Updates to the College Policy Manual during 2019 are listed below.

The College Policy Manual is available on the Fanshawe website and Employee Portal. If you have trouble opening any of the files please contact Jackie Gray at 519-452-4430 x4406.

October 2019

College Policy Manual changes for October 21, 2019

P104: Sexual Violence and Sexual Assault

Amended (October 3, 2019/BoG #571).

Bill 132, an Ontario Act to amend statutes with respect to sexual violence, was passed by Royal Assent on March 8, 2016. Schedule 3 of this Act requires all colleges to have a Sexual Violence policy that addresses sexual violence involving students and sets out the process for how the College will respond. The Act requires the College‘s Board of Governors to review the policy every 3 years and the College itself to review it at least annually as per the Occupational health and Safety Act. Policy P104 was revised and approved by the Board of Governors on October 3, 2019.

In October 2018, Fanshawe undertook a full external review of the College Student Code of Conduct and Sexual Violence Policy to ensure alignment between both, and to update both to reflect current practice. This policy reflects the recommendations of both an external consultant and internal stakeholders affected by or responsible for the Policy.

The Policy and Protocol have been reorganized, refined in language, and updated to reflect some change in roles and practice. Some language has been modified to align more closely with the original provincial template, mainly with respect to survivor autonomy to determine disclosure and reporting options. The most significant Protocol change is in the adjudication process, which has moved from a single decision maker to a tribunal model where 3 voting members from counseling, student services and academic programs determine the outcome and recommend sanctions.

College Policy Manual changes for October 1, 2019

C104: Standard 1: Meal Reimbursement Amounts in Canada and U.S.A. of Policy C104: Expense Reimbursement

Amended (Oct. 1, 2019).

**Effective: October 1, 2019**

Amendments to Standard 1: Meal Reimbursement Amounts in Canada and U.S.A. have been made as per the table below. Expense maximum amounts are updated every six months from the Treasury Board website.

Effective date: April 1, 2019 October 1, 2019
Meal Maximum amount Maximum amount
Breakfast $20.50 $20.35
Lunch $20.10 $20.60
Dinner $50.65 $50.55
Total daily meal reimbursement limit $91.25 $91.50
August 2019

College Policy Manual changes for August 27, 2019

C104: Expense Reimbursement

Amended (August 15, 2019).

Amendments to this policy include revisions to section 7.7 which addresses Professional Fees and Membership Dues. Previous lists of approved for payment membership dues have been removed from the policy. This was not a full policy review, a full review of this policy will be done next year.

P210: Professional Development Leave

Amended (August 15, 2019).

This policy has been updated to comply with the new Part-Time Support Staff Collective Agreement which allows regular part-time support staff to take part in PD Leave. Minor grammatical and formatting changes have also been applied.

P211: Employee Tuition Reimbursement

Amended (August 15, 2019) .

This policy has been updated to comply with the new Part-Time Support Staff Collective Agreement which allows regular part-time support staff to take part in tuition reimbursement. Minor grammatical and formatting changes have also been applied.

July 2019

College Policy Manual changes for July 10, 2019

A136: Procedure A: Investigating and Processing Academic Offences of the Academic Integrity policy

Amended (July 8, 2019).

Amendments to this procedure include additional wording under item #5.1 “The Process” of Procedure A of policy A136. Clarification has been added to the Procedure regarding when a Warning may be issued for an academic offence. Additionally, the progression of offences and penalties for students when a Warning is issued has been included.

College Policy Manual changes for July 4, 2019

C203: Guideline D: Regulations of Policy C203: Parking and Traffic

Amended (June 28, 2019).

Amendments to this guideline were made in order to comply with Air Quality requirements related to the AASHE STARS – a self reporting framework for colleges and universities to measure their sustainability performance. A definition for ‘idling’ is now included in the Guideline and item #4.3 of the Guideline encourages owners and operators of non-emergency vehicles to limit vehicle idling on campus to one minute or less.

C206: Alcohol, Cannabis, Electronic Cigarettes and Tobacco Products

Amended (June 28, 2019) .

Amendments to this policy were made in order to comply with Air Quality requirements related to the AASHE STARS – a self reporting framework for colleges and universities to measure their sustainability performance. Amendments are limited to the purpose statement of the policy and its subsequent addendum (Guideline A and Standard 1). The words ‘air quality’ are now included in each purpose statement.

May 2019

College Policy Manual changes for May 28, 2019

A121: Graduation Ceremonies

Amended (April 17, 2019/CC-18-08).

The Graduation Ceremonies policy (A121) was reviewed and the main change is the removal of procedure from the policy. Procedure is now contained in the ‘Graduation Handbook’, a new department level document used by the Office of the Registrar. The policy itself describes the importance of graduation ceremonies. The handbook is a work in progress. Once completed it will include Regional Campus processes. Copies of the handbook will be available in hard copy from the Office of the Registrar.

A136: Academic Integrity (**formerly A203: Academic Integrity)

Amended (May 22, 2019/CC-18-09).

Policy A136 has received a major update. Notable changes include the opportunity to use a warning as a first offence, the inclusion of charts that detail steps used to determine and to process an academic offence, and suggested wording for communication with students regarding offences. The name has also changed from A203 to A136.

TOR01: Terms of Reference College Council

Amended (April 17, 2019/CC-18-08).

Changes to the College Council terms of reference include:

  • Inclusion of the Ombuds as a non-voting member.
  • Responsibility to designate a Chair in the absence of the President and Vice-Chair has been moved to the President.
  • Vice-Chairs have been limited to two consecutive terms with an ability to run for Vice-Chair again after a period of two years.
  • Membership titles updated in Appendix A.
April 2019

College Policy Manual changes for April 29, 2019

STD01: Standards for College Policies

Amended (April 26, 2019).

Updates to this standard enhance the focus of College policies regarding risk, scope and review process. New additions include a requirement for the President, Vice-Presidents, and Chief Human Resources Officer to each form a policy review working group with a mandate to provide support and guidance to Policy Sponsors as needed during the policy review process and prepare a policy review schedule on an annual basis.

College Policy Manual changes for April 2, 2019

C104: Standard 1: Meal Reimbursement Amounts in Canada and U.S.A. of Policy C104

Amended (April 1, 2019).

Expense maximum amounts are updated every six month from the Treasury Board website. The changes are reflected in Standard 1 of policy C104.

P101: Corporate Health and Safety

Amended (March 25, 2019)
Effective April 1, 2019.

This policy requires annual review as per legislation. The amendments to this policy are non-substantive. Cosmetic changes include referencing styles, updates to position titles and minor formatting changes.

P103: Safe College Campus

Amended (March 25, 2019)
Effective April 1, 2019.

This policy requires annual review as per legislation. The amendments to this policy are non-substantive. Cosmetic changes include referencing styles, updates to position titles and minor formatting changes.

P208: Respectful College Community and Prevention of Harassment and Discrimination

Amended (March 20, 2019)
Effective April 1, 2019.

This policy requires annual review as per legislation. The policy content has not changed, only formatting has been updated.

P214: Whistleblower

New (March 28, 2019).

This policy has been developed in accordance with Board of Governors’ Policy D-30: Communication and Support to the Board. The Policy confirms the right of every College community member’s ability to come forward freely and without threat of reprisal where there is an honest belief that the College or its community members are engaged in wrongdoing. The policy provides a reporting procedure and process.

March 2019

College Policy Manual changes for March 19, 2019

STD03: Schedule 1: Titles of Organizational Units and College Property

Amended (March 14, 2019).

A number of unit titles name changes within the Academic Service portfolio were recently endorsed by Senior Leadership Council. In addition, several academic units are now reporting to a different unit as a result of a recent reorganization within Academic Services. A new unit was also added under Strategic Initiatives and Business Development. Student Code of Conduct now reports to Student Success and The Institute of Indigenous Learning (formerly called First Nations Centre) now reports directly to the Executive Director of Student Services.

@FanshaweCollege