Policies | Conestoga College

College policies, procedures, practices and guidelines

Conestoga College has a number of policies, procedures, and practices to govern its operation. These documents are meant to provide guidance and advice to members of the college community, in a number of academic and operational areas. Within the college, each functional area develops, maintains, and revises these documents to reflect current needs and realities.

Policies, procedures, and practices are meant to guide members of the college community in their day-to-day dealings. Students, staff, faculty and others can refer to these documents for guidance in a number of matters.

Each document indicates which area of the college has responsibility for practical oversight pertaining to that document. Individual areas have responsibility for keeping documents current. If you require further information or clarification, please contact the department concerned.

As accurate as the web version of these documents may be, should any dispute arise as to the currency of a policy, procedure, or practice, the written copy of the document that is maintained by the department or area concerned shall be deemed to be in force.

Academic policies, procedures and guidelines - general

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Academic Advancement and Achievement Policy	9/11/2019
Academic Agreement Policy	01/13/2020
Academic Credential Procedure	9/1/2010	9/11/2019
Academic Dispute Resolution and Appeal Policy	9/1/2007	1/13/2020	Academic Dispute Resolution and Appeal Procedure	9/1/2007	2/7/2020
			Admission Decision Dispute Resolution and Appeal Procedure - Post Secondary	9/1/2010	1/13/2020
Academic Freedom Policy	1/18/2012	1/13/2020
Academic Offences Policy	9/5/2007	5/9/2018	Academic Offences Procedure	9/5/2007	3/8/2019
Admissions Policy	9/1/2010	2/07/2020	Admission Decision Dispute Resolution and Appeal Procedure - Post Secondary	9/1/2010	1/13/2020
			Admissions Procedure - Full-Time and Part-Time Programs	2/4/2015	2/7/2020
			Readmission Procedure	9/1/2010	1/13/2020
Clearance of Academic Deficiency Policy	9/1/2007	8/21/2020	Clearance of Academic Deficiency Procedure	9/1/2007	6/20/2019
Convocation Procedure	4/1/2011	1/13/2020
Co-operative Education Policy	9/30/2009	9/21/2016
Copyright Policy	12/1/2012	11/15/2019
Credit Transfer Policy	3/18/2015		Credit Transfer Procedure	3/18/2015	1/13/2020
Discontinuance Procedure	9/1/2007	9/11/2019
Evaluation of Student Learning Policy (watch video)	9/1/2014	1/21/2019	Evaluation of Student Learning Procedure	9/1/2014	1/21/2019
Faculty Support and Development Policy	1/13/2020
General Education and Degree Breadth Policy	4/29/2009	3/20/2019
Grading Procedure	9/1/2015	9/24/2020
International Student Withdrawal and Refund Procedure	1/13/2020
James Church Procedure	4/1/2012	11/15/2019
MasterCraft Award Procedure	1/26/2011	11/15/2019
Off-campus Activities Policy	5/1/2017	2/7/2020	Off-campus Activities Procedure	5/1/2017	2/7/2020
Online Learning Technology Policy	9/21/2016
Prior Learning Assessment and Recognition (PLAR) Policy	9/1/2007	11/15/2019	Prior Learning Assessment and Recognition (PLAR) Procedure	3/1/2012	11/15/2019
Program Advisory Committees Policy	12/17/2014	11/6/2019	Program Advisory Committees Procedure	12/17/2014	11/6/2019
Program and Course Withdrawal and Refund Procedure	12/16/2015	1/13/2020
Promotion Decision Procedure	9/1/2011	9/11/2019
Religious Holiday Policy	3/5/2014	2/7/2020	Religious Holiday Procedure	3/5/2014	2/7/2020
Review of Policies and Procedures Policy	4/10/2013	11/6/2019	Review of Policies and Procedures Procedure	4/10/2013	11/6/2019
Student Enrolment Procedure Full-time Cohort Program	1/13/2020
Student Fee Invoicing and Payment Procedure	5/1/2015	1/13/2020
Student Feedback Policy	8/26/2009	11/15/2019
Student Fees Policy	06/01/2011	1/13/2020

Curriculum

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Apprenticeship Program Management Procedure	6/21/2017
Course Delivery Procedure	1/13/2020
Course Development Procedure	3/10/2015	1/13/2020	Course Revision Procedure	3/10/2015	1/13/2020
New and Revised Provincial Program Standards Implementation Procedure	11/1/2008	3/4/2019	Program Development Procedure	11/1/2008	3/4/2019
Program Quality Assurance Policy	4/26/2009	3/4/2019	Program Delivery Procedure	08/26/2009	1/13/2020
Program Review Procedure	11/1/2008	3/4/2019
Program Suspension and Cancellation Procedure	3/18/2015	3/4/2019
Student Appraisal of Teaching Procedure	3/4/2019

Degree development

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Baccalaureate Degree Promotion and Graduation Policy	6/2/2010	6/2/2010
Honorary Degree Policy	6/1/2007	7/29/2009	Honorary Degree Procedure	6/1/2007	7/29/2009
Letter of Permission Procedure	3/18/2015	3/18/2015
Request to Register in a Conestoga Degree Course Procedure	6/11/2008	2/18/2015

Accessibility policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date
Accessibility Policy and Multi-year Plan	1/1/2012	1/13/2020
Student Accommodation Policy	1/13/2020		Student Accommodation Procedure	1/13/2020
Student Service Animal Policy	1/13/2020		Student Service Animal Procedure	1/13/2020

The CARI office develops and maintains the documents related to the conduct of research. All research policies are reviewed and approved by the Research Board, Policies & Procedures Committee and the Academic Coordinating Committee.

Applied Research documents

Document Name	Effective Date	Revised / Reviewed Date
Applied Research Policy (pdf)	11/11/2003	9/4/2014
Completing Proposals and Applications for Research Funding Policy (pdf)	9/24/2014
Completing Proposals and Applications for Research Funding Procedure (pdf)	9/24/2014
Conflict of Interest in Research Policy (pdf)	3/27/2006	9/4/2014
Environmental Protection within Research Policy (pdf)	9/25/2014
Intellectual Property Policy (pdf)	4/10/2013	11/28/2018
Research Integrity Policy (pdf)	3/24/2006	12/4/2013
Research Involving Animals Policy (pdf)	11/01/2003	9/24/2014
Research Involving Chemical, Biological, or Radioactive Hazards Policy (pdf)	3/01/2006	9/24/2014
Research Project: Principal Investigator Checklist (pdf)
Student Rights in Research Policy (pdf)	3/27/2006	9/4/2014
Survey Policy (pdf)	5/9/2018
Survey Procedure (pdf)	5/9/2018

Research ethics

The Research Ethics Board develops and maintains the documents related to the assessment and management of research ethics. All research ethics policies are reviewed and approved by the Research Board, Policies & Procedures Committee and the Academic Coordinating Committee.

Research ethics documents

Document Name	Effective Date	Revised / Reviewed Date
Above Minimal Risk Research (pdf)	4/14/2011
Adverse Events Reporting (pdf)	3/23/2012
Application Signature Page only (pdf)	6/23/2011	9/14/2011
Application to Involve Human Participants in Research (Word)	2/10/2011	2/2/2018
CCITAL REB and MREB Agreement for Review of Studies on Experimetrix (pdf)	9/23/2010	11/10/2010
Change Request Form	4/4/2006	4/11/2012
Checklist for Review of Information Letter and Consent Form	5/10/2007	12/1/2011
Common Ontario College REB application form (Word)	2/9/2012
Definition of Research Scope of Responsibilities (pdf)	10/9/2008	4/12/2012
Designing and Implementing Recruitment Processes at Conestoga CITAL (pdf)	3/23/2012
Ethical Conduct in Research Involving Humans (pdf)	3/27/2006	6/16/2011
Ethics Review of Student Course- Based Research Projects Involving Humans (pdf)	3/7/2010	5/20/2010
Instructor Request for Ethics Approval of a Course-Based Research Project	4/2011	6/7/2011
Locally Responsible Investigator Form for External Investigators/Researchers	4/22/2008	3/10/2011
McMaster/Mohawk/Conestoga Coordinated Review (pdf)	11/16/2009	12/6/2011
Reconsideration and Appeals (pdf)	3/13/2012
Retention of Researcher Records (pdf)	5/10/2012
Retention of REB Records (pdf)	5/10/2012
Sample Consent Form Focus Group Data Collection (Word)	3/8/2012
Sample Consent Form Interview Data Collection (Word)	3/8/2012
Sample Consent Form Survey Data Collection (Word)	3/8/2012
Sample Statement on Confidentiality of Web-Based Surveys (pdf)	11/14/2008	9/21/2011
Sample Wording Re Confidentiality of Focus Groups (Word)	9/8/2009

External Relations policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Naming Policy	8/26/2009	8/17/2018	Naming Procedure	2/26/2009	11/5/2014
Gift-in-Kind Form	12/10/2014	12/10/2014

Finance policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date
Honorarium Policy	9/11/2019		Honorarium Procedure	9/11/2019
Signing Authority Policy	9/11/2019
Travel Meals and Hospitality Expenses Policy	04/1/2020	11/11/2020

Human Resources policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Accommodation for Employees with Disabilities	7/17/2007	4/14/2014
E-mail, Voice Mail and Corporate Calendar Policy	9/1/2010		E-mail, Voice Mail and Corporate Calendar Guidelines	9/1/2010
Employee Code of Conduct Policy	5/1/2009	8/29/2014
On-Campus Student Hiring Policy	6/9/2017	3/4/2019	On-Campus Student Hiring Procedure	6/19/2017	3/4/2019
Protection of Human Rights Policy	1/1/2005	6/24/2013	Human Rights Complaint Form	1/1/2005	6/24/2013
Protection of Human Rights Procedure	1/1/2005	6/24/2013	Human Rights Respondent Form	1/1/2005	6/24/2013
Remote Work Policy	9/1/2020
Standard Hours of Operation Policy	5/2/2011	5/2/2011
Social Media Guidelines for Conestoga Employees	August 2014

Information Technology policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Acceptable Use of Technology Policy	9/28/2011	9/26/2014	Acceptable Use of Technology Procedure Acceptable Use of Technology Practice for Employees	9/28/2011 1/12/2012	9/26/2014 9/26/2014

The incident report, safety concern report and the work refusal report forms can be completed electronically through the Occupational Safety Forms web page.

For Occupational Safety policies, procedures and guidelines, visit MyConestoga (under the policies folder). Employee login is required. If you are not an employee and would like to view a policy or have questions, please contact safety@conestogac.on.ca.

Office of the President policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Conestoga Coat of Arms Policy	4/1/2012
Health and Safety Policy - Employees, Students, Contractors and Visitors	6/4/2018	8/17/2018
Naming Policy	8/26/2009	8/17/2018	Naming Procedure	2/26/2009	11/5/2014
Protection of Student Privacy Policy	9/4/2019		Privacy Breach Procedure	9/4/2019
Selection of Convocation Speakers Procedure	5/8/2012	5/21/2013
Conestoga College Sexual Assault Policy	3/2/2015	7/10/2019	Conestoga College Sexual Assault and Sexual Violence Procedure	3/4/2015	7/10/2019
Policy Statement on Upholding Free Speech	1/1/2019	12/17/2018

Purchasing staff maintain membership in the Purchasing Management Association of Canada and the Ontario Public Buyers Association and subscribe to the principles and ethics of these associations.

Purchasing policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed
Asset Disposal Procedure	6/22/2016
Competitive Procurement Procedure	4/14/2010	2/11/2016
Purchasing Policy and Code of Ethics	4/14/2010	12/22/2015
Purchasing Procedure - General	4/14/2010	3/13/2013
Vendor Guide	12/1/2015

Safety and Security policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Substance Use Guidelines	10/17/2018

Student Affairs policies, procedures and guidelines

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Student Awards Policy	10/21/2009	11/03/2016	Student Awards Procedure	10/21/2009	11/03/2016
Student Rights and Responsibilities Policy	10/1/2018		Student Rights and Responsibilities Procedure	10/1/2018
Co-Curricular Recognition Policy	9/1/2014		Co-Curricular Recognition Procedure	9/1/2014
COVID-19 Campus Access Guidelines for Students	7/13/2020
Student Expectations for Online Engagement	9/25/2020

Policies and procedures