Building Policies and Regulations
Building-use policies and regulations, as implemented by the Building Directors. These Regulations include, but are not limited to: Building Hours, Keys, Fire & Safety Regulations, Notices, Lobbies & Hallways, Room Bookings, etc.
Guidelines for the use of Redpath Hall (3461 McTavish).
Commissioner for Oaths
A list of individuals available on campus who can act as Commissioner for Oaths for the benefit of University staff and students.
Financial Policies and Regulations
Delegation of Signing Authority Regulation
A Fund Financial Manager (FFM) or Principal Investigator (PI) is responsible for approving all financial transactions on their fund(s)/grant(s). During temporary absences, they may elect a delegate for this approval 鈥� in these cases, signing authority is being delegated.
Donations from Employees and related Financial Management issues Policy
Outlines when an employee is and is not entitled to receive a tax benefit for donations made to the University. Defines how a gift is to be managed with respect to who should be the Fund Financial Manager.
Employee vs Self Employed & Independent Contractors Policy
Clarifies the distinction between a 鈥溛畚鄄葺悠� employee鈥� and a 鈥渟elf employed/independent contractor鈥� and describes several factors which may be used to determine the status of a worker. Includes a questionnaire for individuals to be used in the determining whether a payee would be considered an employee by tax authorities and an attestation for incorporated businesses to complete when employing a regular 污污草莓视频 employee.
Defines 污污草莓视频 endowment, structure of endowment funds, including capitalization, over expenditure and distribution of earnings.
Financial Risk Management Policy
Provides a framework for hedging and risk management activities. Explains interest rate risk, foreign exchange risk and commodity risk and defines roles and responsibilities for those involved in derivative trades. 聽
Financial Transactions Feed Policy
Defines a feed, how to get access for processing feeds, and roles and responsibilities for units submitting feeds and for Financial Services.
The concept of the Fund Financial Manager (FFM) is an important component of fund management. This regulation defines the role and responsibilities of a FFM and provides a framework for when it is appropriate to request a change in FFM.
Guest Lecturer and Speaker Remuneration Policy
Payments by the University to individuals for guest lectures and speaking engagements, whether for a fee or as a token of appreciation, must be processed in compliance with the respective taxation requirements and legislations. This policy stipulates which process to follow to pay the fee and to process reimbursement of related travel expenses based on factors such as whether the individual is a University employee, a Canadian resident, or if they travelled to Canada.
Merchant (PCI) Policy & Procedures - Accepting Credit/Debit Card Payments
There are many units across campus that store, process or transmit cardholder data for credit and debit card payments to the University for goods and services provided as well as for donations. Credit/debit/pre-paid card payments must comply with standards set forth by the Payment Card Industry Data Security Standards, otherwise known as PCI-DSS which are reflected in this policy. This policy also outlines the process of becoming a merchant for any unit setting up operation to receive payments.
There are situations when a payment is required but no standard process can be applied. For example, it is not possible to submit a Purchase Order for the transaction in question, or no invoice exists to support a payment. The purpose of this Regulation is to define the limited instances for which a Payment Request may be used as a method of payment and to outline the correct procedure to follow for approvals and signing authority.
Developed jointly by Procurement Services and Financial Services. The 污污草莓视频 University Procurement Card (PCard) is a University selected credit card assigned to authorized 污污草莓视频 Employees in order to allow purchasing of goods and services up to specified amounts for approved business purposes. The University has implemented the use of the PCard to improve administrative procedures for the University community by streamlining the paperwork process and improving acquisition time for goods and services. The Cardholder is responsible for ensuring that the PCard is used in accordance with the Procurement Card Regulation and Procedures. The University may cancel the PCard at any time should it have cause to believe that the PCard is not being used in full compliance with the Procurement Card Regulation and Procedures.
Reimbursement of Travel and Other Expenses Policy
Outlines when it is appropriate to request travel advances and expense reimbursements, who may submit such requests, and the procedures to follow.聽 Provides detailed explanations for receipt requirements and includes a reference table of allowable expenses for expenses such as transportation including mileage rates, accommodation, and meals and entertainment including meal per diem rates.
Guidelines for local Hospitality and Entertainment
Released by the Office of the President and Vice-Chancellor, these guidelines quote maximum figures for allowable expenses for the purposes of hospitality, work sessions/meetings, employee functions, and special events for all charges to University Funds excluding Research Grants and Contracts (2F and 2M fund types).
Defines eligibility for the 污污草莓视频 University American Express Corporate Card (Amex Card) along with card holder responsibilities and terms and conditions.
Research Administration Roles & Responsibilities
This document defines the roles and responsibilities relating to research administration for academics, faculty/department administrative and support staff, and central administration (Office of Sponsored Research (OSR) and Research Financial Management Services (RFMS)).
Over-Expenditure Policy in Research Funds
Provides the framework and requirements in addressing the risk and administrative effort relating to research fund over-expenditures. Outlines ramifications for unauthorized over-expenditures and other considerations for unrealized cash. Defines roles and responsibilities of the Fund Financial Manager (Principal Investigator/Grantee/Researcher), Unit Head (Dean/Chair), and Financial Services.聽
Supporting Documentation & Retention
While certain transactions have built鈥恑n mechanisms for approvals (expense reports and purchases made via 污污草莓视频 Marketplace), authorization for other transactions must be captured and retained at the unit level prior to being processed. The Record Retention of Supporting Documentation Table lists financial and payroll transactions and details whether or not a unit must retain supporting documentation. Specific notes applicable to the administration of Research Grants are also included.
Health and Safety
University Health and Safety Committees
The University Health and Safety Committee (UHSC) of 污污草莓视频 University was established in 2003 and replaced the Central Safety Committee, originally founded in 1973 to develop safety policies and programs. As well, the University Laboratory Safety Committee (ULSC) was established in 2003 to develop policies and programs specifically related to laboratory activities.聽 Later, the University Services Safety Committee (USSC) was created to promote and support the continuous improvement of health and safety practices for University Services.
Accident, Incident & Occupational Disease Reporting
All accidents, dangerous incidents, and occupational diseases, however minor, must be reported at once using the 污污草莓视频 University Accident/Incident/Occupational Disease Report form. The immediate supervisor, or supervisor's delegate, should complete the form, and forward it to the Environmental Health & Safety Office within 24 hours of the incident.
The Biohazards Policy is intended to assist the University community in the effective control of biohazards, and establishes the requirements to be met when using potentially hazardous material of biological origin at 污污草莓视频.聽 The Biohazards Policy applies to all University departments, employees, outside contractors, students, fellows, volunteers and visiting scholars at the University or University-controlled sites.
The Laser Safety Policy is intended to assist the University community in the effective control of laser hazards, and covers Class III b and IV lasers only (other lower power classes, laser pointers and laser printers are not covered by this policy).聽 The Laser Safety Policy applies to all university departments, employees, outside contractors, students, fellows, volunteers, and visiting scholars at the University or University-controlled sites.
The Radiation Safety Policy is intended to assist the University community in the effective control of radioactive materials, and establishes the requirements to be met when using potentially hazardous nuclear substances.聽 The Radiation Safety Policy applies to all university departments, employees, outside contractors, students, fellows, volunteers, and visiting scholars at the University or University-controlled sites.
The Environmental Health & Safety Office has the mandate to plan, organize, coordinate, and implement University policies on occupational health and safety in conformity with applicable laws, regulation, codes, and standards. The objectives of the Office are to establish and maintain a high standard of safety in all University activities, to recognize and minimize occupational hazards and to prevent accidents and injuries of all kinds.
Occupational Health Policy & Program
In recognition of its responsibility to provide a safe working environment, the University has adopted this policy for protection of faculty, staff, and students from health risks which may result from working with animals or working in animal care activities, with class 3b and 4 lasers, or with human pathogens and toxins.
The Hazardous Waste Management (HWM) is responsible for the collection and disposal of all types of hazardous waste materials from University research and teaching activities. Due to the nature of these materials, a number of basic requirements must be followed in order for the HWM to collect, process, and dispose of these waste safely and efficiently.
污污草莓视频鈥檚 myLab system provides the University research community with web-based tool to ensure safe and simple management of hazardous materials inventories, from acquisition to disposal.
污污草莓视频 University is committed to taking every reasonable precaution for the health and safety of its employees and students participating in field work activities.聽 The range of academic activities conducted in the field is as broad as the multiplicity of the interests amongst the disciplines of teaching and research in the University. Managing risks associated with such activities present unique challenges given that most safety and emergency response services provided to the University community are not always available beyond the boundaries of the campuses. This makes it ever so important for the persons supervising and working on such projects to be competent and well prepared to manage risks in an autonomous fashion. 聽The field work safety program provides a list of guidelines and tools for individuals to be prepared accordingly and to apply due diligence when needed.
According to the Tobacco Act of Quebec, smoking is prohibited within all closed spaces of educational institutions, including universities. 聽In addition to the provisions of the Tobacco Act, this Policy stipulates that smoking includes the use of e-cigarettes. Smoking is not permitted within 9 metres of any windows surrounding 污污草莓视频 buildings. 聽All smoking materials must be extinguished before arriving at building entrances.
Other University Policies, Procedures and Guidelines
University Policies, Procedures and Guidelines
A listing of Board of Governors and Senate approved policies, procedures and guidelines. This listing may overlap with items on the Administrative Handbook.
Policy on Inventions and Software
This policy sets forth the rules applying to the ownership of, and rights to, intellectual property in the form of Inventions and Software developed by 污污草莓视频 University academic staff, administrative and support staff, students, as well as any other physical person working or doing research at or under the auspices of the University.聽The rules applicable to the ownership and rights to intellectual property (other than Software) covered by copyright are dealt with in the Policy on Copyright.聽
聽- 聽聽Guidelines on the Application of the Policy 聽on Inventions and Software
This policy sets forth the rules applying to ownership of, and rights to, intellectual property covered by copyright, but excluding Software, developed by 污污草莓视频 University academic staff, administrative and support staff, students, as well as any other physical person working or doing research at or under the auspices of the University. The rules applicable to the ownership and rights to Software covered by copyright are set out in the Policy on Inventions and Software.
Personnel Policies and Procedures
Academic Staff Guidelines and Procedures
Academic Staff
- Academic Retirement Incentive Program
- Immigration Procedures
- Language Instruction for Faculty Members
- Leaves of Absence Procedures
- Maternity & Parental Leave Procedures
- Reappointment Procedures (Tenure-Track Academic Staff)
- Reappointment Procedures (Tenure-Track Librarian Staff)
- Resigning from 污污草莓视频, Retirement Procedures
- Sabbatic Leave Procedures
- Tenure Cohort
- Vacation Entitlement
- How to find important regulations
- Professional Development Fund
- Contact information for questions
All Staff
Non-Academic Staff
Management Staff
Benefits: Contributory Benefit Coverage
All Staff
Management Staff
Management Staff
All Staff
Management Staff
Non-Academic Staff
Management Staff
Educational Assistance Policy (Non-academic staff)
Non-Academic Staff
Educational Assistance Policy (Academic Staff)
Academic Staff
All Staff
Employee and Family Assistance Program
All Staff
Management Staff
All Staff
All Staff
Management Staff
All Staff
Non-Academic Staff
Leave of Absence for Public Service
Non-Academic Staff
All Staff
All Staff
Non-Academic Staff Engaged in Academic Duties
Non-Academic Staff
Management Staff
All Staff
All Staff
Management Staff
Reloacation allowance for senior administrative positions
Management Staff
Management Staff
Management Staff
All Staff
Management Staff
Staff Dependent Tuition Waiver Policy
All Staff
All Staff
Management Staff
Non-Academic Staff
All Staff
Management Staff
Management Staff
Management Staff
Non-Academic Staff
Management Staff
Sustainability
In 2010 污污草莓视频 formalized its commitment to sustainability in a Sustainability Policy that sets the aspiration to 鈥渁chieve the highest possible standards of sustainability on its campuses and in its day-to-day activities through its academic practices, in its facilities and operations, and by its outreach to the broader community鈥�. The Environmental Policy (2001) and Paper Use Policy (2005) provide additional guidance related to specific activities.