On-Campus Meeting Protocol

Date Effective: March 1, 2022

Faculty, staff and students are encouraged to include virtual options when possible, to ensure that all participants can attend. In the event that a meeting must take place face-to-face, the following mandatory guidelines on how to conduct face-to-face meetings must be followed to ensure the health and safety of each individual. Please note that in-person teaching is not considered to be a meeting under this protocol. Please review the In-Class Teaching COVID-19 Guidelines.

If any participant is showing any symptoms of illness potentially linked to COVID-19, they are not to come to campus. Please have the individual self-report through the Symptom Reporting Form in cuScreen.

Videoconference or teleconference options remain preferred for large or significant in-person meetings. Departments and units should be cautious in organizing in-person meetings with all or a significant part of their staff attending in-person in order to minimize the risk of absenteeism.

It is recommended that Microsoft Teams be used for any Carleton University management or governance purposes or any uses where confidential, private or sensitive information will be discussed or shared. If external visitors must attend an on-campus meeting, they must be made aware of and comply with all applicable Carleton protocols and policies in advance, including the mask policy, screening, and the mandatory vaccination policy. They must also create a cuScreen account and complete the COVID-19 Screening Self-Assessment in cuScreen prior to arriving on campus.

The recommended safe meeting protocols include:

  • Participants arriving five (5) minutes before.
  • Choosing a space where appropriate physical distancing of two (2) metres is maintained. Minimizing use of personal workspaces for face-to-face meetings, where possible.
  • An online option must be made available to attendees who are not required to be on campus.
  • Ensuring all individuals have completed the COVID-19 Screening Self-Assessment in cuScreen and have checked in to your location using the QR location code.
  • Requiring that masks be worn at all times and cover the nose and mouth as per the University‚Äôs Mask Policy.
  • Wiping down all surfaces before and after use.
  • Ensuring appropriate physical distancing of at least two (2) metres between seats.
  • Staggering the meeting schedule to limit the number of people crossing paths.
  • Please ensure that if you have food or beverages, the appropriate measures are put in place to minimize mask removal.
  • No sharing of personal items.
  • Participants should remain seated as much as possible and limit trips in/out of the meeting space.

Any face-to-face meeting with 20 individuals or more is considered an event. You must submit an Application Form for Campus Activities and Events.

Any safety concerns should be reported to Campus Safety Services at 613-520-3612 or from a campus phone at x3612.

In the case of an emergency, contact Campus Safety Services at 613-520-4444 or from a campus phone at x4444.

Off-Campus Meeting Protocol

Date Effective: March 1, 2022

Faculty, staff and students are encouraged to conduct meetings virtually when possible, to ensure that all participants can attend. However, the University recognizes that there may be instances where face-to-face meetings with individuals external to the Carleton community are essential for work purposes. In these instances, the following mandatory guidelines on how to conduct face-to-face meetings off-campus must be followed to ensure the health and safety of each individual.

  • If you are showing any symptoms of illness, do not attend any meetings in person and do not return to campus. If any participant is showing any symptoms, have them self-report through the Symptom Reporting Form in cuScreen.
  • Please report all cases of illness potentially linked to COVID-19 through the Symptom Reporting Form in cuScreen.
  • All meetings should preferably be held online or through teleconference options. It is recommended that Microsoft Teams be used for any Carleton University management or governance purposes or any uses where confidential, private or sensitive information will be discussed or shared.
  • Be cautious with face-to-face meetings off-campus and limit them to issues that require in-person attendance.
  • Ensure physical distancing measures are implemented including maintaining a two-metre (six feet) distance from each other.
  • Mask use is required for all in-person, indoor meetings where maintaining a two-metre (six feet) distance from each other is not possible or is unpredictable. Mask use may also be mandatory depending on the location of the meeting and applicable By-laws, regulations and public health guidelines.
  • In-person meetings should be held in non-enclosed environments with enough space for physical distancing measures, where possible.
  • An online option must be made available to all attendees.
  • If an off-campus meeting is organized by an individual from Carleton University, the organizer (or meeting leader) must ensure all attendees have completed the COVID-19 Screening Self-Assessment in cuScreen.

If this meeting is being organized by an individual from Carleton University, they must submit an Event Risk Management Form.

Questions concerning these protocols can be sent to returntocampus@carleton.ca.