Policies Update: April 2025
The Board of Governors met on April 29, 2025, to review and approve of the following policies:
The purpose of this Capital Planning Policy is to establish a comprehensive framework for the development and maintenance of Carleton University’s property. It outlines the processes, principles, and requirements for planning, approving, and implementing capital projects and infrastructure renewal programs. The policy aims to ensure excellence in campus planning and design, promote responsible use of resources, and align physical development with the university’s academic mission and strategic goals.
The 2025 revision of the Capital Planning Policy strengthens the Board of Governors’ oversight role by formalizing a five-step approval and reporting structure for all major projects. The updated process now requires formal documentation at each milestone: the Capital Proposal Form, Project Planning Report, Project Implementation Report, ongoing Project Status Reports, and a final Project Conclusion Report. The policy has been rewritten to reflect best practices in governance, incorporate input from key internal committees, and respond to rising construction costs. It now offers clearer reporting expectations and tighter alignment with financial review and risk management protocols.
Endowment Fund Responsible Investing Policy
The goal of Carleton University with respect to the Endowment Fund is to provide a steady flow of income in perpetuity to meet expenditure requirements while at the same time increasing the market value of the Fund so that capital, in real terms, is maintained. The prudent and effective management of the Fund as described in this Statement has a direct impact on the achievement of this goal.
The revisions to the policy reflect strengthened commitments to environmental, social, and governance (ESG) priorities and improved transparency in fund management.
Non-Endowed Funds Responsible Investing Policy
The goal of Carleton University with respect to the Non-Endowed Operating Funds is to generate income to meet budgeted operating revenues while at the same time preserving capital and maintaining liquidity. The prudent and effective management of the Fund as described in this Statement has a direct impact on the achievement of this goal.
The revisions to this policy focus and align with evolving ESG standards, and enhanced investment transparency, as well as underline the University’s commitment to climate action by formalizing a decarbonization strategy.
Retirement Fund Responsible Investing Policy
This policy aims to support the prudent and effective management of Carleton University’s Retirement Fund while upholding the institution’s fiduciary duty to plan beneficiaries. The policy seeks to deliver strong, risk-adjusted returns over the long term while incorporating environmental, social, and governance (ESG) factors into investment decisions and stewardship practices to promote sustainable value and responsible corporate behaviour.
Key updates to focus on definitions for ESG integration and stewardship and place greater emphasis on long-term sustainability and transparency.
The Senior Management Committee met on April 30, 2025, to review and approve the following policies:
Carleton University has approved an updated version of the Change of Name Policy to support inclusive practices and reduce administrative barriers for students, employees and alumni. The goal of the policy is to allow individuals to be identified by their chosen first name in most university systems and communications while maintaining legal names only where required by law or regulation.
The key updates to this policy focus on highlighting the mechanisms for individuals to use a chosen first name while outlining safeguards that are in place to ensure the integrity of University records.
Vulnerable Sector Screening Policy (Repealed)
The Vulnerable Sector Screening Policy was initially introduced to comply with external requirements and ensure the safety of individuals considered vulnerable within specific university programs.
A review of eligibility requirements and external regulations confirmed that this policy is no longer necessary.
The Vice-Presidents’ Academic and Research Committee (VPARC) met on March 12, 2025, to review and approve of the following policy:
Responsible Conduct of Research Policy
Carleton University’s Responsible Conduct of Research Policy promotes ethical, transparent, and rigorous research practices across all disciplines. It reinforces the university’s commitment to academic freedom while ensuring that research involving human participants, animals, hazardous materials, or public funding is conducted with the highest standards of integrity, safety, and accountability. The policy applies to all researchers affiliated with the university and outlines responsibilities around data handling, authorship, compliance, and the use of artificial intelligence tools. It also emphasizes respect for intellectual property and clear authorship attribution in collaborative work.
The key updates to this policy include clarifying definitions, adopting gender-neutral language, and aligning with new compliance requirements, as well as inclusion of enhanced guidelines around generative AI, research security in response to national mandates, and safe research practices in remote or hazardous environments
Senate met on April 25, 2025, to review and approve of the following policy:
Medals Policy (Approved by Senate)
Carleton University’s Senate Medals Policy outlines the framework for recognizing outstanding academic achievement across undergraduate and graduate programs. The policy ensures that medals are awarded fairly and consistently to top-performing students based on rigorous criteria, supporting the university’s commitment to academic excellence. This policy provides clarity on eligibility, evaluation procedures, and the role of the Senate Committee on Medals and Prizes in the selection process.
Key updates to the Senate Medals Policy are prompted by the restructuring of the Faculty of Graduate and Postdoctoral Affairs and the suspension of Fall Convocation. Other updates include the removal of the committee’s terms of reference from the policy for clarity, and the creation of a new Senate Medal category at the master’s level for research projects to distinguish them from theses. The evaluation criteria for graduate medals now place greater emphasis on research outputs—such as publications and conference presentations—while Grade Point Average (GPA) has been shifted from a primary to a secondary criterion.