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Camosun College

Policies

Camosun strives to provide clear, transparent, and easily accessible policies that exemplify the college's commitment to life-changing learning. The college has recently initiated a review and renewal of policy and we invite the college community to engage in this important work.

Policy Development Process

Camosun is piloting a new policy development process with a commitment to developing consistent, comprehensive, and transparent policies.

Learn more about the development process.

Camosun College Policies

Policy supporting documents are in PDF form.

Policy Framework

Policy Name Description Supporting Documents
P-1.1 Policy Framework Documents the parameters for policy development, approval, communication and implementation.

Governance

The Governance policies cover Board governance, organizational goals and accountability and Education Council governance.

G-1 Board Governance
Policy Name Description
G-1.1 Board Conduct By-law Members of the Board must avoid any conflict of interest that might impair or impugn the independence, integrity or impartiality of their Board.
G-1.2 Oath of Office The Oath of Office is to be sworn, signed, and dated before the Board at the commencement of all members' first meeting with the Board.
G-1.3 Board Decision Making Clarify the role and responsibilities of the Board of Governors in policy governance and decision making at Camosun College.
G-1.5 Finance Committee Terms of Reference The Board Finance Committee is responsible for monitoring significant financial planning, managing and reporting matters of the college, and making recommendations to the Board of Governors for adoption.
G-1.7 Board Executive Committee Terms of Reference The Executive Committee is to deal with matters relating to the Board's role as an employer, with student appeals, and with emergency situations.
G-1.8 Board Out-of-Pocket Expenses Guidelines and processes for requesting and reimbursing out-of-pocket expenses for Board members.
G-1.9 Audit Committee Terms of Reference The Board Audit Committee is responsible for assisting the Board in fulfilling its financial accountability and oversight responsibilities.
G-2 Organizational Goals and Accountability
Policy Name Description
G-2.3 Corporate Relations Guides decision-making with respect to the nature, scope and limitations of relationships the college will develop with the business and professional community.
G-2.4 Land Use As the college implements its Strategic Plan and Campus Plan, proposals will emerge which would require construction on, or would otherwise affect college property.
G-3 Education Council Governance
Policy Name Description
G-3.1 Education Council Bylaws The objectives of the Education Council are to fulfill the roles and powers defined by Sections 23, 24, and 25, except as amended under Section 25 (1) (b) of the College and Institute Act.
G-3.3 Awards Committee Terms of Reference The committee will administer major awards open to students of Camosun College
G-3.4 Integrated Curriculum Committee Terms of Reference As a Sub-Committee of Education Council, the Integrated College Curriculum Committee (ICC) is responsible for the review of curriculum leading to a Camosun College credential.
G-3.5 Policy and Standards Committee Terms of Reference As a Sub-Committee of Education Council, the Policy and Standards Committee is responsible for recommendations to Education Council regarding governance and policy issues and coordinates the development of policy briefings and policy drafts for review, discussion and decision of Education Council.

Education/Academic

The Education and Academic policies govern programming and instruction, student services and support, research and copyright.

E-1 Programming and Instruction
Policy Name Description Supporting Documents
E-1.1 Academic Progress Defines the college-wide standard for academic progress and will establish principles and protocols to assist students, their instructors, and administrative staff to monitor and intervene when a student is "at risk."  
E-1.2 Academic Schedule To establish an academic schedule that meets the needs of the academic programming at Camosun College.  
E-1.3 Work Integrated Learning To establish the processes and standards for the inclusion of work integrated learning (WIL) in educational programs at Camosun College.
E-1.4 Standard for Awarding Credentials To ensure the validity, consistency and quality of credentials issued by the college.
E-1.5 Grading To ensure that grading and promotion are consistent and fair.
E-1.6 Educational Approvals To establish the process for the approval of all educational programs at Camosun College and to identify the approval body for each type of program.
E-1.7 International Education To establish principles and guidelines that enable the college to realize the International Education Mission Statement.  
E-1.8 Prior Learning Assessment To provide guidelines to determine the equivalencies of students' prior learning experiences to formal college credits.  
E-1.9 Program Advisory Committees To establish common standards for the establishment and ongoing support of Camosun College Program Advisory Committees to better enable program currency and relevance and to provide a valued link to our community.
E-1.10 Scheduling Instructional Space To establish College-wide standards for scheduling instructional space and to define best practice for how it will be scheduled in order to maximize student access and space utilization.  
E-1.11 Program Suspension and Cancellation All programs are evaluated on an ongoing basis to ensure program relevancy and effectiveness. Where it is identified that a program is no longer sustainable, a recommendation may be made to suspend or cancel a program.  
E-2 Student Services and Support
Policy Name Description Supporting Documents
E-2.1 Admission To define the criteria and conditions for admission to Camosun College and its programs.  
E-2.2 Course Withdrawals To establish clear, consistent principles and guidelines for the course withdrawal process.  
E-2.3 Student Ancillary Fees To establish guidelines for the assessment of student fees for goods and services provided by the college.
E-2.4 Student Appeals To provide an appeal process for students who have reason to believe they have been graded unfairly or treated unjustly in relation to discipline by Camosun College.
E-2.5 Student Conduct To provide clear expectations of appropriate academic and non-academic student conduct and to establish processes for resolution of conduct issues or the imposition of sanctions for inappropriate conduct.
E-2.6 Tuition Fees Establishes principles for a sustainable tuition fee model for base-funded courses and programs  
E-2.7 Student Penalties and Fines To identify key principles related to the imposition of student penalties and fines.  
E-2.8 Medical/Compassionate Withdrawals To provide the option for a student to request a medical/compassionate withdrawal and fee refund under exceptional circumstances.  
E-2.9 Sexual Violence and Misconduct To communicate Camosun Colleges commitment to prevent and respond to sexual violence and sexual misconduct.
E-2.10 Involuntary Health and Safety Leave of Absence To rovide clear, consistent principles and commitments the college can apply when determining that a student require a leave of absence from their course work and/or the college community due to health and/or safety issue(s).  
E-3 Research and Copyright
Policy Name Description Supporting Documents
E-3.1 Research at Camosun To establish principles for maintaining high standards for research at Camosun College.  
E-3.2 Ethical Conduct for Research Involving Human Subjects To establish principles and guidelines for maintaining quality and ethical standards and principles for the conduct of research on human subjects, and for reviewing such research activities that are undertaken, sponsored by, or involve Camosun College.
E-3.3 Integrity in Research and Scholarship To establish principles and guidelines that promote high standards of ethics and integrity in research and scholarship affiliated with the college.  
E-3.4 Copyright To ensure that the College complies with the provisions of the Copyright Act of Canada.  
E-3.5 Commercialization of Intellectual Property To establish principles and processes related to the commercialization of original copyright material and intellectual property including inventions, patents, and trademarks.

Operations

The Operations policies govern college systems and resources, college development, facilities, finance, human resources and information management.

O-1 College Systems & Resources
Policy Name Description
O-1.2 Systems and Networks Administration To establish guidelines for managing college-owned and operated computer networks and services provided on college-owned and operated networks.
O-1.5 Electronic Communication with Students To establish principles, criteria, and guidelines for communicating with students electronically.
O-1.6 Web Management To manage and guide activities associated with the website and to determine its strategic direction, standards of quality, management controls, and conditions for use.
O-2 College Development
Policy Name Description Supporting Documents
O-2.1 College-wide Risk Management To establish a coordinated approach to risk management and ultimately to establish a risk management culture at Camosun College.
O-2.2 Project Management Framework To establish a common means for planning key college projects ensuring those undertaking projects have the tools to identify and analyze risks, impacts, resources and approaches to project planning, approval, communication and implementation.  
O-3 Facilities
Policy Name Description
O-3.1 Environmental Management All individuals share the responsibility for protecting the environment. The purpose of this policy is to guide the college's decision-making with respect to this responsibility.
O-3.2 Use of College Facilities and Grounds To establish consistent principles and guidelines under which Camosun College will use its own facilities and will make its facilities available to non-college users.
O-3.3 College Closures To establish consistent and clear principles and guidelines for the handling of necessary college closures.
O-3.4 Serving and Selling Food and Alcohol Safely on Campus To outline appropriate processes and responsibilities to ensure both food and alcohol are being served safely and legally on campus and for Camosun College sanctioned activities off site.
O-3.5 Commercial Activity To provide a framework and guide to decision making with respect to providing commercial access to the Camosun community.
O-3.6 Occupational Health and Safety To guide decision making with regards to the College's responsibilities for Occupational Health and Safety in the workplace.
O-4 Finance
Policy Name Description Supporting Documents
O-4.1 Financial Responsibility and Accountability To establish a clear financial accountability framework for the college, enabling the Board, Chief Executive Officer (CEO), Chief Financial Officer (CFO), management team and staff to understand their responsibility and accountability related to the financial management of the college.  
O-4.2 Purchasing To establish a clear purchasing accountability framework for the college enabling the procurement of goods and services as approved through the annual operating and capital budgets.  
O-4.3 Travel To establish authority and criteria for pre-approval of travel requests; to establish and define the limits and the conditions related to travel; to guide the selection of the most cost effective means of travel; and to identify allowable expenses for travel.
O-4.4 Hospitality Expenditures To facilitate reasonable hospitality expenditures that support the college's activities and adhere to its Mission and Values while maintaining financial responsibility and accountability.  
O-4.5 Investment To establish a clear investment accountability framework for the college enabling the investment of funds to be made in the most effective and efficient manner.  
O-5 Human Resources
Policy Name Description Supporting Documents
O-5.1 Employee Exchange To establish consistent guidelines that facilitate exchange opportunities involving Camosun College employees.  
O-5.2 Professional Fee Reimbursement Guidelines for reimbursing the costs of professional fees.
O-5.3 Vacation Scheduling To guide the approval of vacation scheduling for all college employees; to ensure employees take their entitled vacation; and to limit the liability to the College for accrued vacation.  
O-5.4 Employment Equity To establish principles that guide the college in equitable hiring and promotion practices.  
O-5.5 Honorary Colleague Provides a mechanism for an ongoing attachment between the college and its "retired" employees.
O-5.6 Faculty Accessibility To establish principles related to faculty accessibility.  
O-5.7 Employee Workload in Excess of Full Time To establish consistent policy and practice regarding employment in multiple positions within the college which, when combined, constitute a workload in excess of 100%.  
O-5.8 Job Sharing To allow two permanent full-time staff to enter into a formal employment partnership which produces a temporary, more flexible working arrangement that facilitates balancing work with other commitments.  
O-5.9 Unpaid Leaves of Absence To establish college-wide principles and practices for unpaid leaves of absence.
O-5.10 Respectful Workplace Camosun College is committed to: ensuring that all individuals are treated with dignity and respect, free from discrimination, harassment and bullying and are supported in managing workplace differences; and providing an environment that respects and promotes human rights and personal dignity.
O-5.11 Standards of Conduct To set out the principles and standards of conduct required of all employees of Camosun College and to guide employees in identifying and resolving issues of ethical conduct and conflict of interest that may arise during the course of their employment.  
O-5.12 Smoking and Tobacco Products To reduce exposure to second- and third-hand smoke and to promote a safe and healthy college environment.  
O-5.13 Total Compensation Philosophy The colleges compensation program is intended to assist in recruiting, motivating and retaining a qualified management and exempt group, by providing tangible rewards to enable the college to attain its corporate goals and objectives.  
O-6 Information Management
Policy Name Description Supporting Documents
O-6.1 Freedom of Information and Protection of Privacy To establish principles and guidelines that enable the college to comply with the provisions of the Freedom of Information and Protection of Privacy Act.
O-6.2 Record Management To establish commonly understood and efficient practice for the retention and disposition of college records that ensures Camosun meets its legislative, financial and legal obligations as a public body to manage its records in a systematic and consistent manner.
Contact Us
Camosun College Lansdowne
3100 Foul Bay Rd
Victoria BC V8P 5J2
Camosun College Interurban
4461 Interurban Rd
Victoria BC V9E 2C1
  • 250–370–3000
  • 1–877–554–7555 (toll-free)

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