| Establishment of Endowed and Term Chairs and Professorships | AC1100 | Academic and Students | Board of Governors | This policy guides the establishment and designation of Endowed or Term Chairs and Professorships. The purpose of Chairs and Professorships are to advance the university’s academic goals and objectives, to recognize and support faculty members of exceptional academic distinction, and to assist the university in its efforts to attract and/or retain
outstanding scholars. |
| Scholarly Integrity Policy (A) | AC1105(A) | Academic and Students | Board of Governors | |
| Scholarly Integrity Policy (B) | AC1105(B) | Academic and Students | Board of Governors | |
| Educational Services Contract Policy | AC1110 | Academic and Students | Board of Governors | |
| Off-Campus Graduate Programs | AC1115 | Academic and Students | Board of Governors | |
| Calendar Submissions | AC1120 | Academic and Students | Senate | The University Calendar includes information for undergraduate and graduate students about relevant university policies and procedures, academic policies and regulations, university fees, courses and programs of study. The purpose of this policy is to outline requirements for publishing the University Calendar and the approval mechanism for changes to the University Calendar. |
| Student Awards | AC1130 | Academic and Students | Senate | |
| Policy for the Establishment of Micro-Certificate, Certificate and Diploma Programs | AC1135 | Academic and Students | Senate | This policy guides the establishment of micro-certificate, certificate and diploma programs at both the undergraduate and graduate level. The purpose of establishing these credentials is to advance the university’s academic goals and objectives, and to address the growing demand across society and within professional and academic sectors for specialized, flexible, and accessible education within particular domains of study, and to complement existing undergraduate, masters and doctoral programming. |
| Title of Emeritus or Emerita | AC1140 | Academic and Students | Senate | faculty member librarian tenured retired teaching professor |
| External Reviews of Academic Units | AC1145 | Academic and Students | Senate | The purpose of this policy is to:
(a) provide regular and systematic reviews of the operation and objectives of academic units;
(b) foster continuous improvement of the quality and effectiveness of academic programs, research and creative activity, and community engagement;
(c) assess the alignment of the academic unit in supporting the university’s mission;
(d) support academic programming so that it is responsive to disciplinary change; and
(e) provide internal and external accountability of academic units. |
| Conflicts of Interest in Student-Faculty Relationships | AC1200 | Academic and Students | Board of Governors | |
| Academic Accommodation and Access for Students with Disabilities | AC1205 | Academic and Students | Senate | |
| Responding to the Death of a Student Member of the University | AC1215 | Academic and Students | VP Academic | |
| Resolution of Non-Academic Misconduct Allegations | AC1300 | Academic and Students | Board of Governors | |
| Retention of External Legal Counsel Policy | AD2100 | Administration | Board of Governors | |
| Guidelines for Participation in International Activities | AD2200 | Administration | Board of Governors | |
| Off-campus Activity Risk Management Policy | AD2210 | Governance | President | The purpose of the policy is to promote safety and to reduce risks to members of the university community involved in off-campus university activities. The policy recognizes that planning and preparation, including risk assessment, for an off-campus activity should be carried out by the organizer(s), who will have relevant knowledge of the planned activities and travel locations and who will use the Canadian Government risk level definitions and the associated off-campus travel resources posted on the university’s International website. |
| Licensing Program Policy | AD2215 | Administration | Board of Governors | |
| Flag Display Policy | AD2300 | Administration | President | |
| Motor Vehicle | AD2315 | Administration | VP Finance | |
| Liquor Policy | AD2400 | Administration | VP Finance | |
| Smoking Policy | AD2405 | Administration | VP Finance | |
| Bookstore Operation | AD2500 | Administration | VP Academic | |
| Regalia Services Policy | AD2505 | Administration | VP Academic | |
| Audio Visual Services Policy | AD2510 | Administration | VP Finance | audio visual services systems IT |
| Institutional Acquisition and Standardization of Information Technology Devices | AD2515 | Administration | VP Finance | |
| Printing, Duplicating, and Photocopier Policy | AD2525 | Administration | VP Academic | |
| Naming of Facilities and Physical Assets | BP3100 | Buildings and Properties | Board of Governors | |
| Building and Grounds Usage | BP3105 | Buildings and Properties | VP Finance | |
| Key and Access Card Control | BP3125 | Buildings and Properties | VP Finance | |
| Furnishings, Fittings, Finishes and Artwork | BP3130 | Buildings and Properties | VP Finance | |
| University Signage | BP3140 | Buildings and Properties | VP Finance | artwork banner benches board digital facilities management maps notice numbers poster room signs wayfinding |
| Poster, Banner, and Handbill Policy | BP3145 | Buildings and Properties | VP Academic | |
| Use of Vehicles and Parking | BP3200 | Buildings and Properties | Board of Governors | appeal bicycle boot car cycling fee fine immobilize lost pedestrian permit restricted stolen suspension ticket traffic violation |
| Traffic and Parking Regulations | BP3205 | Buildings and Properties | VP Finance | accessible appeal bicycle bike boot bus car campus citation commercial committee crosswalk cycling cyclist emergency fee fine immobilize live in lost motor motorcycle overnight pedestrian permit refund restricted security stolen suspension temporary ticket tow traffic trailer vehicle violation |
| Art Collections | BP3310 | Buildings and Properties | Board of Governors | |
| Policy on University of Victoria Art Museum | BP3315 | Buildings and Properties | Board of Governors | |
| Booking of University Space | BP3440 | Buildings and Properties | President | |
| Student Residences Policy | BP3500 | Buildings and Properties | VP Academic | access accommodation admission application cluster consideration conduct deposit dorms dormitories fees first year guarantee food housing international living life priority rates refund rental residence services |
| Operation of Family Housing Policy | BP3505 | Buildings and Properties | VP Academic | |
| Fundraising and Gift Acceptance | ER4105 | External Relations | Board of Governors | The purpose of this policy is to set out the provisions that govern fundraising and gift acceptance activities at the university. |
| Signing Authority | FM5100 | Financial Management | Board of Governors | Provides direction to the members of the university through a consistent framework. |
| Purchasing Policy | FM5105 | Financial Management | Board of Governors | agr agreement approval asset bottom c-card competition competitive construction contract contractor customs disposal duties ethical exclusive gift good line notice of intent order procurement purchase quote rfp rfq rft rfx services standing supplier surplus tax triple webreq |
| Working Capital Investment Policy | FM5200 | Financial Management | Board of Governors | asset bond capital cash credit finance fund liquid mortgage portfolio risk volatility |
| Capital Expenditures on Physical Plant | FM5205 | Financial Management | Board of Governors | approval building consultant construction contract contractor cost design development facilities finance grounds management plan planning prime program project request for requirement schedule site study tender |
| Responsible Investment Policy | FM5215 | Financial Management | Board of Governors | activism divest divestment ethical financial fund governance investing negative positive responsible screening shareholder short term social |
| Liability Insurance | FM5300 | Financial Management | VP Finance | claim damages financial good faith indemnify indemnification injury lawsuit legal liability negligence policy risk settlement sue vehicle |
| Indirect Costs of Research (and Associated Procedures) | FM5400 | Financial Management | President | agreement application approval contract contribution costs external externally fund funds funded funder funding grant rate services tri-council |
| Research Funding Management and Financial Accountability | FM5405 | Financial Management | Board of Governors | account agreement commitment grant commitment expenditure fund funder holder over purpose specific sponsor |
| Residence Services - Budget Policy | FM5515 | Financial Management | VP Academic | |
| Hospitality Expenditure Policy | FM5600 | Financial Management | VP Finance | alcohol awards benefactor benefit claim cost department donor drinks employee event expense external faculty food function funds gift guest long meals meeting party prospective receipt reimburse reimbursement retirement service social staff stakeholder student taxable taxes tips visitor work |
| Travel and Business Expenses | FM5610 | Governance | VP Finance | The purpose of this policy is to ensure that university-related travel and business expenditures are managed in a consistent and cost-effective manner that supports the university’s mission. |
| Policy on University Policies and Procedures (and Associated Procedures) | GV0100 | Governance | Board of Governors | |
| Human Rights, Equity and Fairness | GV0200 | Governance | Board of Governors | |
| Discrimination and Harassment Policy (and Associated Procedures) | GV0205 | Governance | Board of Governors | |
| Conflict of Interest and Confidentiality | GV0210 | Governance | Board of Governors | |
| Intellectual Property | GV0215 | Governance | Board of Governors | Intellectual property IP copyright trademark trade mark invention patent royalties |
| Internal Audit Policy | GV0220 | Governance | Board of Governors | |
| Enterprise Risk Management Policy | GV0225 | Governance | Board of Governors | |
| Auditor Independence: Retention of External Auditors for Audit, Tax and Other Non-Audit Services | GV0230 | Governance | Board of Governors | |
| Protection of Privacy (and Associated Procedures) | GV0235 | Governance | Board of Governors | |
| Future Employment Restrictions: Senior Management Employees | GV0240 | Governance | Board of Governors | |
| Sexualized Violence Prevention and Response Policy | GV0245 | Governance | Board of Governors | |
| Appointment of the Chancellor | GV0295 | Governance | Board of Governors | |
| Search, Appointment, and Re-appointment of the President and Vice-Chancellor | GV0300 | Governance | Board of Governors | |
| Appointment of the Vice-President Academic and Provost | GV0305 | Governance | Board of Governors | |
| Appointment of the Vice-President Research and Innovation | GV0310 | Governance | Board of Governors | |
| Appointment of the Vice-President Finance and Operations | GV0315 | Governance | Board of Governors | |
| Appointment of the Vice-President External Relations | GV0320 | Governance | Board of Governors | |
| Appointment of the University Secretary (Registrar) | GV0325 | Governance | Board of Governors | |
| Appointment of Non-Academic Associate Vice-Presidents | GV0345 | Governance | Board of Governors | |
| Procedures for the Appointment and Re-appointment of the Deputy Provost and Academic Associate Vice-Presidents | GV0350 | Governance | Board of Governors | These procedures apply to the appointment and reappointment of the Deputy Provost and Academic Associate Vice-Presidents. Deputy Provost and Academic Associate Vice-President positions are ones which require an academic appointment and academic leadership experience. Academic Associate Vice-Presidents include the Associate Vice-President Academic Programs and the Associate Vice-President Research.
|
| Procedures for the Selection of the Registrar | GV0400 | Governance | Board of Governors | |
| Appointment and Re-Appointment of the University Librarian | GV0410 | Governance | Board of Governors | |
| Appointment and Re-Appointment of Deans | GV0450 | Governance | Board of Governors | |
| Procedures for the Appointment and Review of a Head of the Division of Medical Sciences | GV0500 | Governance | Board of Governors | |
| Appointment and Review of the Associate Dean of Humanities | GV0600 | Governance | Board of Governors | |
| Appointment of the Associate Dean, Faculty of Business | GV0605 | Governance | Board of Governors | |
| Appointment of the Associate Dean of Education (Research and Graduate Programs) | GV0610 | Governance | Board of Governors | |
| Appointment of the Associate Dean of Education (Undergraduate) | GV0615 | Governance | Board of Governors | |
| Appointment of the Associate Dean (Research) of Engineering | GV0620 | Governance | Board of Governors | |
| Appointment of the Associate Dean (Undergraduate Programs) of Engineering | GV0625 | Governance | Board of Governors | |
| Appointment of the Associate Dean of Fine Arts | GV0630 | Governance | Board of Governors | |
| Appointment of the Associate Dean of Graduate Studies | GV0635 | Governance | Board of Governors | |
| Appointment of the Associate Dean of Human and Social Development | GV0640 | Governance | Board of Governors | |
| Appointment and Review of the Associate Dean of Social Sciences | GV0645 | Governance | Board of Governors | |
| Appointment of the Associate Dean of Law | GV0650 | Governance | Board of Governors | |
| Appointment of an Associate Dean of Science | GV0655 | Governance | Board of Governors | |
| Deans of Faculties and Divisions Policy | GV0660 | Governance | Board of Governors | |
| Appointment and Re-Appointment of the Associate Dean Academic Advising (Faculties of Science, Social Sciences and Humanities) | GV0670 | Governance | Board of Governors | |
| Appointment of Chairs of Departments or Divisions | GV0700 | Governance | Board of Governors | |
| Appointment and Re-Appointment of Research Centre Directors | GV0705 | Governance | Board of Governors | |
| Chairs of Departments and Directors of Schools | GV0710 | Governance | Board of Governors | |
| Duties and Responsibilities of Directors of Research Centres | GV0715 | Governance | Board of Governors | |
| Sustainability | GV0800 | Governance | Board of Governors | climate change community environment development government green partnership purchasing resources social strategic framework |
| Procedures for the Appointment of Acting Associate Deans Indigenous | GV0805 | Governance | Board of Governors | The procedures define how the interim appointment of acting Associate Deans Indigenous will be conducted. Acting appointments will be made to ensure the collective agreement and position description mandated tasks are undertaken while the policy for full search procedures for Associate Deans Indigenous is developed and searches can be conducted. |
| Employment Equity | HR6100 | Human Resources | Board of Governors | |
| Equity Policy for Female Faculty Members | HR6105 | Human Resources | Board of Governors | |
| Preferential or Limited Hiring | HR6110 | Human Resources | President | |
| Employment Accommodation | HR6115 | Human Resources | Board of Governors | |
| Conflict of Interest in Employment Practices | HR6200 | Human Resources | Board of Governors | |
| Casual Employment of Students (and Associated Procedures) | HR6300 | Human Resources | VP Finance | |
| Employment Under Externally Funded Grants and Contracts | HR6305 | Human Resources | Board of Governors | |
| Post Doctoral Fellows Policy (and Associated Procedures) | HR6310 | Human Resources | VP Research | |
| Specialist/Instructional Appointments | HR6315 | Human Resources | Board of Governors | |
| Determination of Employment Relationship | HR6325 | Human Resources | VP Finance | |
| Professional Development Expenses and Leave - Management Excluded Staff | HR6400 | Human Resources | President | |
| Relocation Assistance Policy | HR6405 | Human Resources | Board of Governors | |
| Professional Development Expenses - Regular Faculty Members and Librarians | HR6410 | Human Resources | Board of Governors | |
| Travel Allowance for Visiting and Sessional Appointments | HR6415 | Human Resources | Board of Governors | airfare expenses claim faculty family grant house hunting limited moving staff teaching term relocation removal |
| Professional Development Expense Policy for PEA Staff | HR6420 | Human Resources | Board of Governors | |
| Political Leave | HR6425 | Human Resources | Board of Governors | |
| Travel and Business Expenses Policy | HR6500 | Human Resources | VP Finance | |
| Acceptable Use of Electronic Information Resources | IM7200 | Information Management | VP Finance | |
| Copyright Compliance and Administration Policy | IM7310 | Information Management | President | |
| Distribution of News and Information Publications on the Campus | IM7400 | Information Management | VP External | |
| Libraries Loan Policy | IM7600 | Information Management | Senate | |
| Records Management Policy | IM7700 | Information Management | Board of Governors | |
| Information Security | IM7800 | Information Management | Board of Governors | |
| Research Policy | RH8100 | Research | Board of Governors | |
| Research Involving Humans | RH8105 | Research | Board of Governors | |
| Research or Teaching Involving Animals | RH8110 | Research | VP Research | |
| External Research Funding Agreements (and Associated Procedures) | RH8200 | Research | Board of Governors | |
| Research Grants in Lieu of Salary Policy (and Associated Procedures) | RH8205 | Research | Board of Governors | |
| Financial Conflicts of Interest in Public Health Service Funded Research | RH8215 | Research | President | The University recognizes that the advancement and dissemination of knowledge that occurs through conducting research must remain free from bias that may result from conflicts of interest including Financial Conflicts of Interest. |
| Establishment, Review, and Closure of Research Centres | RH8300 | Research | Senate | |
| Critical Incident Response | SS9115 | Safety and Security | VP Finance | |
| Prevention of Violence in the Workplace Policy | SS9120 | Safety and Security | VP Finance | |
| Response to At-Risk Behaviour | SS9125 | Safety and Security | Board of Governors | |
| Environmental Health and Safety Policy | SS9200 | Safety and Security | Board of Governors | |
| Communicable Diseases Policy | SS9300 | Safety and Security | Board of Governors | |
