In late June 2026, the Senior Management Policy Committee (SMPC) approved the Alteration, Repair and Maintenance of University Buildings, Infrastructure, Structures and Outdoor Space Policy, the Internal Charges for Goods and Services Policy and the Corporate Archives and Records Policy. The committee also repealed the Retention and Removal of Course-Related Data in Carleton’s LMS Policy.
The revised policy which establishes a governance framework for the alteration, repair and maintenance of university-owned, leased and managed buildings, infrastructure, structures and outdoor spaces. It promotes a consistent, coordinated and transparent approach to facilities management, supports the protection of university assets, minimizes operational disruption, strengthens risk management, and ensures compliance with applicable legal, health and safety, and procurement requirements. The policy applies to all individuals undertaking or requesting work on university property and to all types of work, regardless of funding source.
The revisions made to the policy are limited in scope and intended to clarify the policy’s rationale, update terminology to include infrastructure and structures, and reinforce a standardized approach to managing alterations, repairs, maintenance, and related work across campus.
2. Internal Charges for Goods and Services Policy
The updated Internal Charges for Goods and Services Policy establishes the principles governing annual approval of internal charges for university goods and services. It requires that charges reflect direct costs and reasonable overhead without generating profit and provides a framework for assessing the purpose, necessity, and appropriateness of proposed charges. The policy applies to approved internal service providers and excludes ancillary operations and transfers of expenditures between university funds.
Key updates to the policy include that for Information Technology Services, no fee increases were approved; this change will reduce internal administrative transactions and will not change the level of service provided.
The SMPC also approved the proposed rates mentioned in the policy, excluding the Facilities Management and Planning rates. The Facilities Management and Planning rates will return to SMPC at a future meeting with additional information regarding the overhead rate and related fee structure.
3. Corporate Records and Archives Policy
The updated Corporate Records and Archives Policy establishes the framework for managing university records throughout their lifecycle to support legal, financial, administrative and operational requirements while preserving records of enduring historical value. It promotes the integrity, accessibility, security, retention and appropriate disposition of university records, supports compliance with access to information and privacy legislation, and applies to all university records created or managed in the course of university business, regardless of format.
Although the policy was not yet due for mandatory review, it was brought forward for revision to support the department’s mandate to strengthen records management compliance. The revisions restore language clarifying responsibility for retention and disposition of university records and clarify that university records and corporate information may only be destroyed or alienated from university control in accordance with the Carleton University Retention Schedule or with appropriate written approval.
4. Retention and Removal of Course Related Data in Carleton’s LMS Policy (Repealed)
SMPC approved the repeal of the Retention and Removal of Course Related Data in Carleton’s LMS Policy as the relevant retention requirements are addressed through the Carleton University Retention Schedule and the Corporate Records and Archives Policy.