Policies & Procedures Manual

Policies and Procedures Manual
 

This web site contains a collection of policies passed by governing bodies at the University of Regina which are currently in effect.

This collection is intended to function as a convenient reference for all members of the University community. Although the President's Office updates this site on a regular basis, it is impossible to ensure complete accuracy at all times. Therefore, the University does not warrant the accuracy or completeness of this electronic collection of the policies and in no event will the University be liable or responsible for damages of any kind arising out of the use of the policies.

In the event of any discrepancies between the policy documents formally passed by the appropriate governing body and the HTML versions published via this web site, the former shall be the governing version.

Persons who need to rely upon the text of the policies for legal and other purposes may obtain a copy of the official version of the policy by writing to the University Secretariat at:

University Secretariat
President's Office
University of Regina
Regina, SK S4S 0A2

 

The University Secretariat is currently undertaking a review of all Administrative Policies and working on building a new policy website. As a result of this initiative, a number of policies have been excluded or retired from this existing policy set.

Retired or Excluded Policies as of 4 March 2013

 

 

 INDEX

 

GENERAL (Section 10)
10.0 Policy Governance
10.20 Policy Regarding Authority to Set Fees for Goods and Services
10.41 Building Lock-up Policy
10.45 Sale and Service of Alcohol on Campus
10.55 Publications Distribution Policy
10.65 Promotional, Donations Give-Away Policy
10.70 Policy Pertaining to Buildings on Campus Not Owned by the University
10.90 Imaged Documents as the Official or Legal Copy
10.95 Intellectual Property Policy
10.100 Administrative Unit Reviews
10.105 Enterprise Risk Management Policy
10.110 Records and Information Management Policy
10.115 Freedom of Information and Protection of Privacy Policy
10.120 Survey Policy
10.125 Care and Use of Animals
10.130 Authority to Create Corporate Entities
10.135 Use of Copyright Materials Policy
10.145 Internal Audit Policy

 

HUMAN RESOURCES (Section 20)
20.10 Smoke-Free Campus Policy
20.35.30 Secondment Policy
20.35.35 Professor Emeritus Policy
20.50 Workplace Accommodation Policy
20.70 Employment vs Contracted Services
20.90.10 Termination from the University/Return of University Assets
20.105 Health & Safety Policy
20.105.05 Hazardous Materials Management Policy
20.105.10 Respectful Workplace & Learning Environment Policy
20.105.20 Violence Prevention Policy
20.105.30 Emergency Management Policy
20.105.50 Laboratory Close-Out Policy
20.105.60 Radiation Safety Policy
20.105.70 Travel & Fieldwork Safety Policy
20.105.80 Automatic External Defibrillator Policy
20.105.90 Biosafety Policy
20.115.10 Policy on Compensation for Out of Scope Employees
20.140.02 Policy on Conflict of Interest, Conflict of Commitment and External Directorships
  FINANCIAL SERVICES (Section 30)
30.02 Summary of Financial Signing Authority Policies
30.05.05 General Travel Policies
30.05.05.04 Travel Insurance
30.05.10.01 Travel - Allowable Expenses
30.05.10.03 Receipts Required to be Maintained
30.05.10.04 BMO Mastercard Corporate Travel Card
30.10.05 University Expenses Incurred Personally
30.10.05.01 Reimbursement for Hospitality Provided to Visitors on Campus
30.10.05.02

Donations to External Entities
30.10.05.03 Political Donations & Sponsorships
30.10.05.04 Gift Giving and Staff Function Policy
30.10.10 Moving and Removal Expense Claims
30.10.15 Allowable Reimbursement for Functions Attended
30.15 Accountable Professional Expense Accounts (APEA's)
30.20.05 University Insurance Coverages
30.20.10 What to do in the Event of a Loss / Insurance Claim
30.20.10.01 Incident-Accident Report Process
30.25.04 External Accounts Receivable Credit Policy and Collection Procedures
30.25.05 Invoicing a Customer
30.25.10 Determining When Payment of a University of Regina Invoice has been Received
30.25.15 Accounts Receivable Write Off Policy
30.30.10 Procedure to Have an Invoice Paid
30.30.15 Signing Authorization
30.35.05 Responsibility for Reviewing University Financial Accounts
30.40.10 Finance and Accounts Receivable Document Retention Requirements
30.50.10 Creation of Special Project Funds
30.50.20 Creation of a New Research Account
30.50.25 Requesting the Deletion of an Unneeded Account (i.e. FOAPAL)
30.55.01 Charitable Donations to the University
30.55.05 Acceptance and Handling of Payments
30.60 Petty Cash Funds
30.65 Fiscal & Research Year-End Policies & Procedures
30.70 Capital Assets

 

PURCHASING (Section 40)
40.01 Purchasing Policy
40.03 Purchasing Card Program
40.05 Policy - Tendering (Competitive Bidding Process)
40.20 Construction Tendering Policy
40.80 Gifts and Gratuities Offered to University Employees

 

Budget Allocation and Control (Section 50)
50.10 The Budget Process
50.10.10 Tuition Policy
50.11 Budgetary Limits on Spending
50.20 Budget Policies for Faculties and Similar Academic Units
50.30 Year-End Departmental Operating Budget Surpluses
50.50 Budget Transfers and Revisions
50.55 Balanced Budget Adjustments for Recoveries and Expenditures
50.60 Position Control
50.61 Requesting a New Position Number
50.62 Policies and Procedures Regarding Funding for Academic Administrators
50.63 Policies and Procedures Regarding Termination of Employment and Salary Fall -In
50.70 Benefits Charge-Back Process
53.10 Fund Monitoring Policy

 

Ancillary Services (Section 60)
60.10.10 Bookstore Discount Policy (for Faculty, Staff and Departments)
60.10.20 Textbook Ordering Policy
60.10.25 Desk Copy Policy
60.10.30 Bookstore Return Policy
60.10.35 Chargebacks to Departments for Custom Publications
60.10.40 Textbook Adoptions Policy for Faculty Members
60.20.10 Catering Policy
60.30.10 Acquisition and Deployment of University Print Environment Hardware & Software
60.30.20 Acquisition of Printing and Printing Services
60.40.05 Permit Purchase Policy
60.40.10 Misuse of Parking Permits
60.40.15 Issuance of Special Vehicle Permits
60.40.20 Issuance of Daily Permits
60.40.25 Issuance of Service Vehicle Permits
60.40.30 Faculty and Staff Parking
60.40.35 Duplicate Parking Permits
60.40.40 Parking Ticket Cancellations
60.40.45 Parking for Persons with Disabilities
60.40.50 Senior Administrators' Parking
60.40.55 Event Parking
60.40.60 Permit Refund Policy
60.40.65 Persistent Violators
60.40.70 Replacement of Stolen Parking Permits
60.40.75 Replacement of Lost Parking Permits

 

FACILITIES MANAGEMENT (Section 70)
70.10 Flag Policy
70.40 Space Management and Allocation
70.40.01 Use of University of Regina Outdoor Space
70.50 Firearms Policy
70.80 Installation and Use of Video Surveillance Systems

 

STUDENT MATTERS (Section 90)
90.10.01 Change of Name Protocol
90.20.05.02 Student Tuition - Program Differential Fees
90.20.45 Payroll Deductions for Tuition for Faculty and Staff
90.20.50 Establishing Scholarships, Bursaries, Memorial Funds
90.30 Smudging / Pipe Ceremonies Policy

 

ACADEMIC POLICIES AND PROCEDURES (Section 100)
  Click here for Academic Policies and Procedures

 

EXTERNAL RELATIONS (Section 110)
110.10 Naming Policy
110.20 Gift Acceptance Policy
110.30 Campus Filming Policy

 

RESEARCH FUNDS (Section 140)
140.20 Policy on University of Regina Centres / Institutes
140.25.15 Budgetary Limits on Spending from Research Funds
140.30 Recovery of the Indirect Costs of Research and Service Contracts

 

COMPUTING SERVICES (Section 150)
150.10 Campus Computing, Network and Other Information Resource Facilities Policy
150.11 Copyright of Photographic Material, Audio Visual Services
150.12 University's Electronic Information Adherence to Copyright Law
150.15 Limitation of Liability with respect to Non University Owned Data
150.20 Administrative Personal Computer Allocations (Evergreen Program) 
150.30 University Information Technology Initiatives
150.40 List of Supported Hardware/Software
150.50 Provision of Computing Services for Non-Credit Students
150.60 Unlicensed Radio Frequency Spectrum Management Policy
150.70 Access Authorization to the Banner Enterprise Application
150.71 Password Construction and Update for Banner Enterprise Application
150.80 University Use of Application Service Providers
150.81 Information Services Hosted Web Site Security

 
   
 
 
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Vice-President (Administration)
Vice-President (Administration)