University Policies Update: June 2025
The Board of Governors met on June 4, 2025, to review and approve of the following policy:
Sexual Violence Policy (Approved by the Board of Governors)
Carleton University’s Sexual Violence Policy outlines the institution’s framework for responding to disclosures and reports of sexual violence. The policy aims to foster a safe, inclusive, and respectful learning and working environment. It defines key principles, such as survivor-centered support, confidentiality, procedural fairness, and education and prevention. It also sets out roles and responsibilities for university staff and units involved in the response process as well as it outlines available supports for those affected.
The revised policy introduces a number of clarifications and enhancements to improve accessibility and transparency. Definitions and procedures have been updated to reflect trauma-informed practices. The policy emphasizes that survivors retain agency in deciding whether and how to proceed after disclosing an incident, and that support will be provided regardless of whether a formal complaint is filed. Changes include clearer distinctions between disclosure and reporting, more accessible language, and updated roles within the Office of the Vice-President (Students and Enrollment) and Equity and Inclusive Communities.
The Senior Management Committee met on June 25, 2025, to review and approve of the following four policies:
Advancement Data Policy (Approved by SMC)
The Advancement Data Policy outlines how Carleton University manages centralized, accurate and secure alumni and donor data. Its purpose is threefold: to ensure the integrity and proper handling of personal information; to mitigate the inefficiencies of decentralized data custodianship; and to provide consistent and accurate information in a timely manner for approved university activities led by University Advancement.
The policy underwent a few minor editorial and language changes aimed at improving clarity and consistency.
Gift Acceptance Policy (Approved by SMC)
The Gift Acceptance Policy outlines the principles and procedures Carleton University follows when evaluating and accepting philanthropic gifts, ensuring they align with its mission, uphold academic integrity, and meet legal and ethical standards. It defines roles and responsibilities across University Advancement and senior leadership to support transparency, stewardship and institutional autonomy.
Key updates include the consistent addition of “Dean or equivalent” in decision-making and the inclusion of the “appropriate Vice-President” to broaden executive oversight thus replacing the previous limitation to just the Provost and Vice-President (Academic). Language was also revised to strengthen protections for anonymous donors.
Project Hero (Approved by SMC)
The Project Hero Policy underscores Carleton University’s commitment to supporting the children of Canadian Forces members who have lost their lives in active military service. Through this policy, eligible students are provided with financial assistance, including tuition waivers, to facilitate access to post-secondary education. The initiative reflects the university’s respect for military families and its dedication to honouring their sacrifices through meaningful support.
The revised policy maintains its original purpose and scope, with no substantive changes. Minor edits were made to update terminology and job titles, ensuring consistency with current institutional language and administrative designations used across the university.
Internal Charges for Goods & Services Policy (Approved by SMC)
The Internal Charges for Goods & Services Policy outlines the principles governing how Carleton University charges for certain internal goods and services. The policy ensures internal charges are based on direct costs plus a reasonable overhead, with no profit, and must be approved annually by SMC. It aims to manage consumption and fairly compensate service providers.
The revised policy introduces a number of updates across service areas. Information Technology Services (ITS) removed outdated services, Facilities Management and Planning (FMP) adjusted labour rates in line with negotiated salaries, added a 10% markup on materials, and introduced a late booking fee, Teaching and Learning Services (TLS) made similar labour rate updates and narrowed its internal offerings to high-impact events, Campus Safety Services (CSS) added fees for vehicle and ATV support, Scheduling and Examination Services (SES) increased hourly proctoring rates by 15.7% and introduced new charges for consumables like scantrons and booklets, Conference Services did not implement any changes to its fee structure.