The Senior Management Committee met on January 26, 2023 for the review and approval of the following policies:

Equipment Inventory Policy

This policy ensures proper stewardship of Carleton’s funds and assets. This responsibility includes taking appropriate measures to safeguard assets and dispose of those assets at the end of their useful life in a safe and sustainable way.

Updates to the existing policy include:

  • Department responsibility to follow appropriate procedures and maintain audit records of the chain of custody for non-fixed equipment in the event of sale, transfer, donation or disposal.

Procurement Policy

The primary purpose of the Procurement Policy is to ensure that the acquisition of goods and services is undertaken in an open, fair, transparent, efficient, ethical, and cost-effective manner while obtaining the best value for money for the University.

Key additions:

Accessible Procurement

  • Giving thoughtful consideration to the Accessibility for Ontarians Act (AODA). Individuals participating in a university procurement or making a purchase on behalf of the university must give appropriate consideration in the evaluation process to those goods, services and vendors that reflect commitment to accessibility.

Buying Organizations and Cooperative Procurement

  • Clarity and discretion around second-stage processes with group buying organizations where the value exceeds $100K; gap in previous version.

Update to Delegation

  1. Removal of delegation for Construction to align with the transition of construction procurement to Procurement Services (table included); and
  2. Split delegation of insurance and investment related procurement to the appropriate authorities because of establish of ORM
  3. Minor title updates

Other changes include the addition of fair-trade language and clarity to competitive quote documentation requirements.

Information Technology (IT) Security Policy

  • Changes to dates and formatting.

Password Policy for Information Systems

  • Changes to dates and formatting.