University of Regina Policy
Browse Terms
Absent or Absence (relating to Delegation of Authority, Senior Executive)
the extended absence of the incumbent for a time or a place where the incumbent is unavailable by telephone, facsimile, email or other means
Academic Administrator
an employee who holds both an administrative office and a continuing academic appointment
Academic Home
the Faculty or department in which an academic appointment is held
Academic Integrity
the moral code or ethical policy of academia. This includes values such as avoidance of cheating or plagiarism; maintenance of academic standards; honesty, diligence, rigor and integrity in research and academic publishing.
Academic Policy
these policy documents guide how the University sets rules, regulations, and procedures as they relate to students. They describe the framework for student academic matters in accordance with legislative and bylaw requirements.
Academic Rank (relating to Awarding the Title Emeritus)
Instructor, Laboratory Instructor, Lecturer, Assistant Professor, Associate Professor, Professor, Librarian, Archivist
Academic Staff Member
an Employee of the University who holds an academic appointment and is a member of the University of Regina Faculty Association covered by the University of Regina Academic Staff Members collective bargaining agreement.
Access (relating to Freedom of Information and Protection of Privacy)
provides a right of access to the records in possession or under the control of a government institution.
Accessible
readily available to the people who need; easy to understand and use; posing no obstacles to people with special needs.
Accommodation (relating to Workplace Accommodation)
an arrangement that reasonably eliminates barriers to provide an employee with work that is safe, meaningful, productive, and within the skills, abilities and restrictions of the employee, and that does not create undue hardship.
Accommodation Plan (relating to Workplace Accommodation)
the documented plan/strategy to provide an accommodation for an employee. An Accommodation Plan may be temporary or permanent.
- Temporary Accommodation Plan: a gradual increase in hours and/or temporary modification of work activities or some combination thereof designed to ultimately return the employee to their position without restrictions or ongoing accommodation.
- Permanent Accommodation Plan: any combination of hours of work and/or work activities designed to keep the employee in the workplace.
Account Administrator
the employee who is responsible for the creation and maintenance of the Official Account or platform for their University Department
Accounts Receivable
a current asset account showing amounts payable to an entity by customers who have made purchases of goods and services on credit
Accounts Payable
a current liability account showing amounts payable to an entity by the University
Accused (relating to Safe Disclosure)
a person against whom the allegation of wrongdoing is made
Adjudication Board (relating to Sexual Violence Misconduct)
A three person board, convened by and including the Associate Vice-President (Student Affairs), who will review the investigation report and recommend appropriate disciplinary penalty, outcome, or other measures, if any, in the case of sexual violence/misconduct by a student. Adjudication board members will receive basic awareness and educational programming with regards to sexual violence/misconduct. Adjudication Board members will be out-of-scope employees.
Administrative Unit (relating to Administrative Unit Reviews)
the department, office or unit that is the subject of the review process
Administrator
a person authorized by the University to oversee or direct the work or learning activities of others. For purposes of this Policy, this reference shall include senior, out-of-scope, faculty/staff members/supervisors in a faculty or department or unit with the authority to address personnel matters as they relate to the individual, including the President, Vice-President, Associate Vice-President, Dean, Director or Manager, as the case may be.
Administrator (relating to Internal Audit)
a senior administrator of the University including: the President; Vice-President; Executive Director, University Governance; Associate Vice-President; Dean; Director; or, Manager.
Agreement
a written document or electronic data file made between the University and one or more counterparties that confirms a commitment
Allegation (relating to Safe Disclosure)
an unproven but formal, written assertion or claim of wrongdoing
Allegation (relating to Research-Scholarly Misconduct)
an unproven assertion or claim that a Researcher has committed Research/Scholarly Misconduct
Alternate Servers (relating to Website Naming, Hosting, Risks and Security)
secondary University web servers (www2), virtual hosts, virtual servers, application servers, Application Service Provider (ASP), external web host
Alternative Resolution
A voluntary process whereby the complainant and the respondent resolve matters between them, with the help of a third party (such as through mediation), without engaging in the investigative and adjudicative processes.
Ancillary Service
a service that provides necessary support to the primary operation of the University, including Food Services, Housing Services, Parking Services, and the Campus Store.
Animals
are defined as non-human, living vertebrates and any living invertebrates of the class of cephalopoda, including free-living and reproducing larval forms, used for research, education or breeding purposes.
Anonymous (relating to Safe Disclosure)
of unknown authorship; not named or identified
Anonymous Information
information that has never had identifiers collected or associated with it
Application Service Provider (ASP)
any individual or company that offers to provide software application services where any or all of the application, database, server, or data are stored or run externally to the University or on assets that are not owned or leased by the University and or are not under the University's direct control.
Approval Registry (relating to Approval Authorities and Execution of Documents)
the registry approved by the Board setting out the details of (i) each type of Commitment or Agreement, (ii) the Approving Authority for such Commitment or Agreement, (iii) the University Officer who may execute such Agreement (once it has been Approved), and (iv) the Department responsible for such Agreement.
Approve (relating to Approval Authorities and Execution of Documents)
to approve and authorize the University to enter into a commitment under an agreement
Approved Position (relating to Personal Computer Allocations, Evergreen Program)
any position meeting all of the following criteria: has administrative (including academic administrative) duties which require significant use of a computer; is a permanent full time position; has been approved and fully or partially funded from central funds specifically allocated by the University Budget Committee for the position; and has an assigned position number from Human Resources and Financial Services. For further clarity, approved positions do not include any of the following: term positions; replacement staff; sessional Instructors; positions fully funded through sales, recovery, charge back, research awards or any other similar alternative funding methodology.
Assault
involves any act, gesture, or attempt to apply force that gives an employee reasonable cause to believe there is a risk of injury, whether or not an injury (physical or psychological) occurs. Examples of assault include: kicking, hitting, biting, grabbing, pinching, scratching, or spitting; injuring a person by using an object such as a chair, or a weapon such as a knife, gun, or blunt instrument; verbal hostility and abuse.
Asset Administrator
an individual appointed by their Dean, Director (Academic), AVP, or out-of-scope designate to manage all non-direct-use computer assets belonging to a faculty or department by ensuring the assets are properly barcoded and registered with Financial Services, are properly disposed according to policy, and who aids in annual asset count and locating missing assets.
Assets (relating to Naming Buildings, Facilities, and Academic Units)
buildings, rooms, parts of buildings, facilities, academic units, or outdoor areas
Assistive Animal
means a service animal or a support animal, as the case may be
Athletic Award (relating to Establishing Student Awards)
a grant of money to a student athlete who is eligible based on their participation in U SPORTS (formerly Canadian Interuniversity Sports) competition. These awards are governed by U SPORTS Athletic Financial Awards policy.
Authentication
the process of confirming the correctness of the claimed identity.
Authentication Mechanism
A piece of information that is held in confidence by an individual and used to prove that the person is who they say they are. An authentication mechanism in the context of this policy is used to prove the asserted identity to a system, application or service. Examples include, but are not limited to, passwords, passphrases, or cryptographic private keys.
Available space (relating to Space Management and Allocation)
space that is not currently allocated to a manager, excluding Reserve space, which is available for allocation. Available space is derived from either new space (http://www.uregina.ca/policy/glossary/index.html?term=newspace), space vacated by a manager when equivalent or improved space has been allocated by the Space Allocation Committee, or space that a manager identifies as surplus
Award (relating to Gift Giving and Staff Functions)
recognizes specific employment-related accomplishments, such as an employee suggestion or an award of excellence. Awards do not recognize job performance
Award (relating to Establishing Student Awards)
financial or non-monetary recognition for achievement or involvement in extracurricular activities such as sport, student clubs and societies, community service, student government, etc. Students must achieve a minimum grade point average of 65%. Awards will appear on a student's transcript.
Base Budgeted Positions (relating to Position Control)
academic, administrative or support positions which are long term (effectively permanent) for which base funding has been provided.
Best Interests of the University (relating to Conflict of Interest and Conflict of Commitment)
The course of action most consistent with the University's values, mission, and goals and the University's legal and contractual obligations
Best Value (relating to Purchasing Goods and Services)
The purchase that will provide the greatest overall benefit for the University with the resources available for that purchase.
Biohazard
is an organism or material derived from an organism that poses a threat to human health.
Biological Substance
is a substance containing living organisms or parts of organisms or products of organisms in their natural or modified forms.
Biosafety
is the maintenance of safe and healthy conditions in biological research to prevent harm to workers, nonlaboratory organisms, and the environment.
Biosafety Officer
is the individual designated by the Vice-President (Administration) to oversee the University Biological Safety Program and procedures.
Bona Fide Occupational Requirements (BFOR)
a standard or rule that is integral to carrying out the essential components of a particular position within a workplace, or those specific skills, abilities, duties, or practices that are necessary to achieve the legitimate objectives of a position at the University.
Bonafide Organization (relating to Sale and Service of Alcohol on Campus)
a group or organization that is part of the organizational structure of the University of Regina or a group that is a part of or sponsored by the University of Regina Students' Union
breach (relating to Freedom of Information and Protection of Privacy)
occurs when there is actual, alleged or suspected unauthorized collection, use or disclosure of personal information. Some examples of a privacy breach include: when personal information is stolen or accessed without authority, when personal information is emailed to the wrong person, or when documents containing personal information are disposed into a non-secure receptacle.
Budget Adjustment (relating to Budget Transfers, Revisions and Adjustments)
a budgetary increase to the expenditure budget of an organization code with an offsetting increase to the recovery/revenue budget of an organization code within the same unit under the jurisdiction of the employee requesting the adjustment (e.g. Creating a recovery budget in Science Stores with an offsetting increase in the Science Dean's Office Miscellaneous Expenditures budget)
Budget Managers (relating to Budget Process)
administrators with responsibility and accountability for the operating budget for an academic or administrative unit of the University or a portfolio of such budgets, including but not limited to the Vice-Presidents, Executive Director (University Governance), Associate Vice-Presidents, Deans, Academic and Research Directors, and the University Librarian.
Budget Revision (relating to Budget Transfers, Revisions and Adjustments)
a change in the budget, by increasing or decreasing the budget of one unit while decreasing or increasing the budget of another unit (e.g. Science moves expenditure budget to Arts, thereby decreasing Science's overall budget and increasing Arts)
Budget Transfer (relating to Budget Transfers, Revisions and Adjustments)
a move in budgetary resources from one organization code to another organization code within the same unit under the jurisdiction of the employee requesting the transfer (e.g. Transfer of expenditure budget from Biology to Chemistry in the Faculty of Science)
Building
includes the facilities to be contained in the building and on the site, and the activities, program and personnel accommodated by the building.
Bursary (relating to Establishing Student Awards)
primarily designed to assist students with financial need. Recipients must be in good academic standing. Bursaries do not appear on a student's transcript.
Business (relating to Conflict of Interest and Conflict of Commitment)
any corporation, partnership, sole proprietorship, firm, franchise, association, organization, joint venture, trust, or any other separate legal entity organized for profit, non-profit, or charitable purposes
Business Meeting
a pre-arranged private meeting pertaining to the full-time occupation or profession of the insured and which was the sole purpose of the trip (documentation evidence of meeting arrangements required). In no event shall Business Meeting include a Convention, Conference, Assembly, Trade Show, Exhibition, Seminar or Board Meeting.
Canada Research Chair (CRC)
an employee of the University who holds a CRC as a result of a Government of Canada initiative; institutions receive an allocation of Research Chairs based on the amount of research funding received from the Tri-Council
Candidate (relating to Out-of-Scope Senior Appointments)
a person who applies for the position of President, Vice-President, University Secretary, Dean or equivalent, Associate Vice-President, Associate Dean or equivalent, or who applies for such position upon nomination by another.
Cannabis
A cannabis plant, or any part of a cannabis plant, including the phytocannabinoids produced by, or found in, such a plant, regardless of whether that part has been processed or not. For clarity, this includes products such as edibles or oils. It does not include:
- a non-viable seed of a cannabis plant;
- a mature stalk, without any leaf, flower, seed or branch, of such a plant;
- fibre derived from a stalk referred to in item 2 (b. above);
- the root or any part of the root of such a plant.
Capital Assets (relating to Management of Assets)
items owned by the University, such as land, buildings, equipment, and software that are used over a period of time to provide service to the University and the University community. Capital Assets may be used to produce goods or to repair, maintain, or construct other assets.
Card-holder data (CHD)
the full primary account number (often referred to as the account number) plus any one or more of the following: cardholder name, expiration date and/or service code. For the purposes of this policy, CHD is also understood to include security-related information, such as personal identification numbers (PINs), card validation value (CVV), etc.
Card-holder data environment
the people, processes and technology that store, process, or transmit cardholder data or sensitive authentication data.
Carryforward
funds from the previous fiscal year (positive and negative) carried over into the opening account balance for a new fiscal year
Cash (relating to Gift Giving and Staff Functions)
currency (money or cheque)
Casual Employee
a casual employee shall be defined as "one who works less than 65 hours per month". A casual employee shall be required for brief time periods and, should a casual employee be required to work more than 65 hours in a month for longer than two months in duration, it shall be deemed that a term position is required and Human Resources shall be consulted.
Catering (relating to Food Services)
the provision of food and/or drink on campus property (other than a potluck function). Catering may be required due to the time of day (e.g. lunch meeting), past practice (e.g. coffee and cookies supplied at a particular meeting) or the very nature of the event (e.g. dinner).
Certified Copy (relating to Legal Name and Name Change)
a copy that has been marked "Certified True Copy" and has the printed name, position, signature, contact information and date the document was certified by a guarantor
Chairholder
the incumbent Research Chair
Charitable Organization (relating to Donating to or Sponsoring External Groups and Causes)
a type of non-profit organization formed for charitable purposes
Chemical Substance
is any natural or artificial substance, whether in the form of a solid, liquid, gas or vapor, other than a biological substance.
Classroom Space
is a university resource allocated to and managed by the Scheduling area of the Registrar's Office. All academic units share access to classroom space to deliver courses
Closely Associated Person (relating to Conflict of Interest and Conflict of Commitment)
A family member or other person related by blood, adoption, marriage, or common-law marriage to the member;
A person with whom the member has an intimate personal relationship (or an individual with whom the member has had such a relationship)
Code (relating to Workplace Accommodation)
The Saskatchewan Human Rights Code, 2018, as amended from time to time.
Colleague (relating to Conflict of Interest and Conflict of Commitment)
Peer; someone in the same profession, office, or organization
Commitment (relating to Approval Authorities and Execution of Documents)
any agreement, commitment, undertaking or pledge made by the University which creates legal and binding obligations in favour of a Counterparty, including but not limited to assuming a financial obligation, providing or obtaining goods or services (including employment agreements), creating an academic partnership or other relationship (such as program agreements and practicum / placement agreements).
Competent
means possessing knowledge, experience and training to perform a specific duty.
Competitive Bid Process (relating to Purchasing Goods and Services)
The process by which the University invites bids from competing Proponents or contractors, and selects their submitted bids. Submissions are normally sealed. Selection occurs through either an open bidding process (bids opened in view of the bidders) or a closed bidding process (bids opened in a closed session). The process is designed to increase the competitiveness of pricing and minimize any potential preferential treatment.
Complainant (relating to Research-Scholarly Misconduct)
person who makes an allegation of Research/Scholarly Misconduct
Complainant (relating to Sexual Violence Misconduct)
The person making a report of sexual violence/misconduct.
Computer System (relating to Accountable Professional Expense Accounts)
a desktop (computer/monitor), laptop, tablet, netbook, iPad, or smartphone
Concept
a word, term or phrase that expresses an idea or mental picture.
Confidentiality (relating to Code of Conduct)
Assurance that information, whether personal or contained in University records, is accessible only to authorized indivuduals
Conflict of Commitment (relating to Conflict of Interest and Conflict of Commitment)
a conflict where a member's external or personal activities and undertakings are, or might reasonably be perceived to be, so substantial as to interfere with the member's primary commitment and allegiance to the University
Conflict of Interest (relating to Conflict of Interest and Conflict of Commitment and Research-Scholarly Misconduct)
a conflict, real or perceived, between a member's personal interests and the member's responsibilities and obligations to the University to the extent that an impartial observer might reasonably question whether the member's actions or decisions are influenced by that personal interest
Constituency
Comprised of users holding University of Regina accounts. The constituency includes students, alumni, staff, faculty, or any other person with authenticated access to an information system, application, or resource provided by or from the University of Regina.
Construction
The creation of a new building or infrastructure on University property.
Consulting
the provision of professional or expert advice.
Content (relating to Social Media)
material including, but not limited to, text, images, audio and video
Contract
a mutual and binding agreement creating obligations enforceable by law.
Contract for Service
an arrangement whereby one party agrees to perform certain specific work stipulated in the contract for another party. It usually calls for the accomplishment of a clearly defined task, but does not normally require that the contracting party do anything themselves.
Contract of Service (Employment)
an arrangement whereby an individual (employee) agrees to work on a full-time or part-time basis for the other party to the contract (employer) for either a specified or indeterminate period of time; Under such a contract, one party serves another in return for a salary or some other form of remuneration.
Controlled Items
hazardous materials, radioactive materials, laboratory and research animals, goods and services that require a contract, legal services, maintenance contracts, extended rentals or leasing of equipment, and direct employment of individuals.
Controlled Product
is a controlled product within the meaning of the Hazardous Products Act (Canada) (http://laws-lois.justice.gc.ca/eng/acts/H-3/#HazardousProductsAct).
Copyright
protects intellectual property and its expression. Additional information on copyright at the University can be found at: http://www.uregina.ca/copyright/
Copyright Laws
the Copyright Act (Canada) (http://laws.justice.gc.ca/eng/acts/C-42/FullText.html), and the Regulations thereunder, as amended from time to time, and related laws governing matters related to Copyright including case law.
Copyrighted Materials
any original literary, dramatic, musical and artistic work created with skill and judgment and fixed in tangible form.
Copyright Owner
the legal owner of Copyrighted Materials who can assert the Rights of Ownership.
Core/Required Courses
Those courses a student must take in order to graduate from their program of study.
Counterparty (relating to Approval Authorities and Execution of Documents)
a party to an agreement with the University.
Creator (regarding Intellectual Property)
is the originator or discoverer of the Intellectual Property.
Custodial Stakeholders (relating to Banner System Security)
Representatives of a unit that are the recognized keepers of the data specific to a Banner module including Banner Finance, Banner Student, Banner HR and Banner Advancement.
Custodian
the person with administrative and managerial responsibility for the University's policies.
Custodian (relating to Petty Cash)
A person who is responsible for and safeguards something, e.g. the person with administrative and managerial responsibilities for the University's policies or the person responsible for a petty cash fund
Data (relating to Surveys)
is any set of facts or statistics in any form including that which is written, photographed, recorded, stored, or transmitted in any manner electronic or otherwise.
Data (relating to Limitation of Liability for Non University Owned Data)
any set of facts or statistics in any form including that which is written, photographed, recorded, stored, or transmitted in any manner electronic or otherwise. For clarity, the definition of Data includes the definition of Record and also includes computer programs and other mechanisms that produce records which is excluded in the definition of a Record
Data (relating to Use of Computer and Network Systems)
passwords, directories, user files or data, records, programs, usage logs, printouts, tapes, information resources or any other computer-related material belonging to users of the Systems
Data Consumer (relating to Information Technology Initiatives)
Individuals who access and use data in-scope of this policy
Data Custodian
Individuals responsible for ensuring that policies are followed within a specific unit or area and that local policies and processes are consistent with University policies and processes
Data Handling Standards
The required information security controls and safeguards for University records for each level of risk classification as determined by the Information Classification Framework
Data Steward
Individuals within units responsible for data use and planning through policy and protocols
Data Trustee
Highest ranking position responsible for data within a domain. Typically the executive sponsor of an initiative, or Associate Vice-President, Dean, Registrar, or Director of the unit which includes the data steward.
Daytime Hours
Classes with start times between the hours of 08:30 and 16:59.
Definitive Source
the final, authoritative, true version of the policy.
Department (relating to Approval Authorities and Execution of Documents)
the faculty, department, institute, or other academic or administrative unit responsible for the administration of an agreement, as designated in the Approval Registry.
Designated Groups
Currently, there are four designated employment equity groups that are formally recognized by the Saskatchewan Human Rights Commission (SHRC) and the Federal Contractors Program (FCP). Both the SHRC and FCP require the University to collect workforce data on the designated groups:
- Persons reporting an Indigenous identity– those who identify as First Nations, Métis or Inuk (Inuit).
- Persons from a Visible Minority Group – Persons of visible minorities/racialized groups are defined as persons in Canada, other than Indigenous peoples, who identify as non-white in colour or non-Caucasian in racial origin, regardless of place of birth. Members of ethnic or national groups (such as Portuguese, Italian, Greek, etc.) are not considered to be racially visible unless they also meet the criteria above.
- Persons reporting a Disability – Persons with disabilities are those with long-term or recurring physical, mental, sensory, psychiatric or learning impairment who:
- consider themselves to be disadvantaged in employment by reason of that impairment, and/or;
- believe that an employer or potential employer is likely to consider them to be disadvantaged in employment by reasons of that impairment.
This includes individuals with functional limitations due to impairment who have been accommodated in their current job or workplace.
- Women – Includes all persons who identify as a woman, regardless of sex.
Difference between a T4 and T4A
Where the term "T4" is used, that means that the payment is subject to statutory deductions for income tax, Canada Pension Plan (CPP) premiums, and Employment Insurance (EI) premiums. Where the term "T4A" is used, that means that the payment is taxable and will be reported to the CRA (Canada Revenue Agency) on a T4A slip, but that other statutory deductions are not applicable.
Digital assets
information stored in digital format, including but not limited to documents, datasets, images, video, sound files, or software programs. Metadata is an integral part of a digital asset.
Direct Costs (relating to Research Cost Recovery)
the costs that are attributable to a specific research project, except where the funding sponsor specifically defines direct costs. Another term for direct costs is variable costs
Direct-Use Computer Asset
a university-owned computer asset, such as an iPad, cellular phone, smart phone, tablet or non-Evergreen CPU or laptop, that was under the direct use of a specific person
Disability (relating to Workplace Accommodation)
has the meaning ascribed to that term in the Code, and includes any physical or intellectual disability or impairment, and any mental disorder.
Disability (relating to Service and Support Animals)
any degree of physical disability, infirmity, malformation or disfigurement and, without limiting the generality of the foregoing, includes: (A) epilepsy, (B) any degree of paralysis, (C) amputation, (D) lack of physical coordination, (E) blindness or visual impairment, (F) deafness or hearing impediment, (G) muteness or speech impediment, or (H) physical reliance on a service animal, wheelchair or other remedial appliance or device, or any of: (I) an intellectual disability or impairment, (J) a learning disability or dysfunction in one or more of the processes involved in the comprehension or use of symbols or spoken language, or (K) a mental disorder. (Source: SK Human Rights Code 2(1)(d.1))
Disclose/Disclosure (relating to Sexual Violence Misconduct)
Sharing of information pertaining to an incident of sexual violence/misconduct. A disclosure does not automatically constitute a report with a subsequent investigation.
Discrimination (relating to Respectful University)
the harmful treatment of an individual or group, based on certain personal characteristics. The Saskatchewan Human Rights Code establishes which characteristics (referred to as "prohibited grounds") are covered. They are: mental or physical disability, age (18 and over), religion or religious creed, family status (being in a parent-child relationship), 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 (provincial).
Discrimination does not need to be intentional to be illegal. For example, a rule or policy may be developed for good business reasons but have an unintended, significant negative effect on a certain group of employees.
Distinguished University Professor
the title "Distinguished University Professor" is established to provide periodically recognition to the most exceptional members of faculty who have distinguished themselves in research, teaching and scholarly activity to the benefit of their discipline and the University of Regina.
Diversity
From the Conference Board of Canada Report on Diversity: Priorities, Practices and Performance in Canadian Organizations: "Diversity refers to the presence of a wide range of human qualities and attributes within a group or an organization. The dimensions of diversity include, but are not limited to, age, gender, race, ethnicity, physical and intellectual ability, sexual orientation, educational background, talent, skill and experience. Diversity is seen as a positive valued construct indicating the richness that exists when people with a variety of backgrounds, orientations, skills and experiences participate in and contribute to an organization's work environment. Diversity encompasses elements of acceptance and respect. It emphasizes the need to embrace and celebrate the varied dimensions of diversity within each individual."
Donated Assets (relating to Management of Assets)
a voluntary and gratuitous transfer of real or personal property, excluding monetary donations or services
Donation (relating to University Gift Acceptance)
a voluntary and gratuitous transfer of real or personal property. The donor gratuitously disposes of his/her property and the University receives the property given
Donation (relating to Donating to or Sponsoring External Groups and Causes)
a voluntary gift (monetary or otherwise) given to a worthwhile cause
Due Diligence
means taking every precaution that is reasonable in the circumstances to avoid harm.
Eligible Academic and Administrative Employees
all APT members, Faculty Association members (excluding sessional instructors), and out-of-scope staff.
Emergency
a present or imminent event that requires prompt coordination of actions concerning persons or property to protect the health, safety or welfare of people, or to limit damage to property or the environment.
Emergency Management
the universal term for the systems and processes for mitigating, preparing for, responding to and recovering from emergencies and disasters.
Emergency Operations Center Group (EOC)
a core group comprised of individuals from the Emergency Management Committee who (in the event it is activated) attend to the University Emergency Operations Centre. This group may expand or contract dependent upon the specific needs of an emergency.
Emergency Response Team
individuals authorized by the Director of Emergency Operations that possess the knowledge, experience and training to safely respond to an emergency situation utilizing the incident command system.
Emeritus/Emerita
one who is retired but retains an honorary title corresponding to that held immediately before retirement
Employee
a person who receives a salary or other compensation from the University for full-time or part-time work or services normally performed by an employee. This includes a person currently on an employment leave.
Employment (relating to Policy Categories)
these policy documents establish rules, expectations, and conditions for employment. They guide employee recruitment, compensation, benefits, evaluation, discipline and termination.
Endowed Research Chair
an employee of the University whose research is supported by an individual and/or corporate partners and/or professional or disciplinary associations. Endowed Research Chairs may be created to recruit, retain, and recognize renowned researchers in sponsored disciplines or research areas
Endowment (relating to University Gift Acceptance)
a fund in which the capital is preserved and annual expenditures are restricted to all, or a portion of the income from investment
Enterprise Application
University owned software application that holds or provides access to confidential information of the University or information which the University has a legal obligation to maintain confidential including but not limited to confidential personal information.
Enterprise Risk Management (ERM)
a strategic and continuous process that supports the acheivement of the University's objectives through coordinated activities to identify, assess, and respond to risk.
Entrance Award (relating to Establishing Student Awards)
an award or scholarship granted to a student applying for admission. Entrance Awards or Scholarships will appear on a student's transcript.
Evening Hours
Classes with start times between the hours of 17:00 and 22:00.
Evergreen Assets
consist of the University's centrally funded computers and monitors.
Exemption (relating to Freedom of Information and Protection of Privacy)
The Local Authority Freedom of Information and Protection of Privacy Act recognizes a balance between the right of access and the need to keep certain information confidential. "Exemptions" are provided in the Act for certain circumstances or types of records where disclosure may not be appropriate. Exemptions are considered before access to a record is given and must be consistent with the exemptions provided for in the Act.
External Appointment (relating to Appointing Employees to External Boards and Committees)
an appointment of a University employee to the board of directors or a committee of an external Entity that specifically requests or identifies the requirement for a University designate on that board or committee.
Fabrication
making up data, source material, graphs, images, methodologies, circumstances, findings or results
Fact
a word, term, or phrase that does not require supporting evidence; objective information.
Faculty
is an individual employed by the University of Regina who holds an academic appointment.
Faculty and Staff
all academic and administrative staff employed by the University.
Faculty Research Chair
an employee of the University whose research is supported by a University Faculty. A Faculty Research Chair may be created, as funds permit, to support research of strategic importance to the University and to enhance recruitment and retention of faculty whose research expertise is of strategic importance to the University
Falsification
manipulating, changing, omitting, misrepresenting or distorting data, source material, graphs, images, methodologies, circumstances, findings, equipment, processes or results, without acknowledgement and which results in inaccurate or misleading findings, results or conclusions
Family Status (relating to Workplace Accommodation)
the status of being in a parent and child relationship, and for the purposes of this definition:
- child means son, daughter, stepson, stepdaughter, adopted child and person to whom another person stands in place of a parent.
- parent means father, mother, stepfather, stepmother, adoptive parent and person who stands in the place of a parent to another person.
FAST Accounts Receivable
an electronic invoicing system and the primary invoicing system on campus as of May 1, 2015
Fellowship (relating to Establishing Student Awards)
an award based on academic standing and/or leadership qualities and/or research etc., but with no factor of need. Fellowships will appear on a student's transcript.
Fieldwork
collectively means any work, study, teaching or research activity occurring beyond the geographic boundaries of the University of Regina undertaken by employees or students of the University and includes travel to these locations.
Filming/photographing
1. Capture on film/digitally (motion or stills); make a movie of a story or event; or 2. Create a record on film/digitally (motion or stills) for use or publication online, on social media, television or for promotional purposes or other uses
Financial Interest (relating to Conflict of Interest and Conflict of Commitment)
A direct or indirect interest in a business: As an investor, shareholder, director, employee, trustee, or agent; Consisting of any shares, securities, stocks, stock options, or similar ownership interest in a business, excluding interests arising solely from investment in the business by a mutual fund, pension fund, or other institutional investment fund over which a person does not exercise control; and, Where there is receipt of or the right or expectation to receive any income or benefit from the business in the form of a fee, honorarium, commission, salary, allowance, forbearance, forgiveness, interest in real or personal property, dividend, royalty derived from the licensing of technology, rent, capital gain, or any other form of compensation, or any combination of these.
Forced Meeting Day and Time
A class that has been forced in the system to be scheduled on a specific day and/or time.
Former Name (relating to Legal Name and Name Change)
a name in which an individual was formerly known. Also known as "Previous Name"
Fraud
Theft, misappropriation or misuse of funds or property or any illegal act to deceive others, resulting in the victim suffering a loss and/or the perpetrator achieving personal or business gain. Examples of fraud include but are not limited to: A financial system accounting entry intentionally made to represent what is not true or does not exist; Unauthorized alteration or use of financial documents and systems; Forgery of a signature, cheque, bank draft, or any other financial transaction document; Misappropriation of funds, supplies, or assets; Theft of property and identity; Misrepresentation of identity; Disclosure of confidential information to external entities for personal gain; and, Unauthorized destruction, removal, or use of records for personal gain.
Functional use (relating to Space Management and Allocation)
the functional use of space is defined by the COU space inventory classification system. Each space is assigned as one of the following categories: Category 1 - Classroom Facilities; Category 2 - Instructional Laboratory; Category 3 - Research Laboratory Space (Graduate and Faculty); Category 4 - Academic Offices and Related Space; Category 5 - Library Facilities; Category 6 - Athletic/Recreation Space; Category 7 - Food Service; Category 8 - Bookstore and Other Merchandising Facilities; Category 9 - Maintenance and Facilities Management Space; Category 10 - Administrative Office and Related Space; Category 11 - Audio-Visual Services Space; Category 12 - Central Services; Category 13 - Student Health Service Facilities; Category 14 - Common Use and Student Activity Space; Category 15 - Assembly and Exhibition Facilities; Category 16 - Unassigned or Non-Assignable Space (e.g., hallways, washrooms etc.); Category 17 - Residential Space; Category 18 - Animal Space; Category 19 - Other University Facilities; Category 20 - Health Science Clinical Facilities
Fund (relating to Benefit Charges and Budget Process)
an amount of money set aside for a certain purpose. The University has specific funds set up for Operating and Non Operating costs, each uniquely identified by a five or six digit code
Fund Manager
the person responsible for ensuring incoming money or budget is properly recorded in a fund, expenses are appropriate for that fund, and spending is not greater than the amount of revenue or budget available
General Purpose Computer Laboratory (relating to Personal Computer Allocations, Evergreen Program)
a computer laboratory located in an area which is accessible to all University students at least 50% of the available time
Guest Lecturer/Speaker
an individual brought in from outside the University to lecture on a specific topic within a course. This individual would not normally deliver more than five lectures.
Gift (relating to Gift Giving and Staff Functions)
recognition of a personal event or milestone such as a birthday, marriage or retirement, or recognition of a public/religious holiday where gifts are traditionally given
Gift
cash or other property voluntarily given to the University without any expectation of return or compensation on the part of the donor
Gift Annuity (relating to University Gift Acceptance)
an arrangement whereby a donor transfers assets to the University pursuant to an agreement authorizing the University to purchase a commercially prescribed annuity that will pay a stipulated amount to the donor and/or other annuitant
Gift in kind (relating to Donating to or Sponsoring External Groups and Causes)
a non-monetary gift of a good or a service
Good Faith Allegation
means an allegation that is not malicious or frivolous made by a Complainant who has reasonable grounds to believe that he or she has knowledge that Research/Scholarly Misconduct may have occurred
Good Faith Allegation (relating to Safe Disclosure)
A disclosure or allegation that is not malicious or frivolous made by a Reporter who has reasonable grounds to believe that he or she has knowledge that wrongdoing may have occurred
Governance (relating to Policy Categories)
these policy documents set high-level direction for the University, identify how assets are to be managed, and define authorities and their delegation. They set the standards for University decisions and conduct, shape culture, and address business continuity. They cross audience-specific boundaries.
Grant (relating to Budgetary Limits on Spending Research Funds)
a sum of money given by a sponsor for a given purpose. There are minimal reporting requirements to the sponsor to state what was accomplished with the money and how it was spent
Harassment (relating to Respectful University)
inappropriate conduct, comment, display, action or gesture by a person that adversely affects another's psychological or physical wellbeing. Harassment is further defined as "Personal Harassment" or "Harassment Based on Prohibited Grounds" as outlined in this policy.
Hazardous
is likely to cause harm or injury in certain circumstances.
Hazardous Material
is any prohibited product, restricted product, controlled product or special waste.
Hazardous Waste
a controlled product that is intended for disposal or is sold for recycling or recovery.
Hazards
are any activity, situation or substance that can cause harm including any agent or condition that can cause illness or injury.
Head (relating to Freedom of Information and Protection of Privacy)
as designated by the University of Regina, Board of Governors, is the Executive Director (University Governance), or such other individual as may be designated by the Board of Governors from time to time.
Health Care Practitioner (relating to Workplace Accommodation for Employees with Medical Disabilities)
the attending physician or surgeon who is duly licensed to prescribe and administer medical treatment and to perform surgery within the scope of his/her license.
Hierarchy of Accommodations (relating to Workplace Accommodation for Employees with Medical Disabilities)
in the development of all Accommodation Plans, accommodation is made in the following order of priority: Pre-disability position modified: attempt to accommodate the Employee in his/her own job; Another position in academic or administrative Unit: attempt to place the Employee in a suitable vacant position for which the Employee is qualified, within his or her faculty or department; Another position in the University: attempt to place the Employee in a suitable vacant position for which the Employee is qualified, elsewhere in the University; Another position modified: attempt to place the Employee in a suitable vacant position for which the Employee is qualified, with the duties of that position modified; A combination of appropriate duties.
High Risk Activities
are research and work activities that pose higher risk and require the completion of a Fieldwork Safety Planning Record. Examples include research at facilities that engage in higher risk operations such as laboratory activities, other activities which include additional training requirements and the use of personal protective equipment, research at remote field locations, diving operations, collecting data in politically unstable countries and travel to areas where additional immunization and vaccines are required.
Honorarium (relating to Board Member Honorarium and Expenses)
a payment in recognition of board and committee meeting attendance by board members
Honorarium (relating to Petty Cash)
A voluntary payment given to a person for services for which fees are not legally or traditionally required; often used to help cover costs for volunteers or guest speakers
Host at Destination
the person with whom the traveler is sharing pre-arranged overnight accommodation in his/her usual principal place of residence.
Human Data
Information about an individual collected through or used in the research project such that the individual would be defined as a human participant.
Human Participants or Participants
Those individuals whose data, or responses to interventions, stimuli or questions by the researcher, are relevant to answering the research question.
Human Resources
the Human Resources department of the University
Identifiable Information
information that alone or combined with other information could reveal the identity of an individual
Imprest fund (relating to Petty Cash)
A fixed sum of money advanced to a particular individual or business so the individual or business can pay for small incidental expenses; a sum of money to be used as petty cash
Inability to Act (relating to Delegation of Authority, Senior Executive)
the extended absence of the incumbent for a time or a place where the incumbent is unavailable by telephone, facsimile, email or other means
Inappropriate Purchases
transactions that include obtaining cash, transactions over $5,000 CDN, and controlled items
Inappropriate Purchases (relating to Purchasing Goods and Services)
Purchases that would be deemed not suitable or not appropriate in the operation of the University.
Incident (relating to Health and Safety)
any situation that involves an injury to a person or damage to property or the environment
Incident Command System
a standardized on-site management system designed to enable effective, efficient incident management by integrating a combination of facilities, equipment, personnel, procedures, and communications operating within a common organizational structure. This may be used to manage an incident or non-emergency event, and is scalable for large and small situations.
Inclusion
From the Conference Board of Canada Report on Diversity: Priorities, Practices and Performance in Canadian Organizations: "Inclusion is an attribute of organizational culture characterized by a demonstrated commitment to diversity. In an inclusive organization, all employees' contributions are valued, recognized and rewarded. Inclusiveness also refers to the extent to which an organization fosters interaction, communication, knowledge-sharing and decision-making. An organization with an inclusive culture distributes accountability and responsibility for diversity across all employees and organizational levels."
Indigenous Engagement
refers to the transformation of the existing academy by including Indigenous knowledges, voices, critiques, scholars, students, and materials as well as the establishment of physical and epistemic spaces. These practices facilitate the ethical stewardship of a plurality of Indigenous knowledges so thoroughly as to constitute an essential element of the University. Indigenous Engagement is not limited to Indigenous people but encompasses all students, faculty and staff.
Indigenous Knowledge Systems
may include beliefs, stories, songs, spiritual teachings, innovations, practices and rituals, and often include rich understanding of local ecological and biological resources. This knowledge is often transmitted orally by designated community members and is typically considered collective to the community, rather than private or individual.
Indirect Cost Recovery Rate (relating to Research Cost Recovery)
the rate of cost recovery set by the University’s Board of Governors (25%)
Indirect Costs (relating to Reseach Cost Recovery)
the costs of research that cannot be easily and accurately traced to a single project or activity because they are jointly incurred by numerous research projects and activities going on in an institution at the same time and therefore must be apportioned to each project according to its usage of the institution's facilities and services (estimated to be 40-60% of Direct Costs). Examples include fire insurance on a building, utility bills and the use of central services. http://www.statcan.gc.ca/pub/88-001-x/2011003/technote-notetech2-eng.htm
Indirect Costs (relating to Research and Service Contracts)
are therefore defined as those expenditures incurred in the conduct of research that are not readily or effectively traceable to specific expenses and can include, but are not limited to, the provision of space, the use of maintenance of equipment, staff resources as provided by such offices as Research Services, Financial Services or Human Resources, and a proportionate share of other costs, such as insurance and legal fees.
Industrial Research Chair
an employee of the University who holds targeted NSERC funding to support development and engagement in major research endeavours of interest to industry
Information Resources (relating to Use of Computer and Network Systems)
information in electronic or audio-visual format and hardware or software that is used to store, transfer or manipulate such information. For example, included in this definition is electronic files, e-mail, film, recorded magnetic and optical media, data and voice networks, photographs and digitized information
Information Risk Classification Framework
A standard which provides a method for University records to be assessed and classified by risk. University records are to be categorized into low, moderate, or high risk classifications based on the type of information, number of records, access/security, and importance to University operations
Information Technology Resources
includes one or more of the human, financial or infrastructure information resources of the University that have been or are being allocated to a Unit of the University.
Infrastructure
refers to the fundamental facilities and systems necessary for the University campuses to function. It includes roads, sidewalks and paths, parking lots, landscaped and non-landscaped areas, trees and foliage, tunnels, security and life safety systems, and the distribution systems for water, sewage, electricity, telecommunications, IT networks, steam and chilled water, laboratory gas, and natural gas.
Infringement
the act of violating the exclusive rights of the Copyright Owner, without the consent of the Copyright Owner.
Institutional Work
is Intellectual Property created at the request of the University, under the specific direction of the University, for the University's use, by a person acting within the terms of his or her employment. Intellectual Property created by Academic Staff Members may be considered an Institutional Work if a written agreement to this effect has been negotiated between the individual and the University prior to the work being created.
Instrument (relating to University Name, Corporate and Academic Seals)
a written document that states a contractual relationship or grants some right such as monetary transfers, mortgages, loans, contracts, memorandum of agreements, etc.
Insured Person
A person identified in an insurance policy as being covered by the insurance provider.
Integrated Web Services (IWS) (relating to Website Naming, Hosting, Risks and Security)
the standard offering of web hosting, operating system, database, language, development tools, training, resources, and support provided to the University community of site owners and content contributors for the purpose of delivering websites. Under the authority of the University Web Governance Committee, the IWS central/day-to-day operational group is jointly led by External Relations and Information Services and oversees governance, management and service delivery of University websites. The IWS operational group and the campus connect through site owners and content contributors.
Intellectual Property
any result of scholarly or creative activity that can be owned by a person, including all works that can be protected under copyright, patent, trademark, industrial design, integrated circuit topography, or other equivalent legislation. It includes, but is not limited to, text, works of art, databases, audio-visual material, electronic circuitry, biotechnology and genetic engineering products, computer software recorded in any format, inventions, and all other products of research.
Internal Audit
is an independent, objective assurance and consulting activity designed to add value and improve an organization's operations.
Internal Auditor
is a member of the University Secretariat who reports functionally to the Audit and Risk Management Committee of the Board of Governors and performs the internal audit function.
Internal Controls
process to ensure reliable financial reporting, effective and efficient operations, and compliance with applicable laws and professional standards.
Intersectionality
The interconnected nature of multiple forms of discrimination, such as gender, race, class, that creates overlapping and often additional systems of disadvantage.
Investigative Committee
the committee established to conduct a formal investigation into an allegation of Research/Scholarly Misconduct
Investigator (relating to Safe Disclosure)
any person appointed to conduct an investigation of potential wrongdoing
Ionizing Radiation and Radioactive Material
consists of particles, X-rays, or gamma rays with sufficient energy to cause ionization in the medium through which it passes.
Jurisdiction to Investigate
The legal authority to investigate under the Sexual Violence Misconduct policy, which is limited by the following: (i) the allegations must be made against an individual who was a member of the University community at the time of the alleged sexual violence/misconduct and at the time the report was submitted; (ii) the alleged conduct must fall within the definition of sexual violence/misconduct; and (iii) the alleged conduct must have a real and substantial connection to the University.
Kihci-anihsinapek, Old Ones, Lifespeakers, Elders
this term can have many meanings; generally a Kihci-anihsinapek, LifeSpeaker, Old One, or Elder is understood to be someone who is recognized by the community to have specific knowledge about the customs, ceremonies, languages, traditions, histories and ways of knowing of local Indigenous peoples. They serve higher education as guides, teachers, experts, and counselors but their work is not limited only to these tasks. Please ask and use the preferred title provided by your invited guest.
Label
includes any mark, sign, device, stamp, seal, sticker, ticket, tag or wrapper.
Leased space (relating to Space Management and Allocation)
space leased from external agencies to meet the need for space as determined by Facilities Management and approved by the Space Allocation Committee when available University space is insufficient and funds have been identified to pay for the lease and fit-up costs. Due to the nature of lease agreements, leased space allocated to a unit will be permanent but reviewed on a regular basis as determined by the lease agreement. Leased space is typically maintained by the owner
Legal Entity
a corporation, partnership, joint venture, trust, or similar structure, that has legal standing in the eyes of law. A legal entity has legal capacity to enter into agreements or contracts, assume obligations, incur and pay debts, sue and be sued in its own right, and to be held responsible for its actions
Legal Name (relating to Legal Name and Name Change)
For a Canadian citizen, the name under which an individual is registered at birth or the one changed legally through adoption, court order/change of name certificate or marriage. For a non-Canadian citizen, the name registered in Canada and which is found on the individual's immigration documents or passport.
Level 1 Emergency
a situation that represents a danger to the University, however, it can be handled by the University Emergency Response Team and the City of Regina first response from fire, police, or ambulance. The expected duration of the emergency response phase is less than 12 hours.
Level 2 Emergency
an emergency or crisis exists that seriously affects the University community's safety, the environment, or operations and may be a direct and immediate threat to employees, students, visitors, or the public. It may require a response from municipal emergency response agencies and is expected to have more than a 12 hour duration for the emergency response. This level requires full activation of the University Emergency Operations Centre.
License Agreement
agreements between the Copyright Owner or their licensing agent and the end-user to allow for the use of their Copyrighted Materials by granting prior permission for specific terms of use.
Licensed Practitioner (relating to Workplace Accommodation)
a licensed care provider who is duly licensed to prescribe and administer medical treatment within the scope of their license (e.g., Physician, Nurse Practitioner, Occupational Therapist, Chiropodist/Podiatrist, Physiotherapist, Registered Speech Therapist, Registered Psychologist, Chiropractor)
Line Management
the person to whom you report.
Location (relating to Management of Assets)
a particular university room number or a home of an employee (faculty or staff member)
Low Risk Activities
are research and work activities that do not pose a higher risk as they are conducted at other accredited institutions. Examples include other universities, hospitals, libraries, etc. in areas that are politically stable, require no additional mandatory vaccinations and are easily accessible via public transportation. Research and work activity of this type only requires completion of the Risk Assessment Form.
Major Capital Project (relating to Fund Monitoring)
a construction project which will provide new space for the University, or a renovation project which will cause a material change in function of some existing space or will exceed $500,000 in total costs
Material Safety Data Sheet
a document on which words, figures or symbols disclosing the information mentioned in sub-clauses 40(e)(i) to (v) of the Occupational Health and Safety Act may be written, printed or otherwise expressed.
Member of Immediate Family
the insured's legal or common-law spouse, parent, legal guardian, step-parent, grandparent, grandchild, in-law, natural or adopted child, step-child, brother, sister, step-brother, step-sister, aunt, uncle, nieces or nephews.
Member of the University Community
a faculty member, a staff member, a student, a contractor or subcontractor or visitor at the University of Regina.
Member of the University Community (relating to Research-Scholarly Misconduct)
includes but is not limited to any person paid by, under the control of, or contributing in any manner to a research project in the University or an affiliated or federated institution, and includes members of the academic, administrative and support staff of the University and its affiliated or federated institutions, and students, fellows, technicians, health care workers, programmers, analysts and guests and visiting researchers (and includes, for further certainty, a person currently on sabbatical or on an employment leave).
Minimum Lease Payments
is the present value of all future lease payments that will be made or received for an asset.
Minor (relating to Sale and Service of Alcohol on Campus)
a person who is under 19 years of age
Near-cash (relating to Gift Giving and Staff Functions)
functions as cash, such as a gift card or gift certificate
Near miss (relating to Health and Safety)
an unplanned event that has the potential to cause, but does not actually result in, human injury, environmental or equipment damage, or an interruption to normal operations
New space (relating to Space Management and Allocation)
space in newly constructed buildings
Non-Ionizing Radiation
Radiation that is not ionizing radiation; that is, it does not possess sufficient energy to produce ions. Examples are ultraviolet (UV), visible light, infrared, radio waves, lasers, and ultrasounds.
Non-Standard Tuition
tuition fees beyond standard tuition rates, including: tuition for international students; 1+1 and 2+2 program fees; tuition for professional programs; contracts that offer programming to a targeted group of students
Non University Owned Data
data that includes but is not limited to the research and study notes, teaching materials, reports, manuscripts, publications and personal communications of employees and students unless they were prepared under contract for the University or in the context of the University's administrative work
Non University Record
documents or information in all media and formats that are created, received, or accumulated as a result of personal activities. These may be works created as a result of intellectual or artistic activity. While records and documentation that are created or acquired in preparation for teaching or in the course of research may be subject to contractual and academic record-keeping requirements, they are the intellectual properties of the faculty and are not University records (unless otherwise specified in a contract with the University).
Not-for-Profit Organization (relating to Donating to or Sponsoring External Groups and Causes)
an incorporated organization which exists for educational or charitable reasons, and from which its shareholders or trustees do not benefit financially
Notifiable Chemical and Biological Substance
is any of the substances listed in Table 19 of the Occupational Health and Safety Regulations. (http://www.qp.gov.sk.ca/documents/English/Regulations/Regulations/O1-1R1.pdf#OHSR)
Office of Record
The Research Office will hold copies of reviews and annual reports of university-based and faculty-based research institutes and centres.
Official Account
a Social Media account or application that represents the University of Regina or a University Department in social media spaces that was created with the knowledge and authorization of University Advancement and Communications
Official University websites (relating to Website Naming, Hosting, Risks and Security)
websites developed by or for faculties, departments, offices, centres, units, or institutes of the University
Operational Initiatives (relating to Information Technology Initiatives)
require the allocation of Information Technology Resources to sustain the existing university wide technological infrastructure including software, hardware, and or communications
Operations (relating to Policy Categories)
these policy documents are all about getting work done. They deal with the University's day-to-day activities and practices. They focus on increasing productivity, quality and efficiency.
Organization (relating to Benefit Charges)
a faculty or department within the University, identified by a four digit code
Orphan (or Dormant) Account
a Social Media account or platform that has been inactive for more than 12 months and whose account administrator cannot be determined
Outdoor Events
any event being held outside of University buildings on the property owned and operated by the University of Regina. Outdoor events include those taking place on University property outside of normal day-to-day activities and exclude those authorized by athletic field rental.
Out-of-Scope
positions that are excluded from union membership per the Saskatchewan Employment Act
Overspent (or deficit) (relating to Budgetary Limits on Spending Research Funds)
when actual expenses and commitments exceed the project revenues received or confirmed as receivable. For multi-year grants, only the grant to be received in the current fiscal year is considered receivable
Periodic Counts (relating to Management of Assets)
the University will count approximately one third of its assets each year
Personal Harassment (relating to Respectful University)
inappropriate conduct, comment, display, action or gesture by a person that: adversely affects an employee/student's psychological or physical well being; and, the perpetrator knows or ought to reasonably know would cause the employee/student to be humiliated or intimidated.
Personal Information (relating to Freedom of Information and Protection of Privacy)
means personal information about an identifiable individual that is recorded in any form. Examples include, but are not limited to, information related to race, creed, religion, colour, sex, sexual orientation, family or marital status, disability, age, nationality, education, employment, health, identifying number, home or business address, etc.
Personal Interest (relating to Conflict of Interest and Conflict of Commitment)
individual, private, or financial interest
Personal Protective Equipment
is any clothing, device or other article that is intended to be worn or used by an employee to prevent injury or to facilitate rescue.
Personal Purchases
Items for personal use.
Petty Cash
A small sum of money kept on hand to pay for minor incidental expenses
Pipe Carrier (relating to Smudging/Pipe Ceremonies)
spiritual leader who carries the pipe on behalf of the people and uses the pipe in prayer and ceremony
Pipe Ceremony (relating to Smudging/Pipe Ceremonies)
a prayer ceremony in which the pipe, containing plant medicines, is smoked with the people
Plagiarism (relating to Code of Conduct)
Passing off the ideas or words of another as one's own; using another's production or process without crediting the source; presenting as new and original an idea or product derived from an existing source
Plagiarism (relating to Research-Scholarly Misconduct)
presenting, using, or passing off another's published or unpublished work, including ideas, words, theories, concepts, data, source material, methodologies, graphs, images, or findings, as one's own without appropriate referencing and, if required, without permission; using another's production or process without crediting the source; presenting as new and original an idea or product derived from an existing source (including the republication of one's own previously published work or part thereof, including data, in any language, without adequate acknowledgement of the source or justification)
Policy
the University's position on a matter; the rules; what is or is not allowed; what must or must not be done; what can or cannot be done; who is responsible for what.
Policy Owner
the University officer who is responsible for ensuring the policy is correct, complete, and current.
Political Organization (relating to Donating to or Sponsoring External Groups and Causes)
any federal, provincial or municipal organization that involves itself in the political process and engages in political activities such as lobbying, campaign advertising, etc.
Potluck Function (relating to Food Services)
a function for which individual food dishes are prepared in private homes (or purchased from grocery stores or licensed restaurants using personal funds) prior to consumption at a private event
Primary Server (relating to Website Naming, Hosting, Risks and Security)
www.uregina.ca
Principal Investigator (relating to Budgetary Limits on Spending Research Funds)
the faculty member or equivalent visiting scholar who is in charge of a research or education project, and who is the Fund Manager for that project
Principal Investigator (relating to Care and Use of Animals and Research-Scholarly Misconduct)
a faculty member or equivalent visiting scholar in charge of a research or education project.
Print Equipment (relating to Print Equipment and Related Software)
any equipment that is used or could be used to produce printed materials; This includes, but is not limited to, any photocopier, scanner, printer, multifunction device (MFD), facsimile, or plotter
Privacy (relating to Freedom of Information and Protection of Privacy)
establishes rules for the protection of personal information.
Prize (relating to Establishing Student Awards)
a prestigious recognition that may or may not have monetary value. It recognizes academic achievement in a course, group of courses, field of study or an piece of academic work, as defined by: a minimum grade point average of 80%; or top academic performance, when an award evaluates students' marks in comparison to those of their peers; or talent or promise. Prizes will appear on a student's transcript.
Procedure
a set of step-by-step instructions the reader is to complete in the order listed to obtain the desired outcome; how-to information.
Process
a series of events, actions, or changes that take place over time and have an identifiable outcome or purpose; how things work or what happens information.
Prohibited Relationship
Sexual or intimate relationships between individuals where there is a supervisory role or where an individual has influence over another's current or future academic activities, working conditions, or career or academic advancement. This includes relationships between: i) faculty, or teaching staff members, or emeriti and students; ii) staff and students; iii) coaching or athletics staff members and student athletes; iv) supervisors and subordinates. Excepted from this prohibition are cases in which the relationships have been previously addressed and permitted pursuant to the Conflict of Interest policy and procedures.
Project Director
includes a University employee engaged in University business to whom students, graduate students, research assistants, research and post doctoral fellows, technicians and volunteers report. Project Directors are regarded as supervisors and are primarily responsible for ensuring travel and fieldwork safety.
Promotional Item (relating to Donating to or Sponsoring External Groups and Causes)
a non-monetary gift that promotes the gifting organization such as a University of Regina sweatshirt
Proponent
An individual or organization/company selling goods or providing services.
Prospect
potential donor or sponsor for the University
Purchase Order
An individual or organization/company selling goods or providing services.
Purchasing Card Administrator
the Director of Supply Management Services, and two designated Senior Supply Management Consultants, who are responsible for administering the Purchasing Card (also PCard) program with the bank, setting PCard limits and educating cardholders on the use of PCards.
Purchasing Decision
Process used to identify a need, consider alternatives and select the best value solution.
Radiation
energy travelling through space in the form of waves or particles.
Radioisotope Laboratories
a conventional chemical laboratory that has been designated for the use or storage of radioactive materials.
Rape Culture
A culture in which dominant ideas, social practices, media images, and societal institutions implicitly or explicitly condone sexual violence/misconduct by normalizing or trivializing such conduct, including by blaming persons subject to such conduct as being responsible for their abuse/treatment.
Record (relating to Freedom of Information and Protection of Privacy)
a record of information in any form and includes information that is written, photographed, recorded or stored in any manner, but does not include computer programs or other mechanisms that produce records. (Section 2(j) of The Local Authority Freedom of Information and Protection of Privacy Act.) (http://www.qp.gov.sk.ca/documents/English/Statutes/Statutes/L27-1.pdf) An example of a record includes, but is not limited to: documents, letters, e-mails, handwritten notes, sticky notes, journal books and photographs.
Regulated Biological Waste
a waste stream that includes infectious and non-infectious waste materials generated in the diagnosis, treatment, or immunization of human beings or animals; in research thereto; or in the production of biologicals.
Religion (relating to Workplace Accommodation)
aspects of religious observance and practice as well as beliefs
Remote
is any person traveling to, or performing fieldwork in, a location where assistance is not readily available to the worker in the event of injury, ill health, or emergency. For example, work or study locations where medical aid would take 1/2 hour or more to reach the area and/or where normal modes of communication and transport are limited or unavailable.
Renovation
Post-construction activities carried out by Facilities Management to extend the useful life of buildings, their systems, and campus infrastructure.
Report (relating to Sexual Violence Misconduct)
A formal written or verbal statement accounting an incident of sexual violence/misconduct which initiates an investigation.
Reporter (related to Safe Disclosure)
A person who makes an allegation of wrongdoing
Research (relating to Policy Categories)
these policy documents are all about research. They deal with the University's requirements for completing research projects.
Research (relating to Ethics - Research with Humans)
An undertaking intended to extend knowledge through a disciplined inquiry or systematic investigation (TCPS, Art 2.1).
Research (relating to Research-Scholarly Misconduct)
any effort intended to extend knowledge through a disciplined inquiry or systematic investigation done in the context of academic activity on behalf of the University. Research involves some or all of: the creation of new knowledge, including understanding or concepts; the creative application of existing knowledge; the organization and synthesis of existing knowledge; and/or creative expression.
Research Chair
A position that provides for the appointment of an individual who has achieved excellence in their academic field. Canada Research Chairs are funded by the Tri-Agency and are nominated according to the guidelines established by the Canada Research Chairs program. Endowed Research Chairs are supported by an individual and/or corporate partners and/or professional or disciplinary associations. Endowed Research Chairs may be created to recruit, retain, and recognize renowned researchers in sponsored disciplines or research areas. Industrial Research Chairs are supported by corporate partners to conduct research that lies within the area of interest to the industry.
Research Contract (relating to Budgetary Limits on Spending Research Funds)
a formal agreement between the University and a sponsor. There are specific deliverables the University provides to the sponsor. The work must be completed before the sponsor will pay
Researcher (relating to Research Chairs)
an employee or student of the University who is engaged in research; one who performs diligent and systematic inquiry into a subject to discover or revise facts, theories, etc.
Research Funding Agreement (relating to Research Cost Recovery)
an agreement by which an external entity provides funds to the University to be used for a specific research project. Terms used by funders vary and include but are not limited to: grant, contract, contribution agreement, technical services agreement, invoice agreement, including evaluation, testing or analysis, or consulting agreement
Research Institute or Centre
a formally constituted unit of the University established to bring together relevant researchers and increase focus on a specific area or topic. The terms “research institute” and “research centre” are equivalent for the purposes of this policy.
Research Record
data, results, or facts that are a result of scientific or academic inquiry (research); includes, but is not limited to, research proposals, notes, laboratory records (electronic and physical), abstracts, theses, progress reports, internal reports, presentation material, journal articles, and publications.
Reserve Space (relating to Space Management and Allocation)
usable space that the Space Allocation Committee has withheld from permanent allocation to meet short term needs or as swing space to enable unit moves
Residential ties (relating to Moving Expenses)
a home in Canada, a spouse or common-law partner and dependents in Canada, personal property in Canada (such as a bank account, investments, car or furniture), or social ties in Canada
Residual Interest Gift (relating to University Gift Acceptance)
an arrangement under which property is deeded to the University, but the donor retains use of the property for their lifetime or a term of years. Examples include: a donor gives a residual interest gift in a residence and continues living there; a donor give a residual interest gift in a work of art and retains possession of the work of art
Respondent (relating to Research Scholarly Misconduct)
the person against whom an allegation of Research/Scholarly Misconduct is directed, or who may be implicated in an allegation of Research/Scholarly Misconduct (including co-authors, co-investigators or other members of a research team), or who becomes the subject of an inquiry or investigation. A Respondent may also include a former employee, student or post-doctoral fellow of the University against whom an allegation of Research/Scholarly Misconduct is made.
Repondent (relating to Sexual Violence Misconduct)
The person accused of sexual violence/misconduct.
Restricted Gift (relating to University Gift Acceptance)
is a donation for which the donor has given specific directions on how the gift is to be used
Retaliation (relating to Safe Disclosure)
any negative or adverse action to a person in response to an action, e.g., his or her allegation, disclosure, or investigation of an alleged wrongdoing
Review Schedule
indicates when (year and month) the policy owner is expected to begin reviewing the policy.
Reward or Incentive (relating to Gift Giving and Staff Functions)
an item given in lieu of additional wages or a cash bonus for performance related accomplishments
Rights of Ownership (relating to Use of Copyright Materials)
in relation to Copyrighted Materials the sole right to: (i) produce or reproduce the work or any substantial part thereof in any material form whatever, (ii) to perform the work or any substantial part thereof in public, (iii) if the work is unpublished, to publish the work or any substantial part thereof, (iv) the right to exploit rights related to translation, conversion, recording, adaptation, communication by telecommunication, public exhibition and, rental rights, and (v) the right to authorize any of the foregoing (pursuant to section 3(1) of the Copyright Act). See also sections 15, 18, and 21 of the Copyright Act which deal with: performers' rights, rights of sound recording makers and rights of broadcasters, respectively.
Risk
the effect of uncertainty on objectives. Risk typically refers to an event and related consequences, and is often described in terms of the impact and the likelihood of occurence. Risks may be positive, negative, or both, and may address, create, or result in opportunities and threats.
Risk Register
official recording of the identified risks facing the University. A catalogue of the significant risks (with impact and likelihood assessed) forms the University risk register.
Risk Tolerance
refers to the level of risk the University is willing to accept. The risk tolerance may be different for different risks and is aligned with overall strategic objectives. Risk tolerance will inform the University's approach to assess and eventually accept, mitigate, transfer or avoid risk.
Risk Treatment
measures used to address the risk or opportunity (i.e., accept, mitigate, transfer, avoid).
COU space inventory classification system
the Council of Ontario Universities' (COU) space formula and inventory classification system was developed in the 1970s, and has been revised over the years. In addition to Ontario and British Columbia, Saskatchewan has also adopted the system. The Ministry of Advanced Education has made some minor adaptations referred to as the "Saskatchewan COU" space inventory classification system for use at the Universities of Regina and Saskatchewan
Schedule I Bank (relating to Investments)
a designation in the Bank Act that refers to Canadian-owned banks that are widely held
Schedule II Bank (relating to Investments)
a designation in the Bank Act that refers to foreign-owned banks and closely held Canadian banks
Scholarship (relating to Establishing Student Awards)
recognizes exceptional talent/promise or academic excellence, as defined by: a minimum grade point average of 80% for student entering from secondary school; or a minimum grade point average of 80% for current students; or top academic performance, when an award evaluates students' marks in comparison to those of their peers. In some cases scholarships may also include non-academic criteria (e.g. financial need, residency, etc.). Scholarships will appear on a student's transcript.
Search Advisory Committee Chair (relating to Out-of-Scope Academic Administrative Appointments)
the supervising authority shall normally be the Search Advisory Committee Chair
Secondary University Websites (relating to Website Naming, Hosting, Risks and Security)
websites developed by or for faculties, departments, offices, centres, or institutes of the University and normally include websites for: social media, research projects centres and institutes, conferences, joint partnerships with external institutes or agencies
Securities (relating to University Name, Corporate and Academic Seals)
notes, bonds, debentures and other securities
Senior Administrators (relating to Installation and Use of Video Surveillance Systems; and Legal Name and Name Change)
includes the President, Vice Presidents, Associate Vice-Presidents, Deans and Directors
Senior Administrators (relating to Compensation for Out-of-Scope Employees)
a person authorized by the University to oversee or direct the work of the Employee. For the purposes of this Policy, this reference shall include Vice-Presidents, Associate Vice-Presidents, Deans, Directors, and Associate Deans or equivalents
Senior Administrator (relating to Moving Expenses)
For the purposes of this Policy, this reference shall include Vice-Presidents, Associate Vice-Presidents, Deans, Directors, and Associate Deans or equivalents
Senior Executive
the President and Vice-Presidents
Senior Officer
the position with authority over and responsibility for the scholarly and research integrity in their specific area, namely either:
(i) the Vice-President (Research), for allegations that principally relate to matters of research integrity or research misconduct
(ii) the Provost and Vice-President (Academic), for allegations that principally relate to matters of scholarly integrity or scholarly misconduct
Senior University Officer (relating to Position Control)
applicable member of the University Executive Team
Service Animal
an animal that is trained to assist an individual with symptoms or limitations arising from their disabilities. Although service animals have traditionally helped people with physical disabilities such as blindness, deafness or limited mobility, there are a wide range of other disabilities for which service animals provide assistance, including psychiatric disabilities. The following are examples: Guide Dog, Hearing Dog, Assist Dog, Social Signal Dog, Seizure Response Dog, and Psychiatric Service Dog. For more information, please see: http://saskatchewanhumanrights.ca/learn/policies/policy-on-service-animals
Service Provider
the entity that provides the Social Media account (e.g. Facebook, Twitter, TikTok, etc.)
Sexual Assault
The intentional sexual contact or touching of another person with any object or body part without consent, or by force. It can include unwanted kissing, fondling, oral sex, anal sex, intercourse, or other forms of penetration, or any other unwanted act of a sexual nature.
Sexual Harassment
conduct, comment, gesture or contact of a sexual nature that a person knows or ought reasonably to know is offensive, unsolicited, or unwelcome
Sexual Violence Misconduct
Any sexual act or act targeting a person's sexuality, gender identity or gender expression, whether the act is physical or psychological in nature that is committed, threatened or attempted against a person without the person's consent. It includes but is not limited to sexual assault; sexual harassment; stalking; indecent or sexualized exposure; public masturbation; voyeurism; technology-facilitated sexual violence/harassment; and knowingly publishing, distributing, transmitting, selling, making available or advertising (collectively, "distribution") an intimate image of a person, through electronic or hardcopy means, without their consent.
Signed Certificate (relating to Banner System Security)
In the context of this policy, a documented certification statement indicating the review on Banner access has taken place and that access to Banner for their faculty and staff conforms to assigned work duties. The certification statement must be signed and dated by the department head or designate.
Single or Sole Source
An award for supply of goods or services that can be purchased from only one supplier because of its specialized or unique characteristics.
Site Owner (relating to Website Naming, Hosting, Risks and Security)
Dean, Director, or Associate Vice-President accountable for a website
Smart Classroom
a room used primarily for teaching and which is scheduled and assigned centrally through the Registrar's Office
Smoking
to inhale, exhale, burn, carry or possess lighted tobacco, cannabis (marijuana) or other herbal products, including cigarettes, electronic cigarettes (e-cigarettes), cigars, cigarillos, pipe tobacco, hookahs, or other products capable of being smoked, or to burn, vaporize or atomize any products for inhalation including tobacco or illegal substances (e.g. cannabis marijuana with the exception of marijuana used for medication purposes).
Smudging (relating to Smudging/Pipe Ceremonies)
spiritual practice of cleansing bodies or spaces with smoke from the burning of plant medicines
Space Allocation (relating to Space Management and Allocation)
space provided to a unit on a permanent or temporary basis to enable the unit to carry out its function/purpose. Temporary space allocations (up to six months) can be authorized from the reserve space by the Associate Vice-President (Facilities Management); longer temporary arrangements require the approval of the Space Allocation Committee. The allocation of space does not imply the allocation of additional resources to use the space. Those are a unit's responsibility.
Space Standards (relating to Space Management and Allocation)
the University of Regina has developed space standards for each type and use of space which will be used to both assess existing space usage and allocate space
Special Occasion Permit (relating to Sale and Service of Alcohol on Campus)
an alcohol permit required specifically for certain indoor functions and outdoor events held at the University
Special Use Permit (relating to Sale and Service of Alcohol on Campus)
the alcohol permit held permanently by the University. Issued by the SLGA to a variety of establishments that do not focus on food or alcohol beverage services, but have a "special use" such as the provision of facilities for recreational, sport, social or entertainment activities or the delivery of beverage alcohol to a residence
Special Waste
any product, substance or organism that is dangerous to the environment or to human beings, and that is no longer used for its original purpose, at the time of disposal or in storage/transportation prior to treatment or disposal.
Split Purchases
transactions that divide a large value purchase to circumvent the cardholder's transaction limit
Sponsor (relating to Budgetary Limits on Spending Research Funds)
an external organization from the University of Regina that is contributing financially to the research. The money received may be in the form of a grant or contract
Sponsor (relating to Research Chairs)
the funding agency or entity who provides financial support for the creation and maintenance of a Research Chair
Sponsored Research Chair
sponsored and named by individual and/or corporate partners and/or professional or disciplinary associations for a defined duration that is governed by the amount of funding available and activities included in the professorship. Sponsored Chairs that include a research focus are administered under the same conditions as a Research Chair
Sponsorship (relating to Prospect Clearance)
a donation made by a business to a charity which in return receives advertising or promotion of its brand, products or services
Sport Leader
a person who is authorized by the University to oversee or direct student athletes. This includes, but is not limited to, paid and volunteer coaches, administrators, support personnel, medical and professional staff, volunteers and all other individuals who interact directly with, and support, students in sport.
Staff
is an individual employed by the University of Regina or an individual employed by a Faculty member
Stakeholders
people who are involved in or affected by the policy; people with an interest or concern in the policy
Stalking
Repeated conduct that is carried out over a period of time and which causes someone to reasonably fear for their safety or the safety of someone else with or without physical injury. Stalking behaviours include, but are not limited to, non-consensual communications (face to face, phone, e-mail, social media); threatening or obscene gestures; surveillance; sending unsolicited gifts; "creeping" via social media/cyber-stalking; and uttering threats.
Standard Meeting Pattern
An established pattern of class meeting times
Standard Tuition
tuition rates for: one credit hour of undergraduate instruction; one credit hour of graduate instruction; full-time doctoral studies
Status quo (relating to Space Management and Allocation)
the existing state or condition of a space
Status quo maintenance (relating to Space Management and Allocation)
repairs to facilities (due to normal wear and tear) necessary to return or keep the space in useable condition as assessed by Facilities Management
Stewardship
the management of digital assets that are willingly deposited into University-administered systems under a license, contract or other written agreement between the depositor and the University
Strategic Initiatives (relating to Information Technology Initiatives)
Any initiative that requires use of the available Information Technology Resources of the University and also has at least one of the following attributes: 1. The initiative has significant implication for or impact on the achievement of one or more of the strategic goals of the university. 2. The initiative has significant implications for or impact on the continued use of the university's existing technological architecture or infrastructure. 3. The initiative has potentially significant privacy, confidentiality, and or security implications for the University. 4. The initiative has implications impacting multiple Units (Faculties and or Administrative Departments) within the university. 5. The initiative requires substantial University resources, inlcuding financial resources in excess of $100,000. 6. The initiative involves any system deemed to be an Enterprise application and centrally funded, 7. As determined by any one of the following groups, the Senior Leadership Team, University Budget Committee, Information Services, GASP or ITAG the initiative requires, for any year or series of years, the allocation of a significant portion of the available technology resources of the University.
Student
an individual enrolled in a course and/or program of study at the University or from another institution visiting the University and using University equipment, facilities or resources to conduct their study
Student Conference Travel Award (relating to Establishing Student Awards)
funds to assist master's and PhD students with costs associated with travel for presentations of papers, posters, or other creative work pertinent to their studies. Student Conference Travel Awards will appear on a student's transcript.
Supervisor (relating to Respectful University)
a person who is authorized by the University to oversee or direct the work of employees
Supervisor (relating to Health and Safety)
a person authorized by the University to oversee or direct the work or learning activities of the student or employee. For the purposes of this Policy, this reference shall include in-scope and out-of-scope academic and administrative supervisors.
Supervisor (relating to Purchasing Cards)
University employee who approves Purchasing Card Application forms; University employee who has authority to approve the purchasing cardholder's expense report.
Supervisor (relating to Conflict of Interest)
|
Position/Role |
Supervisor |
|
Chair of the Board of Governors |
Board |
|
President |
Chair of the Board of Governors |
|
Provost and Vice-President (Academic), Vice-President, or Executive Director (University Governance) |
President |
|
Associate Vice-President, Dean, Director, or University Librarian |
Vice-President to whom the employee reports |
|
Faculty or staff in a departmentalized faculty or other academic unit |
Head of Department |
|
Faculty or staff in a non-departmentalized faculty or other academic unit |
Dean of the faculty or director or equivalent of the unit in which the employee works |
|
Employee in the library or archives |
Dean of University Libraries and Archives |
|
Employee in an administrative unit |
Person to whom the employee reports |
|
Undergraduate or graduate student |
Appropriate faculty supervisor |
Supplier
a person who supplies, sells, offers or exposes for sale, leases, distributes or installs any biological substance of chemical substance or any plant to be used at the University of Regina.
Support Animal
an animal that has been proven to be effective at alleviating symptoms of certain mental disorders. These animals provide therapeutic nurture and support to their handlers. A support animal may be prescribed by a professional and is typically required for at-home support. For more information, please see: http://saskatchewanhumanrights.ca/learn/policies/support-animal-policy
Survey
an instrument used to collect data for analysis.
Survivor
Those who have experienced sexual violence/misconduct. The University recognizes that some people may not identify with this terminology and recognizes that they have the right to determine and communicate their own preferred term. A survivor who registers a report is referred to in the Sexual Violence Misconduct policy as a complainant.
Systemic Discrimination (relating to Respectful University)
occurs when structural barriers or widespread stereotypes and assumptions bar certain groups of people from full participation in activities covered by The Saskatchewan Human Rights Code. This generally refers to situations where the combined effect of behaviour and attitudes, rules, standards, policies and procedures that are part of the structure of an organization result in a "system" of discrimination creating or perpetuating disadvantages which excludes or affects whole groups of people because of race, gender, sexual orientation etc.
Systems (relating to Use of Computer and Network Systems)
computing, network and other information resource facilities and services
Tactical Initiatives (relating to Information Technology Initiatives)
These are initiatives that require the allocation of Information Technology Resources to address a particular set of needs within a Unit (Faculty or Administrative Department) and these initiatives are neither a Strategic Initiative nor an Operational Initiative as determined by the Unit Head and Information Services.
Team Leaders
may be the project director or may, in the absence of the project director, be another Participant of the team designated by the project director to take on those responsibilities.
Technology-facilitated Sexual Violence or Harassment
Online or technology-facilitated sexually-based behavior that constitutes or leads to harm against the physical, psychological and/or emotional state of an individual or group. It includes but is not limited to online or technology-facilitated sexual comments or advances; attempts to obtain a sexual act; threats and intimidation; sexual coercion; spreading rumours; sending damaging messages, photos or videos; impersonations; and other forms of online or technology-facilitated sexually-based behaviour that damage a person's feelings, self-esteem, reputation, and/or mental health.
Technology Risk Assessment (TRA)
A formal assessment of a technology initiative which utilizes University records to determine if data risk is classified appropriately, data handling standards are applied to mitigate risk, and residual risk is accepted.
Tender
To invite bids submissions from Proponent(s), which must be submitted by a fixed deadline.
Term appointment
an appointment with a terminal date, normally one to five years from the appointment date
Term Positions (relating to Position Control)
academic, administrative or support positions for which base funding is not provided and whose appointment is for a specific period
Termination of Employment (relating to Position Control)
a permanent end in employment status as a result of retirement, resignation, death, or other termination
Third Parties (relating to Respectful University and Violence Prevention)
visitors, guests, clients, customers, suppliers, patients, volunteers, contractors, subcontractors and/or their employees and others who are on University property
Third Party (relating to Freedom of Information and Protection of Privacy)
a person or entity, other than an applicant or the University.
Third Party (relating to Purchasing Goods and Services)
A generic legal term for any individual/proponent who does not have a direct connection with a legal transaction but who might be affected by it.
Third-party payment processors
service providers that collect and process monetary transactions based on the card-holder data provided.
Threat (relating to Violence Prevention)
any communication of intent to injure that gives an employee or student reasonable cause to believe there is a risk of injury. A threat against an employee’s or student’s family arising from the employee’s employment or student’s association with the University is considered a threat against the employee or student. Examples of threats include
- threats (direct or indirect) delivered in person or through letters, email, phone calls, social media, etc.
- intimidating or frightening gestures such as shaking fists at another person, pounding a desk or counter, punching a wall, angrily jumping up and down, or screaming
- throwing or striking objects
- stalking
- wielding a weapon, or carrying a concealed weapon for the purpose of threatening or injuring a person
- not controlling a dog menacing (for example, growling at) an employee or student
- potential or actual terrorist activity
Threats
generally involve any communication of intent to injure that gives an employee reasonable cause to believe there is a risk of injury. A threat against an employee's family arising from the employee's employment is considered a threat against the employee. Examples of threats include: Threats (direct or indirect) delivered in person or through letters, phone calls, or electronic mail; Intimidating or frightening gestures such as shaking fists at another person, pounding a desk or counter, punching a wall, angrily jumping up and down, or screaming; Throwing or striking objects; Stalking; Wielding a weapon, or carrying a concealed weapon for the purpose of threatening or injuring a person; Not controlling a dog menacing (for example, growling at an employee)
Tier 1 Accommodation
A Tier 1 accommodation is an approved workplace accommodation or some other contractual obligation that the University has with a faculty member.
Tier 2 Arrangement
A request for an arrangement that does not fall into the definition of a Tier 1 Accommodation request.
Tobacco Products
products composed in whole or in part of tobacco, including tobacco leaves and any extract of tobacco leaves, but do not include any products for use in nicotine replacement therapy. They include, but are not limited to, cigarettes, cigars, cigarillos, pipe tobacco, and specialized tobacco products such as chewing tobacco, smokeless tobacco, and snuff.
Train
to give information and explanation to an employee with respect to a particular subject matter and require a practical demonstration that the employee has acquired knowledge or skill related to the subject matter.
Traditional Academic Work
is Intellectual Property that is created to support teaching, regardless of the medium, or that falls into one or more of the traditional kinds of academic output related to research and publication. This includes, but is not limited to, educational, scholarly, artistic, or literary works in any medium. Intellectual Property created for public service (such as speeches, briefs, etc.) shall normally also be considered a Traditional Academic Work.
Traditional Indigenous Name
The traditional name given to an Indigenous person that carries deep cultural meaning.
Traditional Knowledge Keepers
have particular knowledge but do not deem themselves to be Kihci-anihsinapek/ LifeSpeakers/ Elders/ Old ones. This can include oskapewis (Elder's Helpers), fire keepers, singers, drummers, dancers, historians, genealogists, storytellers, etc.
Transaction Documents
credit card receipts or detailed bills or invoices from proponents, priced packing slips, order forms or copies, invoices showing "credit card payment" and copies of credit card transaction reports directly from the banking card provider.
Transaction Documents (relating to Purchasing Cards)
documents that substantiate the purchase, e.g., credit card receipts or detailed bills or invoices from proponents, priced packing slips, order forms or copies, invoices showing "credit card payment" and copies of credit card transaction reports directly from the banking card provider.
Transitional Workplace Accommodation Plan
the documented plan/strategy to accommodate the Individual with a temporary disability. It may be a: Graduated Plan consisting of a gradual increase in hours of work and/or work activities or some combination thereof designed to return the Individual to the pre-disability position; Maintenance Plan consisting of any combination of hours of work and/or work activities designed to maintain the function of the Individual who is awaiting treatment and/or surgery or currently participating in a treatment program.
Transitory Record
documents or information that are of a temporary or immediate nature or of no value such as exact duplicate copies, external publications, routing slips, etc. While these are not required to meet statutory obligations or to sustain administrative or operational functions, they are subject to legislative requirements and legal proceedings. It is recommended that transitory records be destroyed once they have served their purpose. At the time that a request is received under The Local Authority Freedom of Information and Protection of Privacy Act, all undestroyed transitory records related to the request are subject to the Act.
Traveller (relating to Travel)
a University employee or other individual, such as a prospective employee, visiting speaker or lecturer, or Board member travelling on University business
Travelling Companion
the person who is sharing travel arrangements with the insured to a maximum of four (4) persons including the insured.
Tri-Agency
CIHR (Canadian Institures of Health Research), NSERC (Natural Sciences and Engineering Research Council of Canada), and SSHRC (Social Sciences and Humanities Research Council of Canada)
Tuition
the amount charged to students or their sponsors to pay for registration in a course or program of study, usually assessed per credit hour, that varies by faculty or program
Undue Hardship (relating to Workplace Accommodation)
the legal standard where a proposed accommodation would create unreasonable or intolerable hardship for the University, as defined in and interpreted under the Code.
Unethical Conduct (relating to Code of Conduct)
Not conforming to accepted standards of behaviour.
Union (relating to Workplace Accommodation)
the trade union or faculty association of which the employee is a member.
Unit
any Faculty, academic or administrative department, or program recognized within the budgetary process of the University, to which University funds are provided
Unit-Managed Web Sites
any web site that has been developed by a University unit using either internal unit resources or contracted third party vendors. These sites are being hosted on the University's Web infrastructure.
University
The University of Regina created under The University of Regina Act, as amended.
University Administered Funds (relating to Food Services)
monies recorded in the books of the University in any account referred to as a FOAPAL (which include special accounts, research accounts, Accountable Professional Expense Accounts (APEAs), and Operating, Trust, and Capital Funds)
University Emergency Operations Centre (UEOC)
a central location on campus where the EOC will convene to manage an emergency situation. The UEOC can be activated at any time in whole or in part for a Level 1 or Level 2 emergency. It is the responsibility of the Director of Emergency Operations to determine whether or not the UEOC is activated.
University Equipment (relating to Website Naming, Hosting, Risks and Security)
all University information technology equipment managed either centrally by Information Services or used at home by employees. The equipment may have been purchased with departmental funds or with funds provided through the University's APEA program. Examples of this equipment include but are not limited to file servers, storage array devices (SAN), web servers, streaming media servers, desktop and laptop computers, and post-PC devices
University Executive Team (UET)
President, Vice-Presidents, Executive Director, University Governance; Associate Vice-President, External Relations; and, Senior Advisor, Government Relations.
University Leadership Team (ULT)
administrators who are a member of the University Executive Team (UET) or report to a member of UET, including but not limited to the President and Vice-Chancellor, Vice-Presidents, Executive Director (University Governance), Associate Vice-Presidents, Deans, Directors, Registrar, University Librarian, and the Presidents, Vice-Presidents and Deans of the federated colleges.
University Matter
Any activity, event, or undertaking in which a member of the University community participates, which has a substantial connection to the University, such as:
(a) University-related activities or events, including but not limited to:
- (i) Any activity or event on property owned or controlled by the University;
- (ii) The leasing of space, including student residence rooms, on property owned or controlled by the University;
- (iii) The offering of any service by the University, including educational services;
- (iv) Student placements (including co-op and internships), practica, or clinical training;
- (v) Varsity and intramural sports, and University musical or artistic productions;
- (vi) University research activities, whether on or off campus;
- (vii) Student and/or employee exchanges or homestay arrangements made or arranged in connection with the University;
- (viii) Social events or networking, where matters regarding the University or members of the University community are a significant focus of the activity;
- (ix) University field trips, conferences, travel-study tours, service-learning activities, varsity sport travel, and similar activities;
(b) Activities or events involving members of the University community, where the actions of those members of the University community may reasonably reflect upon or affect the University, including but not limited to:
- (i) Any aspect of the employment or engagement of employees and contractors for roles and projects substantially connected to the University;
- (ii) Participation on a committee or board as a representative of the University;
- (iii) Writings, photographs, artwork, audio or video recordings, and/or electronic communications, including communications through social media, where matters regarding the University or members of the University community are a significant focus of the communication;
- (iv) Matters related to the University of Regina Students' Union and its affiliated student groups to the extent that it affects the proper functioning of the University or the rights of a member of the University community to use and enjoy the University's learning and working environments; or
- (v) Matters of off-campus conduct that have, or might reasonably be seen to have an adverse effect on the proper functioning of the University or the rights of a member of the University community to use and enjoy the University's learning and working environments.
University Members
all Board and Senate members, all University officers, employees, and students and any other person acting on behalf of or at the request of the University.
University Officer (relating to Approval Authorities and Execution of Documents)
the applicable member of the University Executive Team or the University Leadership Team.
University Print Equipment
any Print Equipment approved by Information Services for use in the University, see also "print equipment" and policy OPS-080-015 Supported Hardware, Software and Mobile Devices
University Record
documents or information in all media and all formats that are created or received by or in the possession or control of:
- a University officer, employee, or volunteer while serving in an official capacity as a representative of the University, or
- an information management service provider, independent contractor, or agent engaged by a department or employee of the University
which record or facilitate University activities and the business carried out by the University and/or which reflect the functions, activities and procedures of the creator's office, faculty, department or contracted duties.
University records are University property.
University Records and Information Management Committee (URIMC)
The University Records and Information Management Committee is composed of the following members: Executive Director, University Governance; University Librarian; Associate Vice-President Academic; Associate Vice-President Research; Associate Vice-President of Finance or their senior-level designate; Associate Vice-President of Information Services or their senior-level designate; Associate Vice-President of Resource Planning or their senior-level designate; Registrar or Associate Registrar; University & Information Management Archivist
University Specialized Resources
those resources owned or under the control of the University beyond the payment of salary to Employees and the provision of a standard academic or administrative environment to Employees in which to perform their normal duties. ("Standard academic or administrative environment" should be understood as those resources normally made available to an Employee at the beginning of his or her employment. This will vary by unit. A piece of specialized instrumentation or equipment purchased with external funding, such as a CFI New Opportunities grant, is one example of a Specialized Resource.) Deans or equivalent will establish written, public criteria for determining the facilities and equipment available in their Faculty that will be deemed the University's Specialized Resources.
University Unit (relating to RIM)
includes all faculties, schools, departments, institutes, centres, research units, etc. of the University
University Web Servers (relating to Website Naming, Hosting, Risks and Security)
hardware managed by Information Services that hosts the University's websites, including both the primary server and alternate servers
University's Web Infrastructure (relating to Website Naming, Hosting, Risks and Security)
all supported websites, web management software and web server hardware used to host and support the University's websites
University Web Governance Committee (UWGC)
This subcommittee of the University Information Technology Steering Committee (UITSC) has been formed as the University of Regina's senior governance committee responsible to oversee institutional website development and implementation, with a mandate to: develop, approve, implement and oversee policies, standards, guidelines and associated procedures which ensure the institutional website and web activities are aligned with and focused on the strategic objectives and priorities of the University of Regina; and, oversee institutional web-related projects for web services, web content and web technology infrastructure which forms the delivery mechanism for institutional website initiatives.
Unrestricted Gift (relating to University Gift Acceptance)
a gift for which the donor has made no clearly indicated designation as to the method or purpose of expenditure. This term may also be applied to gifts received for general support of the University
Unusually Dangerous (relating to Health and Safety)
An unusual danger that may threaten students, faculty or staff. An unusual danger could include: a danger that is not normal for the job or learning activity; a danger that would normally stop work or the learning activity; a situation for which the worker or student is not properly trained, equipped or experienced
UR Early
Courses that are not within the standard meeting pattern that start before 8:30 a.m.
User Rights
specific legal rights provided by the Copyright Act to facilitate limited use of Copyrighted Materials without the need for the consent of the Copyright Owner. Most significant for the University are the right of "fair dealing", and the specific exceptions for educational institutions, libraries, archives and museums.
Value-in-Kind (relating to University Gift Acceptance)
a contribution of service, that is, of time, skills or efforts, is not property and, therefore, does not qualify as a gift or gift in kind for purposes of issuing official donation receipts
Vendor (relating to Print Equipment and Related Software)
the University selected and contracted vendor of record for the print program.
Video Surveillance
any video surveillance technology (video cameras, closed circuit television camera; still frame cameras; digital cameras; and time-lapse) that enables continuous or periodic viewing (video tapes, photographs or digital images), or monitoring of public areas. (Source: Saskatchewan Office of the Information and Privacy Commissioner 2004)
Violation (relating to Sale and Service of Alcohol on Campus)
not adhering to SLGA's regulations or this policy
Violence
is the attempted, threatened or actual conduct of a person which causes or is likely to cause injury, and includes any threatening statement or behaviour that gives any person reasonable cause to believe that they are at risk of injury (The Occupational Health and Safety Regulations, Section 37).
Visitor
denotes any individual who is not an employee or student who is using hazardous material and has been authorized to do so on the University of Regina campus.
WCMS templates (relating to Website Naming, Hosting, Risks and Security)
the standardized suite of templates approved for use within the University's web content management system (WCMS)
Weapon
a device or instrument inherently designed to threaten, injure or kill a living being. This definition also applies to anything that looks like a weapon, or is being used or threatened to be used as a weapon. An instrument or device that a reasonable person believes is a weapon will be deemed to be an actual weapon and will be treated as such under this policy. Weapons include but are not limited to: Firearms; Explosives (including firearms and ammunition); Air, pellet, BB and CO2 guns; Switchblade; Cross bows; Long bows; Swords; Martial Arts weapons; Prohibited blades; Hunting or fishing knives; Brass knuckles; Replica or imitation firearms (including props); Oleoresin Capsicum (OC) Pepper spray; Taser; Any other restricted or prohibited device as defined by the Criminal Code of Canada
Web Application (relating to Website Naming, Hosting, Risks and Security)
web pages which establish a unique session or relationship for each site visitor, generate dynamic content, or allow the creation, manipulation, processing and permanent storage of the data
Write off
Noun: cancellation from the accounts as a loss; an uncollectable account. Verb: to cancel an entry in an account, as an unpaid and uncollectable debt.
Wrongdoing (relating to Safe Disclosure)
Any activity that: violates any University policies or procedures, or any applicable legislation; or could potentially disrupt the activities of the University, cause harm to members of the University community, impact the public trust and reputation of the University, or result in financial loss to the University (including fraud)
Wrongdoing also includes retaliation against any person making a good faith allegation, pursuant to this policy