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PolicyPolicy No.Functional classificationApproving authoritiesDescription
Establishment of Endowed and Term Chairs and ProfessorshipsAC1100Academic and StudentsBoard of GovernorsThis 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 StudentsBoard of Governors
Scholarly Integrity Policy (B)AC1105(B)Academic and StudentsBoard of Governors
Educational Services Contract PolicyAC1110Academic and StudentsBoard of Governors
Off-Campus Graduate ProgramsAC1115Academic and StudentsBoard of Governors
Calendar SubmissionsAC1120Academic and StudentsSenateThe 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 AwardsAC1130Academic and StudentsSenate
Policy for the Establishment of Micro-Certificate, Certificate and Diploma ProgramsAC1135Academic and StudentsSenateThis 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 EmeritaAC1140Academic and StudentsSenatefaculty member librarian tenured retired teaching professor
External Reviews of Academic UnitsAC1145Academic and StudentsSenateThe 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 RelationshipsAC1200Academic and StudentsBoard of Governors
Academic Accommodation and Access for Students with DisabilitiesAC1205Academic and StudentsSenate
Responding to the Death of a Student Member of the UniversityAC1215Academic and StudentsVP Academic
Resolution of Non-Academic Misconduct AllegationsAC1300Academic and StudentsBoard of Governors
Retention of External Legal Counsel PolicyAD2100AdministrationBoard of Governors
Guidelines for Participation in International ActivitiesAD2200AdministrationBoard of Governors
Off-campus Activity Risk Management PolicyAD2210GovernancePresidentThe 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 PolicyAD2215AdministrationBoard of Governors
Flag Display PolicyAD2300AdministrationPresident
Motor Vehicle AD2315AdministrationVP Finance
Liquor PolicyAD2400AdministrationVP Finance
Smoking PolicyAD2405AdministrationVP Finance
Bookstore OperationAD2500AdministrationVP Academic
Regalia Services PolicyAD2505AdministrationVP Academic
Audio Visual Services PolicyAD2510AdministrationVP Financeaudio visual services systems IT
Institutional Acquisition and Standardization of Information Technology DevicesAD2515AdministrationVP Finance
Printing, Duplicating, and Photocopier PolicyAD2525AdministrationVP Academic
Naming of Facilities and Physical AssetsBP3100Buildings and PropertiesBoard of Governors
Building and Grounds Usage BP3105Buildings and PropertiesVP Finance
Key and Access Card ControlBP3125Buildings and PropertiesVP Finance
Furnishings, Fittings, Finishes and ArtworkBP3130Buildings and PropertiesVP Finance
University SignageBP3140Buildings and PropertiesVP Financeartwork banner benches board digital facilities management maps notice numbers poster room signs wayfinding
Poster, Banner, and Handbill PolicyBP3145Buildings and PropertiesVP Academic
Use of Vehicles and ParkingBP3200Buildings and PropertiesBoard of Governorsappeal bicycle boot car cycling fee fine immobilize lost pedestrian permit restricted stolen suspension ticket traffic violation
Traffic and Parking RegulationsBP3205Buildings and PropertiesVP Financeaccessible 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 CollectionsBP3310Buildings and PropertiesBoard of Governors
Policy on University of Victoria Art MuseumBP3315Buildings and PropertiesBoard of Governors
Booking of University SpaceBP3440Buildings and PropertiesPresident
Student Residences PolicyBP3500Buildings and PropertiesVP Academicaccess 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 PolicyBP3505Buildings and PropertiesVP Academic
Fundraising and Gift AcceptanceER4105External RelationsBoard of GovernorsThe purpose of this policy is to set out the provisions that govern fundraising and gift acceptance activities at the university.
Signing AuthorityFM5100Financial ManagementBoard of GovernorsProvides direction to the members of the university through a consistent framework.
Purchasing PolicyFM5105Financial ManagementBoard of Governorsagr 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 PolicyFM5200Financial ManagementBoard of Governorsasset bond capital cash credit finance fund liquid mortgage portfolio risk volatility
Capital Expenditures on Physical PlantFM5205Financial ManagementBoard of Governorsapproval 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 PolicyFM5215Financial ManagementBoard of Governorsactivism divest divestment ethical financial fund governance investing negative positive responsible screening shareholder short term social
Liability InsuranceFM5300Financial ManagementVP Financeclaim damages financial good faith indemnify indemnification injury lawsuit legal liability negligence policy risk settlement sue vehicle
Indirect Costs of Research (and Associated Procedures)FM5400Financial ManagementPresidentagreement application approval contract contribution costs external externally fund funds funded funder funding grant rate services tri-council
Research Funding Management and Financial AccountabilityFM5405Financial ManagementBoard of Governorsaccount agreement commitment grant commitment expenditure fund funder holder over purpose specific sponsor
Residence Services - Budget PolicyFM5515Financial ManagementVP Academic
Hospitality Expenditure PolicyFM5600Financial ManagementVP Financealcohol 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 ExpensesFM5610GovernanceVP FinanceThe 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)GV0100GovernanceBoard of Governors
Human Rights, Equity and FairnessGV0200GovernanceBoard of Governors
Discrimination and Harassment Policy (and Associated Procedures)GV0205GovernanceBoard of Governors
Conflict of Interest and ConfidentialityGV0210GovernanceBoard of Governors
Intellectual PropertyGV0215GovernanceBoard of GovernorsIntellectual property IP copyright trademark trade mark invention patent royalties
Internal Audit PolicyGV0220GovernanceBoard of Governors
Enterprise Risk Management PolicyGV0225GovernanceBoard of Governors
Auditor Independence: Retention of External Auditors for Audit, Tax and Other Non-Audit ServicesGV0230GovernanceBoard of Governors
Protection of Privacy (and Associated Procedures)GV0235GovernanceBoard of Governors
Future Employment Restrictions: Senior Management EmployeesGV0240GovernanceBoard of Governors
Sexualized Violence Prevention and Response PolicyGV0245GovernanceBoard of Governors
Appointment of the ChancellorGV0295GovernanceBoard of Governors
Search, Appointment, and Re-appointment of the President and Vice-ChancellorGV0300GovernanceBoard of Governors
Appointment of the Vice-President Academic and ProvostGV0305GovernanceBoard of Governors
Appointment of the Vice-President Research and InnovationGV0310GovernanceBoard of Governors
Appointment of the Vice-President Finance and OperationsGV0315GovernanceBoard of Governors
Appointment of the Vice-President External RelationsGV0320GovernanceBoard of Governors
Appointment of the University Secretary (Registrar)GV0325GovernanceBoard of Governors
Appointment of Non-Academic Associate Vice-PresidentsGV0345GovernanceBoard of Governors
Procedures for the Appointment and Re-appointment of the Deputy Provost and Academic Associate Vice-PresidentsGV0350GovernanceBoard of GovernorsThese 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 RegistrarGV0400GovernanceBoard of Governors
Appointment and Re-Appointment of the University LibrarianGV0410GovernanceBoard of Governors
Appointment and Re-Appointment of DeansGV0450GovernanceBoard of Governors
Procedures for the Appointment and Review of a Head of the Division of Medical SciencesGV0500GovernanceBoard of Governors
Appointment and Review of the Associate Dean of HumanitiesGV0600GovernanceBoard of Governors
Appointment of the Associate Dean, Faculty of BusinessGV0605GovernanceBoard of Governors
Appointment of the Associate Dean of Education (Research and Graduate Programs)GV0610GovernanceBoard of Governors
Appointment of the Associate Dean of Education (Undergraduate)GV0615GovernanceBoard of Governors
Appointment of the Associate Dean (Research) of EngineeringGV0620GovernanceBoard of Governors
Appointment of the Associate Dean (Undergraduate Programs) of EngineeringGV0625GovernanceBoard of Governors
Appointment of the Associate Dean of Fine ArtsGV0630GovernanceBoard of Governors
Appointment of the Associate Dean of Graduate StudiesGV0635GovernanceBoard of Governors
Appointment of the Associate Dean of Human and Social DevelopmentGV0640GovernanceBoard of Governors
Appointment and Review of the Associate Dean of Social SciencesGV0645GovernanceBoard of Governors
Appointment of the Associate Dean of LawGV0650GovernanceBoard of Governors
Appointment of an Associate Dean of ScienceGV0655GovernanceBoard of Governors
Deans of Faculties and Divisions PolicyGV0660GovernanceBoard of Governors
Appointment and Re-Appointment of the Associate Dean Academic Advising (Faculties of Science, Social Sciences and Humanities) GV0670GovernanceBoard of Governors
Appointment of Chairs of Departments or DivisionsGV0700GovernanceBoard of Governors
Appointment and Re-Appointment of Research Centre DirectorsGV0705GovernanceBoard of Governors
Chairs of Departments and Directors of SchoolsGV0710GovernanceBoard of Governors
Duties and Responsibilities of Directors of Research CentresGV0715GovernanceBoard of Governors
SustainabilityGV0800GovernanceBoard of Governorsclimate change community environment development government green partnership purchasing resources social strategic framework
Procedures for the Appointment of Acting Associate Deans IndigenousGV0805GovernanceBoard of GovernorsThe 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 EquityHR6100Human ResourcesBoard of Governors
Equity Policy for Female Faculty MembersHR6105Human ResourcesBoard of Governors
Preferential or Limited HiringHR6110Human ResourcesPresident
Employment AccommodationHR6115Human ResourcesBoard of Governors
Conflict of Interest in Employment PracticesHR6200Human ResourcesBoard of Governors
Casual Employment of Students (and Associated Procedures)HR6300Human ResourcesVP Finance
Employment Under Externally Funded Grants and ContractsHR6305Human ResourcesBoard of Governors
Post Doctoral Fellows Policy (and Associated Procedures)HR6310Human ResourcesVP Research
Specialist/Instructional AppointmentsHR6315Human ResourcesBoard of Governors
Determination of Employment RelationshipHR6325Human ResourcesVP Finance
Professional Development Expenses and Leave - Management Excluded StaffHR6400Human ResourcesPresident
Relocation Assistance PolicyHR6405Human ResourcesBoard of Governors
Professional Development Expenses - Regular Faculty Members and LibrariansHR6410Human ResourcesBoard of Governors
Travel Allowance for Visiting and Sessional AppointmentsHR6415Human ResourcesBoard of Governorsairfare expenses claim faculty family grant house hunting limited moving staff teaching term relocation removal
Professional Development Expense Policy for PEA StaffHR6420Human ResourcesBoard of Governors
Political LeaveHR6425Human ResourcesBoard of Governors
Travel and Business Expenses PolicyHR6500Human ResourcesVP Finance
Acceptable Use of Electronic Information ResourcesIM7200Information ManagementVP Finance
Copyright Compliance and Administration PolicyIM7310Information ManagementPresident
Distribution of News and Information Publications on the CampusIM7400Information ManagementVP External
Libraries Loan PolicyIM7600Information ManagementSenate
Records Management PolicyIM7700Information ManagementBoard of Governors
Information SecurityIM7800Information ManagementBoard of Governors
Research PolicyRH8100ResearchBoard of Governors
Research Involving HumansRH8105ResearchBoard of Governors
Research or Teaching Involving AnimalsRH8110ResearchVP Research
External Research Funding Agreements (and Associated Procedures)RH8200ResearchBoard of Governors
Research Grants in Lieu of Salary Policy (and Associated Procedures)RH8205ResearchBoard of Governors
Financial Conflicts of Interest in Public Health Service Funded ResearchRH8215ResearchPresidentThe 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 CentresRH8300ResearchSenate
Critical Incident ResponseSS9115Safety and SecurityVP Finance
Prevention of Violence in the Workplace PolicySS9120Safety and SecurityVP Finance
Response to At-Risk BehaviourSS9125Safety and SecurityBoard of Governors
Environmental Health and Safety PolicySS9200Safety and SecurityBoard of Governors
Communicable Diseases PolicySS9300Safety and SecurityBoard of Governors