University Policies
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
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2 min read
University Policies Update: October 2025
The Senior Management Committee met on October 29, 2025, to review and approve the following policies: 1. Chemical Pesticide Use Policy The purpose of this…
Policies Listing
All policies are still in effect, unless superseded by a new version.
Legend : VPARC = Vice Presidents’ Academic and Research Committee, SMC = Senior Management Committee
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Policy
|
Approved | Revision Date | Functional Classification | Approving Authority | Responsibility |
|---|---|---|---|---|---|
| Medals Policy, Senate | March 2025 | Academic & Students | Senate | Senate | |
| Employment Equity Policy | September 2010 | Human Resources | SMC | Equity Services | |
| Employee Accommodation Policy | September 2010 | Human Resources | SMC | Equity Services | |
| Academic Accommodation Policy | September 2010 | Academic & Students | SMC | Equity Services | |
| Graduate Supervision Appointments Policy | November 2024 | November 2029 | Academic & Students | VPARC | Provost & VP Academic |
| Thesis Examination Policy | December 2024 | December 2029 | Academic & Students, Students | VPARC | Provost & VP Academic |
| Student Housing Policy | November 2024 | November 2029 | Students | SMC | VP Students and Enrolment |
| Student Mental Health Policy | October 2024 | October 2029 | Students | SMC | VP Students and Enrolment |
| Social Work Professional Suitability | October 2015 | Students | Senate | Senate | |
| Supplier Code of Conduct | September 2024 | September 2027 | Administration, Financial Management | SMC | Procurement Services |
| Hiring Policy for Positions Limited to Indigenous Candidates | June 2024 | June 2025 | Administration, Human Resources | VPARC | Provost & VP Academic |
| Admissions and Awards Limited to Indigenous (First Nation, Métis and Inuit) Candidates | September 2024 | September 2025 | Equity, Human Resources | VPARC | Provost & VP Academic |
| Accumulated Annual Leave Policy | June 2024 | June 2029 | Human Resources | SMC | HR |
| Indoor Temperature Extremes – Guidelines | April 2024 | Administration, Buildings and Properties | SMC | Risk Management | |
| University Information Technology (IT) Security Policy | November 2023 | November 2028 | Information Management | SMC | ITS |
| Information Technology Procurement Policy | November 2023 | November 2028 | Information Management | SMC | ITS |
| Data Protection and Risk Management Policy | November 2023 | November 2028 | Information Management | SMC | ITS |
| Acceptable Use of Information Technology and Email | November 2023 | November 2028 | Information Management | SMC | ITS |
| Academic Consideration Policy for Students in Medical or Other Extenuating Circumstances | January 2024 | January 2029 | Academic & Students | Senate | Senate |
| Administrative Data Collection Access Usage Policy – Data Usage Protocol | September 2023 | Administration, Information Management, Safety and Security | SMC | ITS | |
| Flexible Work Arrangements Policy | July 2024 | July 2026 | Human Resources | SMC | HR |
| Gambling Policy | June 2023 | June 2028 | Academic & Students, Administration, Buildings and Properties, Human Resources | SMC | VP Students and Enrolment |
| Internal Charges for Goods & Services Policy | June 2025 | June 2026 | Financial Management | SMC | VP Finance and Administration |
| Cash/Cash Equivalent Handling | September 2024 | September 2029 | Financial Management | SMC | VP Finance and Administration |
| University Operating and Capital Reserves Policy | June 2023 | June 2028 | Administration, Financial Management | Board | Financial Services |
| Safety Info Alerts Policy | May 2023 | May 2028 | Safety and Security | SMC | Campus Safety |
| Endowment Fund Responsible Investing Policy | April 2025 | April 2028 | Financial Management, Governance | Board | Board |
| Non-Endowed Funds Responsible Investing Policy | April 2025 | April 2028 | Financial Management, Governance | Board | Board |
| Retirement Fund Responsible Investing Policy | March 2025 | March 2028 | Financial Management, Governance | Board | Board |
| Emergency Management Policy | March 2023 | March 2028 | Safety and Security | SMC | Risk Management |
| Business Continuity and Resilience Policy | March 2023 | March 2028 | Safety and Security | SMC | Risk Management |
| Enterprise Risk Management Policy | December 2025 | December 2030 | Risk Management | Board | VP Finance and Administration |
| Gifts, Recognition, & Donations (University Funded) | March 2023 | March 2028 | Administration | SMC | Financial Services |
| Procurement Policy | November 2023 | November 2028 | Financial Management | SMC | Financial Services |
| Equipment Inventory Policy | January 2023 | January 2028 | Financial Management | SMC | Financial Services |
| Video Recording Surveillance Policy | December 2022 | December 2027 | Safety and Security | SMC | Campus Safety |
| Environmental Health and Safety Guideline – Impairment at Work | December 2023 | December 2024 | Human Resources, Safety and Security | SMC | Risk Management |
| Environmental Health and Safety Policy | December 2024 | December 2025 | Human Resources, Safety and Security | SMC | Risk Management |
| Workplace Violence Prevention Policy | December 2024 | December 2025 | Equity, Human Resources, Safety and Security | SMC | Risk Management |
| Workplace Harassment Prevention Policy | December 2024 | December 2025 | Equity, Human Resources | SMC | Risk Management |
| Internal Fundraising Policy | December 2022 | December 2027 | Administration, Financial Management | SMC | Advancement |
| Commercialization of University Intellectual Property | November 2022 | November 2027 | Research | VPARC | VP Research and International |
| Card Access to Building and Labs | November 2022 | November 2026 | Safety and Security | SMC | Campus Safety |
| Commercial and Supplemental Revenue-Generating Activities | November 2022 | November 2027 | Financial Management | SMC | Risk Management |
| Procurement Card Policy | January 2021 | January 2026 | Financial Management | SMC | Financial Services |
| eCard Policy | September 2024 | September 2028 | Administration, Financial Management | SMC | Procurement Services |
| Campus Emergency Phones | October 2022 | September 2027 | Safety and Security | SMC | Campus Safety |
| On-Campus Filming Policy | October 2022 | September 2027 | Administration, Financial Management | SMC | VP Finance and Administration |
| Electronic Monitoring Policy | September 2022 | September 2027 | Human Resources | SMC | HR |
| Chancellor’s Professors at Carleton University | September 2022 | September 2027 | Academic & Students | VPARC | Provost & VP Academic |
| Bicycles, E-Bikes, Rollerblades, Scooter and Skateboard Policy | June 2022 | June 2027 | Safety and Security | SMC | Campus Safety |
| Visiting Appointments Policy | November 2020 | November 2025 | Academic & Students, Communications/External Relations | VPARC | Provost & VP Academic |
| Flag Protocol Policy | February 2021 | February 2026 | Buildings and Properties | SMC | President & Vice-Chancellor |
| Use of External Audit for Non-Audit Services Policy | June 2022 | June 2027 | Administration, Financial Management | Board | VP Finance and Administration |
| Sexual Violence Policy | June 2025 | June 2028 | Equity, Human Resources | Board | VP Students and Enrolment |
| Disconnecting from Work Policy | May 2022 | May 2027 | Human Resources | SMC | VP Finance and Administration |
| Signing Authorities Policy | December 2023 | December 2028 | Administration, Financial Management, Research | Board | VP Finance and Administration |
| Gifts in Kind Policy | March 2022 | March 2027 | Administration | SMC | Advancement |
| Whistleblowing, Financial Fraud Prevention and Reporting Policy | November 2025 | November 2030 | Financial Management | SMC | Financial Services |
| Administrative Data Collection Access and Usage Policy | May 2025 | May 2028 | Administration, Information Management, Safety and Security | SMC | ITS |
| Sustainability Policy | April 2024 | April 2029 | Administration | SMC | FMP |
| Building Authorities Policy | March 2022 | March 2027 | Buildings and Properties | SMC | Campus Safety |
| Asbestos Management Policy | March 2022 | March 2027 | Buildings and Properties, Safety and Security | SMC | Risk Management |
| Tunnel Carts Policy | March 2022 | March 2027 | Buildings and Properties, Safety and Security | SMC | Risk Management |
| Capital Debt Policy | March 2022 | March 2027 | Administration, Financial Management | Board | VP Finance and Administration |
| Honorary Degree Policy | June 2019 | Communications/External Relations | Senate | Senate | |
| Hiring Policy, Professional Services Staff | March 2021 | March 2026 | Administration, Human Resources | SMC | VP Finance and Administration |
| Student Parental Leave Policy | March 2021 | March 2026 | Administration, Human Resources | SMC | VP Students and Enrolment |
| Conference Services Space Booking and Use Policy | May 2024 | February 2026 | Administration, Buildings and Properties | SMC | Housing & Residence Life Services |
| Dual Undergraduate Degree Policy | February 2019 | February 2024 | Academic & Students | Senate | Provost & VP Academic |
| Academic Staff Hiring at Carleton University | January 2020 | April 2025 | Academic & Students | VPARC | Provost & VP Academic |
| Human Rights Policy | January 2025 | January 2028 | Equity | SMC | Equity Services |
| Access to Information and Privacy | September 2019 | September 2024 | Administration, Information Management | SMC | Privacy |
| Personal Health Information Processing (PHIP) | October 2024 | October 2029 | Administration, Information Management | SMC | Privacy |
| Anti-Spam Compliance Policy | October 2024 | October 2029 | Administration, Information Management | SMC | Privacy |
| Administrative Leave Entitlement for Academic Management Group | October 2021 | October 2026 | Administration | VPARC | Provost & VP Academic |
| Domestic Animals on Campus – Guidelines | Administration, Buildings and Properties, Equity, Human Resources | SMC | Risk Management | ||
| Conflict of Interest and Commitment – Declaration Form | Academic & Students, Administration | VPARC | Provost & VP Academic | ||
| Web & Digital Content | April 2024 | April 2029 | Administration, Communications/External Relations, Information Management | SMC | University Communications |
| Web Events Calendar Submission | January 2022 | January 2027 | Administration, Communications/External Relations | SMC | University Communications |
| Weapons Policy | January 2021 | January 2026 | Safety and Security | SMC | Campus Safety |
| Brand Identity Policy | January 2022 | January 2027 | Communications/External Relations | SMC | University Communications |
| Tuition Refunds upon a Student’s Death | December 2023 | December 2028 | Academic & Students | SMC | VP Students and Enrolment |
| Travel and Related Expenses Policy | June 2024 | June 2029 | Administration | SMC | Financial Services |
| Carleton Top5 Policy | January 2022 | January 2027 | Communications/External Relations | SMC | University Communications |
| Survey Policy | April 2017 | April 2022 | Administration, Research | VPARC | OIRP |
| Student and Visitor Trespass from University Property | October 2020 | October 2025 | Academic & Students, Administration, Safety and Security | SMC | VP Students and Enrolment |
| Student Rights and Responsibilities | December 2020 | December 2025 | Academic & Students, Administration, Equity | SMC | VP Students and Enrolment |
| Student Communication Policy | October 2025 | October 2030 | Academic & Students, Administration, Communications/External Relations | SMC | VP Students and Enrolment |
| Student Accounts with a Debit Balance | February 2021 | February 2026 | Academic & Students, Financial Management | SMC | Financial Services |
| Tobacco Smoking and Cannabis Consumption on Campus | September 2023 | September 2028 | Administration, Buildings and Properties, Safety and Security | SMC | Risk Management |
| Signature Stamps Policy | April 2024 | April 2029 | Administration | SMC | VP Finance and Administration |
| Senior Administrator Emeritus Policy | January 2022 | January 2027 | Administration | SMC | President & Vice-Chancellor |
| Rooftop and Service Area Access Policy | January 2024 | January 2029 | Buildings and Properties | SMC | FMP |
| Retention and Removal of Course Related Data in LMS | February 2018 | February 2023 | Academic & Students, Administration | VPARC | Teaching and Learning |
| Responsible Conduct of Research | April 2025 | April 2029 | Research | VPARC | VP Research and International |
| Reservist Leave Policy | September 2024 | September 2029 | Administration, Human Resources | SMC | VP Finance and Administration |
| Research Fund Creation and Amendments Policy | September 2025 | September 2030 | Financial Management, Research | SMC | VP Research and International |
| Rescission of Degrees | October 2009 | Academic & Students | Senate | Senate | |
| Remembrance Day | November 2010 | Administration | Senate | Senate | |
| Public Art | January 2021 | January 2026 | Administration, Buildings and Properties | SMC | CUAG |
| Project Hero | June 2025 | June 2030 | Academic & Students | SMC | VP Students and Enrolment |
| Posting Policy | January 2022 | January 2027 | Communications/External Relations | SMC | University Communications |
| Posthumous Academic Recognition | January 2017 | Academic & Students | Senate | Senate | |
| Philanthropic Naming | March 2021 | March 2026 | Buildings and Properties, Communications/External Relations | Board | Advancement |
| Petty Cash Fund | January 2024 | January 2029 | Administration, Financial Management | SMC | Financial Services |
| Payments to Individuals and Business Entities | October 2025 | October 2030 | Administration, Financial Management | SMC | Financial Services |
| Open Access | September 2022 | September 2027 | Academic & Students, Research | VPARC | Library |
| Nomination Protocol for Senate and its Committees | January 2009 | Governance | Senate | Senate | |
| Legal Advice and Charges | January 2021 | January 2026 | Administration | SMC | General Counsel |
| Late Academic Program and Course Modifications | April 2016 | April 2021 | Academic & Students, Administration | Senate | Provost & VP Academic |
| Indirect Costs of Research | October 2023 | October 2028 | Financial Management, Research | SMC | VP Research and International |
| Hospitality and Working Meal Expenses | June 2024 | January 2029 | Administration | SMC | Financial Services |
| Honorary and Affiliated Ranks | September 2023 | September 2028 | Academic & Students | VPARC | Provost & VP Academic |
| Healthy Workplace | January 2021 | January 2026 | Administration, Human Resources | SMC | VP Finance and Administration |
| Hazard Reporting | September 2024 | September 2029 | Buildings and Properties, Human Resources, Safety and Security | SMC | Risk Management |
| Gift Acceptance Policy | June 2025 | June 2030 | Administration, Communications/External Relations, Financial Management | SMC | Advancement |
| Galleria Space Booking Policy | February 2021 | February 2026 | Administration, Buildings and Properties | SMC | VP Students and Enrolment |
| Fundraising Reporting | May 2021 | May 2026 | Communications/External Relations, Financial Management | SMC | Advancement |
| Freedom of Speech | November 2018 | Academic & Students, Governance | Senate | Provost & VP Academic | |
| Food Services Policy | April 2023 | April 2028 | Administration | SMC | Housing & Residence Life Services |
| Fair Dealing | November 2022 | November 2027 | Academic & Students, Administration, Research | VPARC | Library |
| Evacuation Policy | April 2024 | April 2029 | Buildings and Properties, Safety and Security | SMC | FMP |
| Emeritus | September 2021 | September 2026 | Communications/External Relations, Governance | Board | University Secretariat |
| Emergency Notification System | December 2024 | December 2029 | Safety and Security | SMC | Campus Safety |
| Dual Master’s Degree | June 2017 | June 2022 | Academic & Students | Senate | FGPA |
| Domestic Animals on Campus | April 2024 | April 2029 | Buildings and Properties, Equity, Human Resources | SMC | Risk Management |
| Cotutelle Policy and Agreement Form | June 2017 | June 2022 | Academic & Students | Senate | FGPA |
| Corporate Sponsorship | January 2024 | January 2029 | Communications/External Relations | SMC | Advancement |
| Corporate Records and Archives | May 2024 | May 2029 | Administration, Information Management | SMC | Corporate Archives |
| Coordinated Timetabling: Principles, Rules & Responsibilities | April 2023 | April 2027 | Academic & Students | VPARC | VP Students and Enrolment |
| Conflict of Interest and Commitment | February 2016 | February 2021 | Academic & Students, Human Resources, Research | VPARC | Provost & VP Academic |
| Commemorative Naming | February 2021 | February 2026 | Buildings and Properties, Communications/External Relations | Board | Advancement |
| Co-operative Education Option | February 2025 | February 2030 | Academic & Students | Senate | VP Students and Enrolment |
| Indoor Temperature Extremes | April 2024 | April 2029 | Administration, Buildings and Properties | SMC | Risk Management |
| Chemical Pesticide Use | September 2025 | September 2030 | Buildings and Properties | SMC | FMP |
| Change of Name | April 2025 | April 2030 | Academic & Students, Administration, Human Resources | SMC | VP Students and Enrolment |
| Carleton University Research Centres | October 2020 | June 2022 | Academic & Students, Research | VPARC | VP Research and International |
| Capital Planning Policy/Process | April 2025 | April 2027 | Administration, Buildings and Properties, Financial Management | SMC | FMP |
| Campus Parking and Traffic Policy | October 2024 | October 2029 | Buildings and Properties, Safety and Security | SMC | Campus Safety |
| University Bank Accounts Policy | January 2024 | January 2029 | Administration, Financial Management | SMC | Financial Services |
| Approval and Delegation of Authority | September 2020 | September 2025 | Administration, Financial Management | SMC | VP Finance and Administration |
| Appointments In-Residence | September 2023 | September 2028 | Academic & Students | VPARC | Provost & VP Academic |
| Alteration, Repair and Maintenance of University Buildings and Outdoor Space | June 2021 | June 2026 | Buildings and Properties | SMC | FMP |
| Alcohol and Cannabis Use Policy | December 2024 | December 2029 | Academic & Students, Administration, Buildings and Properties, Human Resources, Safety and Security | SMC | VP Students and Enrolment |
| Advertising Policy | January 2022 | January 2027 | Communications/External Relations | SMC | University Communications |
| Advancement Data Policy | June 2025 | June 2030 | Administration, Communications/External Relations, Information Management | SMC | Advancement |
| Adoption of Technology Enhanced Learning Resources | May 2019 | May 2024 | Academic & Students | VPARC | Teaching and Learning |
| Administration (Development and Revision) of University Policies | May 2024 | May 2029 | Administration | SMC | University Secretariat |
| Recognition of Student Organizations | November 2025 | November 2030 | Academic & Students, Administration | SMC | VP Students and Enrolment |
| Accommodation for Days of Action | May 2021 | May 2026 | Academic & Students | Senate | Provost & VP Academic |
| Accommodation for Student Activities | Academic & Students | Senate | Senate | ||
| Accessibility for Persons with Disabilities | April 2019 | April 2024 | Equity | SMC | Equity Services |
| Academic Misconduct, Allegations of | September 2018 | September 2023 | Academic & Students | VPARC | VP Research and International |
| Academic Integrity Policy | June 2021 | June 2028 | Academic & Students | Senate | VP Students and Enrolment |
| Academic Governance | June 2024 | Governance | Senate | Senate | |
| Academic Accommodation Appeal Process for Students with Disabilities | May 2006 | May 2016 | Academic & Students | Senate | VP Students and Enrolment |
| 100% – 0% Cross Appointment Policy | March 2024 | March 2029 | Academic & Students | VPARC | Provost & VP Academic |