University Name, Corporate and Academic Seals

Category: Governance
Number: GOV-020-030
Audience: All University employees
Issued: March 11, 2014
Revised: May 24, 2017
Owner(s): Executive Director (University Governance)
Approved by: Board of Governors
Contact: Executive Director (University Governance) - 306-585-5545

Introduction

This policy defines the permitted use and any restrictions on the use of the University's name, the University's academic seal and the University's corporate seal.

This policy will further define:

  • the offices that will be responsible for safeguarding the academic seal and the corporate seal (collectively, the "seals");
  • the individuals who will be authorized to affix the seals; and,
  • the offices with the authorization for approving the use of the seals.

Policy

University Name

The official name of the University is "The University of Regina" (pursuant to subsection 3(1) of The University of Regina Act). The approved acronym for the University is "U of R". La Cité universitaire francophone was granted permission to use the French translated version of the University's name l'Université de Regina for publications that appear in French. Any official documents issued by La Cité universitaire francophone that require the University's name must use the official name "The University of Regina".

The use of the University's name is also restricted pursuant to section 3 of The University of Regina Act.

University Corporate Seal

The corporate seal shall be stored in a locked cabinet in the University Secretariat. Electronic versions of the corporate seal will not be available for use on the Internet.

The University Secretary has the authority to affix the corporate seal for the University. When the University Secretary is absent, this authority will be delegated to the Vice-President (Administration). If both individuals are absent, the President can delegate the responsibility to one of the members of the Senior Executive (namely, one of the other Vice-Presidents).

The corporate seal shall be affixed to:

  1. Documents or agreements that are required by law to be under seal;
  2. All bylaws of the Senate (pursuant to section 36 of The University of Regina Act);
  3. Securities of the University (pursuant to subsection 71(5) of The University of Regina Act).

The corporate seal may be affixed to:

  1. Agreements to which the University is a party and for which the other party to the agreement requires the University to execute the agreement under seal; and
  2. Transfers, mortgages or other instruments or documents required to be in writing and to which the University is a party (pursuant to subsection 73 of The University of Regina Act).

University Academic Seal

The academic seal of the University includes the following elements:

  1. the University's coat of arms; and
  2. the University's official name.

The academic seal shall be stored in a locked cabinet in either (i) the University Secretariat or (ii) the office of the Registrar. Electronic versions of the academic seal will not be available for use on the Internet.

The University Secretary and the Registrar have the authority to affix the academic seal for the University.

The academic seal may be affixed to:

  1. Undergraduate, Graduate and Doctoral Degree parchments providing evidence of a degree conferred by the University.
  2. Certificates providing evidence of an honorary degree conferred.
  3. Diplomas and certificates approved by the University.
  4. Official student transcripts that are used for certification of a Degree, Diploma, Certificate or a student's academic standing at the University.
  5. Official greetings forwarded by the University and signed by the Chancellor and/or the President.
  6. Such other documents as may be designated in writing by the University Secretary.

Reporting of Sealed Documents

The University Secretary or delegate shall maintain a record of all documents to which the University corporate seal is affixed. This record will include:

  • a description of the document;
  • the date the document was sealed and signed;
  • the name of the University signatory to the document; and,
  • the name and initials of the person who affixed the corporate seal.

Consequences for Noncompliance

Except as permitted by this policy, no person may affix or attempt to affix either the corporate seal or the academic seal of the University to any document.

Any person who uses the corporate seal or the academic seal without proper authorization, or who uses a seal purported to be a seal of the University in an attempt to deceive, may be subject to disciplinary and/or civil action. Students who use the academic seal in an attempt to deceive will be subject to the University's discipline policies.

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