Policies and procedures

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 NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Academic Advancement and Achievement Policy 9/11/2019



Academic Agreement Policy
​01/13/2020

Academic Credential Procedure 9/1/20109/11/2019


Academic Dispute Resolution and Appeal Policy
9/1/20071/13/2020
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 2/4/20152/7/2020



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)
9/1/20141/21/2019 Evaluation of Student Learning Procedure9/1/20141/21/2019
Faculty Support and Development Policy
​1/13/2020
General Education and Degree Breadth Policy 4/29/20093/20/2019


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​ 5/1/20172/7/2020
Off-campus Activities Procedure
5/1/20172/7/2020
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) Procedure3/1/2012 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
12/16/20151/13/2020



Promotion Decision Procedure 9/1/20119/11/2019


Religious Holiday Policy 3/5/20142/7/2020
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 5/1/20151/13/2020
   
Student Feedback Policy 8/26/2009 11/15/2019



​Student Fees Policy
​06/01/2011
​1/13/2020

Curriculum

Document NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / 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 11/1/20083/4/2019
Program Quality Assurance Policy 4/26/20093/4/2019
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 NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / 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 3/18/20153/18/2015


Request to Register in a Conestoga Degree Course Procedure 6/11/2008 2/18/2015

Accessibility policies, procedures and guidelines

Document NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Accessibility Policy and Multi-year Plan
1/1/20121/13/2020



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 NameEffective DateRevised / Reviewed Date
Applied Research Policy (pdf)11/11/20039/4/2014
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)
3/27/20069/4/2014
Environmental Protection within Research Policy (pdf)9/25/2014
Intellectual Property Policy (pdf)
4/10/201311/28/2018
Research Integrity Policy (pdf)
3/24/200612/4/2013
Research Involving Animals Policy (pdf)
11/01/20039/24/2014
Research Involving Chemical, Biological, or Radioactive Hazards Policy (pdf)3/01/20069/24/2014
Research Project: Principal Investigator Checklist (pdf)
Student Rights in Research Policy (pdf)
3/27/20069/4/2014
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 NameEffective DateRevised / Reviewed Date
Above Minimal Risk Research (pdf)4/14/2011
Adverse Events Reporting (pdf)
3/23/2012
Application Signature Page only (pdf)
6/23/20119/14/2011
Application to Involve Human Participants in Research (Word)
2/10/20112/2/2018
CCITAL REB and MREB Agreement for Review of Studies on Experimetrix (pdf)9/23/201011/10/2010
Change Request Form4/4/20064/11/2012
Checklist for Review of Information Letter and Consent Form5/10/200712/1/2011
Common Ontario College REB application form (Word)2/9/2012
Definition of Research Scope of Responsibilities (pdf)10/9/20084/12/2012
Designing and Implementing Recruitment Processes at Conestoga CITAL (pdf)
3/23/2012
Ethical Conduct in Research Involving Humans (pdf)3/27/20066/16/2011
Ethics Review of Student Course- Based Research Projects Involving Humans (pdf)3/7/20105/20/2010
Instructor Request for Ethics Approval of a Course-Based Research Project4/20116/7/2011
Locally Responsible Investigator Form for External Investigators/Researchers4/22/20083/10/2011
McMaster/Mohawk/Conestoga Coordinated Review (pdf)11/16/200912/6/2011
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)
11/14/20089/21/2011
Sample Wording Re Confidentiality of Focus Groups (Word)
9/8/2009

External Relations policies, procedures and guidelines

Document NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Naming Policy8/26/20098/17/2018 Naming Procedure 2/26/200911/5/2014
Gift-in-Kind Form12/10/201412/10/2014

Finance policies, procedures and guidelines

Document NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
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 NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Accommodation for Employees with Disabilities
7/17/2007 4/14/2014
Discrimination & Harassment Prevention Policy
​11/25/2020
Discrimination & Harassment Prevention Procedure – Complaints Against Employees
​11/25/2020
Discrimination & Harassment Prevention Procedure – Complaints Against Students
​11/25/2020
E-mail, Voice Mail and Corporate Calendar Policy
9/1/2010 E-mail, Voice Mail and Corporate Calendar Guidelines9/1/2010
Employee Code of Conduct Policy5/1/20098/29/2014
On-Campus Student Hiring Policy
6/9/20173/4/2019
On-Campus Student Hiring Procedure
6/19/20173/4/2019
Pandemic (COVID-19) Working Onsite Policy
​10/26/2020

​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 NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Acceptable Use of Technology Policy 9/28/2011 9/26/2014 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 NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Conestoga Coat of Arms Policy4/1/2012



Health and Safety Policy - Employees, Students, Contractors and Visitors6/4/20188/17/2018


Naming Policy8/26/20098/17/2018 Naming Procedure 2/26/200911/5/2014
Protection of Student Privacy Policy
9/4/2019
Privacy Breach Procedure 9/4/2019

Selection of Convocation Speakers Procedure
5/8/20125/21/2013


Conestoga College Sexual Assault Policy
3/2/20157/10/2019 Conestoga College Sexual Assault and Sexual Violence Procedure
3/4/20157/10/2019
Policy Statement on Upholding Free Speech1/1/201912/17/2018

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 NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Asset Disposal Procedure6/22/2016 
Competitive Procurement Procedure4/14/20102/11/2016
Purchasing Policy and Code of Ethics4/14/201012/22/2015
Purchasing Procedure - General4/14/20103/13/2013
Vendor Guide12/1/2015

Safety and Security policies, procedures and guidelines

Document NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Substance Use Guidelines10/17/2018

Student Affairs policies, procedures and guidelines

Document NameEffective DateRevised / ReviewedRelated DocumentsEffective DateRevised / Reviewed
Student Awards Policy 10/21/200911/03/2016 Student Awards Procedure 10/21/200911/03/2016
Student Rights and Responsibilities Policy 10/1/2018 Student Rights and Responsibilities Procedure 10/1/2018
Co-Curricular Recognition Policy9/1/2014  Co-Curricular Recognition Procedure9/1/2014

COVID-19 Campus Access Guidelines for Students
​7/13/2020


Student Expectations for Online Engagement
​9/25/2020