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 Administration

Academic policies, procedures and guidelines - general

Document name	Effective date	Revised / Reviewed	Related documents	Effective date	Revised / Reviewed
Academic Advancement and Achievement Policy	09/11/2019	11/20/2024	Promotion Decision Procedure	09/01/2011	09/01/2024
​Academic Agreement Policy	​01/13/2020	​11/06/2024	​Academic Agreement Procedure	​11/06/2024	​
Academic Dispute Resolution and Appeal Policy	09/01/2007	01/13/2020	Academic Dispute Resolution and Appeal Procedure	09/01/2007	02/07/2020
			Admission Decision Dispute Resolution and Appeal Procedure - Post Secondary	09/01/2010	01/13/2020
Academic Freedom Policy	01/18/2012	01/13/2020
Academic Integrity Policy	09/05/2007	08/01/2024	Academic Integrity Procedure	09/05/2007	08/01/2024
			Appendix Penalties for Academic Integrity Violations	08/01/2024
​Admissions Policy	​09/01/2010	​01/19/2022	​Admissions Procedure	02/04/2015	0​1/19/2022
			Admission Decision Dispute Resolution and Appeal Procedure - Post Secondary	​09/01/2010	​01/13/2020
			Readmission Procedure	09/01/2010	09/01/2024
Convocation Procedure	04/01/2011	01/13/2020
Copyright Policy	12/01/2012	11/15/2019
​Course Delivery Procedure	​01/13/2020	09/14/2022	​	​	​
Credit Transfer Policy	03/18/2015	01/31/2024	Credit Transfer Procedure	03/18/2015	01/31/2024
Discontinuance Procedure	09/01/2007	09/01/2024
Evaluation of Student Learning Policy	09/01/2014	06/17/2021	Evaluation of Student Learning Procedure	09/01/2014	08/18/2023
​Faculty Support and Development Policy	0​1/13/2020	​	​	​	​
Grading Procedure	09/01/2015	6/29/2022
​International Student Withdrawal and Refund Procedure	​01/13/2020	​	​	​	​
Off-campus Activities Policy​	05/01/2017	08/18/2023	Off-campus Activities Procedure	05/01/2017	08/18/2023
Online Learning Technology Policy​	09/21/2016	01/05/2022
​Posthumous Credential Process	​08/18/2023	​	​	​	​
Prior Learning Assessment and Recognition (PLAR) Policy	09/01/2007	08/25/2021	Prior Learning Assessment and Recognition (PLAR) Procedure	09/01/2007	08/25/2021
Program Advisory Committees Policy	12/17/2014	2/16/2022	Program Advisory Committee Procedure	12/17/2014	09/14/2022
Program and Course Withdrawal and Refund Procedure	12/16/2015	01/13/2020
Religious Holy Day and Spiritual Observance Policy	03/05/2014	01/31/2024	Religious Holy Day and Spiritual Observance Procedure	03/05/2014	01/31/2024
Policy and Procedure Development and Review Policy	04/10/2013	11/06/2024	Policy and Procedure Development and Review Procedure	04/10/2013	11/6/2024
Selection of Convocation Speakers Procedure	05/08/2012	05/21/2013
​Student Awards Policy	​10/21/2009	​10/23/2024	​Student Awards Procedure	​10/21/2009	​10/23/2024
​Student Enrolment Procedure Full-time Cohort Program	0​1/13/2020	​	​	​	​
Student Fee Invoicing and Payment Procedure	05/01/2015	1/13/2020
Student Feedback Policy	08/26/2009	11/15/2019
​Student Fees Policy	​06/01/2011	​1/13/2020	​	​	​
Supplemental Assessment Policy	09/01/2007	11/20/2024	Supplemental Assessment Procedure	09/01/2007	09/01/2024
​Work-Integrated Learning Policy	0​9/30/2009	​12/06/2022	​	​	​

Curriculum

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
Course Development Procedure	3/10/2015	01/13/2020	Course Revision Procedure	03/10/2015	01/13/2020
			Program Delivery Procedure	08/26/2009	01/13/2020
​Program Development Policy	​11/06/2024	​	​Program Development Procedure	​11/1/2008	​11/06/2024
​	​	​	​New and Revised Provincial Program Standards Procedure	​11/01/2008	​11/06/2024
​	​	​	​Program Quality Appendix A: College Credentials Documents Chart	​11/06/2024	​
​	​	​	​Program Quality Appendix B: General Education Course Requirements	​11/06/2024	​
Program Review Policy	11/06/2024		Program Review Procedure	11/01/2008	11/06/2024
​	​	​	​Program Quality Appendix A: College Credentials Documents Chart	​11/06/2024	​
​	​	​	​Program Quality Appendix B: General Education Course Requirements	​11/06/2024	​
Program Suspension and Cancellation Procedure	03/18/2015	10/09/2024
Student Appraisal of Teaching Procedure	03/04/2019

Degree development

Document Name	Effective Date	Revised / Reviewed	Related Documents	Effective Date	Revised / Reviewed
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		​

Accessibility

Accessibility policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective date	Revised / Reviewed
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

External Relations

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	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
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

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
​Discrimination & Harassment Prevention Policy	​11/25/2020	​	​Discrimination & Harassment Prevention Procedure – Complaints Against Employees	​​11/25/2020	​
​		​	​Discrimination and/or Harassment Complaint Form (for complaints against employees)	​	​
​	​	​	​Discrimination & Harassment Prevention Procedure – Complaints Against Students	​​11/25/2020	​
​	​	​	​Discrimination and/or Harassment Complaint Form (for complaints against students)	​	​
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
Employee Sexual Misconduct Policy	7/1/2023
On-Campus Student Hiring Policy	6/9/2017	3/4/2019	On-Campus Student Hiring Procedure	6/19/2017	3/4/2019
Standard Hours of Operation Policy	5/2/2011	5/2/2011
Social Media Guidelines for Conestoga Employees	August 2014

Information Technology

Information Technology policies, procedures and guidelines

Document name	Effective date	Revised / Reviewed	Related documents	Effective Date	Revised / Reviewed
Acceptable Use of Technology Policy	09/28/2011	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
​Password Policy	​02/01/2022	​	​	​	​
Technology Lifecycle Management Policy	08/18/2023		Technology Asset Management Procedure ​Wireless and Mobile Device Technology Management Procedure	08/18/2023 08/18/2023

Office of the President

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	04/01/2012	11/06/24
​COVID Community Safety Policy	0​9/07/2021	Policy on hold	​	​	​
​Inclement Weather Days Guidelines	​05/25/2022	​	​	​	​
Sexual and Gender-based Violence Policy	10/26/2022		Appendix: Sexual and Gender-based Violence Resources	10/26/2022
Policy Statement on Upholding Free Speech	01/01/2019	12/17/2018

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
​Enterprise Risk Management Policy	​​06/22/2022	​	​	​	​
​Out-of-Province and Remote Travel Risk Management Policy	0​8/18/2023	​	​	​	​
​Protection of Personal Health Information Policy	​3/17/2021	​	​	​​	​
​Protection of Privacy Policy	​01/06/2022	​	​Privacy Breach Procedure Guidelines to Apply Fee Schedule to Access Requests	​01/06/2022 05/25/2022	​
Records and Information Management Policy	12/08/2021		Appendix A: Data Governance Guidelines Data Classification Procedure Scanning Guidelines for Business Records	12/08/2021 05/25/2022 05/25/2022
​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
Asset Disposal Procedure	06/22/2016
Competitive Procurement Procedure	04/14/2010	02/11/2016
Purchase Order Terms and Conditions	07/11/2023
Purchasing Policy and Code of Ethics	04/14/2010	12/22/2015
Procurement Procedure Relative to Value	11/18/2020	04/05/2024
​Sustainable Procurement Guidelines	​05/27/2024	​	​	​	​
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
Commercialization Policy (pdf)	12/15/2022
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 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
​Occupational Health and Safety Policy	​02/04/2010	​01/17/2024	​	​	​
Smoking Restriction Policy	06/05/2015	09/14/2022
Substance Use Guidelines	10/17/2018
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
Co-Curricular Recognition Policy	9/1/2014		Co-Curricular Recognition Procedure	9/1/2014
​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