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Office of Indigenous Academic and Community Engagement (IACE)
Indigenous Academic and Community Engagement (IACE)

Elder / Knowledge Keeper Request Form

Kathy providing a welcome

Elders play a vital role in our community, offering wisdom, guidance and cultural knowledge that enriches the experiences of students, faculty and staff at UVic. 

Elders Guidelines and Protocol

Before submitting a request, it is essential to understand their significance and the protocols that ensure their time and contributions are respected. Please review the Elders Guidelines, which outline the proper procedures and expectations for engagement. This document provides important information on how to make a respectful and thoughtful request, ensuring that the needs of both the Elder and the community are met. Elders bring a deep connection to Indigenous traditions and histories, making their involvement in university events, ceremonies and discussions invaluable.

Elders Guidelines and Protocols
6.23MB PDF file

Our process

Building meaningful relationships with Elders is an important part of our community. We encourage students, faculty and staff to connect in good ways — with openness, humility and respect. At the same time, we recognize that Elders carry significant responsibilities within their families, Nations and across campus. Their time, knowledge and presence are gifts. To honour this, we have a formal process in place for inviting and engaging Elders in university activities. This process is not meant to create barriers to relationship-building. Rather, it ensures relationships are built in a way that is sustainable, respectful and grounded in community protocol.

Why a formal process matters
Our coordination process helps us:
  • Be mindful of Elders’ time, schedules and capacity
  • Ensure appropriate protocol and preparation are followed
  • Avoid overburdening the same individuals
  • Provide proper honoraria and supports
  • Prioritize requests thoughtfully and equitably
Prioritizing local Nations
We are located on the traditional territories of the Lək̓ʷəŋən and W̱SÁNEĆ peoples, and we prioritize Elders and Knowledge Keepers from these local communities whenever possible. Honouring local Nations first reflects our responsibility to place, relationship and reciprocity. When requests extend beyond local communities, we work carefully to ensure invitations are appropriate and aligned with community connections.

Request form

This form is for internal bookings (i.e., those made by UVic units and/or groups for events hosted by the university). The request form is accessible via NetlinkID login only. We are unable to arrange bookings for events hosted by non-UVic groups. 

NOTE:

  • IACE & OVPI are not responsible for processing payments, you will still need to submit payment requests through your unit/department via FAST account. 
  • Some form fields are mandatory. Incomplete information will result in the request not being processed.
  • Requests for Elders / Knowledge Keepers must be received at least two (2) weeks before the event.
  • Once your request has been processed you will receive an email confirming details of the booking and providing further information. 
How to request Elder/Knowledge Keeper involvement
If you are planning an event, gathering, classroom visit or ceremony:
  1. Submit your request through the request form (link below).
  2. Provide as much detail as possible about the purpose, audience and format.
  3. Allow adequate notice to support scheduling and preparation (2 weeks).
We ask that individuals do not approach Elders directly for formal roles related to university activities without going through this process. Informal relationship-building and conversation are welcomed — but formal invitations must be coordinated to ensure care and fairness.
 

>> TO REQUEST AN ELDER/KNOWLEDGE KEEPER 

Golf Cart Usage

Need to use a golf cart? Once you have read the Golf Cart Usage Guidelines, you will need to complete the Golf Cart Training. To sign up for the training, please contact the IACE Receptionist at iacereceptionist@uvic.ca.

Once you have finished the training, please complete the Golf Cart Request Form to submit your request.

Before and after each use, please complete the IN and OUT Inspection Form. 

Golf Cart Usage Guidelines
196KB PDF file
Golf Cart Request Form
211KB PDF file
Golf Cart Inspection Form
220KB PDF file

Contact

Thasekiyahe, Margaret Charlie, Director of Culture, Protocol and Community Relations
Lola E Garcia, Elders Engagement and Protocol Coordinator
Charlotte Charlie, Cultural Protocol Liasion 
Kundoqk, Jacquie Green, Execcutive Director 

Get information on providing payments to Indigenous Elders for your event/program.
To support this effort, Accounting Services has developed the following process in conjunction with the Office of Indigenous Academic & Community Engagement to ensure that payments made to Indigenous payees are completed in a culturally sensitive way. There are procedures and guidelines in place and steps that you need to take to facilitate this goal.