The Senior Management Committee met on May 29 and June 26, 2024, to review and approve the following policies:

Web and Digital Content

Carleton University’s Web and Digital Content Policy ensures the creation, publication, and distribution of high-quality, accurate, timely, and accessible digital content. This policy applies to all digital content created by or on behalf of the university, including web content, social media, emails, and multimedia. It aims to protect the university’s integrity and reputation, ensuring compliance with all relevant laws and regulations, including those related to accessibility, anti-spam, privacy, and copyright.

The updated policy mandates that all digital accounts be created using university credentials to maintain security and accountability. It enhances compliance with the latest Web Content Accessibility Guidelines (WCAG) 2.0 to ensure accessibility for all users. Additionally, the policy strengthens copyright and brand guidelines, requiring proper attribution for third-party materials and strict adherence to Carleton’s visual identity standards. These changes are aimed at protecting the university’s integrity and reputation while ensuring compliance with legal obligations.

Corporate Records and Archives Policy

The Corporate Records and Archives Policy at Carleton University defines the management of university records to support proper information use for legal, financial, and operational needs while preserving records of historical value. The policy ensures the authenticity, reliability, and integrity of records throughout their lifecycle, promotes efficient record management, and supports compliance with access to information and privacy legislation.

The revised policy clarifies its purpose and scope, adding definitions for common archival and records management terms to ensure consistent application across the university. It expands the roles and responsibilities of heads of units and the Manager of Corporate Records and Archives, emphasizing the need for proper records management and compliance.

Flexible Work Arrangements Policy

The Flexible Work Arrangements Policy provides guidelines for administrative staff at Carleton University to work remotely or outside normal working hours to enhance work-life balance, improve job satisfaction, reduce absenteeism, and increase productivity. The policy applies to all continuing and term administrative employees and outlines the process for requesting, approving, and terminating flexible work arrangements.

Notable additions to the policy specify that employees must work at locations within Ontario that allow for commuting to campus when required. It refines the approval process, detailing the roles and responsibilities of departmental managers and the necessary approvals from relevant chairs and Human Resources. A new termination clause has been added, allowing the university to end flexible work arrangements with a minimum of one month’s written notice.

Administration (Development & Revision) of University Policies

This policy outlines the process for developing, reviewing, revising, restating, and repealing university policies to ensure consistency, clarity, and compliance with legal and governance requirements. The policy applies to all administrative policies of general university application and aims to enhance decision-making, governance, and the reputation of Carleton University.

The most notable update to this policy is that it stipulates a clear process for policy repeal. It clarifies the roles of the University Secretary and General Counsel in policy development and revision and includes basic principles for maintaining university policies. Additionally, the policy introduces templates for policy and briefing notes, ensuring consistency and clarity in policy documentation.

Travel and Related Expenses Policy

The Travel and Related Expenses Policy at Carleton University outlines guidelines for reimbursing travel-related expenses incurred by employees while conducting university business. The policy ensures expenditures are reasonable, necessary, and comply with university procedures.

The university’s updated policy emphasizes that claimants should not lose personal funds due to travel and are not obligated to reimburse unapproved expenditures or late submissions. It clarifies airfare guidelines, allows premium economy or business class for longer flights, and adjusts rail travel reimbursement to higher fares within the Ottawa-Windsor-Quebec City corridor. Accommodation guidelines now include specifics for non-traditional lodgings like Airbnb, and meal reimbursement is standardized at per diem rates. A daily maximum for dependent care costs is introduced, with provisions for pre-approval of higher expenses.

Hospitality and Working Meals Policy

The Hospitality and Working Meals Policy at Carleton University sets conditions for incurring and reimbursing hospitality and working meal expenses that support the university’s educational, research, or service activities.

The policy now allows moderate alcohol consumption, defined as one drink per person per meal, with larger events permitting up to two drinks per person. The expenditure limit requiring prior approval from senior officials has increased from $2,500 to $10,000. Guidelines for what constitutes reasonable expenditures have been established, setting limits at twice the per diem meal rate for hospitality and the per diem rate for working meals. The policy now explicitly permits working meals to be charged to internal research funds, which are typically excluded by external funding agencies. Roles and responsibilities have also been clarified to ensure compliance with the Broader Public Sector Accountability Act (BPSAA).

Internal Charges for Goods and Services Policy

The Internal Changes for Goods and Services Policy provides guidelines for internal billing and transferring funds between Carleton University departments for goods and services provided. The policy aims to ensure accuracy, transparency, and efficiency in financial transactions.

The scope and application of the policy have been clarified to ensure all departments understand their responsibilities regarding internal charges. Billing procedures have been updated, detailing the steps for initiating, processing, and recording transactions. The approval process now includes additional oversight for significant transfers to prevent errors and misuse. Documentation and record-keeping requirements have been improved to ensure accurate records of all transactions for audit purposes, thereby enhancing transparency and efficiency.

Accumulated Annual Leave (New)

The Accumulated Annual Leave Policy at Carleton University outlines the accrual, usage, and carryover of annual leave for employees, ensuring fair and consistent leave management across the university.

This new policy introduces accrual rates that align with best practices, ensuring equitable leave for all employee categories. It sets clear guidelines on the maximum leave carryover annually and encourages employees to use their leave within the year it is earned, promoting better work-life balance. The approval process is simplified.