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 Administration
Academic policies, procedures and guidelines - general
Curriculum
| Document Name | Effective Date | Revised / Reviewed | Related Documents | Effective Date | Revised / Reviewed |
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| Apprenticeship Program Management Procedure | 6/21/2017 |
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| 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 |
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| Program Suspension and Cancellation Procedure | 3/18/2015 | 10/9/2024 |
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Student Appraisal of Teaching Procedure | 3/4/2019 |
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Degree development
| Document Name | Effective Date | Revised / Reviewed | Related Documents | Effective Date | Revised / Reviewed |
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Baccalaureate Degree Promotion and Graduation Procedure | 9/01/2022 | 02/16/2022 |
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| Honorary Degree Policy | 06/01/2007 | 7/29/2009 | Honorary Degree Procedure | 6/01/2007 | 7/29/2009 |
| Request to Register in a Conestoga Degree Course Procedure | 06/11/2008 | 2/18/2015 |
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Accessibility
Accessibility policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective date | Revised / Reviewed |
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Accessibility Policy and Multi-year Plan | 1/1/2012 | 1/13/2020 |
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| Student Accommodation Policy | 1/13/2020 | Student Accommodation Procedure | 1/13/2020 | ||
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Student Service Animal Policy | 1/13/2020 |
Student Service Animal Procedure | 1/13/2020 |
External Relations
External Relations policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective date | Revised / Reviewed |
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| Naming Policy | 8/26/2009 | 8/17/2018 | Naming Procedure | 02/26/2009 | 11/5/2014 |
| Gift-in-Kind Form | 12/10/2014 | 12/10/2014 |
Finance
Finance policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective date | Revised / Reviewed |
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Honorarium Policy | 9/11/2019 |
Honorarium Procedure | 9/11/2019 | ||
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Signing Authority Policy | 9/11/2019 |
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Travel Meals and Hospitality Expenses Policy | 04/1/2020 | 11/11/2020 |
Human Resources
Human Resources policies, procedures and guidelines
Information Technology
Information Technology policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective Date | Revised / Reviewed |
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Acceptable Use of Technology Policy | 09/28/2011 | 9/26/2014 | 9/28/2011
1/12/2012 | 9/26/2014
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| Password Policy | 02/01/2022 | | | | |
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Technology Lifecycle Management Policy | 08/18/2023 |
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08/18/2023 |
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Office of the President
Office of the President policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective Date | Revised / Reviewed |
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| Conestoga Coat of Arms Policy | 04/01/2012 | 11/06/24 |
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| COVID Community Safety Policy | 09/07/2021 | Policy on hold | | | |
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Inclement Weather Days Guidelines | 05/25/2022 | | | | |
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Sexual and Gender-based Violence Policy | 10/26/2022 |
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Appendix: Sexual and Gender-based Violence Resources | 10/26/2022 |
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Policy Statement on Upholding Free Speech | 01/01/2019 | 12/17/2018 |
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Privacy, Risk, and Information Governance
Privacy, Risk, and Information Governance policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective Date | Revised / Reviewed |
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| Enterprise Risk Management Policy | 06/22/2022 | | | | |
| Out-of-Province and Remote Travel Risk Management Policy | 08/18/2023 | | | | |
| Protection of Personal Health Information Policy | 3/17/2021 | | | | |
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Protection of Privacy Policy | 01/06/2022 | | Privacy Breach Procedure Guidelines to Apply Fee Schedule to Access Requests | 01/06/2022 05/25/2022 | |
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Records and Information Management Policy | 12/08/2021 |
| 12/08/2021 05/25/2022 05/25/2022 |
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| Retention Procedure | 12/08/2021 | | Appendix A: Retention Schedule | 12/08/2021 | 12/08/2022 |
Procurement and Contract Services
Procurement staff maintain membership in both Supply Chain Canada and Ontario Public Buyers Association and subscribe to the principles and ethics of these associations.
Procurement policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective date | Revised / Reviewed |
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| Asset Disposal Procedure | 06/22/2016 | ||||
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Competitive Procurement Procedure | 04/14/2010 | 02/11/2016 | |||
| Purchase Order Terms and Conditions | 07/11/2023 |
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| Purchasing Policy and Code of Ethics | 04/14/2010 | 12/22/2015 | |||
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Procurement Procedure Relative to Value | 11/18/2020 | 04/05/2024 | |||
| Sustainable Procurement Guidelines | 05/27/2024 | | | | |
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Vendor Guide | 12/1/2015 | 02/01/2024 |
Research
Conestoga's Office of Research Services (ORS) 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.
Research policies, procedures and guidelines
| Document Name | Effective Date | Revised / Reviewed | Related Documents | Effective Date | Revised / Reviewed |
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Commercialization Policy (pdf) | 12/15/2022 |
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Completing Proposals and Applications for Research Funding Policy (pdf) | 9/24/2014 |
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Completing Proposals and Applications for Research Funding Procedure (pdf) | 9/24/2014 |
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Conflict of Interest in Research Policy (pdf) | 3/27/2006 | 9/4/2014 |
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| 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 Policy (pdf) | 11/11/2003 | 9/11/2024 | Research Procedure (pdf) | 9/11/2024 | |
| Student Rights in Research Policy (pdf) | 3/27/2006 | 9/4/2014 | | | |
| Survey Policy (pdf) | 5/9/2018 | | Survey Procedure (pdf) | 5/9/2018 | |
Safety and Security
Safety and Security policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective date | Revised / Reviewed |
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| Occupational Health and Safety Policy | 02/04/2010 | 01/17/2024 | | | |
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Smoking Restriction Policy | 06/05/2015 | 09/14/2022 |
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Substance Use Guidelines | 10/17/2018 |
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Workplace Violence Prevention Policy | 11/05/2014 | 05/23/2023 |
Student Affairs
Student Affairs policies, procedures and guidelines
| Document name | Effective date | Revised / Reviewed | Related documents | Effective date | Revised / Reviewed |
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| Co-Curricular Recognition Policy | 9/1/2014 |
| Co-Curricular Recognition Procedure | 9/1/2014 |
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| Personal Health Information Protection Act, 2004 (PHIPA) - Statement | 3/17/2021 | | | | |
| Student Rights and Responsibilities Policy | 10/1/2018 | 10/19/2022 | Student Rights and Responsibilities Procedure Student Expectations for Online Engagement | 10/1/2018 9/25/2020 | 10/19/2022 09/29/2022 |