POLICIES FORUM

2018-2019

May 27, 2019 1:30 – 3:30 pm Kule Lecture Theatre (Room 9-323)

AGENDA 1.0 Welcome and Introduction Michelle Plouffe 1:30

2.0 Policy Document Presentations: • Post-secondary Learning Act Policy Changes • Safe Disclosure Policy (REVISED), Safe Disclosure Procedure (REVISED) • Travel Policy (REVISED) • Fraud and Irregularities Policy (REVISED) • Indigenous Ceremonial Practices Policy (NEW), Indigenous Ceremonial

Procedure (NEW) • Sexual Violence Policy (REVISED), Responding to Sexual Violence Procedure

(REVISED) • Procurement of Goods and Services Policy (REVISED), Procurement

Competitive Bid and Competitive Bid Exemption Procedure (NEW), Procure to Pay Procedure (NEW), Procurement Contract Procedure (NEW)

• Admissions Policy (REVISED) • Academic Governance Council Bylaws (REVISED) • Accounts Receivable Policy (REVISED) • Impairment Policy (REVISED) • Employee Recognition Policy (RESCINDED), Employee Recognition Procedure

(RESCINDED), MacEwan University Awards of Excellence Procedure (RESCINDED) • Compensation Policy (NEW) • Codes of Conduct (REVISED), Conflicts of Interest and Commitment Policy

(RESCINDED)

Michelle Plouffe

Loredana Longo

Barry Horan Krista Hanscomb Ian Hanson

Carol Robinson

Tony Norrad Gina Deveaux Jonah Lempogo

Caitlin Goyeau

1:35

1:45 1:55

2:00

2:05

2:15

2:20

2:25

2:30

2:35

3.0 Overview of Other Policy Document Changes 2018-2019: • Establishing University Policy Documents and Policy Document Framework

(REVISED) • Contracts Review and Signing Authority Policy (REVISED) • President Search & Selection, Review and Compensation Policy and

Presidential Review Procedure (REVISED) • Repeating Credit Courses at MacEwan University (REVISED) • Privacy Policy (REVISED)

Ian Hanson 2:45

4.0 Anticipated New Policies and Policy Revisions: 2019-2020 Ian Hanson 2:55

5.0 Discussion and Q&A Ian Hanson 3:00

Title: Safe Disclosure Policy Safe Disclosure Procedure

Policy Statement: MacEwan University maintains high standards of legal, fiscal and ethical behaviour and fosters a culture of ethics and compliance by encouraging Members of the University Community to report suspected or actual Wrongful Conduct, taking appropriate action to investigate reports of Wrongful Conduct, and protecting Members of the University Community from Reprisal for making such reports.

Background: Significant amendments to the Public Interest Disclosure (Whistleblower Protection) Act of Alberta ("PIDA") were proclaimed in force on March 1, 2018. As a result of those amendments, the University's Safe Disclosure Policy and Reporting Allegations of Wrongful Conduct Procedure required revision to ensure compliance with the amendments. A general review of the Policy and Procedure (now titled “Safe Disclosure Reporting Procedure”) was also undertaken to ensure the documents accurately reflect current practices and processes.

Highlights: The key amendments to PIDA which were included in the revisions to the Policy and Procedure follow: • Revised definition of "Wrongdoing": The definition now

includes a specific definition of what constitutes "gross mismanagement", and includes bullying, harassment, or intimidation of employees where internal mechanisms have failed and the conduct has become systemic and cultural in the organization.

• Direct disclosure to the Public Interest Commissioner: Employees are now permitted to make a disclosure directly to the Public Interest Commission in the first instance, rather than only under certain circumstances.

• Inclusion of supervisors in providing advice under PIDA: Employees are now permitted to request information or seek advice from their supervisor when they are considering making a disclosure, rather than only from their Designated or Chief Officer, and are protected from Reprisal when seeking information or advice.

• Procedures for reporting imminent risks and criminal offences: Provisions have been added which set out specific requirements for the reporting of instances where it is believed that an offence has been committed under a statute or regulation, and for matters involving imminent risk to the life, health or safety of individuals or the environment.

Implications/Impact: • Supervisors, managers and senior staff have an expanded role under PIDA relating to providing information and advice to employees who are considering making a disclosure and in reporting potential imminent risks and criminal offences.

• Employees have additional options available for making a disclosure and seeking advice about making a disclosure.

Effective Date: September 27, 2018

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Title: Travel Policy (formerly Travel Approval and Risk Management (Domestic and International) Policy)

Policy Statement: MacEwan University recognizes that travel is an integral part of participating in and contributing to an interconnected world and is essential to the integrity of our academy. The University is committed to supporting the health and safety of faculty, staff and students and will take steps to promote safety and mitigate risk while participating in University Travel.

Background: The purpose of this policy is to support the health and safety of travelers and outline the university’s commitment to respond to incidents and emergencies, as required by the Occupational Health and Safety Act, Regulation, and Code.

Highlights: • Defines University Travel and what it includes. • Defines who is a Group Leader and what is a Group. • Defines Hazardous Activities. • Establishes roles and responsibilities for Travel

Authorizers, Group Leaders, Students, Faculty, and Staff.

• Establishes reporting requirements. • Establishes the University’s role in approving and

denying travel due to safety or security risks.

Implications/Impact: Faculty and administrative department must follow the policy and related processes that includes:

• Delegate the role of Travel Authorizer to receive and review Travel Authorization forms

• Completion of the new Travel Authorization form which captures Traveler Type: Faculty member, Group, Staff, Student Individual, Student Club

• Completion of the new Travel registration form which provides up to date information regarding MacEwan travelers and their travel itinerary

• Completion of the hazard assessment form if travel include Hazardous Activities as defined by the Travel Policy

• All international and domestic travel (greater Edmonton area) requires the Travel Authorization form and Travel registration form completed

Effective Date: March 1, 2019

Title: Fraud and Irregularities

Policy Statement: Grant MacEwan University (“University”) is committed to sustaining an environment free from Fraudulent Activity or Irregular Activity to ensure all University assets and resources are used legitimately and in accordance with University guidelines.

Background: This policy was originally approved in 2009 in anticipation of MacEwan becoming a University and no revisions have been made to the policy since its implementation. Due to the significant phishing incident that occurred at the university in 2017, the policy was carefully reviewed to ensure it remained up to date with current practices. Only minor changes were required.

Highlights: This revision aligns this policy with the current policy framework.

The purpose and scope of this policy it to ensure that the University clearly states the position on fraudulent or irregular activity and the framework with which will be used to explore any reports of illicit activities. It will be investigated by Internal Audit Services (unless outside assistance is required) and may result in termination of employment if found guilty of the crime.

Implications/Impact: This policy is now up to date with the university policy framework. There is little to no impact on the campus community as the core of the policy has not changed.

Effective Date: February 28, 2019

Title: Indigenous Ceremonial Practices Policy

Indigenous Ceremonial Procedures

Policy Statement: MacEwan University (the “University”) is a community of scholarship and service dedicated to the pursuit of truth and knowledge through teaching, research, and study. The University recognizes the creation of a culturally and socially diverse campus and learning environment that enriches the student experience through contact with a multitude of perspectives. The University is committed to the meaningful practice of Indigenous traditions and ceremonies on campus.

Background: The Truth and Reconciliation Commission of Canada published its final report in 2015, which was accompanied by a set of Calls to Action in order to redress the legacy of residential schools and advance the process of Canadian reconciliation. Influenced by these documents, MacEwan must focus on creating a positive change; influencing the way in which we decolonize institutional barriers; developing meaningful internal and external relationships; and creating safe space for all Indigenous students, faculty and staff.

All of this aligns with MacEwan's Integrated Strategic Plan, which identifies the need to "create a culturally and socially diverse campus and learning environment for all students" (A10). UNDRIP Article (11) states that "Indigenous peoples have the right to practise and revitalize their cultural traditions and customs. This includes the right to maintain, protect and develop the past, present and future manifestations of their culture, such as archaeological and historical sites, artifacts, designs, ceremonies, technologies, and visual and performing arts and literature." Article (12) also states "Indigenous peoples have the right to manifest, practise, develop, and teach their spiritual and religious traditions, customs and ceremonies; the right to maintain, protect, and have access in privacy to their religious and cultural sites; the right to the use and control of their ceremonial objects; and the right to the repatriation of their human rights."

Highlights: This policy communicates the University’s commitment to honoring Indigenous Ceremonial Practices, upholding Cultural Safety, while maintaining safety and building standards, and establishes the principles and procedures to support this commitment.

Implications/Impact: The University and kihêw waciston are responsible for education and training in relation to this policy, including providing support to students, staff and Faculty on proper respectful protocol, while ensuring cultural safety in all forms of Indigenous Ceremonial Practice.

Effective Date: December 13, 2018

Title: Sexual Violence Policy

Responding to Sexual Violence Procedure

Policy Statement: MacEwan University (the “University”) is committed to promoting and maintaining an educational and working environment free from all forms of Sexual Violence, supporting equitable relations, and fostering a community founded upon the fundamental dignity and worth of all its members. The University recognizes that Sexual Violence affects all people, regardless of identity or relationship status. The University is committed to providing support for all Members of the University Community who have been impacted by Sexual Violence and addressing Sexual Violence through Anti-Oppressive and Trauma-Informed practices. The University prohibits all acts of Sexual Violence; therefore, it is the responsibility of all Members of the University Community to promote an environment that is free of Sexual Violence and to be knowledgeable about this policy and associated procedures.

Background: Since the implementation of the University’s first Sexual Violence Policy and Responding to Sexual Violence Procedures in September 2015, new best practices for campus sexual violence policies and response procedures have emerged. Additionally, the University has fine-tuned its procedures and developed new resources for responding to sexual violence based on experiences of policy implementation since 2015. In addition to reflecting these changed, policy revisions were implemented to maximize clarity of process, to protect the University’s reputation by ensuring transparent and fair processes for addressing sexual violence and to support university-wide policy and procedural compliance.

Highlights:

• The revisions clarify the university’s commitment to providing support and resources for survivors who disclose, in addition to those who file complaints.

• The revisions situate sexual violence prevention, education and response efforts within the University’s broader human rights and equity goals.

• The revisions clearly distinguish between Disclosures and Complaints of sexual violence, with specific procedures for each.

• The revised Procedures specify points of contact for making Complaints and Disclosures.

• The revised Procedures clarify the responsibilities of campus community members who receive disclosures (First Responders).

• The revisions align the Policy with MSA and GMFUA collective agreements.

Implications/Impact: The Office of Sexual Violence Prevention, Education and Response will develop and distribute appropriate educational and informational materials to communicate key Policy and Procedure information to students, staff and faculty. Information shared about the Policy and Procedure in existing education and training programs will reflect the changes.

Effective Date: December 13, 2018

Title: Procurement of Goods and Services Policy

Policy Statement: All Goods and/or Services shall be procured by authorized MacEwan University employees through effectively managed, properly planned and executed procurement processes that are in compliance with legislated requirements and facilitate fiscal stewardship, demonstrate value, and promote financial sustainability and accountability.

Background: A scheduled review period, changes to federal and inter-provincial Trade Agreements affecting public procurement processes and disclosure reporting and, an outstanding Internal Audit recommendation, resulted in significant revisions being made to the policy for procurement of goods and services for the University as well as the development of detailed procedures for key procurement related processes.

Highlights: Introduced three key procedures for Procurement processes:

Procurement Competitive Bid and Competitive Bid Exemption Procedure

• Provides guidance on applicable Trade Agreements and qualifying exemptions to seek a waiver of the competitive bid process.

Procurement Contract Procedure

• Provides information on when a contract is required and roles and responsibilities in contract development and management.

Procure to Pay Procedure

• Provides guidance on what method of purchase to use relative to goods or services required.

Implications/Impact: • Supports institutional compliance within legislated boundaries for procurement in a publicly funded institution.

• Guides management decision making related to supplier selection and evaluation.

• Promotes effective and consistent approach toward contracting and ongoing management of contracts with suppliers to the University.

Effective Date: January 1, 2019

Title: Admissions Policy

Policy Statement: MacEwan University (the University”) admits applicants to Ministry-approved Programs on the basis of requirements designed to enable student success and approved by Academic Governance Council.

Background: The Admissions Policy, previously C5010 – Admissions, was slated for a policy review during the 2013-2014 academic year. While a review was initiated by the former Academic Policies Committee (APC), which delegated to the Admissions and Selection Committee, the review was never completed in part due to the implementation of a new policy framework and the subsequent disbanding of APC.

Upon a directive from the Policy Advisory Group that the policy undergo a comprehensive review, the policy review was reinitiated in the winter of 2017.

Given the age of the policy there was a desire to align it with the policy framework and address in particular the mix of policy and procedural clauses in the policy document.

Highlights: Procedural related clauses were removed from the policy and two corresponding procedural documents were created – Admission and Admission Evaluation. Examples of clauses moved to procedure:

• Categories of admission. • Calculation of admission averages and admission

grade point averages. • Offer of admissions. • Program waitlists/rank lists.

While some clauses have been revised for greater clarity, others have been revised to reflect current business practices due to organizational and system changes or strategic directions. Examples:

• Reflect the establishment of application and admission document deadlines for all programs and process for extending application deadlines.

• Clarified consequences for misrepresentation, falsifying of admission documents.

• Expanding admission deferrals to include compassionate grounds in addition to existing

medical grounds. Procedures for deferral were streamlined.

• Previously only applicants with outstanding fees were ineligible to have their applications processed until all fees were paid in full. This has been expanded to include any encumbrance on a student record. Encumbrances must be cleared before an application may be processed.

New clauses have been added where there was an identified gap. Examples:

• The policy included a new clause that delegated authority to the School of Continuing Education (SCE) as it relates to programs under its jurisdiction.

• Defining when an application is required. • Applicants are able to select up to two program

choices on a single application for admission. Procedure for the assessment of program choices.

• Applicants who are admitted to a program are now required to accept their offer of admission and pay an Admission Confirmation Deposit.

• Expanding admission deferrals to include compassionate grounds in addition to existing medical grounds.

Implications/Impact: The new policy and procedures will not have any significant impact in terms of current business and/or system processes.

While minimal or no impacts are anticipated by the new policy and procedures, the policy affects applicants, Office of the University Registrar and Faculties/Schools.

Effective Date: October 16, 2018

Title: Academic Governance Council Bylaws

Policy Statement: The Academic Governance Council of Grant MacEwan University was established by the Board of Governors effective January 20, 2009, under the authority of the Post-secondary Learning Act (“PSLA”). AGC, subject to the authority of the Board, is responsible for the academic affairs of the University, including decisions concerning academic priorities, policies, and programs. In fulfilling this role, AGC shall promote the University’s teaching, research, scholarship, and performance, consistent with the University’s mandate. The Bylaws provide guidance and structure to the proceedings of AGC in fulfilling its obligations and duties under the PSLA.

Background: A comprehensive review and re-write of the AGC Bylaws began in 2015. The review was briefly put on hold pending a decision from the government on potentially moving the University into Part 1 of the PSLA, but was undertaken again in 2016 as it was unclear at that time when a decision on a move to Part 1 would be made.

Highlights: • The Bylaws were completely re-written and expanded in order to clarify the role and work of AGC.

• The quorum threshold was lowered in order to assist AGC in more easily achieving quorum throughout the year.

Implications/Impact: The revised Bylaws accurately reflected AGC composition, processes and procedures at the time of approval.

Effective Date: September 27, 2018

Title: Accounts Receivable

Policy Statement: MacEwan University (the “University”) shall monitor and collect outstanding account receivables in an environment of fiscal stewardship, best practice and compliance.

Background: The Accounts Receivable policy was updated in part to reflect the decision by the Academic Governance Council in 2015 to move the payment deadline from the start of the first month of the term to the end of month. There was also a desire to include a reasonable and predictable penalty for late payment.

Highlights: • Financial Services will levy a charge on unpaid balances

• Establishes a predictable interest charge for students

• All overdue accounts receivable will be subject to interest charged at one percent per month (1% per month) after the payment due date

• Financial Services is responsible for timely collection and forward uncollectible accounts to collection agencies.

• The uncollectible account will be assigned to the collection agency not earlier than 120 days from the end of the specified term.

• Provides clarity regarding the roles, responsibilities and administration of accounts receivable

• Addresses all transactions regarding money owed to the University – both student and non-student

The changes are intended to ensure adequate internal controls are in place, ideally resulting in timely collection of outstanding fees and reduce or eliminate any negative affect to the University’s cash flow.

Implications/Impact: There will be reduced and predictable interest charges for students (Previously interest charged was at Prime plus 1%). This will help to encourage students to pay their fees by the payment deadline, ideally reducing the number of students assigned to the collection agency. This also helps to provide clarity to staff who are administering the policy.

Effective Date: December 13, 2018

Title: Impairment Policy (formerly Alcohol and Drugs)

Policy Statement: MacEwan University (the “University”) is committed to the health, safety and wellness of its students, employees, contractors, and the public. In support of this commitment, all Members of the MacEwan University Community will foster an Impairment-free work and learning environment.

Background: Developed by Human Resources in partnership with the Cannabis Legalization Working Group, the Impairment Policy replaces the Alcohol and Drugs Policy. The policy applies to all members of the MacEwan University community and establishes consistent expectations regarding impairment.

Highlights: The policy focuses on safety and requires all members of the MacEwan University community to be able to safely undertake their work-related and academic activities.

Addiction, accommodation, and other medical considerations are not included in the Impairment Policy. These aspects will be addressed in the Human Rights and Accessibility Policy that is under development. In the interim, the Duty to Accommodate Employee Needs and Protected Grounds Policy addresses any potential gap in this area.

In support of the university’s commitment to fostering an impairment-free work and learning environment, the policy also confirms the University’s commitment to providing resources and educational opportunities to students, faculty and staff regarding the harmful use of alcohol, cannabis, and other substances that may cause impairment.

Implications/Impact: The revised policy does not require changes to previous practice. Human Resources and Student Affairs are available for support responding to potentially impaired individuals. Security Services will respond to complaints of individuals who are disruptive or behaving in a way that poses a threat to themselves, others, or university property.

Effective Date: December 13, 2018

Title: Employee Recognition Policy

Employee Recognition Procedure

MacEwan University Awards of Excellence Procedure

Policy Statement: Grant MacEwan University (the “University”) is committed to recognizing employees for their service and achievements made in support of the University’s mission, values and goals. Grant MacEwan University acknowledges the service and contributions of its employees through a comprehensive Employee Recognition Program.

Background: Based on stakeholder consultation, and with the endorsement of University leadership, it was determined that the Employee Recognition Policy and its associated procedures would be rescinded.

While employee recognition is important and valued at MacEwan, it is not a topic that must be addressed in university policy. Further, the Recognition program at MacEwan has been under review for some time due to waning interest in the Awards of Excellence program as outlined in the policy.

Awarding of the MacEwan Medallion was discontinued in 2016. In 2017 the president implemented the Distinguished Service Award, which was presented at the June 2017 convocation, and suspended the Awards of Excellence. The Distinguished Service award had limited response with only six nominees.

A survey of close to 1200 employees in early 2017 indicated that the existing recognition program did not resonate with staff and faculty and that a different level of recognition is expected.

Highlights: Not applicable.

Implications/Impact: The Career Milestones program will continue and is not affected by the rescission of the policy and procedures.

Human Resources will be engaging employees in the development of MacEwan’s new recognition program, which will incorporate stakeholder feedback and will align with the new Integrated Strategic Plan.

Effective Date: Rescission of the policy and procedures was effective December 13, 2018.

Title: Compensation Policy

Policy Statement: This policy outlines MacEwan University’s direction for the management and administration of salary for its employees.

Background: Developed to support MacEwan’s Compensation Strategy, which was approved by the Board of Governors in November 2015, the Compensation Policy clarifies administrative authority for compensation programs and provides supportive governance to assist MacEwan in ensuring compensation decisions align with existing financial controls and the responsible stewardship of public funds.

Highlights: The policy confirms MacEwan’s commitment to maintaining an integrated salary administration program and establishes Human Resources as the office responsible for creating and administering all associated internal procedures and practices related to employee salary. This includes initial salary determination, salary adjustments, and job evaluation.

To ensure the University is competitive within its established market, Human Resources is also responsible for reviewing salary ranges against appropriate comparable organizations’ pay rates on a regular basis.

Implications/Impact: The Compensation Policy supports organizational best practices that align with our post-secondary and related public-sector peers, provides clarity to managers, and signals our commitment to fairness and transparency regarding employee salary administration.

Effective Date: January 1, 2019

Title: Employees’ Code of Conduct (revised)

Conflicts of Interest and Commitment (rescinded)

Policy Statement: MacEwan University employees are placed in a position of trust. All employees are expected to act in a way that reflects the place they hold in the public sphere and to maintain the trust and regard expected of the employees of a publicly-assisted undergraduate University.

Employees must ensure that their actions and decisions are conducted in a manner that is reasonable, honest and in the best interest of the University. Conflicts of Interest and Conflicts of Commitment are to be avoided or, where this is not possible, declared and managed in accordance with this Code.

This Code was developed in accordance with the Conflicts of Interest Act and based on the approval of the Ethics Commissioner.

Background: The Conflicts of Interest Act requires all provincial public agencies to have codes of conduct with prescribed elements. The codes of conduct must apply to all employees, including part-time and student employees, and members of the Board of Governors.

The University received final approval of the Employees’ Code of Conduct from the Ethics Commissioner in March 2019 following an iterative process that began when the legislation was proclaimed in December 2017.

Highlights: As prescribed by the legislation, the code addresses the following elements:

• Conflicts of interest and conflicts of commitment are to be avoided or, where this is not possible, declared and managed.

• All actual, potential and perceived conflicts of interest and commitment must be disclosed.

• Managerial approval is required prior to accepting any supplementary internal or external employment (including income received through research grants that are not managed through MacEwan).

• Limitations regarding gifts must be adhered to.

Implications/Impact: Systems and business process development are underway to facilitate timely disclosure, approval, management and statistical reporting of real, potential, and perceived conflicts of interest and conflicts of commitment, as per the approved Code.

Resources and tools will be available to help employees and leaders meet their disclosure and approval obligations. These resources will be updated and expanded regularly to support compliance and address questions raised by the university community.

Presentations delivered to stakeholder groups across the university will be supplemented with drop-in sessions for employees to ask questions about their specific circumstances.

Effective Date: July 1, 2019