Policy Development

Prior to commencing work on any new or existing Policy document, the University Policy Development Plan (PDP) must be submitted to the University Secretariat Office. 

The development of new policy and procedure documents and revisions to existing policy or procedure documents follow the University Policy Development Framework.

New and Revised Activity Summary

Summary for 2024:

Emergency Student Loan Fund UOP: approved by the Statutory Deans Council September 11, 2024).

  • September 11, 2024: The Statutory Deans Council (SDC) approved the Emergency Student Loan University Operating Procedure (UOP), effective immediately. This will supersede the Emergency Student Loan Policy
  • June 25, 2024: The Board of Governors Executive Committee, on behalf of the Board of Governors, rescinded the Emergency Student Loan Policy following the successful approval of the Emergency Student Loan UOP by the SDC
  • Key Changes:
    • Increased the emergency loan limit from $500 to $1,000 (§3.1) and the University's total maximum emergency loans from $15,000 to $30,000 (§3.3)
    •  Clarified the repayment and interest rate period (§6)
    • Extended the Emergency Student Loan to all students, not just full-time students

Letters of Appointment Process for Senior Administrators Guidelines (approved by the Statutory Deans Council September 11, 2024).

  • Key Changes:

    • Highlighted the involvement of the Associate Vice-President (Human Resources) to ensure compliance with Provincial Government compensation regulations and restrictions (§2).
    • Provided more explicit guidance on drafting Letters of Appointment (LOAs) for potential appointees (§2).
    • Editorial updates to align with the Institutional Policy Document template, correct broken links, and include a direct link to the appropriate Senior Human Resources Consultant for additional support (§2.2)

Active Commuting and Micromobility Vehicles UOP (approved by the Statutory Deans Council September 11, 2024).

  • September 11, 2024: The Statutory Deans Council (SDC) approved the Active Commuting and Micromobility Vehicles University Operating Procedure (UOP), effective immediately.
  • Following this approval, three existing documents—Bicycle Removal Policy, Bicycle Removal Procedures (Security Services), and Bicycles, Skateboards, Scooters, and In-Line Skates—were rescinded and consolidated into a single Active Commuting and Micromobility UOP

Library Access Policy *Revised*  (Revision approved by the General Faculties Council, May 6, 2024): 

  • On May 6, 2024, the General Faculties Council (GFC) approved substantive revisions to the Library Access Policy. These changes are designed to streamline the Policy by removing excessive procedural details and enhancing the services provided by the University Library.

    Key Revisions also Include:

    • Improved Service Offerings: Adjustments have been made in the loan periods, item limits, and fines for late returns and lost items, enhancing overall service efficiency and user experience.
    • Alignment with Standards: The revisions align our Policy with the standards observed by peer institutions within the Council of Prairie and Pacific University Libraries (COPPUL).

 Adjunct Professor Guidelines *New* (Approved by the Board of Governors, April 11, 2024): 

  • The Board of Governors approved the Adjunct Professor Guideline on April 11, 2024. These guidelines outline the appointment process, responsibilities, and expectations for Adjunct Professors at the University of Lethbridge. They ensure that individuals with expertise in research, teaching, or cultural fields can contribute meaningfully to our academic community while upholding the University's standards of excellence and ethical conduct.

Travel and Business Expense Policy & Procedures *Revised* (Revision approved by the Board of Governors, February 15, 2024). Revisions to the Travel and Business Expense Policy & Procedures include:

  • Alignment to the applicable Compensation Regulation and Legislation.
  • Increase of maximum gratuity rate from 15% to 20%.
  • Mandatory pre-approval for travel exceeding $10,000.

Procurement Card University Operating Procedure *Revised* (Revision approved by the Statutory Deans Council January 17, 2024).

Summary for 2023

Sexual and Gender-Based Violence Prevention Policy (Revised. Board of Governors Feb. 16, 2023; May 30, 2023)

Asset Management Policy (Revised. Board of Governors February 16, 2023)

Procurement of Goods and Services Policy (Revised. Board of Governors February 16, 2023)

Board of Governors Teaching Chairs Guidelines (Revised. Board of Governors February 16, 2023)

Summary for 2022

Sexual Violence Policy (Revised. Board of Governors December 8, 2022)

Establishment of Student Fees Policy (Revised. Board of Governors October 14, 2022)

Travel and Business Expense Policy (Revised. Board of Governors October 14, 2022)

Investment Management Policy (Revised. Board of Governors October 14, 2022)

Survey Policy (Revised. Board of Governors October 14, 2022)

Records Management Policy (Revised. Board of Governors October 14, 2022)

Carryover Fund Policy (Revised. Board of Governors April 14, 2022)

Iniskim Governance Process (Board of Governors April 14, 2022)

Territorial Statements  (Revised. Board of Governors April 14, 2022)

Endowment Management Policy (Revised. Board of Governors February 17, 2022)

Summary for 2021

Investment Management Policy (Revised. Board of Governors October 15, 2021)

Investment Valuation Policy (Rescinded. Board of Governors May 28, 2021)

Use of External Auditors for Non-Audit Services Policy (New. Board of Governors May 28, 2021)

Establishment of Student Fees Policy (Revised. Board of Governors April 15, 2021)

Summary for 2020

Investment Management Policy (Revised. Board of Governors December 17, 2020)

Code of Conduct - Employees (Editorially Revised. December 17, 2020)

Performance Evaluation and Compensation for Senior Administrators Returning to Academic Staff Status Guidelines (Revised. Board of Governors Human Resources & Compensation Committee December 9, 2020)

Letters of Appointment Process for Senior Administrators Guidelines (Approved. Statutory Deans' Council November 18, 2020)

Board of Governors Teaching Chair Guidelines (Editorially revised. November 13, 2020)

Designation and Appointment of Senior Administrators Policy (Editorially revised. November 13, 2020)

Survey Policy (Revised. Board of Governors Approved October 15, 2020)

Establishment of Student Fees Policy (Revised. Board of Governors Approved October 15, 2020)

Working Alone Protocol (Revised. Statutory Deans' Council Approved May 27, 2020)

Summary for 2019

Science Core Facilities Guidelines (New. Statutory Deans' Council Approved December 20, 2019)

Parent Rooms Use Principles (New. Effective December 20, 2019)

Statement on Free Expression (New. Board of Governors approved December 12, 2019. Effective December 15, 2019)

Contracts - Approval and Signing Authority Policy (Revised. Board of Governors approved December 12, 2019)

Financial Approval Authority Policy (Revised. Board of Governors approved December 12, 2019)

Academic Quality Assurance Policy (Editorially Revised. General Faculties Council approved December 9, 2019)

Open Access Policy (New. General Faculties Council approved December 9, 2019)

Integrity in Research Policy (New. Board of Governors approved October 17, 2019)

Centres & Institutes Policy (Revised. Board of Governors approved October 17, 2019. Formerly Research Centres & Institutes Policy)

Investment Management Policy (Revised. Board of Governors approved October 17, 2019)

Human Research Ethics Policy (Revised. General Faculties Council approved October 7, 2019. Formerly Human Subjects Research Policy)

Animal Ethics Policy (Revised. General Faculties Council approved October 7, 2019. Formerly Animal Welfare Policy)

Endowment Management Policy (Revised. Board of Governors approved June 13, 2019)

Restricted Funds (Non-Endowment) Management Policy (New. Board of Governors approved June 13, 2019)

Research Funds Administration Policy (Revised. Board of Governors approved June 13, 2019)

Sexual Violence Policy (Revised. Board of Governors approved June 13, 2019)

Harassment and Discrimination Policy (Revised. Board of Governors approved June 13, 2019)

Student Discipline Policy - Non-Academic Offenses Undergraduate and Graduate Students (Revised. General Faculties Council approved June 3, 2019, effective July 1, 2019)

Final Grade Appeal Procedure- Undergraduate and Graduate Students (Revised. General Faculties Council approved June 3, 2019, effective September 1, 2019. Formerly Grade Appeal Policy - Graduate Student and Grade Appeal Policy - Undergraduate Student)

Code of Conduct - Employees (New. Board of Governors approved April 17, 2019. Replaces Employee Ethical Conduct Policy)

Acceptable Use of Computing, Information and Technology Resources Policy (Revised. Board of Governors approved April 17, 2019. Formerly Computer Use Policy)

Establishment of Student Fees Policy (Revised. Board of Governors approved April 17, 2019)

Investment Management Policy (Revised. Board of Governors approved February 14, 2019)

Summary for 2018

Artwork Placement Policy (Revised. Board of Governors approved December 13, 2018. Formerly the Art Placement Policy)

Academic Quality Assurance Policy and Procedures (Revised. General Faculties Council approved November 5, 2018)

Flag Policy (Revised. Board of Governors approved October 11, 2018)

Postdoctoral Fellows Policy (Revised. Board of Governors approved October 11, 2018)

Delegation of Authority, Senior Executives Policy (Revised. Board of Governors Approved October 11, 2018)

Appointment of Associate Deans and Associate University Librarians Policy (New Policy. Board of Governors approved October 11, 2018)

The Designation and Appointment of Senior Administrators Policy (Formerly Designation of Senior Administration Policy, Board of Governors approved October 11, 2018)

Cannabis Policy (New Policy, to be effective upon the enactment of the federal legislation legalizing the use of cannabis being passed. Board of Governors approved June 15, 2018.)

Environment, Health and Safety Policy (New Policy, and any previous existing safety policies were rescinded. Board of Governors approved June 15, 2018.)

Information Security Awareness and Training Policy (New Policy. Board of Governors approved June 15, 2018.)

Asset Management Policy (New Policy. Board of Governors approved June 15, 2018.)

Procurement of Goods and Services Policy (The amalgamation of Purchasing Policy, Exceptions to Materials Management Requisitions, and General Procedures for Tendering. Board of Governors approved April 19, 2018.)

Public Interest Disclosure Framework (Revised. Board of Governors approved April 19, 2018.)

Survey Policy (Revised Policy. Board of Governors approved April 19, 2018.)

Summary for 2017

Travel and Business Expense Policy and Procedure

(Revised Policy. Board of Governors approved December 18, 2017. The most significant change requires claimants to use per diem rates for meals unless the claimant has incurred meal expenses for multiple people.  Claims for individual meal receipts dated January 15, 2018 or later will be adjusted to per diem. Secondly, increases have occurred to the per diem rates to reflect the average cost of receipted meals reimbursed as determined through analysis of expense claims and based on comparative rates from other post-secondary institutions.  The increased rates will be effective January 1, 2018.  Editorial updates have been made throughout the document to clarify wording, improve language and correct references to our current environment.)

Financial Approval Authority Policy (New Policy. Board of Governors approved June 16, 2017. In part replaces Approval and Signing Authority Policy.) 

Contracts - Approval and Signing Authority Policy (New Policy. Board of Governors approved June 16, 2017. In part replaces Approval and Signing Authority Policy.)

Legal Resources Policy (New Policy. Board of Governors approved June 16, 2017.)

Enterprise Risk Management Policy (Revised Policy. Board of Governors approved June 16, 2017. Revisions to align policy with current practices.)

Research Policy (Revised Policy. Board of Governors approved June 16, 2017. Revisions were made so that the Research Policy is the overarching policy, with the policies and procedures relative to the administration of research funds identified in a separate, new policy)

Research Funds Administration Policy (New Policy. Board of Governors approved June 16, 2017. Replaces Research Overhead Charging Policy.)

Philosophy - Selection, Evaluation and Compensation for Senior Administrators (Revised. Board of Governors approved June 16, 2017.)

Guidelines - Performance Evaluations and Compensation of Senior Administrators Returning to Academic Staff Status (Revised. Board of Governors approved June 16, 2017. )

Guidelines for Calculation of Salary for Leaves (Revised. Board of Governors approved June 16, 2017. )

Research Centres & Institutes Policy (Policy Revisions Board of Governors approved April 13, 2017. Revisions reflect prior changes within the Academic Quality Assurance Policy in regards to the review of Type A Research Centres and Institutes.)

Summary for 2016

Conflict of Interest and/or Commitment Policy

(Policy Revisions Board of Governors approved December 15, 2016. Revisions focused on updating the definition to include mismanagement of duties between employee and professional interests, include guiding principles that would apply to the research community, updates to family definition, update disclosure requirements to reflect the 2013 agreement with the University of Lethbridge Faculty Association (ULFA) for annual electronic disclosure.)

Use of University Premises for Non-Academic Purposes Policy

(Policy Revisions (formerly Facilities - Use and Rental Policy) Board of Governors approved October 13, 2016.

Trespass Policy

(New Policy. Board of Governors approved October 13, 2016. The purpose of this policy is to outline the responsibilities of and procedures for Security Services or other authorized University agents relating to the application of the Trespass to Premises Act and Petty Trespass Act on Campus premises.  The University has legal obligations to ensure the safety and security of Campus premises and its users, and will take all reasonable steps to meet those obligations.)

Use and Booking of University Sort and Recreation Facilities Policy

(Policy Revisions (formerly Facility Booking and Use of Sport and Recreation Facilities Policy). Board of Governors approved October 13, 2016. Significant changes occurred.)

Academic Accommodations for Students with Disabilities Policy

(Policy Revisions (formerly Students with Disabilities Policy). GFC Approved October 3, 2016. Formatting and revisions were made to ensure clarity on roles and responsibilities of the student and academic staff.)

Survey Policy

(Editorial Revisions to Appendix: July 19, 2016. The following surveys were added to the list of surveys that are considered to be approved: People Plan Survey, Healthy Minds Survey, Healthy Bodies Survey, National College Health Assessment, Canadian Graduate and Professional Student Survey, and the National Baccalaureate Graduate Outcomes Survey.)

Sexual Violence Policy

(New Policy. Board of Governors Approved April 21, 2016. Currently, the UofL has policies in place that pertain to sexual violence: Harassment and Discrimination Policy; Workplace Violence Policy; and the Non-Academic Offence provision in the academic Calendar. This new policy aims to better identify resources and supports available to the University community, promote an “only with consent” campus culture, and demonstrate the UofL’s commitment to addressing the issue of sexual violence on campus. The policy itself is supplemented by a university webpage http://www.uleth.ca/sexual-violence . A review of this policy will occur in Spring 2017.)

Harassment and Discrimination Policy

(Policy Revisions. Board of Governors Approved April 21, 2016. Changes were to ensure that the definition of discrimination matches recent revisions to the Alberta Human Rights Act, so gender identity and gender expression where added to 3.7. Reference to the Sexual Violence Policy was provided in 3.8 under sexual assault. Definition changes in 3.11 University Community were made. Changes were in 6.2.3 and 6.2.4 was added. Significant changes occurred in procedures with adding defined resolution options with additional clarity in them.)

Travel and Business Expense Policy and Procedures

(Policy Revisions. Board of Governors Approved: February 25, 2016. Main changes were to ensure reimbursement for alcohol purchases confirm to government policies. Procedures were clearly identified. Changes to 3.8, Procedures distinguished as being separate and formatted differently. Links and Table of Contents were added throughout document. Procedures 4.3 in restrictions Associate VP was added as advanced approved, in Clarity was given on alcohol reimbursement in Procedures 4.3 “Hospitality”, “Public Relations (Alcohol)”, and “Social Functions”, 4.4, 4.5 “Meal (PR)”, “Meal (non-travel)” “Meals”. Procedure 4.5 – purchasing luggage was added as not being eligible. Procedure 5. “Airfare” restrictions on exceeding economy airfare were added.)

Naming and Named Recognition Policy

(Policy Revisions. Former called Naming of Facilities & Programs Policy. Board of Governors approved February 25, 2016. Academic naming opportunities were included. Significant changes occurred to layout, formatting and clarity on the process was added.)

Hospitality Expense Policy

(Policy Revisions. Board of Governors approved February 25, 2016. Changes to definition 2.1, changes within 4.1 and 4.2 to ensure reimbursement for alcohol purchases confirm to government policies.)