Web versions of Carleton University policies are provided for your information and convenience. If there is a discrepancy between the web version and the official policy held by the originating/responsible department, the official policy will prevail. The policies listed here are of general application to the university. For internal policies applicable to specific departments, please consult those departments. Questions can be directed to the University Secretary.

Updates

Policies Listings

All policies are still in effect, unless superseded by a new version.

Legend: VPARC = Vice Presidents’ Academic and Research Committee, SMC = Senior Management Committee

Policy Approved Revision Date Functional
Classification
Approving Authority Responsibility
100% – 0% Cross Appointment Policy October 2018 October 2023 Academic & Students VPARC Provost & VP Academic
Academic Accommodation Appeal Process for Students with Disabilities May 2006 May 2016 Academic & Students Senate VP Students and Enrolment
Academic Consideration Policy for Students in Medical or Other Extenuating Circumstances January 2024 January 2029 Academic & Students Senate Senate
Academic Governance December 2022 Governance Senate Senate
Academic Integrity Policy June 2021 June 2028 Academic & Students Senate VP Students and Enrolment
Academic Misconduct, Allegations of September 2018 September 2023 Academic & Students VPARC VP Research and International
Academic Staff Hiring at Carleton University January 2020 March 2025 Academic & Students VPARC Provost & VP Academic
Acceptable Use of Information Technology and Email November 2023 November 2028 Information Management SMC ITS
Access to Information and Privacy September 2019 September 2024 Administration, Information Management SMC Privacy
Accessibility for Persons with Disabilities April 2019 April 2024 Equity SMC Equity Services
Accommodation for Days of Action May 2021 May 2026 Academic & Students Senate Provost & VP Academic
Accommodation for Student Activities Academic & Students Senate Senate
Administration (Development and Revision) of University Policies November 2018 November 2023 Administration SMC University Secretariat
Administrative Data Collection Access Usage Policy March 2022 March 2025 Administration, Information Management, Safety and Security SMC ITS
Administrative Data Collection Access Usage Policy – Data Usage Protocol September 2023 Administration, Information Management, Safety and Security SMC ITS
Administrative Leave Entitlement for Academic Management Group October 2021 October 2026 Administration VPARC Provost & VP Academic
Adoption of Technology Enhanced Learning Resources May 2019 May 2024 Academic & Students VPARC Teaching and Learning
Advancement Data Policy June 2020 June 2025 Administration, Communications/External Relations, Information Management SMC Advancement
Advertising Policy January 2022 January 2027 Communications/External Relations SMC University Communications
Alcohol and Cannabis Use Policy December 2021 December 2024 Academic & Students, Administration, Buildings and Properties, Human Resources, Safety and Security SMC VP Students and Enrolment
Alteration, Repair and Maintenance of University Buildings and Outdoor Space June 2021 June 2026 Buildings and Properties SMC FMP
Anti-Spam Compliance September 2019 September 2024 Administration, Information Management SMC Privacy
Appointments In-Residence September 2023 September 2028 Academic & Students VPARC Provost & VP Academic
Approval and Delegation of Authority September 2020 September 2025 Administration, Financial Management SMC VP Finance and Administration
Asbestos Management Policy March 2022 March 2027 Buildings and Properties, Safety and Security SMC Risk Management
Bank Accounts, University January 2024 February 2024 Administration, Financial Management SMC Financial Services
Bicycles, E-Bikes, Rollerblades, Scooter and Skateboard Policy June 2022 June 2027 Safety and Security SMC Campus Safety
Brand Identity Policy January 2022 January 2027 Communications/External Relations SMC University Communications
Building Authorities Policy March 2022 March 2027 Buildings and Properties SMC Campus Safety
Business Continuity and Resilience Policy March 2023 March 2028 Safety and Security SMC Risk Management
Campus Emergency Phones October 2022 September 2027 Safety and Security SMC Campus Safety
Campus Parking and Traffic October 2019 October 2024 Buildings and Properties, Safety and Security SMC Campus Safety
Capital Debt Policy March 2022 March 2027 Administration, Financial Management Board VP Finance and Administration
Capital Planning Policy/Process February 2019 February 2024 Administration, Buildings and Properties, Financial Management SMC FMP
Card Access to Building and Labs November 2022 November 2026 Safety and Security SMC Campus Safety
Carleton Top5 Policy January 2022 January 2027 Communications/External Relations SMC University Communications
Carleton University Research Centres October 2020 June 2022 Academic & Students, Research VPARC VP Research and International
Cash/Cash Equivalent Handling October 2019 October 2024 Financial Management SMC VP Finance and Administration
Chancellor’s Professors at Carleton University September 2022 September 2027 Academic & Students VPARC Provost & VP Academic
Change of Name February 2021 February 2026 Academic & Students, Administration, Human Resources SMC VP Students and Enrolment
Chemical Pesticide Use August 2020 August 2025 Buildings and Properties SMC FMP
Co-operative Education Option November 2013 November 2018 Academic & Students Senate VP Students and Enrolment
Code of Conduct for Apparel Supplies & Trademark Licensees September 2019 September 2024 Communications/External Relations, Financial Management SMC Financial Services
Commemorative Naming February 2021 February 2026 Buildings and Properties, Communications/External Relations Board Advancement
Commercial and Supplemental Revenue-Generating Activities November 2022 November 2027 Financial Management SMC Risk Management
Commercialization of University Intellectual Property November 2022 November 2027 Research VPARC VP Research and International
Conference Services Space Booking and Use Policy May 2024 February 2026 Administration, Buildings and Properties SMC Housing & Residence Life Services
Conflict of Interest and Commitment February 2016 February 2021 Academic & Students, Human Resources, Research VPARC Provost & VP Academic
Conflict of Interest and Commitment – Declaration Form Academic & Students, Administration VPARC Provost & VP Academic
Coordinated Timetabling: Principles, Rules & Responsibilities April 2023 April 2027 Academic & Students VPARC VP Students and Enrolment
Corporate Records and Archives May 2024 May 2029 Administration, Information Management SMC Corporate Archives
Corporate Sponsorship January 2024 January 2029 Communications/External Relations SMC Advancement
Cotutelle Policy and Agreement Form June 2017 June 2022 Academic & Students Senate FGPA
COVID-19 Mandatory Vaccine Policy (Suspended Until Further Notice) October 2021 August 2022 Safety and Security SMC General Counsel
COVID-19 Mask Policy (Suspended Until Further Notice) April 2022 Safety and Security, Students SMC VP Students and Enrolment
Data Protection and Risk Management Policy November 2023 November 2028 Information Management SMC ITS
Disconnecting from Work Policy May 2022 May 2027 Human Resources SMC VP Finance and Administration
Domestic Animals on Campus April 2024 April 2029 Buildings and Properties, Equity, Human Resources SMC Risk Management
Domestic Animals on Campus – Guidelines Administration, Buildings and Properties, Equity, Human Resources SMC Risk Management
Dual Master’s Degree June 2017 June 2022 Academic & Students Senate FGPA
Dual Undergraduate Degree Policy February 2019 February 2024 Academic & Students Senate Provost & VP Academic
eCard Policy September 2020 September 2024 Administration, Financial Management SMC Financial Services
Electronic Monitoring Policy October 2022 September 2027 Human Resources SMC HR
Emergency Management Policy March 2023 March 2028 Safety and Security SMC Risk Management
Emergency Notification System November 2019 November 2024 Safety and Security SMC Campus Safety
Emeritus September 2021 September 2026 Communications/External Relations, Governance Board University Secretariat
Endowment Fund Responsible Investing Policy March 2023 March 2025 Financial Management, Governance Board Board
Environmental Health and Safety Guideline December 2023 December 2024 Human Resources, Safety and Security SMC Risk Management
Environmental Health and Safety Policy December 2023 December 2024 Human Resources, Safety and Security SMC Risk Management
Equipment Inventory Policy January 2023 January 2028 Financial Management SMC Financial Services
Evacuation Policy April 2024 April 2029 Buildings and Properties, Safety and Security SMC FMP
Externally Sponsored and Internally Restricted Research Fund Creation and Amendments September 2020 September 2025 Financial Management, Research SMC VP Research and International
Fair Dealing November 2022 November 2027 Academic & Students, Administration, Research VPARC Library
Financial Fraud Prevention and Reporting Policy March 2022 March 2027 Financial Management SMC Financial Services
Flag Protocol Policy February 2021 February 2026 Buildings and Properties SMC President & Vice-Chancellor
Flexible Work Arrangements Policy July 2024 July 2026 Human Resources SMC HR
Food Services Policy April 2023 April 2028 Administration SMC Housing & Residence Life Services
Freedom of Speech November 2018 Academic & Students, Governance Senate Provost & VP Academic
Fundraising Reporting May 2021 May 2026 Communications/External Relations, Financial Management SMC Advancement
Galleria Space Booking Policy February 2021 February 2026 Administration, Buildings and Properties SMC VP Students and Enrolment
Gambling Policy June 2023 June 2028 Academic & Students, Administration, Buildings and Properties, Human Resources SMC VP Students and Enrolment
Gift Acceptance Policy September 2023 September 2028 Administration, Communications/External Relations, Financial Management SMC Advancement
Gifts in Kind Policy March 2022 March 2027 Administration SMC Advancement
Gifts, Recognition, & Donations (University Funded) March 2023 March 2028 Administration SMC Financial Services
Hazard Reporting September 2019 September 2024 Buildings and Properties, Human Resources, Safety and Security SMC FMP
Healthy Workplace January 2021 January 2026 Administration, Human Resources SMC VP Finance and Administration
Hiring Policy, Professional Services Staff March 2021 March 2026 Administration, Human Resources SMC VP Finance and Administration
Honorary and Affiliated Ranks September 2023 September 2028 Academic & Students VPARC Provost & VP Academic
Honorary Degree Policy June 2019 Communications/External Relations Senate Senate
Hospitality and Working Meal Expenses January 2019 January 2024 Administration SMC Financial Services
Human Rights Policies and Procedures May 2010 Equity Board Equity Services
Indirect Costs of Research October 2023 October 2028 Financial Management, Research SMC VP Research and International
Indoor Temperature Extremes April 2024 April 2029 Administration, Buildings and Properties SMC Risk Management
Indoor Temperature Extremes – Guidelines April 2024 Administration, Buildings and Properties SMC Risk Management
Information Technology Procurement Policy November 2023 November 2028 Information Management SMC ITS
Internal Charges Policy June 2023 June 2024 Financial Management SMC VP Finance and Administration
Internal Fundraising Policy December 2022 December 2027 Administration, Financial Management SMC Advancement
Late Academic Program and Course Modifications April 2016 April 2021 Academic & Students, Administration Senate Provost & VP Academic
Legal Advice and Charges January 2021 January 2026 Administration SMC General Counsel
Medals Policy, Senate August 2021 Academic & Students Senate Senate
News and Information Publications, Distribution of September 2019 September 2024 Communications/External Relations SMC Campus Services
Nomination Protocol for Senate and its Committees January 2009 Governance Senate Senate
Non-Endowed Funds Responsible Investing Policy March 2023 March 2025 Financial Management, Governance Board Board
On-Campus Filming Policy October 2022 September 2027 Administration, Financial Management SMC VP Finance and Administration
Open Access September 2022 September 2027 Academic & Students, Research VPARC Library
Payments to Individuals and Business Entities October 2020 October 2025 Administration, Financial Management SMC Financial Services
Personal Health Information Processing (PHIP) September 2019 September 2024 Administration, Information Management SMC Privacy
Petty Cash Fund January 2024 January 2029 Administration, Financial Management SMC Financial Services
Philanthropic Naming March 2021 March 2026 Buildings and Properties, Communications/External Relations Board Advancement
Posthumous Academic Recognition January 2017 Academic & Students Senate Senate
Posting Policy January 2022 January 2027 Communications/External Relations SMC University Communications
Procurement Card Policy December 2023 December 2028 Financial Management SMC Financial Services
Procurement Policy November 2023 November 2028 Financial Management SMC Financial Services
Project Hero June 2020 June 2025 Academic & Students SMC VP Students and Enrolment
Public Art January 2021 January 2026 Administration, Buildings and Properties SMC CUAG
Recognition of Student Organizations November 2020 November 2025 Academic & Students, Administration SMC VP Students and Enrolment
Remembrance Day November 2010 Administration Senate Senate
Rescission of Degrees October 2009 Academic & Students Senate Senate
Reservist Leave September 2019 September 2024 Administration, Human Resources SMC VP Finance and Administration
Responsible Conduct of Research March 2019 March 2024 Research VPARC VP Research and International
Retention and Removal of Course Related Data in LMS February 2018 February 2023 Academic & Students, Administration VPARC Teaching and Learning
Retirement Fund Responsible Investing Policy March 2023 March 2025 Financial Management, Governance Board Board
Risk Management Policy April 2023 October 2024 Financial Management SMC VP Finance and Administration
Rooftop and Service Area Access January 2024 January 2029 Buildings and Properties SMC FMP
Safety Info Alerts Policy May 2023 May 2028 Safety and Security SMC Campus Safety
Senior Administrator Emeritus Policy January 2022 January 2027 Administration SMC President & Vice-Chancellor
Sexual Violence Policy June 2022 June 2025 Equity, Human Resources Board VP Students and Enrolment
Signature Stamps Policy April 2024 April 2029 Administration SMC VP Finance and Administration
Signing Authorities Policy November 2023 November 2028 Administration, Financial Management, Research Board VP Finance and Administration
Student Accounts with a Debit Balance February 2021 February 2026 Academic & Students, Financial Management SMC Financial Services
Student and Visitor Trespass from University Property October 2020 October 2025 Academic & Students, Administration, Safety and Security SMC VP Students and Enrolment
Student Communication Policy October 2020 October 2025 Academic & Students, Administration, Communications/External Relations SMC VP Students and Enrolment
Student Parental Leave Policy March 2021 March 2026 Administration, Human Resources SMC VP Students and Enrolment
Student Rights and Responsibilities December 2020 December 2025 Academic & Students, Administration, Equity SMC VP Students and Enrolment
Survey April 2017 April 2022 Administration, Research VPARC OIRP
Sustainability Policy April 2024 April 2029 Administration SMC FMP
Tobacco Smoking and Cannabis Consumption on Campus September 2023 September 2028 Administration, Buildings and Properties, Safety and Security SMC Risk Management
Travel and Related Expenses Policy April 2023 April 2028 Administration SMC Financial Services
Tuition Refunds upon a Student’s Death December 2023 December 2028 Academic & Students SMC VP Students and Enrolment
Tunnel Carts Policy March 2022 March 2027 Buildings and Properties, Safety and Security SMC Risk Management
University Information Technology (IT) Security Policy November 2023 November 2028 Information Management SMC ITS
University Operating and Capital Reserves Policy November 2023 June 2028 Administration, Financial Management Board Financial Services
Use of External Audit for Non-Audit Services Policy June 2022 June 2027 Administration, Financial Management Board VP Finance and Administration
Video Recording Surveillance Policy December 2022 December 2027 Safety and Security SMC Campus Safety
Visiting Appointments Policy November 2020 November 2025 Academic & Students, Communications/External Relations VPARC Provost & VP Academic
Vulnerable Sector Screening February 2020 February 2025 Administration, Human Resources SMC CUAG
Weapons January 2021 January 2026 Safety and Security SMC Campus Safety
Web & Digital Content April 2024 April 2029 Administration, Communications/External Relations, Information Management SMC University Communications
Web Calendar Submission January 2022 January 2027 Administration, Communications/External Relations SMC University Communications
Workplace Harassment Prevention Policy December 2023 December 2024 Equity, Human Resources SMC FMP
Workplace Violence Prevention Policy December 2023 December 2024 Equity, Human Resources, Safety and Security SMC FMP