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’s 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’s 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’s tuition fee framework.

Updates to the policy include its name change from “Debit Balance” to “Outstanding Balance” 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 “Purpose” section, a reference to the Ministry of Colleges, Universities, Research Excellence, and Security’s 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 “Procedure” section:

1. Indicates that fees are charged to the student account upon registration, whereas previously the policy stated fees are “due and payable” 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 “Roles and Responsibilities” section to the “Procedure” 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 “Policy Exceptions” 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

�Ӱ�ԭ�� 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

 �Ӱ�ԭ�� 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

�Ӱ�ԭ�� 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—including misappropriation of assets, falsified financial documents, bribery, contract mismanagement and inappropriate use of university credit cards—and 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 “to the extent possible” 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 “Employee” and “Individual” 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 “Whistleblowing” to the title emphasizes the policy’s 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 �Ӱ�ԭ�� 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’s 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

�Ӱ�ԭ�� University’s Workplace Harassment Prevention Policy underscores the university’s 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’s broader human rights and equity objectives.

8. Workplace Violence Prevention Policy

The Workplace Violence Prevention Policy at �Ӱ�ԭ�� University establishes measures to prevent, address, and resolve incidents of violence within the university community. The policy affirms �Ӱ�ԭ��’s 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

�Ӱ�ԭ�� University’s Guideline on Impairment at Work outlines the university’s 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
�Ӱ�ԭ�� University has introduced an Institutional Impartiality Policy that reaffirms the university’s 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, �Ӱ�ԭ�� 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 �Ӱ�ԭ��’s strategic documents and the �Ӱ�ԭ�� 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’s mission while preserving space for free inquiry and expression.

2. Enterprise Risk Management Policy
�Ӱ�ԭ�� University’s 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 �Ӱ�ԭ��’s goals and values. A culture of risk awareness -rooted in accountability reinforces �Ӱ�ԭ��’s 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.

�Ӱ�ԭ�� has fully revised and restructured its Risk Management Policy and renamed it to “Enterprise Risk Management Policy and Framework” 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’s 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 “Risk Appetite” and “Inherent Risk,” providing clarity and consistency across university practices. Also, the language now integrates references to �Ӱ�ԭ��’s strategic goals.

The post University Policies Update: December 2025 appeared first on University Governance Secretariat.

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 �Ӱ�ԭ�� University’s 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’s commitment to the highest achievable standard of environmental quality.

Changes to the policy include the addition of the new sections, that of “Scope” and “Roles and Responsibilities,” 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

�Ӱ�ԭ�� 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.

The post University Policies Update: October 2025 appeared first on University Governance Secretariat.

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 �Ӱ�ԭ�� 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 “Externally Sponsored and Internally Restricted Research Fund Creation and Amendments Policy” to “Research Fund Creation and Amendments Policy” 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 “Scope” and “Roles and Responsibilities” have also been added in line with �Ӱ�ԭ��’s standardized policy format.

The post University Policies Update: September 2025 appeared first on University Governance Secretariat.

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)

�Ӱ�ԭ�� University’s Sexual Violence Policy outlines the institution’s 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 �Ӱ�ԭ�� 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 �Ӱ�ԭ�� 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 “Dean or equivalent” in decision-making and the inclusion of the “appropriate Vice-President” 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 �Ӱ�ԭ�� University’s 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’s 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 �Ӱ�ԭ�� 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 �Ӱ�ԭ�� 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’ 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 �Ӱ�ԭ�� 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 �Ӱ�ԭ�� 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’s 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 �Ӱ�ԭ�� University’s Retirement Fund while upholding the institution’s 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

�Ӱ�ԭ�� 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

�Ӱ�ԭ�� University’s Responsible Conduct of Research Policy promotes ethical, transparent, and rigorous research practices across all disciplines. It reinforces the university’s 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)

�Ӱ�ԭ�� University’s 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’s 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’s terms of reference from the policy for clarity, and the creation of a new Senate Medal category at the master’s level for research projects to distinguish them from theses. The evaluation criteria for graduate medals now place greater emphasis on research outputs—such as publications and conference presentations—while Grade Point Average (GPA) has been shifted from a primary to a secondary criterion.

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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

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

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

Emergency Notification System Policy

The Emergency Notification System (ENS) Policy at �Ӱ�ԭ�� 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

�Ӱ�ԭ�� 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

�Ӱ�ԭ�� University’s Workplace Harassment Prevention Policy underscores the university’s 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’s 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 �Ӱ�ԭ��’s framework for workplace health and safety.

Workplace Violence Prevention Policy

The Workplace Violence Prevention Policy at �Ӱ�ԭ�� University establishes measures to prevent, address, and resolve incidents of violence within the university community. The policy affirms �Ӱ�ԭ��’s 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’s effectiveness in fostering a violence-free environment at �Ӱ�ԭ��.

Distribution of News and Information Publications Policy (Repealed)

�Ӱ�ԭ�� 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’s sustainability goals by reducing the need for physical print distribution. This change also reflects the evolving state of media and communications, ensuring �Ӱ�ԭ��’s policies remain modern and applicable to current practices.

VPARC approved policies:

Graduate Supervision Appointments

This policy outlines the criteria for supervising graduate students at �Ӱ�ԭ�� 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’s and doctoral level applies to all thesis examinations at �Ӱ�ԭ�� University.

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The Senior Management Committee met on October 30, 2024, to review and approve of the following policies:

Student Mental Health Policy (New)

As a community, �Ӱ�ԭ�� University is committed to promoting positive student mental health and well-being with the recognition of the complex and varying needs of our student body. �Ӱ�ԭ�� University’s commitment to promote a safe, supportive and healthy campus and to provide supports to students in relation to mental health and wellness. The purpose of this Policy is to describe and outline information on the programs, policies, services and supports available to �Ӱ�ԭ�� University students.

As a complement to the Student Mental Health Framework, the Policy aligns with legislated requirements under Bill 166, the Strengthening Accountability and Student Supports Act, 2024 and the directives issued thereunder.

Personal Health Information Processing Policy (PHIP)

The purpose of this Policy is to ensure that Personal Health Information (PHI) in the University’s custody or control is collected, used and disclosed in accordance with the relevant legislation. �Ӱ�ԭ�� is committed to protecting the privacy, confidentiality and security of all PHI that has been entrusted to us. �Ӱ�ԭ�� provides this protection, in part, by complying with Ontario’s Personal Health Information Protection Act (PHIPA), enacted on November 1, 2004. PHIPA establishes rules concerning the collection, use and disclosure of PHI.

All changes made are either minor wording changes or bringing the policy inline with current practice.

Anti-Spam Compliance Policy

�Ӱ�ԭ�� University has implemented a policy to ensure compliance with Canada’s Anti-Spam Legislation (CASL), which took effect on July 1, 2014. The policy outlines the obligations for faculty, staff, students, visiting scholars, and authorized third-party agents regarding the sending of commercial electronic messages (CEMs). CASL prohibits sending CEMs without consent, requires specific information and an unsubscribe option, and bans fraudulent data collection and unauthorized access. While most university communications are not considered CEMs, this policy applies to all parties involved in sending messages that promote commercial activity or manipulate data and ensures that �Ӱ�ԭ�� University is compliant with CASL.

All changes made are either minor wording changes or bringing the policy in line with current practice.

Campus Parking and Traffic Policy

�Ӱ�ԭ�� University has established a parking policy to effectively address the needs of students, staff, and visitors on campus. The policy aims to create fair and reasonable regulations for parking and traffic, ensuring the safe movement of pedestrians and vehicles. As a private property, the university is responsible for enforcing its Parking and Traffic Regulations consistently. This policy applies to all members of the �Ӱ�ԭ�� community, including students, faculty, staff, and visitors.

There are no major changes to the current policy. Revisions include updates to contact and links to related supporting policies.

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During the two most recent meetings of the Vice-Presidents’ Academic and Research Committee, two Indigenous identity verification policies were approved that will address the circumstances of individuals who apply to Indigenous-specific positions for faculty and staff, as well as awards and reserved academic program seats for students. Both policies were developed over multiple years in a consultative process to ensure accountability, accessibility and inclusivity. The verification and assessment processes will maintain the integrity of �Ӱ�ԭ��’s hiring practices and strengthen community connections, contribute to the well-being and safety of all Indigenous faculty, staff and students and increase collective knowledge on the problematic issue of Indigenous identity appropriation in academia. 

Hiring Policy for Positions Limited to Indigenous Candidates (new) 

The purpose of the Hiring Policy for Positions Limited to Indigenous (First Nation, Inuit and Métis) Candidates is to verify the Indigenous identity of applicants who apply for employment opportunities at �Ӱ�ԭ�� that are specifically reserved for Indigenous candidates. This policy was jointly approved by the Senior Management Committee.  

This policy applies to the hiring of faculty, contract instructors, and professional staff for roles designated for Indigenous candidates. It aims to support �Ӱ�ԭ��’s commitment to diversity, in accordance with the Ontario Human Rights Code, and to address the need for a formal verification process in these hiring practices. 

Admissions and Awards Limited to Indigenous (First Nation, Métis and Inuit) Candidates Policy (new) 

The purpose of the Admissions and Awards Limited to Indigenous (First Nation, Métis and Inuit) Candidates Policy is to verify the Indigenous identity of student applicants who apply to academic program seats or awards, grants, bursaries and scholarships that are specifically reserved for Indigenous candidates. The policy ensures that the selection process is fair and upholds the integrity of �Ӱ�ԭ��’s commitment to Indigenous education, in line with the university’s Kinàmàgawin Strategy and the Truth and Reconciliation Commission’s calls to action. 

The Senior Management Committee met on September 25, 2024, to review and approve of the following policies: 

Supplier Code of Conduct Policy (new) 

The Supplier Code of Conduct Policy outlines the ethical, environmental, and social responsibility standards for all suppliers providing goods and services to the university. The policy ensures that suppliers uphold high standards of integrity, sustainability, and ethical behavior throughout their supply chains. 

This new policy replaces the previous Code of Conduct for Apparel Supplies and Trademark Licenses Policy as it significantly broadens its scope from a previous focus on apparel manufacturers to include all suppliers. In response to Bill S-211, it now incorporates provisions to prevent forced and child labor in supply chains. Additional sections have been introduced to address environmental sustainability, ethical labor practices, and animal welfare, reinforcing �Ӱ�ԭ��’s commitment to responsible supplier relationships. This expanded policy focus reflects the university’s commitment to transparency, sustainability, and ethical practices in procurement. 

  eCard Policy, Hazard Reporting Policy  

The eCard Policy at �Ӱ�ԭ�� University provides guidelines for using eCards to make small, on-campus purchases. The policy ensures efficient procurement processes, proper controls, and accurate financial reporting for low-value transactions conducted on campus. 

All changes made are either minor wording changes, or because of the change in the reconciliation process and point of contact bringing the policy in line with current practice.  

Hazard Reporting Policy  

�Ӱ�ԭ�� University’s Hazard Reporting Policy establishes the procedures for identifying, reporting, and addressing workplace hazards to ensure a safe environment for all members of the university community, including staff, students, and contractors. 

The revised policy is now under the responsibility of Office of Risk Management, and it clearly outlines roles and responsibilities, emphasizing the university’s commitment to managing and mitigating workplace risks.  

 Cash/Cash Equivalent Handling Policy  

The Cash/Cash Equivalent Handling Policy governs the management, safeguarding, and recording of cash and other monetary instruments at �Ӱ�ԭ�� University. It aims to prevent the mishandling of funds and ensure accurate financial records. 

The updated policy refines the roles and responsibilities of staff and managers handling cash, emphasizing the importance of record-keeping and reconciliation. New internal controls have been introduced, including surprise cash counts and internal audits to detect and prevent potential fraud. These updates strengthen the safeguards around cash handling and ensure greater accountability across departments. 

 Reservist Leave Policy  

The Reservist Leave Policy provides guidelines for �Ӱ�ԭ�� University employees who are also members of the Canadian Forces and require leave for military service. The policy ensures job protection and guarantees reinstatement upon their return. 

The updated policy reduces the required service time before reservist leave eligibility from six months to two months. It also expands the reasons for leave to include military skills training and the treatment of physical or mental health conditions arising from service. Additionally, the policy guarantees employees will return to the same or a comparable position, reinforcing the university’s support for reservists. 

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The Senior Management Committee met on May 29 and June 26, 2024, to review and approve the following policies:

Web and Digital Content

�Ӱ�ԭ�� University’s Web and Digital Content Policy ensures the creation, publication, and distribution of high-quality, accurate, timely, and accessible digital content. This policy applies to all digital content created by or on behalf of the university, including web content, social media, emails, and multimedia. It aims to protect the university’s integrity and reputation, ensuring compliance with all relevant laws and regulations, including those related to accessibility, anti-spam, privacy, and copyright.

The updated policy mandates that all digital accounts be created using university credentials to maintain security and accountability. It enhances compliance with the latest Web Content Accessibility Guidelines (WCAG) 2.0 to ensure accessibility for all users. Additionally, the policy strengthens copyright and brand guidelines, requiring proper attribution for third-party materials and strict adherence to �Ӱ�ԭ��’s visual identity standards. These changes are aimed at protecting the university’s integrity and reputation while ensuring compliance with legal obligations.

Corporate Records and Archives Policy

The Corporate Records and Archives Policy at �Ӱ�ԭ�� University defines the management of university records to support proper information use for legal, financial, and operational needs while preserving records of historical value. The policy ensures the authenticity, reliability, and integrity of records throughout their lifecycle, promotes efficient record management, and supports compliance with access to information and privacy legislation.

The revised policy clarifies its purpose and scope, adding definitions for common archival and records management terms to ensure consistent application across the university. It expands the roles and responsibilities of heads of units and the Manager of Corporate Records and Archives, emphasizing the need for proper records management and compliance.

Flexible Work Arrangements Policy

The Flexible Work Arrangements Policy provides guidelines for administrative staff at �Ӱ�ԭ�� University to work remotely or outside normal working hours to enhance work-life balance, improve job satisfaction, reduce absenteeism, and increase productivity. The policy applies to all continuing and term administrative employees and outlines the process for requesting, approving, and terminating flexible work arrangements.

Notable additions to the policy specify that employees must work at locations within Ontario that allow for commuting to campus when required. It refines the approval process, detailing the roles and responsibilities of departmental managers and the necessary approvals from relevant chairs and Human Resources. A new termination clause has been added, allowing the university to end flexible work arrangements with a minimum of one month’s written notice.

Administration (Development & Revision) of University Policies

This policy outlines the process for developing, reviewing, revising, restating, and repealing university policies to ensure consistency, clarity, and compliance with legal and governance requirements. The policy applies to all administrative policies of general university application and aims to enhance decision-making, governance, and the reputation of �Ӱ�ԭ�� University.

The most notable update to this policy is that it stipulates a clear process for policy repeal. It clarifies the roles of the University Secretary and General Counsel in policy development and revision and includes basic principles for maintaining university policies. Additionally, the policy introduces templates for policy and briefing notes, ensuring consistency and clarity in policy documentation.

Travel and Related Expenses Policy

The Travel and Related Expenses Policy at �Ӱ�ԭ�� University outlines guidelines for reimbursing travel-related expenses incurred by employees while conducting university business. The policy ensures expenditures are reasonable, necessary, and comply with university procedures.

The university’s updated policy emphasizes that claimants should not lose personal funds due to travel and are not obligated to reimburse unapproved expenditures or late submissions. It clarifies airfare guidelines, allows premium economy or business class for longer flights, and adjusts rail travel reimbursement to higher fares within the Ottawa-Windsor-Quebec City corridor. Accommodation guidelines now include specifics for non-traditional lodgings like Airbnb, and meal reimbursement is standardized at per diem rates. A daily maximum for dependent care costs is introduced, with provisions for pre-approval of higher expenses.

Hospitality and Working Meals Policy

The Hospitality and Working Meals Policy at �Ӱ�ԭ�� University sets conditions for incurring and reimbursing hospitality and working meal expenses that support the university’s educational, research, or service activities.

The policy now allows moderate alcohol consumption, defined as one drink per person per meal, with larger events permitting up to two drinks per person. The expenditure limit requiring prior approval from senior officials has increased from $2,500 to $10,000. Guidelines for what constitutes reasonable expenditures have been established, setting limits at twice the per diem meal rate for hospitality and the per diem rate for working meals. The policy now explicitly permits working meals to be charged to internal research funds, which are typically excluded by external funding agencies. Roles and responsibilities have also been clarified to ensure compliance with the Broader Public Sector Accountability Act (BPSAA).

Internal Charges for Goods and Services Policy

The Internal Changes for Goods and Services Policy provides guidelines for internal billing and transferring funds between �Ӱ�ԭ�� University departments for goods and services provided. The policy aims to ensure accuracy, transparency, and efficiency in financial transactions.

The scope and application of the policy have been clarified to ensure all departments understand their responsibilities regarding internal charges. Billing procedures have been updated, detailing the steps for initiating, processing, and recording transactions. The approval process now includes additional oversight for significant transfers to prevent errors and misuse. Documentation and record-keeping requirements have been improved to ensure accurate records of all transactions for audit purposes, thereby enhancing transparency and efficiency.

Accumulated Annual Leave (New)

The Accumulated Annual Leave Policy at �Ӱ�ԭ�� University outlines the accrual, usage, and carryover of annual leave for employees, ensuring fair and consistent leave management across the university.

This new policy introduces accrual rates that align with best practices, ensuring equitable leave for all employee categories. It sets clear guidelines on the maximum leave carryover annually and encourages employees to use their leave within the year it is earned, promoting better work-life balance. The approval process is simplified.

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