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

 

 INDEX

 

GENERAL (Section 10)
10.20 Policy Regarding Authority to Set Fees for Goods and Services
10.40 Emergency Closure Policy
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
10.85 University of Regina Students' Union
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

 

HUMAN RESOURCES (Section 20)
20.10 Campus Smoking Policy
20.16 Recruitment Advertising Policy
20.35.20 Casual Hiring Policy
20.35.30 Secondment Policy
20.35.35 Professor Emeritus Policy
20.35.40 Distinguished University Professor Policy
20.40.01 Guidelines Regarding Personal Relationships Between Instructors and Students
20.50 Workplace Accommodation Policy
20.70 Employment vs Contracted Services
20.90.10 Termination from the University/Return of University Assets
20.105 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
20.105.40 Working Alone 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
20.115.10 Policy on Compensation for Out of Scope Employees
20.140 Policy on Conflict of Interest and Conflict of Commitment
20.150.10 Policy for University of Regina Employees' Involvement as Volunteers for the 2005 Canada Games (August 6-20, 2005)
  FINANCIAL SERVICES (Section 30)
30.01 Financial Services Hours of Operation
30.05.05.01 University Corporate Travel Agent
30.05.05.02 Travel Authorization Request Form
30.05.05.03 Travel Advances
30.05.05.04 Travel Insurance
30.05.05.05 Frequent Flyer Program
30.05.05.06 Travel Risk Reduction Policy
30.05.10.01 Travel - Allowable Expenses
30.05.10.02 Automobile Expenses/Mileage Rate
30.05.10.03 Receipts Required to be Maintained
30.05.10.04 BMO Mastercard Corporate Travel Card
30.05.10.05 Reimbursement Claims Including Foreign Exchange
30.05.10.06 Travel Expense - Senate Members
30.05.10.07 Travel Expense - One Time Payments to Individuals not Employed by the University
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
30.10.10 Moving and Removal Expense Claims
30.10.15 Allowable Reimbursement for Functions Attended
30.15.01 Accountable Professional Expense Account (APEA) Regulations
30.15.02 Accountable Professional Expense Account (APEA) Entitlements
30.15.05 Assignment of Accountable Professional Expense Account Toward Computer Purchase
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
30.25.01 Guidelines for the Pricing of University Services
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
30.30.10 Procedure to Have an Invoice Paid
30.30.15 Signing Authorization
30.30.20 How to Determine if a Supplier's Invoice has been Paid
30.30.25 Cheque Run Deadlines and Schedules
30.30.30 Year-End Procedure / Accounts Payable
30.30.40 How to Requisition Goods and Services
30.30.45 How to Electronically Receive Goods and Services
30.35.05 Responsibility for Third Party Transaction Verification
30.40.05 Banner Finance System
30.40.10 Finance and Accounts Receivable Document Retention Requirements
30.50.20 Requesting the Creation of a New Research or Special Purpose Account
30.50.20.01 Request for New Special Purpose 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
30.60.10 Establishing and Using a Petty Cash Fund
30.60.15 Replenishing a Petty Cash Fund
30.60.20 Year End Procedures for Petty Cash Funds
30.60.20.01 Year End Petty Cash Report Form
30.60.25 Terminating a Petty Cash Fund
30.65 Year-End Procedures
30.65.10 Year End Procedures (April 30) Deadlines and Cut-off Dates
30.65.15 Year End Inventory Procedures
30.65.20 Special Year End Procedures for Research Accounts
30.65.25 Year End Anomalies
30.70 Capitalization of Assets
30.70.01 Cost of Constructed Buildings
30.70.02 Capital Upgrades to Buildings and Site Improvements
30.70.03 Land and Site Improvements
30.70.04 Library Resources
30.70.05 Amortization of Capital Assets
30.70.06 Disposal of University Assets
30.70.07 Periodic Counts and Carrying Values of Capital Assets
30.70.08 Capital Asset Location Changes
30.70.09 Capital Leases
30.70.10 Collections
30.75 Ownership of University Assets

 

PURCHASING (Section 40)
40.01 Purchasing Policy
40.02 Detailed Supply Management Services Policies
40.03 Purchasing Card Program
40.05 Policy - Tendering (Competitive Bidding Process)
40.10 Policy for Purchase of Security Equipment
40.11 Policy Regarding Equipment Lease Versus Buy
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
50.40 Establishment of Accountable Professional Expense Account (APEA) Budgets
50.45 Carry Forward Policy Relating to Accountable Professional Expense Accounts
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
55.10 Internal Auditing Policy

 

Ancillary Services (Section 60)
60.10.10 Bookstore Discount Policy (for Faculty, Staff and Departments)
60.10.15 Bookstore Buybacks Policy
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 Printing Services Copier Policies and Procedures
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
70.50 Firearms Policy
70.80 Installation and Use of Video Surveillance Systems

 

STUDENT MATTERS (Section 90)
90.10.01 Change of Name Protocol
90.10.15.01 Regulations Governing Discipline for Academic and Non-academic Misconduct
90.10.20 A Policy Regarding Students with Special Needs
90.20.05.01 Student Tuition and Related Fees
90.20.05.02 Student Tuition - Program Differential Fees
90.20.06 T2202A - Tuition Income Tax Receipts
90.20.10.01 Payment of Student Accounts - Payment Deadlines and Penalties
90.20.10.02 Student Tuition - Methods of Payment
90.20.10.03 Payment of Student Accounts - Authorizing Student Loans
90.20.10.04 Student Statements of Tuition Owing
90.20.10.05 Student Accounts - Collection Agency Procedures
90.20.10.06 Student Accounts Receivable - Write Off Policy
90.20.10.07 Appeal Process for Fee Adjustments
90.20.15 Financial Holds on Student Accounts Disallowing Registration
90.20.20 Payment of Scholarships, Bursaries and Awards
90.20.25 Student Refund Procedures
90.20.30 Requesting an Accounts Receivable Journal Entry Adjustment
90.20.35 Emergency Financial Assistance for Students
90.20.40 Student Accident Benefit Plan
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 and Special Purpose Accounts
140.30 Recovery of the Indirect Costs of Research and Service Contracts

 

COMPUTING SERVICES (Section 15)
150.10 Campus Computing, Network and Other Information Resource Facilities Policy
150.11 Copyright of Photographic Material, Audit Visual Services
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

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