The Senior Management Committee met on April 24 and May 1st, 2024, to review and approve of the following policies:

Conference Services Space Booking and Use Policy

This policy encompasses detailed guidelines to manage the use and access of the university’s spaces to ensure they align with the institution’s educational mission and legal obligations. The revised policy focuses on ensuring all spaces are used efficiently and responsibly, adhering to university values, and prioritizing the health and safety of the community. It includes detailed procedures for booking spaces, prioritizes bookings for academic users and recognized student groups, and sets forth compliance requirements with applicable laws, including the Ontario Human Rights Code and the Occupational Health and Safety Act.

Additionally, the policy stipulates that camping and/or structures are strictly prohibited on university-owned or managed property. Establishing temporary living or sleeping quarters on university property is only allowed in residence or University-managed housing. Establishing temporary or permanent places for cooking, storage, or sleeping without pre-approval from the Office of Risk Management is also strictly prohibited.

Non-compliance with this Policy by all persons, may constitute trespass and violations of applicable law and result in further repercussions.

Indoor Temperature Extremes Policy

The recent updates to Carleton University’s “Indoor Temperature Extremes Policy” have refined the procedures which ensure better responsiveness and clarity in handling temperature-related disruptions.

The revised policy has clearly defined the Roles and Responsibilities which stipulate that community members are responsible for reporting concerns to their supervisors and Facilities Management and Planning. FMP is responsible for monitoring the building systems and advises on interruptions, while the Office of Risk Management monitors indoor environmental air quality and assesses risks to building occupants and university operations.

Indoor Temperature Extremes Guidelines

The purpose of these guidelines is to ensure the health, safety, and well-being of the university community during warm weather conditions and unanticipated temperature fluctuations affecting normal operations. They outline effective strategies to manage extreme temperatures to mitigate heat effects as well as emphasize the importance of staying hydrated.  Maintaining communication with Facilities Management and Planning (FMP) and the Office of Risk Management for assistance and to address ongoing concerns is important to help ensure a conducive working and learning environments for all members of the university.

Domestic Animals on Campus Policy

Ensuring the health and safety of all members of the university community, the updated version of this policy aims at clarifying the regulations regarding domestic animals on campus. There are no significant revisions to the circumstances under which animals are permitted within university buildings and grounds, however, it is explicitly mentioned that service animals that are  in training are not permitted in Carleton University buildings, unless they are in the final stages of their training and are accompanied by with the individual with the disability.

Definitions of when domestic animals are considered “emotional support, or therapy animals” are also updated as well as roles and responsibility of university stakeholders and pet owners alike.

Domestic Animals on Campus Guidelines

The Domestic Animals on Campus Guidelines establish detailed procedures for the presence of animals on campus under the Domestic Animals on Campus Policy.

Adhering to the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, the guidelines outline the conditions under which various animals, including service animals, therapy dogs, and pets, can be brought onto campus, specifying processes for accommodation requests, registration requirements, and detailed roles for different university departments in managing these cases. Lastly, high-risk areas are also identified to ensure that the presence of animals does not compromise safety or interfere with university operations.

Evacuation Policy

Carleton University’s updated Evacuation Policy strengthens the procedures for safely evacuating campus buildings during emergencies. The policy now includes more detailed roles and responsibilities for various campus authorities, such as the Building Authorities, Campus Safety Services, and the Carleton Emergency Response Team.

These updates aim to streamline the evacuation processes during emergencies, enhancing coordination and ensuring a clear understanding of duties among all parties involved, thereby improving the overall safety and effectiveness of emergency response.

Sustainability Policy

In line with Carleton’s commitment to achieving a carbon-neutral campus by 2050 and improving its sustainability performance revisions were made to the purpose and procedures of the Sustainability Policy.

The updated version reflects a strengthened commitment to sustainability practices across campus, sets a clear roadmap towards achieving carbon-neutrality, and details strategic objectives such as enhancing sustainable procurement practices, reducing waste, and promoting biodiversity.

Signature Stamp Policy

The Signature Stamp Policy has been revised to tighten controls over the use of signature stamps in university correspondence and documentation. The policy now specifies that signature stamps are to be used strictly for direct mail activities related to fundraising, marketing, and event management, explicitly prohibiting their use for financial approvals or contractual commitments.

This clarification ensures the integrity of document processing and safeguards against unauthorized use, reinforcing the accountability mechanisms within the university’s administrative practices.