Respectful University

Introduction

This Policy establishes the framework related to the University of Regina’s commitment to preventing and responding to Harassment and Discrimination within its community. It affirms the University’s commitment to foster a safe, respectful, and inclusive environment for all students, faculty, staff, and visitors, free from Harassment, Discrimination, and Prohibited Relationships.

This Policy is grounded in trauma-informed principles and recognizes the importance of culturally relevant approaches, including Indigenous ways of knowing, being, and healing. It acknowledges the impact of intersectionality and systemic power imbalances on individuals’ experiences and access to support, and it promotes person-centered responses that prioritize dignity, safety, choice, and empowerment.

This Policy supports the University’s strategic priorities of equity, inclusion, and well-being, and outlines clear expectations for conduct, disclosure, reporting, and resolution. It applies to all members of the University community and those interacting with it, and is designed to ensure procedural fairness, uphold natural justice, and promote a culture of respect and care.

The University values and expects all members of the University community to contribute to a Safe and Respectful Environment which is free from harmful behaviours such as Harassment and Discrimination. In such an environment:
a. Individuals feel safe, valued, and respected;
b. Individuals listen and respond respectfully to the views and concerns of others, including when there is disagreement;
c. Individuals are accountable for their own behaviours;
d. Individuals can respectfully raise questions and issues without fear of negative consequences;
e. Safety (encompassing protection from physical, emotional, and psychological harm) is prioritized and supported;
f. All University community members are free to claim their rights under this Policy, to provide evidence, and to participate in an investigation or complaint resolution process, without reprisal or threat of reprisal;
g. Complaints are addressed in a timely and respectful manner; and
h. Inappropriate and unacceptable behaviours are addressed in a timely and proportionate manner. Acting and promoting early intervention when workplace issues arise is important to reducing escalation.

Scope

This Policy applies to any person under the University’s direction or who has a relationship with the University and who:
a. Subjects a student, employee or any other member of the University community to Harassment and/or Discrimination in the context of a University matter or activity, whether the Discrimination or Harassment is alleged to have occurred on or off University property; or
b. Engages in a Prohibited Relationship.
This includes:
• students
• employees (faculty, staff, and student employees)
• persons who teach and conduct research at the University
• members of the Senate, Board of Governors or other committees of the University
• visitors, guests, sport leaders, clients, customers, suppliers, and volunteers
• contractors, subcontractors and/or their employees and any persons under contract to the University.
Third parties are expected to conduct themselves in a manner consistent with this Policy. Compliance with this Policy shall be deemed to be an implied term of all contracts and agreements with the University and is a condition of access to the University.

Jurisdiction

The University can only investigate allegations of Harassment, Discrimination or Prohibited Relationships if it has jurisdiction to investigate.

The University’s jurisdiction is limited by the following:
i. Whether the allegations are within the scope of this Policy and the Procedures (i.e. involving Harassment, Discrimination or a Prohibited Relationship);
ii. Whether the facts alleged in the Complaint establish a prima facie case of Harassment, Discrimination, or a Prohibited Relationship; that is, assuming the facts alleged are true, they disclose conduct that falls within the definition of Harassment, Discrimination or a Prohibited Relationship.
iii. Whether the Complaint contains sufficient information to make the determinations above.
iv. Whether the Complainant and Respondent are under the jurisdiction of the University (i.e. employees and/or students of the University) such that the Policy applies and the Coordinator has jurisdiction to investigate the complaint.

This Policy does not cover:
a. allegations of Sexual Harassment or Prohibited Relationships against individuals who are not employed by the University – such allegations will be subject to the Sexual Violence/Misconduct Policy and the procedures thereunder; or
b. issues of academic integrity and general academic supervision, which may be covered under other policies and procedures of the University.

This Policy is the framework for the accompanying detailed Procedures which outline the processes and options for consultation and reporting allegations (including initial assessment, alternate resolution, and investigation).

Policy

The University is committed to creating and maintaining a Safe and Respectful Environment in which all members of the University community can live, work, teach, research, learn, and study, and otherwise participate in activities connected to the University in a collegial environment of mutual respect, free of Harassment and Discrimination, and Prohibited Relationships.

Harassment and Discrimination are, fundamentally, a selective denial of the basic human right to be treated with dignity and respect. The University expects all members of the University community to abide by this policy in connection with all University matters. The University will not tolerate or condone Harassment and Discrimination and will take all reasonable practicable steps to prevent this type of behaviour and to stop it if it occurs.

The University is committed to:
a. ensuring that those who report incidents of Discrimination, Harassment or Prohibited Relationships are given the opportunity to be heard and are supported (including the provision of and/or referral to counselling and medical care, and the provision of appropriate and reasonable academic and other accommodation). They will be treated with compassion, dignity and respect throughout the process of disclosure and institutional response;
b. ensuring that prevention, response, and support efforts follow an anti-oppressive and trauma-informed approach, so that all members of the University community can access them. This approach recognizes that individuals who have experienced Harassment, Discrimination or Prohibited Relationships may require different services, resources, and supports;
c. ensuring that people who have reported Harassment, Discrimination or a Prohibited Relationship can choose culturally relevant processes in regards to alternative resolution and the continuum of recovery - for example, traditional Indigenous-centered approaches;
d. addressing Harassment, Discrimination and Prohibited Relationships through the Office of Respectful University Services by:
• prevention and awareness education, training and programming for faculty, staff and students; and
• providing information to the University community about Harassment, Discrimination and Prohibited Relationships on campus through the coordinated collection and reporting of data while maintaining confidentiality.
e. ensuring natural justice and procedural fairness for Respondents during the investigation process.

The University acknowledges that many relationships within the campus community involve inherent power imbalances. In support of a Safe and Respectful Environment, the University prohibits sexual and/or intimate relationships where an individual holds authority or influence over another's current or future academic activities, working conditions, career, academic advancement, or athletic activities. Such relationships may constitute Prohibited Relationships. These relationships have the potential to compromise the ability to give or withhold consent. They may also create actual or perceived conflicts of interest, bias, or coercion, and can undermine trust in academic and workplace settings.

If, notwithstanding the prohibition against Prohibited Relationships under this Policy, a consensual sexual and/or intimate relationship is not avoided, any existing or past relationship must be disclosed by way of the Conflict of Interest and Conflict of Commitment Declaration. Timely disclosure of such relationships by the individual in the position of authority is expected. Appropriate actions required to manage the conflict of interest will be taken.
Actions in violation of these provisions are considered to be unprofessional conduct and the individual may be subject to discipline under the collective agreement or employment agreement to which the individual is subject.

This Policy is in effect at all times – fifty-two (52) weeks per year, seven (7) days per week, twenty-four (24) hours per day, and is not limited to working days.

The University and all members of the University community share the responsibility of establishing and maintaining a climate of respect within this community, and to address any situations in which respect is lacking. This means not engaging in, allowing, condoning or ignoring behaviour contrary to this Policy.

The University will act promptly and efficiently to deal with conduct in breach of this Policy. It will endeavour to ensure that individuals who believe that they have been subjected to Harassment, Discrimination or a Prohibited Relationship are able to express concerns and register complaints without fear of retaliation or reprisal. The University will exercise care to protect and respect the rights of both the complainant and the respondent.

If third parties invited to the University engage or participate in the harassment of, or discrimination towards, an employee and/or student, the University may have limited ability to investigate or control their conduct. However, the University shall take reasonably practicable actions to stop or reduce the risk to its employees/students of being harassed, or discriminated against, by third parties.
Allegations of Harassment, Discrimination or a Prohibited Relationship arising during co-op placements, internships, fieldwork or practica shall be dealt with cooperatively between the University and the applicable agency according to University policy and procedures governing such placements.
 

Examples of Harassment

Sexual Harassment

Without in any way attempting to limit or define all circumstances that may constitute Sexual Harassment, this Policy identifies the following conduct or behaviours which may be considered Sexual Harassment depending on the totality of the circumstances, including the severity of the conduct and its pervasiveness.

Sexual Harassment may be overtly sexual in nature and the harm may be obvious and immediate. Sexual Harassment may also include conduct that is not overtly sexual in content but that is sexualized in context or effect, particularly where there is a real or perceived power imbalance. In assessing whether conduct is sexualized, intrusive, or inappropriate, the University will consider whether a reasonable person, in the same circumstances and within a professional or academic environment, would understand the conduct to be sexual in nature or to undermine an individual’s dignity or security.

Where a significant power imbalance exists, including supervisory, evaluative, or authority based relationships, consent may be compromised by dependency, fear of reprisal, concern for academic or professional consequences, perceived obligation, or concern for reputation. The absence of an explicit refusal does not, on its own, constitute consent.

Without in any way attempting to limit or define all circumstances that may constitute Sexual Harassment, this Policy identifies the following conduct or behaviours which may be considered as Sexual Harassment:
• Refusing to work with or have contact with employee/students because of their sex, gender identity or sexual orientation
• Unwelcome, graphic, suggestive or demeaning remarks, jokes, innuendos, propositions, taunting or other types of verbal abuse of a sexual or sexist nature (including about an individual’s appearance, body, attire, characteristics, sex or sexual orientation) directed at an individual or group
• Offensive or derogatory language alluding to a person’s private life or sexual behaviour or orientation by innuendo, jokes, or remarks
• Engaging in a course of vexatious comment or conduct of a sexual nature that is unwelcome
• Making a sexual solicitation or advance where the person making the solicitation or advance is in a position to confer, grant or deny a benefit to the individual, and the person knows or ought reasonably to know that the solicitation or advance is unwelcome
• A direct or implied threat of reprisal for refusing to comply with a sexually orientated request
• Pressing an individual to accept unwelcome invitations, including telephone calls, letters, texts, direct electronic messages (or messages through social media) or emails
• Compromising invitations and provocative suggestions
• Unwanted requests for sexual favours
• Leering, ogling, or other sexually oriented gestures
• Deliberate physical contact to which the individual has not consented or had the opportunity to object to, and/or the alleged harasser knows or ought reasonably to know is unwelcome, including unnecessary or inappropriate touching and/or offensive gestures
• Sexual assault
• The production, display, or distribution of pornographic or other sexually explicit, offensive or derogatory pictures or material

It is recognized that all individuals can suffer Sexual Harassment and that Sexual Harassment can also occur between individuals regardless of their sex, sexual orientation, gender identity and/or relationship status.

Personal Harassment

Personal Harassment involves inappropriate conduct that is repeated, or a single serious incident, that adversely affects another individual’s psychological or physical well being, and that the person knows, or ought reasonably to know, would cause an individual to be humiliated or intimidated and constitutes a threat to the health or safety of that individual.

Examples of Personal Harassment include, but are not limited to:

• Verbal or written abuse or threats, including threatening or abusive language, signs or gestures (oral, written, or communicated through electronic means), including insulting, derogatory or degrading comments, jokes or gestures
• Personal ridicule or malicious gossip
• Unjustifiable interference with another’s work or work sabotage
• Interference with or vandalizing personal property
• Repeated or continuous incidents of yelling, screaming or name-calling
• Repeated or continuous threats to terminate employment, withdraw contracts, funding, scholarships, or advancement opportunities for reasons unrelated to performance
• Comments addressed to a person which have the effect of undermining a person’s role in the workplace or classroom
• Repeated remarks, gibes or insults in reference to personal traits or appearance
• Intrusion by pestering, spying or stalking, or invasion of privacy causing physical or mental distress
• Pressure to become involved in anti-social or criminal behaviour
• Posting or display of materials, photos, images, and/or graffiti, including by electronic means, which may cause humiliation, or embarrassment (except where such display is for academic purposes and is a legitimate exercise of academic freedom and expression in teaching and research)
• Insulting a person by using degrading comments or obscenities
• Making a person perform useless, humiliating or demeaning tasks that are not reasonably expected to be part of that person’s employment
• Excluding or isolating a person by making others avoid them
• Unreasonably shunning a person in the workplace or classroom
• Threatening or abusive language (oral, sign, or written, including letters, voice mail, email, texts, direct electronic messages (or messages through social media), online chats and comments posted on websites)
• Excessive criticism of a person’s work or their private lives, when not related to appropriate evaluation of performance
• Bullying: persistent, inappropriate, offensive, abusive, intimidating or insulting behaviour, abuse of power and/or unfair punitive sanctions which makes the recipient feel threatened, humiliated and/or vulnerable.

Harassment Based on Prohibited Grounds

Harassment Based on Prohibited Grounds is Personal Harassment that is based on one or more of the prohibited grounds articulated in the Saskatchewan Human Rights Code, 2018, and in the case of an employee, on physical size or weight as articulated in the Saskatchewan Employment Act.

Examples of Harassment Based on Prohibited Grounds include, but are not limited to:
• “Gay-bashing”, transphobia, and/or transphobic violence, including sexual violence
• Making derogatory comments, innuendos, insults, slurs, jokes, teasing, pranks or threats about a person’s mental or physical disability, age, religion or religious creed, family status, marital status, sex (including pregnancy), sexual orientation, ancestry, colour, race or perceived race, nationality, place of origin, gender identity and receipt of public assistance. In the case of an employee, this also includes physical size or weight
• Silencing talk of racial, cultural, sexual or gender diversity
• Forcing people to disclose or hide their sexual orientation
• Defacing notices, posters or property with racist or homophobic graffiti, insignia, objects or pictures or display and/or publication of racist or homophobic material
• Hostility towards, and/or rejecting or excluding individuals or groups because of their mental or physical disability, age, religion or religious creed, family status, marital status, sex (including pregnancy and gender identity), sexual orientation, ancestry, colour, race or perceived race, nationality, place of origin, and receipt of public assistance. In the case of an employee, this also includes their physical size or weight
• Using a person’s mental or physical disability, age, religion or religious creed, family status, marital status, sex (including pregnancy and gender identity), sexual orientation, ancestry, colour, race or perceived race, nationality, place of origin, and receipt of public assistance. In the case of an employee, this also includes their physical size or weight
• Failing to provide reasonable accommodation for an individual’s disability
• Intentionally creating and/or using barriers to prevent participation of a person with a disability
• Ridiculing a person for the effects that a disability, illness or medication to treat a disability or illness, have on that person’s appearance and/or behaviour

What is Not Harassment / Discrimination

 This Policy does not inhibit, and the following actions do not constitute Harassment or Discrimination:

a. reasonable actions taken by a supervisor or other management employee relating to the management and direction of workers or the workplace in regard to decisions involving work assignments, job assessment and evaluation in accordance with applicable collective agreements or other contractual obligations; or
b. reasonable actions taken by a faculty member or an administrator relating to the supervision, teaching, assessment or management of students, including with respect to their academic and non-academic performance and conduct, including in accordance with faculty, department or University policies; or
c. reasonable actions taken by a Sport Leader relating to the coaching, supervision, assessment of student athletes, including with respect to their sport performance and conduct, including in accordance with sport, athletic or University policies.

The University will not condone Harassment and/or Discrimination under the guise of “strong management”. However, an assertive management, supervisory, teaching or coaching style will be acceptable provided that employees and students are treated with respect and dignity.

Examples of situations that do not constitute Harassment and/or Discrimination include, but are not limited to:
• Legitimate, reasonable managerial actions relating to the management and direction of workers or the workplace
• The legitimate right and responsibility of managers to conduct ongoing evaluation of employee performance, attendance, or discipline at work, which may include reasonable negative and constructive feedback and criticism of performance and/or may result in performance management measures and/or reasonable changes to a person’s job duties or responsibilities as a result of a poor evaluation
• The legitimate (i.e. not discriminatory, arbitrary or abusive) exercise in good faith of management’s rights for operational requirements, performance management or progressive discipline (including suspension or termination)
• Difficult conditions of employment, professional constraints, and organizational changes
• The legitimate right and responsibility of faculty and staff members to provide constructive and fair criticism of a student’s performance/behaviour, to deal with inappropriate student behaviour
• Undertaking an assessment of a student’s suitability for a particular professional program
• Reasonable instructional techniques, such as the use of irony, conjecture, or refutation, including assigning readings or other instructional materials that present or advocate controversial positions
• Undertaking disciplinary action for academic or non-academic misconduct
• Demands for academic excellence or a reasonable quality of work
• Overseeing injury and illness processes in accordance with occupational health and safety and workers’ compensation legislation / regulations
• The legitimate right and responsibility of sport leaders to provide constructive measures to correct performance deficiencies
• The legitimate (i.e. not discriminatory, arbitrary or abusive) exercise in good faith of a sport leader’s right to determine team rosters, positions or roles, playing time, and/or competition participation
• Undertaking disciplinary action for violations of sport team rules and/or University policies
• Minor workplace issues, such as routine disagreements or differences of opinion, and matters unrelated to employment or, in the case of students, to their employment and or living on campus. For example, harassment that occurs during a social gathering of employees or students that is not sponsored by the University
• Physical contact necessary for the performance of the work or study using accepted industry / educational standards
• Respectfully expressing disagreement or stating a contrary but reasonable point of view
• The legitimate (i.e. not discriminatory, arbitrary or abusive) exercise of academic freedom, freedom of thought and inquiry, and expression in teaching and research which may result in respectful disagreements regarding beliefs or principles, including the expression of opinions, debate or critique of someone’s ideas or work
• Single incidents of thoughtless, petty or foolish words or acts that cause fleeting harm

Conduct alleged to constitute Harassment will be evaluated according to the objective standard of a reasonable person, having regard to the totality of the circumstances, including the context, nature, frequency, and impact of the conduct. Conduct that may appear minor in isolation may constitute Harassment when repeated, escalating, or when combined with a power imbalance or disregard for expressed boundaries.

Thus, conduct that is merely objectionable to some, but that is not sufficiently severe, persistent, or pervasive to create an objectively intimidating, offensive, or hostile environment, is beyond the purview of this Policy.

Academic Freedom

This Policy shall not be interpreted, administered, or applied to infringe the academic freedom for academic staff members. When academic staff members engage in teaching, research and dissemination of knowledge, they are entitled to the freedom to carry out such activities without arbitrary interference. The frank discussion of ideas, the pursuit and publication of research and the study and teaching of material with controversial content may not constitute Harassment.

Roles and Responsibilities

University's Responsibilities

The University recognizes its obligations set out in The Saskatchewan Human Rights Code, 2018, and The Saskatchewan Employment Act, which requires the University to promote and maintain a working environment that is free of Harassment and Discrimination.

The University will:

• comply with human rights and occupational health and safety legislation to prevent Harassment and Discrimination and to provide a Safe and Respectful Environment for the members of the University community
• promote management support and leadership necessary to provide a Safe and Respectful Environment free of Harassment and Discrimination 
• promote and support the implementation of Harassment and Discrimination prevention program(s), educational/awareness and training opportunities for faculty, staff and students
• review the Policy every three (3) years

Administrators, Supervisors and Sport Leaders will:

• conduct themselves in a manner that promotes compliance with this policy
• provide employees in their areas of responsibilities with adequate direction, training and instruction, and encourage them to conduct themselves in a respectful manner that is consistent with this policy
• ensure that where it is necessary to take remedial or disciplinary action against a member of faculty, staff, student, course participant, volunteer or visitor, this is done fairly and in accordance with the disciplinary measures within relevant collective agreements and University procedures

Employees, Students, Athletes, Course Participants, Volunteers and Visitors will:

• conduct themselves in all activities in a manner that promotes compliance with this policy
• recognize and support the right of all individuals to dignity at work and study and to maintain an environment in which this can flourish
• familiarize themselves with this policy, which may include attending training appropriate to their position within the University
• complete the University's training on Harassment and Discrimination where applicable
• take the initiative in identifying Harassment and Discrimination and to take reasonable corrective or preventative action in accordance with this policy and its procedures

Contractors, subcontractors, suppliers and other third parties providing a service for or to the University will:

• as part of their contracts, comply with this policy and ensure that all of their employees and agents comply with this policy

The Occupational Health Committee will:

• model and promote behaviours that are consistent with this policy
• provide advice and guidance on this policy and how it pertains to a healthy and safe university and the University's strategic plan
• assist in ensuring that this policy is kept current and receive suggestions and recommend actions for improvements to the policy and/or the procedures

The Coordinator, Respectful University Services (and Manager, University Support Services) will:

• provide expertise and advice to all levels of management, faculty, staff and students on matters pertaining to Harassment, Discrimination, Prohibited Relationships, and a Safe and Respectful Environment
• coordinate and administer all aspects of this Policy, including the maintenance of appropriate records
• assess concerns and determine suitability for alternative resolution approaches, such as facilitated conversations, informal mediation, or other available resolution options, and coordinate or directly facilitate these processes, as appropriate
• provide consultation regarding complaints
• assess formal complaints and determine if the University has the jurisdiction to investigate complaints made under this Policy. When an alleged report of Harassment and/or Discrimination involves an employee of the University and it is determined the University has the jurisdiction to investigate, Respectful University Services will lead the investigation
• write and/or review the final investigation report prior to submission to the appropriate decision maker
• develop and implement strategies to create and sustain a Safe and Respectful Environment, including updating and maintaining the mandatory employee training program that promotes awareness and understanding of Harassment, Discrimination, and respectful workplace practices.

Consequences for Noncompliance

Violations of this policy place the University at significant risk and are subject to appropriate corrective administrative or academic discipline and could result in disciplinary action up to and including termination of the member's position with the University, or in the case of a student, a penalty as determined under the Student Code of Conduct. Significant legal penalties may also be assessed under The Saskatchewan Employment Act and by the Saskatchewan Human Rights Commission.

• Harassment, Discrimination and/or a Prohibited Relationship occurred; and
• The complaint was made in good faith.

Processes

Procedure for Handling Complaints

Prompt action and early resolution efforts by an impacted employee or student can be highly effective in stopping inappropriate or disrespectful behaviour, while also reducing the risk of recurrence or further escalation.

The Procedures related to this Policy provide individuals with an array of resolution options, up to and including the formal complaint/investigation process.

The Alternative Resolution options described in the Procedures are in addition to, and not in substitution for, other internal or external options or other legal rights. This Policy is not intended to discourage, prevent or preclude an individual from filing a grievance through the applicable Collective Agreement, initiating legal action (civil or criminal), or exercising any other legal rights, including:
• Filing a complaint with the Saskatchewan Human Rights Commission pursuant to; The Saskatchewan Human Rights Code, 2018.
• Referring a complaint to the Occupational Health and Safety Division of the Ministry of Labour Relations and Workplace Safety for resolution by an Occupational Health Officer.

Confidentiality

Confidentiality is critical in all processes under this Policy. Because of the particular sensitivity of Harassment, Discrimination and or Prohibited Relationship complaints, and their consequences, confidentiality is of the utmost importance and will be maintained at all times, unless there is a risk to personal safety or the University’s legal obligations require disclosure of information. Notwithstanding the foregoing, certain information pertaining to the alleged Harassment, Discrimination or Prohibited Relationship may be disclosed to those individuals within the University who have a need-to-know in order to administer this Policy, carry out interim measures, address safety concerns, or implement corrective measures. For more detailed information, please refer to the Procedures.

All parties involved in an investigation are expected to respect the privacy of those participating in the process and to maintain the confidentiality of information obtained through the investigation, including the substance of the complaint, the evidence, and the identities of individuals involved, except as reasonably necessary to seek advice, representation, or personal support.

This expectation does not prevent a party from speaking with a designated support person, union representative, legal counsel, or from accessing support services. Where a party’s disclosure compromises the integrity of the investigation, constitutes retaliation, or involves the inappropriate sharing of confidential information, the University may take appropriate action in accordance with applicable policies or collective agreements.

Confidentiality does not mean anonymity. In acting on, or investigating, a complaint, a fundamental principle is that the respondent must be informed of who has made the allegations, and the specific nature of the allegations, so that they have a meaningful opportunity to respond.

Personal Safety

Where there exists a clear, serious, and immediate threat to the safety of an individual or the University community, the University has a legal duty to warn any individuals at risk. This may mean that, for the purposes of ensuring safety, the Procedures, including confidentiality, may not be strictly adhered to. In addition, action to address an urgent or emergency situation may be taken by Protective Services, the Early Intervention Team and/or senior administration in order to protect an individual or other members of the University community.

Related Information

• Respectful University Policy Procedures (376 KB)
• GOV-100-016 Violence Prevention
• GOV-100-018 Sexual Violence/Misconduct
• GOV-022-010 Conflict of Interest and Conflict of Commitment
• GOV-060-005 Freedom of Information and Protection of Privacy
• Regulations Governing Discipline for Academic and Non-Academic Misconduct
• Collective Bargaining Agreements: CUPE 5791, CUPE 2419, URFA-Academic, URFA-APT (requires employee login to URSource)
• U of R Statement on Freedom of Expression (46 KB)