April 2022
The Senior Management Committee met on March 30, 2022 and the following policies were reviewed and approved:
- Added policy definition, clarifying roles and responsibilities;
- Clarified pre-approval by University Advancement to ensure compliance with charities and tax law is considered and proper receipting is completed;
- Changed purpose section to ensure consistent relations with donors and ensure accurate reporting of gifts in kind;
- Added under Procedure that the gift-in-kind must conform and be consistent with the University’s mission and specifics related to gifts-in-kind donations to Corporate Records and Archives;
- Enhanced language to give effect to the policy statement; and
- Added roles and responsibilities section and added related policies.
- Name Change from “Golf Cars in Tunnels” to “Tunnel Carts Policy”;
- Responsible Department updated to align with Office of Risk Management (ORM) updates under procedures;
- New Roles and Responsibilities section added;
- Updated Procedures including Identification and Maintenance of Carts as well as adding an Operational Rules section; and
- Wording update from driver to Operator.
- Updated Procedure section and steps to be in compliance with Ontario Regulation 278/05;
- Added Roles and Responsibilities sections; and
- Updated names under Contacts to align with ORM updates.
Administrative Data Collection, Access and Usage Policy *NEW
This policy applies to current university faculty, instructor, and staff only and is meant to prevent the unauthorized collection, use or access to confidential and/or sensitive administrative data, including personal information.
Requests to collect, access or use administrative data must seek approval in writing with an appropriate justification and be approved by the data custodian or designate to ensure data confidentiality and security. The coordination of this approval process is the responsibility of the Data Administration Working Group (DAWG).
- Added a compliance section stating that non-compliance of the Policy may result in disciplinary action.
Data and Information Classification and Protection Policy
- Under Roles and Responsibilities, changed “Data Protection Risk Assessment report (DPRAR)” to “Data Protection Risk Assessment (DPRA) report” as the DPRA is the acronym in current functional use; and
- Added a compliance section stating that non-compliance of the Policy may result in disciplinary action.
- Expanded policy definition section to include the Joint Health and Safety Committee’s role;
- Under Procedures, added appointment of a dedicated liaison for communication, establishing Building Hours and a process for reviewing request for after hours access;
- Updated names under Contacts to align with ORM updates.
Environment and Sustainability Policy
- Enhanced language in support for sustainable food systems and a commitment to Fairtrade products on campus;
- Revised wording to “encourage sustainability inquiry and create opportunities to engage in” extra-curricular activities the wording of “developing” such activities;
- Revised wording to “journey and milestones” rather than “initiatives” for ongoing progress; and
- Updated related policies dates and added Outdoor Space Plan (2020).
Financial Fraud Prevention and Reporting Policy
- Updated contacts and links to related policies; and
- added clarification of using resources to include University facilities generally.
Web versions of all policies are made available for convenience on the University Secretariat website. For more information, contact Amanda Goth, University Secretary, at amanda.goth@carleton.ca or 613-520-2600 ext. 2386