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̽ Policies and Directives

Camosun strives to provide clear, transparent, and easily accessible policies that exemplify the college's commitment to life-changing learning.

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Policy Matrix

Download the Policy Matrix, an at-a-glance reference sheet showing all of Camosun's policies and directives and the documents that support them.

All policies currently in effect are listed below, along with any supporting documents. These policies have been approved by the ̽ Board of GovernorsԻEducation Council.

Policy-informed directives approved by the College Executive Team are also listed below.

Note Policy and supporting documents are in PDF form.

Framework

Learn more about the framework behind Camosun's policy initiatives.

Governance

Governance policies coverBoard governance,organizational goals and accountabilityԻEducation Council governance.

G-1 Board Governance

G-1.1 Board Conduct By-law

Members of the Board must avoid any conflict of interest that might impair or impugn the independence, integrity or impartiality of their Board.

  • Oath of Office
    The Oath of Office is to be sworn, signed, and dated before the Board at the commencement of all members' first meeting with the Board.

G-1.3Board Operations By-Law

Clarify the role and responsibilities of the Board of Governors in policy governance and decision making at ̽.

G-1.5Finance Committee Terms of Reference

The Board Finance Committee is responsible for monitoring significant financial planning, managing and reporting matters of the college, and making recommendations to the Board of Governors for adoption.

G-1.7Board Executive Committee Terms of Reference

The Executive Committee is to deal with matters relating to the Board's role as an employer, with student appeals, and with emergency situations.

Supporting documents

G-1.8Board Out-of-Pocket Expenses

Guidelines and processes for requesting and reimbursing out-of-pocket expenses for Board members.

G-1.9Risk and Audit Committee Terms of Reference

The Board Audit Committee is responsible for assisting the Board in fulfilling its financial accountability and oversight responsibilities.

G-2 Organizational Goals and Accountability

G-2.1Equity, Diversity, and Inclusion

Establishes the principles, aspirations and commitments of ̽ in the areas of equity, diversity, and inclusion.

Supporting documents

G-2.2Indigenization

Guides decision-making as the college community navigates policy development, planning, curriculum development and approvals as well hiring and the general commitment to the maintenance and support of relationships with Indigenous communities.

G-2.3Corporate Relations

Guides decision-making with respect to the nature, scope and limitations of relationships the college will develop with the business and professional community.

G-2.4Land Use

As the college implements its Strategic Plan and Campus Plan, proposals will emerge which would require construction on, or would otherwise affect college property.

G-2.5 Strategic Plan

Articulates ̽’s values and principles related to developing a strategic plan.

G-2.6 Asset Naming

Sets the parameters to govern the naming of assets, in recognition of financial or philanthropic contributions from individuals, businesses, organizations, and others.

Supporting documents

G-3 Education Council Governance

G-3.1Education Council Bylaws

The objectives of the Education Council are to fulfill the roles and powers defined by Sections 23, 24, and 25, except as amended under Section 25 (1) (b) of the College and Institute Act.

Supporting documents

Education/Academic

Education and Academic policies governprogramming and instruction,student services and support,research and copyright.

E-1 Programming and Instruction

E-1.1Academic Progress

Defines the college-wide standard for academic progress and will establish principles and protocols to assist students, their instructors, and administrative staff to monitor and intervene when a student is "at risk."

E-1.2Academic Schedule

To establish an academic schedule that meets the needs of the academic programming at ̽.

E-1.3Work Integrated Learning

To establish the processes and standards for the inclusion of work integrated learning (WIL) in educational programs at ̽.

Supporting documents

E-1.4Credential Standards

To ensure the validity, consistency and quality of credentials issued by the college.

Supporting documents

E-1.5Grading

To ensure that grading and promotion are consistent and fair.

Supporting documents

E-1.6Educational Approvals

To establish the process for the approval of all educational programs at ̽ and to identify the approval body for each type of program.

Supporting documents

E-1.7International Education

To establish principles and guidelines that enable the college to realize the International Education Mission Statement.

E-1.8Prior Learning Assessment

To provide guidelines to determine the equivalencies of students' prior learning experiences to formal college credits.

E-1.9Program Advisory Committees

To establish common standards for the establishment and ongoing support of ̽ Program Advisory Committees to better enable program currency and relevance and to provide a valued link to our community.

Supporting documents

E-1.10Scheduling Instructional Space

To establish College-wide standards for scheduling instructional space and to define best practices for how it will be scheduled in order to maximize student access and space utilization.

E-1.11Program Suspension and Cancellation

All programs are evaluated on an ongoing basis to ensure program relevancy and effectiveness. Where it is identified that a program is no longer sustainable, a recommendation may be made to suspend or cancel a program.

E-1.12Program Quality Assurance

Articulates the College’s commitment to program quality assurance and continuous improvement of the student learning experience and outcomes.

E-1.13Academic Integrity

The Academic Integrity policy outlines ̽’s academic expectations for all students and articulates the College’s values and principles with respect to upholding the highest standards of academic integrity. The policy and its supporting documents describe how matters of academic misconduct are addressed and resolved.

Supporting documents

E-1.14Grade Review and Appeals

The purpose of the Grade Review and Appeals policy is to provide information, responsibilities, and processes for students who wish to request a review of term work, request a final grade review or appeal a final grade. It also informs instructors, department Chairs/Program Leaders, and College administrators of their responsibilities in the process.

Supporting documents

E-1.15Academic Calendar

Describes and defines the annual Academic Calendar for regular studies at ̽.

E-1.16 Evaluation of Student Learning

The purpose of the Evaluation of Student Learning policy is to provide guiding principles to support faculty in evaluating student learning in a fair manner.

E-1.17 Final Exam Reschedule and Repeat

The purpose of the Final Exam Repeat and Reschedule policy is to provide clear direction to Schools, instructors, and students on the rights and responsibilities with respect to Final Exams. Moreover, this policy articulates ̽’s values, principles, and conditions around rescheduling Final Exams and repeating Final Exams.

Supporting Documents

E-2 Student Services and Support

E-2.1Admission

To define the criteria and conditions for admission to ̽ and its programs.

E-2.2Course Withdrawals

To establish clear, consistent principles and guidelines for the course withdrawal process.

E-2.3Student Ancillary Fees

To establish guidelines for the assessment of student fees for goods and services provided by the college.

Supporting documents

E-2.5Student Misconduct

To provide clear expectations of appropriate non-academic student conduct and to establish processes for resolution of conduct issues or the imposition of sanctions for inappropriate conduct.

Supporting documents

E-2.6Tuition Fees

Establishes principles for a sustainable tuition fee model for base-funded courses and programs

E-2.7Student Penalties and Fines

To identify key principles related to the imposition of student penalties and fines.

E-2.8Medical/Compassionate Withdrawals

To provide the option for a student to request a medical/compassionate withdrawal and fee refund under exceptional circumstances.

Supporting documents

E-2.9Sexual Violence

To communicate ̽'s commitment to prevent and respond to sexual violence.

Supporting documents

E-2.10Involuntary Health and Safety Leave of Absence

To provide clear, consistent principles and commitments the college can apply when determining that a student require a leave of absence from their course work and/or the college community due to health and/or safety issue(s).

E-2.11Academic Accommodations for Students with Disabilities

The new policy sets out the standards and principles by which academic accommodations will be approved including expectations for both the institution and the student.

Supporting documents

E-3 Research and Copyright

E-3.1Research at Camosun

To establish principles for maintaining high standards for research at ̽.

E-3.2Ethical Conduct for Research Involving Human Subjects

To establish principles and guidelines for maintaining quality and ethical standards and principles for the conduct of research on human subjects, and for reviewing such research activities that are undertaken, sponsored by, or involve ̽.

Supporting documents

E-3.3Integrity in Research and Scholarship

To establish principles and guidelines that promote high standards of ethics and integrity in research and scholarship affiliated with the college.

E-3.4Copyright

To ensure that the College complies with the provisions of the Copyright Act of Canada.

E-3.5Commercialization of Intellectual Property

To establish principles and processes related to the commercialization of original copyright material and intellectual property including inventions, patents, and trademarks.

Supporting documents

*This archived document remains online for reference, research or record-keeping purposes, and may contain out of date information. If you're looking for specific information and haven't found it, please contactstudentrecords@camosun.ca.

Operations

Operations policies governcollege systems and resources,college development,facilities,finance,human resourcesԻinformation management.

O-1 College Systems & Resources

O-1.1Acceptable Technology Use

To ensure that use of the college's network and computing systems is conducted in a manner that supports the mission, vision and values of the college, and ensures that the computing systems and network achieve optimal performance in a safe and secure learning environment.

O-1.2 Systems and Networks Administration

To establish guidelines for managing college-owned and operated computer networks and services provided on college-owned and operated networks.

O-1.5 Electronic Communication with Students

To establish principles, criteria, and guidelines for communicating with students electronically.

O-1.6 Web Management

To recognize that in addition to the college website there are related unique web properties that require consistent standards of quality, management controls, and conditions of use.

O-2 College Development

O-2.1 College-wide Risk Management

To establish a coordinated approach to risk management and ultimately to establish a risk management culture at ̽.

Supporting documents

O-2.2 Project Management Framework

To establish a common means for planning key college projects ensuring those undertaking projects have the tools to identify and analyze risks, impacts, resources and approaches to project planning, approval, communication and implementation.

O-3 Facilities

O-3.1 Environmental Management

All individuals share the responsibility for protecting the environment. The purpose of this policy is to guide the college's decision-making with respect to this responsibility.

O-3.2 Use of College Facilities and Grounds

To establish consistent principles and guidelines under which ̽ will use its own facilities and will make its facilities available to non-college users.

O-3.3 College Closures

To establish consistent and clear principles and guidelines for the handling of necessary college closures.

O-3.4 Serving and Selling Food and Alcohol Safely on Campus

To outline appropriate processes and responsibilities to ensure both food and alcohol are being served safely and legally on campus and for ̽ sanctioned activities off site.

O-3.5 Commercial Activity

To provide a framework and guide to decision making with respect to providing commercial access to the Camosun community.

O-3.6 Occupational Health and Safety

To guide decision making with regards to the College's responsibilities for Occupational Health and Safety in the workplace.

O-4 Finance

O-4.1 Financial Responsibility and Accountability

To establish a clear financial accountability framework for the college, enabling the Board, Chief Executive Officer (CEO), Chief Financial Officer (CFO), management team and staff to understand their responsibility and accountability related to the financial management of the college.

O-4.2 Purchasing

To establish a clear purchasing accountability framework for the college enabling the procurement of goods and services as approved through the annual operating and capital budgets.

O-4.3 Travel

To establish authority and criteria for pre-approval of travel requests; to establish and define the limits and the conditions related to travel; to guide the selection of the most cost effective means of travel; and to identify allowable expenses for travel.

Supporting documents

O-4.4 Hospitality Expenditures

To facilitate reasonable hospitality expenditures that support the college's activities and adhere to its Mission and Values while maintaining financial responsibility and accountability.

O-4.5 Investment

To establish a clear investment accountability framework for the college enabling the investment of funds to be made in the most effective and efficient manner.

O-5 Human Resources

O-5.1 Employee Exchange

To establish consistent guidelines that facilitate exchange opportunities involving ̽ employees.

O-5.2 Professional Fee Reimbursement

Guidelines for reimbursing the costs of professional fees.

Supporting documents

O-5.3 Vacation Scheduling

To guide the approval of vacation scheduling for all college employees; to ensure employees take their entitled vacation; and to limit the liability to the College for accrued vacation.

O-5.6 Faculty Accessibility

To establish principles related to faculty accessibility.

O-5.7 Employee Workload in Excess of Full Time

To establish consistent policy and practice regarding employment in multiple positions within the college which, when combined, constitute a workload in excess of 100%.

O-5.8 Job Sharing

To allow two permanent full-time staff to enter into a formal employment partnership which produces a temporary, more flexible working arrangement that facilitates balancing work with other commitments.

O-5.9 Unpaid Leaves of Absence

To establish college-wide principles and practices for unpaid leaves of absence.

Supporting documents

O-5.10 Respectful Workplace

̽ is committed to: ensuring that all individuals are treated with dignity and respect, free from discrimination, harassment and bullying and are supported in managing workplace differences; and providing an environment that respects and promotes human rights and personal dignity.

Supporting documents

O-5.11 Standards of Conduct

To set out the principles and standards of conduct required of all employees of ̽ and to guide employees in identifying and resolving issues of ethical conduct and conflict of interest that may arise during the course of their employment.

O-5.12 Smoking, Vaping, and Tobacco Products

To reduce exposure to second and third-hand smoke and to promote a safe and healthy college environment.

O-5.13Total Compensation Philosophy

The college's compensation program is intended to assist in recruiting, motivating and retaining a qualified management and exempt group, by providing tangible rewards to enable the college to attain its corporate goals and objectives.

O-5.14 Employee Performance Development

The Employee Performance Development Policy articulates ̽'s commitment to a performance planning, review, and development process that is grounded in good practice, sound principles and reflects the College's strategic direction.

O-5.15 Recruitment and Selection Policy

The Recruitment and Selection Policy provides a foundation for hiring based on good practice, sound principles and reflects the College's strategic direction.

O-6 Information Management

O-6.1 Protection of Privacy

To establish principles and guidelines that enable the college to comply with the provisions of the Freedom of Information and Protection of Privacy Act.

O-6.2 Record Management

To establish commonly understood and efficient practice for the retention and disposition of college records that ensures Camosun meets its legislative, financial and legal obligations as a public body to manage its records in a systematic and consistent manner.

Directives

Current directives including Sponsorship, Absences from Campus due to Covid-19 and Temporary Remote Working.

Directives

D-1.1 Sponsorship

To create a consistent policy for solicited and non-solicited sponsorship opportunities while supporting the goals and objectives of ̽ as a leader in post-secondary education and skills training.

D-1.2 Absences from Campus due to COVID-19

To direct employees and students experiencing COVID-19-associated symptoms or self-quarantining to report their absences and refrain from attending on campus.

D-1.3 Temporary Remote Working: COVID-19

The purpose of this directive is to provide employees - including Workplace Leaders (WPL) – with a common understanding of the obligations and responsibilities while working remotely in response to COVID-19.

Supporting documents

D-1.4 Election Campaigning on Campus

Questions can be expected on how to manage people on campus who are either campaigning for election or are campaigning for a candidate of their choice.

D-1.5 Access to Learning Management System

This policy informed directive provides information on the management of access to the College’s learning management system. It reflects current practices and processes related to access to the LMS, and uphold specific College policies and agreements.

D-1.6 Fair Dealing of Copyrighted Materials

This policy informed directive is based on the fair dealing guidelines developed by Colleges and Institutes Canada, in accordance with decisions of the Supreme Court of Canada. The CICAN guidelines provide post-secondary institutions reasonable safeguards for the owners of copyright-protected works in accordance with theCopyright Actand the Supreme Court decisions.

D-1.7 Alternate Formats

This directive outlines how Section 32 (Alternate Formats) of theCopyright Actis applied at the College.The Canadian Copyright Actpermits alternate format copies of literary, dramatic, artistic and musical works to be made for individuals with perceptual disabilities.

D-1.8 Death of an Indigenous Elder Protocol

The purpose of this directive is to provide ̽ with direction and guidance on how to commemorate a recently deceased Indigenous Elder.

Supporting documents

D-1.9Media Relations

The objective of this directive is to ensure the reputation of ̽ as an organization and as a leader in post-secondary education through accurate, consistent, relevant and timely messaging.

Questions? Comments? Please email your feedback topolicies@camosun.ca.

deer grazing on the lawn in front of campus

Policy development process

A transparent, value-based approach to educational policy renewal.

Policy development process

Contact information

Policy at Camosun

Questions/Comments/Feedback

250-370-3031

policies@camosun.ca