1. Alteration, Repair and Maintenance of University Buildings, Infrastructure, Structures and Outdoor Space Policy

The revised policy which establishes a governance framework for the alteration, repair and maintenance of university-owned, leased and managed buildings, infrastructure, structures and outdoor spaces. It promotes a consistent, coordinated and transparent approach to facilities management, supports the protection of university assets, minimizes operational disruption, strengthens risk management, and ensures compliance with applicable legal, health and safety, and procurement requirements. The policy applies to all individuals undertaking or requesting work on university property and to all types of work, regardless of funding source.

The revisions made to the policy are limited in scope and intended to clarify the policy’s rationale, update terminology to include infrastructure and structures, and reinforce a standardized approach to managing alterations, repairs, maintenance, and related work across campus.

2. Internal Charges for Goods and Services Policy
The updated Internal Charges for Goods and Services Policy establishes the principles governing annual approval of internal charges for university goods and services. It requires that charges reflect direct costs and reasonable overhead without generating profit and provides a framework for assessing the purpose, necessity, and appropriateness of proposed charges. The policy applies to approved internal service providers and excludes ancillary operations and transfers of expenditures between university funds.

Key updates to the policy include that for Information Technology Services, no fee increases were approved; this change will reduce internal administrative transactions and will not change the level of service provided.

The SMPC also approved the proposed rates mentioned in the policy, excluding the Facilities Management and Planning rates. The Facilities Management and Planning rates will return to SMPC at a future meeting with additional information regarding the overhead rate and related fee structure.

3. Corporate Records and Archives Policy

The updated Corporate Records and Archives Policy establishes the framework for managing university records throughout their lifecycle to support legal, financial, administrative and operational requirements while preserving records of enduring historical value. It promotes the integrity, accessibility, security, retention and appropriate disposition of university records, supports compliance with access to information and privacy legislation, and applies to all university records created or managed in the course of university business, regardless of format.

Although the policy was not yet due for mandatory review, it was brought forward for revision to support the department’s mandate to strengthen records management compliance. The revisions restore language clarifying responsibility for retention and disposition of university records and clarify that university records and corporate information may only be destroyed or alienated from university control in accordance with the ÐÓ°ÉÔ­´´ University Retention Schedule or with appropriate written approval.

4. Retention and Removal of Course Related Data in ÐÓ°ÉÔ­´´â€™s LMS Policy (Repealed)

SMPC approved the repeal of the Retention and Removal of Course Related Data in ÐÓ°ÉÔ­´´â€™s LMS Policy as the relevant retention requirements are addressed through the ÐÓ°ÉÔ­´´ University Retention Schedule and the Corporate Records and Archives Policy.

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The Senior Management Committee met on November 27, 2024, to review and approve of the following policies:

 Student Housing Policy (New)

As a community, ÐÓ°ÉÔ­´´ University is committed to supporting student housing and recognizes the complex and varying needs of our student body. The purpose of this Policy is to describe our commitment to student housing and the policies, services and supports available to ÐÓ°ÉÔ­´´ University students.

The Policy aligns with legislated requirements under Bill 185, the Cutting Red Tape to Build More Homes Act, 2024 and the directives issued thereunder.

 Alcohol and Cannabis Policy

The Alcohol and Cannabis Policy governs the purchase and use of these substances on ÐÓ°ÉÔ­´´ University grounds. ÐÓ°ÉÔ­´´ University complies with applicable federal, provincial and municipal laws regarding the use of alcohol and cannabis. In recognition of the population served by the University, additional restrictions and safeguards are put in place beyond those established in the law.

The updated policy removes stigmatizing language throughout the policy, clarifies the restrictions regarding the service of alcohol on campus during fall orientation week and clarifies and strengthens the language regarding the advertisement and sponsorship by manufacturers of, or representatives for alcohol or cannabis and related events. The mandatory revision date was also changed from three years to five years in alignment with other university policies.

VPARC Approved Policies

100%-0% Cross-Appointment Policy

The 100%-0% Cross-Appointment Policy facilitates interdisciplinary collaboration at ÐÓ°ÉÔ­´´ University by allowing faculty members to hold secondary appointments (with no formal Full Time Equivalent allocation) in one or more academic units to engage in teaching, research, and administrative activities.

The key changes to the policies include that the latest version of this policy designates the Dean as the final authority for approving and terminating cross-appointments, eliminating the Provost’s role in the approval process. It clarifies that Faculty Affairs will manage updates to faculty profiles in the Banner ERP* system and aligns the policy with the new university policies template, streamlining procedures and responsibilities for consistency and clarity.

ERP: Enterprise Resource Planning

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This is a Call for Nominations for ONE undergraduate student to serve on the Advisory Committee on the President. 

All students at ÐÓ°ÉÔ­´´ are eligible to apply.  However, Senate will be using the following criteria to evaluate candidates:

• Preference will be given to students in a full-time undergraduate program of study at ÐÓ°ÉÔ­´´ University.
• Students must be registered in at least one course in each term of service (Fall 2023 + Winter 2024).
• Preference will be given to students who have completed at least 4.0 credits.

Committee meetings will commence in September 2023 and will finish in June of 2024.  Applicants should ensure that they will be available for meetings during this time period.

Find here more information on the committee and the process.

Note that nominations have closed as of 4:00 pm on Friday August 25, 2023.

Applicants should have received an automatic confirmation email after submitting the form.
Elections, if necessary, will take place during the week of August 28 – 31.
Please contact the Assistant University Secretary, Kathy McKinley, for more information.

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This is a Call for Nominations for ONE graduate student to serve on the Advisory Committee on the President. 

All graduate students currently enrolled at ÐÓ°ÉÔ­´´ are eligible to apply.

Committee meetings will commence in September 2023 and will finish in June of 2024.  Applicants should ensure that they will be available for meetings during this time period.

Find here more information on the committee and the process.

Note that nominations have closed as of 4:00 pm on Friday August 25, 2023.

Applicants should have received an automatic confirmation email after submitting the form.
Elections, if necessary, will take place during the week of August 28 – 31.
Please contact the Assistant University Secretary, Kathy McKinley, for more information.

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This is a Call for Nominations for THREE persons from among faculty members and professional librarians at ÐÓ°ÉÔ­´´ to serve on the Advisory Committee on the President. 

• Nominees must be active, full-time, faculty members in an academic unit of the university or must be professional librarians employed at ÐÓ°ÉÔ­´´.
• Faculty members must be able to commit to attending in-person meetings during the period from September 2023 to June 2024.
• At least one confirmed member must hold the rank of Full Professor.

Committee meetings will commence in September 2023 and will finish in June of 2024.

Find here more information on the committee and the process.

**Nominations are closed as of 4:00 pm, August 25, 2023**

Applicants should have received an automatic confirmation email after submitting the form.
Elections, if necessary, will take place during the week of August 28 – 31.
Please contact the Assistant University Secretary, Kathy McKinley, for more information.

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This is a Call for Nominations for ONE professional librarian and FIVE full-time academic staff members (one from each Faculty) to serve on the Advisory Committee on the Provost and Vice-President Academic.

The Advisory Committee will begin its work in the spring of 2023. The committee work will continue for approximately one year. Committee members will need to be available during this time.

Eligibility:

• Nominees must be active, full-time faculty members in an academic unit of the university at the level of Full Professor, Associate Professor, Assistant Professor or Instructor, or must be professional librarians employed at ÐÓ°ÉÔ­´´.
• Faculty members must not be on leave now or planning a leave before the work of the committee is complete.
• At least two confirmed members must hold the rank of Full Professor.
• Nominees do NOT need to be members of Senate.

Committee meetings will commence in March of 2023.  More information on the committee and process can be found here.

Nomination Form

Note that the deadline to apply is January 23, 2023. Elections, if necessary, will take place in the week of January 30 – February 3, 2023. Please contact the Assistant University Secretary kathy.mckinley@carleton.ca for more information.

* All fields marked with an asterisk are mandatory

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This is a Call for Nominations for one undergraduate student and one graduate student to serve on the Advisory Committee on the Provost and Vice-President Academic.

Student eligibility requirements:

• Students must be actively registered in a full-time program of study at ÐÓ°ÉÔ­´´ University
• Undergraduate students must be registered in at least one course during their period of service (Winter 2023, Fall 2023)
• Undergraduate students must have completed successfully at least 4.0 credits and must be in good academic standing throughout the period of service
• Preference will be given to students with governance and/or advisory committee experience.
• Nominees do NOT need to be members of Senate.

Committee meetings will commence as early as March 1, 2023.

More information on the committee and process can be found here.

Nomination Form

Note that the deadline to apply is January 23, 2023. Applicants should receive an automatic confirmation email after submitting the form. Elections, if necessary, will take place via e-vote during the week of January 30 – February 3, 2023. Please contact the Assistant University Secretary kathy.mckinley@carleton.ca for more information.

* All fields marked with an asterisk are mandatory

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