1. External Legal Advice and Charges Policy

The purpose of this policy is to ensure that external legal services are sought only where appropriate, to provide for a uniform budgetary treatment of legal expenses and to ensure the University receives the best value for the services provided. The policy applies to all external legal services required by the University and it does not apply to charges arising from retaining third-party investigation services.

Key Changes to the External Legal Advice and Charges Policy include:

• Reaffirmation of the Office of University Legal Services’ exclusive authority to retain and manage external legal counsel on behalf of the University, except in limited emergency circumstances.
• Enhanced oversight by University Legal Services of the selection, instruction, performance management and billing of external legal counsel.
• A revised framework for allocating external legal costs, providing greater clarity regarding when costs will be funded centrally and when they will be charged to individual units.
• Clear criteria for distinguishing institution-wide legal matters from unit-specific matters. Legal costs will generally be funded centrally where matters involve university-wide risk, governance, regulatory compliance, systemic exposure, or litigation affecting the institution as a whole. Costs will generally be charged to a specific unit where matters arise primarily from that unit’s operations and do not present broader institutional risk.
• Greater alignment with other university policies through the clarification of exclusions, including third-party investigation services.

2. Ethical Conduct for Research with Indigenous Peoples and Communities

The Ethical Conduct for Research with Indigenous Peoples and Communities establishes the Indigenous Research Ethics Board (IREB) Policy which provides a dedicated ethics review process for research involving Indigenous Peoples, communities, languages, lands, waters, territories, cultures and knowledges. Developed in response to Call to Action 37 of 杏吧原创 University’s Kin脿m脿gawin Report, the policy formalizes the role of the IREB in promoting ethical, respectful and reciprocal research relationships with Indigenous communities.

The policy applies to research conducted by 杏吧原创 faculty members, graduate students and research associates and aligns with the Ownership, Control, Access and Possession (OCAP庐) principles, the Tri-Council Policy Statement (TCPS 2) and other university research ethics requirements. The IREB provides guidance and review to help ensure research involving Indigenous Peoples and communities is conducted in a manner that respects Indigenous rights, knowledge systems and self-determination while supporting meaningful community benefit.

3. Flexible Work Arrangements Policy

The Flexible Work Arrangements Policy establishes a framework for considering and managing flexible work arrangements for administrative employees at 杏吧原创 University. The policy recognizes that workplace flexibility can support employee well-being, work-life balance, recruitment and retention while ensuring that the university鈥檚 operational requirements, service delivery expectations and academic mission continue to be met.

The policy applies to continuing and term administrative employees, including unionized and non-unionized staff, and outlines the processes, roles and responsibilities associated with requesting, approving and managing flexible work arrangements. It provides guidance on flexible hours, hybrid remote work and full remote work arrangements, while affirming that all requests are assessed on a case-by-case basis in consideration of operational needs, the nature of the work and departmental requirements.

After consulting with key stakeholders at the University, some minor language changes to the policy are being recommended to provide better clarification and assist in policy application. These changes relate to:

• Having to work on campus during a regular remote day (Page 5)
• Scheduling appointments on remote days (Page 5)
• Clarification on office furniture (Page 6)
• Accommodations vs Flexible Work (Page 6)
• Clarity around work outside of Ontario (Page 7)

For additional clarification, it is also proposed that the Jira FWA Request Form be altered to ask if the request is being made for accommodation purposes. If so, then the staff member will be referred to Human Resources to discuss the accommodation process.

FWA Policy information sessions for managers and staff will be available the week of June 15th and 22nd. To register please visit Welcome to Learning and Professional Development – Learning and Professional Development

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1. Procurement Card Policy

 The Procurement Card policy ensures university-issued Procurement Cards (credit cards) are distributed, used, and managed in alignment with internal financial governance procedures, appropriate risk mitigation, and the university鈥檚 legislative requirements to comply with the governing directives and legislation applicable to broader public sector institutions.

Key Changes to the Procurement Card policy include:

1. Clarification of applicable legislation (e.g. the Broader Public Sector Procurement Directive);
2. Clarification of the term Department Head for the purpose of the policy;
3. Revision of the prohibited transaction types to:
   • Add other controlled substances (in addition to Alcohol);
   • Clarify and update restrictions regarding research and laboratory related purchases;
   • Remove the restriction on printing and copying services, as it no longer applies;
   • Clarify the restriction on salary and salary-related charges to include payments to individuals (e.g. Independent Contractors) to better reflect the intention to ensure the university is fully capturing requirements to issue a T4A; and
   • Clarify the restriction on any purchases where any conflict of interest exists for the Cardholder;

4. For cards issued to faculty, requiring that the default FOAPAL be the Internally Restricted Research fund (IRR).
5. For cards issued to student staff (e.g. Research Assistants), require that the card be suspended at the end of each summer term unless a new application is received.
6. Clearly state that Cardholders who do not maintain their responsibilities under the policy may have their card suspended, which is already current practice, and that repeat suspensions may result in revocation of the card;
7. Include notifying Procurement Services of any changes to the Cardholder鈥檚 status in the responsibilities of both the Funding Source Owner (new) and the supervisor (current); and
8. Other minor clarifications in keeping with the spirit and intention of the existing policy.

2. Student Parental Leave Policy

 The purpose of the Student Parental Leave Policy is to establish a clear and consistent process for students who require official recognition of a parental leave from their academic program. While informal absences are governed by existing academic regulations, this Policy provides a formal mechanism for documenting approved parental leave in situations where students may need official acknowledgement for academic, legal, employment, or immigration requirements.

The Policy ensures that students taking parental leave are treated equitably, supported appropriately, and able to maintain access to designated University services during their approved absence.

3. Student Accounts with an Outstanding Balance Policy

This policy sets out how the university manages overdue or delinquent student account balances. Students are required to keep their accounts in good standing, and unpaid fees after published deadlines may result in late charges, interest, restricted access to grades or official documents, registration holds, or collection action.

The policy applies to all students, programs, levels of study, and campus locations and supports consistent enforcement of penalties in line with the Ministry of Colleges, Universities, Research Excellence and Security鈥檚 tuition fee framework.

Updates to the policy include its name change from 鈥淒ebit Balance鈥� to 鈥淥utstanding Balance鈥� because a student who registers prior to the tuition due date has a debit balance, but their balance is not yet outstanding. Reference to Student Accounts Receivable has been removed to stay consistent with other Financial Services policies that do not specifically reference the unit within Financial Services. In the 鈥淧urpose鈥� section, a reference to the Ministry of Colleges, Universities, Research Excellence, and Security鈥檚 Tuition Fee Framework has been added. The framework contains a section on Tuition Fee Billing (including a reference to deadlines and late fees/interest) that the University must adhere to.

In the 鈥淧rocedure鈥� section:

1. Indicates that fees are charged to the student account upon registration, whereas previously the policy stated fees are 鈥渄ue and payable鈥� upon registration (fees are not actually due until the payment deadline).
2. Added a phrase explaining that OSAP students with a deferral will not be charged interest.
3. Removed reference to the deregistration process as that process was eliminated in fall 2025.
4. Removed the specific late fee amount and interest rate since both numbers are subject to annual review.
5. Moved the reference to the third-party collection agencies from the 鈥淩oles and Responsibilities鈥� section to the 鈥淧rocedure鈥� section and added that delinquent accounts may be reported to the credit bureau.
6. Re-wrote the delinquent accounts sections to more specifically described the current procedure being implemented by Student Accounts.
7. Added a section for 鈥淧olicy Exceptions鈥� to indicate students are able to submit an appeal for review by the Financial Registration Appeals Committee (FRAC).

4. Space Booking and Use Policy

The purpose of the Space Booking and Use Policy is to ensure that University space is used efficiently, responsibly, and in ways consistent with its values, priorities, the heath and safety and well-being of the community as well as legal obligations. This Policy ensures that space bookings or space use do not impact the normal operations of the University particularly academic activities such as lectures, seminars and work groups related to teaching.

Updates to the policy include updating the name of the policy, consolidating the Galleria Space Booking policy into this policy, clarified scope and definitions, provided a clear differentiation of internal and external users, strengthened governance and approval authorities, consolidated and strengthened restrictions on camping, structures, fundraising, food and beverage and noise, Refined fee structure and financial accountability, and expanded the roles and responsibilities section. Overall, the revisions do not materially expand the scope of the Policy but improve clarity, enforceability, and operational consistency.

5. Repeal of Galleria Space Booking Policy

The Galleria Space Booking Policy has been repealed and the standards, procedures and expectations have been fully incorporated into the revised Space Booking and Use Policy. This consolidation reduces redundancy, improves clarity and supports a more consistent and equitable booking experience for students and student groups.

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The Senior Management Committee met in November and December 2025 to review and approve the following policies:

1. Recognition of Student Groups Policy

杏吧原创 University recognizes student-led groups as an important part of campus life and supports their right to organize and express ideas responsibly. To be accredited, groups must be open to all students, comply with the Ontario Human Rights Code and University policies, and uphold transparency. Accreditation is granted annually and may be revoked if a group violates laws or policies, disrupts university operations or fails to meet its responsibilities. This policy outlines the principles, scope and process for student group accreditation, which is separate from the CUSA Club and Society Certification program, and ensures that only accredited student groups can host activities on campus for the benefit of their members.

Changes to the policy include updating the title of policy to Recognition of Student Groups versus Recognition of Student Organizations to better delineate the difference between a student group and student organization such as CUSA, GSA, RRRA, etc., refining language to outline what constitutes a student group, streamlining terminology to student group throughout the policy, updating the Event Risk Management submission protocol, and updating headers and additional sections to align it with the university policy template.

2. Environment Health and Safety Policy

 杏吧原创 University is committed to fostering a culture of risk awareness, preventing injury and illness, and promoting a safe and healthy workplace and study environment. The university complies with all environmental and occupational health and safety legislation, implements best practices that exceed minimum standards, and continually strengthens its health and safety program. This policy also ensures the university meets its legal obligations under the Occupational Health and Safety Act.

3. Whistleblowing, Financial Fraud Prevention and Reporting Policy

杏吧原创 University has approved an updated Whistleblowing, Financial Fraud Prevention and Reporting Policy, strengthening its commitment to financial integrity, transparency and accountability across the institution. The revised policy clarifies reporting procedures, protects whistleblowers from retaliation, and outlines the responsibilities of all employees and individuals engaged with the university.

The policy applies to all faculty, staff, contractors, vendors and others connected to the university who use or impact institutional resources. It defines fraudulent activity broadly鈥攊ncluding misappropriation of assets, falsified financial documents, bribery, contract mismanagement and inappropriate use of university credit cards鈥攁nd mandates prompt reporting through formal channels. Reports may be directed to supervisors or, when inappropriate, escalated to senior officials including the General Counsel or the Board Chair.

The updated policy introduces the following changes:

1. Clarified Reporting Pathways
   Expanded escalation options for cases involving conflicts of interest, including direct reporting to the General Counsel, President, or Chair of the Board of Governors, and clearer instructions for non-employee reports.
2. Enhanced Investigation Framework
   Explicit incorporation of principles of procedural fairness and designation of specific Intake Offices for academic and professional services employees to ensure consistent handling.
3. Interim Administrative Measures
   New provisions allowing temporary measures to protect parties during investigations, with consultation requirements involving senior leadership.
4. Strengthened Whistleblower Protections
   Reinforced confidentiality commitments 鈥渢o the extent possible鈥� and protections against retaliation for good-faith reporting, while clarifying disciplinary consequences for bad-faith allegations.
5. Formalized Board Oversight
   Requirement to inform the Audit and Risk Committee of the Board of Governors when a report may have significant financial or reputational impact.
6. Terminology and Scope Confirmation
   Broader definitions of 鈥淓mployee鈥� and 鈥淚ndividual鈥� to ensure inclusion of external parties such as consultants, contractors, and vendors, reaffirming comprehensive applicability.
7. Change in Title of the Policy to include Whistleblowing
   Adding 鈥淲histleblowing鈥� to the title emphasizes the policy鈥檚 dual purpose: preventing and addressing financial fraud and protecting individuals who report concerns in good faith. The term signals that the University encourages transparency and accountability by providing safe reporting channels and safeguards against retaliation. This clarity helps employees and external stakeholders quickly understand that the policy is not only about fraud prevention but also about supporting ethical reporting practices, which aligns with governance best practices and reinforces trust in institutional integrity.

4. Student Rights and Responsibilities Policy

The purpose of the Student Rights and Responsibilities (SRR) Policy is to ensure transparency and consistency in expectations for student conduct, such that the pursuit of education and personal growth take place in a safe and welcoming environment. An educational approach to student behaviour seeks to encourage personal development while promoting reflection on the impact of behaviour on others, including the community. The primary objective of the Policy is to provide a framework to resolve issues that impact the general well-being of all members of the community, which is consistent with the overall educational goals, mission and values of our University.

Updates to the policy include adding new sections to align with the revised policy template, removing the Student-at-Risk Evaluation Team (SARET) to establish it as a separate policy, transitioning the 杏吧原创 University Resolution Board (CURB) to a standalone Terms of Reference, streamlining of language regarding student rights to better reflect the scope of the SRR, clarifying the student conduct process, and addressing the overlap with new campus policies, and the removing the suspension outcome and providing clearer guidance on the imposition of Disciplinary Holds for policy breaches.

5. Student-At-Risk Policy

The purpose of the Student-at-Risk Policy is to guide the university鈥檚 response in situations where a student may be at risk of harming themselves or others, and/or is experiencing significant emotional, psychological, or behavioural difficulties that interfere with their ability to function within the University setting. This policy provides a non-punitive, proactive, and supportive approach aimed at promoting student wellness, facilitating timely and appropriate interventions, and ensuring the safety and well-being of the University community.

This is a new policy that transitions the Student-at-Risk Evaluation Team (SARET) from the Student Rights and Responsibilities Policy into a standalone policy. Aside from its removal from SRR, there was little substantive change to functions or procedures previously performed by the SARET. The most significant update was to establish AVP(SHW) as Chair of the SARET.

6. Student and Visitor Trespass from University Property

The purpose of this policy is to protect the health, safety and well-being of students, faculty and staff from real or potential threats to the University community, as well as its learning, living and/or work environments. The policy outlines the process whereby the University issues and revokes trespass orders restricting entry to University Property from students and visitors.

Updates to the policy include the adding new sections to align with the revised policy template, clarifying the role of the Sexual Violence Review Committee in imposing a trespass order under the Sexual Violence Policy and the related appeal process, streamlining the processes for temporary and permanent trespass orders and appeals for students and visitors, and enhancing the appeal section to provide the Appeal Board more flexibility regarding timelines and establishing the conditions to support a return to University property.

7. Workplace Harassment Prevention Policy

杏吧原创 University鈥檚 Workplace Harassment Prevention Policy underscores the university鈥檚 dedication to maintaining a respectful and harassment-free work and learning environment. The policy addresses harassment, including sexual harassment, in compliance with the Occupational Health and Safety Act and supports the university鈥檚 broader human rights and equity objectives.

8. Workplace Violence Prevention Policy

The Workplace Violence Prevention Policy at 杏吧原创 University establishes measures to prevent, address, and resolve incidents of violence within the university community. The policy affirms 杏吧原创鈥檚 obligation to provide a safe environment for work and study in compliance with provincial legislation.

9. Environmental Health and Safety Guideline on Impairment at Work

杏吧原创 University鈥檚 Guideline on Impairment at Work outlines the university鈥檚 commitment to fostering a safe, healthy and inclusive work environment by ensuring all employees are fit to perform their duties. The guideline applies to all employees and addresses all forms of impairment.

10. Administration of University Policies

SMC approved an updated Administration of University Policies which aims to streamline how university-wide policies are created, revised and maintained. Under the revised governance structure, all university-wide policies that previously required approval from either the Senior Management Committee (SMC) or the Vice-Presidents Academic and Research Committee (VPARC) will now be submitted to the Senior Management Policy Committee (SMPC). Effective January 2026, SMPC will consolidate oversight into a single committee, eliminating the bifurcated approval process, streamline policy governance by providing one clear approval pathway for both academic and administrative policies of general application, ensure consistency in applying compliance, risk management, and equity, diversity, and inclusion principles across all policies.

The Board approved the following policies in November and December 2025

1. Institutional Impartiality Policy
杏吧原创 University has introduced an Institutional Impartiality Policy that reaffirms the university鈥檚 commitment to fostering an environment where diverse perspectives can be explored, debated and challenged without institutional endorsement of any political or partisan views. While maintaining impartiality on specific issues, 杏吧原创 remains actively engaged in defending academic freedom, human rights, and a safe, inclusive intellectual climate.

The policy clarifies that impartiality is not neutrality, university leadership and employees are expected to uphold core institutional values, including equity, inclusion, respect, and mutual care, as articulated in 杏吧原创鈥檚 strategic documents and the 杏吧原创 University Act. It applies to all official institutional communications and to all members of leadership and staff when acting in their official capacity, ensuring that public statements reflect the university鈥檚 mission while preserving space for free inquiry and expression.

2. Enterprise Risk Management Policy
杏吧原创 University鈥檚 Enterprise Risk Management strengthens governance, strategic planning, and daily operations by integrating risk awareness into decision-making. This practice supports continuous improvement by aligning institution-wide risk management with 杏吧原创鈥檚 goals and values. A culture of risk awareness -rooted in accountability reinforces 杏吧原创鈥檚 core mission and vision by promoting transparent and timely communication of risk information throughout the university. This policy applies to all Board of Governors members, faculty, staff, students, visitors and contractors.

杏吧原创 has fully revised and restructured its Risk Management Policy and renamed it to 鈥淓nterprise Risk Management Policy and Framework鈥� to reflect a broader institutional approach to identifying and managing risk. The updated policy expands its scope and structure, introducing a more integrated and strategic framework that aligns with the university鈥檚 governance model and institutional objectives.

Key updates include a clearly defined Purpose and Scope, explicitly stating the policy’s application to the Board of Governors, Senior Management, faculty, staff, students, visitors and contractors. The revised policy introduces structured definitions of risk-related terms, such as 鈥淩isk Appetite鈥� and 鈥淚nherent Risk,鈥� providing clarity and consistency across university practices. Also, the language now integrates references to 杏吧原创鈥檚 strategic goals.

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1. Chemical Pesticide Use Policy

The purpose of this policy is to ensure that chemical pesticides such as fungicides, herbicides, and insecticides are used only as solutions of last resort within the broader framework of 杏吧原创 University鈥檚 Integrated Pest Management (IPM) Program and in compliance with all applicable government regulations. Within the IPM program, a hierarchy of administrative, mechanical, biological, and lastly chemical controls is used to control undesirable organisms, plants, insects, or animals to ensure compliance with relevant provincial and federal legislation and to recognize the university鈥檚 commitment to the highest achievable standard of environmental quality.

Changes to the policy include the addition of the new sections, that of 鈥淪cope鈥� and 鈥淩oles and Responsibilities,鈥� to align with the new policy template. Records maintenance requirements were also added to the policy in accordance with the Ontario Pesticides Act.

2. Student Communication Policy

杏吧原创 University is committed to supporting student success by ensuring that departments, faculty, and staff communicate effectively with undergraduate and graduate students. To achieve this, the university employs a range of communication tools including email, websites, portals, the learning management system, calendars, a mobile app, and various digital and social media platforms. However, the widespread use of these tools, particularly email, has led to a high volume of messages reaching students. The Student Communication Policy aims to mitigate this problem and promote best practices in choosing appropriate, consistent, and coordinated communication channels to encourage efficient and effective outreach.

Changes to the policy include updating the communications channels/tools and expanding guidance on mobile app push notifications, updating language and order of content to help with ease of reading the policy, and updating headers and additional sections to align it with the university policy template. The formal Student Communications Advisory Committee has also been replaced with an informal student communication network, housed in Microsoft Teams, to intentionally engage staff and house resources and reminders of best practices.

3. Payments to Individuals and Business Entities Policy

This policy ensures that the university adheres to all statutory requirements governing payments for services rendered and any transactions that may generate taxable income, including those involving non-residents.

It applies to all payments to businesses and individuals, with specific provisions for issuing T4A slips when self-employed individuals or honorarium recipients are paid more than $500 in a calendar year, and for withholding tax and issuing T4A-NR slips when non-residents are compensated for services performed in Canada.

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Research Fund Creation and Amendments Policy

The purpose of this policy is to establish clear and consistent guidelines for the creation and amendment of research funds at 杏吧原创 University. It ensures that externally sponsored and internally restricted research funds are created and modified in accordance with institutional policies, sponsor requirements, and applicable regulations.

Key Changes to the policy include its renaming from 鈥淓xternally Sponsored and Internally Restricted Research Fund Creation and Amendments Policy鈥� to 鈥淩esearch Fund Creation and Amendments Policy鈥� to improve clarity and scope. It also introduces updated documentation requirements for opening research funds and clarifies the academic rank required to hold externally sponsored research funding. New sections on 鈥淪cope鈥� and 鈥淩oles and Responsibilities鈥� have also been added in line with 杏吧原创鈥檚 standardized policy format.

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The Board of Governors met on June 4, 2025, to review and approve of the following policy:

Sexual Violence Policy (Approved by the Board of Governors)

杏吧原创 University鈥檚 Sexual Violence Policy outlines the institution鈥檚 framework for responding to disclosures and reports of sexual violence. The policy aims to foster a safe, inclusive, and respectful learning and working environment. It defines key principles, such as survivor-centered support, confidentiality, procedural fairness, and education and prevention. It also sets out roles and responsibilities for university staff and units involved in the response process as well as it outlines available supports for those affected.

The revised policy introduces a number of clarifications and enhancements to improve accessibility and transparency. Definitions and procedures have been updated to reflect trauma-informed practices. The policy emphasizes that survivors retain agency in deciding whether and how to proceed after disclosing an incident, and that support will be provided regardless of whether a formal complaint is filed. Changes include clearer distinctions between disclosure and reporting, more accessible language, and updated roles within the Office of the Vice-President (Students and Enrollment) and Equity and Inclusive Communities.

The Senior Management Committee met on June 25, 2025, to review and approve of the following four policies:

Advancement Data Policy (Approved by SMC)

The Advancement Data Policy outlines how 杏吧原创 University manages centralized, accurate and secure alumni and donor data. Its purpose is threefold: to ensure the integrity and proper handling of personal information; to mitigate the inefficiencies of decentralized data custodianship; and to provide consistent and accurate information in a timely manner for approved university activities led by University Advancement.

The policy underwent a few minor editorial and language changes aimed at improving clarity and consistency.

Gift Acceptance Policy (Approved by SMC)

The Gift Acceptance Policy outlines the principles and procedures 杏吧原创 University follows when evaluating and accepting philanthropic gifts, ensuring they align with its mission, uphold academic integrity, and meet legal and ethical standards. It defines roles and responsibilities across University Advancement and senior leadership to support transparency, stewardship and institutional autonomy.

Key updates include the consistent addition of 鈥淒ean or equivalent鈥� in decision-making and the inclusion of the 鈥渁ppropriate Vice-President鈥� to broaden executive oversight thus replacing the previous limitation to just the Provost and Vice-President (Academic). Language was also revised to strengthen protections for anonymous donors.

Project Hero (Approved by SMC)

The Project Hero Policy underscores 杏吧原创 University鈥檚 commitment to supporting the children of Canadian Forces members who have lost their lives in active military service. Through this policy, eligible students are provided with financial assistance, including tuition waivers, to facilitate access to  post-secondary education. The initiative reflects the university鈥檚 respect for military families and its dedication to honouring their sacrifices through meaningful support.

The revised policy maintains its original purpose and scope, with no substantive changes. Minor edits were made to update terminology and job titles, ensuring consistency with current institutional language and administrative designations used across the university.

Internal Charges for Goods & Services Policy (Approved by SMC)

The Internal Charges for Goods & Services Policy outlines the principles governing how 杏吧原创 University charges for certain internal goods and services. The policy ensures internal charges are based on direct costs plus a reasonable overhead, with no profit, and must be approved annually by SMC. It aims to manage consumption and fairly compensate service providers.

The revised policy introduces a number of updates across service areas. Information Technology Services (ITS) removed outdated services, Facilities Management and Planning (FMP) adjusted labour rates in line with negotiated salaries, added a 10% markup on materials, and introduced a late booking fee, Teaching and Learning Services (TLS) made similar labour rate updates and narrowed its internal offerings to high-impact events, Campus Safety Services (CSS) added fees for vehicle and ATV support, Scheduling and Examination Services (SES) increased hourly proctoring rates by 15.7% and introduced new charges for consumables like scantrons and booklets, Conference Services did not implement any changes to its fee structure.

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The Board of Governors met on April 29, 2025, to review and approve of the following policies:

Capital Planning Policy

The purpose of this Capital Planning Policy is to establish a comprehensive framework for the development and maintenance of 杏吧原创 University’s property. It outlines the processes, principles, and requirements for planning, approving, and implementing capital projects and infrastructure renewal programs. The policy aims to ensure excellence in campus planning and design, promote responsible use of resources, and align physical development with the university’s academic mission and strategic goals.

The 2025 revision of the Capital Planning Policy strengthens the Board of Governors鈥� oversight role by formalizing a five-step approval and reporting structure for all major projects. The updated process now requires formal documentation at each milestone: the Capital Proposal Form, Project Planning Report, Project Implementation Report, ongoing Project Status Reports, and a final Project Conclusion Report. The policy has been rewritten to reflect best practices in governance, incorporate input from key internal committees, and respond to rising construction costs. It now offers clearer reporting expectations and tighter alignment with financial review and risk management protocols.

Endowment Fund Responsible Investing Policy

The goal of 杏吧原创 University with respect to the Endowment Fund is to provide a steady flow of income in perpetuity to meet expenditure requirements while at the same time increasing the market value of the Fund so that capital, in real terms, is maintained. The prudent and effective management of the Fund as described in this Statement has a direct impact on the achievement of this goal.

The revisions to the policy reflect strengthened commitments to environmental, social, and governance (ESG) priorities and improved transparency in fund management.

Non-Endowed Funds Responsible Investing Policy

The goal of 杏吧原创 University with respect to the Non-Endowed Operating Funds is to generate income to meet budgeted operating revenues while at the same time preserving capital and maintaining liquidity. The prudent and effective management of the Fund as described in this Statement has a direct impact on the achievement of this goal.

The revisions to this policy focus and align with evolving ESG standards, and enhanced investment transparency, as well as underline the University鈥檚 commitment to climate action by formalizing a decarbonization strategy.

Retirement Fund Responsible Investing Policy

This policy aims to support the prudent and effective management of 杏吧原创 University鈥檚 Retirement Fund while upholding the institution鈥檚 fiduciary duty to plan beneficiaries. The policy seeks to deliver strong, risk-adjusted returns over the long term while incorporating environmental, social, and governance (ESG) factors into investment decisions and stewardship practices to promote sustainable value and responsible corporate behaviour.

Key updates to focus on definitions for ESG integration and stewardship and place greater emphasis on long-term sustainability and transparency.

The Senior Management Committee met on April 30, 2025, to review and approve the following policies:

Change of Name Policy

杏吧原创 University has approved an updated version of the Change of Name Policy to support inclusive practices and reduce administrative barriers for students, employees and alumni. The goal of the policy is to allow individuals to be identified by their chosen first name in most university systems and communications while maintaining legal names only where required by law or regulation.

The key updates to this policy focus on highlighting the mechanisms for individuals to use a chosen first name while outlining safeguards that are in place to ensure the integrity of University records.

Vulnerable Sector Screening Policy (Repealed)

The Vulnerable Sector Screening Policy was initially introduced to comply with external requirements and ensure the safety of individuals considered vulnerable within specific university programs.

A review of eligibility requirements and external regulations confirmed that this policy is no longer necessary.

The Vice-Presidents’ Academic and Research Committee (VPARC) met on March 12, 2025, to review and approve of the following policy:

Responsible Conduct of Research Policy

杏吧原创 University鈥檚 Responsible Conduct of Research Policy promotes ethical, transparent, and rigorous research practices across all disciplines. It reinforces the university鈥檚 commitment to academic freedom while ensuring that research involving human participants, animals, hazardous materials, or public funding is conducted with the highest standards of integrity, safety, and accountability. The policy applies to all researchers affiliated with the university and outlines responsibilities around data handling, authorship, compliance, and the use of artificial intelligence tools. It also emphasizes respect for intellectual property and clear authorship attribution in collaborative work.

The key updates to this policy include clarifying definitions, adopting gender-neutral language, and aligning with new compliance requirements, as well as inclusion of enhanced guidelines around generative AI, research security in response to national mandates, and safe research practices in remote or hazardous environments

Senate met on April 25, 2025, to review and approve of the following policy:

Medals Policy (Approved by Senate)

杏吧原创 University鈥檚 Senate Medals Policy outlines the framework for recognizing outstanding academic achievement across undergraduate and graduate programs. The policy ensures that medals are awarded fairly and consistently to top-performing students based on rigorous criteria, supporting the university鈥檚 commitment to academic excellence. This policy provides clarity on eligibility, evaluation procedures, and the role of the Senate Committee on Medals and Prizes in the selection process.

Key updates to the Senate Medals Policy are prompted by the restructuring of the Faculty of Graduate and Postdoctoral Affairs and the suspension of Fall Convocation. Other updates include the removal of the committee鈥檚 terms of reference from the policy for clarity, and the creation of a new Senate Medal category at the master鈥檚 level for research projects to distinguish them from theses. The evaluation criteria for graduate medals now place greater emphasis on research outputs鈥攕uch as publications and conference presentations鈥攚hile Grade Point Average (GPA) has been shifted from a primary to a secondary criterion.

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杏吧原创 University is proud to announce the appointment of Nikita (Nik) Nanos as its 13th Chancellor, effective July 1, 2025.

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The Senior Management Committee met on January 29, 2025, and December 17, 2024, to review and approve of the following policies:

Human Rights Policy

杏吧原创 University approved a revised Human Rights Policy and Procedures as of January 31st. The new Human Rights Policy articulates 杏吧原创鈥檚 commitment to Discrimination and Harassment prevention and response and addresses the Ministry of Colleges鈥� directives on anti-racism and anti-hate. It also serves to affirm the human rights and dignity of every 杏吧原创 community member.

The updated Procedures establish a process for all complaints of harassment and/or discrimination pursuant to the University鈥檚 Human Rights Policy. They also provide a fair and impartial mechanism to assert and respect everyone鈥檚 human rights in accordance with the principles of natural justice and procedural fairness.

Emergency Notification System Policy

The Emergency Notification System (ENS) Policy at 杏吧原创 University outlines the procedures for activating the ENS during emergencies to ensure the safety and well-being of the university community. The system disseminates critical information through various channels, including computer monitors, email, and mobile app notifications, to facilitate rapid response and recovery.

The major change that is reflected in this policy is that responsibility for the ENS has shifted from Campus Safety Services to the Office of Risk Management.

Environmental Health and Safety Policy

杏吧原创 University is committed to fostering a culture of risk awareness, preventing injury and illness, and promoting a safe and healthy workplace and study environment. The university complies with all environmental and occupational health and safety legislation, implement best practices that exceed minimum standards, and continually strengthens its health and safety program. This policy also ensures the university meets and exceeds its legal obligations under the Occupational Health and Safety Act.

Notable updates include broadening the scope of the policy to encompass flexible work arrangements, field activities, and remote work. Managers and supervisors now have clearly defined responsibilities for implementing safe work practices and addressing hazards to reflect alignment with the ISO 45001 standard.

Workplace Harassment Prevention Policy

杏吧原创 University鈥檚 Workplace Harassment Prevention Policy underscores the university鈥檚 dedication to maintaining a respectful and harassment-free work and learning environment. The policy addresses harassment, including sexual harassment, in compliance with the Occupational Health and Safety Act and supports the university鈥檚 broader human rights and equity objectives.

The updated policy expands its scope to include all campus activities, off-campus events, and social media interactions. Procedures for reporting harassment have been clarified, with specific instructions for handling emergencies both on and off campus. The revisions also align the policy with Bill 190 and ISO 45001 standards, further enhancing 杏吧原创鈥檚 framework for workplace health and safety.

Workplace Violence Prevention Policy

The Workplace Violence Prevention Policy at 杏吧原创 University establishes measures to prevent, address, and resolve incidents of violence within the university community. The policy affirms 杏吧原创鈥檚 obligation to provide a safe environment for work and study in compliance with provincial legislation.

Recent updates expand the scope to include contractors, remote work, and fieldwork, ensuring the policy applies to all university-related activities. Reporting procedures have been refined to guide employees on handling emergencies, particularly off-campus. Additionally, definitions of workplace violence and sexual violence have been clarified to enhance understanding and enforcement. These changes strengthen the policy鈥檚 effectiveness in fostering a violence-free environment at 杏吧原创.

Distribution of News and Information Publications Policy (Repealed)

杏吧原创 University has repealed the Distribution of News and Information Publications Policy, which previously governed the distribution of hardcopy publications on campus. The policy is no longer relevant in a predominantly digital age, where most publications have transitioned online. The decision to repeal the policy aligns with the university鈥檚 sustainability goals by reducing the need for physical print distribution. This change also reflects the evolving state of media and communications, ensuring 杏吧原创鈥檚 policies remain modern and applicable to current practices.

VPARC approved policies:

Graduate Supervision Appointments

This policy outlines the criteria for supervising graduate students at 杏吧原创 University, detailing who is eligible, the conditions under which they can supervise and the roles they can assume.

Thesis Examination Policy

This policy outlines the procedures, requirements, and criteria that happen before, during, and after a thesis dissertation defence at both the master鈥檚 and doctoral level applies to all thesis examinations at 杏吧原创 University.

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In accordance with the Appointment Guidelines for the Chancellor the Committee on the Selection of the Chancellor has been established as follows:

Wisdom Tettey, (Chair) President

Suzanne Blanchard, (Senior Admin) Vice-President (Students and Enrolment) and University Registrar

Mat Main, Board of Governors, Alumni Member

Kim Furlong, Board of Governors, Community-at-Large Member

Jim Devoe, Board of Governors, Community-at-Large Member

, Senate, Faculty

, Senate, Faculty

, Senate, Student

If you would like more information on the search process please contact Amanda Goth, University Secretary.

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