Web versions of Carleton University policies are provided for your information and convenience. If there is a discrepancy between the web version and the official policy held by the originating/responsible department, the official policy will prevail. The policies listed here are of general application to the university. For internal policies applicable to specific departments, please consult those departments. Questions can be directed to the University Secretary.

Updates

Friday, May 10, 2024

Policy Update: April 2024

The Senior Management Committee met on April 24 and May 1st, 2024, to review and approve of the following policies: Conference Services Space Booking and Use Policy This policy encompasses detailed guidelines to manage the use and access of the university's spaces to ensure they align with the institution's educational mission and legal... More

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Policies Listings

All policies are still in effect, unless superseded by a new version.

Legend: VPARC = Vice Presidents’ Academic and Research Committee, SMC = Senior Management Committee

Policy Approved Revision Date Functional
Classification Approving Authority Responsibility 100% – 0% Cross Appointment Policy October 2018 October 2023 Academic & Students VPARC Provost & VP Academic Academic Accommodation Appeal Process for Students with Disabilities May 2006 May 2016 Academic & Students Senate VP Students and Enrolment Academic Consideration Policy for Students in Medical or Other Extenuating Circumstances January 2024 January 2029 Academic & Students Senate Senate Academic Governance December 2022 Governance Senate Senate Academic Integrity Policy June 2021 June 2028 Academic & Students Senate VP Students and Enrolment Academic Misconduct, Allegations of September 2018 September 2023 Academic & Students VPARC VP Research and International Academic Staff Hiring at Carleton University January 2020 March 2025 Academic & Students VPARC Provost & VP Academic Acceptable Use of Information Technology and Email November 2023 November 2028 Information Management SMC ITS Access to Information and Privacy September 2019 September 2024 Administration, Information Management SMC Privacy Accessibility for Persons with Disabilities April 2019 April 2024 Equity SMC Equity Services Accommodation for Days of Action May 2021 May 2026 Academic & Students Senate Provost & VP Academic Accommodation for Student Activities Academic & Students Senate Senate Administration (Development and Revision) of University Policies November 2018 November 2023 Administration SMC University Secretariat Administrative Data Collection Access Usage Policy March 2022 March 2025 Administration, Information Management, Safety and Security SMC ITS Administrative Data Collection Access Usage Policy – Data Usage Protocol September 2023 Administration, Information Management, Safety and Security SMC ITS Administrative Leave Entitlement for Academic Management Group October 2021 October 2026 Administration VPARC Provost & VP Academic Adoption of Technology Enhanced Learning Resources May 2019 May 2024 Academic & Students VPARC Teaching and Learning Advancement Data Policy June 2020 June 2025 Administration, Communications/External Relations, Information Management SMC Advancement Advertising Policy January 2022 January 2027 Communications/External Relations SMC University Communications Alcohol and Cannabis Use Policy December 2021 December 2024 Academic & Students, Administration, Buildings and Properties, Human Resources, Safety and Security SMC VP Students and Enrolment Alteration, Repair and Maintenance of University Buildings and Outdoor Space June 2021 June 2026 Buildings and Properties SMC FMP Anti-Spam Compliance September 2019 September 2024 Administration, Information Management SMC Privacy Appointments In-Residence September 2023 September 2028 Academic & Students VPARC Provost & VP Academic Approval and Delegation of Authority September 2020 September 2025 Administration, Financial Management SMC VP Finance and Administration Asbestos Management Policy March 2022 March 2027 Buildings and Properties, Safety and Security SMC Risk Management Bank Accounts, University January 2024 February 2024 Administration, Financial Management SMC Financial Services Bicycles, E-Bikes, Rollerblades, Scooter and Skateboard Policy June 2022 June 2027 Safety and Security SMC Campus Safety Brand Identity Policy January 2022 January 2027 Communications/External Relations SMC University Communications Building Authorities Policy March 2022 March 2027 Buildings and Properties SMC Campus Safety Business Continuity and Resilience Policy March 2023 March 2028 Safety and Security SMC Risk Management Campus Emergency Phones October 2022 September 2027 Safety and Security SMC Campus Safety Campus Parking and Traffic October 2019 October 2024 Buildings and Properties, Safety and Security SMC Campus Safety Capital Debt Policy March 2022 March 2027 Administration, Financial Management Board VP Finance and Administration Capital Planning Policy/Process February 2019 February 2024 Administration, Buildings and Properties, Financial Management SMC FMP Card Access to Building and Labs November 2022 November 2026 Safety and Security SMC Campus Safety Carleton Top5 Policy January 2022 January 2027 Communications/External Relations SMC University Communications Carleton University Research Centres October 2020 June 2022 Academic & Students, Research VPARC VP Research and International Cash/Cash Equivalent Handling October 2019 October 2024 Financial Management SMC VP Finance and Administration Chancellor’s Professors at Carleton University September 2022 September 2027 Academic & Students VPARC Provost & VP Academic Change of Name February 2021 February 2026 Academic & Students, Administration, Human Resources SMC VP Students and Enrolment Chemical Pesticide Use August 2020 August 2025 Buildings and Properties SMC FMP Co-operative Education Option November 2013 November 2018 Academic & Students Senate VP Students and Enrolment Code of Conduct for Apparel Supplies & Trademark Licensees September 2019 September 2024 Communications/External Relations, Financial Management SMC Financial Services Commemorative Naming February 2021 February 2026 Buildings and Properties, Communications/External Relations Board Advancement Commercial and Supplemental Revenue-Generating Activities November 2022 November 2027 Financial Management SMC Risk Management Commercialization of University Intellectual Property November 2022 November 2027 Research VPARC VP Research and International Conference Services Space Booking and Use Policy May 2024 February 2026 Administration, Buildings and Properties SMC Housing & Residence Life Services Conflict of Interest and Commitment February 2016 February 2021 Academic & Students, Human Resources, Research VPARC Provost & VP Academic Conflict of Interest and Commitment – Declaration Form Academic & Students, Administration VPARC Provost & VP Academic Coordinated Timetabling: Principles, Rules & Responsibilities April 2023 April 2027 Academic & Students VPARC VP Students and Enrolment Corporate Records and Archives May 2019 May 2024 Administration, Information Management SMC Corporate Archives Corporate Sponsorship January 2024 January 2029 Communications/External Relations SMC Advancement Cotutelle Policy and Agreement Form June 2017 June 2022 Academic & Students Senate FGPA COVID-19 Mandatory Vaccine Policy (Suspended Until Further Notice) October 2021 August 2022 Safety and Security SMC General Counsel COVID-19 Mask Policy (Suspended Until Further Notice) April 2022 Safety and Security, Students SMC VP Students and Enrolment Data Protection and Risk Management Policy November 2023 November 2028 Information Management SMC ITS Disconnecting from Work Policy May 2022 May 2027 Human Resources SMC VP Finance and Administration Domestic Animals on Campus April 2024 April 2029 Buildings and Properties, Equity, Human Resources SMC Risk Management Domestic Animals on Campus – Guidelines Administration, Buildings and Properties, Equity, Human Resources SMC Risk Management Dual Master’s Degree June 2017 June 2022 Academic & Students Senate FGPA Dual Undergraduate Degree Policy February 2019 February 2024 Academic & Students Senate Provost & VP Academic eCard Policy September 2020 September 2024 Administration, Financial Management SMC Financial Services Electronic Monitoring Policy October 2022 September 2027 Human Resources SMC HR Emergency Management Policy March 2023 March 2028 Safety and Security SMC Risk Management Emergency Notification System November 2019 November 2024 Safety and Security SMC Campus Safety Emeritus September 2021 September 2026 Communications/External Relations, Governance Board University Secretariat Endowment Fund Responsible Investing Policy March 2023 March 2025 Financial Management, Governance Board Board Environmental Health and Safety Guideline December 2023 December 2024 Human Resources, Safety and Security SMC Risk Management Environmental Health and Safety Policy December 2023 December 2024 Human Resources, Safety and Security SMC Risk Management Equipment Inventory Policy January 2023 January 2028 Financial Management SMC Financial Services Evacuation Policy April 2024 April 2029 Buildings and Properties, Safety and Security SMC FMP Externally Sponsored and Internally Restricted Research Fund Creation and Amendments September 2020 September 2025 Financial Management, Research SMC VP Research and International Fair Dealing November 2022 November 2027 Academic & Students, Administration, Research VPARC Library Financial Fraud Prevention and Reporting Policy March 2022 March 2027 Financial Management SMC Financial Services Flag Protocol Policy February 2021 February 2026 Buildings and Properties SMC President & Vice-Chancellor Flexible Work Arrangements Policy July 2023 July 2026 Human Resources SMC HR Food Services Policy April 2023 April 2028 Administration SMC Housing & Residence Life Services Freedom of Speech November 2018 Academic & Students, Governance Senate Provost & VP Academic Fundraising Reporting May 2021 May 2026 Communications/External Relations, Financial Management SMC Advancement Galleria Space Booking Policy February 2021 February 2026 Administration, Buildings and Properties SMC VP Students and Enrolment Gambling Policy June 2023 June 2028 Academic & Students, Administration, Buildings and Properties, Human Resources SMC VP Students and Enrolment Gift Acceptance Policy September 2023 September 2028 Administration, Communications/External Relations, Financial Management SMC Advancement Gifts in Kind Policy March 2022 March 2027 Administration SMC Advancement Gifts, Recognition, & Donations (University Funded) March 2023 March 2028 Administration SMC Financial Services Hazard Reporting September 2019 September 2024 Buildings and Properties, Human Resources, Safety and Security SMC FMP Healthy Workplace January 2021 January 2026 Administration, Human Resources SMC VP Finance and Administration Hiring Policy, Professional Services Staff March 2021 March 2026 Administration, Human Resources SMC VP Finance and Administration Honorary and Affiliated Ranks September 2023 September 2028 Academic & Students VPARC Provost & VP Academic Honorary Degree Policy June 2019 Communications/External Relations Senate Senate Hospitality and Working Meal Expenses January 2019 January 2024 Administration SMC Financial Services Human Rights Policies and Procedures May 2010 Equity Board Equity Services Indirect Costs of Research October 2023 October 2028 Financial Management, Research SMC VP Research and International Indoor Temperature Extremes April 2024 April 2029 Administration, Buildings and Properties SMC Risk Management Indoor Temperature Extremes – Guidelines April 2024 Administration, Buildings and Properties SMC Risk Management Information Technology Procurement Policy November 2023 November 2028 Information Management SMC ITS Internal Charges Policy June 2023 June 2024 Financial Management SMC VP Finance and Administration Internal Fundraising Policy December 2022 December 2027 Administration, Financial Management SMC Advancement Late Academic Program and Course Modifications April 2016 April 2021 Academic & Students, Administration Senate Provost & VP Academic Legal Advice and Charges January 2021 January 2026 Administration SMC General Counsel Medals Policy, Senate August 2021 Academic & Students Senate Senate News and Information Publications, Distribution of September 2019 September 2024 Communications/External Relations SMC Campus Services Nomination Protocol for Senate and its Committees January 2009 Governance Senate Senate Non-Endowed Funds Responsible Investing Policy March 2023 March 2025 Financial Management, Governance Board Board On-Campus Filming Policy October 2022 September 2027 Administration, Financial Management SMC VP Finance and Administration Open Access September 2022 September 2027 Academic & Students, Research VPARC Library Payments to Individuals and Business Entities October 2020 October 2025 Administration, Financial Management SMC Financial Services Personal Health Information Processing (PHIP) September 2019 September 2024 Administration, Information Management SMC Privacy Petty Cash Fund January 2024 January 2029 Administration, Financial Management SMC Financial Services Philanthropic Naming March 2021 March 2026 Buildings and Properties, Communications/External Relations Board Advancement Posthumous Academic Recognition January 2017 Academic & Students Senate Senate Posting Policy January 2022 January 2027 Communications/External Relations SMC University Communications Procurement Card Policy December 2023 December 2028 Financial Management SMC Financial Services Procurement Policy November 2023 November 2028 Financial Management SMC Financial Services Project Hero June 2020 June 2025 Academic & Students SMC VP Students and Enrolment Public Art January 2021 January 2026 Administration, Buildings and Properties SMC CUAG Recognition of Student Organizations November 2020 November 2025 Academic & Students, Administration SMC VP Students and Enrolment Remembrance Day November 2010 Administration Senate Senate Rescission of Degrees October 2009 Academic & Students Senate Senate Reservist Leave September 2019 September 2024 Administration, Human Resources SMC VP Finance and Administration Responsible Conduct of Research March 2019 March 2024 Research VPARC VP Research and International Retention and Removal of Course Related Data in LMS February 2018 February 2023 Academic & Students, Administration VPARC Teaching and Learning Retirement Fund Responsible Investing Policy March 2023 March 2025 Financial Management, Governance Board Board Risk Management Policy April 2023 October 2024 Financial Management SMC VP Finance and Administration Rooftop and Service Area Access January 2024 January 2029 Buildings and Properties SMC FMP Safety Info Alerts Policy May 2023 May 2028 Safety and Security SMC Campus Safety Senior Administrator Emeritus Policy January 2022 January 2027 Administration SMC President & Vice-Chancellor Sexual Violence Policy June 2022 June 2025 Equity, Human Resources Board VP Students and Enrolment Signature Stamps Policy April 2024 April 2029 Administration SMC VP Finance and Administration Signing Authorities Policy November 2023 November 2028 Administration, Financial Management, Research Board VP Finance and Administration Student Accounts with a Debit Balance February 2021 February 2026 Academic & Students, Financial Management SMC Financial Services Student and Visitor Trespass from University Property October 2020 October 2025 Academic & Students, Administration, Safety and Security SMC VP Students and Enrolment Student Communication Policy October 2020 October 2025 Academic & Students, Administration, Communications/External Relations SMC VP Students and Enrolment Student Parental Leave Policy March 2021 March 2026 Administration, Human Resources SMC VP Students and Enrolment Student Rights and Responsibilities December 2020 December 2025 Academic & Students, Administration, Equity SMC VP Students and Enrolment Survey April 2017 April 2022 Administration, Research VPARC OIRP Sustainability Policy April 2024 April 2029 Administration SMC FMP Tobacco Smoking and Cannabis Consumption on Campus September 2023 September 2028 Administration, Buildings and Properties, Safety and Security SMC Risk Management Travel and Related Expenses Policy April 2023 April 2028 Administration SMC Financial Services Tuition Refunds upon a Student’s Death December 2023 December 2028 Academic & Students SMC VP Students and Enrolment Tunnel Carts Policy March 2022 March 2027 Buildings and Properties, Safety and Security SMC Risk Management University Information Technology (IT) Security Policy November 2023 November 2028 Information Management SMC ITS University Operating and Capital Reserves Policy November 2023 June 2028 Administration, Financial Management Board Financial Services Use of External Audit for Non-Audit Services Policy June 2022 June 2027 Administration, Financial Management Board VP Finance and Administration Video Recording Surveillance Policy December 2022 December 2027 Safety and Security SMC Campus Safety Visiting Appointments Policy November 2020 November 2025 Academic & Students, Communications/External Relations VPARC Provost & VP Academic Vulnerable Sector Screening February 2020 February 2025 Administration, Human Resources SMC CUAG Weapons January 2021 January 2026 Safety and Security SMC Campus Safety Web Calendar Submission January 2022 January 2027 Administration, Communications/External Relations SMC University Communications Web Content June 2018 June 2023 Administration, Communications/External Relations, Information Management SMC ITS Workplace Harassment Prevention Policy December 2023 December 2024 Equity, Human Resources SMC FMP Workplace Violence Prevention Policy December 2023 December 2024 Equity, Human Resources, Safety and Security SMC FMP

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