University of Victoria Policy Manual. Table of Concordance. Updated July 2012
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1 University of Victoria Policy Manual The University of Victoria s policy and procedure classification system has recently changed. University policies and procedures are now classified according to the following functional classification system: Code AC AD BP ER FM GV HR IM RH SS Functional Classification Academic and Students Administration Buildings and Properties External Relations Financial Management Governance Human Resources Information Management Research Safety and Security Each university policy or procedure is assigned a four digit reference number following the relevant two letter alpha code. Refer to the table of concordance below for information on the former numerical reference and new functional classification code for each university policy or procedure. Page 1 of 12
2 Policy Name Former Reference New Functional Classification Code Signing Authority 1002 FM5100 Procedures for the Search, Appointment, Re-appointment of the 1010 GV0300 President and Vice Chancellor Procedures for the Appointment of the Vice President Academic and 1015 GV0305 Provost Procedures for the Appointment of the Associate Vice President 1017 GV0330 Academic Planning (Rescinded, February 2011 Replaced by Procedures for the Appointment and Reappointment of Academic Associate Vice Presidents see GV0350) Procedures for the Appointment of the Associate Vice President 1018 GV0340 Research (Rescinded, February 2011 Replaced by Procedures for the Appointment and Reappointment of Academic Associate Vice Presidents see GV0350) Procedures for the Appointment of the Vice President Research 1019 GV0310 Policy on Chairs of Departments and Directors of Schools 1020 GV0710 Procedures for the Appointment of Chairs of Departments or 1021 GV0700 Divisions Procedures for the Appointment and review of the Head of the 1023 GV0500 Division of Medical Sciences Statement of Policy Regarding Deans of Faculties 1025 GV0660 Procedures for the Appointment and Review of the Associate Dean of Humanities 1029 GV0600 Page 2 of 12
3 Policy Name Former Reference New Functional Classification Code Procedures for the Appointment and Review of the Dean of 1030 GV0505 Humanities (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for the Associate Dean, Faculty of Business 1031 GV0605 Procedures for the Appointment of the Dean of Continuing Studies(Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for Appointment and Review of the Dean of Education (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for the Appointment of an Associate Dean of Education (Administration) Procedures for the Appointment of an Associate Dean of Teacher Education Procedures for the Appointment of the Dean of Engineering (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for the Appointment of the Associate Dean (Research) of Engineering Procedures for the Appointment of the Associate Dean (Undergraduate Programs) of Engineering Procedures for the Appointment and Review of the Dean of Fine Arts (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) 1032 GV GV GV GV GV GV GV GV0525 Page 3 of 12
4 Policy Name Former Reference New Functional Classification Code Procedures for the Appointment and Review of the Associate Dean of Fine Arts Procedures for the Appointment and Review of the Dean of Graduate Studies (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for the Appointment of the Associate Dean of Graduate Studies Procedures for the Appointment and Review of the Dean of Human and Social Development (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for the Appointment of the Associate Dean of Human and Social Development Procedures for the Appointment and Review of the Dean of Science (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for the Appointment of the Dean of Social Sciences (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for the Appointment of the Dean of Law (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) 1047 GV GV GV GV GV GV GV GV0550 Page 4 of 12
5 Procedures for the Appointment and Review of the Associate Dean 1061 GV0645 of Social Sciences Procedures for the Appointment of the Associate Dean of Law 1062 GV0650 Procedures for the Appointment of an Associate Dean of Science 1063 GV0655 Procedures for the Appointment of the Dean of Business 1065 GV0555 (Rescinded, January 2011 Replaced by Procedures for the Appointment and Reappointment of Deans see GV0450) Procedures for the Appointment and Re-Appointment of Research 1068 GV0705 Centre Directors Policy Regarding Duties and Obligations of Centre Directors 1069 GV0715 Procedures for the Appointment and Re-Appointment of the 1070 GV0410 University Librarian Procedures for the Selection of the Administrative Registrar 1071 GV0400 Procedures for the Appointment of the University Secretary 1072 GV0325 (Registrar) Search Procedures for the Vice President Finance and Operations 1075 GV0315 Procedures for the Appointment of the Vice President Development 1078 GV0320 and External Relations Establishment of Endowed and Term Chairs and Named 1080 AC1100 Professorships Appointment of Non-Academic Associate Vice-Presidents and Non GV0345 Academic Assistant Vice-Presidents Employment Equity 1100 HR6100 Policy on Human Rights, Equity and Fairness 1105 GV0200 Employment Accommodation 1110 HR6115 Page 5 of 12
6 Equity Policy for Female Faculty Members 1120 HR6105 Violence and Threatening Behaviour 1125 SS9105 Emergency Response Policy (Rescinded, July 2012) 1135 SS9100 Risk Management Policy 1140 GV0225 Hazardous Materials Policy (Rescinded, July 2012) 1142 SS9400 Discrimination and Harassment Policy 1150 GV0205 Policy on Scholarly Integrity 1160 AC1105 Guidelines for Participation in International Activities 1165 AD2200 Educational Services Contract Policy 1170 AC1110 Policy on Intellectual Property 1180 GV0215 Policy on Internal Audit 1190 GV0220 Policy on Auditor Independence: Retention of External Auditors for 1195 GV0230 Audit, Tax and Other Non-Audit Services Research Policy 1200 RH8100 External Research Funding Agreements (Formerly Research 1210 RH8200 Contracts and Agreements Policy) Research Grant in Lieu of Salary Policy 1220 RH8205 Research Regulation: Patent Plan (Rescinded, November 2010) 1230 RH8210 University Regulations for Research Involving Humans 1250 RH8105 Research and Teaching Involving Animals 1260 RH8110 Policy on Conflict of Interest and Confidentiality 1310 GV0210 Guidelines on Conflict of Interest in Student-Faculty Relationships 1320 AC1200 Conflict of Interest in Employment Practices 1330 HR6200 Page 6 of 12
7 Off-Campus Graduate Programs 1350 AC1115 Relocation Grant Policy 1405 HR6405 Sessional/ Instructional Appointments 1420 HR6315 Professional Development Expense Policy for PEA Staff 1442 HR6420 Professional Development Expenses- Regular Faculty Members 1445 HR6410 Travel Allowance for Visiting and Sessional Appointments 1450 HR6415 Employment Under Externally Funded Grants and Contracts 1470 HR6305 Short Term Investment Policy 1480 FM5200 Political Leave Policy 1530 HR6425 Communicable Diseases Policy 1545 SS9300 Workers Compensation Policy (Rescinded, June 2010) 1650 SS9205 Capital Expenditures on Physical Plant 1700 FM5205 Appointments of Prime Consultants (Rescinded, July 2010) 1705 FM5210 Naming of Facilities and Physical Assets 1710 BP3100 Policy on the Use of Vehicles and Parking on the University of 1715 BP3200 Victoria Campus Policy on Retention of External Legal Counsel 1720 AD2100 Donations Policy (Rescinded, November 2009 Replaced by 1730 ER4100 consolidated Donations and Fundraising Policy ER4105) Licensing Program Policy 1740 AD2215 Purchasing Services Policy 1750 FM5105 Fundraising Policy (Rescinded, November 2009 Replaced by consolidated Donations and Fundraising Policy ER4105) 1785 ER4200 Page 7 of 12
8 Policy on Cost Recovery for Fund-raising Activities (Rescinded, 1788 ER4205 November 2009 Replaced by consolidated Donations and Fundraising Policy ER4105) Social Responsibility and UVic Investments 1790 FM5215 Policy on Strategic Alliances 1792 FM5110 Policy on Calendar Submissions 2100 AC1120 Policy for the Establishment and Review of Research Centres and 2200 RH8300 Groups Examinations and Grades 2300 AC1125 Policy on Student Awards 2310 AC1130 Academic Accommodation and Access for Students with Disabilities 2340 AC1205 (and Associated Procedures) Accommodation for Students on Days of Religious Observance 2350 AC1210 Procedures for the Establishment of Diploma and Certificate 2400 AC1135 Programs Libraries Loans Policy 2550 IM7600 Title of Emeritus or Emerita 2600 AC1140 Academic Program Review 2700 AC1145 Teaching and Organization of Courses and Programs 2800 AC1150 Guidelines on Preferential or Limited Hiring 3100 HR6110 Environmental Health and Safety 3250 SS9200 UVic Public Communications Policy for Program/Service 3260 AD2305 Interruptions Maltwood Art Museum and Gallery 3300 BP3300 Page 8 of 12
9 University Archive Public Access Policy (Rescinded, January 3500 IM ) Policy of External Bookings of University Space 3550 BP3400 Bomb Threats 3600 SS9110 International Fieldwork and Travel Policy 3650 AD2210 Management of Complaint Records (Rescinded, January 2010) 3660 IM7105 Policy on University of Victoria Website (Rescinded, January 3700 IM ) Policy on Copyright and Computer Programs 3800 IM7300 Policy on Copyright and the Use of Video Materials 3810 IM7305 Ethical Assessment of the Institutional Quality of Programs and 3850 AD2205 Services Professional Development Expenses- Excluded Management and 3910 HR6400 Confidential Staff Indirect Costs of Research (Formerly titled Research Overheads) 3930 FM5400 Casual Employment of Students 3950 HR6300 Appointment of Foreign Academics 4100 HR6320 Policy Regarding Access to Student Records (Rescinded, January 4400 IM ) Policy on the Use of University Facilities of Academic Departments 4500 BP3405 by External Organizations or Individuals Budget- Requests, Sources and Terms (Rescinded, January 5400 FM ) Determination of Employment Relationship 5610 HR6325 Liability Insurance 5770 FM5300 Page 9 of 12
10 Travel and Business Expense Policy 5800 HR6500 Audio Visual Maintenance Services Policy 6010 AD2510 Responsible Use of Information Technology 6030 IM7200 Identity Management Policy (Rescinded, July 2012) 6032 IM7205 Closed Circuit Television Policy (Rescinded, January 2010 see 6035 IM7500 Protection of Privacy policy) Institutional Acquisition and Standardization of Information 6040 AD2515 Technology Devices Mail and Messenger Services Policy (Rescinded, January 2010) 6045 AD2520 Software Development (Rescinded, May 2010) 6050 IM7505 Telephone and Data Communication Services and Charges 6060 IM7510 (Rescinded, January 2010) Policy on the Prevention of Violence in the Workplace 6105 SS9120 Critical Incident Response Procedures 6110 SS9115 Distribution of News and Information Publications on Campus 6120 IM7400 Printing and Duplicating Services 6210 AD2525 Printing and Duplicating Services Budget Policy 6215 FM5520 Photocopy and Facsimile (FAX) Services Policy 6230 AD2530 Photocopying of Theses and Dissertations (Rescinded, January 6240 AC ) Finnerty Gardens (Rescinded, August 2010) 6310 BP3305 Building Usage- Including Poster, Signs and Banner Regulations 6410 BP3105 Furniture Policy 6415 BP3130 University Centre Auditorium: General Use and Booking Policy 6420 BP3435 Page 10 of 12
11 University Centre Foyer Booking Policy 6425 BP3410 University Centre A180 Booking Policy 6430 BP3415 Policy Relating to the Use of Hallway, Corridor and Other Circulation 6435 BP3110 Space Liquor Policy 6445 AD2400 Smoking Policy 6450 AD2405 Policy Governing the Operation of the Cadboro Commons Building 6460 BP3420 Booking Policy Residence and Food Facilities 6465 BP3425 Policy and Procedures for Conferences Supported by the University 6470 AD2320 Booking of Physical Education, Athletics and Recreational Facilities 6480 BP3430 Waste Management Policy 6485 BP3600 Policy Governing the Operation of Student Residences 6510 BP3500 Policy Governing the Operation of Family Housing 6511 BP3505 Student Lockers (Rescinded, December 2012) 6530 BP3135 Responding to the Death of a Student 6540 AC1215 Bookstore Operation 6610 AD2500 Bookstore Budget Policy 6620 FM5505 Exterior Signs Policy 6715 BP3115 Flag Display Policy 6720 AD2300 Food Services Budget Policy 6725 FM5510 Interior Signs 6730 BP3120 Keys and Access Card Control (Formerly titled Keys and Locks) 6735 BP3125 Page 11 of 12
12 Regalia Services Policy 6745 AD2505 University Colours (Rescinded, May 2010) 6750 ER4300 Traffic and Parking Regulations 6800 BP3205 Motor Vehicle Pool 6810 AD2315 Residence Services- Budget Policy 6960 FM5515 Procedures for the Appointment and Review of the Executive 7005 GV0405 Director, International Affairs (Rescinded, February 2011 Replaced by Procedures for the Appointment and Reappointment of Academic Associate Vice Presidents see GV0350) Post Doctoral Fellows Policy 7010 HR6310 Policy on University Policies and Procedures New GV0100 Protection of Privacy Policy New GV0235 Sustainability Policy New GV0800 Donations and Fundraising Policy New ER4105 Records Management Policy New IM7700 Information Security Policy New IM7800 Appointment of Chancellor Procedures New GV0295 Hospitality Expenditures Policy New FM5600 Procedures for the Appointment and Reappointment of Academic New GV0350 Associate Vice-Presidents Procedures for the Appointment and Reappointment of Deans New GV0450 Resolution of Non-Academic Misconduct Allegations (and Associated Procedures) New AC1300 Page 12 of 12
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