University Policies Update: December 2025
The Senior Management Committee met in November and December 2025 to review and approve the following policies:
1. Recognition of Student Groups Policy
Carleton University recognizes student-led groups as an important part of campus life and supports their right to organize and express ideas responsibly. To be accredited, groups must be open to all students, comply with the Ontario Human Rights Code and University policies, and uphold transparency. Accreditation is granted annually and may be revoked if a group violates laws or policies, disrupts university operations or fails to meet its responsibilities. This policy outlines the principles, scope and process for student group accreditation, which is separate from the CUSA Club and Society Certification program, and ensures that only accredited student groups can host activities on campus for the benefit of their members.
Changes to the policy include updating the title of policy to Recognition of Student Groups versus Recognition of Student Organizations to better delineate the difference between a student group and student organization such as CUSA, GSA, RRRA, etc., refining language to outline what constitutes a student group, streamlining terminology to student group throughout the policy, updating the Event Risk Management submission protocol, and updating headers and additional sections to align it with the university policy template.
2. Environment Health and Safety Policy
Carleton University is committed to fostering a culture of risk awareness, preventing injury and illness, and promoting a safe and healthy workplace and study environment. The university complies with all environmental and occupational health and safety legislation, implements best practices that exceed minimum standards, and continually strengthens its health and safety program. This policy also ensures the university meets its legal obligations under the Occupational Health and Safety Act.
3. Whistleblowing, Financial Fraud Prevention and Reporting Policy
Carleton University has approved an updated Whistleblowing, Financial Fraud Prevention and Reporting Policy, strengthening its commitment to financial integrity, transparency and accountability across the institution. The revised policy clarifies reporting procedures, protects whistleblowers from retaliation, and outlines the responsibilities of all employees and individuals engaged with the university.
The policy applies to all faculty, staff, contractors, vendors and others connected to the university who use or impact institutional resources. It defines fraudulent activity broadly—including misappropriation of assets, falsified financial documents, bribery, contract mismanagement and inappropriate use of university credit cards—and mandates prompt reporting through formal channels. Reports may be directed to supervisors or, when inappropriate, escalated to senior officials including the General Counsel or the Board Chair.
The updated policy introduces the following changes:
- Clarified Reporting Pathways
Expanded escalation options for cases involving conflicts of interest, including direct reporting to the General Counsel, President, or Chair of the Board of Governors, and clearer instructions for non-employee reports. - Enhanced Investigation Framework
Explicit incorporation of principles of procedural fairness and designation of specific Intake Offices for academic and professional services employees to ensure consistent handling. - Interim Administrative Measures
New provisions allowing temporary measures to protect parties during investigations, with consultation requirements involving senior leadership. - Strengthened Whistleblower Protections
Reinforced confidentiality commitments “to the extent possible” and protections against retaliation for good-faith reporting, while clarifying disciplinary consequences for bad-faith allegations. - Formalized Board Oversight
Requirement to inform the Audit and Risk Committee of the Board of Governors when a report may have significant financial or reputational impact. - Terminology and Scope Confirmation
Broader definitions of “Employee” and “Individual” to ensure inclusion of external parties such as consultants, contractors, and vendors, reaffirming comprehensive applicability. - Change in Title of the Policy to include Whistleblowing
Adding “Whistleblowing” to the title emphasizes the policy’s dual purpose: preventing and addressing financial fraud and protecting individuals who report concerns in good faith. The term signals that the University encourages transparency and accountability by providing safe reporting channels and safeguards against retaliation. This clarity helps employees and external stakeholders quickly understand that the policy is not only about fraud prevention but also about supporting ethical reporting practices, which aligns with governance best practices and reinforces trust in institutional integrity.
4. Student Rights and Responsibilities Policy
The purpose of the Student Rights and Responsibilities (SRR) Policy is to ensure transparency and consistency in expectations for student conduct, such that the pursuit of education and personal growth take place in a safe and welcoming environment. An educational approach to student behaviour seeks to encourage personal development while promoting reflection on the impact of behaviour on others, including the community. The primary objective of the Policy is to provide a framework to resolve issues that impact the general well-being of all members of the community, which is consistent with the overall educational goals, mission and values of our University.
Updates to the policy include adding new sections to align with the revised policy template, removing the Student-at-Risk Evaluation Team (SARET) to establish it as a separate policy, transitioning the Carleton University Resolution Board (CURB) to a standalone Terms of Reference, streamlining of language regarding student rights to better reflect the scope of the SRR, clarifying the student conduct process, and addressing the overlap with new campus policies, and the removing the suspension outcome and providing clearer guidance on the imposition of Disciplinary Holds for policy breaches.
The purpose of the Student-at-Risk Policy is to guide the university’s response in situations where a student may be at risk of harming themselves or others, and/or is experiencing significant emotional, psychological, or behavioural difficulties that interfere with their ability to function within the University setting. This policy provides a non-punitive, proactive, and supportive approach aimed at promoting student wellness, facilitating timely and appropriate interventions, and ensuring the safety and well-being of the University community.
This is a new policy that transitions the Student-at-Risk Evaluation Team (SARET) from the Student Rights and Responsibilities Policy into a standalone policy. Aside from its removal from SRR, there was little substantive change to functions or procedures previously performed by the SARET. The most significant update was to establish AVP(SHW) as Chair of the SARET.
6. Student and Visitor Trespass from University Property
The purpose of this policy is to protect the health, safety and well-being of students, faculty and staff from real or potential threats to the University community, as well as its learning, living and/or work environments. The policy outlines the process whereby the University issues and revokes trespass orders restricting entry to University Property from students and visitors.
Updates to the policy include the adding new sections to align with the revised policy template, clarifying the role of the Sexual Violence Review Committee in imposing a trespass order under the Sexual Violence Policy and the related appeal process, streamlining the processes for temporary and permanent trespass orders and appeals for students and visitors, and enhancing the appeal section to provide the Appeal Board more flexibility regarding timelines and establishing the conditions to support a return to University property.
7. Workplace Harassment Prevention Policy
Carleton University’s Workplace Harassment Prevention Policy underscores the university’s dedication to maintaining a respectful and harassment-free work and learning environment. The policy addresses harassment, including sexual harassment, in compliance with the Occupational Health and Safety Act and supports the university’s broader human rights and equity objectives.
8. Workplace Violence Prevention Policy
The Workplace Violence Prevention Policy at Carleton University establishes measures to prevent, address, and resolve incidents of violence within the university community. The policy affirms Carleton’s obligation to provide a safe environment for work and study in compliance with provincial legislation.
9. Environmental Health and Safety Guideline on Impairment at Work
Carleton University’s Guideline on Impairment at Work outlines the university’s commitment to fostering a safe, healthy and inclusive work environment by ensuring all employees are fit to perform their duties. The guideline applies to all employees and addresses all forms of impairment.
10. Administration of University Policies
SMC approved an updated Administration of University Policies which aims to streamline how university-wide policies are created, revised and maintained. Under the revised governance structure, all university-wide policies that previously required approval from either the Senior Management Committee (SMC) or the Vice-Presidents Academic and Research Committee (VPARC) will now be submitted to the Senior Management Policy Committee (SMPC). Effective January 2026, SMPC will consolidate oversight into a single committee, eliminating the bifurcated approval process, streamline policy governance by providing one clear approval pathway for both academic and administrative policies of general application, ensure consistency in applying compliance, risk management, and equity, diversity, and inclusion principles across all policies.
The Board approved the following policies in November and December 2025
1. Institutional Impartiality Policy
Carleton University has introduced an Institutional Impartiality Policy that reaffirms the university’s commitment to fostering an environment where diverse perspectives can be explored, debated and challenged without institutional endorsement of any political or partisan views. While maintaining impartiality on specific issues, Carleton remains actively engaged in defending academic freedom, human rights, and a safe, inclusive intellectual climate.
The policy clarifies that impartiality is not neutrality, university leadership and employees are expected to uphold core institutional values, including equity, inclusion, respect, and mutual care, as articulated in Carleton’s strategic documents and the Carleton University Act. It applies to all official institutional communications and to all members of leadership and staff when acting in their official capacity, ensuring that public statements reflect the university’s mission while preserving space for free inquiry and expression.
2. Enterprise Risk Management Policy
Carleton University’s Enterprise Risk Management strengthens governance, strategic planning, and daily operations by integrating risk awareness into decision-making. This practice supports continuous improvement by aligning institution-wide risk management with Carleton’s goals and values. A culture of risk awareness -rooted in accountability reinforces Carleton’s core mission and vision by promoting transparent and timely communication of risk information throughout the university. This policy applies to all Board of Governors members, faculty, staff, students, visitors and contractors.
Carleton has fully revised and restructured its Risk Management Policy and renamed it to “Enterprise Risk Management Policy and Framework” to reflect a broader institutional approach to identifying and managing risk. The updated policy expands its scope and structure, introducing a more integrated and strategic framework that aligns with the university’s governance model and institutional objectives.
Key updates include a clearly defined Purpose and Scope, explicitly stating the policy’s application to the Board of Governors, Senior Management, faculty, staff, students, visitors and contractors. The revised policy introduces structured definitions of risk-related terms, such as “Risk Appetite” and “Inherent Risk,” providing clarity and consistency across university practices. Also, the language now integrates references to Carleton’s strategic goals.