risk Agreement.

 

Policy Terms

Vehicle
Unless otherwise defined, a vehicle (including LSV) is considered a car, van, wagon, truck, motorcycle or trailer for use on roads and highways and equipped with a license plate or tag.

Procedures
  1. Upon being procured either through purchase, manufacture, transfer from another state agency or donation, the department director shall cause the vehicle to be registered through Capital Assets Accounting and physically brought to GT Fleet Services for inspection, application of appropriate identifying numerals and logos, and maintenance scheduling.
  2. The GT Fleet Services Manager shall contact DOAS Fleet Management before releasing the vehicle and communicate pertinent data for insurance purposes. The data shall consist of: 
  • The four digit state vehicle number assigned by GA Tech.
  • Make, Model and Vehicle Identification Number.
  • Year of manufacture.
  • Type of vehicle (sedan, station wagon, etc.)
  • Cost/value of the vehicle
  • Indicate whether or not physical damage (APD) coverage is to be added to the vehicle.

 

Georgia Tech Buildings - DOAS Physical Inspections

Type of Policy
Administrative
Policy No
8.14
Last Revised:
Review Date:
Policy Owner
Insurance and Claims Management
Contact Name
Frederick Trotter
Contact Title
Director of Insurance & Assets
Contact Email
Frederick.trotter@business.gatech.edu
Reason for Policy

For insurance and safety code purposes, each State-owned building is subject to physical inspection periodically (generally not more than once a year) by an Insurance Company and/or certified DOAS safety & loss control engineer.

Policy Statement

The inspector/engineer will coordinate schedule building inspections through Georgia Tech Insurance & Claims Management.

Policy Terms

DOAS
State of Georgia Department of Administrative Services

Procedures
  1. Upon receipt of inspection report, Georgia Tech Insurance & Claims Management will review and forward copies of any reports containing serious recommendations to department heads having jurisdiction of the building.
  2. A copy of all reports will be sent to the Manager of Environmental, Health & Safety Department.
  3. Georgia Tech Insurance & Claims Management will follow up with department heads for compliance with report recommendations until compliance is documented.
Policy History
Revision Date Author Description
March 2015 Insurance and Claims Management Minor language and contact information update
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