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Finance and Administration

Message from Michel Piché 

Dear Colleagues,

Here we are with another school year getting underway. Seems like the summer months came but quickly went away. When I joined the university sector, I was informed that the summer season was a time to unwind and catch-up. Well, that has not been the case this year, where all F&A folks have been kept busy supporting the university’s transition to online learning and working to keep students, employees, and visitors safe both on and off campus. That, in addition to the annual workload completing the many construction projects underway, year-end administrative tasks, annual reports and, and trying to take some well-earned time off. For your continued efforts, I thank you.

During my time off, my family and I took the opportunity to explore “La Belle Province,” retrace some of the path of our ancestors, and experience Quebec’s culinary delights (beyond the traditional poutine). Talking about our Canadian heritage, I urge you to read the Carleton Strategic Indigenous plan, Kinàmàgawin (Learning Together), that strives to increase understanding of the Indigenous culture and build a bridge from the past to the future. This report is full of valuable insights and actions that will help bring our communities together.

I am also proud of the work of Campus Safety Services (CSS) in building mutual respect and trust between community members and officers through the Engagement and Inclusion Officer Program (EIO). The EIO is working closely with the university’s Department of Equity and Inclusive Communities to foster a culture of respect and equity in which all students, faculty and staff can prosper without fear or discrimination. CSS was honoured to be called upon recently to share its efforts in this area with the Harvard University Police Department.

Wishing you all a productive year, and please take time to take care of yourselves and your family as we work through the lingering effects of the COVID pandemic. Our many Healthy Workplace programs are there to support you.

Sincerely,

Michel


Finance and Administration Division to transition to new Travel and Expense System

As you may be aware, Financial Services has been engaged in implementing a new travel and expense reporting system  (SAP Concur). We are now in the process of launching the system and the Finance and Administration division will be amongst the first to transition to the new tool during the month of September.

Financial Services will be offering online training and additional support materials to assist the Finance and Administration division make the transition to the new system. Information about training and transition schedule will be forthcoming.

Thank you for your co-operation as we move to improve our services to customers by implementing this new system.

Financial Services


Preparing for Residence Move-In Week

The Housing & Residence Life team has been working diligently this summer to prepare our residence buildings for the arrival of students beginning on Sept. 2. While overall occupancy has been reduced with a single student per bedroom and a maximum of two students per shared bathroom, we will still have just over 1,300 students arrive for the fall term.

Our Lanark and Renfrew Houses have been set aside to accommodate any students – living on or off campus – that need to be in quarantine/isolated, and the team has been communicating with incoming students throughout the summer about what to expect when they arrive.  Move-in weekend has been extended to just under a week (from Sept. 2 to Sept. 7) to minimize crowds, and each student will receive a personal care package when they arrive. We were privileged to have Laura Storey discuss what the upcoming year will look like with CTV News – check it out at: https://ottawa.ctvnews.ca/video?clipId=2020747.


Ask Me Campaign is Virtual: Aug. 31 to Sept. 18

The virtual Ask Me Campaign is now live! It’s time to upload your virtual banners and buttons and share your welcome videos. To learn more about Ask Me or to download digital student support documents please visit the Ask Me website.


Carleton’s Mask Policy has been updated

Carleton has updated its Mask Policy to comply with the Mandatory Mask By-law adopted by the City of Ottawa and the recommendations of public health officials.

Using a mask complements, and does not replace, measures recommended by public health officials to prevent the transmission of COVID-19. Working from home, maintaining physical distancing and hand hygiene remain the primary approaches to minimize the risk of virus transmission. All faculty and staff are required to read and familiarize themselves with the policy.

The updated policy requires:

Mask use in Enclosed Public Spaces: As required by the City of Ottawa By-law, wearing a non-medical mask is required by law (with limited exemptions) in all publicly accessible spaces within buildings for all members of the Carleton community and of the public.

Mask use in Non-Public Carleton Workspaces: Within non-publicly accessible Carleton workplaces (which are not subject to the By-Law) individuals present in Carleton workplaces are expected to use masks anytime a 2-metre physical distance cannot be consistently maintained, or when they are in common or shared spaces. Examples of such situations include common areas of offices, hallways, lobbies, elevators and high traffic areas.

Read More →


Employee Discounts

Human Resources is pleased to launch a dedicated employee discounts Intranet page for all employees of Carleton University (staff and faculty).

Vendors include Perkopolis and GoAsAGroup, which offer hundreds of individual discounts, and smaller vendors offering discounts on software, auto and home insurance, wireless plans/phones and CAA membership.


Help maintain physical distance! 

In-person customers at the Bookstore, Campus Card, Mail Services, and Print Shop may join the line virtually, or make an appointment (as applicable). Whether you join the line or make an appointment, we’ll text you when it’s almost your turn!

Ways to join:

  1. Web
  2. Mobile app (Android or iOS)
  3. Text “Carleton Ravens” to 613-209-1178 (appointments not available by text)

Carleton Receives the Emerging Excellence Award from Carbon 613

Carleton University was recognized by Carbon 613, Ottawa’s Sustainable Business Network, for its sustainability efforts at a virtual event held in early August. The Emerging Excellence Award noted Carleton’s carbon emissions reductions, zero waster programs, and the level of high student engagement within its sustainability efforts. Carleton has been a member of Carbon 613 since early 2019.


Virtual Learning and Development opportunities are now open!

Don’t forget to check the Learning and Development and Healthy Workplace websites for details and registration information on timely topics such as Running Effective Online Meetings, Motivating Remote Teams, and Recognizing Stress and Building Resilience.

*Check out the Healthy Workplace September events listing in this newsletter*


Dining Services News

Though Dining Services continued to operate the Oasis over the summer to support the students who remained in residence, all other operations were suspended. With the partial return of a limited number of authorized services on campus, as well as the staff, faculty and students who will be permitted on campus, some locations will be opening in the coming weeks:

  • Richcraft Tim Hortons is now open Monday to Friday, 7 a.m.-3 p.m.
  • The University Centre Food Court will be opening on Sept. 8, 10:30 a.m.-2:30 p.m.
  • The University Centre Starbucks will also be opening on Sept. 8, 8 a.m.-3 p.m.
  • Be on the lookout for our new food truck, called Rodney’s Kitchen, due to open in September.
  • The caf will be opening on Sept. 2 to students with meal plans only. The Oasis will be transitioning to be an alternative location for the caf during the day, and then our normal late-night menu in the evenings (takeout only).

We’ll also be launching a new app called Hey Chef that lets you order your food in advance, skip the line, and get your food faster.  For a more in-depth dive into what’s happening with Dining, you can check out our new, digital 2020 Dining Magazine!


Campus Safety Resumes Engagement and Inclusion Officer (EIO) Program

Campus Safety Services (CSS) resumed its Engagement and Inclusion Officer (EIO) program as of Aug. 15, 2020 for the upcoming academic year. COVID-19 and the closure of campus in March suspended the program but CSS is dedicated to continuing the work through this initiative despite the unusual times we are all facing. The focus of the program will be to build positive relationships with the Carleton campus community and support CSS’s efforts to enhance equity and inclusion practices in its frontline services. The pilot, originally launched in January 2020, is part an institutional Action Plan – CSS Service Excellence and Community Engagement.

The program will be led by Special Constable Devon Reeves. Devon has been a respected member of the CSS staff for 10 years and has held a number of positions within the department. Due to the restrictions of the COVID-19 pandemic, Devon will work remotely and on-campus as required for meetings and events and to address community needs and requests.

More details about the EIO program are here


New Sustainability Plan

Carleton University has finalized its new, five-year Sustainability Plan and it will be presented to the Board of Governors in September. The plan is a result of comprehensive consultation with faculty, staff and students to reflect on areas where the university can make the largest sustainability impact whether that is research, teaching and learning or our own operations. The plan has six key themes; Leadership, Teaching and Learning, Research, Operations, Community Engagement and Collaboration. Sustainability is defined in the plan as an inclusive style to encompass human and ecological growth, social justice, secure livelihoods, wellness and a better world for all generations. The plan also includes tangible and measurable objectives at the campus level that will be reported on.

An area of focus in Carleton’s new Strategic Integrated Plan is ‘Strive for Wellness. Strive for Sustainability.’, highlighting the university’s goal to become a global leader in sustainability.

The Six Themes At a Glance:

LEADERSHIP

  • Zero instances of sustainability and environmental legal non-compliance
  • Ensure that community stakeholders are engaged in reporting and decision-making processes
  • Report annually and publicly on the university’s sustainability impacts and progress

TEACHING AND LEARNING

  • Track the number of courses and programs that enable students to understand and apply sustainability knowledge
  • All students graduating from Carleton to have exposure to sustainability principles through their degree program or wider initiatives

RESEARCH

  • Track the number of research programs and initiatives with links to campus sustainability operations and planning
  • Increase the number of communications on university sustainability research provided to the broader community
  • Track the impact (funding, awards, contracts etc.) of research programs and initiatives as related to sustainability

OPERATIONS

  • Achieve a 50 per cent reduction in Scope 1 and 2 carbon emissions by 2030, 100 per cent by 2050, (based on 2005 baseline)
  • Increase the number of renewable or alternative energy projects on campus
  • Achieve annual energy (electricity and gas) consumption reductions
  • Achieve annual water consumption reduction (intensity)
  • Achieve a zero waste campus (over 90 per cent diversion rate)

COMMUNITY ENGAGEMENT

  • Increase the number of sustainability-themed events on campus to increase awareness
  • Perception: Increase faculty/staff/student level of satisfaction in university sustainability issues
  • Participation: Increase faculty/staff/student level of participation in university sustainability issues

COLLABORATION

  • Report publicly on the sustainability performance of the university on an annual basis
  • Engage with relevant government bodies on sustainability-related initiatives and strategies

Open Space Master Plan - Update

The final touches are being put on Carleton University’s first-ever Open Space Master Plan which will help the university identify and prioritize improvements to the urban environment on campus and support improvements to pedestrian and cycling pathways. Over the last several months, Brook McIlroy, the consultant hired by the university to oversee the process of developing the plan, has done broad consultations with members of the campus community to ensure the plan reflects Carleton’s sustainability vision and goals, as well as supports the areas of focus as outlined in the new Strategic Integrated Plan. The final report is expected to be presented to the Board of Governors in late 2020.


September Healthy Workplace Workshops and Events

Sept. 1-30: Take Your Lunch Challenge (https://carleton.ca/healthy-workplace/take-your-lunch-challenge/)

Sept. 16: Virtual Cooking Class: Gluten-Free Spaghetti & Meatballs (https://carleton.ca/healthy-workplace/cu-events/virtual-cooking-class-gluten-free-spaghetti-meatballs/)

Sept. 17: Quick & Healthy Lunch and Snack Ideas with Amy Longard (https://carleton.ca/healthy-workplace/cu-events/quick-healthy-lunch-and-snack-ideas/)

Sept. 23: Resilience: How to Thrive in the Aftermath of Stressful Experiences with Professor Kim Matheson (https://carleton.ca/healthy-workplace/cu-events/resilience-how-to-thrive-in-the-aftermath-of-stressful-experiences/) – this is part of the Mental Health Speaker Series, find out more here: https://carleton.ca/healthy-workplace/mental-health-speaker-series/

Sept. 24: Saving Strategies: Easy Concept, Difficult Reality (https://carleton.ca/healthy-workplace/cu-events/saving-strategies-easy-concept-difficult-reality/)

Sept. 30: Recognizing Stress & Building Resilience workshop (https://carleton.ca/healthy-workplace/cu-events/recognizing-stress-building-resilience-2-2-2/)

For the full list of upcoming Healthy Workplace workshops and events, please visit: https://carleton.ca/healthy-workplace/workshops-events/

 

Weekly Activities

Wednesdays: Lunchtime Walking Group (https://carleton.ca/healthy-workplace/wonderful-wednesday-walking-group/)

Thursdays: Lunchtime Crafting Group (https://carleton.ca/healthy-workplace/lunchtime-activities/crafting-group/)

Fridays: Meditation Meet-ups (https://carleton.ca/healthy-workplace/meditation-meet-up/)