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PolicyPolicy No.Functional classificationApproving authoritiesDescriptionEstablishment of Endowed and Term Chairs and ProfessorshipsAC1100Academic and StudentsBoard of GovernorsThis policy guides the establishment and designation of Endowed or Term Chairs and Professorships. The purpose of Chairs and Professorships are to advance the university’s academic goals and objectives, to recognize and support faculty members of exceptional academic distinction, and to assist the university in its efforts to attract and/or retain outstanding scholars.Scholarly Integrity Policy (A)AC1105(A)Academic and StudentsBoard of GovernorsScholarly Integrity Policy (B)AC1105(B)Academic and StudentsBoard of GovernorsEducational Services Contract PolicyAC1110Academic and StudentsBoard of GovernorsOff-Campus Graduate ProgramsAC1115Academic and StudentsBoard of GovernorsCalendar SubmissionsAC1120Academic and StudentsSenateThe University Calendar includes information for undergraduate and graduate students about relevant university policies and procedures, academic policies and regulations, university fees, courses and programs of study. The purpose of this policy is to outline requirements for publishing the University Calendar and the approval mechanism for changes to the University Calendar. Student AwardsAC1130Academic and StudentsSenatePolicy for the Establishment of Micro-Certificate, Certificate and Diploma ProgramsAC1135Academic and StudentsSenateThis policy guides the establishment of micro-certificate, certificate and diploma programs at both the undergraduate and graduate level. The purpose of establishing these credentials is to advance the university’s academic goals and objectives, and to address the growing demand across society and within professional and academic sectors for specialized, flexible, and accessible education within particular domains of study, and to complement existing undergraduate, masters and doctoral programming.Title of Emeritus or EmeritaAC1140Academic and StudentsSenatefaculty member librarian tenured retired teaching professorExternal Reviews of Academic UnitsAC1145Academic and StudentsSenateThe purpose of this policy is to: (a) provide regular and systematic reviews of the operation and objectives of academic units; (b) foster continuous improvement of the quality and effectiveness of academic programs, research and creative activity, and community engagement; (c) assess the alignment of the academic unit in supporting the university’s mission; (d) support academic programming so that it is responsive to disciplinary change; and (e) provide internal and external accountability of academic units.Conflicts of Interest in Student-Faculty RelationshipsAC1200Academic and StudentsBoard of GovernorsAcademic Accommodation and Access for Students with DisabilitiesAC1205Academic and StudentsSenateResponding to the Death of a Student Member of the UniversityAC1215Academic and StudentsVP AcademicResolution of Non-Academic Misconduct AllegationsAC1300Academic and StudentsBoard of GovernorsRetention of External Legal Counsel PolicyAD2100AdministrationBoard of GovernorsGuidelines for Participation in International ActivitiesAD2200AdministrationBoard of GovernorsOff-campus Activity Risk Management PolicyAD2210GovernancePresidentThe purpose of the policy is to promote safety and to reduce risks to members of the university community involved in off-campus university activities. The policy recognizes that planning and preparation, including risk assessment, for an off-campus activity should be carried out by the organizer(s), who will have relevant knowledge of the planned activities and travel locations and who will use the Canadian Government risk level definitions and the associated off-campus travel resources posted on the university’s International website.Licensing Program PolicyAD2215AdministrationBoard of GovernorsFlag Display PolicyAD2300AdministrationPresidentMotor Vehicle AD2315AdministrationVP FinanceLiquor PolicyAD2400AdministrationVP FinanceSmoking PolicyAD2405AdministrationVP FinanceBookstore OperationAD2500AdministrationVP AcademicRegalia Services PolicyAD2505AdministrationVP AcademicAudio Visual Services PolicyAD2510AdministrationVP Financeaudio visual services systems ITInstitutional Acquisition and Standardization of Information Technology DevicesAD2515AdministrationVP FinancePrinting, Duplicating, and Photocopier PolicyAD2525AdministrationVP AcademicNaming of Facilities and Physical AssetsBP3100Buildings and PropertiesBoard of GovernorsBuilding and Grounds Usage BP3105Buildings and PropertiesVP FinanceKey and Access Card ControlBP3125Buildings and PropertiesVP FinanceFurnishings, Fittings, Finishes and ArtworkBP3130Buildings and PropertiesVP FinanceUniversity SignageBP3140Buildings and PropertiesVP Financeartwork banner benches board digital facilities management maps notice numbers poster room signs wayfindingPoster, Banner, and Handbill PolicyBP3145Buildings and PropertiesVP AcademicUse of Vehicles and ParkingBP3200Buildings and PropertiesBoard of Governorsappeal bicycle boot car cycling fee fine immobilize lost pedestrian permit restricted stolen suspension ticket traffic violationTraffic and Parking RegulationsBP3205Buildings and PropertiesVP Financeaccessible appeal bicycle bike boot bus car campus citation commercial committee crosswalk cycling cyclist emergency fee fine immobilize live in lost motor motorcycle overnight pedestrian permit refund restricted security stolen suspension temporary ticket tow traffic trailer vehicle violationArt CollectionsBP3310Buildings and PropertiesBoard of GovernorsPolicy on University of Victoria Art MuseumBP3315Buildings and PropertiesBoard of GovernorsBooking of University SpaceBP3440Buildings and PropertiesPresidentStudent Residences PolicyBP3500Buildings and PropertiesVP Academicaccess accommodation admission application cluster consideration conduct deposit dorms dormitories fees first year guarantee food housing international living life priority rates refund rental residence servicesOperation of Family Housing PolicyBP3505Buildings and PropertiesVP AcademicFundraising and Gift AcceptanceER4105External RelationsBoard of GovernorsThe purpose of this policy is to set out the provisions that govern fundraising and gift acceptance activities at the university.Signing AuthorityFM5100Financial ManagementBoard of GovernorsProvides direction to the members of the university through a consistent framework.Purchasing PolicyFM5105Financial ManagementBoard of Governorsagr agreement approval asset bottom c-card competition competitive construction contract contractor customs disposal duties ethical exclusive gift good line notice of intent order procurement purchase quote rfp rfq rft rfx services standing supplier surplus tax triple webreqWorking Capital Investment PolicyFM5200Financial ManagementBoard of Governorsasset bond capital cash credit finance fund liquid mortgage portfolio risk volatilityCapital Expenditures on Physical PlantFM5205Financial ManagementBoard of Governorsapproval building consultant construction contract contractor cost design development facilities finance grounds management plan planning prime program project request for requirement schedule site study tenderResponsible Investment PolicyFM5215Financial ManagementBoard of Governorsactivism divest divestment ethical financial fund governance investing negative positive responsible screening shareholder short term socialLiability InsuranceFM5300Financial ManagementVP Financeclaim damages financial good faith indemnify indemnification injury lawsuit legal liability negligence policy risk settlement sue vehicleIndirect Costs of Research (and Associated Procedures)FM5400Financial ManagementPresidentagreement application approval contract contribution costs external externally fund funds funded funder funding grant rate services tri-councilResearch Funding Management and Financial AccountabilityFM5405Financial ManagementBoard of Governorsaccount agreement commitment grant commitment expenditure fund funder holder over purpose specific sponsorResidence Services - Budget PolicyFM5515Financial ManagementVP AcademicHospitality Expenditure PolicyFM5600Financial ManagementVP Financealcohol awards benefactor benefit claim cost department donor drinks employee event expense external faculty food function funds gift guest long meals meeting party prospective receipt reimburse reimbursement retirement service social staff stakeholder student taxable taxes tips visitor workTravel and Business ExpensesFM5610GovernanceVP FinanceThe purpose of this policy is to ensure that university-related travel and business expenditures are managed in a consistent and cost-effective manner that supports the university’s mission.Policy on University Policies and Procedures (and Associated Procedures)GV0100GovernanceBoard of GovernorsHuman Rights, Equity and FairnessGV0200GovernanceBoard of GovernorsDiscrimination and Harassment Policy (and Associated Procedures)GV0205GovernanceBoard of GovernorsConflict of Interest and ConfidentialityGV0210GovernanceBoard of GovernorsIntellectual PropertyGV0215GovernanceBoard of GovernorsIntellectual property IP copyright trademark trade mark invention patent royaltiesInternal Audit PolicyGV0220GovernanceBoard of GovernorsEnterprise Risk Management PolicyGV0225GovernanceBoard of GovernorsAuditor Independence: Retention of External Auditors for Audit, Tax and Other Non-Audit ServicesGV0230GovernanceBoard of GovernorsProtection of Privacy (and Associated Procedures)GV0235GovernanceBoard of GovernorsFuture Employment Restrictions: Senior Management EmployeesGV0240GovernanceBoard of GovernorsSexualized Violence Prevention and Response PolicyGV0245GovernanceBoard of GovernorsAppointment of the ChancellorGV0295GovernanceBoard of GovernorsSearch, Appointment, and Re-appointment of the President and Vice-ChancellorGV0300GovernanceBoard of GovernorsAppointment of the Vice-President Academic and ProvostGV0305GovernanceBoard of GovernorsAppointment of the Vice-President Research and InnovationGV0310GovernanceBoard of GovernorsAppointment of the Vice-President Finance and OperationsGV0315GovernanceBoard of GovernorsAppointment of the Vice-President External RelationsGV0320GovernanceBoard of GovernorsAppointment of the University Secretary (Registrar)GV0325GovernanceBoard of GovernorsAppointment of Non-Academic Associate Vice-PresidentsGV0345GovernanceBoard of GovernorsProcedures for the Appointment and Re-appointment of the Deputy Provost and Academic Associate Vice-PresidentsGV0350GovernanceBoard of GovernorsThese procedures apply to the appointment and reappointment of the Deputy Provost and Academic Associate Vice-Presidents. Deputy Provost and Academic Associate Vice-President positions are ones which require an academic appointment and academic leadership experience. Academic Associate Vice-Presidents include the Associate Vice-President Academic Programs and the Associate Vice-President Research. Procedures for the Selection of the RegistrarGV0400GovernanceBoard of GovernorsAppointment and Re-Appointment of the University LibrarianGV0410GovernanceBoard of GovernorsAppointment and Re-Appointment of DeansGV0450GovernanceBoard of GovernorsProcedures for the Appointment and Review of a Head of the Division of Medical SciencesGV0500GovernanceBoard of GovernorsAppointment and Review of the Associate Dean of HumanitiesGV0600GovernanceBoard of GovernorsAppointment of the Associate Dean, Faculty of BusinessGV0605GovernanceBoard of GovernorsAppointment of the Associate Dean of Education (Research and Graduate Programs)GV0610GovernanceBoard of GovernorsAppointment of the Associate Dean of Education (Undergraduate)GV0615GovernanceBoard of GovernorsAppointment of the Associate Dean (Research) of EngineeringGV0620GovernanceBoard of GovernorsAppointment of the Associate Dean (Undergraduate Programs) of EngineeringGV0625GovernanceBoard of GovernorsAppointment of the Associate Dean of Fine ArtsGV0630GovernanceBoard of GovernorsAppointment of the Associate Dean of Graduate StudiesGV0635GovernanceBoard of GovernorsAppointment of the Associate Dean of Human and Social DevelopmentGV0640GovernanceBoard of GovernorsAppointment and Review of the Associate Dean of Social SciencesGV0645GovernanceBoard of GovernorsAppointment of the Associate Dean of LawGV0650GovernanceBoard of GovernorsAppointment of an Associate Dean of ScienceGV0655GovernanceBoard of GovernorsDeans of Faculties and Divisions PolicyGV0660GovernanceBoard of GovernorsAppointment and Re-Appointment of the Associate Dean Academic Advising (Faculties of Science, Social Sciences and Humanities) GV0670GovernanceBoard of GovernorsAppointment of Chairs of Departments or DivisionsGV0700GovernanceBoard of GovernorsAppointment and Re-Appointment of Research Centre DirectorsGV0705GovernanceBoard of GovernorsChairs of Departments and Directors of SchoolsGV0710GovernanceBoard of GovernorsDuties and Responsibilities of Directors of Research CentresGV0715GovernanceBoard of GovernorsSustainabilityGV0800GovernanceBoard of Governorsclimate change community environment development government green partnership purchasing resources social strategic frameworkProcedures for the Appointment of Acting Associate Deans IndigenousGV0805GovernanceBoard of GovernorsThe procedures define how the interim appointment of acting Associate Deans Indigenous will be conducted. Acting appointments will be made to ensure the collective agreement and position description mandated tasks are undertaken while the policy for full search procedures for Associate Deans Indigenous is developed and searches can be conducted.Employment EquityHR6100Human ResourcesBoard of GovernorsEquity Policy for Female Faculty MembersHR6105Human ResourcesBoard of GovernorsPreferential or Limited HiringHR6110Human ResourcesPresidentEmployment AccommodationHR6115Human ResourcesBoard of GovernorsConflict of Interest in Employment PracticesHR6200Human ResourcesBoard of GovernorsCasual Employment of Students (and Associated Procedures)HR6300Human ResourcesVP FinanceEmployment Under Externally Funded Grants and ContractsHR6305Human ResourcesBoard of GovernorsPost Doctoral Fellows Policy (and Associated Procedures)HR6310Human ResourcesVP ResearchSpecialist/Instructional AppointmentsHR6315Human ResourcesBoard of GovernorsDetermination of Employment RelationshipHR6325Human ResourcesVP FinanceProfessional Development Expenses and Leave - Management Excluded StaffHR6400Human ResourcesPresidentRelocation Assistance PolicyHR6405Human ResourcesBoard of GovernorsProfessional Development Expenses - Regular Faculty Members and LibrariansHR6410Human ResourcesBoard of GovernorsTravel Allowance for Visiting and Sessional AppointmentsHR6415Human ResourcesBoard of Governorsairfare expenses claim faculty family grant house hunting limited moving staff teaching term relocation removalProfessional Development Expense Policy for PEA StaffHR6420Human ResourcesBoard of GovernorsPolitical LeaveHR6425Human ResourcesBoard of GovernorsTravel and Business Expenses PolicyHR6500Human ResourcesVP FinanceAcceptable Use of Electronic Information ResourcesIM7200Information ManagementVP FinanceCopyright Compliance and Administration PolicyIM7310Information ManagementPresidentDistribution of News and Information Publications on the CampusIM7400Information ManagementVP ExternalLibraries Loan PolicyIM7600Information ManagementSenateRecords Management PolicyIM7700Information ManagementBoard of GovernorsInformation SecurityIM7800Information ManagementBoard of GovernorsResearch PolicyRH8100ResearchBoard of GovernorsResearch Involving HumansRH8105ResearchBoard of GovernorsResearch or Teaching Involving AnimalsRH8110ResearchVP ResearchExternal Research Funding Agreements (and Associated Procedures)RH8200ResearchBoard of GovernorsResearch Grants in Lieu of Salary Policy (and Associated Procedures)RH8205ResearchBoard of GovernorsFinancial Conflicts of Interest in Public Health Service Funded ResearchRH8215ResearchPresidentThe University recognizes that the advancement and dissemination of knowledge that occurs through conducting research must remain free from bias that may result from conflicts of interest including Financial Conflicts of Interest.Establishment, Review, and Closure of Research CentresRH8300ResearchSenateCritical Incident ResponseSS9115Safety and SecurityVP FinancePrevention of Violence in the Workplace PolicySS9120Safety and SecurityVP FinanceResponse to At-Risk BehaviourSS9125Safety and SecurityBoard of GovernorsEnvironmental Health and Safety PolicySS9200Safety and SecurityBoard of GovernorsCommunicable Diseases PolicySS9300Safety and SecurityBoard of Governorsback to top

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