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Policy
Policy No.
Functional classification
Approving authorities
Description
Establishment of Endowed and Term Chairs and Professorships
AC1100Academic 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 Governors
Scholarly Integrity Policy (B)
AC1105(B)Academic and StudentsBoard of Governors
Educational Services Contract Policy
AC1110Academic and StudentsBoard of Governors
Off-Campus Graduate Programs
AC1115Academic and StudentsBoard of Governors
Calendar Submissions
AC1120Academic 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 Awards
AC1130Academic and StudentsSenate
Policy for the Establishment of Micro-Certificate, Certificate and Diploma Programs
AC1135Academic 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 Emerita
AC1140Academic and StudentsSenatefaculty member librarian tenured retired teaching professor
External Reviews of Academic Units
AC1145Academic 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 Relationships
AC1200Academic and StudentsBoard of Governors
Academic Accommodation and Access for Students with Disabilities
AC1205Academic and StudentsSenate
Responding to the Death of a Student Member of the University
AC1215Academic and StudentsVP Academic
Resolution of Non-Academic Misconduct Allegations
AC1300Academic and StudentsBoard of Governors
Retention of External Legal Counsel Policy
AD2100AdministrationBoard of Governors
Guidelines for Participation in International Activities
AD2200AdministrationBoard of Governors
Off-campus Activity Risk Management Policy
AD2210GovernancePresidentThe 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 Policy
AD2215AdministrationBoard of Governors
Flag Display Policy
AD2300AdministrationPresident
Motor Vehicle
AD2315AdministrationVP Finance
Liquor Policy
AD2400AdministrationVP Finance
Smoking Policy
AD2405AdministrationVP Finance
Bookstore Operation
AD2500AdministrationVP Academic
Regalia Services Policy
AD2505AdministrationVP Academic
Audio Visual Services Policy
AD2510AdministrationVP Financeaudio visual services systems IT
Institutional Acquisition and Standardization of Information Technology Devices
AD2515AdministrationVP Finance
Printing, Duplicating, and Photocopier Policy
AD2525AdministrationVP Academic
Naming of Facilities and Physical Assets
BP3100Buildings and PropertiesBoard of Governors
Building and Grounds Usage
BP3105Buildings and PropertiesVP Finance
Key and Access Card Control
BP3125Buildings and PropertiesVP Finance
Furnishings, Fittings, Finishes and Artwork
BP3130Buildings and PropertiesVP Finance
University Signage
BP3140Buildings and PropertiesVP Financeartwork banner benches board digital facilities management maps notice numbers poster room signs wayfinding
Poster, Banner, and Handbill Policy
BP3145Buildings and PropertiesVP Academic
Use of Vehicles and Parking
BP3200Buildings and PropertiesBoard of Governorsappeal bicycle boot car cycling fee fine immobilize lost pedestrian permit restricted stolen suspension ticket traffic violation
Traffic and Parking Regulations
BP3205Buildings 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 violation
Art Collections
BP3310Buildings and PropertiesBoard of Governors
Policy on University of Victoria Art Museum
BP3315Buildings and PropertiesBoard of Governors
Booking of University Space
BP3440Buildings and PropertiesPresident
Student Residences Policy
BP3500Buildings 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 services
Operation of Family Housing Policy
BP3505Buildings and PropertiesVP Academic
Fundraising and Gift Acceptance
ER4105External RelationsBoard of GovernorsThe purpose of this policy is to set out the provisions that govern fundraising and gift acceptance activities at the university.
Signing Authority
FM5100Financial ManagementBoard of GovernorsProvides direction to the members of the university through a consistent framework.
Purchasing Policy
FM5105Financial 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 webreq
Working Capital Investment Policy
FM5200Financial ManagementBoard of Governorsasset bond capital cash credit finance fund liquid mortgage portfolio risk volatility
Capital Expenditures on Physical Plant
FM5205Financial 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 tender
Responsible Investment Policy
FM5215Financial ManagementBoard of Governorsactivism divest divestment ethical financial fund governance investing negative positive responsible screening shareholder short term social
Liability Insurance
FM5300Financial ManagementVP Financeclaim damages financial good faith indemnify indemnification injury lawsuit legal liability negligence policy risk settlement sue vehicle
Indirect Costs of Research (and Associated Procedures)
FM5400Financial ManagementPresidentagreement application approval contract contribution costs external externally fund funds funded funder funding grant rate services tri-council
Research Funding Management and Financial Accountability
FM5405Financial ManagementBoard of Governorsaccount agreement commitment grant commitment expenditure fund funder holder over purpose specific sponsor
Residence Services - Budget Policy
FM5515Financial ManagementVP Academic
Hospitality Expenditure Policy
FM5600Financial 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 work
Travel and Business Expenses
FM5610GovernanceVP 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 Governors
Human Rights, Equity and Fairness
GV0200GovernanceBoard of Governors
Discrimination and Harassment Policy (and Associated Procedures)
GV0205GovernanceBoard of Governors
Conflict of Interest and Confidentiality
GV0210GovernanceBoard of Governors
Intellectual Property
GV0215GovernanceBoard of GovernorsIntellectual property IP copyright trademark trade mark invention patent royalties
Internal Audit Policy
GV0220GovernanceBoard of Governors
Enterprise Risk Management Policy
GV0225GovernanceBoard of Governors
Auditor Independence: Retention of External Auditors for Audit, Tax and Other Non-Audit Services
GV0230GovernanceBoard of Governors
Protection of Privacy (and Associated Procedures)
GV0235GovernanceBoard of Governors
Future Employment Restrictions: Senior Management Employees
GV0240GovernanceBoard of Governors
Sexualized Violence Prevention and Response Policy
GV0245GovernanceBoard of Governors
Appointment of the Chancellor
GV0295GovernanceBoard of Governors
Search, Appointment, and Re-appointment of the President and Vice-Chancellor
GV0300GovernanceBoard of Governors
Appointment of the Vice-President Academic and Provost
GV0305GovernanceBoard of Governors
Appointment of the Vice-President Research and Innovation
GV0310GovernanceBoard of Governors
Appointment of the Vice-President Finance and Operations
GV0315GovernanceBoard of Governors
Appointment of the Vice-President External Relations
GV0320GovernanceBoard of Governors
Appointment of the University Secretary (Registrar)
GV0325GovernanceBoard of Governors
Appointment of Non-Academic Associate Vice-Presidents
GV0345GovernanceBoard of Governors
Procedures for the Appointment and Re-appointment of the Deputy Provost and Academic Associate Vice-Presidents
GV0350GovernanceBoard 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 Registrar
GV0400GovernanceBoard of Governors
Appointment and Re-Appointment of the University Librarian
GV0410GovernanceBoard of Governors
Appointment and Re-Appointment of Deans
GV0450GovernanceBoard of Governors
Procedures for the Appointment and Review of a Head of the Division of Medical Sciences
GV0500GovernanceBoard of Governors
Appointment and Review of the Associate Dean of Humanities
GV0600GovernanceBoard of Governors
Appointment of the Associate Dean, Faculty of Business
GV0605GovernanceBoard of Governors
Appointment of the Associate Dean of Education (Research and Graduate Programs)
GV0610GovernanceBoard of Governors
Appointment of the Associate Dean of Education (Undergraduate)
GV0615GovernanceBoard of Governors
Appointment of the Associate Dean (Research) of Engineering
GV0620GovernanceBoard of Governors
Appointment of the Associate Dean (Undergraduate Programs) of Engineering
GV0625GovernanceBoard of Governors
Appointment of the Associate Dean of Fine Arts
GV0630GovernanceBoard of Governors
Appointment of the Associate Dean of Graduate Studies
GV0635GovernanceBoard of Governors
Appointment of the Associate Dean of Human and Social Development
GV0640GovernanceBoard of Governors
Appointment and Review of the Associate Dean of Social Sciences
GV0645GovernanceBoard of Governors
Appointment of the Associate Dean of Law
GV0650GovernanceBoard of Governors
Appointment of an Associate Dean of Science
GV0655GovernanceBoard of Governors
Deans of Faculties and Divisions Policy
GV0660GovernanceBoard of Governors
Appointment and Re-Appointment of the Associate Dean Academic Advising (Faculties of Science, Social Sciences and Humanities)
GV0670GovernanceBoard of Governors
Appointment of Chairs of Departments or Divisions
GV0700GovernanceBoard of Governors
Appointment and Re-Appointment of Research Centre Directors
GV0705GovernanceBoard of Governors
Chairs of Departments and Directors of Schools
GV0710GovernanceBoard of Governors
Duties and Responsibilities of Directors of Research Centres
GV0715GovernanceBoard of Governors
Sustainability
GV0800GovernanceBoard of Governorsclimate change community environment development government green partnership purchasing resources social strategic framework
Procedures for the Appointment of Acting Associate Deans Indigenous
GV0805GovernanceBoard 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 Equity
HR6100Human ResourcesBoard of Governors
Equity Policy for Female Faculty Members
HR6105Human ResourcesBoard of Governors
Preferential or Limited Hiring
HR6110Human ResourcesPresident
Employment Accommodation
HR6115Human ResourcesBoard of Governors
Conflict of Interest in Employment Practices
HR6200Human ResourcesBoard of Governors
Casual Employment of Students (and Associated Procedures)
HR6300Human ResourcesVP Finance
Employment Under Externally Funded Grants and Contracts
HR6305Human ResourcesBoard of Governors
Post Doctoral Fellows Policy (and Associated Procedures)
HR6310Human ResourcesVP Research
Specialist/Instructional Appointments
HR6315Human ResourcesBoard of Governors
Determination of Employment Relationship
HR6325Human ResourcesVP Finance
Professional Development Expenses and Leave - Management Excluded Staff
HR6400Human ResourcesPresident
Relocation Assistance Policy
HR6405Human ResourcesBoard of Governors
Professional Development Expenses - Regular Faculty Members and Librarians
HR6410Human ResourcesBoard of Governors
Travel Allowance for Visiting and Sessional Appointments
HR6415Human ResourcesBoard of Governorsairfare expenses claim faculty family grant house hunting limited moving staff teaching term relocation removal
Professional Development Expense Policy for PEA Staff
HR6420Human ResourcesBoard of Governors
Political Leave
HR6425Human ResourcesBoard of Governors
Travel and Business Expenses Policy
HR6500Human ResourcesVP Finance
Acceptable Use of Electronic Information Resources
IM7200Information ManagementVP Finance
Copyright Compliance and Administration Policy
IM7310Information ManagementPresident
Distribution of News and Information Publications on the Campus
IM7400Information ManagementVP External
Libraries Loan Policy
IM7600Information ManagementSenate
Records Management Policy
IM7700Information ManagementBoard of Governors
Information Security
IM7800Information ManagementBoard of Governors
Research Policy
RH8100ResearchBoard of Governors
Research Involving Humans
RH8105ResearchBoard of Governors
Research or Teaching Involving Animals
RH8110ResearchVP Research
External Research Funding Agreements (and Associated Procedures)
RH8200ResearchBoard of Governors
Research Grants in Lieu of Salary Policy (and Associated Procedures)
RH8205ResearchBoard of Governors
Financial Conflicts of Interest in Public Health Service Funded Research
RH8215ResearchPresidentThe 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 Centres
RH8300ResearchSenate
Critical Incident Response
SS9115Safety and SecurityVP Finance
Prevention of Violence in the Workplace Policy
SS9120Safety and SecurityVP Finance
Response to At-Risk Behaviour
SS9125Safety and SecurityBoard of Governors
Environmental Health and Safety Policy
SS9200Safety and SecurityBoard of Governors
Communicable Diseases Policy
SS9300Safety and SecurityBoard of Governors
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