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

 Student Housing Policy (New)

As a community, 杏吧原创 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 杏吧原创 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 杏吧原创 University grounds. 杏吧原创 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 杏吧原创 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鈥檚 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 杏吧原创 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 杏吧原创 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 鈥� 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 杏吧原创 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 鈥� 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 杏吧原创 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 杏吧原创.
• 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 鈥� 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 杏吧原创.
• 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 鈥� 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 杏吧原创 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 鈥� 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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The Senior Management Committee met on November 30, 2022 for review and approval of the following policies:

Card Access to Buildings and Labs Policy

In an effort to reduce incidents of theft and damage to property on campus some academic and administrative buildings, after normal business hours, can only be entered by use of access cards. Designated areas of Residence on campus are controlled by access card at all times – 24 hours per day/7 days per week.

Updates to the existing policy include:

Terms and Conditions

• Additional methods of reporting lost, stolen or damaged Campus Cards.

Athletics

• The Department of Recreation and Athletics may issue cards to residence students and conference guests to designated residence rooms, which are only valid for periods specific to the nature of the request for access.
• Access cards issued by the Department of Recreation and Athletics remain the property of 杏吧原创 University and are not transferable. These cards must be returned to Athletics once memberships expire. Similarly, lost, stolen or damaged cards issued by the Department of Recreation and Athletics must be reported to the department immediately. A fee will be assessed for replacement cards.

Procedure for Departmental Course Administration

• Access to academic buildings, labs, and classrooms can be automated based on class registration. Departmental administrators are responsible for submitting changes for course automation before the 1^st day of each term (Sept 1, Jan 1, May 1), otherwise automation cannot be guaranteed for the upcoming term.

Commercial and Supplemental Revenue-Generating Activities Policy

This policy ensures every commercial and supplemental revenue-generating activity at 杏吧原创 University requires the approval of the Vice-President (Finance and Administration) or designate, following review and recommendation of the Commercial Activity Review Committee (CARC).

Key changes to the updated policy include:

• Clarification on the purpose and scope of 鈥渃ommercial activities鈥� and imbedding alignment with the SIP
• Established definitions and 鈥済uiding principles鈥�
• A designated 鈥渞eview committee鈥� and structure outlining the approval process at a high-level
• Risk and liability evaluation (e.g. reputation, financial)
• Moving policy ownership to the Office of Risk Management

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