Our procedures designate (by position) who is authorized to approve changes to that procedure. Can anyone recommend how to handle approvals of changes in his/her absence.
Possibly add a statement to your document control procedure to note that there is an alternate that can approve documents temporarily until the responsible approver is available.
In the level of authority procedure that I usually incorporate in a QMS, I usually provide a particular level of management as having authority to approve particular types of docs. I.E. more than on person.
If your CEO was the only nominated person to approve the quality policy, and s/he was in Germany for 4 months and you needed a revised policed signed off, then the acting CEO can sign it, provided you have proof that the CEO has delegated his/her authority to that person during the period of absence.
The trump card I like to use is a reciprocal clause in job descriptions (if you have them), which states in the CEOs JD that Bob Smith shall assume the authorities of the CEO during any periods of absence. Bob Smith's JD states that he will assume the authorities of the CEO during periods of absence of the CEO. And Identifies who Bob's authorities replacement is during periods of Bob's absence. And so on.
I find it's a really useful cover-all.
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